IAWA Board of Advisors 15th Annual Meeting: September 10, 2000

IAWA

CAUS

IAWA Board of Advisors 15th Annual Meeting

September 10, 2000
Executive Boardroom of Newman Library, Virginia Tech

CALL TO ORDER

The Chair, Donna Dunay called the meeting to order at 9:00 AM. Dunay welcomed the Board of Advisors and requested a roll call.

Present: Jeanette Bowker, Donna Dunay, Marcia Feuerstein, Paul Knox, Gail McMillan, Humberto Rodriguez-Camilloni, Mitzi Vernon, Blanche Lemco Van Ginkel, Joan Wood, Tony Wrenn.

Absent: Diane Favro, Solange d'Herbez de la Tour, Eileen Hitchingham, Inge Horton, Evelyne Lang Jakob, Nobuko Nakahara, Patricia Williams.

Invited Guests: Milka Bliznakov, Annette Burr, Dawn Bushnaq, Judy Graham, Brian Katen, Gerrianne Schaad, Brinda Somaya, Frank Weiner.

The Chair inquired whether there was a quorum and the Secretary so confirmed that a quorum of voting advisors was present.

First order of business: Approval of the agenda:
Chair Donna Dunay called for a motion to approve the agenda. Joan Wood so moved, Tony Wrenn seconded the motion and the agenda was approved.

Agenda Items:

APPROVAL OF MINUTES

Approval of the Minutes of 14^th Annual Meeting, 1998/99: Chair Dunay called for a motion to approve the Minutes of the 14^th Annual Meeting 1998-1999. Joan Wood so moved, Marcia Feuerstein seconded the motion and the Minutes were approved.

Approval of Minutes of the 1999 - 2000 Executive Board Meetings: Chair Dunay called for a motion to approve the 1999/2000 Executive Board Meeting Minutes. Mitzi Vernon so moved, Joan Wood seconded the motion and the Minutes were approved.

Chair Donna Dunay called for any business arising from the minutes. No business arising from the minutes was added although Tony Wrenn commented on proposed changes to the title of the Milka Bliznakov Prize. Donna Dunay stated that Milka Bliznakov was uncomfortable with the title however the Board will be discussing this later in the meeting. The Chair asked for other comments, hearing none she advanced to the next item.

Jeanette Bowker arrived at 9:30 a.m.

REPORT FROM THE CHAIR
The Chair reported on the activities of the IAWA Chair and Executive Board, which is included in her Annual Report. The Chair asked for other comments, hearing none she advanced to the next item.

TREASURER'S REPORT
Treasurer Humberto Rodriguez-Camilloni reported that the total IAWA balance increased from $17,923.30 to $20,473.30 in our non-interest bearing Foundation Account. This amount brings us closer to the $25,000 necessary to transform the current IAWA account into an interest bearing endowment fund through the University Foundation. The Treasurer stated that the latest additions from the Milka Bliznakov Challenge have not been totaled.

The Chair asked for other comments, and a discussion continued: Blanche Lemco Van Ginkel inquired about additional monies that were provided to the IAWA, the official financial closing date and financial year. She also asked for an accounting of funds in Foundation Account and in the General Account and inquired as to the source of funds for general administration, the Milka Bliznakov Prize money and the Newsletter. She expressed concerns regarding the funds acquired since the inception of the IAWA and noted the necessity for financial statements from each account.

Donna Dunay stated that separate sources are from different accounts. Tony Wrenn inquired about three accounts: 1. Operating Account, 2. Scholarship Account, 3. Endowment Account. He noted that all accounts should be accountable to the Board and questioned how to be certain that operations and scholarship program funds would continue.

Donna Dunay noted that while we are unaware of actual expense amounts, the official agreement between the IAWA and both the College of Architecture and Urban Studies and the Library identifies each Unit's fiscal responsibilities to the IAWA. These cover the IAWA's operating expenses, which include postage, printing, and administrative assistance.

