DOVE Meeting Minutes – July 14th, 2009

George Mason University

Present: Co-Chairs: Dr. James Sweeney and Sonia Yaco, Old Dominion University
Bob Vay, George Mason University; Jennifer McDaid, Library of Virginia; Jefferson Moak, NARA; Charles Ford, Norfolk State University Nicole Dressler and Tonia Graves Old Dominion University; Francine Archer, Virginia Department of Education; Bea Hardy, William and Mary;

1. Updates – Sonia Yaco
* The Virginian-Pilot article on DOVE generated a number of positive responses from around the state. http://hamptonroads.com/node/510501
* Letter of support from Delegate Paula J. Miller, Delegate, 87th House District
* Letter from Conley Edwards. Library of Virginia supports the effort to raise awareness of the project’s public value, but they declined to actively participate in DOVE activities due to lack of funds. Although they were concerned about the overlap between the DOVE project and the Virginia Heritage Project, members discussed that DOVE is a more active, inclusive, centralized, and thematic project.
* DOVE table at AARP Diversity Conference, Thursday Nov. 12, 2009 Richmond
* DOVE invitation for next MLK Commission meeting. Date to be announced.

2. Letter to Repositories – Charles Ford discussed the initial contact letter for taskforces to send to repositories that he drafted. A follow up letter also will be needed.

3. Report from grants subcommittee – Tonia Graves

We identified two kinds of grant needs for DOVE:
1. Grants that would fund the DOVE organization itself. This would include monies for the expenses of DOVE meetings, regional task force meetings, monies for training surveyors, monies for interns, archival supplies to distribute to small archives to encourage records preservation.
2. Grants that would develop transform the DOVE catalog into a resource for educators. This new expanded database could be displayed as a map and a timeline similar to the Jefferson travel history browser done by the Virginia Center for Digital History at University of Virginia.

4. Geographical Boundaries for DOVE regions – Francine Archer presented potential cities and counties break-down for regional taskforces. VDOT vs. DOVE vs. Dept of Ed regions were compared. A modification of the original DOVE regions was agreed to. Chairs should revise this list. Members should send suggestions/comments to Frances.

Region 1: Southwest, Chair: TBD
Includes Cities: Bristol, Clifton Forge, Covington, Galax, Norton, Radford, Roanoke, Salem.
Counties: Alleghany, Bland, Botetourt, Buchanan, Carroll, Craig, Dickenson, Floyd, Giles, Grayson, Lee, Montgomery, Pulaski, Roanoke, Russell, Scott, Smyth, Tazewell, Washington, Wise, Wythe

Region 2: Southside, Chair: Lucious Edwards
Includes cities: Bedford, Danville, Emporia, Lynchburg, Martinsville, and South Boston
Counties: Amelia, Amherst, Appomattox, Bedford, Brunswick, Buckingham, Campbell, Charlotte, Cumberland, Franklin, Greensville, Halifax, Henry, Lunenburg, Mecklenburg, Nottoway, Patrick, Pittsylvania, and Prince Edward

Region 3: Hampton Roads, Chair: Charles Ford
Cities: Chesapeake, Hampton, Newport News, Norfolk, Portsmouth, Suffolk, and Virginia Beach.

Region 4: Greater Tidewater, Chair: Bea Hardy
Cities: Franklin, Poquoson, and Williamsburg.
Counties: Accomack, Gloucester, Isle of Wight, James City, Lancaster, Mathews, Middlesex, Northampton, Northumberland, Southampton, Surry, Sussex, and York.

Region 5: Piedmont, Chair: Brian Daugherity
Cities: Colonial Heights, Hopewell, Petersburg, and Richmond.
Counties: Charles City, Chesterfield, Dinwiddie, Essex, Goochland, Hanover, Henrico, King and Queen, King William, New Kent, Powhatan, Prince George, and Richmond.

Region 6: Northern, Chairs: Bob Vay and Derek Gray
Cities: Alexandria, Fairfax, Falls Church, Fredericksburg, Manassas, and Manassas Park.
Counties: Arlington, Caroline, Fairfax, Fauquier, King George, Loudoun, Prince William, Spotsylvania, Stafford, and Westmoreland.

