12/09/2004 SWAG Minutes

SWAG (Southeastern Wisconsin Archivists Group) Meeting
December 9, 2004
Archdiocese of Milwaukee

Present: Matt Blessing, Tim Cary, Sr. Corrine Dais, Michael Doylen, Bill Fliss, Sr. Carol Marie Haag, Dave Herrewig, Fr. Wayne Jenkins, Crystal Maass, Ann McIntyre, Sara Shutkin, Nick Weber, Stephanie Williams (Recorder)

Michael Doylen called the meeting to order. The meeting focused on discussion of the options posed by the steering committee. We began by briefly reviewing Ann's research on other local archives organizations. Michael then reviewed each point discussed by the steering committee.

Organization
He began with the group's organization. The steering committee chose to have 2 co-chairs on a revolving year schedule, exactly as the organization of the LCSW-Archives Committee. Some discussion followed.

Fr. Wayne asked about the name of the organization. Choosing a name was then added to the agenda.

The group agreed to organization recommended by steering committee.

Leaders
Two recommendations presented.

1. Michael and Ann would stay on and complete their current terms.
2. The group would have new elections at the next meeting.

At this point Ann mentioned that she would prefer not to continue her term. She felt the fledgling organization would benefit more with someone having more archival experience.

The group decided that Michael would complete his term and we would need to elect a new co-chair. Some discussion followed.

It was decided that we would need to add a requirement to the by-laws for an election to be held at each fall meeting.

Membership
Michael discussed the steering committee's recommendation to have membership criteria that would encourage statewide participation among a broad range of archivists and individuals from allied professions. The group agreed with the recommendations.

Activities
Michael discussed the steering committee's recommendations to have regularly scheduled meetings, social events, tours of repositories, workshops, and advocacy. Sarah asked if the group approved of the recommendations. Ann mentioned the possibility of collaboration with LCOMM. Tim brought up the number of meetings. Some discussion followed. It was decided the new committee should have a minimum of two meetings (spring and fall). If planning a special activity additional meetings may be necessary.

Dues
Michael discussed the steering committee's recommendations and the fact that the committee was unable to come to a consensus regarding dues. We reviewed the dues of other organizations. Some discussion followed, including the pros and cons of having dues. Someone then suggested having no dues at first, but reviewing at a later date and possibly adding dues then. Ann mentioned that with dues we have a better idea of number and type of members. Crystal suggested having dues and allowing guests two free meetings. A vote followed. The results were:

" Dues-4
" No dues/revisit-8
" Dues with guest-0

Newsletter
We discussed having a newsletter, but in electronic form only. It might help with membership.

Mission Statement
Michael reviewed a draft of the Mission Statement. Sarah brought up that primary focus would be on archives. Records managers and genealogists could attend, but archives would be the focus. Matt brought up membership being open to northern Illinois archivists. Statement was revised to reflect these concerns.

Name
Discussion regarding the committee's name followed. Some suggestions were:

" WAP-Wisconsin Archives Professionals
" WART-Wisconsin Archives/Archivists Round Table
" WAG-Wisconsin Archives Group
" SWAP-Southeast Wisconsin Archives Professionals
" WAS-Wisconsin Archives/Archivists Society
" WAA-Wisconsin Archives/Archivists Association
" WAN-Wisconsin Archives/Archivists Network
" SWAN-Southeast Wisconsin Archives/Archivists Network

Nick suggested including southeast in the name for the time being and reviewing at a later date, if necessary. The group voted for SWAG (Southeastern Wisconsin Archivists Group).

Wrap-up
Discussion of the website was tabled until the spring meeting.

Nick was nominated and agreed to be co-chair. Election will take place in the fall.

Next meeting will be May 17 at 1:00. Tim said he would speak with Ken Wirth about holding the meeting at Johnson Controls. Note: Ken agreed to host the May 17th meeting.

Bill suggested bringing ideas for activities to next meeting.

Matt suggested the possibility of being involved in the Wisconsin State Historical Society's Strategic Planning Meeting.

Meeting Adjourned