3/7/96 Minutes

[jbraun@ella.mills.edu (Janice Esther Westley Braun)]

BAPNET MEETING 3/7/96:  MINUTES


Location:  Oakland Federal Building

Present:
Richard Boyden, National Archives  & Records Administration
Janice Braun, Mills College
Dave Gaynon, Lawrence Livermore (ARMA)
Walter Henry, Stanford
Marilyn McDonald, Foothill-DeAnza Community College District
Karen Mokrzycki, UC Santa Cruz
Julia O�Keefe, Santa Clara University
Kathy Orlenko, National Archives  & Records Administration
Andrea Vanek, California Newspaper Project (UC Berkeley)
Paul Wakeford, UCSF
Helene Whitson, SFSU


The meeting was called to order by RB.

The proposed by-laws which were written (based on those of ACRL) by the
four member By-laws Committee (MM, HW, PW, JO) were reviewed. The
section on Nominations was changed in two respects:  instead of the
Secretary acting as Chair, the Vice-Chair will act as Chair; and instead
of the Nomination Committee being appointed by the Chair, the Chair will
ask for volunteers to present a slate of officers. It was also suggested
that Standing Committees include a Program Committee and a Disaster
Preparedness Committee. Standing Committees require a purpose/function
statement to be written by their Chairs.

There was a discussion regarding the amount of structure/formality
desired in the organization (i.e., more bureaucratic and democratic v.
more informal). There was general agreement that the structure should be
minimal. The necessity of monthly meetings was also questioned, and it
was generally agreed that they are worthwhile.  

A motion was made to accept the proposed by-laws (with the Nomination
Committee change).  Result of vote: no - 1; abstain - 1; yes - 9.

A motion was made that annual dues will be $10, paid by July; no
distinction will be made between individuals and institutions.  Result
of vote: yes - unanimous

An election will take place (possibly at a general meeting in the fall)
within six months to transform the Acting Steering Committee into an
Executive Committee. The need for a Treasurer and bank account was
discussed along with questions of incorporation and liability. It was
agreed not to incorporate, but to get an institutional sponsor who would
be willing to facilitate a bank account.

The Disaster Committee reported on their meeting with Barbara Will in
Sacramento. BW was encouraging in terms of applying for a grant (to be
written this Spring) to fund mutual disaster preparedness (including
supplies and training). MM offered to work on a grant with Foothill
College as the sponsor. The Disaster Committee also called on the State
Archives and talked to Nancy Zimmelman about an archives security
presentation for the June 7 Symposium and they visited Steve Hart at the
office of the State Fire Marshal.  The Disaster Committee requested that
BAPNet members help to compile a list of cold storage, trucking
companies, etc. to contact before  a disaster occurs. A committee will
form to address this task.

The remainder of the meeting was devoted to finalizing the plans for the
Contra Costa Fire Symposium that will take place on June 7, 1996.  A
draft program was distributed. All the speakers have committed. The only
major expense will be travel for Bob Westby. Minor revisions were made to
the announcement.  It was agreed that the fee would be $25 (i.e., $15 for
the symposium and $10 for an annual membership).  RB proposed a list of
co-sponsors.  It was decided not to have exhibitors.

Future programs were discussed briefly:  one suggestion was training for
smaller institutions. 

The next meeting is scheduled for April 11, 1996, 10-12, and will take
place at the National Archives  & Records Administration in San Bruno.

Janice Braun, 3/9/96
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