May 7, 2005
9:30 - 11:30 AM
Northwestern University Library
Evanston, IL

Present: Executive Committee, Peter Malanchuk (U Florida), chair; James Simon (CRL), CRL representative; Edward Miner (U Iowa), secretary; Jill Coelho (Harvard), vice-chair and chair-elect; Ruby Bell-Gam (UCLA), past-chair; Marieta Harper (LC), ALC chair; Laverne Page (LC), LC representative; Dorothy Woodson (Yale), at-large.

Members and guests: Elizabeth Darocha Berenz (CRL); David Westley (Boston U); Dan Reboussin (U Florida); Tom Nygren (Aluka); Afeworki Paulos (U Michigan); Al Kagan (U Illinois); Zbigniew Kantorosinski (LC); Fred Protopappas (LC); Phyllis Bischof (Berkeley); Helene Baumann (Duke); Giles Martin (OCLC); Mette Shayne (Northwestern U); Lauris Olson (U Pennsylvania); Joe Caruso (Columbia U); Loumona Petroff (Boston U); Peter Limb (Michigan State U); Marion Frank-Wilson (Indiana U); Atoma Batoma (U Illinois); Loyd Mbabu (Ohio U); Ellen Bryan (U Chicago); Miki Goral (UCLA); David Easterbrook (Northwestern U); Paul Steere (LC-Nairobi); Gretchen Walsh (Boston U); Karen Fung (Stanford); Patricia S. Kuntz (Madison, Wisconsin).

I. Introductions & Announcements

II. Approval of Minutes
Minutes from the Fall 2004 business meeting approved with minor revisions.

III . Nomination of CAMP Representatives
Vice-chair (Jill Coelho) will be chair of Nominating Committee, and will select its other two members. The Committee will solicit nominations for three positions: secretary, member at-large, and faculty representative.

IV. Reports and Discussions
1. CRL Report
Simon reported that the Church Missionary Society acquisition (Section IV: Africa Missions, Pts. 16-23; $22,000) was approved in the CRL major purchase proposal process. If an expensive purchase proposal is not approved, it can be resubmitted as a shared purchase proposal by the nominating institution – which would attempt to marshall support for it among other CRL members. For example, the Government Publications Relating to the Cape of Good Hope (submitted by UCLA) was approved as a shared purchase proposal. Peter Limb asked how we can raise the profile of Africana in the original expensive purchase proposal process. Simon responded that $22,000, about 10% of funds available, was actually a good share of the cake. Malanchuk stated that we need to look out there to see what microfilm sets of general interest, but with some Africana content, might be good candidates for the major purchase program.

DATAD is in transition – planning how to scale up its operation from just indexing and abstracting (Phase I) to include full-text delivery (Phase II). DATAD has submitted a proposal for Phase II to the Partnership for Higher Education. The proposal takes a two stream approach: institutions with capacity for digitization will be given funds to go ahead and do so; institutions without digitization capacities will continue to be supported in the creation of abstracting for dissertations, together with ILL or document delivery channels. Funding institutions have cautioned CRL that ideas for its participation have to come from African institutions. Bell-Gam encouraged CAMP members to subscribe to DATAD – the subscription of only about $400 gets you abstracts. Simon said that the perspective of the Association of African Universities (which administers DATAD) is that the database should include abstracts; CODESRIA was unable to add abstracts to its dissertation database, so its records have not been added to DATAD. Bischof stated that perhaps a grant should be sought for CODESRIA to add abstracts to their dissertation records so they can be added to DATAD. Limb said that while many countries don’t encourage PhD work, their Masters and Honors theses can be quite substantial. Kagan mentioned that many institutions send people abroad to do their dissertations – are these always included in the database? Simon responded has seen examples where they are, if they’ve been deposited at the home institutions. CRL is trying to convene a conference of rectors and vice-chancellors to establish common procedures for getting dissertations online. Limb mentioned that some South African universities are creating open access dissertations – what will be the relationship between these and DATAD? Also, what about dissertations deposited at lesser institutions? Simon responded that the idea is that the benefits of DATAD are intended to not just be limited to AAU members, but should also go to lesser institutions.

2. CAMP Financial Report & Project Update
Simon distributed the CAMP Financial Report with final figures for FY 2004 and year to date figures for FY 2005 (through 3/30/05). For FY 2004, the beginning fund balance was $38,327.26. Membership fees and sales brought in revenues of $38,315.50. Total general expenses were $28,750.63. Ending fund balance was $47,892.13.

For FY 2005 (through 3/30/05), the beginning fund balance was $47,892.13. Membership fees and sales have brought in revenues of $33,522.50. Total general expenses have been $31,303.41. Outstanding commitments total $20,525.78, which include materials on order, materials approved for purchase, and non-material expenses. Available funds at present are $29,585.44.