Blanche Van Ginkel stated that the Board had previously been informed of operating expenses and emphasized the necessity of being aware of operating costs. Otherwise we remain in a weak position. Joan Wood concurred. Paul Knox stated that the fiscal responsibility is handled through Architecture (originating in the Dean's office.). He stated that Policy 3020 describes lines of responsibility and whom it governs. He asked why we needed to know this information. Tony Wrenn added that we needed a complete financial picture of the IAWA. Van Ginkel concurred and stated that the Board should know the sources of all funds to recognize and acknowledge these sources. Rodriquez added that the Treasurer is charged with reporting on the Foundation Account. Wrenn stated that the information on the endowment fund is good but that we still need more information. Judy Graham, of CAUS Development said that the issues regarding the money in the foundation account need more clarification, and noted that she would discuss this in her development report.

Mitzi Vernon requested one correction in the Treasure's Report, which the Treasurer noted. The Chair asked for other comments, hearing none she advanced to the next item.

ARCHIVIST'S REPORT:
Gail McMillan, IAWA Archivist, directed the Board to page 4 of her report, showing the increase of expenditures this year, due to additions to collections within the IAWA. These include work by Louise Hall (65 cf.), Beverly Willis (85 cf.), and Susanna Torre. McMillan also reported on space limitations, which has been alleviated by off-site storage. The materials located in the off-site facility have been catalogued and assigned finding aids. She also discussed the ongoing processing of new collections, which was assisted by Frederica Goffi, a graduate student in architecture. McMillan also mentioned a proposal by architects Aaron Cohen and Associates to move Special Collections to the 5th floor, increasing space for the IAWA.

ELECTION TO EMERITUS & PRESENTATION OF EMERITUS CERTIFICATES:
Marcia Feuerstein moved to nominate Annette Burr as Emeritus Advisor of the IAWA. Blanche Lemco Van Ginkel seconded the motion, and Annette Burr was unanimously elected Emeritus Advisor of the IAWA. Donna Dunay, Chair, presented the Emeritus Certificate to Annette Burr. Marcia Feuerstein moved to nominate Blanche Lemco Van Ginkel as Emeritus Advisor of the IAWA. Joan Wood seconded the motion, and Blanche Lemco Van Ginkel was unanimously elected Emeritus Advisor of the IAWA. Donna Dunay, Chair, presented the Emeritus Certificate to Blanche Lemco Van Ginkel. Marcia Feuerstein moved to nominate Charles Steger, President of Virginia Tech, as Emeritus Advisor of the IAWA. Blanche Lemco Van Ginkel seconded the motion, and Charles Steger was unanimously elected Emeritus Advisor of the IAWA. The presentation of the Emeritus Certificate will be presented to Charles Steger at a later date.

COMMITTEE REPORTS:

Nominations Committee Report and Election:
Members: Marcia Feuerstein (chair), Joan Wood, Tony Wrenn, Evelyn Lang Jakob, Patricia Williams.
Marcia Feuerstein presented the report on nominations and election. Blanche van Ginkel discussed a point of clarification regarding re-election of advisors. She noted it is irrelevant whether nominees are new or standing for re-election. Election ballots should state the total number of available seats. All nominees are considered equally for election. The Chair asked for other comments, hearing none, advanced to the next item.

Development (Financial) Report:
Members: Mitzi Vernon, Donna Dunay, Brian Katen, Judy Graham.
Mitzi Vernon and Donna Dunay reported on the meeting of the development committee. The discussion included a need for identifying future physical space needs in the library. Mitzi Vernon noted that we must think 'larger', establishing spatial and administrative needs to include space for a director and staff. The Development officer of the Library and CAUS should be aware of these needs as well as a "wish list" to locate appropriate sources of private funds. The Chair asked for other comments, hearing none advanced to the next item.

