IAWA Executive Committee Meeting

December 8, 1998
Cowgill Hall, Architecture Conference Room

Present:	Jeanette E. Bowker
	Anna Marshall-Baker
	Donna Dunay
	Marcia F. Feuerstein
	Mitzi Vernon
	Milka T. Bliznakov, invited guest
	Elsie Beam, invited guest
Absent:	Gail McMillan

The Chair, Donna Dunay, called the meeting to order at 4:15.

Review of minutes from November 3rd meeting. Ms. Marshall-Baker made a motion to approve the minutes, seconded by Ms. Bowker and unanimously approved.

Ms. Dunay presented an agenda (attached) and made a call for additional items to be put on the agenda. The agenda was set as follows: 1) By-laws to new members; 2) Thank you letters to donors; 3) Policy for the IAWA acquisitions; 4) IAWA brochure; 5) Funding for additional archivist or IAWA director; 6) IAWA Newsletter; 7) Milka Prize; 8) IAWA Website; 9) Annual meeting date

Ms. Dunay presented the By-laws to the new members of the Executive Committee.

Ms Dunay asked if the process of acknowledgment of donations should be reconsidered. Ms. Dunay opened this discussion by reviewing the current processes for thanking donors of either money or work to the Archive:

Donation of money - letters are sent from the Treasurer of IAWA and the Dean of CAUS;
Donation of work - letters are sent by both the IAWA Chair and the Manuscript Curator.

Ms. Bliznakov noted that not all donors have received "thankyou" letters. She said that one recipient of the letters commented that the Archivist's form letter was impersonal and "bureaucratic" and the Dean's letter was confusing. Ms. Bliznakov suggested that the donation letters should be sent as follows:

Donation of money - letters from both the Dean of CAUS and the Chair of IAWA;
Donation of work - letters from both the Chair of IAWA and the Manuscript Curator.

Ms Marshall-Baker added that the University Development Office follows up with a receipt and that every check should go through the Treasurer. All donors or contributors will be mentioned in the Newsletter and added to the mailing list. Ms Bliznakov suggested that this protocol of receiving, recording and thanking/acknowledging donations become part of the By-laws.

She asked the status of the acquisition criteria, drafted by Dean Hitchingham and the IAWA Sub-committee on archive acquisitions and collection management policy in September. Ms Feuerstein stated that there has been no change from the previous meeting. Ms Bliznakov noted that according to the by-laws, Dean Hitchingham should not be the head of this sub-committee. Ms Dunay noted that Tony Wrenn, a member of the IAWA Sub-committee on archive acquisitions and collection management, might be interested in taking the lead in developing the acquisition and collection policy. Ms Feuerstein will follow up with Dean Hitchingham and Mr. Wrenn. Ms. Dunay provided copies of the Guidelines of the Constructive Women Architecture + Design Archive in Australia as another reference for the Sub-committee and Ms Bliznakov reminded the Sub-committee of Blanche Lemco van Ginkel's notes from 13 August 1998.

The discussion moved to the IAWA Brochure, which is being developed by Ms. Beam and Ms. Bliznakov as a source of information on the IAWA and to elicit funds for the IAWA. Ms. Bliznakov described a copy of a previously designed brochure. The new brochure should be ready by January.

Ms. Dunay discussed two new IAWA positions: a full-time Archivist as well as a half-time IAWA Director. The Committee discussed possible funding sources for each of these positions including Alumni Contributions (promoted by Barry Smith and described in the Brochure) and Grant proposals. Ms Vernon suggested that the Director might also be funded as an endowed chair through grants and donors.

Ms Bliznakov recalled Charles Steger promise of funding a half-time Faculty/ half-time Archive Director. She stated that since the Archive is worth over one million dollars, this warrants additional support for these positions. She will work with Dean Knox on approaching President Torgesen about supporting the IAWA. Ms Dunay stressed that the Brochure should utilize information from the Committee on funding. Ms. Vernon will work on funding issues.

The Board turned to the status of the upcoming IAWA Newsletter, suggesting that it be developed in both hard copy and on-line. Ms. Feuerstein will develop and circulate a proposal for the Newsletter with a tentative deadline for contributions by the end of March 1999.

The discussion moved to the Milka Prize. Ms. Dunay suggested that the date for Stage One be changed to coincide with the Annual meeting in September 1999, and the deadline for Stage Two occur during the Spring 2000, announced during the CAUS award ceremony. Ms. Vernon and Ms. Dunay will work on this revision.

The meeting was adjourned at 5:15 PM, to be continued on Tuesday 15 December 1998 at 4:00. Respectfully submitted by Marcia F. Feuerstein, Secretary 13 January 1999.

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IAWA Executive Committee meeting
December 8, 1998

Tentative Agenda

1. By-laws to new members
2. Thank you letters to donors for:

Donation of money (Treasurer and Dean).
Donation of work (chair and archivist).

3. Policy for the IAWA acquisitions

Coordination with advisors (by-laws)
Marcia Feuerstein, Eileen Hitchingham, Blanche Lemco van Ginkel, and Tony Wrenn

4. Complete the IAWA brochure

Coordinate with the IAWA acquisitions policy
Coordinate with fund raising options (Getty foundation, for example)
Milka Bliznakov and Elsie Beam

5. Funding a full-time position of IAWA archivist or of half-time IAWA director

Wish list from working meeting
Inge Horton, Gail McMillan and Mitzi Vernon with Barry Smith

6. IAWA Newsletter

Editing, deadlines for contributions, on-line newsletter?
Marcia Feuerstein

7. Milka Prize
8. Routes through the web to the IAWA

Web address
College links / cross links

9. Annual meeting date?
10. others?

Send questions or comments to:
IAWA Archivist, University Libraries
Virginia Tech, P.O. Box 90001,
Blacksburg, VA 24062-9001