During
this time period, the Board met three times.
The first meeting was a two-day retreat, held
on June 14th and 15th, to revise The Ohio
2003 Plan, the Board's current strategic plan.
The Board also met on August 24th and on October
12th. Although some Board members were awaiting
re-appointment during this time period, the
Board maintained a complete roster (please
see attached Board Roster Appendix A).
Board
Strategic Planning Retreat
The Goal A, Level 1 objective of The
Ohio 2003 Plan requires the Ohio Historical
Records Advisory Board to "review the state's
strategic plan at the end of each odd-numbered
year." In pursuit of this objective the Board
created a Revision Sub-committee to draft updates
and changes to The
Ohio 2003 Plan as necessary. This Sub-committee
consisted of Roland Baumann, Barbara Floyd and
Raimund Goerler. Given the nature and number of
changes the Sub-committee advocated, the full
Board decided to hold a strategic planning retreat.
The
Sub-committee planned the retreat and the Board
chose June 14th and 15th as the dates for the
retreat. The Sub-committee arranged to have J.D.
Britton, Head, Local History Office, serve as
facilitator and asked Dick Cameron, Director of
State Programs, NHPRC, and Sandra Sageser Clark,
Director of the Michigan Historical Center, to
attend the retreat to provide a outside perspective
on various issues.
The
June strategic planning retreat opened as planned
at the State Library of Ohio with Dick Cameron,
Gary Ness and George Parkinson making introductory
remarks. Britton discussed the SWOT (Strengths,
Weaknesses, Opportunities and Threats) methodology
that the Board would use to guide them through
the planning process. The Board identified strategic
issues; examined possible strengths and opportunities,
weaknesses and threats; and provided many examples
of each. The Board members then rated each example
in terms of its importance. These ratings provided
a blueprint for the Board, when it met later that
night, to select a short list of goals.
The
following morning the short list of five goals
were discussed. After dividing into two breakout
groups, the Board came up with objectives to achieve
each goal. This created a framework upon which
the new plan could be built. The Board agreed
that the Revision Sub-committee would continue
working on the plan, with input from the full
Board.
During
closing remarks, Laurie Gemmill, Project Manager
for Ohio Memory, and Judy Walker, OHS Assistant
State Archivist, spoke on their views of the planning
process. Dick Cameron and Sandra Clark also spoke.
Their perspectives provided the Board with external
views of the planning process as well as the issues
facing OHRAB and other state historical records
boards
Board
Meeting - August 24th
At the August 24th meeting the Board discussed
"Preserving and Processing the Francis Lee
Utley Collection," a grant proposal submitted
by Ohio State University; reviewed the strategic
planning retreat; and formed three sub-committees.
Mary
Manning from the Ohio State University's Center
for Folklore Studies and Geoff Smith, Head of
Ohio State University's Rare Books and Manuscripts
Department explained the grant proposal that they
planned on submitting to the NHPRC. Ms. Manning
outlined Utley's career, stressed the importance
of his papers, and distributed copies of materials
from the collection. Comments and ideas on ways
to improve the proposal were discussed.
George
Parkinson led a review of the strategic planning
retreat including the goals and objectives agreed
upon at the retreat. Additionally, the Board Revision
Sub-committee, including OHS staff member Charles
Arp, reported on their July 27th meeting. At this
post-retreat meeting they took the goals and objectives
from the strategic retreat and drafted action
or implementation steps to achieve them. The Board
then discussed and adopted the Revision Sub-committee's
action steps.
One
of the major points from the strategic planning
retreat was the Board's desire to be more action
oriented. At the retreat the Board had discussed
different administrative structures that would
allow them to be more productive. Based on that
discussion, the Board decided to create sub-committees
to make recommendations for Board action. The
Board created three new Sub-committees: a Membership
Sub-committee, a Grants Sub-committee and a Public
Records Program Sub-committee. Board members were
assigned to Sub-committees and charges for each
Sub-committee were approved. Sub-committee members
and charges are attached as Appendix B.
Board
Meeting - October 12th
The Board meeting on October 12th had two parts.
During part one the Sub-committees met and discussed
their charges. During the second part of the meeting
the Board considered and discussed several issues
including the Society of Ohio Archivists' (SOA)
request for funding and the Utley grant submission.
The
Sub-committees reported on the acceptance of their
charges and reported on their plans and discussions.
The Membership Sub-committee discussed having
a "Historic Records Congress" where
comments from the Ohio archival community would
be solicited on the OHRAB strategic plan. The
Grants Sub-committee discussed having an OHRAB
"Grants Workshop" to help institutions
write grants. The Public Records Program Sub-committee
reported on their efforts to collect information
regarding public records programs.
The
Board also had a short discussion of the Ohio
State University Utley grant submission. Charles
Arp then reported on the SOA request for OHRAB
to fund a digitization workshop at the SOA annual
meeting. The Board considered the request and
asked for clarification from SOA on several budget
items.
Respectfully
submitted,
George Parkinson
Deputy Coordinator