Simon distributed a list of recent receipts and items on order. Recently completed projects include filming of the Mombasa Times (September 1939 - December 1945) and purchase of Government Publication Relating to to Basutoland (1868-1966) and Nyasaland (1891-1964). The suggestion was raised that lists of recent receipts be sent out over H-Africa as a way of recruiting new members

3. CAMP Subcommittee Formation
Bell-Gam reviewed history of the proposal. Three functional subcommittees (African and Africa-Related Archives; Investigating Newer Technologies; Grant Preparation) had been approved at the Fall 2004 Business Meeting. However, in order to get a more complete picture of members' interests, it was decided to circulate at today's (Spring 2005) Business Meeting a sign-up sheet listing all six subcommittees originally considered (including Membership Recruitment; Bibliographic Access; and Newspapers). Too many members had indicated an interest in the African and Africa-Related Archives Subcommittee, so Bell-Gam decided to shift people to other subcommittees if they had expressed an interest in them. A fuller picture of members' individual subcommittee interests will emerge after the meeting, when the sign-up sheet will have been fully circulated.

In the first Executive Committee meeting, it was proposed that: members can be on two subcommittees; a member of the Executive Committee serve as ex-officio member of each subcommittee; faculty representatives can serve as members of subcommittees, but not as the ex-officio member on behalf of the Executive Committee; the Executive Committee appoint chairs; and that subcommittees write their own charges, to be vetted by the Executive Committee.

In the Business Meeting, Simon suggested that the name of the Membership Recruitment Subcommittee be changed to Membership Recruitment and Outreach. Coelho proposed that it would be too autocratic for the Executive Committee to appoint subcommittee chairs – they should be selected by the subcommittees themselves. Limb suggested that there might be honorary non-CRL members of particular subcommittees, in the interests of interfacing with other organizations (like Tom Nygren/Aluka for the Investigating Newer Technologies/Digitization subcommittee). Bell-Gam mentioned that Simon said that CRL will set up folders in Intraspect for each subcommittee; while only members of a subcommittee will be able to post, anyone will be able to read the postings. Bischof mentioned that it would be good to include representatives of external stakeholders in subcommitees, and to institutionalize those relationships in the language of subcommittee charges. Limb said that because none of us are archivists, we need to have formal relationships with archivist organizations. Bell-Gam responded that if subcommittees have the flexibility to invite external experts to advise them in their work, on either a one-time or ongoing basis, that would be good. Kagan stated that liaison relationships with external stakeholders, rather than actual subcommittee membership, would be better. Walsh stated her preference of calling subcommittee leaders “conveners” rather than “chairs”. Kagan concurred with that idea – of acephalous subcommittees. Ex-officio members (from Executive Committee) can act as the initial conveners. Walsh asked how we review or assess the success of this subcommittee structure.

Walsh moved that we establish the six subcommittees in Bell-Gam's original proposal; that they constitute themselves from volunteers; that initial conveners be the ex-officio members (from the Executive Committee); that they elect permanent conveners (who are not the ex-officio members); that they write charges and make formal reports at each CAMP meeting (and in advance on Intraspect); that the Executive Committee approves the subcommittee charges; and that this arrangement be reviewed in two years. The motion seconded, and passed. The group was reminded that it had been decided in the Fall 2004 Business Meeting that subcommittees that do not report will be disbanded.

4. Cooperative Archives Projects
Reporting on the Liberia project, Frank-Wilson stated that Verlon Stone had verified that CAMP will receive both a positive and negative copy.

Paulos mentioned that he will go to Liberia to do collection assessment for a Liberian library. He is interested in doing work for the regional preservation effort if asked, and if we want Liberia to be part of it.

In reporting on the Senegal project, Caruso stated that he has talked to the new Director of National Archives, Dr. Papa Momar Diop. In the Fall 2004 Business Meeting, Caruso had talked about a regional planning meeting to get a regional (West African) preservation effort going, and wants to discuss this with the new director. Would CAMP be interested in directing and even financing such a meeting? It probably won’t happen unless we take the initiative to offer to pay for it. It could be in 2005-06. Limb suggested that we could turn long-term planning on this kind of thing over to the Grant Preparation Subcommittee. ESARBICA is probably not a good opportunity for piggybacking a regional planning meeting, and WARBICA is not as representative. Walsh pointed out that the $20K+ of Title VI funds (remaining after funding of the Liberian proposal) might be appropriate for such a regional planning meeting. And would such a meeting be bilingual? Caruso needs to explore how the language divide would effect such a planning meeting. Limb stated that some of the regional preservation effort (digitization done with microfilming) could dovetail with Aluka efforts. Nygren indicated that this could be viable. Bell-Gam mentioned that the West African Research Center is an important liaison for any effort – although Caruso pointed out that it is a creature of WARA, which is essentially an American based organization. The ALA International Relations Subcommittee is planning a regional meeting (hopefully with UNESCO funding) with African librarians, and would be a great potential partner. Simon said we can consider Title VI money for this, but we can also seek external funding: Mellon or MacArthur could be appropriate.

