Kansas State Historical Records Advisory Board

Members present: Tony Crawford, Wilbur Ferguson, David Haury, Pat Michaelis, Mack Teasley, Sherry Williams

Others: Matt Veatch

1 Minutes of previous meeting

1.1 Mr. Ferguson offered a correction to the minutes from the October 17, 2000, meeting, pointing out that he is the assistant curator, not the curator, of the Richard Allen Cultural Center in Leavenworth.

1.2 Mr. Teasley moved approval of the minutes as revised, Mr. Crawford seconded, and the minutes were approved.

2 Change in coordinator

2.1 Dr. Michaelis reported that Dr. Haury has changed jobs at the KSHS, moving into the role of Associate Director with direct oversight of the administration division.

2.2 He believes that in consideration of his new responsibilities he should not continue in his role as deputy coordinator of KSHRAB.

2.3 Dr. Michaelis will take over Dr. Haury's KSHRAB duties.

3 Local Records grant proposal

3.1 Dr. Michaelis reminded the board that it had submitted a local records grant proposal to the NHPRC in 2000.

3.2 The NHPRC offered the KSHRAB partial funding ($36,000) contingent on the board raising $30,000 in cash match.

3.3 Dr. Michaelis stated that the KSHRAB needed to determine whether to accept the NHPRC's offer.

3.3.1 She indicated that Jason Wesco, the KSHS local records archivist, recently had resigned and observed that it now would be quite challenging for the KSHS to fulfill the staff match detailed in the grant proposal.

3.3.2 She also stated that the KSHS planned to go into a maintenance mode in its local government records program.

3.3.3 The board discussed the issue and agreed that it would be most appropriate to turn down the grant.

3.3.4 Mr. Crawford moved that the board turn down the grant because of the cash match contingency, Mr. Teasley seconded. The motion passed unanimously.

4 Mentor project (included in board operating expenses funding)

4.1 Dr. Michaelis distributed copies of the KSHRAB operating grant proposal that included provisions for a mentoring program.

4.1.1 The program should include a one day workshop for mentors, a three workshop for mentees, and actual mentor-mentee interaction.

4.1.1.1 Dr. Michaelis suggested that the mentee workshop might be expanded to allow others to attend (for a fee).

4.1.1.1.1 Mr. Teasley commented that this could dilute the educational experience for the mentees.

4.1.1.1.2 Dr. Michaelis stated that the workshop could be divided, with 1.5 days for a broader audience and 1.5 days for the mentees.

4.1.2 Dr. Michaelis observed that we will need to clarify whether a KSHRAB member would be eligible to serve as mentor.

4.2 Mr. Veatch distributed copies of information describing a mentoring program sponsored by the Wisconsin Historical Records Advisory Board.

4.2.1 Dr. Michaelis commented that the WHRAB program included a repository assessment feature that she thought might be worth consideration in Kansas.

4.2.2 The group also expressed agreement that Kansas should emulate Wisconsin's approach of having institutions, rather than individuals, apply for mentoring services.

4.3 The group discussed approaches to recruiting mentors and mentee institutions.

4.3.1 Dr. Michaelis suggested the possibility of partnering with Kansas City Area Archivists (KCAA), with the idea that KCAA could carry on the mentoring program following the grant period.

4.3.1.1 The group recognized the merits of a partnership but felt that it would be best for the board to pursue the project on its own.

4.4 Mentor criteria

4.4.1 After reviewing the WHRAB mentor criteria, the group agreed to the following criteria for mentors in Kansas:

4.4.1.1 Three years professional archival experience.

4.4.1.2 Demonstrated commitment to the project.

4.4.2 Application materials for mentors

4.4.2.1 Resume/Vita

4.4.2.2 Application form elements 4.4.2.2.1 Name, address, etc.

4.4.2.2.2 Areas of expertise

4.4.2.2.3 Commitment to project agreement

4.5 Criteria for institutions seeking mentoring services

4.5.1 Must be a non-profit institution

4.5.1.1 Local historical societies

4.5.1.2 Local government entities

4.5.1.3 Local museums

4.5.1.4 Public libraries

4.5.1.5 Other non-profit historical records repositories

4.5.2 Demonstrated need for mentoring

4.5.3 Demonstrated commitment to the project

4.5.4 Application form elements

4.5.4.1 Name, address, etc.

4.5.4.2 Primary point of contact

4.5.4.3 Current budget of institution

4.5.4.4 Total number of staff in institution

4.5.4.5 Number of individuals who work with historical records

4.5.4.5.1 Paid staff

4.5.4.5.2 Volunteers

4.5.4.6 Approximate quantity of historical records

4.5.4.7 Describe the historical records problems you would like to address during the mentorship.

4.5.4.8 Signed commitment to project (name and title)

4.6 Project commitment

4.6.1 Mentors

4.6.1.1 Devote one full day to attend mentoring training (expenses will be paid by grant funds).

4.6.1.2 Commit to at least two one day on-site visits to a repository. Expenses for the first two visits will be paid by grant funds.

4.6.1.3 Collaborate with repository staff to produce a brief written assessment of the repository=s archival work and a simple written plan for improving care and use of records, as well a brief written report summarizing accomplishments.

4.6.1.4 The mentoring project will take place between August 2001 and April 2002.

4.6.1.5 Prepare a brief written evaluation of the experience.

4.6.2 Institutions

4.6.2.1 Authorize staff to attend a two to three day training session (expenses will be paid by grant funds).

4.6.2.2 Pay for participating staff member to make one visit to an appropriate historical records repository.

4.6.2.3 Collaborate with mentor to produce a brief written assessment of the repository's archival work and a simple written plan for improving care and use of records, as well a brief written report summarizing accomplishments.

4.6.2.4 The mentoring project will take place between August 2001 and April 2002.

4.7 Review of applications

4.7.1 The entire board will review the mentor and institution applications.

4.7.2 Applications due July 1, 2001.

4.7.3 The KSHRAB will review the applications at a July 2001 meeting.

4.8 Workshops

4.8.1 Mentor workshops -

4.8.1.1 One day (Early September 2001)

4.8.1.2 Agenda

4.8.1.2.1 Expectations for the program (presented by one or two board members)

4.8.1.2.1.1 Background

4.8.1.2.1.2 Goals

4.8.1.2.1.3 Expectations

4.8.1.2.1.4 Procedures

4.8.1.2.1.5 Doing the final assessment

4.8.1.2.2 Time Line

4.8.1.2.3 Questions

4.8.1.2.4 Presentation on being a good mentor (outside speaker).

4.8.2 Institution (mentee) workshop (Mid-September 2001)

4.8.2.1 Somehow have the mentors and mentees meet at the end of this workshop.

4.8.2.2 KSHS staff will develop draft curriculum for this workshop.

4.9 Publicity

4.9.1 KCAA newsletter

4.9.2 Local government association newsletters.

4.9.3 KMA newsletter

4.9.4 Direct mailing to KCAA members and MAC members in Kansas.

4.9.5 Announcement to ARMA

4.9.6 Listservs

4.9.6.1 KCAA

4.9.6.2 Heritage

5 Action items

5.1 KSHS will put together application and publicity materials and send to board members for review by mid-April.

6 Next meeting: Tuesday, July 10, 2001, time to be announced