DOVE Meeting Minutes 06/10/10

DOVE met on 06/10/10 at The University of Virginia, Office of Development and Public Affairs. Attendees included Sonia Yaco (Old Dominion University), Patrice Grimes (University of Virginia), John Kern (Division of Historic Resources – retired), Bob Vay (George Mason University), Tonia Graves (Old Dominion University), Michael Robinson (University of Virginia), Emma Edmonds (University of Virginia), Ted Delaney (Washington and Lee). Carolyn S. Parsons (University of Mary Washington) chaired the meeting.

1. Project Update and Regional Task forces

  • Sonia presented a slideshow about DOVE and briefly reviewed DOVE’s two year history.
  • Sonia announced that there is an opening for somebody to chair the Eastern Shore Regional Task Force.
  • Sonia thanked The University of Virginia, Office of Development and Public Affairs for hosting the meeting and generously providing lunch.

a. How to recruit volunteers for region task forces

  • Each region is forming a task force to direct local surveying, including recruiting and training volunteers
  • Suggestions were made of who regional chair should consider recruiting for their regional task forces
  • b. The recruiting discussion morphed into a discussion about roles needed for DOVE’s success and recommendations for potential records. Places to consider as potential sources for records, regional task force members and volunteers include:

  • School boards-especially school board secretaries (consider asking them to volunteer)
  • Historical societies
  • Civic leagues
  • Civic leaders
  • Fraternities/sororities
  • Real Estate Agents
  • Public Libraries – Virginia or local history rooms

c. Communication tools – Google Docs demonstration
A demonstration of how to use Google Docs to track surveying of repositories regions was given. Directions and passwords are included in the surveying procedures manual

2. Surveying procedures manual

  • Bob Vay presented a draft manual developed mainly as a result of the training session from the last meeting and asked for us to submit comments and suggestions.

3. Grants

  • Tonia Graves gave a brief presentation on grant basics and led a discussion of how DOVE volunteers can help including
    • Searching for and reading grant proposals
    • Experience developing budgets
    • Editing/proofreading skills
    • Grant writing experience
    • Identifying individuals/organizations to contribute letters of support
  • How to get them/ what we want funded – Activities that grants often support and are what DOVE wants funded include:
    • Programming
    • Curriculum development
    • Research
    • Travel
    • Individual Education/Training

Part of this discussion included identifying disciplines, in addition to history, that might benefit from DOVE such as education, women’s studies, anthropology, journalism, and rhetoric and new media.
A suggestion was made to put on the DOVE website stories of why people donated their school desegregation collections to an archives or allowed them to be surveyed.

4. Planning for MLK Jr. Memorial Commission partnered fall 2010 training/surveying sessions

Sonia announced that the MLK Jr. Memorial Commission has agreed to sponsor training/surveying sessions in the four areas whose schools were closed due to Massive Resistance. Potential sites for these sessions include public libraries in Fairfax, Charlottesville, Front Royal and Norfolk. The sessions are planned to be one day events that will feature hands on training in surveying records for the first half of the day hands on records surveying for the second half of the day.

5. Next meeting – location and agenda items?

The next meeting is tentatively scheduled for early/mid September in Prince William County.