Midwinter Minutes, 1999

ORAL HISTORY ASSOCIATION COUNCIL MEETING
Anchorage, Alaska
18 March 1999

Present: Howard Green, Laurie Mercier, Clifford uhn, Alva Stevenson, Lu Ann Jones, James Fogerty. Absent: Kim Lacy Rogers

The meeting began at 6:20 p.m. in the Iditarod Room of the Anchorage Hilton Hotel.

President Howard Green called the meeting to order, and initiated discussion of the meeting agenda. Green noted that the agenda needed the addition of a report on the 1998 annual meeting in Buffalo.

1998 Annual Meeting

Cliff Kuhn distributed a report on the Buffalo meeting, and delivered a verbal report on behalf of himself and co-chair Debra Bernhardt. The written report includes all of the key points made by the program co-chairs. He noted especially problems with transportation to offsite session, both in terms of logistics and in terms of cost. He asked that Council give special attention to the number and logistics involved in planning offsite sessions at future meetings. Green asked if offsite sessions within walking distance would work better than those requiring buses or other transportation; Kuhn answered that they appeared to.

Kuhn also noted the continuing unevenness in plenary events and featured speakers. Green noted that if meetings were to have featured speakers they should fit the meeting theme as well as possible. The rising number of media requests will continue, as will the costs associated with them. Kuhn noted as well the rising number of international participants and (in answer to a question from Green) affirmed that there was a higher level of no shows among that group. Kuhn noted the special costs associated with working with international participants, balancing the added value with questions of financing and assuring participants actually deliver their papers.

The problems with printing and mailing the program guide were noted, and the need to address the issues of producing the guide in a timely manner.

Green noted that the OHA Executive Secretary's letter to annual meeting participants who did not register and pay fees had netted no additional funding. He suggested that it would be better to waive fees for meeting participants whose attendance was requested by program planners rather than to expect payment from such people and court displeasure in dunning them afterwards.

Green asked for further comment on the 1998 meeting, and there was none. He congratulated Kuhn, Bernhardt and the annual meeting local arrangement personnel on behalf of Council for a job well done.

Laurie Mercier distributed a preliminary list of sessions proposed for the 1999 annual meeting. There was general discussion of both the sessions and potential speakers. Council members will contribute additional suggestions to Will Schneider and Sue Armitage.

Budget for the 1999 Annual Meeting: Mercier noted her recommendation to lower expectations to 300 attendees. Registration fees are recommended at $90.

Sense of Council: a statement to presenters (revised version of that proposed by Sue Armitage) be prepared to accompany letters of acceptance to presenters.

Kuhn moved; Stevenson seconded a motion endorsing an invitation to the Alaska Historical Society and Museums Alaska to cosponsor the 1999 Annual Meeting. Approved by Council.

2000 Annual Meeting

Plans for the meeting in Durham, NC are proceeding. Program and local arrangements chairs will be chosen soon, and a call for papers written for distribution as soon as possible.

2001 Annual Meeting

Lu Ann Jones will contact Wayne Durrill and Laurie Mercier will contact Margie McLellan to discuss the possibility of a meeting in Cincinnati.

Howard Green will talk with Cullom Davis regarding meeting places in Illinois, Missouri, and other Midwest sites. Jackie Dace will be contacted by Laurie Mercier; Ann Valk and or Leslie Brown will be contacted; Alex Primm will be contacted by Lu Ann Jones; Alva Stevenson will talk with Sylvia Arden.

Sense of Council: For purposes of dealing with selection of viable annual meeting sites, regions will be considered in the rough order in which they currently exist, but Council selections and reviews will not be bound by strict adherence to the regional succession now in place.

ORAL HISTORY ASSOCIATION MIDWINTER COUNCIL MEETING

19 March 1999
Convened at 8:40 a.m. in Iditarod Room.

Present: Howard Green, Laurie Mercier, Cliff Kuhn, Alva Stevenson, James Fogerty, and Lu Ann Jones.
Absent: Kim Lacy Rogers.

Approval of Fall 1998 minutes delayed.

