CLOSING REPORT
C.A. WORLD SERVICE CONFERENCE 2007
ARCHIVE REPORT
INTRODUCTION AND OPENING COMMENTS
Another fabulous year of Archiving! If you have ever wanted to know really where we come from, this is the committee to be on – l think we did more reminiscing then work but we were able to successfully scan 1982 through 1989 despite our 2 hour lunches and mid afternoon naps…just kidding.
I’d like to introduce to you our service structure. Joy Hutcheson was elected our new Vice Chair, Veronica Williams was elected Secretary and Shawn Bacoccini is our Master of Arms.
COMMITTEE WORK
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Attached is our Delegate Manual description of Policy and Procedures for Archive – Followed by Powerpoint Presentation of the Closing Report.
COMMITTEE WORK THAT RESULTED IN MOTIONS
No Motions
REFERRALS THAT RESULTED IN MOTIONS No Referrals
REFERRALS OR ITEMS TABLED UNTIL NEXT YEAR; AND ITEMS THE COMMITTEE WILL CONTINUE WORKING ON THROUGH THE YEAR
No Referrals received this year.
REFERRALS OR ITEMS REFERRED TO OTHER COMMITTEES; WORLD SERVICE OFFICE, OR BOARD OF TRUSTEES
No referrals to refer
REFERRALS THAT DID NOT RESULT IN MOTIONS
NA
NEW COMMITTEE STRUCTURE AS OF THIS CONFERENCE
Chair: Patrick Potter
Vice-Chair: Joy Hutcheson
Secretary: Veronica Williams
Member at Large: Shawn Bacoccini
Member at Large: Dot Thompson
CLOSING COMMENTS
Respectfully Submitted:
Patrick Potter, Archive Committee Chair Steve Edwards – questions for the committee?
Vinny Martin – will this information up on the website for my Area’s archivist to access?
Patrick Potter – yes, 1 will get with IT and provide pdf on line.
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Vinny Martin – on the budget for the computer rental, would it be better to purchase?
Patrick Potter – it was discussed and S will defer to Patty Flanagan.
Patty Flanagan – renting computers because we have tried to purchase even for this Conference but when they get moved around, technology changes, it doesn’t make much sense. Their prices are high on the budget and they knew that i would cut it
David Crosiand – I love the idea of the museum and people paying for it, but how do you make sure that everybody paying is one of us?
Patrick Potter – if a person says that they are one of us, they are a member. My understanding is that it will be divided into 2 sections. The section available to the fellowship is the stuff that is privy to anyone in the world because we are a corporation. Conference related bylaws and stuff of that nature. Meeting flyers, memorabilia will probably be eliminated. Someone can go in and peruse our information,
David Crosland -1 am more concerned about the7th Tradition that we are assured that the money isn’t coming in from an outside source.
Patrick Potter – there will be something on the bottom asking if we are a member. Cynthia Cronkhite – would this document be attached committee guidelines and therefore, be subject to approval from this floor?
Steve Edwards – I have no idea what the intent of the committee, Patrick Potter™ it is an internal procedural handbook.
Cynthia Cronkhite – my concern not having seen a conference committee created before, how do we create a budget? I believe that our history should be available to all of us. Who does have to pay?
Patrick Potter» you have to pay if you want to download information. You don’t pay for a membership to get into the museum. If you wanted to make 470 copies of something inside there that you want to download. How much that is…we don’t know
Cynthia Cronkhite ~~ so everyone would have to gather around the computer at a workshop? And then in terms of your budget you would purchase a camera every year.
Patrick Potter – it would be a high res camera that is designed to capture documents.
Steve Edwards – I want to check with Patrick that it is my understanding, what you are calling a proposed budget is actually projected expenses. Cynthia, I appreciate you intricate interest but please don’t get into the budget. Cynthia Cronkhite
Michael Chiki – are you taking in physical items.
Patrick Potter – we will be taking 1st run items.
Michael Chiki – On behalf of our British Columbia Area, I’d like to donate a t-shirt.