Region 7: Northwestern, Chair: Ted DeLaney
Cities: Buena Vista, Charlottesville, Harrisonburg, Lexington, Staunton, Waynesboro, and Winchester.
Counties: Albemarle, Augusta, Bath, Clarke, Culpeper, Fluvanna, Frederick, Greene, Highland, Louisa, Madison, Nelson, Orange, Page, Rappahannock, Rockbridge, Rockingham, Shenandoah, and Warren.

5. Progress of regional taskforces – Bea Hardy

Some regions have begun contacting people to serve on regional boards. Bea suggested contacting United Way for volunteers. AARP also suggested. She’ll send notice to MARAC calling for volunteers. Taskforces should meet by early October.

6. Brochure – Members received a draft of the brochure written by Peter Jones and Brian Daugherity to look over and make changes where necessary.

7. Survey Forms – Sonia Yaco

Members received the drafts for the following:
Record Survey Form:
Outline for Volunteer Training:
Permission Agreement for Use of Collection Descriptions Form:

Changes to the survey form based on Virginia Kinman and Nicole Dressler’s ‘test drives’ were discussed. Virginia set up a repository survey status form in Google docs. Bob Vay will develop this into electronic filing system for regional taskforces. These forms could be made electronic to make more accessible. No objections were made to the forms.
Jennifer offered to help train for surveyors.

8. Future meetings

Regional taskforce meetings – late September, early October
General meeting:
Longwood University in Farmville, tentatively scheduled for November 19, 2009.
William and Mary, tentatively scheduled for February, 2010.

Revised: 8/3/2009

DOVE Meeting Minutes – May 12, 2009

Virginia State University

Present: Dr. James Sweeney and Sonia Yaco, Co-chairs; Nicole Dressler, Old Dominion University; Jennifer McDaid, Library of Virginia; Virginia Kinman, Longwood; Jefferson Moak, NARA; Peggy McPhillips, Troy Valos, Norfolk Public Library; Charles H. Ford, Norfolk State University; Francine Archer, Brian Daugherity, Virginia Commonwealth University; Va. Department of Historic Resources; Lucious Edwards, Virginia State University; Derek Gray, Washington D.C. Public Library; Bea Hardy, Peter Jones, William and Mary

1. Status of Project – There are six regional task forces.
1. Tidewater Bea Hardy, Director of the Special Collections Research Center at the College of William and Mary
2. Valley of Virginia- Ted DeLaney, History Department, Washington and Lee
3. Eastern Shore and Southside – Lucious Edwards, Head of the Special Collections & Archives at Virginia State University
4. Northern Virginia – Derek Gray, Washington D.C. Public Library and Bob Vay, George Mason University
5. Southwest – chair needed
6. Piedmont – chair needed

2. Bea Hardy led discussion on regional task force methodology
1. Taskforces should try to have media representation because the media may have school desegregation material and so that they can help to publicize DOVE.
2. These task forces will survey libraries and archives – ideally a pair, a historian and an archivist.
3. Charles Ford will be writing a letter to give to repositories before we go visit them. The letter will list the topics DOVE seeks to document including the role of integration, segregationist groups, and busing in Virginia schools. A draft of the letter will be available at the next DOVE meeting.
4. There may be out-of-state repositories that hold Virginia records. Dove may need to send survey forms to these repositories instead of traveling to them.
5. Survey form design:
* First draft is completed and is available on the DOVE website.
* Those present agreed to ‘test drive’ the form on collections at their own institution and suggest changes to the form.
6. It was suggested that we use Google docs to keep track of which repositories have been surveyed
7. Among the groups to be contacted by taskforces are: scholars, reference archivists, historical societies (as a conduit to the public), churches (church bulletins), courthouses, teacher unions, realtors
8. Francine Archer will come up with a list of which counties are in which DOVE regions
9. Training surveyors. Because there will be different kinds of people doing surveying, training should be aimed at a variety of audiences. Possible training text and video online and in-class training, as well as on-site repository. Break into segments – 1) for people unfamiliar with the history of desegregation 2) for people unfamiliar with archives etc. Surveyors should be periodically re-trained to insure consistency. Maybe just retrain taskforce chairs.
10. Data entry will be done by regional taskforces so that they can do quality control on work done. ODU will do metadata cataloging.
11. Schedule of tasks – additions to DOVE timeline: Regional taskforces should be formed by September 1.

