Governance / Preservation Committee Meeting: August 30, 2023

Preservation Committee Meeting: August 30, 2023

Conference Call / Zoom

Member Attending:

  • Theresa Embrey, Pritzker Military Museum & Library
  • Patti Gibbons, University of Chicago
  • Tonia Grafakos, Northwestern University
  • Gabriel Hamer, Newberry Library
  • Jade Kastel, Western Illinois University
  • Heidi Marshall, Columbia College Chicago
  • Shelby Strommer, University of Illinois Urbana-Champaign, chair
  • Bradley Wiles, Northern Illinois University

CARLI Staff attending:

  • Elizabeth Clarage
  • Nicole Swanson

Decisions

  • June minutes were approved.
  • The Committee decided that members will take minutes in rotation by last name starting with Heidi Marshall. With Heidi and Shelby swapping months.
    • September: Shelby Stommer
    • October: Heidi Marshall
    • November: Bradley Wiles
    • December: Theresa Embrey
    • January: Patti Gibbons
    • February: Tonia Grafakos
    • March: Gabriel Hamer
    • April: Jade Kastel
    • May: Heidi Marshall
    • June: Shelby Stommer
  • The Committee decided to meet monthly on the 2nd Monday from 1:00-2:00 p.m. In October, the Committee will meet on the 3rd Monday.
  • The Committee will revisit the possibility of meeting in-person.
  • The Committee decided to continue the discussion of the FY24 projects and continuing education at its September meeting.
  • Committee members will update the Preservation Resources webpage throughout the year.
  • The Committee will write monthly newsletter and blog articles on Disaster Planning.
  • The Committee will discuss the vacancy and co-chair at its next meeting.
  • The meeting adjourned at 3:15 p.m.

Tasks Assigned

  • Minutes taken by Jade Kastel.
  • CARLI staff will create and share the connection information for the monthly meetings.
  • Committee members selected the following Preservation Resources webpage subject areas.
    • Assessment Planning: Jade
    • Audio-visual Preservation (Analog and Digital): Jade
    • Book Repair and Conservation: Gabriel
    • Digital Preservation and Digitization for Preservation: Heidi
    • Disaster Planning and Response: Tonia
    • Exhibits: Patti
    • General Preservation and Conservation Resources: Brad and Patti
    • Glossaries: Gabriel
    • Grants and Development: Teri
    • Legal Issues: Heidi
    • Library Binding: Shelby
    • Mold, Pests, and Environment: Shelby
    • Protective Enclosures and Storage: Tonia
    • Social Media: Teri
    • Special Collections and Archives: Patti and Brad
    • Supply Vendors: Shelby
    • Training: Nicole and Elizabeth or new committee member
  • The schedule for newsletter/blog articles for the upcoming year:
    • September: Introduction to the series and overview of disaster planning cycle,    Shelby
    • October: Making the case for disaster planning and funding/ institutional buy-in, Jade
    • November: December: How to develop disaster plan/ elements of a disaster plan/ examples, Heidi
    • January: Staff training, Gabriel
    • February: Apps and tech, Patti
    • March: Collections specific salvage (could be multiple), Brad + New Person?
    • April: Tips for working with a disaster vendor, Tonia
    • May: (possible topic),
    • May: Wrap up, Teri
  • CARLI staff will contact the Illinois Fire Service Institute to ask about costs of holding a workshop.

Announcements

Discussion

  • Committee Meetings
    • The Committee discussed the meeting schedule for the year and decided to meet on the 2nd Monday of each month from 1:00 – 2:00 p.m.
    • The Committee moved the October meeting to the 3rd Monday in the month.
  • The Committee reviewed its Charge.
  • Preservation Resources Website
    • The Committee discussed the ongoing committee activity to maintain the CARLI Preservation Resources website.
    • Committee  Members will each check the  subject areas noted during the course of the committee year.  
    • Committee members will add the date when each section has been checked to the Box note for this project.
      • Assessment Planning (Jade)
      • Audio-visual Preservation (Analog & Digital) (Jade)
      • Book Repair and Conservation (Gabriel)
      • Digital Preservation and Digitization for Preservation (Heidi)
      • Disaster Planning and Response (Tonia)
      • Exhibits (Patti)
      • General Preservation and Conservation Resources Sites (2 people needed: Brad & Patti)
      • Glossaries (Gabriel)
      • Grants and Development (Teri)
      • Legal issues (Heidi)
      • Library Binding (Shelby)
      • Mold, Pests, and the Environment (Shelby)
      • Protective Enclosures and Storage (Tonia)
      • Social Media (Teri)
      • Special Collections and Archives (Patti & Brad)
      • Supply Vendors (Shelby)
      • Training (Nicole and Elizabeth, or new member)
  • Brainstorm projects/continuing education for 2023-2024
    • Arsenic in 19th C. Materials
    • An Evaluation of a Rare Book Special Collection: Preparation for a Large-Scale Renovation Project – Preserve This webinar given by Alex Cabada and Leah DiCiesare on June 13, 2023.
    • On hold from 2020: Open House
    • Disaster Planning, Disaster Management
      • Discussed how Iowa has a statewide response for disasters.
      • Disaster Response: Polygon in Carol Stream.
      • Table talks for disaster response.
      • How to create a disaster plan.
      • The Committee has worked with the Illinois Fire Service Institute in the past to hold a burn simulation and recovery workshop.
    • Preservation considerations when moving library collections.
  • CARLI Meeting November 16
    • Preservation Committee members in attendance.
  • Continuing project: Newsletter Preservation Tips and Blog Articles
    • Disaster planning will be the overarching theme.
    • Committee members should aim to complete their articles by the 15th of the month.
    • Schedule monthly contributions of 300-500 words.
      • September: Introduction to the series and overview of disaster planning cycle,    Shelby
      • October: Making the case for disaster planning and funding/ institutional buy-in, Jade
      • November: December: How to develop disaster plan/ elements of a disaster plan/ examples, Heidi
      • January: Staff training, Gabriel
      • February: Apps and tech, Patti
      • March: Collections specific salvage (could be multiple), Brad + New Person?
      • April: Tips for working with a disaster vendor, Tonia
      • May: (possible topic),
      • May: Wrap up, Teri
  • Open committee member position
    • The committee discussed and will Revisit new member and interest in co-chair.

Next Meeting Dates and Deadlines

The next Preservation Committee meeting will be Monday, September 11, 1:00pm on Zoom.

Future Committee Meeting Dates:
September 11, 2023, minutes taker: Shelby Strommer (minute takers swap)
October 9, 2023, minutes taker: Heidi Marshall
November 13, 2023, minutes taker: Bradley Wiles
December 11, 2023, minutes: Theresa Embrey
January 8, 2024, minutes taker: Patti Gibbons
February 12, 2024, minutes taker: Tonia Grafakos
March 11, 2024, minutes taker: Gabriel Hamer
April 8, 2024, minutes taker: Jade Kastel
May 13, 2024, minutes taker: Heidi Marshall
June 10, 2024, minutes taker: Shelby Stromer

Deadlines:
September article author: Shelby Strommer
October article author: Jade Kastel