Executive Council Meeting, October 2000

ORAL HISTORY ASSOCIATION
Council Meeting
10 October 2000

Present: Laurie Mercier, Cliff Kuhn, Alva Moore Stevenson, Lu Ann Jones, James E. Fogerty, Tom King, Madelyn Campbell. Absent: Mary Marshall Clark.

The meeting began at 9:30 a.m.

Laurie Mercier welcomed Council members, and noted the absence of Mary Marshall Clark. This necessitates some reorganization of the agenda. Council discussed this issue.

There was discussion of the minutes of the April 2000 Council meeting in Durham. Failure of the laptop at that meeting created problems in consistency and in submission of notes from various Council members. After brief discussion, it was decided that Council members and Madelyn Campbell would take minutes at this and future Council meetings in rotation.

Mercier asked for discussion of the minutes of the April 2000 Council Meeting.

It was moved, seconded and carried to approve the April 2000 minutes.(King/Stevenson).

Executive Secretary's Report (Campbell)

Campbell distributed an outline of her report.

• The OHA Office is working well, with excellent support at Dickinson College. Campbell continues to work with the College to resolve issues surrounding recruitment and employment of student assistants.



• There was discussion of the OHA website and its relationship to the task of fielding questions from members and non-members. Council recommended that the Executive Secretary explore ways in which to expand and improve the website to deal more effectively with inquiries to the Office. Development of a list of Frequently Asked Questions (FAQs) was also recommended, as was the addition of information on regional organizations and the OHA pamphlet series.



• Treasurer's Report: Campbell distributed the current financial reports. There was concern over the lack of documentation for the OHA's 501 [c] (3) status, which has been redone and made current. IRS records had been accidentally changed. The error has been corrected and appropriate documentation is now available in the OHA administrative file. After discussion of the 2000 budget, Council agreed to postpone final approval of the quarterly reports until the following day's meeting. With regard to the OHA membership directory, there was discussion of the frequency with which the full membership directory, financial reports, and other information would be published. Previous Council discussion of this issue (in Anchorage) included a recommendation that the directory be published in full every two years to conserve funds.



• It was moved, seconded and carried to publish the OHA membership directory biennially based upon members current as of 1 June in the year of publication. (Kuhn/King).



• Campbell noted that the disbursement from UC Press was $3,000 less than anticipated in the budget.



• All Endowment funds have been transferred from Baylor and have been placed in an in an interest bearing account at M&T Bank.



• UC Press relations were somewhat difficult following the departure of Tom White. Improvements have been made but continuing attention needs to be paid to this relationship.



• Insurance costs have increased 30% and the Executive Secretary negotiated a lower rate (based upon a lower number for the annual meeting) and continues to look for other bids.



• Annual meeting receipts for the 2000 meeting total $51,616 to date; expenditures include a payment of $15,000 as a deposit to the Marriott Hotel. There are 395 paid registrants at this time.



• Standing Resolutions have been updated with the assistance of Linda Shopes. Once the current meeting motions have been included, new copies of the standing resolutions will be sent to all council members.

President's Report

Nominating Committee (Mercier delivered the Nominating Committee report in place of Clark)

Three new Nominating Committee members elected are Kathy Nasstrom, Rose Diaz and Rebecca Sharpless. New Council members are Linda Wood and Rina Benmayor. Arthur Hansen is new First Vice President. Mercier suggested that the Executive Secretary also have Nominating Committee deadlines on her calendar as a backup to the President. This has been a problem in the past.

Mercier has attempted to refine the basic functions and their execution of the President's office. She has revived the idea of a task force to examine annual meetings. Linda Shopes has agreed to assist as well. Marsha Darling has agreed to serve on the Book Awards Committee. Mercier also reported on the International meeting in Instanbul. Anne Ritchie has agreed to serve as OHA liaison to the International Committee. $500 was donated by OHA to the meeting. The next meeting is slated for South Africa.

By the midwinter meeting several committee vacancies were filled: Diversity (per recommendations of that committee), International (Jaclyn Gier-Viskovatoff; Anna Maria de la Castellano), National Park Service Committee vacancy remains unfilled. OHA needs to be more proactive in establishing OHA/NPS relationship.

