IAWA Executive Board of Advisors: September 19, 1999

IAWA

CAUS

IAWA Executive Board of Advisors

14th Annual Meeting, September 19, 1999
9:30 a.m. Newman Library, 6^th floor Board Room

Call to order of the 14th Annual meeting at 9:30 AM.

The Chair, Prof. Dunay welcomed the Board of Advisors and requested a roll call.

Present:

Jeanette Bowker, Donna Dunay, Marcia Feuerstein, Inge Horton, Anna Marshall-Baker, Gail McMillan, Max Stephenson (invited guest for Paul Knox), Patricia Williams, Joan Wood, Tony Wrenn, Humberto Rodríguez-Camilloni (invited guest), Barry Smith (invited guest).

Absent:

Diane Favro, Blanche Lemco van Ginkel, Solange d'Herbez de la Tour, Eileen Hitchingham, Evelyne Lang Jakob, Paul Knox, Nobuko Nakahara, Mitzi Vernon.

The Chair, Prof. Dunay, asked the Board if CAUS Associate Dean Max Stephenson, (representing Dean Paul Knox) could join the meeting as a guest. The Board unanimously agreed. Prof. Dunay then inquired whether there was a quorum and Dr. Feuerstein, the Secretary, confirmed there was a quorum.

The Chair began by requesting that the Board add "Approval of Agenda" as item # 1 on the Agenda. Ms Horton so moved and to approve the agenda as amended, seconded by Ms. Wood. The Board unanimously approved the motion.

The Chair proceeded to item #2, Approval of the Minutes. Prof. Dunay called for questions or business arising from minutes of 1998 Annual Meeting and Minutes of 1998-1999 Executive Committee Meetings. Hearing none, Chair requested consideration for approval. Motion to approve all Minutes by Ms. Williams, seconded by Dr. Marshall-Baker and unanimously approved by the Board.

Proceeding to item #3, Election of Advisors, Dr. Feuerstein provided a summary of election as follows: Five advisors were up for re-election: Dr. Marshall-Baker, Mr. Wrenn, Ms. Wood, Ms. Williams, and Ms. D'Herbez de la Tour. Of those, Dr. Marshall-Baker did not stand for re-election. The remaining advisors, Mr Wrenn, Ms Wood, Ms Williams, Ms. D'Herbez de la Tour were re-elected to the Board for a 3-year term from 9/ 1999 to 9/2002. One new advisor, Dr Humberto Rodríguez -Camilloni, was elected to Board for a 3-year term from 9/1999 through 9/2002. Dr Feuerstein noted that a copy of Dr. Rodríguez-Camilloni's biographical sketch is included in the Board folder. Ms Williams moved to accept the results of the election, Prof. Vernon seconded and Board unanimously approved results. Prof. Dunay asked Board to invite Dr. Anna Marshall-Baker, past IAWA advisor/past treasurer, Mr. Barry Smith, CAUS Director of Development and Dr. Rodríguez -Camilloni, CAUS Prof. to join the Board as guests. The Board unanimously agreed.

Ms. Horton requested corrections to IAWA Board of Advisors list.

The Chair asked for other business, hearing none called for adjournment. Ms. Wood so moved, seconded by Dr. Feuerstein, unanimously approved. Meeting adjourned 9:45.

Respectfully submitted/corrected 11/16/99 , Marcia F. Feuerstein, Secretary

IAWA Board of Advisors Board Meeting, September 19, 1999

Call to order of the Board meeting at 9:45 AM

The Chair, Prof. Dunay welcomed the Board of Advisors and requested a roll call.

Present:

Jeanette Bowker, Donna Dunay, Marcia Feuerstein, Inge Horton, Anna Marshall-Baker (invited guest), Gail McMillan, Humberto Rodríguez-Camilloni, Mitzi Vernon, Patricia Williams, Joan Wood, Tony Wrenn, Barry Smith (invited guest), Max Stephenson (invited guest)

Absent:

Diane Favro, Blanche Lemco van Ginkel, Solange d'Herbez de la Tour, Eileen Hitchingham, Evelyne Lang Jakob, Paul Knox, Nobuko Nakahara

The Chair, Prof. Dunay welcomed Dr Rodríguez-Camilloni to the board. Prof. Dunay then asked the Board if Dr. Anna Marshall-Baker, Mr. Barry Smith and Dean Max Stephenson could re-join the meeting as guests. The Board unanimously agreed.