3. Peter Jones led a discussion about the content for a DOVE brochure. He and Brian Daugherity agreed to write the brochure this summer. Sonia Yaco will do the design and layout. Bea Hardy will pay to have 1000 copies printed at printer. A PDF file of the brochure will go on the DOVE web site so taskforces can print off more copies as needed. Send it throughout Virginia communities, possibly to community newspapers, the Chambers of Commerce, and other local organizations.

4. Catalog – A status flag should be added to the catalog – ready to be public, still under review, not yet cataloged, etc.

5. Charles Ford discussed possible grants for DOVE. Charles, Jennifer McDaid, Brian Daugherity and Sonia Yaco will work on the grants. We will address the development and progress of possible grants at the next meeting

6. Next meeting will be hosted by Bob Vay at George Mason University on Tuesday, July 14. We hope to include the Arlington Public Library in the meeting.
Agenda items for the next meeting :
* Brochure
* Grants
* Progress of regional task forces
* Geographical Boundaries
* Surveyor Form
* Letter to Repositories

Revised: 6/12/09

DOVE Meeting Minutes November 16, 2009

Longwood University
Virginia Kinman Chairing

Attendance – Charles Ford (Washington & Lee), Larissa Smith Ferguson (Longwood), Aaron Purcell (Virginia Tech), Sherrie Bowser (Virginia Tech), Marc Brodsky (Virginia Tech), Lacy Ward, Jr. (R. R. Moton Museum), Brian Daugherity (VCU), Lucious Edwards (Virginia State University), Kelli Palmer (U.Va), Virginia Kinman (Longwood), Lydia Williams (Longwood), Jennifer McDaid (Library of Virginia), Emma Edmunds (U Va), Bob Vay (George Mason University), Sonia Yaco (ODU)

Introductions

Update with Sonia – Jim Sweeney is leaving as Chairman. She suggested Brian Daugherity of VCU as Co-Chair of DOVE. There were no objections from those in attendance. She showed a Power Point presentation of the project summarizing progress to date.

Brochure – Brian Daugherity passed out a computer printed version of the new DOVE brochure. A PDF version of the full color brochure will be on DOVE website. The committee discussed the brochure, its layout, and construction. Full color version will be available. College of William and Mary is picking up the cost for this. We have a willing volunteer for the Eastern Shore but DOVE is still in need of a regional chair. Lucious will check with someone at University of Maryland, Eastern Shore, who might be able to help with it. Aaron Purcell asked about the materials at each of the participating institutions’ college/university records . Should we add this information to the brochure along with private and non-denominational K-12 schools? Because the brochure has already been printed, this change will have to be made in the next version.

Sonia discussed grants. Regarding Mellon grants, DOVE would need to be “invited” by them to apply. When contacted, Mellon said that they will not invite DOVE to apply. After some tweaks a grant will be ready for an NHPRC application next October (2010). She is also looking at a Virginia Foundation for the Humanities grant for training, expenses for the regional task forces, and archives management for private records holders such as the Nansemond-Suffolk Academy to preserve records found there. DOVE is considering a type of “archives tool kit” (acid free materials and handling instructions) for places that have records to help get them started.

The question of “What do we want from the grant?” arose. Several members brought up different aims such as: digitization, travel, or training. As grants are being prepared, we will need to each collect letters of commitment from our institutions from officials as far up the chain as possible (library director and up). Letters of support will be good to have as well. Lacy Ward will compose a draft letters of commitment to review by the next DOVE meeting.

We had a discussion about digitization and use of the DOVE records interface. We discussed whether or not the interface could be adapted to use digital objects created with grant money. The field entitled, “Relation” on the DOVE catalog should be renamed to make it clear that this is for the URL of an online catalog or a digital object. More discussion about digitization included the question: “How will our digitization grant be innovative or different?” – that granting agencies will ask. We decided it will be different because we will be working with local, higher-ed, and private agencies for one goal. No other state is doing a project like this. Perhaps a planning grant might be helpful just to help get started. There was discussion about the SHRAB course. The Prince Edward project should be a good prototype for the larger grant. Should digitization and preservation be added to DOVE’s stated goals?

