Present: Johanna Baumann (Bard Graduate Center); Sherman Clarke (NYU Libraries); Andy Gessner (Metropolitan Museum); Nancy Harm (Luna Imaging); Joy Kestenbaum (SUNY Purchase); Eileen Krest (Queens College); Carol Lekarew (Metropolitan Museum); Paul Miller (Lafayette College); Lily Moreaux (NYPL); Jenni Rodda (NYU IFA); Barbara Treitel (Jewish Museum); Dustin Wees (ARTstor); Eric Wolf (NYSID); Julie Zeftel (Metropolitan Museum).

Agenda

I. Old Business:
Chair’s Report. Response to suggested change in parameters of regional membership.
Treasurer’s Report. Discussion of request from VRA Development Committee for a Chapter donation towards Baltimore conference expenses. 2006 local membership status.

II. New Business:
Location/program for spring 2006 meeting.
Formation of bylaws review committee.
Formation of nominating committee.
Discussion of regional web site.
Other, as brought by the attenders.

The business meeting was called to order by Jenni Rodda, Chair. Each of those present introduced her- or himself. Eileen Krest passed out a brief survey on departmental support for digital technology. Jenni mentioned the survey from Jennifer Roth (Library Research Center, UIUC) that appeared on the VRA list in early November. They are “conducting a survey to identify what skills and knowledge are necessary for individuals to be successful in managing digital content.” Jenni encouraged everyone to contact Jennifer and participate in the survey.

Jenni reported on the letter that was sent from the chapter officers to the VRA Board about chapter membership, based on the discussion from the June meeting at Princeton (see attached for the text of both the letter and the Board’s response). In a telephone conversation with VRA President Kathe Albrecht, Jenni learned that the Board effectively postponed discussion on the issue until the next required bylaws review (2009). We (locally) wish to be as flexible as possible and reasonable in our membership criteria, and discussion centered on how to define membership with that in mind, perhaps coupling that definition with a revision of our local bylaws. The chapter’s bylaws are past due for review. Johanna Baumann will coordinate our chapter bylaws revision, with the goal of having the revision ready for the Board’s review at its meeting in Baltimore in March. [After the meeting, Sherman Clarke agreed to work with Johanna on the review of the bylaws; Sherman is one of the original authors. JR]

Treasurer Barbara Treitel reported that the balance in our account was about $928, without counting expenses or receipts from this meeting. We have received a request from the VRA Development Committee for a donation to the Baltimore conference. We have usually done either a travel reward or a conference donation (see attached for the text of the request letter and our response, which was based on the votes taken at this meeting). After two or three motions, the chapter approved a $300 travel award, a $175 conference registration award, and a $55 workshop registration award. Jenni and Andy Gessner will be the criteria and selection committee for the awards. The criteria should include recognition of other support (particularly from employer) and the committee will also determine what the winner’s obligations for reporting are.

A discussion of the current status of the chapter’s web site centered on the need to update and post information on a regular basis. Don Beetham has maintained and hosted the site since its inception, but is not currently an active local member. Eric Wolf volunteered to assist with reworking the site. [After the business meeting, Don graciously agreed to continue to host a local members’ directory, scripted in such a way that our individual addresses cannot be harvested. The local directory will link to other resources hosted at NYSID, with a target date of early February for everything to be updated and ready for mounting.]

Andy Gessner volunteered to host the spring meeting at the Metropolitan Museum, date not determined; Eric Wolf suggested the possibility of hosting a meeting at NYSID (if the weather cooperates). New officers will be selected in the spring. The current bylaws call for the vice chair to become the chair, though the instructions for staggered terms seem a bit confusing. Johanna will be sure that the officers and terms do not leave any holes for continued governance of the chapter.

The meeting adjourned and was followed by a demonstration by Jenni, with lively discussion, of the various digital projects underway at IFA and at NYU more generally. This was a preliminary version of a presentation for a workshop in Baltimore.

Minutes by Sherman Clarke, Vice Chair

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Addiitonal Documents:

Exchange of e-mails between VRA President Kathe Albrecht and VRA/NY Chair Jenni Rodda, concerning the proposal to create “guest” memberships for regional chapters

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Exchange of e-mails between Greater New York Chapter Chair Jenni Rodda and the Co-Chairs of the VRA Development Committee, Liz Edgar Hernandez and Jane Darcovich, concerning the proposed contribution to the Baltimore conference