Item #1: approval of the agenda, Prof. Dunay asked for corrections or additions to the agenda. One item regarding Nomination and Criteria of the Board of Advisors was added to the agenda to include amendments to IAWA by-law 3.1: criteria for election to the board of advisors and discussion of the nomination committee. Prof. Dunay asked for any other additions and hearing none called for a motion to approve ammended agenda: Moved by Ms. Williams, seconded by Mr. Wrenn, unanimously approved.

Proceeding to item #2, Election of Officers, Ms Woods nominated Dr Rodríguez-Camilloni as Treasurer, Ms. Williams seconded. Hearing no other nominations the Board unanimously elected Dr Rodríguez-Camilloni as Treasurer.

Prof. Mitzi Vernon joined meeting at 9:50 AM.

Proceeding to item #3, the Report from the Chair, the Chair referred to the text provided in each advisor's folder. The Chair's Report included: thanks to Special Collections, an update on the search for a Manuscripts Curator, development of IAWA's information brochure with designations for two funds to support enrichment and a graduate student scholarship, status of the Newsletter, the Milka Bliznakov Prize, and visits to the Archive by three distinguished architects and scholars.

Dean Max Stephenson, representing Dean Paul Knox, left the meeting at 9:55 AM.

Discussion followed: Newsletter: Dr Feuerstein indicated Xerox copy of the Newsletter #11, included in the Board folders. Prof. Dunay noted 2000 copies are printed and mailed by Library and Board. Ms. Williams asked if Newsletter mailing list database was accessible to Board as a source for potential advisors. Prof. Dunay described growing awareness of the IAWA, naming 3 notable visitors: Dr. Prof. Barbara Schmidt-Kirchberg spent her Sabbatical conducting research at IAWA, lecturing and critiques to architecture and near environments students; Cordella Moore a Ph.D. student from Hamburg and designer on the winning design team of Alexandria Library architectural competition, and Dr Anne G. Tyng, eminent American architect and theorist. Dr. Tyng's five-day lecture/seminar at CAUS was co-sponsored by the IAWA.

Milka Prize: Mr. Wrenn inquired about the Milka Prize, which was not included on the agenda. He suggested re-advertising and extending the deadline. Ms. Williams asked this item be moved up and included in the agenda and Dr. Marshall-Baker suggested it be moved before the Advisors' Reports. All agreed.

Proceeding to item #4, Nomination and Criteria of the Board of Advisors, Prof. Dunay proposed that the wording of IAWA By-law 3.1 Criteria for Election to the Board of Advisors be ammended so that it is more inclusive. After some discussion, the Board proposed the following ammended wording:

3.1 CRITERIA FOR ELECTION TO THE BOARD OF ADVISORS

Candidates for election to the Board of Advisors shall have demonstrated an interest in the subject matter of the IAWA and shall be one of the following:

3.1.1 noted architects and those in related fields, or who are or have been practitioners;

3.1.2 noted teachers, scholars or writers in architecture or related fields; and

3.1.3 noted individuals involved in research, organizations, archives, libraries or special collections whose subject matter is architecture or related fields.

Ms. Williams moved to accept ammended by-law 3.1, Dr. Feuerstein seconded the motion and the motion was unanimously approved.

Prof. Dunay reminded the Board of the maximum number of on-campus advisors, (limited to five (5)), who make up the Executive Board and conduct monthly on-campus meetings for ongoing business.

Proceeding to the next subject of # 4: Nominations Committee: Ms Horton opened the discussion by proposing that the organization and schedule for nominations and elections be reconsidered. The Nominations Committee would be in charge of the elections and formal re-election.

Regarding the organization, Ms Horton suggested that the Secretary be appointed head and the committee be formed before elections begin. The discussion ended with the following advisors appointed to the nominating committee:

Marcia Feuerstein: Head
Evelyn Lang Jakob
Patricia Williams
Joan Wood
Tony Wrenn

The discussion turned to the schedule for nominations and elections. Ms. Williams proposed that elections could be held in June to allow the Board, Nomination Committee, and others time to identify upcoming vacancies as well as conduct an ongoing search for appropriate candidates.

