| Society of American Archivists |
| Council Meeting Action List |
| Action |
Assigned to |
Due Date |
Status |
| 0113-II.B. ACA/SAA Rep to ICA (moved to Discussion Agenda): Query Trudy Peterson on value of SAA's participation in ICA-SPA ("ICA 101") and weigh value against new strategic priorities. Bring as action item for up or down vote in May. |
McCrea, Dooley, Baxter |
4/24/2013 |
0513 Action Agenda |
| 0113-II.C. AV Equipment to Roundtables: Inform Roundtable leaders that they must complete an AV request, and that requests will be fulfilled based on availability of budgeted funds. |
NPB to inform via Leader List; all to remind liaison groups |
2/19/2013 |
|
| 0113-II.G. SAAF Board Members: Issue call for Class B members (two vacancies in 2014, to be appointed by the Council) to diversify Board membership. Include specific criteria in call. |
DBR, NPB |
12/1/2013 |
|
| 0113-III.E. Strategic Planning: Complete draft plan, including refined vision and mission statements, values list, and complete goals, strategies, and tactics. |
|
4/24/2013 |
|
| · Circulate draft of onsite work to the Council; comments on draft to be posted to Council discussion list. |
Henrichs, Dooley, NPB |
|
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| · Council conference call(s) to review high-level plan. |
All |
|
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| · Send sample tactics to the Council. Small groups of Council members to develop tactics. |
Henrichs, NPB |
|
|
| · Release to membership for high-level review and suggestions for other tactics. |
Dooley, NPB |
|
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| · Incorporate feedback into draft to be discussed in May. |
Henrichs, Dooley, NPB |
|
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| 0113-III.E. Strategic Planning: Release Strategic Plan to membership; solicit feedback broadly and encourage attendance at August forum. |
Office, All |
7/1/2013 |
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| 0113-III.E. Strategic Planning: Review and incorporate comments from membership; conduct Council discussions as appropriate; adopt new Strategic Plan by August or September. |
All |
9/1/2013 |
Online discussion/vote or 0813 Agenda |
| 0113-IV.B. FY 2013 B List: Provide canned tutorials and current budget to Council. Schedule follow-up conference call(s) as necessary. |
Duffy, Jurczak, NPB |
2/8/2013 |
|
| 0113-IV.C.1. Student/New Member Needs and Benefits--Revise Payment Options: Post on OTR rationale for extending Bridge rate to two non-consecutive years over course of membership. |
Dooley, Duffy |
2/15/2013 |
|
| 0113-IV.D. NAANICA: Gather more information re value of NAANICA; consider in context of SPA and strategic planning view of intl issues. Discuss with other organizations (CoSA, NAGARA, ACertifiedA, ACanadianA) |
Dooley; All |
4/24/2013 |
Online discussion or 0513 Agenda |
| 0113-IV.E. Regionals Summit: Use discussion list to maintain momentum, hash out group's goal(s). What type of organizational unit (within SAA) would serve goal(s), what type of meeting in August 2013 would be beneficial. Emphasize ideas coming from bottom up in terms of how group may evolve. |
McCrea, Baxter, Huth |
|
|
| 0113-IV.F. Issues and Advocacy Roundtable: Revisit GAWG's charge and Advocacy Agenda for 0513 meeting. Encourage I&ART to draft one or more issue briefs and collaborate with GAWG to bring them forward to Council. |
GAWG (TZB), I&ART (McCrea) |
4/24/2013 |
0513 Agenda |
| 0113-IV.H. Communications Task Force: Preliminary recommendations due in 0513; should include member feedback. Consider OTR post to launch feedback process. |
Dooley, Kaplan |
4/24/2013 |
0513 Agenda |
| 0113-IV.H. Communications Task Force: Per NPB request, Council members to post to discussion list favorite websites / likes and dislikes about the SAA website / likes and dislikes about other websites. |
All |
|
|
