IAWA Executive Board of Advisors Inaugural Meeting: October 21, 2001

IAWA

CAUS

IAWA Executive Board of Advisors Inaugural Meeting

Meeting: October 21, 2001
Executive Board Room, Newman Library

Present: Donna Dunay, Marcia Feuerstein, Inge Horton, Brian Katen, Paul Knox, Gail McMillan, Humberto Rodriguez-Camilloni, Brinda Somaya, Frank Weiner, and Joan Wood.

Absent: Solange d'Herbez de la Tour, Wenche Findal, Eileen Hitchingham, Evelyne Lang Jakob, Nobuko Nakahara, Mitzi Vernon, and Patricia Williams.

Invited Guests: Heather Ball, Gerrianne Schaad, Despina Stratigakos, Robert Stephenson, and Milka Bliznakov

Call to Order:

The Chair, Marcia Feuerstein called the meeting to order at 9:20 AM. Feuerstein welcomed the Board and requested a roll call introduction of the members present.

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

Gail McMillan noted two corrections to the agenda letterhead.

Chair Marcia Feuerstein called for a motion to approve the agenda. Donna Dunay so moved, Inge Horton seconded the motion and the agenda was approved unanimously.

Agenda Items:

Approval of Minutes:
Approval of the minutes of the 15th Annual Meeting. Chair Marcia Feuerstein called for a motion to approve the Minutes of the 15th Annual Meeting, Joan Wood so moved, Donna Dunay seconded and the minutes were approved unanimously.

Chair Marcia Feuerstein asked if there was any new business that had arisen from the annual meeting minutes. There was no new business.

Approval of the minutes of 2000-2001 Executive Board Meetings. Gerrianne Schaad noted a misspelling of her name in the minutes. Chair Marcia Feuerstein called for a motion to approve the Minutes as amended. Joan Wood so moved, Inge Horton seconded the motion and the minutes were approved unanimously with the suggestion that the minutes be given to the Advisors before the annual meeting and that the meeting minutes be e-mailed to the advisors after each executive committee meeting. The minutes should be included in the body of the e-mail and not as an attachment since some advisors have had trouble opening attachments.

Paul Knox and Milka Bliznakov arrived at 9:50 a.m.

New Business
Chair Marcia Feuerstein asked if there was any new business that had arisen from the meeting minutes. There was no new business.

Frank Weiner left the meeting at 9:55 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. There were no comments on the Chair's report.

Treasurer's Report
Treasurer Humberto Rodriguez-Camilloni reported that the earnings of the IAWA grew during the past year. The following balances were noted: the Endowment Account $26,000.00; the Endowment Earnings Account (YTD) $290.76; and the Discretionary Funds Account $6531.68 for a total of $32,531.68. He also noted a new IAWA account for that money given to the IAWA by the College and for any grant monies awarded by Virginia Tech. Marcia Feuerstein noted this new account is for the IAWA's operating expenses within the overall Architecture Support Fund Account. The report also included the Individual Gifts and the Summary of Operating Expenses for the period 6/2000-10/2001.

The Chair asked for comments and a discussion continued: Donna Dunay noted that donations to the IAWA do not go into the operating account. Marcia Feuerstein noted that the Architecture Support Fund Account is money for expenses. Donna Dunay asked that we use another term rather than "Discretionary" Funds" for the second account name, perhaps it could be called the Non-interest Endowment Fund. Treasurer Humberto Rodriguez-Camilloni stated that we need to specify which accounts money is spent from and which account money is deposited into. He is concerned that money may have been spent from the "Discretionary Fund." Donna Dunay stated that we should verify if that has happened. Milk Bliznakov noted that the Treasurer and Chair must sign any withdrawal so we should know if money has been withdrawn. Marcia Feuerstein acknowledged that we must resolve any difficulties and misunderstandings regarding the accounts and clarify their use. Inge Horton asked if the Endowment account will continue to earn 4% or is it tied to the economy in any way that could result in a lesser rate. Account. Paul Knox stated that we would continue to earn the same interest. Chair Marcia Feuerstein and Joan Wood requested a paragraph from the Treasurer confirming the account use for the Executive Committee to review. Gerrianne Schaad suggested that a full report be submitted for each account.

