Current Archives/Historical Preservation Activities

The purpose of this document is to maintain an ongoing digital representation and record via the Web of current efforts to preserve the history of MMUUS and maintain a corresponding archival collection. The associated documents are presented in chronological order.

Roger Hiemstra, MMUUS Archivist

Document 1

To Barbara Mihalas, President, and Members of the Board of Trustees, MMUUS

Archival/Historical Preservation Needs: May Memorial Unitarian Universalist Society

From Roger Hiemstra, January 23, 2005

Introduction

Over a year ago Gary Droege and I had a conversation about my assuming responsibilities as the church archivist. I had directed a large project at Syracuse University related to archival preservation nearly two decades ago and maintain an interest in archives and history. I also created the Sam May material (with the help of others) and link on our web page (http://www.mmuus.org/) so he knew of that involvement. Thus, I accepted the role.

The purpose of this report is to present background information, provide information on the current status of our archival and historical preservation needs, and provide several future recommendations.

Background

As you may know, former MMUUS member, Jean Hoefer, who had a long involvement with the church, undertook activities over a decade ago related to archival and historical preservation. There no doubt have been previous related efforts, but I am unaware of them at this point.

Jean coordinated the involvement of Dr. Suzanne Etherington, a Certified Archivist, in carrying out an initial survey of the church’s existing archives and making recommendations for our future handling of such materials. Her subsequent report entitled, “Report on Phase One of the May Memorial Unitarian Society Archival Records Management Project,” is dated October 7, 1994. A copy is attached (Appendix A). I don’t know if there were any reports written related to a second phase.

In this report Dr. Etherington, based on a site visit and most likely conversations with Jean and others, made observations about our archives and a number of recommendations. She makes two observations with implications for us that stood out to me:

· The historical records and documents currently housed in the basement, the multi-use room on the first floor, and in the loft area are at risk (italics added by me). The storage conditions are well below archival standards (italics added by me) both in terms of micro-climate and storage containers. (p. 12)

· . . . considerable funding as well as volunteer labor (italicized words added by me) for collection management and preservation would be required, along with secure and appropriate space for storage and research use. (p. 12)

In March, 1995, Jean submitted a copy of the above report to Dr. Mark Weimer, Special Collections head, Syracuse University Library (her cover letter is attached to the report noted above). She, in conjunction with June Card and perhaps others, had subsequent conversations with various library officials. This resulted in an official agreement between MMUUS and the SU Library to organize, preserve, and make accessible to future generations our archives. A copy of this agreement (Appendix B) and Jean’s June 28, 2002, letter to Gary reminding him of the arrangements (Appendix C) are attached. This agreement lays out several specific conditions. Perhaps the most important one is that the agreement shall be reviewed by both parties every five years beginning in 2000. Thus, it is important that something related to this agreement be done in 2005.

Following this, Jean, June, and perhaps others began a process of selecting materials for preservation. Two batches of materials were subsequently deposited with the SU Library in July of 1995 and July of 1998. Copies of the listings of these materials obtained from the SU library are also attached (Appendix D). Jean notes in her letter to Gary that she remembers they “left off somewhere in the middle of John Fuller’s ministry” and that June Card would be willing to show someone else what they had done so the work can be continued. [Note: It was later discovered that June finished work on the Fuller ministry and boxes related to the Zoerheide and Fuller ministries are stored in the basement. They need preservation work before they can be submitted to Syracuse University.]

My Involvement to Date

The three people associated with archives that I knew and worked with at SU nearly two decades ago (Mark Weimer, Carolyn Davis, and Terry Keenan) have all retired or ended their involvement with the Archives. However, I recently met with Carolyn Davis’ replacement, Nicolette Schneider (Reference and Access Services Library, Special Collections Research Center; 443-9762; nischnei@syr.edu). I have not examined the actual MMUUS collections as they are kept in Syracuse University’s Hawkins Preservation Building. A 48-hour notice is required for those wishing to peruse the materials at the Special Collections Center (6^th Floor, SU Bird Library), the only location they can be seen. A sheet entitled “Use of Special Collections is governed by the following regulations” is attached (Appendix F). Nicolette did note that any future submission of archival materials would need to be cleared through the Special Collections Research Center Director (Christian Dupont, 443-9759; cydupont@syr.edu) or the Center’s Curator of Manuscripts and Archives (Kathleen Manwaring, 443-9758; kmmanwar@syr.edu).

