Meeting Minutes: 2 February 2001

Executive of the Archives Association of British Columbia
Telephone Conference Call

Minutes from previous meeting

Meeting was called to order at 8:38 am

Heather moved and Dorothy seconded to approve the meeting minutes from January 22, 2001. Motion was carried.

1. Business Arising

The Executive discussed confidential contract issues; the Executive reviewed the job posting for the competition for the AABC Education and Advisory Archivist.

Dorothy moved and Lynne seconded to post for the AABC Education and Advisory Archivist position on the afternoon of February 2, 2001.

The hiring committee was established to consist of: Jane Turner (President), Heather Gordon (Vice President), and Linda Wills (Chair of the Education Committee).

Meeting was adjourned at 9:20 am.

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Meeting Minutes: 23 March 2001

Executive of the Archives Association of British Columbia
City Hall, City of Richmond

Minutes from previous meeting

Meeting was called to order at 12:13 p.m.

The meeting minutes from January 22, 2001 were previously approved by the Executive via telephone on Friday February 2, 2001.

1. Business Arising

Jane Turner reported that the Regional Representatives’ Terms of Reference has been posted on the AABC web-site.

Lynne Waller reported that she has written an article for the newsletter concerning AABC’s non-profit status.

Lynne Waller has contacted both the BC Archives and the CCA concerning the AABC’s intentions concerning the GST rebate. A letter has been received from Gary Mitchell, the BC Provincial Archivist, approving the AABC’s intentions for the GST rebate and that we are awaiting a response from the CCA.

Dovelle Buie reported that the notification of a special resolution vote concerning the awarding of honourary membership has been sent to the AABC membership with the conference registration mail-outs.

Dovelle Buie reported that the membership chair has been informed of the approval of Enderby & District Museum Society’s application for Institutional Membership and the denial of Alberni Valley Museum’s application for Institutional Membership.

Lynne reported that payment procedures for Leslie Field’s work on the web-site newsletter have been arranged.

2. President’s Report

Jane Turner reported that the contracts for next year have been taken care of; the three program contractors have signed their contracts. The Financial Manager, Karen Blimkie, has received her contract and will be signing it in the next week.

Jane Turner discussed Archives Week for next year and suggested that Archives Week for 2001 could be announced for next year at the AABC conference in April 2001. Suggestion of theme for Archives Week 2001 is "Celebrating Volunteer Service in Local Communities." Archives in BC will be invited to submit a photograph(s) pertaining to the theme of volunteerism in the community. The Executive were all in agreement.

Jane Turner discussed regional development and reported that Gary Mitchell, Provincial Archivist, has requested details regarding the $6050 in regional development funds that the AABC has applied for in its Strategic Communications grant application. Jane explained that the Provincial Archivist would like some details to go with what the AABC plans to spend the money on in terms of regional development initiatives. Jane Turner recommended that the AABC spend the funds as follows:

Jane Turner reported that planning for the 2001 AABC Conference is under control. The Executive agreed to honour Hugh Taylor with a Life Achievement Award at the 2001 Conference in Victoria. Dovelle Buie, Secretary, will coordinate the framing of a certificate. Jane agreed to arrange to have one of the Archives Week posters framed to present to the Lieutenant Governor.

In case there is a vote for the executive positions, Dovelle Buie will also arrange to have blank ballots for the AGM meeting.

3. Treasurer’s Report

Lynne Waller, Treasurer, reviewed the Financial Statements as of March 21, 2001.

The Treasurer reported that she has been receiving budget reports from Karen Blimkie on a daily basis.

The Treasurer outlined the reports. The Executive discussed the surplus funds reflected in the reports. Lynne Waller reported that there has been an additional $10,000.00 put into GICs today.

Lynne Waller reported that the Financial Manager, Karen Blimkie, and the Financial Committee recommends a change in the accounting firm this year for the financial review and audit. Lynne outlined the various firms that she and Karen reviewed. After a thorough analysis, the Treasurer recommended that the AABC hire Evancic Perrault to conduct the 2000 financial review and audit. The firm is certified and the review will cost the AABC up to $1,700.00.

4. Conferences

2001 Victoria Conference

Lynne reported that there have been 28 conference registrations to date and that many more are expected to come in by the April 6^th deadline.

5. Committee and Program Reports

Education (Standing Committee)

Jane Turner reported that the new Education and Advisory Archivist, Janet Turner, will be starting on April 9, 2001. Jane reported that Janet has been speaking to Bill Purver to arrange to have an e-mail account set-up. On April 12, 2001 a meeting has been scheduled to discuss program planning for Jane Turner, Heather Gordon, Jane Turner, Bill Purver, Rosaleen Hill, and Karen Blimkie.

Jane Turner reported that Patti O’Byrne has agreed to join the Education Committee.

Membership Committee (Standing Committee)

Dovelle Buie reported that, according to the membership committee’s final report, written by Marnie Burnham, the membership numbers for 2000/01 are as follows:

Dovelle reported that Marnie Burnham has sadly submitted her resignation as the Membership Committee chair. Dovelle Buie has agreed to serve as the chair of the Membership Committee.

Membership Database

Dovelle Buie reported that a copy of the Membership Committee’s database, with the conference database component, has been sent to Karen Blimkie and Marnie Burnham. Karen and Marnie will be coordinating the conference registrations and initial renewals until Dovelle returns from holidays.

Membership Brochure

Dovelle reported that the Membership Committee has been working on developing a new membership brochure for the AABC. Preliminary copies of the brochure be made available at the AABC Conference in April.

Internet/CAIN (Ad Hoc Committee)

Heather Gordon reported on the web-site redesign. There may be a prototype to look at by the time of the conference.

Institutional Standards (Ad Hoc Committee)

Executive approved the report of the Institutional Standards Committee.

Nominations Committee (ad hoc)

Jane Turner reported that Chris Hives will confirm the nominations for next year.

9. Other Business

There was no other business.

The meeting was adjourned at 2:15 p.m.

Next Meeting is the AABC’s Annual General Meeting; the meeting will be held in Victoria at the Annual Conference on Saturday April 28, 2001.

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© 2001 Archives Association of British Columbia