ASSOCIATION OF HAWAII ARCHIVISTS
Meeting, January 24, 2006

Present: Jim Cartwright, Ellen Chapman, Barbara Dunn, Laura Gerwitz, Judy Kearney, Leilani Pyle, Andrew Wertheimer, Helen Wong Smith

Excused: Kanani Reppun

Jim started the meeting at 5:45 pm. Minutes of the November 2005 meeting
were accepted as written. There was no Treasurer's report.

ANNUAL MEETING
Lunch: Ellen had reported earlier that the Academy cannot take group
reservations; we will have to make several small reservations. Ellen will
make them in the names of Board members. We decided that each person would
pay for his/her lunch and tip individually. Each person at a table can get
a 10% discount if one of them is an Academy member. AHA will invite the
three speakers to have lunch with us and will pay their costs. There will
be a place on the registration form to indicate if an attendee will be
lunching at the Academy Cafe.


Registration: Since the lunch reservations can be made no earlier than
one month before the event, we decided that the overall registration form
will be mailed as soon as possible with a deadline for response of Feb.
13. The forms and payment will be sent to Jim at his work address.
Fee: We decided to make the basic registration fee $20 (up $5 from the
November 2005 decision). Those going on the Shangri-La tour (25 maximum,
first come, first served) will pay another $25 (to AHA who will write one
check for all the tour members). We decided to offer Mary Ann Akao free
AHA membership for 2006.
Parking: Ellen will check to see if there is an hour limit on parking,
what the fee is, and whether or not the lot will be kept open long enough
for Shangri-La returnees to retrieve their cars.
Coffee break: We decided to schedule a coffee break and accept the
offer by Metal Edge, Inc. to host it. Ellen will check to see if the
Academy Cafe can accommodate this.
Program: We decided on the following program. Ellen will inform the
speakers and make lunch reservations accordingly.
9:00-10:00 Welcome - Pres. Jim Cartwright
Life in the Pacific of the 1700s Exhibit - Stephen
Little, HAA Director
Business Meeting - Reports by President and
Treasurer
10:00-10:30 Coffee break hosted by Metal Edge, Inc.
10:30-11:30 Tours of the Archives and Library - Mary Ann Akao
and Ron Chapman (Attendees will be divided into
two groups; one half will tour the Archives,
then the Library and the other half will
reverse that order.)
11:30-1:00 Lunch
1:00-3:30 On their own, attendees will tour the featured
exhibit. There will be time for attendees to
see other exhibits and go to the gift shop.
3:40-5:30 Tour of Shangri-La (time span includes travel from
and back to the Academy).
5:40-?? New Board meets at TGIFriday's to organize
itself, with dinner.

ELECTIONS: There will be write-in places on the ballot. So far, the
following have agreed to run: Helen-Vice President/President Elect; Ellen,
Andrew, and Pat Ogburn-Board. Helen will create the ballot which will be
snail-mailed to all members as a separate sheet in the next newsletter.
Ballots must be returned by March 1.

MOLOKAI WORKSHOP: The Queen Lili'uokalni Children's Center would like a
community workshop on caring for family photos, books, etc. Jim already
recommended they get in touch with Lynn Davis about rare books. AHA is
willing to send members to conduct a workshop on other materials. Jim will
call Linda Hee for textiles expertise; Helen volunteered to go and will
ask DeSoto if he's interested. Jim volunteered to go if DeSoto cannot. The
Center would like it on a Saturday and suggested April 8, May 6, May 20.

CONRAD AWARD: Ellen's draft of a press release was approved. Andrew
suggested including a photo and will forward to Ellen the one he took of
Agnes holding the award and Susan Shaner standing next to her. We decided
to send the press release to the Advertiser, Star-Bulletin, MidWeek,
Honolulu Weekly, Downtown Planet, and the Hawaii Museum Association.

STUDENT CHAPTER OF SAA: Andrew reported that there is interest among some
LIS students in creating a Hawaii student chapter of the Society of
American Archivists. There is a 5-person minimum and all must be student
members of SAA. We discussed subsidizing the students and/or the
organization, deciding to table any decision until such a group is formed.

RECORDS STORAGE: Helen reported on Crown Pacific records storage facility
in Honolulu and key questions for records storage. She gathered this
information while investigating storage possibilities for the KCAA
archives she is working on.

AHA ARCHIVES AT BYU-HAWAII: The AHA archives are kept at Brigham Young
University - Hawaii. Greg Gubler retired in November 2005; Jim will contact
the new archivist to ensure continuity of the arrangement.

MEMBERSHIP: Jim announced that after he steps down as AHA President, he
wants to volunteer to help boost AHA membership, in coordination with the
Board. We enthusiastically agreed with this plan.

The meeting was adjourned at 6:50pm

Respectfully submitted,
Ellen Chapman, Secretary

NEXT MEETINGS Tuesday, 5:30pm, UH Manoa, Hamilton Library, Archives
2/28 3/28 4/25
5/23 6/27 7/25
8/22 9/26 10/24
11/28 12/26 (unlikely!)