Executive Secretary Report:

Howard Green noted that in searching for new executive secretary there was a misunderstanding about when the OHA needed new executive secretary position to begin; Dickinson assumed the organization needed new secretary at end of academic year rather than calendar year. The result is that there may be a period of transition. In meantime, Rebecca Sharpless continues to pay bills, maintain OHA Web Page, and so on. Howard Green noted that Kim Lacy Rogers very helpful in facilitating search by Dickinson College

President's Report.

Howard Green noted that among issues he has dealt with are the executive secretary search. He also noted that the search for new editor of Oral History Review is not going well and so Council needs to jumpstart that search. Green pointed out that he devoted his winter column to possible changes in Bylaw #1 and dues increase. There has been no response to the issues, and Council needs to think about these changes very carefully. Another issue that Council will need to consider is the voting status of executive secretary; according to bylaws position is voting member of executive committee but not of council. Green suggests that now that Council is about to hire executive secretary from outside the organization that the position not have a vote on executive committee. Among other Council considerations: job description of executive secretary; need for new committee chair for publications and new mission for publications committee; revision of pamphlet series

Executive Secretary Search.

Howard Green optimistic that arrangement with Dickinson will work out well. Council perused a draft of an Agreement Regarding the Office of the Oral History Association at Dickinson College. Executive secretary administratively will report to dean of the college and Dickinson will also provide a Web Page. Agreement not official yet because Dickinson lawyer has not yet read and approved document, but John Neuenschwander has looked over agreement for OHA. Howard Green says Dickinson officials enthusiastic about having the position.

Howard Green discussed how executive secretary position advertised and filled. Of four candidates interviewed, Madelyn Campbell is top choice. She has been associate director of Dickinson Financial Aid Office and is administratively savvy. Green has no reservations about recommending her. Kuhn asked if Campbell could get up to speed on negotiating with hotels, and Green said he was confident she could.

Kuhn asked what kind of audit procedures Dickinson has. Green replied that OHA's financial books would be OHA's books and Dickinson would not be responsible for audit.

Green said having OHA at Dickinson offers student assistants valuable internships. Green optimistic about structural arrangements with Dickinson regarding salary, benefits, office space and supplies and so on.

Kuhn moved that we adopt contract with an addendum that Dickinson would maintain Web Page; seconded by Fogerty. Council approved.

Kuhn moved that Council hire Madelyn Campbell as executive secretary position; Stevenson seconded. Council approved.

EXECUTIVE SECRETARY JOB DESCRIPTION.

Council considered New Responsibilities of Executive Secretary, revised by Rebecca Sharpless in January 1999. Alva Stevenson suggested that description needs to include monitoring relationship with UCP. James Fogerty suggested that new description include, "Serve as liaison with OHA, membership and UCP; monitor UCP performance under OAH/UCP agreement."

Mercier wondered if executive secretary's time might be better spent than overseeing silent auction. After discussion Green suggested the description be amended to, "work with silent auction coordinators, as needed."

Kuhn proposed new wording under annual meeting responsibilities, "Works with program and local arrangement chairs and committees as outlined in the annual meeting timeline." And delete "oversee silent auction." Mercier suggested executive secretary use time on exhibits and advertising. An animated discussion of the merits of the silent auction followed.

Green suggested revising committee liaison duties to "support OHA committee liaisons and OHA liaisons with other professional organizations."

Kuhn and Stevenson proposed adding to general administration, "Provide OHA promotional materials as needed."

Green suggested adding to general administration, "Update and maintain targeted mailing list."

Cliff Kuhn moved to adopt amended executive secretary's job description; Mercier seconded. Council approved.

1999 BUDGET: Green reviewed draft of 1999 budget. Included 1998 budget of income, 1998 actual income and 1999 estimated income. Latter figure is $35,221; included expenses for 1998 and 1999. Estimated expenses for 1999 are $43,787. Deficit of $8566, even with $5000 surplus from endowment fund.

At 11 a.m. meeting adjourned for break while Mercier and Green met with Alaska Humanities Forum staff. Council resumed meeting at 1:10 p.m. Green and Mercier reported that Alaska Humanities Forum interested in offering funding. Suggested that extra $1,000 be added to 1999 estimated income.

