Notes from the Last Meeting

IMLS CONNECTING TO COLLECTIONS MEETING
June 17, 2008

The CWAM planning group for the IMLS Connecting to Collections grant application met on Tuesday, June 17, at Hynds Lodge. Present were: Teresa Sherwood, Wyoming Territorial Prison State Historic Site, and chair for this group; Cristina Bird, Old West Museum, Michelle Bahe, Fort Caspar Museum; Deb Person, University of Wyoming Law Library; Jennifer Alexander, Wyoming State Museum; Judy Knight, Laramie Plains Museum; Tina Hill, Wyoming Frontier Prison; and Cecily Goldie, Nici Self Museum.

After introductions, Teresa reviewed the project. She said that the Institute of Museum and Library Sciences (IMLS) undertook a Heritage Health Index (survey) in 2004 to determine the state of collections in American museums. The results indicated widespread neglect in collection care. As a result, the IMLS developed grants for each state to help plan and implement care of collections. The grants will be $40,000 for planning and $500,000 for implementation.

Planning Grant, $40,000:
The Colorado Wyoming Association of Museums (CWAM) has decided to apply for the grants both in Wyoming and in Colorado, and will hope to include all museums, libraries, institutions with collections in both states (although there will be 2 separate applications). CWAM will write the grant, hire a part time employee to organize, and find a point person from each county in the state. Both the University of Wyoming’s survey company and a private survey company have been contacted, and one will prepare a survey for this project; the part time employee will be the liaison between the survey company and CWAM. The grant will be prepared after referring to an application submitted and denied last September as well as successful applications from other states. When the survey is completed, institutions with similar needs will be linked.

Implementation Grant, $500,000:
After the Planning Grant is received, the Implementation Grant will provide training sessions in several categories, and each museum will select which it needs. The process will probably take 2 to 3 years. Teresa will find out whether the grant is for training only or may be used for other activities. IMLS is interested in assuring that each cultural institution has safe conditions, emergency plans, responsible collections persons, and public awareness resulting in public and private support.

General discussion followed.
Museum Assessments: Judy mentioned that Heritage Preservation does museum assessments on site, which would be helpful. She will give Teresa the information about this. She also said that Terri Schindel is now incorporated as Wyoming Museum Training Network, with Judy, Patty Kessler, and Sarah Gadd as officers; it could serve as a funnel-through entity. The Wyoming Cultural Trust Fund might be a source to help with emergency planning.

Participants: The Buffalo Bill Historic Center is considering hiring a conservator, who would be a useful participant to include. Successful grant recipients included in their groups a broad spectrum of participants, such as philanthropic and state entities, and this is why CWAM is spearheading this application. Having a blog site helps make the project inclusive as well. The blog is www.wyimls.blogspot.com. Teresa will also send all the narrative when it is completed.

Point Persons: Cristina asked what the duties of the “point person” would include. She felt there should be standards. Teresa said: The point person for each county needs to compile the following data: name and cost of a meeting facility in your area, cost of advertising for meeting (the meetings will only be held if the grant is funded. Invites can be through email at no cost), reimbursement for GAS and travel costs for those in your area who will have to drive to the meeting location, etc. Essentially, I want to know how much you think it will cost to get all the museums, archives, libraries, etc. in your community to one central location for planning, education on the HHI results and training to take the survey once we get the grant. I'll need these figures for the budget.I'll also need an idea of your hourly salary, whether or not you will be donating your time in-kind or wish to be reimbursed. Also, for ease of the survey, I'll need a list of all the institutions in your county that have collections. I'll need their name, address, phone, primary contact (ideally the individual who cares for the collections) and a secondary contact, i.e. the director.
ALL cultural institutions open to the public that hold or have collections (2 or 3D alike) should be considered part of this project.

Collections: Teresa asked Tina whether IMLS had defined what constitutes a collection, but Tina said this had not been specifically addressed. She suggested that being open to the public might be a requirement; the collection of the Episcopal Church was discussed.

Survey: Since not all museums received a Heritage Health Index survey in 2004, Teresa wants to be sure to include everyone in the planning. This involves finding all museums, alerting them to the coming CWAM survey, and having point people help them prepare for and complete the surveys. After the planning grant is received, we will reorganize. She passed around a list for point person name suggestions, and Judy mentioned asking UW Extension for help with suggestions as well. It is desirable to involve the Sate Museum and the libraries. Teresa will contact Lesley Boughton. Jennifer will talk with Renee Bouvee about possible SHPO/WCTF participation.

Deadlines: Since the grant application is due in October, the point people for each county should be in place by the end of June, and information from each county completed by July 14. Also Teresa needs the list of those involved so she can prepare a real budget estimate. Records of in kind hours spent should be kept by participants.

The group thanked Teresa for her leadership in the project.

Submitted by Cecily Goldie