I also spent about 30 minutes in the church basement furnace room where the bulk of our archival records are kept. There are 7 file cabinets (each having 4 drawers), 6 boxes, and 3 metal file drawers where archival or historically important materials may be kept (some drawers are locked and others are difficult to access). Some drawers are marked as “Eras” or with historical material. Others contain such files as old records of church groups, newsletters, minister’s materials, RE materials, and archival project materials, any of which may contain historically important information. A rough guestimation is that there exists 6-10 linear feet of files and other material, perhaps more, that would need to be perused to determine if they have historical or archival significance.

The Etherington report notes that material of potential archival importance also exists in the loft and in the Memorial Room. In a recent conversation with Alexa Carter, she reported seeing at least 4 albums in the Memorial Room that contain photographs and other potentially important information that are not being carefully preserved. Jean Hoefer and Irene Baros-Johnson also discovered that various archival materials related to MMUUS and past ministers are located in the Onondaga Historical Society, UUA Library, and Harvard Library. There may be additional material in such libraries and in other libraries that we might like to access or electronically link to if there is known digital storage of useful information. For example, the Samuel J. May Anti-Slavery collection exists at the Cornell Library (http://www.library.cornell.edu/mayantislavery/); the University of Michigan contains digital copies of two books on Sam May (see the Sam May web page); the SU library houses the Lilian Reiner papers.

Finally, in that recent conversation with Alexa, who is a member of the New York Board of Universalists, she indicated that the group has monies available for training people who are interested in archival and historical preservations of church materials. Former Minister of Religious Education Liz Strong has been involved in encouraging such training. There are no doubt other MMUUS members with interest and expertise in archival preservation who would be likely candidates for such training and subsequent work, but I am willing to continue my involvement if that would be of value.

Several Recommendations

Based on the information shown above, my thinking about the topic to date, and the phone conversation with Alexa, I offer the following recommendations:

1. Continue sorting and analyzing the records in the basement storage sites (and in other church locations) to determine their historical value (enlist June Card to show whomever does this where she and Jean Hoefer ended their efforts).
2. Work with SU Library officials to submit more materials to their archives, if that is possible.
3. Do a better job of preserving materials of value that remain with the church (acid free containers, adhering to some of the recommendations in the Etherington report, etc.).
4. Digitize the most important material that is not a candidate for the SU collections (scanning, photocopying, digital photography, etc.), store it electronically in one or more locations, and provide links on the MMUUS web page if appropriate.
5. Determine what other material of historical importance exists in locations other than MMUUS and the SU archives (Onondaga County Historical Society, UUA Library, Harvard Library, Cornell Library, etc.)
6. Encourage church members (and others) to carry out research related to MMUUS’ long involvement in the Syracuse community and to author subsequent scholarly papers.
7. Encourage the authorship of short stories, sermons, or other pieces related to our history and make them available to interested people and/or as materials published in our newsletter and web page (perhaps members of our two writing groups could be solicited for their involvement in such efforts). See The Just Demands of the Other by Irene Baros-Johnson; MMUUS History and Legend, a sermon by Liz Strong; and the History of Social Action at MMUUS available as links in the Sam May section or history section on our web page as examples.
8. Encourage the authorship of a history of MMUUS that could be presented to new members and other interested people (this could be a manuscript that builds on the work by Jean Hoefer and Irene Baros-Johnson, 1988. May No One Be A Stranger. Syracuse, New York: May Memorial Unitarian Society).
9. Interview many of our older members (e.g., Joyce Ball, Betsy Fuller, Charlie Jorgensen, and Hank Manwell) and obtain an oral history of their involvement with MMUUS.
10. Determine the financial and human resource requirements for carrying out these and other recommendations that will be made.

