The Beverly Archives Project (BAP) held its regular meeting on January 5, 2006 at 7:00 P.M. at the Beverly Public Library.

            Present and representing the following organization were:

1.         The minutes of the December meeting were reviewed, and unanimously APPROVED with the following corrections:

·        Kate Pinkham was present

·        Kobi’s last name is spelled “Kobialka”

·        Item 5 – Carol, Kobi and Barbara worked on the supply list. Future materials will be “distributed” not “sent directly” to the institutions  

2.         The Church of the Nazarene has asked to be removed from the mailing list.

3.         Financial report:  John Thomson reported no change in the treasury from the last meeting: the balance is still $176.  A bill for coffee at the workshops for $20.98 was submitted at the meeting by Carol Mori for reimbursement (APPROVED) and a check for $25 from the Friends of the Public Library was received as dues for the Library.

4.         2007 calendar project: 

·        The calendar should include our mission statement

·        Library photo has been submitted; others still needed

·        Denise can provide lamination

·        We should consider selling advertising space to raise funds

·        We should present to the Chamber of Commerce for support

·        The calendar should be ready for the Arts Fest in June (forward a month)

·        We will take orders in advance

·        Carol and Denise will work as a subcommittee on a mock-up for the February meeting

5.         Discussion of supplies to be ordered from the grant. The order is still in process.

            The initial order will include:

·        600 folders

·        25 half-boxes

·        5 reams of archival paper

·        6 pH pens

·        4 fade proof pens

·        100 rare book identification tabs (that can be cut in half)

·        12 prs cotton gloves

            Two archival “kits” with basic materials have been created and are available for members’ use on a shared basis. They are kept in the BAP room at the library and will need to be signed out through Anna 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.

6.          Position of Vice-Chair: Elaine was elected to serve the balance of this year with no commitment for next year. John Thomson will be available next year as Vice-Chair if the Board so wishes. It was agreed that it was important to rotate positions among all the member institutions.

7.         Carol has prepared a DVD of the second of the two workshops in 2005. This will be a valuable resource for members as a refresher, and as a teaching tool for new members and institutions.

8.         Re: 2006 on-site workshops at member institutions:

            Each institution should have on hand before the workshop the following

·        Coated paper clips

·        Scissors

·        Ruler

·        Camera

·        Trash bags

·        Dust (microfiber) cloth

·        Photo sleeves

·        Roller

9.         Disaster response planning will be the subject of a workshop for the general public at our February meeting, after a short business session. Kobi will lead this. It will not be taped as the materials are mostly on hard-copy handouts.

10.       There was brief discussion of how to reach out to other organizations. Direct invitation (as well as general publicity) is needed. 

11.       John Suminsby brought a $150,000 Salem Five grant program to our attention. He will follow up and report back at the next meeting.

12.       The meeting adjourned at 8:40 PM.

Respectfully submitted,

John Thomson

Clerk   

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