| 0113-IV.J. Guidelines for Appointing Interns: Because the Council decided not to adopt guidelines but to leave decision re use of interns to board and committee chairs, develop talking points (based on draft guidelines and emphasizing opportunity for mentoring/career development) for distribution to chairs and via Leadership Resources page. |
DBR, McCrea |
3/1/2013 |
|
| 0113-IV.J. Guidelines for Appointing Interns: Review Governance Manual to clear up any existing language about interns; add similar language about interns to description of Working Groups. |
Baxter, Kaplan, Landis |
|
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| 0113-IV.K. SAA Records: Small working group of Council members to work with UWM archives, staff, and RMRT rep (to be solicited) to draft records retention guidelines for Council review/adoption in 0813. See Agenda Item document for details on scope of work. |
Kaplan, Landis, McCrea, Doylen, Mueller, TBD |
7/15/2013 |
0813 Action Agenda |
| 0113-IV.N. Council Exemplary Service Awards (confidential): Draft Wosh citation for 0513 meeting. |
Landis, McCrea, Brinati |
4/24/2013 |
0513 Action Agenda |
| 0113-IV.O. Boston College/IRA: Publish on website informational paper developed by GAWG, publicize broadly (even as Oral History Section plans and implements related activities). |
GAWG, TZB, NPB |
2/15/2013 |
|
| 0113-IV.P. Other Discussions: Proliferation of Roundtables: Discuss in 0513 SAA's groups and resources and how to manage growth. |
Meissner, Theimer |
4/24/2013 |
0513 Discussion Agenda |
| 0113-IV.P. Other Discussions: Governance Manual Revisions: Present a summary of significant changes to content, full text revision, and access to tracked changes for online discussion and vote. |
Baxter, Landis, Kaplan |
4/1/2013 |
|
| 0113-V.I. Report: Diversity Committee: Provide examples of "diversifying the archival record" to Zanish-Belcher for forwarding to Committee. |
All |
2/15/2013 |
|
| 0113-V.M. Report: 2013 Program Committee: Send suggestions for topics to be added to the 2014 Call for Proposals to Arlene Schmuland (SAA's 2014 co-chair). |
All |
3/1/2013 |
|
| 0113-V.T. Section/Roundtable Annual Reports: Add Consent Agenda (at beginning of Action Agenda) for 0513 meeting to save time in addressing bylaws and other housekeeping items. |
Executive Committee |
4/24/2013 |
0513 Agenda |
| 0113-V.T. Section/Roundtable Annual Reports: Review and prepare responses to honoraria requests from roundtables for 2013 Annual Meeting (VMCAR, WCRT). |
Duffy, Finance Committee |
4/1/2013 |
|
| 0113-V.U. External Representatives: Consider how much of the question (of which reps to keep and which to sunset, whether they should have representatives, tied to new section of Governance Manual ) can be addressed on the 0513 agenda. |
Dooley, Landis |
4/24/2013 |
0513 Action Agenda |
| 0812-1-II.A. ISO 16363 /Trustworthy Digital Repositories: Engage appropriate groups to develop education and implementation plan for this high-level best practice. (Motion 1) |
Meissner/ Stds Comm (Ed Comm, ERS) |
|
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| 0612-IV.A. Advocacy Agenda: Prepare issue briefs. |
GAWG |
Ongoing |
Ongoing. Belfast Project: GAWG to finish informational paper based on 0113 Agenda Item IV.O.; Oral History Section to provide more background and conduct a web chat. |
| 0111 Summit of National Organizations: Reach out to ALA and AAM to explore opportunities for collaboration. |
Dooley, NPB |
Add a timeline. |
Met with ALA Prez and ED in 0511. Met with ALA DC office in 1012. Cline attended ALA leadership meeting in Seattle, 0113; NPB may attend similar meeting at ALA in Chicago in 0613. |
| 0612-III.A. FY13 Budget: Request funding from SAAF for ICA travel. If SAAF declines, fund attendance to fall ICA SPA from operations budget and add spring attendance funding to B List. |
NPB, Jurczak |
6/15/2012 |
Declined by SAAF; approved by Council for FY13 operations expense, 0113. Done and marked for deletion. |