Committee Reports

Awards Committee

For 1999-2000: Andor Skotnes chaired Article Committee; Jane Collings and Alphine Jefferson also served on that committee; Miguel Juarez; Jeffery Brown; and Karen Hirsch served on Project Award Committee. Lois Myers chaired the Project Award Committee, on which Sandy Polishuk and Jackie Dace also served. Jon Hunner chaired Post Secondary Teaching Award Committee-unfortunately there were no nominations. There have been problems in obtaining nominations for this award in the past. Mercier wondered if there had been any problems with the Precollegiate Teaching Award. She has mentioned this to Chuck Lee of Education Committee for their possible assistance. For 2000-01: Karen Olson, Pamela Grundy and Marsha Darling will comprise Book Award Committee. Mary Larson will chair Nonprint Media; Precollegiate Teaching Award Committee: John Wolford and Troy Reeves will serve.

Mercier announced this year's awards and the details. There were two recipients of the Project Award; "The Lonaconing Silk Mill, 1907-1957" Allegany High School and "Life Histories of Three Generations of Inuit Women", by Nancy Wachowich. There was one Article Award recipient; "The Other Suburbanites: African American Suburbanization in the North Before 1950," by Andrew Wiese. Council discussed the dilemma of projects falling within (or without) a certain dollar-amount. King suggested looking at projects by more discerning criteria than whether they fall within certain dollar guidelines, such as institutional or community affiliation. Should the committee be given more latitude or provide more direction in making the decisions?

King suggested Council urge committee to consider the diverse origins of the projects considered. Campbell referred to previous minutes for background on the under- and over-$6,000 dollar amount for project consideration. Should wording be revised to: large project or small depending on funding and/or budget. Campbell cautioned the use of wording "large" or "small" which would elicit many questions on what constitutes large or small project. King asked if flexibility will be exercised before or after applications are received. Problem may well be that OHA needs to do more outreach to state/regional/community organizations. King further suggested having an institutional award as well as a community award. Jones asked if we could state that up to two awards. Each would be a best award. Should the dollar-amount delineation be eliminated? Logic of dollar amounts was based on a state humanities model. Kuhn suggested that we privilege large as well as small projects. King cautioned that smaller projects would feel at a distinct disadvantage. Mercier said that there is still a problem obtaining submissions. Would state/regionals be willing to facilitate awards in their areas and promote participation? It was decided to leave the wording intact regarding the awards. Council discussed award committees' recommendations. It was suggested that council members join with State/Regional Committee to work on generating/soliciting nominations and publicizing awards.

Evaluation Guidelines: Mary Kay Quinlan copy edited draft; asked Sherna to verify that it was the correct document. Don Ritchie rewrote the introduction. When OHA sent Evaluation Guidelines to graduate directors in history in 1998, recipients noted that the credibility of the document would be enhanced if the institutional affiliations of those developing the Guidelines were noted by their names. It was suggested that Committee members affiliations be added and that an announcement be submitted to H-ORALHIST regarding this. Kuhn suggested and will explore methods of dissemination of letters to graduate schools reminding them of guidelines. This might be a good method for raising awareness and reaching non-academic programs and projects. Don Ritchie served as OHA liaison to AUP Task Force. As an AHA Council member, Linda Shopes is working with others in the social sciences to press for greater accommodation of federal guidelines governing research on human subjects (including oral history interviews) to the principles and protocols of nonbiomedical research.

Web Links Policy (deferred until later) How do we decide upon which criterion to support certain groups?

Scholarship Committee (Stevenson)

The Committee awarded scholarships to diverse groups of people, few of whom had institutional affiliation. Committee will try to have earlier deadline next year and to define tasks more clearly. Committee member Pamela Grundy raised question of helping non-program participants. Stevenson feels strongly that non-program participants should be helped in order to help them get their foot in the door. Kuhn noted that with help from NC Humanities Council funding, a substantial number of participants at Durham meeting receive support to attend sessions free of charge. Stevenson suggested that names of people who applied for scholarships but did not receive awards be passed along to OHA executive secretary so that OHA membership information could be sent to them.