Appendix A

Suzanne Etherington Report

Appendix B

MMUUS-Syracuse University Agreement

Appendix C

Jean Hoefer 2002 Letter

Appendix D

MMUUS Archive Materials at Syracuse University Library

Document 2

Preserving, Perpetuating, and Using the MMUUS Archives

Executive Summary

Roger Hiemstra, Church Archivist

November 7, 2005

MMUUS members have preserved much of the church’s history for the past 170 years. In addition, Samuel May’s prestige as a national religious figure has meant that considerable information about him has been preserved, too, in the form of books, articles, research papers, and even his own writings. Some of the corresponding archival material is now stored at the Syracuse University Arents Library and some of it is still stored in our church building.

Unfortunately, much of the material residing at MMUUS is deteriorating for various reasons. To prevent further deterioration, we must send more of it to SU and do a better job of preserving what remains here. If the history of the church is to serve as resource for current and future generations to study, we also must put better procedures into place for perpetuating as well as preserving our archives.

In that regard, I make the following recommendations and request appropriate board action (see the full report for more detail on these recommendations):

1. Follow preservation suggestions made about our archives in 1994 by a certified archivist.
2. Transmit additional records to Syracuse University as soon as possible.
3. Encourage use of the archives by scholars and people interested in MMUUS history.
4. Advertise our archival information on the MMUUS web page .
5. Enhance the Samuel May link on the MMUUS web page.
6. Rededicate the Samuel J. May plaque rediscovered this past summer as soon as possible.
7. Interview current and past long-term church members to capture more of our past history.
8. Seek information from current members and past leaders on our recent history.
9. Develop scrap books of photographs, newspaper articles, and church activity mementos.
10. Locate all available photographs of church activities and associated people.
11. Develop grant proposals to seek money to assist us with our various archival activities.
12. Seek cooperative ventures on archival activities with other UU churches in the area.

Preserving, Perpetuating, and Using the MMUUS Archives

Roger Hiemstra, Church Archivist

November 7, 2005

Background Information

May Memorial members have been interested in preserving knowledge about our church through the creation of written histories and the compilation of official archives for much of our nearly 170 years. Various kinds of records have been kept since 1838 regarding our finances, Board of Trustee meetings, and various other church activities. A variety of sermons have been maintained since at least 1858. Because of his national prestige, various books, articles, and research papers were published about Sam May, some of which we have in our archives. The first written church history may have been completed around 1917. A centennial history of May Memorial was developed in 1938. Other church histories were created periodically after that date, with the most notable being May No One Be A Stranger written by Jean M. Hoefer and Irene Baros-Johnson and published by the church in 1988.

The first official archival activities may have been the work of Jean I. Simpson, “Historian for the Archives,” and Doris McLennan, “Historian for the Scrapbooks.” In 1972 they organized our various records and other material into eras by ministerial time periods, stored most of them in filing cabinets located in our furnace room, and produced a notebook detailing what they had stored. Then in 1994 Jean Hoefer arranged for Dr. Suzanne Etherington, a Certified Archivist, to carry out an initial survey of the archives and make recommendations for future preservation activities. Dr. Etherington’s October 7, 1994, report (see Appendix A-1) noted the precarious nature of our archives due to inadequate storage facilities (old filing cabinets, boxes, and chest drawers), material stored in at least three locations, a lack of acid free containers, and the potential for damage or decay due to insects, rodents, light, and moisture. She made several recommendations, many of which have never been addressed.

After the report, a request was made to the Board of Trustees in a 1995 letter (incorrectly dated as January 8, 1994) by John Chamberlin, Jean Hoefer, and Liz Strong that urged a motion be passed to do the following (see Appendix A-2):

Offer MMUUS historical records and documents to a safe repository such as Syracuse University Arents Library, or the Syracuse Public Library, or the Onondaga Historical Society.

Such a motion must have been passed because Jean Hoefer and June Card worked with Terry Keenan and Mark Weimer, Syracuse University archivists, and an agreement was reached whereby MMUUS would begin the transfer of records to Syracuse University. This agreement, dated July 7, 1995, was signed by Roger Thielking (MMUUS President) and Mark Weimer, the Arents Curator (see Appendix B).

Jean Hoefer and June Card pulled together various materials after the board action and they were transmitted to Syracuse University. The first set was delivered most likely in July of 1995. A second batch was transmitted most likely in 1998 (see Appendix C). In a letter dated June 28, 2002, Jean (by then she had moved to Pennsylvania) reminded Gary Droege (MMUUS President) that we needed to supply another batch of records to the university (see Appendix D).