| 0612-I.C. To Do List / SAA Born-Digital Records (1 of 2): Revised language for 0112 #E8 -- Part 1: Information gathering: Conduct review of SAA Archives records retention schedule; conduct review of SAA website and other platforms containing digital content that is not scheduled for transfer to archives. Discuss with SAA staff what digital content is of particular concern for their work. Discuss with Doylen any plans for preservation of digital content and current capacity at UWM. Identify what digital content is at risk and merits preservation in native format (vs. printing out). Develop appraisal language for SAA's current digital content (if it doesn't exist already). Provide status updates to Council list. [Ref: 0612-I.C. 0112 To Do List, #E8 revised language / Part 1] |
Kaplan, Landis, McCrea |
11/1/2012 |
See 0113 Agenda Item IV.K. Done and marked for deletion. |
| 0812-To Do List: Conduct "up or down" vote of To Do List items prior to 0113. |
Dooley |
12/1/2012 |
Included in 0113 materials. Done and marked for deletion. |
| Student issues to consider and prioritize: |
Theimer |
0113 Agenda |
Consider all student issues as a group and prioritize tasks. |
| 0812-1-III.B. SNAP and Student Benefits: Finance Comm to review SNAP suggestions re dues / registration fees; consult Membership Comm and others; report to 0113 Council meeting. (Motion 9) (Originally assigned to Duffy.) |
See 0113-IV.C.1. Council agreed with Finance Comm suggestions; bridge rate extended to two non-consecutive years. Done and marked for deletion. |
| 0812-1-III.B. SNAP and Student Benefits: Run numbers and provide existing models for Finance Comm discussion. (Originally assigned to Beaumont, Jurczak, De Sutter.) |
See 0113-IV.C.1. The Council agreed with Finance Comm suggestions; bridge rate extended to two non-consecutive years. Done and marked for deletion. |
| 0812-1-III.C. Student Needs: Review the member survey, look specifically at the data from student responses, report back to the Council with a brief analysis of what, if any, issues Council should consider addressing that would be meaningful to student members, and provide some suggested actions. (For 0113 Agenda. Originally assigned to Membership Comm; Baxter; Beaumont.) |
See 0113-IV.C.2. Not currently possible. Marked for deletion. |
| 0812-1-III.C. Student Needs: Survey student chapters to determine chapter needs, include query for 5-yr enrollment data. |
See 0113-IV.C.3. Verbal report; updating of contact information is ongoing. Survey will be administered with new contact info. |
| 0612-IV.I. Student Chapters / Liaisons: Contact all faculty advisors and chapter leaders (if possible), update chapter info on SAA website; serve as informal chapter liaisons until survey results are reviewed and other options are explored. |
See 0113-IV.C.3. Information update ongoing. |
| 0612-IV.I. Student Chapters / Liaisons: Survey student chapters / advisors via simple questionnaire in fall 2012. Include perspectives of Membership Comm and SNAP. Vet questions with Council. Report survey results at 0113 meeting. |
See 0113-IV.C.3. Information update ongoing. |
| 0612-IV.I. Student Chapters / Liaisons: Add "student chapter liaisons" to 0113 Council agenda. |
See 0113-IV.C.4. Pending survey information. |
| 0612-IV.I. Student Chapters / Liaisons: Develop discussion item on student councilor for 0812 Agenda. (Originally assigned to Baxter, Landis, Felker, Theimer.) 12/3/12 Council online discussion list re strategic priorities: (1) Change SAA bylaws so that SNAP is able to appoint one member to SAA Council to represent students and new professionals. |
0812 Agenda Item shifted; Council Meeting Action item marked for deletion. Discussion resurfaced 12/3/12 on Council list. NOTE: Proposals to amend SAA bylaws must be submitted at least 60 days prior to Annual Meeting. See Constitution, IX. Bylaws, and Bylaws, 11. Member Referenda. |
| 0112-I.C. 0811 To Do: Review Governance Manual for explicit assignment of Treasurer as Student Chapter liaison; modify as necessary. Adjust Student Program Subcommittee structure, calendar, and guidelines per 0612 Council discussion. Consider how to manage liaison assignment. Per C43: Develop written procedures for process to review and select student papers and posters. |