Mercier asked if council should revisit question of support for program/non-program participants. King asked if there had been any follow-up on retention of former scholarship recipients. Mercier said no. Kuhn said it's hard to coordinate scholarships. Stevenson wondered if Scholarship Committee should be supporting international participants at all, or would it be better to leave it to the International Committee. Stevenson thinks scholarships should continue to help non-conference participants, even though this year OHA welcomes students from California State at Monterey Bay.

Council recommendation: The Council recommends that scholarships continue to go to non-program participants and that International and Diversity committees get $1000 each and that people who organize sessions that involve participants with limited resources should themselves seek funding sources to help bring them to meetings. Kuhn pointed out that over 10 percent of the participants at this year's conference are receiving help through NC Humanities Council funding for community workshops.

Council recommendation: Council recommends that future meeting planners look for creative ways to fund local and regional attendance through supported workshops for community members and teachers.

Publications Committee (Fogerty)

Fogerty presented report by Kim Rogers. Rogers has received bids for pamphlet publication, including Wood's pamphlet on education. Fogerty showed a design mock-up for new pamphlets that would be more attractive to a wider audience than academics. Fogerty reviewed key points of Roger's report regarding bids for new pamphlet design; new pamphlet topics; updated pamphlets, etc. Mercier pointed out that John Neuenschwander has a contract with OHA for sales of Oral History and the Law; Campbell said she has seen a contract, but has not paid him any royalties. (Later it was determined that royalties were paid up front when the pamphlet was printed).

Kuhn raised question of possibility of publishing proceedings of annual meeting. Mercier suggested that rather than proceedings volume perhaps Andy Dunar might publish OHR issue around annual meeting themes.

Discussion: does OHA publish new evaluation guidelines, which are available on the WWW? King suggested that OHA self-publish guidelines in booklet form. Council suggested that Campbell proceed and print copies as needed and will include in new member packets beginning in January.

Council commends Kim Lacy Rogers and members of Publications Committee for their hard work.

Education Committee (King)

King has had little communication with Education Committee. Council considered committee report. Mercier suggested that council pass on to committee our disappointment in lack of nominations for post-secondary teaching awards and urge the committee think about ways to generate nominations for the award in 2002 and for pre-collegiate teaching award in 2001.

Council thanks Charles Lee for chairing the Education Committee.

Diversity Committee (Stevenson)

Stevenson presented Dawn Hinton's report. She pointed out committee has new chair, Nilsa Olivero, and committee will be filling three vacancies. King asked if OHA had indeed become more diverse since Diversity Committee formed in 1988? Stevenson said she thinks diversity of OHA fluctuates year to year, in correlation to diversity of programs, but no hard data exists. King said he would like some hard data regarding diversity of membership and retention of new members. King urged regular re-examination of committee mission statements.

Council remains committed to diversity of OHA membership and commends its work. Council also urges the committee to assess its efficacy and to cultivate leadership in the OHA.

Council commends the Diversity Committee chair, Dawn Hinton.

State and Regional (Jones)

Jones presented committee report and highlighted key points. Council urged S/R to generate entries for awards and to continue to send news to newsletter and to appoint a liaison to the Newsletter. Council also asked S/R to send their mailing lists to OHA in March so she can send out annual meeting information to S/R near annual meeting location.

Council commends Rose Diaz, Geneva Wiskemann, and Lois Myers.

Council reconvened at 7:15 pm

Ross Award

Mercier presented a recommendation from Don Ritchie, Pam Henson and Linda Shopes for the precollegiate award to be renamed the Martha Ross Teaching Award.

This announcement is confidential and should not be made public. It will be announced at the spring meeting of OHMAR. There was some discussion about whether this would set a precedent and how would policies be developed regarding such actions in the future. Council discussed Martha's stellar career. There was discussion about how persons are selected to have a named award. Council was concerned that there would be pressure to begin naming other awards. It was agreed that an endowment for an award should not be a factor.

It was moved and carried that the precollegiate teaching award be renamed the Martha Ross Teaching Award (Kuhn/Jones).