A discussion continued. Ms. Horton observed that the Board should be balanced and diverse in terms of affiliation, location, and professional activity. Ms Williams suggested the 'balance' be achieved by identifying 'content' and 'needs' of the IAWA Board to include specialties and disciplines necessary for the ongoing health and growth of the IAWA. The nomination committee's discussions should focus on strengths that individuals bring to the IAWA Board. Ms Williams suggested that the Newsletter mailing list could be used to begin a matrix of names for review, which would be brought back to the Board for input.

Prof. Dunay observed representatives from some continents were absent and Mr. Wrenn noted the troubling lack of diversity within the current Board. Ms Williams asked about the sources of the current collection, noting that it should not lose what has already established. Ms. Horton added that additional advisors might represent the African continent rather than Europe and the USA. She also observed that the Board also lacks advisors from SE and NW USA.

Ms Williams noted that the lack of travel funds prevents participation from distant continents. Dr. Feuerstein suggested alternative means of participation, such as conference calls. Dr. Marshall-Baker noted the development of Virginia Tech's "distance-learning" classrooms, which might be utilized for the next annual meeting. Ms. Wood added that language differences are an added problem.

Ms Williams suggested that the Board include place for a Conservator or someone connected with conservation

Ms. Horton asked the Board to also address current participation levels, specifically of inactive advisors as well as advisors who have been out of contact with the rest of the Board. She suggested instituting a system of 'partnering' more active advisors with less active advisors. All agreed and the following partners (among those advisors at the meeting) were established:

Dr. Bowker with Mr Wrenn
Prof. Dunay with Ms Nakahara
Ms Horton with Prof. Favro
Prof. Vernon with Ms d'Herbez
Ms Williams with Dean Hitchingham
Ms Wood with Ms van Ginkel
Dr. Feuerstein with Dr. Jakob
Dr. Rodríguez-Camilloni with Ms. Piomelli-Ambrosi

The discussion moved to sources for archival materials as well as potential advisors. Regarding international sources, UNESCO (Ms Horton) and the UN (Ms Wood) were untapped sources. Mr. Wrenn noted other collections who are aware of IAWA have made contributions. Regarding the AIA (American Institute of Architects), Ms Williams wondered if the IAWA was in touch with AIA Women's chapters and Prof. Dunay said that the Newsletter is sent to some AIA members. Ms Wood wondered about the 1988 exhibition of AIA women, which Mr Wrenn spearheaded and Mr Wrenn answered that in addition to the 35 linear ft of material from the AIA exhibit in 1988, the exhibition catalogue includes a list of names, which could also be reviewed. Ms Wood suggested that the 1988 list from the exhibit on women in the AIA also be used by the nominating committee although, Mr Wrenn added, it is over ten years old and must be updated, a time-consuming task.

Regarding lists, Prof. McMillan asked if the existing biographical database, included within the guide to the collection, should be expanded. Prof. Dunay added that it was intended that this list would grow and continue to be updated. Prof. McMillan wondered about the abuse of this system, which is developed from "Peer Data." This abuse could occur if incorrect or unnecessary data is added to an open list. Mr. Wrenn stated that users, rather than collectors establish the validity or accuracy of data. Ms. Williams asked about the possibility of filters for the list and asked for clarification of the various 'lists' within the collection. Prof. McMillan stated that the on-line biographical database, which we have been discussing, is part of the Guide to the Collection. Special Collections was planning to put on-line the form making it available to anyone. The form will include notes for sources.

