Association of Hawai‘i Archivists

Board of Directors Meeting - 27 Sept. 2005 - Revised Minutes

Present: Jim Cartwright, Ellen Chapman, Barbara Dunn, Leilani Pyle, Kanani Reppun, Helen Wong Smith, Andrew Wertheimer

Excused: Laura Gerwitz, Judy Kearney

Jim called the meeting to order at 5:45. Minutes of the August meeting were accepted as written.

HOLIDAY SOCIAL: We decided to charge non-AHA members and late registrants $30. The on-time, member fee is $25. The RSVP deadline is Nov. 28 (to Kanani or Judy). Judy and Kanani will create a flyer for the event. AHA will provide the wine. The Mission Houses gift shop will be open for a short while before dinner and will offer a 10% discount to attendees.

ANNUAL AWARD: Helen suggested that AHA create an award to honor a member each year and to present it at the Holiday Social. We enthusiastically endorsed the idea and unanimously agreed that the first honoree would be Agnes Conrad, retired State Archivist. We decided it would be called “The Agnes C. Conrad Award” and would be given for distinguished service to the archival community in Hawai‘i. Please think about the purpose and its wording so we can finalize it at the October meeting. Kanani and Ellen will draft an appropriate certificate. AHA will return Holiday Social fees to attending honorees. We decided to stay open to the possibility of an award for a non-member should the occasion arise. Helen will ask Susan Shaner to present the award.

STUDENT PRESENTATIONS: Andrew proposed that AHA co-sponsor the presentation of papers by archives students in UH’s Library and Information Science Program. The students will organize the program, probably to be held at Hamilton Library.  We agreed to provide $40 for refreshments.

ANNUAL MEETING:It is scheduled for Saturday, March 18, 2006 at the Honolulu Academy of Arts. Helen will compile a list of former members, solicit them to re-join, and encourage them to attend the annual meeting. Ellen will find out times and logistics for lunch and the Shangri-La tour. The tentative schedule is:

The tentative schedule is:

9:00-9:40 Welcome and presentation on the Capt. Cook exhibit - director Steve Little
9:40-10:00 Break
10:00-10:40 Presentation on the archives - Mary Ann Akao
10:40-11:20 Presentation on the library - Ron Chapman
11:20-11:30 Break
11:30-1:00 Lunch (Academy Café) and Break
1:00-1:30 Business meeting, all members
1:30-2:30 Capt. Cook exhibit
2:30-5:00  Shangri-La tour (van leaves from and returns to the Academy)
5:30-?? New Board members meet/organize over dinner at TGIFridays

[Webmaster's PS: Ellen Chapman later added” The van for Shangri-La will leave the Academy about 3:40 and the tour will go from about 4:00 to 5:30. The cost is $20 each and they can take up to 25 people. They will have 2 guides for us].

UH LIBRARY TREASURES TOUR: AHA’s talk and tour by art gallery director Tom Klobe of the UH Library’s Treasures exhibit drew 16 people. The calabash netted $5. Jim will write an article about the event for our newsletter. Barbara described the flexible book supports used in the exhibit and suggested Scott Reinke of the library’s Preservation Dept. give a presentation to AHA. Jim will talk to Scott about this idea.

PRDLA/PNC/ECAI CONFERENCE: PRDLA/PNC/ECAI CONFERENCE: At the last meeting, the Board decided to sponsor Helen’s attendance at this four-day conference. She reported that she will be unable to attend. Andrew suggested we sponsor an archives student’s attendance, after which the student would give a presentation to AHA. We decided against that and instead will donate $150 as partial subsidy for refreshments.

PAPER GOODS: Kanani has a large quantity of AHA paper goods stored in her office. Since AHA needs very few of these items, she asked that Mission Houses be able to buy them from us. We agreed. She will investigate prices and see if the Hawaiian Historical Society would like some.

ARCHIVES OPPORTUNITIES: Barbara reported that the director of the Mother Rice school wants to hire and archivist to organize the archives. Kanani reported that the Manoa Heritage Center (Sam and Mary Cooke) also need an archivist. Jim will broadcast this information on the listserv.

LISTSERV: This is a service for AHA members only. All current members are now on it.

Respectfully submitted,
Ellen Chapman, Secretary

Next Meeting: Tuesday, 25 October 2005, 5:30pm, Hamilton Library, Archives

Revised 7 Nov. 2005.