CAMP Business Meeting Minutes
Friday, November 17, 2006, 2:30 – 4:45 pm
Westin St. Francis Hotel – Borgia Room
San Francisco, CA

Present:
Executive Committee: Ruby Bell-Gam (UCLA), Past-Chair; Joe Caruso (Columbia U), Vice Chair; Holly Hanson (Mt Holyoke College), Faculty Representative; Emilie Ngo-Nguidjol (U of Wisconsin-Madison), Secretary; Lauris Olson (U Penn), ALC Chair; Laverne Page (LC), LC Representative; James Simon (CRL), CRL Representative.
Participants: Ned Alpers (UCLA); Phyllis Bischoff (UC-Berkeley); Simon Bockie (UC-Berkeley); Fehl Cannon (LC); Miriam Conteh-Morgan (Ohio State U); David Easterbrook (Northwestern U); Marion Frank-Wilson (Indiana U); Karen Fung (Stanford U); Miki Goral (UCLA); Marieta Harper (LC); Pamela Howard-Reguindin (LC-Nairobi); Peter Limb (MSU); Ken Lohrentz (U of Kansas); Loyd Mbabu (Ohio U); Loumona Petroff (Boston U); Susan Tschabrun (Calif. State U Fullerton); Gretchen Walsh (Boston U); David Westley (Boston U); Dorothy Woodson (Yale U); Sherry Young (UCLA).

The meeting was called to order at 2:35 p.m.

1. Introductions & Announcements
   Ruby Bell-Gam welcomed members and other participants on behalf of Peter Malanchuk (CAMP Chair) who could not be at the meeting due to illness. Ruby will stand in for Peter. A special welcome was extended to Susan Tschabrun from Cal State Fullerton.
   
   Changes to the Agenda
   Bell-Gam specified that reporters will not read entire reports; they will need to focus on highlights and questions.
   Membership dues will be discussed.
   We have to differ item V. to a later meeting; we will explain why.
   
2. Approval of Minutes
   James Simon asked that changes to the CAMP business meeting of May 6 in Boston be sent in writing to Ed Miner.
   The minutes were then approved as written.
3. Announcements of election of CAMP Representatives
   There are two positions to fill this year:
   Vice-Chair/Chair-Elect: Joe Caruso ran unopposed and won.
   Faculty Representative: John Thornton (Boston U) and Cheikh Babou (U Penn) ran. John Thornton was elected.
   The Nominating Committee was made up of Bell-Gam and Fung. Judy Eckoff coordinated ballots and counted all the people recommended.
   Bell-Gam thanked everyone who participated and voted. Simon thanked Bell-Gam and Alpers for serving in the previous Executive. He noted that Jill Young Coelho is still recovering; Malanchuk will stay on until Young Coelho is back.
   Bell-Gam strongly encouraged newer and younger colleagues to participate in the activities of CAMP (e.g. volunteering in subcommittees).
4. Reports and Discussions
   1. CRL/Global Resources Network Report (Simon)
      Simon reported on the Center for Research Libraries & Library of Congress Workshop "Developing Collections for International Studies: Challenges and Strategies in the Coming Decade" (February 27 & 28, 2006). The outcomes report is available at: http://www.crl.edu/grn/workshop.asp. The feedback from the participants helped CRL in planning its future activities to support international studies. Simon encouraged members to look at the report and send him feedback.
      In brief, CRL is developing its capacity to support Area Studies and GRN projects by enabling the ability to digitally capture and preserve resources. CRL will assist in the transition to digital conversion and/or capture as the groups are ready. The expertise and materials CRL depends on comes from Area Studies groups. So they are looking for these groups to assist in the selection and recommendation of materials for digital conversion and access.
      One proposal under consideration is for the groups to nominate AMP material for digitization. CRL members would then prioritize projects and provide electronic access. Simon asked what CAMP thinks of this idea.
      
      Bell-Gam expressed concern that prioritization of projects might marginalize Africana, and would prefer the program allocated funds to specific AMPs for selection and prioritization. Limb supported Bell-Gam and raised the potential for conflicts if local collections are mixed with other types of proposals. This could make the process complicated. Easterbrook stated that there may be a conflict between what CAMP thinks is important and what would serve broader interest of CRL members.
      