Ms Horton added that we must accept everything in good faith and moved that the biographical database form be put on-line. A discussion followed. Ms. Wood voiced concerns regarding 'junk' added to the list. Ms Williams suggested that these concerns become part of a Development Agenda that graphically shows Acceptance, Collections, and Nominations levels. She also suggested that an attorney check into the liability of the Board for concerns regarding on-line information and verification. Mr Wrenn, Prof. Mc Millan, and Ms Williams continued to discuss who should enter data into the biographical database. Dr. Marshall-Baker suggested registration and some level of monitoring. Prof. McMillan added that a "source" for a name, etc. will be included (and required) for the on-line form. Dr. Feuerstein noted that locating 'correct' information is not necessarily as important as understanding the content or implications of that information. Dr. Rodríguez -Camilloni noted that this is not always an issue for researchers. Mr. Wrenn reiterated that any information is valid, even if it is fictitious. Ms Wood reiterated her concern and asked that this question of on-line data input remain open. Ms Dunay agreed with Ms. Wood and asked if Mr Wrenn, Ms Williams and Prof. Mc Millan would form a sub-committee and bring recommendation before the Board. Ms. Horton withdrew her motion to put the biographical database input form on line and suggested that the Board handle this motion through the mail. Prof. McMillan will continue to oversee the data that is added to the biographical database until the subcommittee's recommendations and Board's vote. The Chair asked for other comments, hearing none she advanced to the next item.

Proceeding to item # 5 of the agenda, Treasurer's Report: Dr. Marshall-Baker, past treasurer, reported a total of $705 cash contributions this past year 1998/1999 leading to a current total of $8600 in a non-interest bearing Foundation Account. Since 1994, the IAWA has received a total of $9000 in contributions. The Chair asked for comments, hearing none she advanced to the next item.

Proceeding to item #6: Archivist's Report, Prof. McMillan referred to a handout that summarizes recent additions to the collection, manuscript processing, reference contacts, IAWA on the Internet, Donations, Mailings, Publications, Other, as well as the current job search for Manuscripts Curator (discussed in item #7 on the agenda). She noted that, with the addition of 13 new collections, the archive grew to a total of 347 cu. ft. to a total of 178 collections. 19 collection inventories are currently on-line. Manuscripts Curator's reference contacts increased 33.79%, in the first 6 months of this year and 64% increase this year, probably due to interest in IAWA and most from researchers not affiliated with Virginia Tech. Internet Log Analysis as indexed by large databases such as AltaVista and Yahoo shows 244 external site links to IAWA. Exposure through the Internet has increased with more than 10,000 hits to the IAWA homepage. In addition to Prof. McMillan, Laura Katz Smith (past Manuscripts Curator) and Janet Carlton (Reference Librarian) have worked on the IAWA collection this past year.

Prof. McMillan proceeded to item # 7, Manuscripts Curator Search, reviewing the current search, which has yielded a number of highly qualified applicants. Two candidates have been invited for on-campus interview visits at the end of the month: September 27/28 and September 29/30. Prof. McMillan, who heads the search committee, invited the Board to attend the candidates' presentations and/or informal receptions in order to provide the committee with additional input. Dr. Feuerstein, representing IAWA, is also a member of the search committee. The Chair thanked Prof. McMillan for her ongoing efforts with maintaining and enriching the archive and asked for questions or discussion on both items #6 and #7.

Regarding accessions, Ms Horton reported that she sent a letter to Dean Hitchingham regarding a six month backlog in processing new acquisitions and reiterated the need to assign more time to work on the IAWA collections, and is still waiting for a reply. Prof. McMillan noted that she has hired a number of architecture students to work within the collection and that two of these students developed the current exhibit.

Ms Horton asked about the library's plans to scan drawings for on-line access. Prof. McMillan noted that some drawings are available, which professionally scanned by the University's Photographic Services. She asked help locating scanned images used in past Newsletters from the Executive Board and CAUS administration.

Mr. Wrenn noted that the acquisition of the Louise Hall Papers from Duke University's Center for the Study of Women in Culture is a significant addition to the Archive. Louise Hall, an architect and Prof. at Duke, had a major influence on women architects educated in North Carolina. He presented a book on NC Architecture to Gail McMillan for the Archive. This volume includes information on Louise Hall's importance to architecture. The Chair thanked Mr. Wrenn for his contribution and asked for additional comments. Hearing none, she asked Barry Smith to proceed to the next item on the agenda, the Development Report.