Discussion of budget and possible cuts to balance it resumed. Green suggested that OHA might save money by not paying association dues to NCC, NHEN, and National History Day. There followed a discussion of credit card expenses, advertising manager's commission and expenses, Council expenses, brochure expenses. Green suggested that balancing budget would require borrowing $10,000 from the endowment and cutting small amounts here and there. Fogerty suggested printing annual directory and report every other year and updating member information electronically or in less expensive way. Green asked if there was bylaw requirement for printing annual report; no, according to Mercier who consulted OHA constitution. Printing annual report directory would save $3000. Kuhn asked if in the future OHA could use half of endowment interest income for operating expenses.

Tallying proposed cuts in expenses from council expenses from midwinter and annual meetings, suspending the printing of annual report and directory, suspending dues to three associations, and increasing estimate of 1999 annual meeting income brought budget closer to balance.

BYLAW #1. Green updated newcomers to council on issue. Dues fixed by council and any changes are subject to approval by membership. Tasks forces and UCP have recommended dues increases.

Green proposed that we rescind Bylaw #1, but state that we continue to take dues increases to membership when possible. But this is not possible right now. Circumstances warrant council taking action now because OHA in financial dire straits as cost of Review going up. No one responded to Green's column about Bylaw #1 in Newsletter. Kuhn played devil's advocate and asked if we rescind Bylaw #1, is that first step on slippery slope of rescinding more bylaws? Green thought slippery slope worry was unfounded. Animated discussion followed. Fogerty noted that OHA only professional organization that he belongs to that allows membership to vote on dues increases rather than allowing executive council to determine dues and that borrowing money from endowment fund a more dangerous slippery slope than rescinding bylaws. Green: issue is where does decision for dues increase reside? Mercier asked if Green could ask UCP to delay dues changes because of bylaw requirements. Kuhn suggested that Council "amend" Bylaw #1 rather than "rescind" and expressed concern that OHA's democratic traditions be continued.

Fogerty moved to amend Bylaw #1 by removing "Any changes shall be subject to a concurring vote by the members." Stevenson seconded. Five approved and one opposed.

Fogerty pointed out that OHA is faced with a shortfall that has to be made up somehow so that organization can fulfill duties that membership expects.

DUES INCREASE:

Green noted interim report from OHA Task Force on Membership, Dues, and Benefits from Michael Gordon, who did a diligent job. Report recommends a one $10 dues increase for individuals and students; a six percent increase for institutions; and combining the dual institutional membership categories into one voting institutional membership.

Kuhn noted some discrepancies in figures.

Fogerty moved that the three task force recommendations be adopted, by changing wording from "dual" to "two existing" institutional membership categories into one voting institutional membership, and effective in 2000; Kuhn seconded. Green commented that he hoped this dues increase would last for two or three years. Council approved unanimously.

BYLAW #7: Green proposed to amend bylaw to prevent executive secretary's membership on executive committee because new executive secretary starting who is new to organization and therefore should not be in policymaking role.

Mercier moved to accept amendment; Fogerty seconded. Council approved.

OHR EDITOR SEARCH

Green has people interested in being on search committee-Bruce Stave, Ron Grele, Tracy K'Meyer and Mike Frisch-but no one beating the bushes for candidates. Kuhn says he will contact Mary Fredrickson at Miami of Ohio, who may be interested. Other names suggested: John Bodnar of Indiana.LuAnn Jones will take an active role in the search. Howard will put out news of the search on the OHA list.

Glee Anderson of Anchorage Convention and Visitors Bureau visited meeting at 3:10, and fielded questions about cab fares, hotel shuttles, air fare information. Anderson suggested OHA contract with a travel agency in Anchorage to book flights. Also, OHA needs information about what services and attractions are available and open in October.

The meeting broke at 3:35 and resumed at 3:50.

STATE AND REGIONAL REPORT:

Jones reported on conversation with outgoing S+R liaison Rose Diaz. At Buffalo, it was suggested that there be a name change from S+R "Committee" to "Forum." Moved by Jones. Seconded, and passed. It was also suggested that there be a workshop at Anchorage on how to maintain and advance state, regional, and local organizations.