      Woodson noted that there is so much to be done in terms of acquisitions and preservation. She cannot understand why we would spend time to work on things that are already preserved. She proposed to spend time on acquisition of new materials.
      
      Simon pointed out that this project is exploratory, with the aim of moving CRL to digitally capturing information. He is looking for preliminary feedback.
      
      Mbabu asked if they have looked at copyright issues. Simon replied that they have and they are looking at creating guidelines. They will also seek permission and copyright release.
      
      Limb raised the issues of the existence of core works and shift in research habits. So if CRL has resources, it makes sense to embrace new technology in making the resources available.
      
      Alpers asked if the money could be used for something else if CAMP cannot do the project. Simon replied that the funds would go to other digital projects, as decided by the CRL membership.
      
      According to Caruso, we need to make CRL more relevant to our user community. So if we can make the materials usable by people, this will raise the profile of CRL.
      
      Olson suggested that as a proof of concept, CAMP could recommend the three most important things that CRL has and digitize them, then see what happens.
      
      Hanson stated that digitization is a technology that people in Africa can use. She cited the example of Makerere where microfilms are unused due to the lack of equipment.
   2. Report on Senegal Preservation & Digitization Conference (Caruso/Bell-Gam)
      Caruso reported that he and Bell-Gam just returned from Senegal where they had a wonderful experience in conducting the regional conference.
      What came out of the meeting is that the National Archives in the region were supportive of a regional effort, with the National Archives of Senegal playing a centralized role. A provisional advisory committee was established to set priorities and follow-up activities. Two working groups will look at collections in need of conversion and access, and at training needs in the region. The meeting was wrapped up with a number of deadlines. By the beginning of 2007, CAMP will have some basis on which to begin talks about seeking funding for different aspects of this project.
      Bell-Gam added that on the language issue (1 anglophone, the Gambia, and 4 francophones), she and Caruso are thinking that by holding the conference in Senegal, the project should be able to capture materials and begin exploring collaboration with the archives in Ghana.
      She suggested to start working right away to seek funding to establish a training program.
      Page asked that at 100 Euros per country per year, who is paying and how much is the National Archives of each country paying? What the money will be used for? Caruso replied that each of the countries’ national archives will pay the 100 Euros. CAMP will work with African colleagues to seek more funding.
      
      Alpers raised the issue of training; who does the training and how does it work? He also asked whether we have approached the Canadians for membership. He reminded members that the training will have to be done in French.
      
      Bell-Gam suggested having European members in the committee working on this. Simon’s office has helped bring in European members.
      
      Caruso mentioned that the training program overseas from Africa has not worked well; it’s either too short or people don’t go back.
      
      Bell-Gam stated that Caruso’s committee will work more on this issue. Local archivists said that it takes 10 months to train someone for this and they can pay 2 weeks. So there is more need to seek scholarships.
      
      To the question on what happened to the archives training program in Ghana and Senegal, Caruso replied that the national archivist who has worked with us is retiring in 5 years. He could be a trainer in the program but will need help. He needs a refresher in digital technology. We will need to draw from Ghana and elsewhere. The Ghana program is working well but starting there means starting from scratch.
      
      Olson asked what Caruso’s committee needs from CAMP members at this stage. Bell-Gam replied that CAMP needs to do 2 things right now: 1) support a training program and 2) accept to be a paying member of the program.
      
      Mbabu asked whether we are creating a new capacity in Senegal or strengthening and existing one. Bell-Gam replied that we are strengthening an existing one by setting up a regional center.
      
      Page asked if we are strengthening WASARBICA and what the role of the Gambia is. Bell-Gam replied that the conference ended on that note and it came from them. They want CAMP to help them re-establish their newsletter and web site.
      