Discussion followed that the naming of an award not be linked to the establishment of an endowment, but Council commends the initiators of the recommendation for their efforts to establish an endowment which would provide a cash prize to accompany the award.

Council reconvened at 9:30AM

2000 Conference (Kuhn)

Approximately $10,000 has been raised from various sources, including The Center for Documentary Studies, the North Carolina Humanities Council, the Center for the Study of the American South, Duke University, the Dean's Office, University of North Carolina History Department and GlaxoWellcome. Workshop income should be as projected. Tour income will be down from projected.

Exhibit income from exhibitors lower than projected. Additional income to be generated by local bookstore exhibit. If we staff the exhibit we will get 20% of gross. This additional revenue had not been factored into original projections, but will be added to exhibit projections. Generally close to income projection. Expenses greater than projected. Kuhn stated the he still expected to clear in the range of $14,000. Registrations, low 400s. What to do about people who don't pay was discussed. Another reminder letter was suggested. AV - down from 10,000 to 6,000. Kuhn commented that there was an excellent local arrangements committee in place.

Council commends all volunteers who have helped with the annual meeting to date with special recognition to Alicia Rouverol, Mary Murphy, Cathy Abernathy, Beth Millwood, and Kelly Feltault for workshops.

2001- St. Louis (Clark)

Contact Missouri Council for the Humanties.
Look at past conference budgets. Look for chart of previous meeting income/expenses. Program Committee - 8 individuals. Local arrangements small, needs to be expanded.

2002 - San Diego

Brad Westbrook - happy to help with Local Arrangements in San Diego. (Manuscript Librarian at UC San Diego) Art Hansen has been working with them. The Executive Secretary has had contact with several hotels in San Diego. Possible site visit in November. Prices ranging $120/night for rooms. Looking for downtown hotels. Need local person, perhaps Brad or Art Hansen, to advise on appropriate and reasonable hotels.

2003

Don and Ann Ritchie argued against Washington, D.C. Baltimore could be a possibility. Chicago is too expensive. Can't meet in major cities, don't cut deals. Mandate to explore possibilities of cities. Mandate to talk about possible sites during this weekend: Baltimore, Washington, D.C.

Editors Reports

Oral History Review

Took quite a while to get a signed contract from U. Of Alabama, Huntsville. Raised Andy Dunar's salary at Mid-Winter to match that of Mary Kay's. Bruce Stave had urged to increase it even more, but the Council didn't feel it would be financially prudent at that time. Mercier urged Council to go to electronic publishing meeting, OHR, H-Oralhist. etc...Dunar was initially resistant to electronic publishing but now says journal will be electronically published by University of California Press.

Newsletter Report

Jones commented on Mary Kay Quinlan's plea for continued need for printed matter. Council tabled recommendation to make it a quarterly event (a fourth newsletter), or expand size. Expansion would give her chance to expand into opinion pieces, but would cost $5,500 - $7,400 for 4 . Four issues would have greater value to members. Essentially $300 more for mailing. Task forces have agreed moving to 4 issues would be a good idea. Issues still mainly financial. Also, Fogerty points out that this expansion would not bring in any revenue (additional newsletter would be around extra $2000/year), but other potential publications (a la publications committee) are also possible, and could generate revenue.

Sense of Council: Recommend that one of the three issues will expand to 16 pages to provide Quinlan the opportunity to provide feature articles, and think pieces, as well as list of new members.

H-OralHist

Council reviewed Jeff Charnley's report, and commented on the effective way in which the list is operated. Kuhn commented that H-Oralhist could be used to explore issues such as OHA's future publications, members benefits, ethical issues, and other topics that may form the theme for future OHA meetings and other forums. Council enthusiastically endorsed this idea.

Mercier recommended that Council and officers continue to explore ways in which OHA can provide support and recognition to H-OralHist editors. Some ways might be waiver of OHA conference fees and membership dues, stipends, and support for student assistants.

Council discussed the issue of links from the OHA website to other sites. Discussion to date has involved limiting links to sites operated by OHA members. Fogerty suggested that it might be an inducement for institutions to become institutional members if a tangible benefit would be to gain a link from the OHA site. There was extended discussion.

