The Beverly Archives Project (BAP) held its regular meeting on October 6, 2005 at 7:30 P.M. at the Beverly Public Library.

            Present and representing the following organizations were:

1. Carol Mori, Committee Facilitator, welcomed the group, and the individuals present introduced themselves.

2. Denise Davis-Wareham had seen our newspaper notice and is interested in helping out, but is not affiliated with any particular organization. Her interest was acknowledged with gratitude.

3. The minutes of the September meeting were reviewed, amended (by adding that Kobi will be reviewing our web-site), and unanimously APPROVED as amended. Carol will send corrected minutes to John Suminsby for posting on the web-site, which can be accessed by a link on the Beverly Public Library webpage.

4. Carol noted the importance of the Vice-Facilitator role (assisting this year and becoming Facilitator the following year), as she had done the prior year. She is asking for a volunteer to assume this position.

5. John Thomson has agreed to serve as clerk and was so elected by consensus.

6. John Thomson reported that the Treasury still contains $26 (in his client escrow account, without interest so there will be no income tax reporting issues) from donations at last summer’s Homecoming exhibit.  A check for dues from Dane Street Church was delivered to the Treasurer to be deposited to the account. John will send out reminders about institutional annual dues payable each fall when he sends out the minutes.

7. Carol reported on the interview process of 3 candidates for the archivist position under the Mass Historical grant resulting in the selection of Kobi, who was welcomed in that role. There was brief discussion of voting at meetings. Kobi and all other persons attending, even if not affiliated with an institution, were welcomed to join in the discussion and to vote, although Kobi stated she may choose to refrain from voting while serving as our archivist.. At some point in the future we will consider drawing up by-laws, but it was felt they were not needed at this time.

8.  There was discussion of the upcoming workshops to be held 9AM to 12 noon at the Library on October 22 and November 5. Kobi described the kinds of things she would discuss, emphasizing preservation, re-housing and description as opposed to arrangement, and provide samples of policy/mission statements. The workshops will not be identical, so people can (and should) go to both if possible. Barbara Broudo has a statement from Mass Historical that needs to be read at the sessions as a part of the grant requirements. Carol will place ad’s in the newspapers, John Thomson will contact BevCam, and all are encouraged to “talk it up” at their organizations and with friends.

9.  The website was discussed and it was decided that for the time being, no policy would be adopted on what goes on the website- rather this would be done on a case by case basis by the committee at its regular meetings for now.

10. The calendar for 2007 will be an interesting project and could be both a fundraising source and means of publicity. All member organizations are asked to submit to Carol Mori two digital images (scanned at 1200 dpi) of photos or other objects of interest from their collections, and a committee will be formed to review and select at least 12 (1 for each month) and possibly more, for the inclusion in the calendar. Denise offered to assist with this project but their was no chair assigned or subcommittee formed at this time. The calendar will need to be ready by the summer of 2006.  Carol and Barbara Broudo will bring in samples to the next meeting.

11.  Barbara Broudo reported that the surveys sent out to all member organizations should be updated and returned if possible, but they are not needed for our grant after all.

12.  Anna Langstaff reported that the Library had received the Essex Heritage grant money (for supplies). We will consider what to buy after the workshops are over.

13. The meeting adjourned at 8:45 PM for a tour of the BAP room in the Library.

Respectfully submitted,

John Thomson

Clerk

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