[Lnc-business] Email Ballot 2017-06: Move Archive Records to CO

[Alicia Mattson]

I understand that this is an attempt to be practical, but I still have some
concerns.

Regarding Daniel Hayes' previous comments that the ED could just do this, I
disagree.  The LNC had set a particular budget for this project, and the ED
is limited to 110% of that budget.  A doubling of the budget requires LNC
approval.

Keep in mind that if it takes $5,000 to move it to Colorado, it will at
some point take another $5,000 to move it back to Virginia.

Besides the "hit by a truck" scenario that Mr. Demarest already noted,
there's also the reality that none of us can be certain that we will be on
the LNC next term.  If we're talking about a large enough volume that it
takes a 20' UHaul truck to move it, is it realistic to think that amount of
material can be organized and scanned before the end of the term next
June?  Is it overkill to send this kind of volume?

Having spent some time digging through these materials a few years ago, I
know there are a LOT of boxes of old membership forms with hand-written
signatures on the membership certification.  I don't imagine those going
online for the world to see, so why ship 50 boxes to Colorado and back?

I don't recall a terribly high percentage of those files being things that
are of historical value that would belong in an online archive.  Some of it
was, but much was not.  Old invoices and vendor contracts.  Miscellaneous
contents of the desk drawers of former employees.  Is there really enough
historical material to fill a UHaul?

I think the materials with historical value could easily be shipped via
commercial carrier for much less than $10k round trip plus the employee
cost to drive it to Colorado.

-Alicia



On Fri, Mar 24, 2017 at 1:02 AM, Alicia Mattson <agmattson at gmail.com> wrote:

> We have an electronic mail ballot.
>
>
> *Votes are due to the LNC-Business list by April 3, 2017 at 11:59:59pm
> Pacific time.*
> *Co-Sponsors:*  Harlos, Hayes, Bittner, Demarest
>
> *Motion:*
>
> Move to budget an additional $5,000 (budget line 90) to relocate the
> historical records in the Duke Street basement and in the off-site storage
> facility to a location in Colorado to be determined by Historical
> Preservation Committee Chair.  The facility will be paid by for and under
> the control of the LNC and will be obtained at a cost equal or less to the
> price paid for the similar facility in Virginia.  The Executive Director
> will be directed to send out up to two fundraising emails to cover this
> expense and the prior budgeted Historical Committee expense (credit to
> budget line 25).
>
> -Alicia
>
>
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