Manual reviewed; adjustment ongoing. Treasurer reassignment (if any) to be implemented in FY13 with new Council member. See 0612 Agenda Item IV.I. re student chapter liaisons. |
| |
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See 0113-IV.C.5. regarding Liaison to Student Program Subcommittee. Discussion topics separated; SPS liaison is now immediate past chair. Done and marked for deletion. |
| 0112-IV.E.2 New Member/First Timer Orientation: Gather tips for navigating SAA and getting the most out of Annual Meeting; compile; develop handout for Orientation and Forum. Review AO article from Maryland student re good experience. (Originally assigned to Membership Committee, Baxter, Theimer, Beaumont.) |
Beaumont in discussion with SNAP re drafting First Timer's Guide for AO, website. Membership Committee will review. Done and marked for deletion. |
| 0112-IV.E.2. New Member/First Timer Orientation: Consider involving SNAP RT and/or SAA Fellows. (Originally assigned to Membership Committee.) |
|
| 0510-Membership: Investigate the answer to "What is our universe?" How many archives students are there? (Staff, Council) |
Marked for deletion. |
| Regional items to consider and prioritize: |
|
0113 Agenda |
Consider all regional issues as a group and prioritize tasks. |
| 0112-IV.C. Regional Summit: Maintain communication after Summit; consider venue in which those who couldn't attend can participate. (Originally assigned to Summit Planning TF.) |
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Subgroup reports due 10/1/12, to be vetted by Summit attendees. Beaumont collecting responses to minutes and recommendations from regional boards, which will be included in 0113 discussion items prepared by McCrea and Beaumont. See 0113-IV.E. Communication is ongoing; discussion list established; 90-minute forum will be held in 2013. Done and marked for deletion. |
| 0112-IV.C. Regional Incentives: Consider $50 membership in future for those who have never been members (no lapsed) but attended 2012 meeting. (For 0113 Agenda. Originally assigned to Staff and Baxter, Dooley, Cline. Beaumont, Council) |
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Evaluate based on 2012 Regional Summit. Reframe to exclude dues discounts, confirm staff's role in making other marketing/promotion decisions? Marked for deletion. |
| 0612-III.A. FY13 Budget: Include B List on 0812 agenda (when Ann Mtg financials are more solid). |
Duffy, Jurczak, NPB |
0113 Agenda |
See 0113-IV.B. Done and marked for deletion. |
| 0812-1-II.C. Criteria for Reps: Develop process for reviewing existing external reps and for renewal/nonrenewal when appointment is due. |
Landis, Dooley, McCrea, Meissner |
0113 Agenda |
Pending. Will be presented as part of revised Governance Manual (Section XI) for electronic vote before 0513. |
| 0612-I.C. To Do List / SAA Born-Digital Records (2 of 2): Identify appropriate strategies: Once we have a better sense of what content exists that needs to be preserved in digital formats (if any), and what tools are already available at UWM, identify potential tools (Trusted Digital Repository? web crawling? printing out content?) and associated resources. Based on that and further consultation with Doylen and SAA staff as needed, develop recommendations for presentation to the Council. [Ref: 0612-I.C. 0112 To Do List, #E8 revised language / Part 2] |
Kaplan, Landis, McCrea |
0113 Agenda |
See 0113-IV.K. Task Force created to develop records schedule by August 2013. Done and marked for deletion. |
| 0612-III.A. FY13 Budget: Follow up with Matienzo re web hosting services. |
NPB |
0113 Agenda |
No Web report for 0113 due to staff vacancy. |
| 0612-III.F. S/RT Policies: Ensure A&A List policy includes language precluding job listings similar to that for RTs. |
NPB |
7/1/2012; 0113 Agenda |