A discussion of the functions, characteristics, and relationship to OHA of the state and regional organizations ensued. Fogerty mentioned that Mary Kay Quinlan would like to get more news from the state and regionals in the newsletter. Developing closer ties to state humanities councils was discussed.

PUBLICATIONS:

Bruce Stave is planning to leave the review. Mary Kay Quinlan is still newsletter editor. The community history pamphlet is been revised. The committee took no action on Council's recommendation for restructuring the committee. Howard proposed to contact John "Stan" Schuchman about being chair; Fogerty will then get in touch with Schuchman to discuss procedures.

There was a discussion about the audio-video pamphlet written by Charles Hardy. Fogerty and Schuchman need to develop short-term procedures to move the audio-video and community history pamphlets forward and longer term procedures about pamphlets in general.

John Neuenschwander has proposed an update to Oral History and the Law. Consideration of the proposal is postponed pending Council's receipt of the cover letter accompanying Neuenschwander's proposal.

International Committee: Report submitted in absentia by Kim Lacy Rogers.

International Committee chair has written all international members, urging them to attend and participate in the Anchorage meeting.

Education: Report submitted by Laurie Mercier. The Education Committee has been working on the development of the Oral History and the Secondary School pamphlet and sessions at the Anchorage meeting. Jim will check on status of pamphlet.

Multiculturality Committee report: Report submitted by Alva Stevenson and Kim Lacy Rogers in absentia. The council approved committee's recommendation to change the name to Committee on Diversity. The Council also reviewed a resolution of the committee to include disability as one of the factors oral historians should be familiar with and sensitive to. The Council expressed sympathy for this concern and encouraged consideration of this in the next revision of the guidelines. The OHA newsletter and OHA-L are avenues through which this concern can be addressed and discussed.

Karen Hirsch will be stepping down as chair in the fall.

There was discussion of the Committee on Diversity's officially sponsored session in Anchorage.

Nominating Committee nominations: Kuhn moved that Council approve the Nominating Committee's report and commended the committee for a good job.

Motion passed.

Howard will contact the nominees for the Nominating Committee.

OHA MIDWINTER COUNCIL MEETING
20 March 1999

Jim made motion to accept minutes from fall council meeting; Laurie seconded. Council approved minutes with Cliff, Alva, LuAnn abstaining (because they had not attended meeting).

Discussion of Awards: Cliff raised question about $6,000 as cut-off for small and large oral history projects.

Long Range Plan: Howard presented report. Recommendation that executive committee review plan every six months (late June and mid-January) and delegate tasks to council members. Discussion of 1999 plan. Howard will notify UCP about including endowment appeal line on the membership renewal form and a recognition of the fact that since UCP forms for various associations look similar, we want a clarification of the OHA form that includes membership as well as subscription to the Review. Discussion of long-term fundraising. Recommendation that Howard insert in 2000 plan effort to pursue national funding for publications and other OHA projects (such as speaker's bureau). LuAnn moved that OHA send additional appeal for operating expenses; Cliff seconded. Motion carries. Council charged Howard to send appeal to membership in April for donations to scholarships to Anchorage meeting and/or publications. Discussion of ways to implement annual membership increase by 10%: suggestions to target constituencies each year (grad students, librarians, etc) through internet lists. Council agreed to wait for report by Membership, Dues & Benefits Task Force.

Howard will revise the long-range plan per council's suggestions.

Advertising Manager: Council agreed to continue having an ad manager to solicit ads for annual meeting, review and newsletters. Howard will pursue search for manager, Alva will distribute job description at upcoming SOHA meeting. Laurie's student assistant will solicit ads for Anchorage program.

National Park Service: Discussion of NPS Committee report. Council directed Howard to obtain greater clarification of possible relationships as outlined from Kim Lacy Rogers and Pamela Dean.

Budget: Laurie moved that budget be approved after finance committee reviews; Alva seconded; motion carries.

Meeting adjourned.