What we need to do now is to decide if we are firmly behind a West African regional preservation/digitization effort, with cooperation with Aluka, etc. where it makes sense. Or should we also be thinking of Mozambique, Anglophone countries, etc. Bell-Gam responded that it makes sense to expand in West Africa since we are already there -- but we need to demonstrate to the Title VI African Studies directors that we are interested in more than just Senegal. Do we need to have other nodes in the effort other than just Senegal? Malanchuk said that people who are traveling to West Africa can broach the idea of a meeting in Dakar with various potential partners. Caruso would like to be in touch with everyone who is traveling, to let them know about what kinds of things to ask, say, etc. to potential partners. And then he can write up a proposal for the next CAMP meeting. Bell-Gam is going to Ghana in June, specifically to PRAAD (National Archives), to see if we can come up with project there. She can repost Miner's report on PRAAD to CAMP. Bell-Gam stated she is trying to get a sense from the group about whether we want to concentrate our efforts regionally or not. Coelho stated that we need to put all potential projects on the table and put them in the pipeline. The meeting concluded with the request that we keep information flowing to Caruso about travel plans.

Coelho and Bell-Gam are going to ESARBICA, and will renew contact with the Mozambique archives about their level of interest in doing something with CAMP. They haven’t given us enough information to work up a presentable proposal. There is an article in Journal of African History (available in JSTOR) about the state of the Mozambique archives that can inform this effort. Coelho mentioned that Harvard has committed a $20K donation for the Mozambican archival effort (and maybe can be prodded into giving more), with no particular restrictions on use (equipment purchase is ok).

V. New Projects Under Consideration
1. Courrier d’Afrique
Last year, Limb had submitted a proposal to CAMP of combining holdings to microfilm this newspaper. CRL and LC holdings would cost about $18,368 to film. Prof. Nancy Hunt at Michigan State University has verified the centrality of this newspaper. There are unverified UCLA holdings in remote storage that could possibly be used to fill in gaps in a later grant. We might also talk to the Belgians about other holdings. Bell-Gam asked if UCLA should just send CRL what they have. Simon responded that perhaps we need to find out if LC will send their print volumes, then collate issues to identify gaps, before UCLA holdings are called upon. Bischof asked whether filming shouldn't begin with earlier issues, because of their fragility? Proposal as written is moved, seconded, and passed.

2. Eastern Nigerian Guardian
Simon came across copies at CRL. This title is not widely held, and copies are very fragile. It was the first title published under the Zik Group, and is a critical title for scholarship. CRL holds about 5 years, and LC has some others. Cost will be about $2,844. Proposal as written is moved, seconded, and passed.

3. Hadas Eretra
Lauer's proposal to microfilm Hadas Eretra, an Eritrean paper in Tigrinya, for the years 2001-2004, would cost about $2,360. Ned Alpers supports it. We will check for other holdings in additional years. LC has already filmed Dec. 1991- Dec. 1997, and they plan to film later years in due time. We will wait on this proposal to see what LC plans to do.

VI. Pending/ Developing Projects
1. German Colonial Archives
This came too late to be handled as a shared purchase proposal last year. Baumann will do a little more research, and prepare for this to be voted on as a CRL proposal. The entire microfilm collection costs about $60,000. It’s ok with the Germans if we buy individual reels. Simon had surveyed AMPs for interest in a shared purchase – the Southeast Asia Microform Project does not cover Micronesia and would not be interested in this set. However, the German-North American Resources Partnership has expressed its support and interest.

Simon said that the CRL shared purchase program is designed for participation by CRL members only (this is a new program, different from old shared purchase program in which non-members could participate). Limb suggested that we prepare proposal as CRL proposal, and that if that fails we submit it as shared purchase proposal, and that if that fails then CAMP can buy it piecemeal over a number of years. Bell-Gam suggested that we should submit a CRL purchase proposal to be spread over three years. Bischof stated that we should be able to get a discount on such a big purchase. Baumann will proceed on the basis of the discussion.

2. O.R. Tambo Papers
No upate.

3. Friend
Bauman circulated proposal. She will write back to National Library of South Africa to see exactly how much the microfilm for 1937-1949 would cost, although it is estimated at $12,308 (not including shipping). CAMP doesn't currently have the funds for this purchase, but would get it with dues in the new fiscal year. The proposal to purchase microfilm is moved, seconded, and passed.

VII. Updates on Approved Projects and Purchases
No updates on the Buganda Lukiiko Archives or Nigerian State Documents. The Swahili manuscripts purchase was approved at the Fall 2004 Business Meeting, and we are waiting for receipt.

Timbuktu manuscripts – this was a project to digitize a small collection brought back by Prof. John Hunwick of Northwestern. Metadata creation has been outsourced and is progressing. Should be put up in about 6 months – they are primarily about 200 manumission documents of Timbuktu residents, without translation.

Florida has completed filming Monitor 1993-95. A motion to acquire the additional reels for $260 is moved, seconded, and approved.

VIII. Other Reports
LC Preservation Efforts
Paul Steere announced that newspapers are collated in Nairobi, and are then shipped to New Delhi for filming. There are some various short runs they have accumulated (unsuitable for microfilming), plans for which he'll discuss with Simon.