      Olson moved to decide to pay 100 Euro/ year. Limb seconded Olson’s motion which then passed unanimously. He congratulated Bell-Gam and Caruso.
   3. CAMP Subcommittee reports
      1. African & Africa-related archives (Caruso)
         Caruso did not have a report because he was focusing on the regional planning meeting. He asked if he can submit the report to the whole membership online. He also wanted to know the ramifications of him continuing as Chair of this committee if he is Vice-President of CAMP. Bell-Gam replied that there is no problem.
      2. Bibliographic Access (Harper)
         Harper reported that the committee met this morning. Gretchen contacted Simon about different bibliographic items from CAMP. Simon was not easily able to make that available. She has more information now and wants more guidance on how to submit that information in the future.
      3. Grant Preparation (Frank-Wilson)
         Frank-Wilson reported that she has completed the work that needed to be done. Now they need to begin work on an actual proposal.
      4. Digitization and Newer Technologies (Miner)
         Miner sent a report online but could not be at the meeting.
      5. Membership Recruitment & Outreach (Ogedengbe)
         Ogedengbe sent a report online but could not be at the meeting because she had to leave early. Caruso asked whether there is a recommendation to update the brochure. Bell-Gam replied that between now and April, the committee will be working on all the brochures and will need to translate them into Arabic. Woodson reported that she has a student who will translate the brochure as soon as they are updated. Alpers asked whether we will have the brochures in print and online, and what the cost implications are. Bell-Gam replied that at the moment, French and Portuguese are online. We need to make sure that they look different. Caruso pointed out that there needs to be up-to-date information for contact on brochures.
      6. Newspapers (Woodson)
         Woodson reported that she sent a report online and the committee met this morning. AFRINUL is of the highest priority. The committee needs everyone’s participation to move it along. If you have a good student, it can be done. They also need to better coordinate the work of CRL and other newspaper archives to have some sort of dialogue and avoid duplication. They also need a list of current subscriptions from everyone so we know that we are not canceling the same titles. She thanked Howard-Reguindin for providing the list of titles filmed by LC Nairobi.
         