Item #8, Development Report, Barry Smith discussed the requirements for moving the current $8600 into an endowed fund, which requires a minimum of $25,000. If the fund reaches that amount and the Board approves a change to an endowed fund, only earnings can be used. The endowment remains untouched. This would result in annual earnings of approximately $1200 annually: 15% to 17% earnings are returned to $25,000 for additional growth and 4% is amount that can be spent. The Foundation only pays interest to endowed accounts.

Mr. Smith asked that the Board work with Dean Knox, Charles Steger. and himself to identify people they can meet. Contributions may include real estate, etc. He asked the Board to provide him with its mailing list, and suggested that the Board begin to plan a five-year goal toward contributions approaching $25,000 as well. The new brochure, developed by Milka Bliznakov and Elsie Beam, helps to identify and direct fund raising.

Ms Vernon noted that Board members are always traveling and should seek support from all interested persons/institutions. She added that the IAWA must be on the agenda of the Board of Advisors meeting of the CAUS and should be adequately represented by the Dean, Dr. Steger, and Mr. Smith, and asked that Mr. Smith be available to follow up when the Board identifies potential donors. Dr, Feuerstein will ask the Library to add Barry Smith's name to the Board of Advisor's spreadsheet so that he is included in all mailings. Mr. Smith also agreed to send the development schedule of the year's travel to assist the Board in identifying and advancing potential IAWA contributors to Dean Knox, Charles Steger and Mr. Smith.

Dr. Feuerstein observed that the IAWA must be more visible to the CAUS administration and its departments, noting that IAWA was barely mentioned in the Dean's annual report to the CAUS Faculty and, presumably, to the Provost. She also noted that the extended visit and exhibit by Anne Tyng was absent from the Dean's report to the Provost, which suggests that the Chair of Department of Architecture (who co-sponsored the event) did not include this important event in his report to the Dean.

Ms Williams asked Mr. Smith if he needed any immediate action from the Board other than identifying individuals to approach for financial contributions. She also asked if there were any alternative strategies, such as the Board taking on particular funding priorities, not addressed by the brochure or Development.

Ms Horton added that the Board requires a funded director. Ms Horton introduced a draft titled "Funding Needs of the International Archive of Women in Architecture" authored by Ms Horton (attached). In this paper, Ms Horton drafted a document the IAWA financial needs based on discussions from the 1998 annual meeting. The items include: $200,000 endowment for a part-time Director; funding for a symposium; funding for exhibitions; endowment for Milka Bliznakov Prize; funds to update IAWA promotional materials; funding for computerization of holdings; purchase of special equipment for Special Collections. The paper stresses that the support by the CAUS, Library, and Development Office has not kept up with the growth and additional support necessary to meet the mission of the IAWA.

Mr. Smith pointed out that a much larger endowment than $200,000 will be required before this might be accomplished. He noted that a $200,000 endowment yields only $8000. Ms. Horton mentioned that both Deans could present the position to the Provost and, perhaps, an endowed Chair might be an alternative solution. In that case a faculty position, which is already in place, would be given additional funds in order to make the additional position of Director possible. Dr. Feuerstein thought that both Deans from CAUS and the Library had already proposed this position to the Provost. Neither one of the Deans were present to bring the Board up to date. Ms Williams noted that a part time position in a curatorial position probably would require $30,000 plus 35% for benefits or a million-dollar endowment. Ms Williams added that we could set our goals, reaching for someone 'doable' (i.e. an associate Prof.) or someone 'outrageous' (i.e. someone prominent). It was also suggested that an existing line be expanded to make the position possible.

Ms. Wood asked about frozen funds and Ms Dunay mentioned the continuation of the Milka Prize as well as a Director's position partially funded by the Provost's office. Prof. Vernon brought up the idea of two accounts, one for the endowment and the other for a non-interest operating account. Mr Smith suggested a perpetuity endowment for the Milka Prize. Ms Wood added that this discussion points out the need to establish funding goals. Prof. Dunay asked for additional discussion and hearing none proceeded to item #9, Milka Prize.

