| Board of Directors Meeting Bedford, PA February 19, 2000 The meeting was called to order at 10:28 a.m. by President William Johnson. A quorum was present (Attendance attached). The reading of the minutes of the previous Board of Directors meeting were approved as distributed on a motion by Mark McConaughey and seconded by Mary Ann Mogus. Treasurer's report- Mary Ann Mogus presented a written report of the Society's financial status and a projected expense report for the coming year. The discussion of the financial reporting methods and increased costs were discussed. There is a projected increase in postage of 33% for the upcoming 2000-2001 budget year. Publication of the journal remains our largest expenditure followed by postage. Increased income will be necessary to absorb the projected costs in addition to expected costs for the production and mailing of Archaeology Month materials. The BHP grant deadline has been missed for this year. Other sources of revenue are being sought. Everyone is asked to suggest possible funding sources to defray the additional costs of the Society's programs. Elmer Erb Trustees- Kurt Carr presented a written report for the trustees. The fund is healthy and will probably experience some movement of funds to optimize the investment capital at their disposal. The members are meeting regularly by telephone conference. The Society has requested that the trustees report earnings to the Treasurer on a schedule that will permit proper reporting for nonprofit tax requirements. OLD BUSINESS: C-14 Awards 1999-A written report was submitted by James Herbstritt for the awards presented at the 1999 Annual meeting (Report attached). Editorial Guidelines-New updated guidelines for publication in the Pennsylvania Archaeologist are being produced for printing in a future edition of the journal and in the SPA Newsletter. Elmer Erb Permanent Fund Trustees Nominations- Kurt Carr announced that Robert LaBar and W. Thomas Waters will stand for reelection to the Trustees at the 2000 Annual Meeting. Trustee terms run for six years. Finance-A summer meeting will be necessary in addition to the Annual meeting discussion of the Society?s finances. The Treasurer will outline what information and on what timetable the information is needed to insure the legal tax reporting deadlines are met for the Society. This is important before we can consider applying for grants or producing a viable budget. The committee recommends that the Pennsylvania Archaeologist be printed in quantities of at least 200 above the number needed to fulfill membership obligations. Preserve Pennsylvania Report-The outcome of the town meetings held last year to determine a policy for the state was mailed to participants. The report short changes the archaeological resources of the state with no real commitment for preservation of sites. Some of the site owners have become more aware of the importance of site surveys and environmental impact of building and mining projects and are exhibiting a better cooperation with the archaeological community. This is the exception and not the rule. An increased effort to record sites is incumbent upon the Society as a means to preserve sites. It was also reported that Penn Dot is publishing popular reports of some of the sites it is responsible for. These are forthcoming and copies should be requested from PennDot. Kurt Carr also presented a copy of the Commonwealth Archaeological Program Report for 1999. A lack of funding was a hindrance to the amount of work that could be accomplished on a site. This program has been habitually underfunded. SPA Archives- Verna Cowin reported that the archives has been officially transferred to Indiana University Regional Archival Department under the direction of Philip Zorch. The Society's future records will be deposited directly to this facility. The letter of transfer will be on record with the Secretary. Annual Meeting Guidelines/Annual Meeting 2000-Mary Alice Graetzer was unable to attend due to weather conditions. The guidelines have been updated with any input from host chapters received by Mary Alice. The Annual Meeting announcement has been mailed and the SPA Spring newsletter will have updated information as well as a repeat of the registration form. The meeting will be held in Williamsport hosted by North Central chapter #8. NEW BUSINESS Annual Awards Nominations/Expenses-Donna George submitted a report from the awards committee stating the need for plaques and masks for the 2000 awards. The committee will be instructed to make the appropriate purchases necessary. The Nominations forms have been mailed to all chapters and officers. A list of past awardees was included for informational purposes. We would like to have nominations that reward out long term outstanding members and the list will serve as a reminder of any omissions. Please return the forms by the stated deadline. Annual Chapter Reports-1999 Chapter activities report forms have been distributed by the Secretary to all chapters. This is a constitutional obligation for all chapters. Please observe the stated deadline. Grant Status and Charitable Organizations-The Society has missed the BHP deadline for grants for some categories. We need funding for Archaeology Month expenses. Investigation of other funding resources is in progress. The Society need not be listed on the Charitable Organization list to be eligible for grants offered by the state. Archaeology and Mining Issues-Kurt Carr has reported that new guidelines, interpretations and recommendations for handling archaeology on mining sites is being presented to all parties, BHP, DEP permitting and site owners. Interpretations are still being discussed as to meaning and limits for preservation of archaeological sites in the way of building or mining operations as well as permitting practices for these sites in controversy. More information will be forthcoming. Council of Affiliated Societies-A request from the Council for help from the SPA during the April 2000 SAA Meeting in Philadelphia has been received. The Council has been given a display area at the SAA meeting for promotional, educational purposes for the 30 Societies represented by the Council. All member societies have been invited to display at the booth. Since the Council is national, we have been requested to provide a local depot for the acceptance of the materials for the booth. The secretary has contacted some Philadelphia locations and is awaiting a response. If no other solution is in place, the State Museum has agreed to accept the mailings and transport them to Philadelphia. 2000 Archaeology Month Planning-The SPA is responsible
for the arrangements for the celebration of Archaeology Month including
poster production, calendar compilation, mailing and mailing costs.
Discussion included the cost which will be considerable for mailing.
Grant deadlines have passed and it will be difficult to cover expenses without
help. A timetable will be developed for poster printing and production
as well as deadlines for calendar events and printing. Volunteers will
be needed to stuff the mailing envelopes and ensure a timely mailing
to members. SPA will plan with PAC to coordinate activities and meet
deadlines. This is an opportunity for SPA to promote the Society with
website announcements and other informational promotions. We need every
chapter to assume a duty to make certain we get the job done. Discussion for the Good of the Society SPA Speakers-A request for Society information, journals and speakers from a high school in Elk County. Since we have no established chapters in the vicinity, we are looking for volunteers or other allied organizations to fill the request. An SPA Speaker list would help to fulfill these requests and would be useful for Archaeology Month Activities as well. All chapters are asked to assess their membership for volunteers and ideas for solving this problem. We cannot promote the SPA if we defer requests to other organizations. Any one willing to work on a seminar or presentation for Elk County should contact the Secretary. The Society mourns the loss of William Strohmeier and Dr. James Hatch.
Dr. Hatch was a past president of the Society. A motion was entered
by Kurt Carr to present a $200.00 donation in his memory to the James Hatch
Undergraduate Enrichment Fund which has been established in his memory in
the Anthropology Department at Penn State University. The motion was
seconded by Mark McConaughey and PASSED unanimously. There being no further business the meeting was adjourned at 1:35
p.m. Respectfully submitted, Judy M. Duritsa
|