National Association of Government Archives and Records Administrators (NAGARA)
Board Conference Call
April 17, 2013
Minutes
1. Call to Order: 11:0 (EDT)
Attendees: Daphne DeLeon (President), Tanya Marshall (Vice President), Nancy Fortna
(Treasurer), Paul Bergeron (Past President); Board of Directors: Galen Wilson (Federal Govt.),
Melanie Sturgeon (State Govt.), Doug King (Local Govt.), Val Wood (Local Govt.), Michael
Sherman (Local Govt.). Others: Steve Grandin (CHMS)
Absent: Arian Ravanbakhsh (Board- Federal Govt.), Wayne Moore (Board-State Govt.)
2. Approval of Agenda as amended.
Tanya Marshall requested that the topic of “nominations” be added under the Vice-President’s
Report.
Supported by:
Melanie
Seconded by:
Paul
Motion approved unanimously.
3. Approval of the Midyear Meeting minutes.
Supported by:
Paul
Seconded by:
Melanie
Motion approved unanimously.
4. Officers’ Reports
President – Daphne DeLeon provided the Board with an update regarding the continuing work of
the CoSA, NAGARA and SAA leadership working group. Regular calls are conducted and a letter
of support for the Georgia State Archives was developed and sent to the Honorable Hank M.
Huckaby, Chancellor of the University System of Georgia. Additionally, in collaboration with the
advocacy working group , whose members represent the three archives/records organizations the
working group developed a Joint Statement on Parameters for National Historical Publications and
Records Commission Grants that was approved by an email vote of the Board. The Board Manual
update is in progress. Daphne also mentioned that federal travel restrictions are impacting not only
the NAGARA annual meeting but also the CoSA-SAA annual meeting. Tanya Marshall did note
that she had a conversation with Deb Wall, Deputy U.S. Archivist and she expressed her desire to be
notified if NARA employees that are scheduled to participate in the NAGARA annual meeting are
having difficulties in having their travel requests approved.
Vice-President – Tanya Marshall updated the Board regarding the CoSA State Electronic Records
Initiative (SERI) project. Tanya confirmed with Steve Grandin that enough rooms have been
identified for the basic SERI Institute and the NAGARA annual meeting since they will overlap by a
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few days in Indianapolis. The governance subcommittee continues to work on developing a
governance structure. Tanya serves as the NAGARA liaison to the SERI steering committee and
governance sub-committee. Val Wood serves as the NAGARA liaison to the education
subcommittee and Lisa Johnston, former Board Director serves as the NAGARA liaison to the best
practices and tools subcommittee. Val reported that the curriculum for the basic SERI institute is
pretty much set and the subcommittee is beginning to identify the curriculum for the advanced
institute. Tanya provided an update for the joint advocacy working group. The group is developing
“messaging” that highlights the importance of archives/records in our lives. As part of this
collaborative effort, SAA has created a link for archivists/records managers to submit their “stories”
of how archives/records made a difference in the lives of their patrons. Tanya updated the Board
regarding the NAGARA Archives. They were housed in the past at the North Carolina Archives but
are currently in Paul’s records center. Tanya’s investigation revealed that the archives were moved
from the North Carolina Archives because there was no gift agreement in place. Sarah Koontz the
North Carolina State Archivist is willing to house the NAGARA Archives if there is gift agreement
in place, The Board approved pursuing this option and Tanya agreed to follow-up with Sarah. Tanya
has worked to identify individuals for the 2013 slate of nominees. She has done this through her
networks but would also like to send a message out to the membership asking for nominations.
Tanya asked Steve to send out an email and to include the SAA link for archives/records stories.
Treasurer – In Nancy’s absence, Steve went through the February financials, the most available data.
Through February 28, 2013, the financial picture looked good.
5. Capitol Hill Management Services report
Steve discussed CHMS activities, including those for the E-Records Forum in Austin and the Annual
Meeting in Indianapolis, as well as processing incoming and outgoing membership dues, invoices
and receipts.
6. Annual Meetings
2013 Indianapolis
Program – Committee has developed strong program that will include the judicial records track.
SERI Institute – They will need 28 rooms. Program is set and work is progressing on the planning of
the advanced institute.
Travel Assistance – Assistance is limited. Board were encouraged to contact Steve or Daphne if they
needed travel assistance.
2014 Joint
We are looking for nominations (2) to the program committee and Arian will chair our session
development committee.
7. Professional Development/CE Events Updates
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Melanie reported that the coordinators of the Judicial Records Forum have begun discussions with
organizations in New York to hold a judicial records forum. Tanya and Melanie will find out what
is happening and report back.
Austin E-Records – Steve reported attendance was down 60% (45 attendees). Program was wellreceived and included remote presentations by some presenters. Board will need to look at
restructuring this event for 2014.
Ohio E-Records – Galen reported that there is nothing to report at the moment.
Nevada E-Records – Nevada will be conducting its 2nd e-records forum in the fall. They would like
to collabprate with NAGARA and have them provide fiscal and administrative support. A meting
will be scheduled to begin the discussion.
Seattle E-Records – A chair will be identified in the next two weeks.
8. Website
Will be discussed at May Board call.
9. Next Year Planning
Will be discussed during future call
Paul made a motion, seconded by Val, for adjournment. The motion carried and the meeting was
adjourned at 11:39 a.m.
Respectfully submitted,
Daphne DeLeon
NAGARA President
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