As the original agreement (Appendix B) stipulated that MMUUS and the SU Library needed to review the archival arrangements every five years, beginning in 2000, 2005 is the year that we must go through that review process and, hopefully, continue our arrangements so that another batch of material can be transmitted soon. I compiled two prior reports on January 23, 2005 (see the report shown first in this document) and October 11, 2005 (see Appendix E) as a means for initiating discussion on the archives.

Where Are We Now?

I begin this section with a personal opinion. I believe we should think about the value of our archives in two ways. First, because we have quite an outstanding archival collection, even given the limitations noted in the prior section, there is value in thinking about ways we can encourage its use by current and future scholars. Second, the national prestige of Samuel J. May, both during his lifetime and after his death, gives MMUUS a connection to a treasured heritage that should be further exploited.

Related to this second point, I compiled a list of collections and references pertaining to Sam May (see Appendix F). It is no doubt very incomplete, but it provides some evidence to support my contention regarding the prestige of Sam May. In addition, rediscovery of the large marble tablet honoring Sam that was created after his death (see page 3 of Appendix E) presents MMUUS with a unique opportunity. I have later recommendations related to these first two paragraphs.

I have spent approximately five hours assessing what we currently have in our church building that is of historical value. Appendix G provides a summary. In essence, virtually no progress has been made since Jean and June completed their efforts some time in 1998 (the last year shown in their written notes). In that time there has been continual deterioration of most items and some may even have disappeared.

Perhaps even more disturbing, there is very little evidence that the collection and preservation of items of historical value have taken place during the past several years, other than a few sermons, papers, and records added to some drawers or boxes in the furnace room. To my knowledge, no new scrap books containing photos, newspaper clippings, and mementos from church events have been compiled for years. Bob Burdick and a few others have taken photos of people and events during this time period, but there has not been a systematic compilation and associated identification of the people in any such photos. In many ways, we are “losing” our recent history, especially as church members die or move away.

I also have begun to digitize (OCR scanning) some records compiled by Jean and Joan for future safekeeping, but much more needs to be done. Through the advice of Alexa Carter and from a search on the Web, I’ve identified two organizations that may be funding sources to assist in future archival preservation efforts:

1. The New York State Convention of Universalists provides small grants to UU societies, primarily in New York State. One of their stated objectives is to support the documentation and dissemination of Universalist history and the on-going significance of Universalism within the UU movement. There is a January 1 deadline for applications.
2. The Documenting Heritage Program that was established in 1988 to ensure the identification, sound administration, and accessibility of New York’s historical records. They provide grants to not-for-profit organizations that collect, hold, and make available historical records.

I also have later recommendations related to these two organizations.

What Should We Do?

I have attempted to make the case that as an organization we must move quickly to accomplish the following: (a) Better preserve our existing archives, (b) recapture as much of our history as possible that has been lost during the past several years, (c) put into place various mechanisms and procedures for ensuring an appropriate gathering of “archival” information in the future, and (d) transmit additional material to Syracuse University. I also placed the word “using” in the title of this report because I firmly believe in the value of actively encouraging use of an existing archive. Anyone interested in the liberal religious heritage of Unitarian Universalist both within the Syracuse area and elsewhere benefits from a vibrant archive at May Memorial.

In that regard, I make the following recommendations and request appropriate board action. Unless otherwise noted, I am willing to take the initial leadership in carrying out a stated recommendation if that is the Board of Trustees’ desire.

1. Follow some of the suggestions made by Dr. Suzanne Etherington to better preserve our existing archives, especially those material that are likely candidates to remain at MMUUS rather than being transferred to Syracuse University.

1. Seek one more volunteers to analyze the condition of our existing archival material and take appropriate steps for their improved preservation, such as moving all archival material to one location (the furnace room may be our only option).
2. Seek funding to acquire necessary storage facilities (acid free containers, flat files for scrap books, steel storage cabinets, etc.)
3. Carry out long term preservation activities as appropriate, such as optical scanning, digital photography, etc.

