|SHRAB Minutes - February 8, 2005|
Guy Louis Rocha, State Coordinator, called the meeting to order at 10:40 am at the City of Henderson Valley View Room.
Board members present: Guy Louis Rocha, Nevada State Library and Archives; Shayne Del Cohen (via telephone); Victoria Ford, The Ford Factor; Sabrina Mercadante, City of Henderson Archives and Records Program; Peter Michel, UNLV Special Collections; Hal Rothman, History Dept. UNLV; James Smith, Deputy Attorney General; Jacque Sundstrand, UNR Special Collections,
Absent: Sara Jones, Nevada State Library and Archives
Staff Present: Jeffrey Kintop, Nevada State Library and Archives, Barbara Gray, Nevada State Library and Archives.
Item # 1 – Introductions
Item # 2 Approval of minutes
INFORMATION ITEM: (Non Action Item)
Item # 3 – NHPRC Update
Jim Smith mentioned that he, Jeff Kintop and Sabrina Mercadante had made a presentation at southern Nevada branch of the Association of Records Managers and Administrators (ARMA) last month that was very well received. He said they had discussed the mission of the SHRAB. He also mentioned that he and Mr. Kintop would be teaching a class on public records, open meeting law as well as the mission of SHRAB for the Lorman Educational Services in June 2005.
David Millman mentioned that the Museum and History Division in Las Vegas needed a library cataloger. He would welcome any suggestions the board may have.
Item # 5 – Discussion of activities at the Las Vegas Super Regional Meeting of western archival organizations in Las Vegas.
Item # 6 – Review SHRAB materials from State Historical Records Coordinators Manual
Mr. Kintop provided the board members with a forty-three page document from the State Coordinators Manual (Exhibit A) and State Historical Records Advisory Board, NRS Chapter 378A (Exhibit B).
Hal Rothman left the meeting at 11:30am for another meeting.
Item # 7 – Strategic Planning Session
Mr. Smith moved to adopt this language as their Mission Statement, Peter Michel seconded and the motion passed unanimously.
b. Draft and adopt a Vision Statement
The Board broke for lunch at 12:10pm
The board reconvened at 12:55pm
c. Draft and adopt Bylaws
Mr. Kintop told the board they could add to but not take away from what is already in the NRS.
Mr. Rocha proposed they use some of the language in the Idaho Mission Statement that reads:
“The board may ask for the resignation of a member who fails to attend two consecutive regular meetings of the board without excuse, or has had excessive absences during their term of office”.
Mr. Smith moved to approve this language Ms. Sundstrand seconded, and the motion passed unanimously.
Mr. Kintop pointed out the need for something in the bylaws that mentions a Deputy Coordinator. This person can be elected or appointed by the Coordinator. Mr. Michel moved they use the language in the Idaho bylaws that states, this person be appointed by the State Coordinator, Mr. Smith seconded and the motion passed unanimously.
Mr. Kintop continued on “Meetings” – The board shall meet regularly three times a year and within the limits of legislative appropriations, may hold additional meetings upon the call of the chairman. The quorum will be made up of five members of a nine-member board. (1 more than 50%). Mr. Kintop also mentioned having regular scheduled meetings. The board decided to have the meetings the first Wednesday in February, June and October. Mr. Millman moved to have regularly scheduled meetings, Vikki Ford seconded and the motion passed unanimously.
Mr. Smith moved to adopt the purposes of programs scope that are presented from Idaho and change the name Idaho to Nevada, Mr. Michel seconded and the motion passed unanimously.
Conflict of Interest -Ms. Sundstrand moved to adopt the language verbatim from Idaho as satisfactory regarding the Conflict of Interest statement, Ms. Ford seconded and the motion passed unanimously.
Amendments – Mr. Michel moved to adopt the language of Idaho in regards to Amendments, Mr. Millman seconded the motion passed unanimously.
d. Draft and adopt General Goals for Strategic Plan
Mr. Michel seconded the motion passed unanimously.
Mr. Smith moved to adopt the Vision Statement from Kansas, being no second the motion died.
Ms. Sundstrand pointed out the masculine terminology of “Chairman” and moved to strike that word and be more gender neutral, Mr. Smith seconded the motion passed unanimously.
e. Form committees for portions of the Strategic Plan
Committees for portions of the Strategic Plan are as follows:
Goal # - 1&2 – Nevada Shall Achieve Best Practices in Record Keeping --Sabrina Mercadante, Jim Smith and Guy Rocha.
Goal #3 –Nevada’s people and governments will share responsibility to preserve and make our unique documentary heritage available -- Vikki Ford and Jacque Sundstrand.
Goal # 4 – Protecting Nevada’s Documentary Heritage -- Peter Michel and Hal Rothman.
Goal # 5 – Mobilizing collective resources of SHRAB, DMLA, and Constituent organizations -- David Millman and Shayne Del Cohen.
Item #9 Set date for next meeting
Item # 10 Adjourn
RESPECTFULLY SUBMITTED BY