IAWA Newsletter:
(Editor: Marcia Feuerstein) Marcia Feuerstein reviewed the recent Newsletter (#12) and acknowledged valuable assistance of Graduate Assistants Dawn Bushnaq and Phetsmone Kompathoum in the development of the Newsletter. Feuerstein noted that she was unable to hire a copy editor to eliminate the numerous typos found in the final copy. She discussed the next issue, which will include an article on Bulgarian Architects (already written by Milka Bliznakov and Anna Marshall-Baker), as well as a review of new books that have been donated or acquired by the IAWA. She invited all interested parties to submit ideas and articles for the upcoming Newsletter. Joan Wood suggested that the book review include a list of books on Women in Architecture. She also suggested that the IAWA create a bound copy that includes the entire collection from the IAWA's 15 years of existence (#1-#12). Gail McMillan suggested that this could be offered through "EBSCO" which sells books to libraries. Blanche Lemco Van Ginkel moved that Marcia Feuerstein receive special thanks from the IAWA for the recent Newsletter. Joan Wood seconded the motion and the motion was unanimously approved.

Collection Development and Acquisition Policy.
(Blanche Lemco van Ginkel, Brinda Somaya, Gerrianne Schaad)
There has been no progress on the Collection Development and Acquisition Policy for two years since van Ginkel provided a proposal to the Board. She presented the committee's Collection Management Policy and moved that it be adopted. After much heated discussion, Tony Wrenn asked that the Board approve the policy in principle. Blanche van Ginkel withdrew her motion suggested that the Board review the policy for 30 days. At that point there would be a call to vote on the policy. A discussion regarding the content of each section commenced. The discussion addressed content, acquisition of materials, the creation of a Collections Advisory Committee, Procedures for acquiring and receiving materials by the Archive, Gifts, Appraisals, and Deeds of Gift.

Section 1.0:
Vernon, Feuerstein, and Brian Katen stated that the Archive should continue to collect works by designers: industrial designers and landscape architects. Van Ginkel and Wood disagreed, stating that it must remain a collection exclusively dedicated to architecture. Dunay suggested that the archive focus on pioneers in the field.
Section 2.0 Acquisition of Materials including Section 2.1 Collections Advisory Committee and Section 2.2 Procedures:
Regarding acquisitions, Bliznakov noted a contradiction in by-laws 3.4.7. Van Ginkel noted that the policy was merely a manner of proceeding and not a contradiction of the by-laws. Dunay wondered if the policy would prevent or limit active acquisitions, for example if Bliznakov or Somaya were in Eastern Europe or India and discover something that was impossible to seek immediate approval in Blacksburg. Tony Wrenn added that they could telephone the Archivist and seek approval for larger acquisitions. Van Ginkel stated that she has refused collections because she believed that they were not consistent or were not of value. She further stated that the IAWA was not a place to 'dump' work or provide publicity. Joan Wood asked how we could make this work, limit bureaucratic problems, yet have a policy without hindering acquisitions of foreign work due to overly bureaucratic conditions. Bliznakov disagreed with the policy in general, stating that it is very difficult to acquire work if she had to go through a committee every time she finds archival materials far from Blacksburg. Wrenn reiterated his suggestion that the Board approve it in principle and then after 30 days vote. Bowker noted that it appears that the purpose, as stated in the policy, has been drastically changed. Dunay added that the term "design" remains consistent and Wrenn noted that "and others" includes men.
Section 3.0 (Gifts)
Discussion continued regarding a change in wording from "shall" to "should";
Section 4.0 (Appraisals):
The IAWA does not appraise works. This is the responsibility of the Donor. Dunay asked if the complete collection should be appraised? After a lengthy discussion of the expense, Tony Wrenn agreed to make an estimated (but not exact) appraisal of the entire collection.[POINT OF CLARIFICTION, 11 December 2000: T. Wrenn en-tered a point of clarification, stating that he (Wrenn) agreed to make an estimated appraisal of the artistic, aesthetic and cultural value of the entire collection. He did not mean to suggest that he could or would make any estimate of monetary value of the collection.]
Section 5.0 (Deed of Gift):
This would be maintained in two units (College and Library). Judy Graham stated that the College would want a deed of gift and, if available, an appraisal, as well as any documentation related to value.
The Chair called for final discussion and a motion. Tony Wrenn suggested that if the Board were to meet in the spring, 2001, final approval of the policy of collection management be approved at that time. Wrenn moved that the Policy on Collection Management be accepted in principle. Joan Wood seconded the motion and it was unanimously approved in principle.