Robert Stephenson arrived at 10:25 a.m.

The discussion concerning the IAWA accounts continued with Milka Bliznakov suggesting that the Board member who first contacted a donor be notified when a donation is received so the Board member can thank the donor in timely way. Paul Knox noted that the donor already gets a letter from him as the Architecture Dean and from the IAWA Chair immediately after the donation. Marcia Feuerstein noted that some donations come unsolicited by a particular Board member. Inge Horton noted that Donors should be acknowledged in the newsletter.

Archivist's Report
Gail McMillan, IAWA Archivist presented the web site for the IAWA and reviewed the updates to the site. There was general discussion about the difficulty of finding the IAWA website by going through the Library website and the question of how it could be included in more user-friendly way. Gail McMillan noted the question would be taken under advisement. There was also a general discussion of the IAWA's database. Gail noted the distinction between the archive and the database. She stated that the database is a part of the collection and the Special Collections staff reviews that the information submitted for the database before it is posted. Gail also noted the current Special Collection staff search and Inge Horton noted that the new hire should have experience working within architectural collections. Despina Stratigakos asked where donated materials should be sent. Gail McMillan reminded everyone to send IAWA material to Gail. Regarding publicity, Donna Dunay reported that the IAWA was mentioned in the AARC national meeting recently held at Virginia Tech and included in the newsletter. Regarding the use of the Website to share information about the IAWA, Gail McMillan suggested that the IAWA By-laws be posted on the web site. Humberto Rodriguez-Camilloni suggested that the archive could collect copies of significant articles. A discussion about research bibliographies began when Paul Knox asked if a research bibliography was available on the web site. Inge Horton commented that research bibliographies are soon outdated, and Gail McMillan demonstrated the various links to other sources.

Nominations Committee Report
Secretary Brian Katen presented the nominating committee report on the nominating process and 2000 election of advisors. He also noted that the committee has additional names for next year's nominations.

Fund Raising Committee Report
Chair Marcia Feuerstein discussed committee report, which was included in the discussion following the Treasurer's Report. Inge Horton stated that we should have someone with fund raising experience on the Advisory Board. Joan Wood added that it might be better to hire a fundraiser. Milka Bliznakov suggested that Dean Paul Knox might help in an advisory capacity concerning fund raising. Dean Knox noted that it is very difficult to designate someone as a fundraiser. He also noted its high cost. He suggested that a sub committee of the Board might be involved in organizing fund raising events such as dinners with guest speakers. Gerrianne Schaad volunteered to work on fund raising. Dean Knox added that we should find someone who has the experience and contacts as a fundraiser...someone like Norman Koontz , formerly with the AIA. who we could contact for advice. We should also brief the Virginia Annual Giving Campaign about the IAWA and generally we could all work toward raising the profile of the IAWA in all outreach meetings. The opportunity of noting the IAWA as an internationally recognized organization and an on-campus organization that addresses Tech's aspirations in diversity and international development areas. Joan Wood noted we need to mention these aspects of the IAWA and Marcia Feuerstein noted that we are writing a document to that effect. Dean Knox also noted the international opportunities available to architecture students, in particular a planned student trip to Germany.

Milka Bliznakov noted that the IAWA has donors and contacts in Berlin who would be willing to house students. In fact, she noted we have contacts and donors throughout the world who would be willing to work with visiting students. Marcia noted the opportunity such relationships offer to allow people to see the IAWA not as a gender related organization but rather an architecture organization. Dean Knox stated his belief that the IAWA is moving from a period of establishing the archive to a period that focuses on using the archive. We need to think strategically in that context. Brinda Somaya offered that it is also time that the IAWA become relevant to practicing professionals in their 40's with contacts in the building and construction industries. We must carefully choose new advisors who are in practice. Humberto Rodriguez-Camilloni noted that the IAWA could serve as a wonderful network for practicing professionals. Gerrianne Schaad added that we should do something next year in Berlin for our travel abroad students mentioned by Dean Knox.