Item #9. Ms. Williams noted that the announcement needed some refinement. Mr. Wrenn believed that all but two submissions were weak and suggested that the Prize be re-advertised. Prof. Dunay brought one additional proposal to the Board, which had just arrived, and Ms. Wood believed that none of the proposals were acceptable, much less five. She suggested that the deadline be extended which would allow all proposals to be augmented, reworked, or clarified. Dr. Feuerstein noted that the announcement states that "up to five" could be chosen to continue, so we might choose only two or one. There may be no prize for the first year or, perhaps, there could be two prizes, which share the money. While Dr. Marshall-Baker and Dr. Feuerstein were reworking the final announcement this past spring, neither was aware of the original intent or past history of the development of the prize. Since Prof. Dunay was on sabbatical for the spring semester and unavailable for advice, they chose '5' as a possible number. But it was never considered a magic number. Dr. Marshall-Baker asked Prof. Dunay the original intent for the prize. Prof. Dunay noted that originally the prize was to be restricted to students at Virginia Tech and elsewhere. The current text opened the prize to everyone. The purpose of the prize was to increase the collection as well as publicize the IAWA and the Collection. The goals have changed to include an educational component and make it a learning experience. Dr. Feuerstein added that the research and projects would contribute to the growth of the collection. Mr Wrenn concurred, remembering that the original intent of the prize was to use material or add to the collection. Prof. Vernon said that this would become an honor: winning projects becoming part of the collection.

Ms. Wood suggested two alternative scenarios for this year's prize: extend the deadline one-month or forget the current entries and run the prize again next year.

Dr. Bowker believed that 2 or 3 had potential and Mr. Wrenn concurred. After some discussion, Mr. Wrenn moved that numbers 5 (Cordula Mohr), 6 (Kweku Wuansah) and 7 (Claire Bonney) be advanced to the second stage. Dr. Bowker seconded the motion and the motion was passed unanimously. Mr Wrenn offered to write to each of the finalists after the Newsletter is printed. Once they are notified, their names will be added on the IAWA Milka Prize Homepage. Mr. Wrenn volunteered to chair the jury, which will include Dr. Bowker and Dr. Feuerstein, to meet in the spring.

Prof. Vernon volunteered to review and rewrite the announcement for next year's prize, which has been included in the Newsletter to broaden the audience and prospective applicants to the next Prize. Prof. Dunay asked for more comments.

Item 10, Advisors' Reports: Prof. Dunay called upon each advisor to report on their activities. Ms. Woods mailed 19 IAWA brochures with a personal note to each including Bob Campbell, of the Boston Globe, Architect Joan Goody and Architect Carol Burns. Her specific contacts are listed in her written report, which Prof. Dunay has received.

Mr. Wrenn has been recovering from a long illness and will become active next year.

Ms. Horton has solicited a number of archives. She has contacted: Elizabeth Harding in Germany who has donated work to the Archive; Sally Bol-Stone, whose California practice included over 1500 buildings, primarily ranch houses. She may donate selected projects. Six other additional donors in Southern California have not returned her calls. Horton has also made contact with the Catherine Coos archive, as well as Peter Scarla, in London, whose mother was an architect in Vienna. Horton has also continued her own research of women architects in the San Francisco area, which has yielded some 150 names.

Prof. Vernon will approach some potential donors in Chicago for monetary donations.

Ms. Williams has identified at least 50 contacts in Historic Preservation.

Dr. Bowker has learned more about the IAWA and will be making some contacts at an interior design conference in Philadelphia.

Dr. Feuerstein initiated the Anne Tyng donation, exhibit, and visit, has promoted the IAWA to organizations and architects during her academic travels including participants of the AIA/ACSA summer teachers seminar at Cranbrook and faculty and students at UILL Urbana-Champagne School of Architecture. She initiated the web-connection between the feminist art and architectural historians conference (and will discuss the Archive at the conference), compiled and contacted the initial list of organizations for the Milka Prize, and discussed a donation with Berlin architect, Karin Rühle. She has edited the upcoming Newsletter.

Prof. Dunay moved to make a "Resolution of Appreciation" to Laura Katz-Smith, past Special Collections Manuscripts Curator. Dr. Bowker seconded and the resolution was unanimous.

Joan Woods moved for adjournment, Patricia Williams seconded the motion and the 14th annual board meeting, 1999 was adjourned at 1:40 pm.

Respectfully submitted 11/6 /and corrected 11/16/99 by Marcia F. Feuerstein, Secretary