Mona Ibrahim – the offsite storage. What are you storing offsite.
Patrick ~ anything that is considered an original – which is put into an acid free sleeve in an acid free box.
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Mona Ibrahim – when dealing with an Area’s bylaws that are filed with the Secretary of State they must stay in the office. Are we crossing over duties? Patrick Potter – not necessarily.
Steve Edwards – I want to get into the minutia of the workings of the committee’s. We have to assume that they are not going to violate any laws by moving documents to offsite storage.
Mona Ibrahim – how are you going to prove the authenticity of items given by the fellowship.
Patrick Potter – one of the things in the design is that members interface with an archivist in their Area. As far as authenticity, there is a sorting process early on. These are more of an internal policy.
Steve Edwards – isn’t the chain of custody for that.
Patrick Potter – yes
Mona Ibrahim – what are the digital cameras for?
Patrick Potter
Mike Sklar – what would the duties be from the Areas?
Patrick Potter – we would like them to interface with the archivist.
Mike Sklar – are you looking for minutes?
Patrick Potter – flyers, meeting directories, photos without people’s faces, trademark filings…anything that is of an original nature. First run t-shirts. PSAs, It goes on and on.
Mike Sklar – any flyers and any events?
Patrick Potter – yes
Mike Sklar – so the museum would be virtual.
Patrick Potter – yes
Dan Sadur – I have a question about your projected expenses. Who is paying for it?
Joy Hutcheson – that is what it would have cost us to do this work this year and next year. The truth is that Patrick is donating all of the equipment this year and next year. Patrick cannot keep forking out cash to fund the Archives committee.
We are now a committee and a part of the Conference and we need to step up to the plates through 7th Traditions to fund Archives and Translations and ail of that. It is program services just like Unity, H&l, Finance. We already have a $2000 budget.
Dan Sadur – so there is a budget and the question was skirted. Is this a proposal for a budget for this year, next year and the year after that?
Joy Hutcheson – no. We are using only $2000.
Dan Sadur – on an Area level, I know that as an Area’s board in New York, I don’t want to sent original documents to you. Will you send scanned originals? Patrick Potter – sure.
Bobbie Harmon – I was listening to Cynthia about the guidelines and these will be internal. When you get to the 3rd page and you have member level, this is no longer internal. Wouldn’t that be considered guidelines to be considered by the Conference floor?
Patrick Potter – no. Why would it?
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Bobbie Harmon – i would think that it would be something for the Conference to approve and it wouid fall under SR14.
Steve Edwards – Bobbie you have a point and items that discuss district, member processes, it is not an internal process any more.
Bobbie Harmon – you should show up next year to get this approved as your official guidelines.
Doug Lindblad – have you thought about subcommittees for the offsite storage, rental of digital cameras, to do that?
Patrick Potter -1 would love to invite you to join my committee so that we can have a subcommittee.
Michael Chiki – you said that you were going to be scanning transcripts with people’s names.
Patrick Potter – It is my understanding that if you are a part of this committee you give up the right to anonymity.
Steve Edwards – you can’t make a document with last names available on the internet.
Patrick Potter – I don’t have an opinion about it but if we are currently redacting names now and we will continue to do the same.
Robert Bohman – in Sweden you can’t charge for information that is available through the general public.
Patrick Potter – the legalities about the website and the laws around that will probably involve the Trustees to help us through such things.
Al Furoy – you guys are doing a wonderful thing and we need it. The museum really scares me and we are fully self-supporting. Having a place to click and say you are member means nothing.
Patrick Potter – can anyone buy the Hope, Faith & Courage book?
Al Furoy – we are walking a fine line here.
Steve Edwards – you can be assured as the WSBT and WSOB are involved this process and tradition violations won’t happen.
Elizabeth Saldebar – thank you for all the hard work. Do you know if there are other fellowships that have publications such as the Grapevine that is available for purchase.
Steve Edwards – no other questions for the Archive committee so let’s thank them for their hard work.
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