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.
* 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

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