See 0113-II.B. Job postings allowed on all discussion lists. Done and marked for deletion. |
| 0612-IV.F. ICA/SPA Rep: For 0113 Agenda: Include information from August 2012 rep report, work with ACA to develop rep selection criteria, reporting requirements; include sunset review of SAA's commitment. Determine funding source(s) for FY13, depending on number of meetings funded and response from SAAF. |
Dooley, ACA, NPB |
0113 Agenda |
See 0113-II.B., IV.B., and V.U. Selection criteria developed, but pending discussion of international activities as part of new strategic plan. NPB to inform ACA of outcome of discussion. |
| 0612-IV.G.2. Leadership Forum: Include discussion of 2013 Forum on 0113 Council agenda; first-year members to develop plan for Council review prior to 0513 meeting. |
Huth, Light, Zanish-Belcher |
0113 Agenda |
See 0113 Agenda Item IV.M.2. Done and marked for deletion. |
| 0112-II.A. Strategic Plan / Diversity, DO#2: Use epubs or AA Online supplement to plan and implement 5- to 15-page case studies on diversity of archival record. Communicate assignment to Diversity Committee chair and encourage other SAA groups to participate (CPWG; NAART). |
TZB, Diversity Committee, Brinati, as appropriate |
0113 Agenda |
See Diversity Committee report on progress at 0113- V.I. Done and marked for deletion. |
| 0112-III.C. "Occupy" Movement: Investigate and monitor status of archives and library materials generated by Occupy Movement and report findings and recommendations to 0812 Council meeting. Communicate new assignment to IART. Consider linking case study to Code of Ethics. |
Issues & Advocacy Roundtable, McCrea |
0113 Agenda |
See 0113-IV.F. Done and marked for deletion. |
| 0112-III-G CPWG: Invite group to review Diversity DO#3 and prioritize five activities, perhaps beginning with development of list of core texts. Request report for 0113 Council meeting. |
McCrea |
0113 Agenda |
See 0113-V.Q. Project is ongoing. Done and marked for deletion. |
| 0812-To Do List: Conduct "up or down" vote of To Do List items in conjunction with and/or in light of strategic planning session. |
Dooley |
2/15/2013 |
Pending additional work on goals, strategies, and tactics to determine priorities. |
| 0812-1-IV.D.1. Treasurer: YTD Financials: Pending input from Communications TF, include in draft FY14 budget two scenarios for AO publication: 6x vs 4x per year. Consider advertising contracts. |
Kaplan, Duffy, Finance Comm, Brinati |
4/1/2013 |
|
| 0612-IV.H. NAGARA MOA: Select group to draft prospectus on future joint meetings, considering questions posed in IV.H., preliminary and ongoing recommendations of Annual Meeting TF; group to report back to 0513 Council meeting. |
Dooley, NPB |
0513 Agenda |
|
[BL] Seems like this needs a new due date for NPB action, which is all that is specified at this point?
[BL] I don't remember how April Fool's Day got set as the deadline for [0113-IV.P.], but if that's going to be it, then April Fool's Day should be the deadline for [IV.J. and 0812-1-IIC.] items as well. They go hand in hand, as does Team Minutia.
[BL] I don't remember how April Fool's Day got set as the deadline for [this] item, but if that's going to be it, then April Fool's Day should be the deadline for the first and last items as well. They go hand in hand, as does Team Minutia.
[BL] I don't remember how April Fool's Day got set as the deadline for [IV.P.], but if that's going to be it, then April Fool's Day should be the deadline for [IV.J. and 0812-1-II.C.] as well. They go hand in hand, as does Team Minutia.
[BL] Has no due date. Can NPB give us one so that this can rotate off the To Do list thereafter?
[BL] Has no due date. What is the action expected here? Is someone actively planning the Regionals follow-up meeting in NOLA that is on Nancy's draft schedule? Seem like at minimum this should be added to the omnibus discussion of the 2013 annual meeting that will inevitably happen at the 0513 Council meeting, which would give it a due date of 0513?