Milka Bliznakov Prize:
(Marcia Feuerstein, Tony Wrenn, Jeanette Bowker)
Marcia Feuerstein reported on the committee's activities of both stages of the prize in 1999-2000.
(Tony Wrenn, Humberto Rodriguez, Marcia Feuerstein)
Tony Wrenn reported on the committee meeting of September 10, 2000. Issues included the name, the format, nature and timing of the prize. Regarding the format, Wrenn reported that the committee considered that the prize format could be flexible to include designs of exhibits, team works, and even two prizes for established scholars (Sr.), and emerging scholars (Jr.). The committee also suggested that the award might not always be given if the jury deems submissions unacceptable. They also stated that the award might be limited to final (finished) works rather than works in progress or remain flexible.

ANNUAL REPORTS BY INDIVIDUAL ADVISORS

Blanche Lemco Van Ginkel: written report in folder;

Solange d'Herbez de la Tour: written letter in folder;

Mitzi Vernon - acquired new donor funds;

Joan Wood - Served on nomination committee and contacted Mary McKinna regarding the IAWA;

Jeanette Bowker - contacted Florence Knoll Basset regarding her collection (which is going to the Smithsonian) and Mimi London.

Tony Wrenn - facilitated the donation of two collections to the Archive: "That exceptional one" and "And Many More." Also served on Nominations Committee and Jury for Milka Bliznakov Prize.

Marcia Feuerstein: Newsletter (editor), Nominations Committee (chair), Elections (chair), Milka Bliznakov Prize (chair and juror), Coordinated and Wrote letter of inquiry to the Getty Foundation outlining a 3 year proposal to catalogue the IAWA, requesting consideration as an applicant for an Archival Grant (with Gerrianne Schaad, Mitzi Vernon, and Donna Dunay).

Bert Rodriguez - Treasurer, Contacted Lois Gottlieb, and created contacts in Brazil.

Chair Donna Dunay called for a motion to accept the Reports from the Board. Blanche Lemco van Ginkel so moved, Tony Wrenn seconded the motion and the reports were unanimously accepted.

OTHER BUSINESS:
Blanche van Ginkel corrected the title of the next meeting in order to distinguish it from the current meeting. The current meeting is the annual meeting for 1999-2000 and the second half of today's meeting is the next meeting is the first meeting of the Board of Advisors for 2000-2001.

ELECTION
Donna Dunay called for a motion to accept the results of the election of Brian Katen, Brinda Somaya, Wenke Findal, Inge Horton, and Nabuko Nakahara as new advisors on the IAWA Board of Advisors for the three-year term of 2000 - 2003. Blanche Lemco van Ginkel so moved Tony Wrenn seconded the motion, and the motion was approved.

Donna Dunay announced that she will step aside as Chair and called for nominations. Blanche Lemco van Ginkel moved to nominate Marcia Feuerstein for Chair of IAWA, Joan Wood seconded the motion and the nomination was unanimously approved.

Donna Dunay called for nominations for the now vacated position of Secretary. Marcia Feuerstein moved to nominate Brian Katen as Secretary, Joan Wood seconded the nomina-tion and was unanimously approved.

Donna Dunay called for a motion to renew Bert Rodriguez as Treasurer. Tony Wrenn so moved, Mitzi Vernon seconded the motion and it was unanimously approved.

ADJOURNMENT
Joan Woods moved for adjournment. Marcia Feuerstein seconded the motion and the 15^th annual meeting of the IAWA Board of Advisors was adjourned at 12:05 PM.

Respectfully submitted on 20 October 2000 by Marcia F. Feuerstein, Secretary, corrected 12 November 2000. ammended 8d). Section 4.0 on 11 December 2000.