Louisiana Archives and Manuscripts Association Louisiana Archives and Manuscripts Association Newsletter Spring/Summer 2004 LAMA News LAMA Board Meeting expectation that, assuming the seconded and passed. An meeting is successful, the exception to this deadline Louisiana Archivists and Manu- money will be returned, along will be made this year. scripts Association with an additional share in the Minutes of the Board Meeting meeting’s profits. (The last Kathie will send a mailing to February 27, 2004 SAC lost money, and LAMA the membership by March 10, Hill Memorial Library received only $20 of the $500 announcing a deadline for Louisiana State University seed money. The Jackson applications (in 2004 only) of Baton Rouge, LA meeting should be cheaper to April 10. The scholarship put on, however, and we do committee (Kathie, Cliff Present: not anticipate losing money.) Theriot and Dale Sauter) will Tara Laver, Kathie Bordelon, Ann make its decision on the win- Middleton, Dale Sauter, Cliff 3. LAMA mailing list pro- ner(s) by April 30. The by- Theriot, Rob Sherer, Melanie vided to A*Census laws will remain as written. Counce, Mark Martin, Irene The LAMA mailing list was Wainwright provided to SAA’s A*Census Treasurer’s Report: effort – an IMLS funded pro- President Tara Laver ject to gather information on Treasurer Mark Martin pre- Inside this issue: called the meeting to order archivists nation-wide. The sented his report (see at- and welcomed new board A*Census agreement stipu- tached). It was noted that the members Cliff Theriot lates that the mailing list will $93.45 listed as “Mailing & LAMA Volunteers 2 and Melanie Counce. be used only for the census Printed Expenses” for the Needed project. SAC Conference should be The minutes of the last board added back into the balance meeting (May 24, 2003) were ap- Vice-President’s Report: since this fee is covered in Louisiana State 3 Archives proved as written. the $500 seed money LAMA Vice-President Kathie has already paid to SAC. The President’s Report: Bordelon called attention to report was accepted as A*CENSUS 4 the vague wording in the by- amended. 1. 2003 Annual Meeting laws regarding the LAMA Tara reported that 60 people at- scholarship. The bylaws es- Secretary’s Report: Newly Acquired/ 5 tended the 2003 Annual Meeting, tablish no set amount for the Processed held at Hill Memorial Library, scholarship, how many schol- Secretary Irene Wainwright LSU, on December 5, 2003. The arships will be awarded each passed out a print-out show- Exhibits/Lectures/ 6 meeting netted a profit of $300.00. year, or the deadline for ap- ing dues payments from Events 2. 2004 Southern Archivists Con- plying. Discussion followed 2001-2004. Discussion fol- ference and a motion was ultimately lowed of various ways to Publications 7 The 2004 Southern Archivists made to establish a maximum increase membership and Conference will be held at the amount of $300 for the schol- prompt members to stay cur- Mississippi State Archives in arship and a deadline each rent with their dues. A mo- News from 8 Jackson. Brochures announcing year of March 10 for applica- tion was made that we should Louisiana Archives the meeting have been mailed. tions, the decision to be made send a membership notice to Louisiana is responsible for fi- by March 30, with an an- those members who have not Membership Form 11 nances for this meeting. Each nouncement sent to the mem- paid 2004 dues, with a mes- state organization is required to bership seeking applicants by sage that indicates the year put up $500 seed money, with the February 10. The motion was (Continued on Page 2) LAMA News (Continued from Page 1) dues were last paid. Mark Martin agreed to handle the mailing, possible assistance. Tara will work with Melanie on this issue. which should go out by the end of March. We also agreed that 7. LAMA website URL future dues notices, including the membership forms online and Irene suggested that we look into the possibility of registering a in newsletters, should be clearly dated to avoid confusion. The new domain name for the LAMA website rather than continue dues notices will carry the Treasurer’s address, though Irene will to use the unwieldy nutrias.org/lama/lama.htm. Irene will look continue to check the P.O. box for any dues that are mailed into the availability of names and the cost of registering the there. name. New Business: Old Business: 1. LAMA Directory 1. Membership brochure The Board discussed whether or not the organization should Tara investigated the cost of printing an informational brochure update the LAMA Directory, originally compiled by Kathie about LAMA. The cost would be approximately $230 for 250 Bordelon and Bruce Turner and put online in 1998. We agreed copies or $300 for 1000 copies. The board voiced its support of that the Directory should be revised by volunteer members who developing the brochure and Tara agreed to design it. agreed to update entries from various sections of the state (Ann The meeting adjourned. Middleton – Northwestern La.; Kathie Bordelon – Imperial