Home Up Our Accomplishments Minutes Recent Activities Our Supporting Orgs Our Future Plans Archival Resources BAP Leadership

horizontal rule

       

 Beverly Archive Project  Minutes

December 3, 2009

The Beverly Archives Project (BAP) held its regular meeting at 7 PM at the Beverly Public Library,  chaired by Charlie Wainwright. 

Present were:           

Margaret  Alfonso
Cristina Prochilo

Polly Armstrong - Girl Scouts of Eastern Mass

Charlie Wainwright, First Parish Church (Chair)
Carol  Mori  -  Dane Street  Church
John  Thomson – First  Baptist  Church
Elaine Israelsson – Temple Abraham B’nai
Barbara Cook - Dane Street Church

 
  1. Welcome :  Charlie’s business trip to Brazil was postponed and he was able to chair the meeting.

 

  1. Minutes: The minutes to the November 5th meeting were approved.

 

  1. Treasurers Report: The Treasurers Report was reviewed and approved.  The balance remains at $1,130.16. 

 

  1. Review and extend BAP goals.   We reviewed the doc Charlie distributed titled Long Range Pan ( Adopted 07 JNovember 2007) 

Long Range Plan (Adopted 07 November 2007)

GOALS  2007 - 2010

1.  Educate public and institutions regarding archival preservation

2.  Increase awareness of BAP and archival preservation within Beverly

3.  Increase number of non-religious institutions as members

4.  Organize Board structure

5.  Increase regional exposure

6.  Long  term - establish permanent home for Beverly Archives Project and Collections.

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

2007-2008 – Strategies

         Structure  (Goal 4)

·         form committees Met goal

·         separate business meetings from program meetings

 

Outreach  (Goals 1, 2, 3 and 5)

·         make presentation to at least 3 potential institutional members – Made contacts but no presentations

·         develop BevCam ½ hour spot – not met

·         develop collaborations with other archive/ history organizations  (Bev Hist Soc.; NEHGS) – need to talk about going forward

Program & Education (Goals 1 and 5)

·         organize annual training Met goal

·         continue to visit other archives Met goal

Website (Goals 1, 2 and 5)

·         decide on best uses for website –  John thought it was fine, Charlie asked if we wanted it to be something different

·         keep website current and updated Met goal

Membership  (Goals 3 and 4)

·         develop “welcome package” – should it include membership benefits?

·         update brochure and mission statement Met goal

·         decide on classes of membership: e.g., institutions, individuals, for-profits Currently the only difference is in membership amounts $10 vs., $25, may need to revisit it as part of 5013c discussion.

2008-2009 – Strategies

Structure  (Goal 4)

·         adopt Bylaws – will revisit

·         form 501(c)(3) for tax deductibility – currently assigned to John.

 John noted that according to the forms if an organization has less than $5,000.00 in receipts/income annually they do not have to file to consider themselves exempt.  

Fundraising (all goals)

·         organize fundraising committee

·         continue/expand calendar?

·         develop grant proposals to match identified needs Met goal

Browns River submitted their appraisal of the moldy documents they took from City Hall. The documents were broken down as being ‘good’, ‘bad’, ‘ugly’ and unsaveable. The total cost to restore the docs was around $5,000.00.  The cost to process the ‘good’ docs was $375.00.  Should we try to raise the money for this? If an artifact at any city organization is in need of preservation and it is a piece of Beverly History would BAP step in and help?

Charlie suggested a grant worthy project may be to triage and process artifacts from belonging to any organization from across the city.  John noted that this would be a shift in focus for BAP, we originally had an educational focus and now we are going to be doing things and getting results.  The question was then asked again if we are going to go for grants without being a 501c3.  Carol suggested we could approach the Glovskys, the Rotoary Club or other such organizations for money. Cristina suggested that if we are going to open the door to other organization we need to manage their expectations. Organizations need to do some of their own work to determine what should be saved.  Charlie suggested the criteria should be the document be relevant to the history of the City. It was also suggested that the organizations should contribute ‘a little something’ to the effort.

 Regionalize (Goal 5)

·         Develop contacts with other communities for collaboration and outreach

2009-2010 - Strategies

Continue above:  Reprioritize

Program (all goals)

·         Implement grants received

Beyond 2010

Continue above:  Reprioritize

Focus on permanent home  (Goal 6)

 

The feeling around the table was that, long term, we want to move into an action oriented organization. We don’t want to lose our education focus but it is only going to be part of BAP’s mission.  

John suggested that as we write our articles for the Beverly Citizen we should add a tag line in our articles that if you belong to an organization and have an article in need of preservation you can contact BAP.

BAP members should go back into their archives to take a look at their documents to see if there is anything that is historically significant and in need of preservation.

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
  1. Beverly City Council Presentation December 11th:  Point of clarification – the meeting on December 11th is with Wes Slate, Ward 2 City Councilor, to discuss how BAP can help Wes, Judith Cronin (Ward 6) and Sue Goganian  (Beverly Historical Society) with their work on the historical aspects of City Hall.  The City Council presentation is still TBD.

 

  1. Beverly Library Session 2/22 – BAP is schedule to present at the Feb 22nd Monday Morning session at the Library. Cristina and Carol will discuss basic preservation techniques e.g. how to take care of your personal stuff, where to keep them in your home, where to get materials.    The plan is to have a lot of ‘show and tell’.  A ‘snappy’ title still needs to be determined.  The talk should be about 45 minutes long. Cristina and Carol will preview it at the January BAP meeting

 

  1. Reports of Committees / Activities
    1. City Hall – John submitted a motion that BAP donate $375.00 to City Hall to pay for the processing of the ‘good’ documents, the motion was seconded/approved.
    2. John submitted an article to Charlie, for the Beverly Citizen, on Indentured Servitude, based the some of the documents we have uncovered at City Hall

 

  1. Our next meeting will be held Thursday January 7th   at 7:00 p.m. in the Library.

 

Respectfully submitted:        Margaret Alfonso

 

horizontal rule

Site Updated Monday, March 01, 2010 09:00 PM