National Association of Government Archives and Records Administrators (NAGARA)
Board Meeting
Conference Call
September 26, 2013
Minutes
1. Call to Order
President-Elect Tanya Marshall called the meeting to order at 11:03 AM Eastern Time.
Those attending were Tanya Marshall (President-Elect), Pari Swift (Vice-President), Galen Wilson
(Treasurer), Jannette Goodall (Secretary), Anne Mills (Federal), Shawn Rounds (State), Michael
Sherman (Local), Paul Bergeron (Past President), and Steve Grandin (Membership Services
Coordinator).
Those absent were Daphne DeLeon (President), Arian Ravanbakhsh (Federal), Melanie Sturgeon
(State), Val Wood (Local) and Patricia Franks (Independent)
2. Approval of Agenda
The proposed agenda was approved without objection.
3. Approval of August 29, 2013 meeting minutes
The minutes of the August 2013 meeting were approved with the following corrections: add Paul
Bergeron to the list of absentees and correct the word “NAGARA” in item #5.
Supported by: Paul Bergeron
Seconded by: Michael Sherman
Motion approved unanimously.
4. Administration Reports
CHMS Report
Galen Wilson and Steve Grandin reported that NAGARA is currently solvent. Future budget reports
will be designed to better track finances based on project or program but still provide an annual
picture of the overall budget for the fiscal year. Their goal is to have a new template to the board by
October and will work on including a ten-year protection moving forward.
5. Annual Meetings
 Steve Grandin reported that notices to hotels to inquire about possible locations for the 2015
Annual Meeting are being sent out. Currently Ancestry.com has agreed to serve as a sponsor.
 2014 Joint Meeting and Session Proposals
 Michael Sherman reported that the deadline for session proposals was extended and the next
planning meeting is scheduled for November.
6. CE Events Updates
Tanya Marshall and Steve Grandin provided an update on current and future CE Events.
 Nevada E-Records
Currently there are 115 registered and NAGARA will receive $30 per attendee plus a late fee
from any walk-in registrations.
 Seattle E-Records
Currently there are 88 registered with the goal of 100 in attendance. NAGARA will receive
approximately $100 per attendee.
 Austin E-Records
Discussion occurred on NAGARA’s ability to continue holding the E-records conference in
Austin or explore other options such as going to a one-day conference with a possible preconference session. Local resources to serve as a local arrangements committee are a
requirement in order to continue sessions in the Austin area. Jannette Goodall offered to inquire
about a possible joint sponsorship with NAGARA and the ARMA Austin Chapter.
 Other possible CE Events
Discussion occurred on other potential CE events including:
o A joint meeting with NAGARA and the Mid-Michigan ARMA Chapter in April.
o On-line Computer Conference in Ohio in 2014
o E-Records Conference in Virginia with the Library of Virginia as a potential co-host.
o NE Archivist is interested in getting more government participation in their organization
and is looking for a speaker to conduct a basic records management session. The
potential exists for a programmatic agreement with NE Archivist for sharing membership
rates for members and marketing seminars to members in both organizations for
sponsored events.
7. Committee and/or Project Reports
 Federal Membership (Ann Mills, Steve Grandin and Galen Wilson)
Ann Mills and Galen Wilson reported that the goal of the committee was to look at the proposed
federal membership structure but it was determined it was impossible to distinguish between
federal, state and local and that an overall review was necessary. The proposal was to evaluate
the creation of two categories: institutional and individual.
Steve reported that the current membership rates were based on what the market would bare and
consideration on the impact on local governments would have to be considered.
Paul Bergeron commented that the impact on membership revenue would have to be analyzed.
Galen stated that recent trends show the moneymakers are in the areas of workshops rather than
membership dues.
Tanya Marshall stated the institutional fee should be slightly lower than the cost for the
equivalent individual membership rates and NAGARA should explore increasing vendor
sponsorships.
Galen stated it might be in NAGARA’s best interest to target students as new members with the
hope that student members would eventually translate into future institutional memberships as
the students move into full-time employment with organizations. The institutional memberships
would be defined by the organizations and provide flexibility for the employees to define what it
looks like within each organization.
Tanya asked Ann to follow-up with Daphne DeLeon to discuss what she had been working on
and researching on the membership question.

Website
Paul Bergeron reported that the migration of the website was scheduled to begin in September
but changes at YourMembership.com have resulted in delays.

Communications
Tanya Marshal and Pari Swift reported that the committee is developing a matrix to evaluate
different tools such as shared workspaces for board members, use of the website, etc.
The goal is to have a communication plan to the board in October.
Pari reported that she is looking for reports from state organizations for the last issue of the
Clearinghouse. The issue will also include a second on the new communication strategy by
Daphne.
8. Future Conference calls
Tanya Marshall reported that the initial attempt to find a time that worked for all members was not
successful but she will send out another survey with possible dates. One option the board may need
to explore is rotating day of the week for the monthly meetings.
9. Adjournment
President-Elect Tanya Marshall adjourned the meeting at 11:51 a.m. without objection