Cal- Respectfully submitted: casieu; Irene Wainwright – Greater New Orleans and the North Irene Wainwright, LAMA Secretary Shore parishes; Cliff Theriot – Southeast La.; Dale Sauter – Northeast La.). Additional volunteers may be needed. We also New Board Members discussed the possibility of changing the name of the Directory The LAMA board welcomed two new members at its recent to something more direct and descriptive of its purpose. meeting. Melanie Counce, Archives Specialist at the Louisiana 2. LAMA Listserv State Archives, and Cliff Theriot, Archivist, Ellender Memorial Newsletter editor Ann Wakefield asked that the Board consider Library, Nicholls State University, were appointed by the board whether LAMA would be interested in setting up a listserv for for one year to fulfill the unexpired terms of former board mem- members as a forum for the discussion of archival matters. After bers Kathie Bordelon and Mark E. Martin. Last year, Kathie and discussion, the Board rejected the idea. Mark were elected to VP/President-elect and treasurer, respec- 3. A motion was made that chairing the Scholarship Committee tively, necessitating the appointments. and the Nominating Committee should be formally added to the duties of the Vice-President outlined in Article VI, Section B. of Volunteers Needed the bylaws. The motion was seconded and passed. At its February 20th meeting, the board of LAMA decided the 4. 2004 Annual meeting directory of Louisiana archival repositories currently on the It was agreed that the 2004 annual meeting will be held in Lake website should be updated. Volunteers are needed to cover the Charles, dates to be determined later. The President will appoint areas of the state that have not been assigned. These regions are a committee to plan the meeting. northern/northeast Louisiana (responsible for the parishes of 5. 2006 Southern Archives Conference Union, Lincoln, Jackson, Ouachita, Morehouse, Richland, East In 2006 SAC will be held in Louisiana. LAMA will be responsi- Carroll, West Carroll) and east central Louisiana (comprised of ble for local arrangements. The Board discussed Lafayette or Madison, Tensas, Concordia, Franklin, Caldwell, LaSalle, Cata- Natchitoches as possible locations for the meeting. Tara will houla, Avoyelles). report these possibilities at the SAC business meeting in Jack- Other areas already assigned and to whom include the follow- son. ing: Acadiana (Bruce Turner, UL-Lafayette) — Evangeline, St. 6. Title 44 Landry, Acadia, Lafayette, St. Martin, Vermilion, Iberia; Impe- All state agencies in Louisiana have been ordered to develop rial Calcasieu (Kathie Bordelon, McNeese) — Calcasieu, Cam- records retention schedules and records management programs. eron, Jefferson Davis, Allen, Beauregard; Central (Dale Sauter, In a number of state universities, responsibility for bringing the university into compliance with the records management statutes Northwestern) — Sabine, Natchitoches, Winn, Grant, Rapides, has been assigned to the archivists. The board discussed whether Vernon; Southeast (Cliff Theriot, Nicholls) — Lafourche, Terre- LAMA could offer assistance to archivists who have suddenly bonne, Assumption, St. Charles, St. James, St. John the Baptist, found themselves expected to be records managers. Melanie St. Mary; Greater New Orleans (Irene Wainwright, New Orleans Counce agreed to discuss the matter with Carrie Fager, the Re- Public Library and Susan Tucker, Newcomb Center for Re- cords Manager at the State Archives, and ask for her recommen- search on Women) — Orleans, Jefferson, St. Bernard, Plaque- dations or assistance. Rob Sherer suggested that LAMA might mines, St. Tammany, Tangipahoa, Washington; Northwest (Ann draft a resolution designed to point out the differences between Middleton, Bossier Parish Library Historical Center) — Caddo, archival practice and records management. It was also suggested DeSoto, Red River, Bossier, Webster, Claiborne, Bienville; that LAMA might contact local ARMA chapters for advice and (Continued on Page 3) Page 2 Louisiana Archives and Manuscripts Association Newsletter LAMA News (Continued from Page 2) Mark Martin, LSU-Baton Rouge, and Melanie Counce, Louisi- appropriate LAMA member know. ana State Archives) —Pointe Coupee, Iberville, Ascension, East BR, West BR, W. Feliciana, E. Feliciana, Livingston, St. He- Correction lena. The LAMA Board recently discovered an error of long-standing Those working on the project will review the current listings in the bylaws regarding membership and dues. Article III.B.4 of from their area and update the information using websites, per- the bylaws (the section dealing with “Organizational” member- sonal contact, phone directories, and other appropriate sources. ship) reads, in error, “Additional staff members of the same or- Irene Wainwright has volunteered to enter the new information ganization may be entitled to one (1) vote each upon paying an into a database, which will make updating and organizing the additional five ($5.00) dollars annual dues.” It should have read site much easier.