Archives Task Force Meeting: January 8, 2024

Zoom / Conference Call

Members attending: Alex Altan (Prairie State College), Jeannette Bruno (City Colleges of Chicago), Rebecca Fitzsimmons (Illinois State University), Pam Hackbart-Dean, chair (University of Illinois Chicago), Ashley Howdeshell (Northeastern Illinois University), Steve Kerber (Southern Illinois University Edwardsville), Michelle Miller (Abraham Lincoln Presidential Library and Museum),  Meghan Ryan (National Louis University)

Members absent: Elaine Fetyko Page (Elmhurst University)

CARLI Staff attending: Elizabeth Clarage, Martin Kong, Sara Mercurio, Annie Serrano

Decisions

• The December 4, 2023, meeting minutes were approved.
• Email will be sent January 16, 2024, to Archives listserv and to CARLI Announcements requesting copies of members mission, vision, collection development policy, and deeds of gift to include in Archives & Special Collections resource page.

Tasks Assigned

• Minutes taken by Pam Hackbart-Dean.
• Pam Hackbart-Dean will send out email to Archives listserv requesting copies of administrative documents, CARLI Staff will follow-up by sending same email to CARLI Announcements listserv.
• Pam Hackbart-Dean and Rebecca Fitzsimmons will draft the taskforce update to the board and have ready by next meeting.
• All Task Force members will continue to add mission, vision, collection development, and deed of gift documents to the administrative folder in Box as well as secondary sources to “General Resources for Archives” document.

Announcements

• Member Announcements:
  • Steve Kerber (Southern Illinois University Edwardsville): SIUE will soon begin a search for a Dean of Libraries.
• CARLI Announcements:
  • The Preservation Committee will present a webinar on “Poison in the Stacks” on April 30, 2024, from 1:00-2:30 pm. This will not be recorded.

Discussion

• Change resource page to Archives & Special Collections.
• Enhance the list of readings and other resources related to archives. 
• Point of clarification on what should be included in the report to the board. 
  • Board report: Status of the charge, can make the case if needed that that Task Force has a large charge and should continue beyond the one-year term.
  • Annual report: Updates on what the committee has accomplished during the year; official Archives Task Force year is July 1, 2023-June 30, 2024.

Next Meeting Dates and Deadlines

The Archives Task Force will meet next on February 5, 2024, at 10 a.m.

Task Force Meetings:
February 5, 2024: Minutes taker – Ashley Howdeshell
March 4, 2024: Minutes taker – Steve Kerber
April 1, 2024: Minutes taker – Jeannette Bruno
May 6, 2024: Minutes taker – Meghan Ryan
June 3, 2024: Minutes taker – to be determined.

Deadlines:
February 22, 2024: Task Force Report to Board
May 31, 2024: Task Force Annual Report