2. Transmit another batch of records to Syracuse University as soon as possible beginning with Nick Cardell’s ministry.
1. Meet with Syracuse University Arents Library archival specialists to complete arrangements for a continuing relationship between the university and MMUUS.
2. Seek one or more volunteers, create at least one box of material, develop an index, and deliver the box to SU.
3. Encourage scholars and people interested in the history of May Memorial (church members, students, historians, religious scholars, etc.) to use the archives.
1. Invite members and friends of MMUUS to write about aspects of our history for the newsletter, local newspapers, our members, people interested in joining the church, etc.
2. Invite scholars to consider utilizing our archives at SU and MMUUS for future publications, theses, dissertations, etc.
3. Determine where other MMUUS archival material is located (Onondaga County Public Library system, Onondaga Historical Association, UUA, etc.), create corresponding descriptive material or finding aids, and portray this information on our web page (see no. 4 below).
4. Advertise our archival information on the MMUUS web page by including links to existing index or descriptive material and new index material or finding aids as they are developed.
5. Enhance the Samuel May link on the MMUUS web page by adding more information and describing the connections to our archival material.
6. Carry out a rededication of the Samuel J. May plaque as soon as possible.
1. Appoint a committee to determine an appropriate location for the plaque, oversee its repair and mounting, and develop related rededication activities (ceremony, involvement of youth and adults, publicity efforts, etc.).
2. Utilize the rededication activities as a means for associated fund raising, connecting with former members, etc.
7. Seek volunteers to interview current and past long-term church members for purposes of capturing their remembrances and insights about our history.
8. Seek information from our current members and immediate past officers and board members to help us fill in our lost history during the past decade.
9. Seek one or more volunteers to begin a process of scrap booking so that photographs, newspaper articles, church activity mementos, etc. will be gathered systematically for our future archival needs.
10. Locate all photographs of church activities and associated people taken during the past couple of decades and record as much identifying information as possible.
11. Develop one or more grant proposals to seek money to assist us with our various archival activities from the two funding organizations noted earlier in this report.
12. Seek out cooperative ventures on archival activities with other UU churches in the area as appropriate.

Preserving our history unites current MMUUS members and friends with those who have gone before during our nearly 170 years. The vibrant nature of this church as a leader in liberal religion, social justice, and the protection of human rights throughout much of this area’s history needs constant celebration. Such vibrancy will continue and it is our responsibility to preserve this history to the best of our ability so that MMUUS members cherish what we have been, currently are, and can become far into the future.

Appendix A-1

Suzanne Etherington Report

Appendix A-2

Preservation Memo

Appendix B

MMUUS-Syracuse University Agreement

Appendix C

MMUUS Archive Materials at Syracuse University Library

Appendix D

Jean Hoefer 2002 Letter

Appendix E

Ideas Related to the Archives

Appendix F

Samuel J. May Collections and References

Appendix G

Current Status of our In-Church Archives

Document 3

First Report of Archivist Activities

Archivist Activities -- January 20, 2006

Following is a summary of the archival activities completed during the past three months:

1. Submitted two reports of archival activities to the BOT.
2. Submitted a $6200 grant application related to archival activities to the New York State Convention of Universalists. A funding decision is due back to the church by February 28.
3. Held the first of what will be three or four monthly history displays in the social hall on January 15. There was considerable interest.
4. As a result of the above display and some personal recruiting, I have identified six people thus far who have volunteered to assist with archival activities. Irene Blakeslee is typing a master’s thesis on Sam May (see point no. 7 below) and June Card has advised me on the archival activities she worked on during the 90s. Four other volunteers signed up during the January 15 display activities.
5. Bob Burdick has now digitally photographed "The Book" (what everyone signs when they become a member), starting from the first ones in 1838 through the last ones in 2005. He has two copies and I have one, so electronic preservation of some of our important documents is underway. Coincidently, June provided me with a box of archival material she had been storing and it included a floppy submitted to the church on September 10, 2001, by Mr. J. Roy Dodge, a well known genealogist in Syracuse. He had coordinating the word processing of a handwritten report by the Central New York Genealogical Society completed in the late 1970s that involved copying and indexing on file cards the first one hundred years of May Memorial membership. I uploaded that information and have this 37 page document stored in two locations.
6. I have begun a “Marvelous History” column for each newsletter (when space is available) with two columns completed to date.
7. I obtained a copy of a master’s thesis on Sam May (“Saint Before His Time”) authored by Catherine Covert Stepanek in 1964. I also received permission from Carolyn Holmes (Dr. Catherine Covert Stepanek's executrix -- Carolyn is her daughter) to digitize and place it on our Sam May link on the MMUUS web page (that is what Irene is working on). In going through our archives in the basement I discovered another paper that Catherine wrote about Sam, “Heretic in Syracuse,” and a copy of a sermon on Sam May that she gave in this church in 1972, “The Remarkable Mr. May.” I have obtained Carolyn's permission to also put those on the web.
8. I have made my way through more than half of the MMUUS archives located at Syracuse University and have taken numerous notes and digital photographs to use for future displays at church and to better understand what is stored there.
9. I have been developing material for an enhanced “history” link on the MMUUS web page. During the January 15 display I debuted a portion of the additions for that link (names, photos, bios, and sample sermons from our previous 11 settled ministers plus some additional historical material). Bob Schultz will be placing these various additions on the MMUUS web page in the near future. As a temporary means for interested people to observe some of these additions, a simulation page on another server is available: http://www-distance.syr.edu/simulationpage.html  I have identified several other historical items that will eventually be added to the web page.
10. I met with Mr. Neil James, President of Hayes Monuments, and he provided estimates on repairing the Sam May plaque stored in our basement (this plaque hung in our former church). He thinks it can be done reasonably (probably under $150 not including additional costs for mounting or whatever else we would decide to do). I then met with the B & G and Memorial Garden committees in a joint meeting to describe the progress to date related to the plaque.
11. I had a conversation with Mariah Dillon and Mal Clark about the viability of moving the archive filing cabinets in the furnace room down to the room where the finance committee has some file drawers. The Syracuse Fire Department has requested that the files be removed from the furnace room.
12. In the near future I plan to explore the establishment of a budget line for archival activities and the creation of an advisory committee.

Rog Hiemstra, Archivist

Document 4

Second Report of Archivist Activities

Archivist Activities – March 11, 2006

Following is a summary of the archival activities completed since January 20, 2006:

1. Submitted a summary of my recent activities to Barbara Mihalas.

2. We were awarded a portion ($3200) of the grant application submitted to the New York State Convention of Universalists. That money has now been requested and should arrive shortly. A revised budget has been developed that will focus mainly on preservation of our existing archives, placing a system in place for future development of our archives, and repair and mounting of the Sam May tablet.

3. An archival committee has been formed to assist with some of the activities mentioned above. This committee consists of George Adams, June Card, Mary Louise Edwards, Frank Healey, and Harsey Leonard. We will have our first meeting on March 15.

4. The second history display was held in the social hall on February 19.

5. A “History” column has been placed in the newsletter each time.

6. I have made my way through about three-fourths of the MMUUS archives located at Syracuse University and have taken numerous notes and digital photographs to use for future displays at church and to better understand what is stored there.

7. I have developed a “history” web page that Bob Schultz will place on the MMUUS web page in the near future. As of now, this information is temporarily available at http://www-distance.syr.edu/simulationpage.html .

8. Mariah Dillon and Michael Stafford-Hill have been instrumental in moving the archive filing cabinets to the basement computer room. That task is mostly completed.

9. The Memorial Garden committee has been discussing where the Sam May marble tablet might be placed if it is to reside out of the building. Others have expressed various ideas for mounting it inside or on an outside wall. I will continue to push for a resolution on this topic, as well as establishing a rededication service date.

10. I have compiled a list of most of the past May Memorial presidents and many of the past annual award winners. Once that list is complete I will propose to the BOT some ways we can display such information.

11. Finally, on March I will participate in a training session on preservation techniques

Rog Hiemstra, Archivist

Document 5

History Committee Formation

A history committee comprised of George Adams, June Card, Mary Louise Edwards, Frank Henley, Roger Hiemstra (chair), and Harsey Leonard was formed and met in the computer room for the first time on March 15, 2006. Attachment A provides the minutes of that meeting. Attachment B displays the statement developed by the committee regarding our responsibilities to be displayed in the church’s operating manual.

Attachment A

History Committee, First Meeting, March 15, 2006

Comments and Reflections on the Meeting

After becoming better acquainted with each other, Roger described the various known locations of archival material and reflected on where other material might be. He described the types of material kept in the various file drawers.

