Beverly Archives Project

Minutes of the Regular Meeting

December 1, 2005

            The Beverly Archives Project (BAP) held its regular meeting on December 1, 2005 at 7:30 P.M. at the Beverly Public Library.

            Present and representing the following organization were:

1.         The minutes of the November meeting were reviewed and unanimously APPROVED.  

2.         Treasurer’s report:  John Thomson reported no change in the treasury from the last meeting: the balance is still $176.

3.         Discussion of 2007 calendar project:  pictures were submitted for the Temple and for 2^nd Congregational and 1^st Baptist. Others are needed for the project to move forward.

4.         Discussion of workshops – both went very well and were well-received. The second one was videotaped, will be put on DVD, and will be available for BAP members soon

5.         Discussion of supplies to be ordered from the grant. Carol and Kobi had worked up a list which was approved. There is about $375 available at the moment, with more later once we order the first round. These later materials will be sent directly to the institutions

            From the initial materials two archival “kits” with basic materials will be created and made available for members’ use on a shared basis. They will be kept in the BAP room at the library and will need to be signed out and returned within a week for use by others.

            Carol will do up a list of purchases and catalog numbers so members can easily duplicate purchases on their own, if desired.

            Institutions should order their own photo sleeves rather than through the grant (since these depend greatly on size and types of photos to be saved).

            BAP could serve as a sort of “co-op” for buying archival supplies as well, so common items can be bought in bulk at lower cost.

6.          There is still a vacancy in the position of Vice-Chair. Elaine volunteered to help out this year but could not accept the implied move the Chair in the coming year. Her generous offer was accepted.

7.         Discussion of 2006 on-site workshops at member institutions:

- to be done in 2-hour blocks, starting with the institutions already surveyed

- Mondays afternoons, Fridays, and some weekends and evenings are best for Kobi.

- the workshops should be completed by the end of May, 2006.

- institutions must schedule appointments with Kobi and be prepared by having started some archival analysis – pick a high priority area (from the survey) to focus on

- archival materials need to be available on site; Kobi can’t bring them with her

- keep a log; take pictures

- it is best to have a laptop computer available at the institution for record-keeping

8.         Disaster planning will be the subject of another workshop for the general public – perhaps at our February meeting, after a short business session. Kobi described a recent flooding incident at First Church in Salem.

9.         Next meeting – spend time discussing how to reach out to other organizations. Everyone is encouraged to bring ideas and contact information.

10.       Change in meeting time:  7 PM (not 7:30) starting in January.                

11.       The meeting adjourned at 8:50 PM.

Respectfully submitted,

John Thomson

Clerk   

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