ARCHIVES COMMITTEE 2007-2008

Most Recent Meeting Report
(meetings do happen every month, often without a report)

See also the Centennial Celebration Planning page

Present were: Gil Osgood, Eve McConnaughey, John Clay, Ken Ross, Jack Stevens, Bob Taylor, Kathy Dillon, and our three new members: Gail Katz, Martha Snyder, and Bob Coleman.  Rev. Jeanne Mills was present to give us some insight on archival matters.
 
1.  Kathy gave a precis of activities of the committee and a quick compact history of church beginnings for the new members.
 
2.  Rev. Mills talked about archiving.There are 2 important things for archives:  Provenance and Record Groups.  The record groups were broken down into two main groups: Foundations of the church and Board Basics such as minutes , correspondence, reports, and organization charts.  Another record group would be ministers, sermons, etc. Discussion followed as to exactly how we should file all of these records. 
 
3. A communication from Betty Hosakawa asked; What kinds of records should different committees of the church keep.  I believe it was agreed that we need three things from committees; minutes, actions taken, and synopsis of those actions. It was further agreed that we would send out a list of these things in a letter and follow it up with a visit to each committee to explain the archival system.  This meeting will include what paperwork of the committee should be conserved and passed on to next;  what things we would be interested in keeping in archives.
 
4.  A communication from Ruth Ross as to what to do with the audio tapes of interviews and worship service recordings.  She has been storing them at her basement.  We agreed to ask Ruth to give tapes to Kathy who will bring them in.  Bob is to look up storage cabinets for the tapes.  Not decided is where they may be stored.
 
4.  Oral Interviews:  Gail will listen to some of the audio tapes of interviews already taken and come back with  a given set of questions to be asked for each interview.

Archives Committee Minutes
July 11, 2006

Present: Kathy Dillon, Bob Taylor, Jack Stevens, Gil Osgood, Ken Ross, John Clay, Eve McConnaughey

Agenda Items:
1. Spreadsheet for Inventory of Archives: Jen and John showed an example of what the printed type will look likeby eras and subsets. Eventually, each comm. member will have the list on computer. Hard Copy will be kept with the file drawers.

2.Taped Interviews: Tapes are being put on CD. A copy will be put in safe deposit box at bank. Tapes will also be kept,but in a separate place.. Eve gave Ken tapes to be transcribed to CD.

3. Campbell Celebration: After much discussion, the following was decided; food will be coordinated by Lynn Jackson with help of Women's Alliance. A small brochure will be put together by Bob with the following providing information by the 20th; Kathy will check the Historical Society Archives, Jack will ask Bob Coleman for information, Eve will ask Joyce Thomas to check on date the house was built, Norma Landy will help set up the day before, Committee members will act as docent/guide/? at the following times.......John 12-2....Bob 2-4....Ken 4-6....Gil 6-8. Publicity is as follows: Eve took several of the scroll blurbs to hand out to neighbors, Bob put a notice about it in July Newsletter, Bob has made sure the blurb will be in the Order of Service for the next two Sundays, Kathy is calling Jeff and Marilyn about getting info in the paper. The blurb states that the 100th year of the house will be celebrated on July 29th from 12 - 8 p.m.

4. Gil asked for help on Search Committee question of the 4 most memorable(?) eras of our church history. We decided on a number of them. Which ones used will be up to the search committee.

5. Bob complained about the "editing" of the history columns done by newsletter editor. Kathy will speak to her.

6. Next Mtg. we will be working on various projects. If no one has a specific project, they will be asked to do more sorting as that is not finished either.
Bob Taylor - the temp

Archive Committee
March 14, 2006 Minutes

Present: Bob Taylor, Jack Stevens, George Towe, Gil Osgood, Ken Ross, Kathleen Dillon

1. Minutes were circulated to the committee by email this month.

2. Re: Interview with Andy Thompson. Task undone. Kathy will do it this week.

3. Gil sent out messages to the Planned Giving Committee and the Strategic Planning Committees in regard to the Celebration of the 100th anniversary of the completion of the Dugald Campbell house. Campbell is one of the founders of the church. Eve McConnaughey now occupies the house. The Planned Giving Committee expressed interest, but hasn't been able to respond yet. Strategic Planning did not reply, but Gil will get back to that committee.

4. Official acceptance of the new name and policy statement for the committee is still being worked on by the board.

5. Ken did some preliminary research on the use of an iPod for recording interviews. Only the older models record live voices. Do we want to purchase something that is not being updated? Needs some more thinking.

7. Gil displayed and explained the binders found by Kim in the office credenza. They are as noted below:
Volunteer Recruitment Program in the 1980s
Long Range Planning - minutes and notes - 1980s and 1990s.
five-year long range plan made in 1980s
Board minutes 1980-1986

Books from Betty Niven:
first contains newspaper clippings
second has 1954 Newsletters
UUA Congregational Planning Handbook 1978 with inserted materials from our church

At 10:35 the meeting was adjourned for work party. At 11:45 work party concluded.

Next meeting: 11 April 2006 -- 10:00 am

Archive Committee Minutes
February 14, 2006

Present: Ken Ross, Gil Osgood, Eve McConnaughey, Bob Taylor, Jack Stevens, Kathleen Dillon

Archival Inventory: Copies of the location of materials in the archives were distributed. Many thanks to Gil for this work.

Additional Archive Storage: Recognizing the need for additional storage, the committee authorized Jack to check with Altman Used Office Supply and to purchase one or two locking file cabinets depending on cost. We have $123 in the current budget to cover the cost. (He bought two for us.)

IPod System: George Carroll suggested that we look into the purchase of an IPod system for recording interviews with current and former members of the congregation. With this equipment, interviews of current and former members could be transferred to a computer disk. The longevity of disks and the ease of storage and retrieval are greater than that of audio tapes which we are now using. Ken will look into this and report at the March meeting.

Letter from Teddy Salmon: A letter from Teddy Salmon to Laurel Fisher was offered to the committee for inclusion in the church archives. After some discussion, the committee decided to accept the gift and to place it with the newspaper clippings for the time being.

Campbell Fund Event: Because 2006 marks the 100th anniversary of the building of the Dugald Campbell house, now occupied by UUCE member Eve McConnaughey, the committee decided that this anniversary and the Campbell Fund, held in trust for the church by the UUA, should be celebrated. Eve offered her house for the celebration. We would like to involve members of the Endowment Fund and Strategic Planning in putting together the event. Displays of materials in the archives will be produced and displayed. Kathy offered to coordinate the event.

Name, Status, and Policies Concerning This Committee: Ken updated the committee on these and will submit them to the board before their March meeting. Our new name and chair have been approved by the board. Policies will be discussed at the March board meeting.

Universalists in Eugene: Gil will contact Martin Lewis in regard to the history of the Universalists in Eugene.

Ken will contact Alice and Peggy to check out their plans for working with the committee.

Meeting was adjourned and work on the archives continued.