Minutes 02 March 2006

The Beverly Archives Project (BAP) held its regular meeting on March 2, 2006 at 7:00 P.M. at the Beverly Public Library.

Present and representing the following organization were:

Second Congregational Church	John Suminsby
Temple B’nai Abraham	Elaine Israelsohn
First Parish Church, UU	David Shawn
Endicott College	Barbara Broudo
Dane Street Church	Carol Mori

First Baptist Church	John Thompson Barbara Nelson

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

2. Betsy Lynch of St. John’s Episcopal has asked to be removed from the mailing list.

3. John Thomson distributed a financial report through February 28 showing $180.02 in the treasury. A note will be added to reflect that First Parish contributed their dues “in kind” through hosting of the BAP website. The financial report was unanimously APPROVED.

4. There was discussion of progress of on-site visits by the archivist (Kobi) and the need for appointments in March and April.

· Once every institution previously surveyed has had a visit, a second round can follow.

· There is about $2500 left in the grant – the grant expires July 31, but we want all visits to be finished by May if possible.

· Visits were also authorized to St. Peter’s Episcopal and Spar & Spindle (Girl Scouts)

· Barbara Broudo has filed the interim report and will follow up on it.

5. Carol Mori reported on the progress of ordering supplies from the other grant, of which there is about $850 remaining. Further purchases were discussed and authorized including a “disaster reponse wheel” for each institution.

Carol and Barbara will also try to assemble a disaster “Reaction Pack” of supplies to be kept in the BAP room in the library for use by members in case of a disaster at one of their sites.

Members are asked to contribute items from the attached list and either get them to Carol or bring them to the next meeting.

An idea for a future study is the acquisition of a copy of PastPerfect software (about $800) to be set up at computer in the BAP room for a central database of collections of the members. It may also require a laptop computer for ease of use by the members.

6. Some calendar pages were distributed for review and editing. The projected cost to BAP is about $6 per calendar. Pre-production subscriptions will be solicited and the calendar will also be shown at the BAP table at ArtsFest in June, and at Homecoming in August.

7. Members distributed and discussed various drafts of brief statements of BAP’s mission and goals for use in the calendar, on brochures and in discussion with potential new members. There was substantial agreement on the concepts, and David Shawn will apply some word-smithing for review at our next meeting.

8. New business:

· The idea of a “Show and Tell” at monthly meetings – one member each month bring an object from their archive and discuss it and its significance – to build interest and show results of archival preservation.

· Replicate Bev. Historical Society’s “stories from the vault”.

· Barabra Broudo will look into NEH grant for materials and storage shelving

· Carol Mori distributed an article on Gloucester’s centralized archives.

· We will need help developing “mini-posterboards” for the table at ArtsFest.

Respectfully submitted,

John Thomson

Clerk

Attachment to Minutes

Reaction Pack Supplies

Disposable Aprons	8
Disposable vinyl gloves	8 pair
Stretchable slip on non skid boots	2 pair
Dust masks	2
Paper Towels	1
Large Cellulose Sponges	2
Cotton Deck Mop & Handle	1
Mop bucket	1
Extra Heavy Duty Trash bags	2
Barricade Tape	25 feet
Clipboard	1
Lined Pad	1
Pencils	2
3x5” Index cards	100
China marker	1
Waterproof Flash Light & Batteries	1
Polyethelylene plastic sheeting 4ml
3’ x12’ sheets	2
3’ x18’ sheets	2
Heavy Duty Tape & Dispenser	100feet
Polyethylene inner-fold deli wrap	1000 10-3/4” x 15” sheets
Rescube	1
Nylon Cable Ties 14”	3

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