Executive Council Meeting, October 2002

2002 Annual Meeting
Council Minutes
October 22

Present: Mary Marshall Clark, Art Hansen, Tom King, Charles Hardy, Rina Benmayor, Linda Wood, Madelyn Campbell, Exec. Secretary. Rose Diaz arrived 3:00 PM

Council reviewed the actions voted on at the Midwinter Meeting. It was the sense of Council that the Program and Local Arrangements Chairs should be offered a small stipend to write job descriptions. The Executive Secretary will include them in the Annual Meeting Planner's Notebook, which will be distributed to the new chairs for 2003.

Council discussed the implementation of the newly created Committee on Digital Technology and New Media. The following committee members were suggested:
Rina Benmayor, Cliff Kuhn, Sherna Gluck, Bret Eynon and Eileen Kane. Charles Hardy will serve as Council liaison.

The Committee on Digital Technology and New Media will:
1. Identify model projects and post links on the OHA website
2. Identify issues of digitization, preservation, dissemination and ethical and legal concerns.
3. Make recommendations to Council at the 2003 Midwinter meeting.
4. Submit semi-annual reports to Council with recommendations when appropriate.

It was moved, seconded and carried that the OHA Newsletter be placed on the OHA Website for one year and that an on-line Newsletter archive be created. (Hardy/King)

Council will ask Mary Kay Quinlan, Newsletter Editor, to provide digital copy of all Newsletters to the Executive Secretary.

It was moved, seconded, and carried to approve the 2002 Midwinter minutes.

President's Report (Clark)

Council discussed the need for an assistant to the Executive Secretary. Additional responsibilities focused mainly on the Annual Meeting have increased the position beyond the half-time contract. Several options were explored, including hiring an intern or part-time secretary.

The Veteran's History Project contract has been transferred to the American Folklife Society. Tim Lloyd, Executive Director, will handle all the administrative tasks. Alicia Rouverol will act as the liaison for OHA and will work with a committee to vet the submissions of OHA workshop leaders.

Executive Secretary's Report (Campbell)

Campbell reviewed the year's activities. New responsibilities for the Annual Meeting, including AV coordination, creating and maintaining a Presenter database, working more closely with Program and Local Arrangement's committees, has required additional commitment.

Budget reports were distributed and reviewed by Council. The Association will deplete its reserves slightly for 2002, but this will be offset by the success of the 2002 Annual Meeting. The Endowment has dropped to $107,000 due to a decrease in the Vanguard Equity fund of about $4000.

Council reviewed year-to-date budget reports. It was determined that, after the proceeds from this year's annual meeting are added, the OHA operating budget will end the year with a very healthy reserve.

It was moved, seconded and carried to pay Council members a $25 per diem for meals for up to three days to attend council meetings.(Benmayor/Clark)

Council discussed the Committee structure of OHA and considered ways in which new members are appointed.

It was moved, seconded and carried to review and ensure that the standing and ad hoc committee structure is consistent with the Bylaws and is properly functioning. (Hardy/King)

Council will review the results of this process at Midwinter

Council considered using Blackboard to create an online discussion of Council business, so that business can be conducted for effectively during the year.

It was the sense of Council that the annual endowment mailing be discontinued. Council will consider other alternatives.

Annual Meeting 2002 (Hansen)

Council reviewed the Annual Meeting budget. Registration and workshop participation were very high and will contribute to a very successful meeting. Hansen commended committee chairs and Executive Secretary for their excellent work on the annual meeting. Council discussed ways that OHA could provide workshops at other times during the year to meet the increasing demand.

It was moved, seconded and carried to establish a task force on Endowment Development. (Wood/King)

Council reaffirmed its commitment to promoting diversity in all categories and venues of the program. A statement regarding the importance of this commitment will be included in the Planners' Notebook.

It was moved, seconded and carried to place the Annual Report on the OHA website and no longer include it in the Membership Directory. (Benmayor/Hansen)

Future Annual Meetings
Site visits were conducted in Providence, RI and Portland, Oregon. Council voted to hold the 2004 meeting in Portland, OR and the 2005 meeting in Providence, RI. Little Rock, AK and Phoenix, AZ will be considered for 2006.

Nominating Committee (Clark)

Council reviewed the election results for 2002. Elected were: Kim Lacy Rogers, 1st Vice President; Mehmed Ali, Council; Jeff Charnley, Jessica Weiderhorn, Jeff Friedman for Nominating Committee. Non-elected nominees will be recruited to fill other leadership roles in OHA. Council will encourage the committee to keep a database of past and future nominees.

Publications Committee (King)

King submitted the Newsletter Editor's report. Council recommended that Quinlan request reports from all committees for inclusion in the Newsletter.
It was moved, seconded and carried to waive the annual meeting registration fees for the Oral History book review and media review editors. (King/Benmayor)

King will become Chair and will work to revitalize the committee. Laurie Mercier will revise the Oral History and Community History Projects publication.

Scholarship Committee (Wood)

Wood reported on the process for awarding this year's scholarships. Ten awards were given to program participants and non-participants and two International scholarships were awarded. Scholarship funds totaled $3200. It was the sense of Council that one scholarship committee should handle all scholarship funds. Members of the Diversity Committee will serve on the Scholarship Committee and they will coordinate a common application deadline.

International Committee (Clark)

Alex Freund has been appointed Chair of the committee. Benmayor reported on the International Meeting in South Africa. Anne Ritchie's liaison report stressed that the $2500 given by OHA to support South African participants was very important. The next meeting will be held in Rome, Italy.

Diversity Committee (Benmayor)

Horacio Roque Ramirez will continue as Chair. Council commended Nilsa Olivero for her hard work and dedication as Chair for the past two years.

It was moved, seconded and carried to establish a Diversity Forum to be organized by the Diversity Committee and to convene at the annual meeting. (King/Hansen)

Institutional Review Boards

Clark appointed and ad hoc committee on Human Subjects Review and Oral History to be chaired by Donald Ritchie. Committee members will include Linda Shopes, Tom King, Sherna Gluck. The committee will produce a report with recommendations.

National Park Service (Diaz)

Diaz reported that NPS is planning to publish a revised training manual for oral historians. OHA will contact NPS and explore continued opportunities for working together.

State and Regional Forum (Diaz)

Forty veterans organizations were contacted and invited to attend the Annual Meeting. Diaz hosted a table to welcome local veterans. The Forum will continue to promote OHA locally with public libraries and local oral history programs.

Annual Meeting 2003 (Diaz)

The Call for Papers has been distributed. Roger Horowitz, Program Chair, has been recruiting a Program committee and developing program ideas.

University of California Press

Council reviewed reports submitted by Rebecca Simon and Rebekah Darksmith. Membership is holding steady at about 1100. Council revisited the recommendation to join the History Cooperative and will meet soon to make a final decision.

It was moved, seconded and carried to approve a UCPress recommendation to increase the institutional rate to $109 for 2003.

The meeting was adjourned at 7:00PM