It was moved, seconded and carried to adopt the following policy to guide the awarding of links from the OHA website to other sites: It is the policy of the Oral History Association that the OHA website will be linked only to non-profit institutions and associations which are members of the Association. Applications for linkage will be screened by the OHA executive secretary and linkage will be awarded as deemed appropriate. All other applications for linkage will be forwarded to H-OralHist for action. (King/Jones)

Council reviewed reports from OHA liaisons and issues surrounding various liaison appointments.

Council then reviewed the work of the OHA Finance Committee. Mercier noted that a number of Finance Committee members had suggested the formation of a separate committee to oversee the investment and expenditure of OHA Endowment funds. King suggested that Council might be the best forum for discussion and authorization of expenditure from the endowment.

After discussion, Council determined that the standing resolution of 20 March 1998 to be clarified as follows: It was moved, seconded, and carried that a finance committee be formed and charged with developing an annual budget, monitoring financial aspects of the association, including the council's allocation of endowment income, the University of California Press, ensuring that Council see quarterly reports, working with dues and benefits task force, and determining the need for audits and other forms of financial reports.

It is moved, seconded and carried to adopt this clarification (Kuhn/King).

Mercier noted that Cullom Davis suggested that members of the Association should be encouraged to contribute to the Endowment in honor of retiring members.

It was moved, seconded and carried that the Council authorize that the executive secretary transfer $50,000 in Endowment principal to a certificate of deposit for around 13 months (Kuhn/King).

Council agreed that the current investment of Endowment principal in a Vanguard mutual fund will remain present; the remaining Endowment principal should be invested in a money market account earning reasonable interest.

Council noted three errors in the printed budget for fiscal year 2000; they have been factored into the final budget maintained by the executive secretary.

Mercier provided background to the long-range planning committee. Mercier reviewed long-range planning report and charges.

• Council will improve attendance at and profitability of annual meetings. Kuhn will appoint task force soon and will ask committee to produce annual planning meeting notebook.



• Vice-president prepare budget at mid-winter meetings.



• UCP have table at annual meeting to encourage membership.



• Executive secretary: recommended that secretary keep detailed log for two months to see how time is used; Rebecca Sharpless did this. Kuhn and Mercier discussed list of duties that Sharpless compiled with Campbell.



• Establish review of executive secretary duties, etc. Job description has been approved and voted on.



• Kuhn and Campbell will finalize/formalize the job description, duties and tasks of secretary, as amended from 1998 draft.
  
  Kuhn and Mercier have met with Campbell and reviewed work of last year. Do we need to formalize this review of Executive Secretary.
  
  King suggested that an evaluation form might be appropriate. Clark suggested that evaluation form be interactive, so that Campbell can report what portions of her job are difficult to do. Kuhn says no personnel policy in standing resolution.
  
  Discussed having an evaluation form that would include areas of responsibility, areas of difficulty, objectives for the year.



• Kuhn and Campbell will review the duties of the executive secretary and will devise review process, and they will send to council members for review and comments before mid-winter meeting.
  
  Council urged Campbell to think about objectives for year and about how council can help her in the executive secretary job.
  
  King asked about possibility of merit bonus for exemplary performance. According to review of contract, the executive secretary salary is tied to cost of living increases at Dickinson College.

• encouraged OHA to pursue membership development. Discussion of membership development, dues, benefits, etc., postponed until mid-winter meeting.



• considered if council members' duties needed to be more clearly defined than they are now. Consulted constitution re: duties of officers and council members.
  
  The sense of council was that the duties of council members were adequately defined in constitution already.
  
  Jones suggested re: membership development that OHA pursue developing graduate student forum and agreed to attend graduate student affinity group at 2000 meeting.



• encouraged Council to review existing standing committee structure. Campbell checked standing resolutions re: standing committees/policies. In course of discussion, Clark suggested that King review Roberts Rules of Order and models that other organizations follow and report at mid-winter Council meeting.



• recommended that council members serve as head of committees, rather than as liaisons. But previous discussion had opposed that. Will discuss how to improve committees, liaisons, etc., at mid-winter. In sum, Mercier felt the Council had addressed many of the recommendations.