Brian Daugherity– MLK Commission

Virginia’s Marin Luther King Jr. Commission has commemorated Brown v Bd., Massive Resistance, and now Desegregation (1958-1959). The Special Subcommittee on the 50th Anniversary of Public School Closings in Virginia will be holding town hall meetings in locations in Virginia where public schools were closed to prevent integration – Prince Edward, Charlottesville, Norfolk, etc, including Warren County (Tuesday, December 1 at 3 PM). Bob Vay will try to get to that. Trying to decide whether Prince Edward County will need to develop a new film or use existing ones as a teaching tool. Hoping to create a list of Virginians involved in desegregation and massive resistance. The King Commission gives grants (ask Brenda for details). We should do a grant application (they are offered in the $2,500-$7,500 range).

Regional News

Bob Vay reported nothing new for his regional task force but has made contacts with Fairfax and Prince William Counties for government records. Lucious has been focusing on private collections up until now. He will begin focus on public collections again. The Norfolk School Board meeting minutes from the mid-1960s to 1980s, thought to be lost have reappeared again. Charles Ford is constituting his committee for Hampton Roads in the fall.

Task Force Survey Methodology

Discussion continued as to how DOVE will conduct the surveys. Shall we use a region or locality as a model? Perhaps Prince Edward County might be best example for DOVE. What types of people will be best for canvassers? Definitely retired people, who have time and those who lived through this era, as they will have the experience, knowledge, and passion for this project. We will need to get K-12 teachers and retired teachers involved in order to package it as a classroom project. Good contacts are also tourism, economic development, historical societies and other local entities. Sonia went over all of the resources available on the DOVE website (survey, data dictionary, etc.)

Next Meeting

A conference call is set for regional task force members on Thursday, December 17 from 10-11 A.M. Chairs will discuss how we will proceed. Next general meeting will be late January at William & Mary. The meeting will have two parts: a training session and a general meeting. The training session will also serve as a dry run for training volunteers. We will then discuss the timeline of historical waypoints that we can use as a background document for our research that Charles Ford, Lucious Edwards and Larissa Ferguson will have created. Sonia will train us on how to do a records survey. In the general meeting portion we will discuss grant deadlines and letters of commitment.

Revised:12/7/09

DOVE Meeting Minutes – March 2, 2009

Washington and Lee University

Present: Ted DeLaney, Katie Sinks and Victor Jackson, Washington and Lee University; Charles H. Ford, Norfolk State University; Peter Jones, William and Mary; Sonia Yaco, Old Dominion University – co-chair

Prevented from attending by snowstorm: Ervin L. Jordan, University of Virginia; Peter Wallenstein, Virginia Tech; Virginia Kinman and Lydia Williams, Longwood University; Jennifer Davis McDaid, Library of Virginia

1. An overview of the project was presented by Sonia Yaco. She also demonstrated the DOVE catalog.

2. Ted DeLaney volunteered to be the regional taskforce chair for Valley of Virginia. Katie will be working with him this summer on school desegregation research. We discussed who would have relevant material in Valley of Virginia. He mentioned several collections at W & L that should be added to the DOVE catalog. After the meeting, Sonia and Charles did a records survey of the W & L holdings on school desegregation. Ted will compile a list of known school board minutes and school administration files in western Virginia, including a list of individual schools desegregation histories in Botetourt school district. He also mentioned that all colleges in the state are likely to have files on their own desegregation process in Board of Trustees/Visitors minutes, presidents’ papers and other series. Student newspapers may or may not have covered this topic.

3. Interest was expressed in the development of an online help screen for the DOVE catalog.

4. The following stakeholder groups in Norfolk were suggested as potentially having school desegregation records: the Norfolk Academy, Bayview Baptist, Epworth Methodist and St. Paul’s.

5. The type of material should be included in the DOVE database was discussed. It is not intended to be a bibliography of secondary sources. However, self – published material not widely available should be included.

6. Future meetings:

a) Jim Sweeney and Sonia Yaco will be presenting on DOVE at the Virginia Forum, April 24-25.

b) For the May meeting, it was suggested that two items be posted on the DOVE web site so that they could be reviewed beforehand:

A draft of the records survey instrument that will be used by regional taskforces. Sonia Yaco created this and has published this here.

A proposed timeline for project. Tonia Graves and Sonia Yaco developed a draft timeline. It is published here.

c) The group suggested that regional taskforces meet in July rather than holding a centralized DOVE group meeting

Revised: 3/12/09