IAWA Board of Advisors Working Meeting: November 18, 2002

IAWA

CAUS

IAWA Board of Advisors Working Meeting

November 18, 2002
Milka Bliznakov Home

Present: Terry Clements, Donna Dunay, Kay Edge, Marcia Feuerstein, Jennifer Gunter, and Mitzi Vernon

Visitors: Heather Ball, Milka Bliznakov, and Gail McMillan

Absent: Paul Knox, Eileen Hitchingham, and Frank Weiner

Call to Order:

Chair Marcia Feuerstein called the meeting to order at 4:35 P.M. She welcomed Jennifer Gunter, the new Archivist. Chair Feuerstein presented an agenda for the meeting:

Archivist's Report
Fundraising
Committees
Other

Chair Feuerstein asked for a motion to approve the agenda (see attached to these minutes). Professor Dunay so moved and Professor Edge seconded. The motion was approved unanimously.

Archivist Report

Jennifer Gunter reported that Special Collections accessioned 7 new collections and received a total of 11 or 12, since the October board meeting. Three collections were processed and guides put online: UIFA 13^th Congress, Rutsu Tanimura, and Diane Gayor. She noted that she copied Professor Bliznakov on those patrons that we sent thank you letters to. Manuscript Archivist Catherine OBrion and work-study student Jessica Caruthers are processing the Zelma Wilson collection and finishing the Beverley Willis collection.

Fundraising

Chair Feuerstein asked Milka Bliznakov to discuss a proposal to move the money currently in the non-interest bearing Foundation Account into the Endowment Account. Milka Bliznakov proposed that whatever amount we decide to move to the endowment, she will donate half of that amount to the Endowment account. For example, if we move $8,000 from the foundation account into the endowment, and she will then add $4,000 more. Professor Dunay moved that we accept Professor Bliznakov's offer and Feuerstein seconded. Chair Feuerstein added that we will need an exact amount currently in the foundation account. Bliznakov believes that there is more than $8,000 in the foundation account. Professor Bliznakov also added that additional money in that account should be for the Newsletter. She offered to raise money for any shortfalls to fund the next newsletter. She also had 1000 copies of the current newsletter reprinted with necessary corrections, and will donate money for those costs. She proposed that we try to bring the cost down under $2,000.

Professor Dunay asked whether the whole Board should vote on the motion. Chair Feuerstein said that the executive committee could make this decision. She called for a vote, and it was unanimous that we authorize the transfer of up to $8,000 from the foundation account into the endowment account, of which 50% will be matched by Professor Bliznakov.

Newsletter

Professor Edge asked if we should assume that the newsletter will be reduced to four pages. Professor Bliznakov explained that the newsletter originally began as a four-page entity. Professor Ball noted her concerns about reducing the newsletter when we really might want to expand it. Professor Vernon suggested that we should wait until as late as possible to make a decision to cut size and cost. There was a discussion of electronic format and about how much more we could add to the newsletter. Professor Dunay commented that the current newsletter talks about findings of collections that come into the Archive.

Report from the Treasurer:

Professor Terry Clements reported that we have had three donations since the annual meeting: Rosaria Piomelli Robert Stephenson, and Eva Zimbler Huebsher. She mentioned another donation from an architect in Brussels, Dimitrova Albena, who will be donating at the Patron level, submitting her work, and contributing to the 20th Year exhibition.

There was a discussion about developing a system of tracking the expenses for the IAWA. Professor Clements noted that she has no way of tracking the numbers that appear in the Banner Report. She will meet with Denise Orden to develop a way to follow the expenditures.

Committees Nominations:

Chair Feuerstein noted that the nominations committee should begin meeting soon to establish this year's election process. Professor Dunay noted that she met recently with the newly formed preservation committee for Blacksburg. She mentioned that one person in this group suggested that a Board consists of three different kinds of people: people who have time, people who bring expertise and people who bring money. Perhaps this should be a model for the IAWA.

20th Year Celebration-Prospectus: Professor Feuerstein will send out a draft to the Advisors soon.

Call for Collections: Professor Dunay sent out drafts of the Call (see attached to these minutes). There was an editorial discussion of the proposal.

Exhibition:Chair Feuerstein and Dawn Bushnaq are working on the exhibition that was displayed in the lobby-making certain elements more permanent.

Other Business

Chair Feuerstein asked for a discussion about the next step for the new Honorary Advisor.

Professor Bliznakov asked that she be added to the mailing list and for Chair Feuerstein to send her a letter explaining her election and responsibilities. Professor Clements noted that honorary members of other organizations usually receive a certificate of some sort. We decided that we will send her a letter as a certificate.

Chair Feuerstein called for a motion for adjournment. Professor Clements so moved and Professor Dunay seconded the motion. The meeting was adjourned at 5:30 P.M.

Professor Mitzi Vernon respectfully submits these minutes.