Ohio Historical Records Advisory Board Meeting
Minutes, Minutes, April 20, 2007
BOARD MEMBERS PRESENT: Barbara Floyd, Laurie Gemmill, Raimund Goerler, William K. Laidlaw, Jr., Marjorie McLellan, James Oda
BOARD MEMBERS NOT PRESENT: Charles Arp, John Fleming, Julie McMaster, Kermit Pike, Julia Michael Scott
OHS STAFF PRESENT: Jelain Chubb, Todd Kleismit, Jim Strider, Nancy Schmidt, Rachel Tooker
1. Welcome
Dr. Laidlaw called the meeting to order at 10:10 a.m.
2. Approval of January 2007 Meeting Minutes
Jim Oda moved to approve the minutes with changes and Rai Goerler seconded. The minutes were approved.
3. Review of Strategic Plan Activities
3a. Advocating for Ohio’s Documentary Heritage
(i) Ohio Historical Society – State Archives
Laidlaw provided an update on the Ohio Historical Society’s request for an additional $600,000 per year increase for the State Archives in the FY 08/09 operating budget. OHS staff has met with members of the Governor’s office and the General Assembly and they seem receptive to our message. On April 11, OHRAB member Goerler offered testimony in support of the budget request before the House Subcommittee on Higher Education. His “letter to the editor” of the Columbus Dispatch in support of the April 2 editorial “Improve Ohio’s Archives” was also published. The board discussed additional ways in which they could help advocate for the funding increase, including making individual contact with their legislators. The board also asked Goerler and Barbara Floyd to draft a resolution in support of the increased funding request. Text as follows:
Resolution
Whereas, the mission of the Ohio Historic Records Advisory Board is to advocate nurture and advise programs that preserve our documentary heritage; and
Whereas, the State Archives ranks last in the nation in budgeting support; and
Whereas, the people of Ohio have the least hours of direct access to state records; and
Whereas, the State Archives has no electronic records archivist even though electronic records represent the business of modern government; and
Whereas, the State Archives has only 3.5 staff to advise the some 5,000 units of local government; and
Whereas, the efficiency & effectiveness of State and Local Government depend on records; and
Whereas, the citizens of Ohio need access to government records to make democracy work; and
Therefore resolved, the State’s public records are in peril; and
Resolved, that the State of Ohio should approve the budgetary request of the Ohio Historical Society for the State Archives.
Floyd motioned and Marjorie McLellan seconded that the resolution be approved. The motion carried.
Todd Kleismit discussed the budget calendar for the remainder of the legislative session.
(ii) Federal Programs
Jelain Chubb provided a brief overview of the Partnership for the American Historical Record (PAHR), a joint effort on the part of the Council of State Archivists (COSA), the Society of American Archivists (SAA) and the National Association of Government Archives and Records Administrators (NAGARA) to secure federal, formula-based funding for archival records in the states. The partners are asking each SHRAB to help advocate for this initiative, specifically by contacting their members of Congress. The board will discuss specific actions it will take at the July 13 meeting.
3b. Ohio Electronic Records Committee
Barbara Floyd stated that while she was not in attendance at the February 15 meeting she could report that ERC is working to update the many of its guidelines and is also concerned about getting the guidelines out to more people. ERC is also struggling with the issues of oversight and lack of funding for its activities.
3c. Public Records Subcommittee, Senate Bill 6
Chubb reported that Senator Tom Niehaus has introduced SB6, a bill intended to combat security fraud that has public records implications. This bill was assigned to the Senate Judiciary-Civil Justice Committee. Under this bill, a public office would be required to redact certain personal information, including Social Security numbers, from a document that is otherwise a public record. State Archives staff have contacted the Attorney General’s office and suggested alternative wording in regard to “redaction.” The current version implies the original record would be altered, not a copy. The AG’s office was very receptive to the change.
3d. Nominations & Renewals of Board Members
Jim Strider reported that OHS submitted nominations for appointments to Governor Strickland’s office on April 4. We hope the Governor will act on the nominations before the July 13 meeting.
3e. NHPRC Update
(i) Updates on NHPRC grant applications
Chubb reported that NHPRC chose not to award grants to the Massillon Museum and the City of Cincinnati Clerk of Council. OHRAB did not recommend funding for either application.
(ii) OHRAB Financial Status Report
Chubb reported that the NHPRC administrative grant for 2005 has a balance of $1,795.10 in unexpended funds. OHRAB has received requests for financial support for Statehood Day, History Day, and Archives Week activities in 2007.
An interim narrative report of OHRAB activities between June 1 and November 30, 2006, was submitted to NHPRC on February 28, 2007 and the final report is due on July 31. The 2007 administrative grant of $10,000 will begin on May 1, 2007.
4. Member institutional updates
Board members McLellan, Floyd, Goerler, Oda and Laurie Gemmill briefed those present on recent activities at their respective institutions.
5. Adjournment
Before adjournment Oda moved that Chubb draft a resolution of appreciation for former board member Charles Arp. Floyd seconded, and the motion was approved.
The meeting adjourned at 1:27 p.m.. The next meeting will be July 13, 2007 from 10 a.m. to 2 p.m. at the Ohio Historical Center.
