Draft: unapproved minutes
ADHO SC Meeting
UVic June 17, 2005
Present: Espen, Chuck, John, Julia, Lorna, Ray and Harold
Apologies: Laszlo
Minutes taken by Lorna Hughes
Agenda
1. Appointment of ADHO Chair
2. Reports, charges and representation of ADHO committees: Conference, publications
3. Reports and charges for ADHO Activities: Conferences, outreach, member services.
Lorna Hughes agreed to Chair the meeting at the beginning.
1. Election of Chair of the ADHO SC
Harold proposed John as Chair, Chuck seconded the motion, there were no other nominations, the motion was carried - votes for the motion: Harold, Espen and Chuck. John was elected Chair of the ADHO SC for a period of one year.
There was discussion about how the Chair should be selected at the SC meeting - it was agreed that a description of this process needs to be added to the ADHO Governance protocols. It was agreed that the procedure is as follows: A non-voting member should chair the start of the meeting and oversee the election of the SC Chair, then cede the Chairing of the meeting to the newly appointed Chair.
After appointment of John to the Chair of the Steering Committee, Lorna ceded the chairing of the meeting to John.
2. ADHO Committees
A. Conference coordinating committee - this committee needs a chair and two representatives. Espen has been nominated by ALLC, Julia has been nominated by ACH, Susan Hockey will be approached to be Chair. Harold will contact her so that the CCC can be in place as soon as possible. John will ask the 2006 Programme Chair to invite the CCC representatives at the conference to attend the PC meeting on Saturday June 18th at 12.30.
Charge to CCC on ADHO conference organization:
It was agreed that the CCC Chair should make a visit to the local organizer of each ADHO conference, with the chair of the programme committee. The CCC should make a proposal to the ADHO SC that a budget should be allocated to this. This should be an ADHO expense, as there are measurable, positive benefits from making this visit.
The CCC should continue to develop the Annex to the Conference Protocols. Julia is also developing conference checklist for organizers. Eventually enough guidelines may mean that organizing the conferences is an easier process.
2. Publications committee: - this committee needs a chair and two representatives.
Edward Vanhoutte has been nominated as ALLC representative.
Steve Ramsay has been nominated as the ACH representative
Geoff Rockwell will be asked to continue as Chair.
Charge to the Publications committee for the coming year:
Develop a publications protocol. There is nothing approved in terms of charge for publications group. The Publications Committee needs to develop this over the next year. The document should be a similar document to the conference protocol, which can be used as a model (Geoff's publications protocol developed in 2004 can be used as a basis).
The publications protocol should include information about the publications committee representatives, and the process by which they are selected.
3. ADHO Activities
A. Conferences:
The Committee discussed the selection of the 2007 Programme committee:
ALLC representatives
Elisabeth Burr
Jean Anderson
Paul Fortier
Paul Spence
ACH have appointed 5 representatives, 3 of whom are nominated as candidates for chair:
Christian Wittern (Chair)
Ray Siemens (Chair)
Natasha Smith (Chair)
Kevin Hawkins
David Hoover
There was a discussion about the slate of the 3 candidates for programme chair.
It was agreed that Laszlo should be involved in this discussion - Lorna can send the slate for Chair to the ADHOC SC list so that this vote can be taken electronically.
B. Outreach
i. It was agreed that the ADHO should develop policies and procedures for recruitment of new Associations in the Alliance, and develop policies that can be followed in the event that someone wishes to establish a new Digital Humanities Association. ADHO should develop a "starter package" that we can offer to people in Australia, Japan, South America, etc, which they can look at with a view to starting an association.
ii. It was agreed that the ADHO SC will aim to conclude their membership consultation with COSH-COCH within the next 6 months, ie, by end of December 2005.
C. Member Services
It was agreed that OUP should be asked to send flyers, etc to this conference. The CCC should also develop a list of conferences to which OUP should send copies of the fliers and publicity materials.