IAWA Board of Advisors Executive Meeting: March 24, 2005

IAWA

CAUS

IAWA Board of Advisors Executive Meeting

Dean's Conference Room, Cowgill Hall
March 24, 2005

Present: Terry Clements, Kay Edge, Heather Ball, Donna Dunay, Milka Bliznakov, Marcia Feuerstein, Eileen Hitchingham, Lindsay Raymond, Scott Poole.

Absent: Dan Palmer, Paul Knox, Gail McMillan.

Call to Order

Chair M. Feuerstein presented the agenda (Addendum 1) and called for a motion to approve the agenda as presented. T. Clements so moved, K. Edge seconded and the Agenda was approved.

Approval of Minutes

T. Clements noted that the minutes from the January 6th, 2005 meeting were already approved via email.

Treasurer

T. Clements presented a list of donors and donation designations for the 2004/05 year. The list includes donations made through the Special Collections through March 2005, and those directly to the Foundation Office through December 2004. (Addendum 2)

The IAWA Account balances are:

IAWA Archives Fund - Bliznakov Endowment $57,606.57

IAWA Archives Fund - Endowment Income $5,566.23

IAWA - Architecture - Unrestricted fund $363.68

IAWA - Architecture Support $7.94.00

Newsletter

K. Edge reported that she is starting to collection ideas for stories to include in the next newsletter. Everyone was reminded that the content of the newsletter should only contain IAWA related news.

Some ideas include: an account of the Toulouse meeting, a piece about the two Milka Prize commendations, a report on the disaster aid groups that were formed at the meeting in Toulous, new additions to the archive - report from the Archivist, Solange's Legion of Honor award, a piece on the woman who designed the conference hotel in Toulouse, something about the expansion of Special Collections, report on D. Dunay and M. Feuerstein's VATech presentation about the IAWA.

The insert and envelope need to be revised/updated. It was suggested that the insert be made smaller than the envelope.

M. Feuerstein reported that the mailing list has been updated. She will send a copy to the Secretary.

L. Raymond will investigate the possibility of getting a shared drive/folder on which the Board and their staff can post IAWA documents.

M. Feuerstein will look into getting a new IAWA graduate assistant for the summer as Jaime is graduating this year. The summer assistant could help K. Edge with the newsletter.

Elections

There are 4 openings on the Board that must be filled this year. H.Ball made a call for nominations (Addendum 3) due by May 1, 2005.

There was discussion about how the Board might better articulate what are the expectations for Advisor positions. M. Feuerstein noted that some of these guidelines are in the Bylaws already.

L. Raymond suggested Judy Larson. M. Feuerstein reported that she had met with J. Larson previously and would contact her about serving on the IAWA.

D. Dunay suggested Bert Rodriguez and Lawrence Moser as Honorary Advisors.

T. Clements suggested that each nominee write a brief statement about what they would like to achieve on the Board.

Bylaws

M. Feuerstein provided drafts relating to a proposed stakeholders committee to be added to the IAWA Bylaws (Addendum 4). She noted that this was a university requirement for becoming a Departmental Center. Suggestions for revisions were made by the group.

Structural Changes

E. Hitchingham gave out for review a draft chart outlining a proposed structure for the IAWA (in light of the new Center designation) and a chart of other architectural archives and their policies for final acceptance of collections (Addendum 5 & 6). The draft chart of IAWA structure was up for consideration, since the Center for the IAWA originated in CAUS, and not as both library and CAUS. It recognizes that there are joint goals but also some different functions associated with the two agencies.

Eileen suggested that donations of funds be directed through VATech Foundation in order to streamline the donations process. She added that the newsletter material ought to include options for types of donation (e.g. unrestricted, for processing of archives, preservation, etc.)

D. Dunay expressed concern that the Board would become honorific and questioned whether or not we want to move in this direction. She stressed a need to put the archival collections back at the forefront of discussion and Board activity.

E. Hitchingham expressed concerns she has about the amount of material coming into the Archive and the lack of resources available to curate and process everything that is coming into the archive and that perhaps the Board should come up with more specific collection development guidelines.

M. Feuerstein suggested that everyone write a response to the structural chart (send them to her and E. Hitchingham).

Budget

No time to review, but M. Feuerstein provided a copy of a draft list of budget items for review and requested input and suggestions from all present. (Addendum 7)

Bequest

Dean Hitchingham asked if the Rupp bequest would be divided 50/50. M. Feuerstein answered affirmatively and M. Bliznakov and L. Raymond clarified that the interest from the bequest would be shared equally.

Annual Meeting Dates

M. Feuerstein listed possible dates for the annual meeting on the agenda and asked that all advisors contact her regarding a date. M. Feuerstein noted that she preferred the latest date listed (October 20, 2005).

Meeting Adjourned

Chair M. Feuerstein concluded the meeting and called for a motion to adjourn. D. Dunay called for the motion, H. Ball seconded the motion, and the motion was carried. The meeting was adjourned at 10am.

Minutes submitted by H. Ball.