Newsletter Report
Marcia Feuerstein briefed the Board on the success of the newsletter this past year and noted the invaluable work of Dawn Bushnaq on the newsletter. Marcia also stated that she cannot continue as the newsletter editor and asked who would be interested in editing the newsletter.

Collection Development and Acquisitions Policy
Donna Dunay asked that the minutes note the yearlong discussion about collection policy. Collection development and Acquisitions has, historically, been an open policy. She noted that time to review new acquisitions is critical issue as is space in the library, yet, we should not limit ourselves regarding acquisitions. Gail McMillan agreed that the open policy is s good one and that Special Collections is open to being "fuller" than they have room for. She noted as well the expanded space for Special Collections in the current library expansion plans. Gail also asked that the archive be given copies of any ballots and votes by the IAWA advisors. Gail also acknowledged that people need to know what is in the collection. Donna Dunay asked if a category could be added to the web site listing those acquisistions that have not yet been processed. Gail noted that would be a priority for the new staff hire. Milka Bliznakov asked Gail who she should give updated vitae of contributors. Gail stated they should be given to her. Humberto Rodriguez-Camilloni asked about Special Collections ability to archive architectural models and Gail indicated they would find a place for all such donations but that they pose special problems for the library.

The Milka Bliznakov Prize
Humberto Rodriguez-Camilloni noted the new prize committee made up of himself, Wenche Findal, and Despina Stratigakos. They have received 12 proposals for the stage one competition. Each proposal should be reviewed by the advisors and the advisor's comments e-mailed to either Humberto Rodriguez-Camilloni or Despina Strratigakos by November 15th. The submitters will be notified by November 30th if they have been selected for stage 2. The possibility of making the abstracts available to wider audience via the web was noted.

Advisor Reports
Donna Dunay noted her written report but highlighted the possibility of hosting the IAWA 20th year meeting at the National Museum of Women in the Arts in Washington, D.C. She also noted a project underway to identify the first woman registered to practice architecture in each state.

Joan Wood re-affirmed her commitment in what has proven to be a very busy year.

Brian Katen will submit a written report but noted the efforts of Dawn Bushnaq in assisting the Secretary. He also noted work to locate the archives of landscape architects Ruth Havey and Rose Greeley.

Dean Knox noted the opportunity to be more systematic about mentioning the IAWA. One opportunity would be to write all of the architects noted in the book that was part of the IAWA exhibit in Cowgill. Inge Horton mentioned an unpublished manuscript in the IAWA collection that is also has a list of architects to contact.

Brinda Somaya noted that it is important that we broaden what we talk about. It will become increasingly difficult to get material from women architects who want to be acknowledged in more general archives. Brinda also noted the change in her address and that only her current e-mail address is correct.

Inge Horton distributed a printed report with information and examples of two archival sources from the Organization of Women Architects (OWA) in San Francisco. She noted as well the need to cross-reference the collection and the need for every Board member to donate something of their work to the collection. She gave a copy of the Standard Series for Architecture and landscape Architecture Design Records from the University of California at Berkley.

Gail McMillan asked that we prioritize the types of work yet to be catalogued and that we be specific when, in our written notes and minutes, we note work given to the Archive. Include whom the information was given to.

Milk Bliznakov asked how the collection is valued. How is it evaluated as something given to Virginia Tech. This led to further discussion with Joan Wood asking how Tech uses and values other donations? Art Donations? How do we value the archive as a tool to promote Virginia Tech and the IAWA? Inge Horton noted that fundraising is also a type of promotion.

As the discussion ended chair Marcia Feuerstein asked if there was a motion to adjourn. Joan Wood made a motion to adjourn. It was seconded by Inge Horton and approved unanimously. The meeting was adjourned at 12:45p.m.