         Bell-Gam revisited the founding of these committees. Then she asked why keep a subcommittee that does not have enough to do. We can use the expertise of members in other committees and projects. When we established these committees, it was an experiment. So 1 year later, it is time to evaluate.
         For example, the Bibliographic Access Subcommittee needs to be decided upon. Caruso asked why not suspend it if it is not working. Walsh stated that it is important work, but very difficult to do; for example, when she contacted Simon about the question, there was no way to technologically identify materials that don’t have a bibliographic guide. Simon responded that this was not the case, and that earlier work on identifying CAMP ephemeral collections could be used for this case. Bell-Gam added that we will keep the subcommittee open between now and April because they need to work on a specific project.
         Bell-Gam also raised the issues of delayed distribution of reports. They are sent out when people are on the plane to the conference. So she proposed to send them a week or two before the conference. This will allow the CAMP Chair to take from the report items that need to be included in the agenda for the conference. Caruso proposed three weeks. Howard-Reguindin said sooner because people travel. The decision was to send the reports out a month before the conference.
   4. Cooperative Archives Projects
      1. Liberian Presidential papers (Frank-Wilson)
         Frank-Wilson reported on Vernon’s presentation at the Title VI meeting.
      2. Mozambican Archives (Young)
         Young talked about the need to get the building refurbished. There is no access to the collection while this work is being done. Joel is staying until 2008. The training program is still running. She thanked CAMP for giving her time in the agenda. Bell-Gam asked whether there is anything that the project is looking to CAMP for. Young replied that they are not sure what they should look to CAMP for. She thinks the grant writing will be helpful to them.
   5. CAMP Financial Report & Project Update (Simon)
      Simon distributed the CAMP Financial Report with final figures for FY 2006 and year to date figures for FY 2007 (through 9/30/06). For FY 2006, the beginning fund balance was $49,640.09. Membership fees and sales brought in revenues of $35,805.00. Total general expenses were $29,912.67. Ending fund balance was $55,532.42.
      For FY 2007 (through 9/30/06), the beginning fund balance was $55,532.42. Membership fees and sales have brought in revenues of $21,800. Total general expenses have been $12,851.79. Outstanding commitments total $68,727.79, which includes items on order, materials approved for purchase, and non-material expenses. Available funds at present are ($4,247.16).
      Simon explained that the Business Expenses are primarily for the Senegal project. The budget is fully committed due to big-ticket titles from the last years. We do not have new funds to commit to new projects. We did not spend much on commitments this year except for the Mozambique papers. Simon and Eckoff are busy with lots of titles in progress.
      Bell-Gam proposed to raise the fees for members and non-members to $1000/year instead of $500. Hanson asked about a tiered fee structure. Olson mentioned that U Penn is one of the new CRL members and one incentive was that the CAMP member dues would decrease. Mbabu noted that 100% increase is too much and will not ring well locally. Easterbrook opposed an increase at this time due to various reasons. He proposed to look into growing the budget by growing membership.
      Bell-Gam explained that the increase would not be for now and the Committee will come back to members.
5. New Proposals
   1. Congo Newspapers 1998-2005 (Howard-Reguindin)
   2. Basutoland, Annual Departmental Reports relating to (Simon)
   3. African Missions, Education and the Road to Independence (Olson)
   4. Other proposals
      This item had to be defered because we do not have funds. Members were encouraged to resubmit proposals in the spring.
6. Pending / Developing Projects
   1. German Colonial Archives (Malanchuk)
      Today was the deadline for CRL proposals. Simon said that Malanchuk submitted a proposal for the next set. CRL acquired the first set. Caruso asked how to know what is in each set. Simon replied that there is an online guide that Helene pointed us to when she approached us about the collection.
   2. O.R. Tambo Papers (Bell-Gam)
      Bell-Gam reported that she has sent many emails and sought the help of Ed Keller for his clout in getting a microfilm copy. He pushed with colleagues in South Africa, but there has been no progress. The ANC themselves have not received a copy. But Bell-Gam will continue to push even though she does not think we stand a chance. Limb mentioned that the University of Connecticut has a copy; how about contacting them for a copy? UConn is the official repository of ANC documents. Bell-Gam replied that they haven’t said no or given permission to get a copy. Limb wants to work on this. Bell-Gam will send him emails.
   3. Colonial Office records relating to British rule in Africa (Simon)
      If someone wants to pursue this and tell CRL what exists, let Simon know. He will post it on Intraspect for anyone who wants to look at it.
   4. Other proposals
7. Updates on Approved Projects
   1. Nigerian State Documents (Easterbrook)
      The project is at the same state it was when we met last spring. Each member needs to look at it and add his/her contribution. There is money for it but we need to know what will be microfilmed. Originals will be returned to holding institutions. Easterbrook will coordinate.
   2. Other Updates
      There were no other updates
8. Other Reports
   1. Library of Congress Preservation Efforts (Howard-Reguindin)
      Howard-Reguindin thanked CRL for approving the Malawi papers. She sent the list to people to show what is being filmed. She hopes people are using it. It’s clear to her that neither CRL nor LC can handle all the filming that needs to be done. She obtained good suggestions from Limb about Belgium and Congo’s papers. Woodson proposed to her the idea of a list of subscriptions that everybody is paying for. Simon will post it on Intraspect. Then Howard-Reguindin raised the issue of dividing up the continent for distributed responsibility; SALALM is doing this. Bell-Gam mentioned that Woodson invited Howard-Reguindin to the Newspaper Committee. She will be happy to join.
   2. AFRINUL Update (Easterbrook/Simon)
      Simon reminded members that AFRINUL is there, it exists, it is waiting for data from all the institutions. Simon sent the list of received titles. He would like members to respond. Active data is needed on it.
   3. UCB Africana Position (Bischoff)
      Bischoff announced that Amy Kautzman was planning to come to the meeting to make an announcement about the Africana position at UC-Berkeley. She encouraged people to encourage others to apply.
   4. ASA Conference Evaluation (Olson)
      Olson reminded people to fill out the evaluation form for the ASA conference. He also pointed out that we got good rooms and that the Conference Planning Committee sent deadlines earlier.