            There was a brief discussion of the NYSCU grant which led to considerable discussion of the need for developing a system and policy for identifying what we currently have and for gathering, prioritizing, and preserving future information to be obtained. We talked about creating databases, identifying appropriate software, and digitizing some of the information we currently have. Frank will gather some information from Syracuse University on databases and recommended approaches for working with our material. Harsey mentioned the ability he has to digitize slides, film strips, etc. Roger will determine the types of database creation software the church might already own. In essence, we began some initial discussion on what needs to be kept (stored) at MMUUS, what needs to be digitized, and what needs to be submitted to SU. We also talked about developing a process for organizing, sorting, and preserving.

            Frank urged Roger to think through the informal processes he has been using thus far in working with and better understanding the archival collections as a means for thinking about creating some of the processes described above.

            We spent some time brainstorming about the first draft of a statement for the Operating Manual. Roger is to create a second draft and send it to the committee for further reflection.

            Roger also talked about obtaining the services of a locksmith to make sure all file cabinets (including the fire proof cabinet remaining in the furnace room) are in working order, lockable, and that multiple copies of the key are made for committee members and key church leaders.

            We concluded by talking about some individual activities committee members could undertake based on their available time. Based on that discussion and in reflecting on what is needed over the next several months, the following assignments are suggested below: 

• George – Create an inventory of the material in the file drawers, gather and set aside all discovered sermons, and create special areas for Rev. Cardell, Rev. Taylor, Rev. Strong, and any other interim or associate ministers
• June – Help with preservation activities and preparation of the Zoerheide and Fuller boxes
• Mary Louise – Help with preservation activities and preparation of the Zoerheide and Fuller boxes
• Frank – Conceptualize and begin developing a systematic approach for organizing, sorting, and preserving our archival material, including making recommendations for database software
• Harsey – Begin the process of digitizing any discovered slides, filmstrips, photographs, etc. In addition, work to collection and organize the social justice materials that are in various locations
• Roger – To help with any of the above, provide any necessary training, continue assessing what is already stored at Syracuse University, and administer the NYSCU grant  

As the meeting ended we viewed the Sam May Marble Tablet. Roger agreed to work on establishing a second meeting. Roger Hiemstra, Archivist, March 22, 2006

Attachment B

HISTORY COMMITTEE

Statement to be Used in the Operating Manual

April 1, 2006

Purpose: The History Committee works to oversee the identification, gathering, preservation, and protection of information, material, and artifacts pertinent to the history of May Memorial.

Committee Structure: The structure and operation of the committee shall be governed by the following:

1. The History Committee shall consist of five to seven people, all of whom are MMUUS members in good standing or who have made an annual pledge of record.

2. The church archivist will be considered an additional member of the committee and serve as its chair for organizational and reporting purposes.

3. Each committee member will serve a minimum of a two years, unless an early resignation is requested, and may serve an unlimited number of years after that time period.

4. Robert’s Rules of Order will be followed in the conduct of committee meetings. For voting purposes, a quorum will consist of at least four people.

5. A vice chair and recorder will be elected by majority vote, with the length of term open-ended based on personal preference.

General Responsibilities: The responsibilities of the History Committee and church archivist shall include the following:

1. Develop a record management policy for systematically gathering information related to the “ongoing” history of MMUUS.

a. Develop and maintain a written record management policy, preservation plan, mission statement, long term strategy, and corresponding implementation guidelines.

b. Determine the various locations where church archival material are stored.

c. To the extent possible, consolidate such material into one location.

d. Determine the location of past photographs, slides, and other visual material related to church activities, leadership, ministers, and parishioners.

e. To the extent possible, identify the names of all people shown in such visual material.

f. Create a corresponding organizational system of information pertaining to the above points.

g. Create an index or catalog that details what the church has of historical value and where it is located.

h. Implement appropriate procedures pertaining to the above points.

2. Gather new archival and historical information about May Memorial from approximately 1990 forward, as well as seeking prior information not already contained within our archival collections.

a. Seek historical information from current and past church members.

b. Find or photocopy newspaper clippings and other similar information pertaining to church activities and individuals utilizing the Syracuse University “Newspaper Archive Elite” database, as well as from other sources.

c. Create