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AGM Presentation 2021-2022

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Housekeeping

Please place yourself on mute and video off
Attendance: Please enter your full name in the chat bar for our records
Apologies: Please enter apologies with full name of an individual not attending in the chat bar
We have several items to vote on. Digital voting polls will open on your screen and be able to be voted upon for 30 seconds, with results provided after polling closes
There will be a Q+A session after Michael Upton’s presentation. You can ask questions in the chat bar which will be read out at the end.
Enjoy!

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Poll 1: Apologies

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Whakatauki

Ehara taku toa i te toa takitahi, engari he toa takitini - My success is not mine alone, it is the success of the collective

We, as an Association, have made 2021-2022 a great success, and it is due to the hard work, passion and commitment from all of our members that this result has been achieved.

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Poll 2: Confirmation of Minutes of 2021 AGM

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Matters Arising from Minutes of 2021 AGM

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President’s Report

· Beginning the creation of Regional Interest Groups (RIGs) to supplement professionals in regional areas where there is no active branch

· Progressing regional symposiums with a focus on New Zealand GLAMMiR professionals

· Providing digital training opportunities and presentations for our membership

· Re-establishing the equal importance of archives and records through the creation of a dedicated Records Management portfolio on Council

· Guiding the future of professional organisations in New Zealand through attendance and participation at a hui for GLAMMiR organisations in April

· Collaborating on future events and projects with our colleagues at the Australian Society of Archivists (ASA) after renewal of our MoU last year

· Signed an MoU with Open Polytechnic to offer reduced fees for ARANZ members in the Library and Information Studies course.

· About to sign a similar MoU with RIMPA.

· Continued to communicate with our colleagues in the information management sector through bi-monthly Chief Archivist meetings, attending Open Polytechnic Special Advisory Group meetings and progressing multi-organisational special interest group support networks.

· Continued important Advocacy work, which I will go into detail on soon.

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Poll 3: Passing of President’s Annual Report

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Advocacy

Submissions include:

Letter to Chief Archivist regarding COVID Guidance on Information Collected During COVID-19 + Feedback
Advocacy Letter to Palmerston North City Council for a dedicated Archivist Role at the Ian Matheson City Archives (IMCA)
Providing feedback collated by Otago/Southland Branch to Archives New Zealand on the new AIMS Database
Disposal of Lotto New Zealand (Lotto) information and records
Feedback on the New Zealand Defence Force (NZDF) Disposal Schedule

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Events & Initiatives

Meetings with Chief Archivist(s)
Lunchtime Kōrero Brown Bag Lunch
Collaboration

GLAMMiR Hui
MoU’s (Open Polytechnic + ASA + RIMPA)
Joint Events (SLANZA + RIMPA)

Website Redevelopment - In Progress
Presentations to Te Herenga Waka - Victoria University and Open Polytechnic Students
Part of Open Polytechnic Special Advisory Group (SAG) + Submissions

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Otago/Southland Branch

Advocacy: Improvements to Dunedin City Council Archives Facilities; Submission to the Hocken Review Panel

Monthly Information and Records Managers Group Meetings

Lunchtime Kōrero Sessions:

Careers and Stories from Records Management and Records Managers
Regional Show and Tell

Tū Tonu Project with Otago Museum

Spotlight Posts on Archives in Otago and Southland

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Wellington Branch

My Life in Archives - Dr Abi Beatson

Annual Christmas Party

Lunchtime Kōrero Sessions:

COVID impact on public facing roles for libraries and archives, and service delivery
Sole Archivists Discussion Panel

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Central Districts Branch

Annual Christmas Lunch

Sole Archivists Day Out - tours of Massey University Archives, Palmerston North City Council’s Ian Matheson Archives, Archives Central and The Coachhouse

Digital presentation, Discover Recollect with Wellington City Archives and Massey University Archives

Webinar with Office of the Privacy Commissioner

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Council Portfolio Reports

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Financial Report: Revenue vs Expenses

Revenue	Expenses	Surplus/(Deficit)
$20,477	$16,029	$4,448
Down from $5,072 from 20/21	Down $13,209 from 20/21	Diff of $8137 from 20/21 deficit
Primarily membership fees	1x Archifacts	COVID – reduced in person meetings
Interest	Insurance, audit fees
No conference	1x Award scholarship
	No conference
	Council meeting costs

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Financial Report: Resources

Ended the year with $155,743 in the bank.
Auditor did not encounter any significant difficulties
Bank balances are looking good, but we still need to be careful as income has been declining.
Our primary income stream is from membership - does not cover the costs of our biggest expenses of Archifacts, Council running costs, audit and insurance fees.
Fortunately, interest rates have increased for the savings held.
Draft budget for 2022-2023 shows there will most likely be a loss.
Working towards events in 2022-23 to increase revenue and turn to profit

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Poll 4: Passing of Financial Report

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Poll 5: Re-Appointment of Auditor

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Archifacts

Double the size of 2021
Diverse range of articles across time and cultures
Obituary Sir Michael Cullen
Publication - December 2022

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Archifacts Vacancy

Perfect chance to upskill and add to the CV
Editor role, with Co-Editor roles as ex-officio considered
You don’t have to work in Archives or at any particular role to do these jobs
“How To” Guide already in place to produce next edition, with hand-over from current Editor
Support from reviews editor and proofreading team
Network of professionals to contribute and engage with for sourcing articles
Commitment: 3-10 hours a month, February to December
Work on a combined ASA/ARANZ edition for early 2024 will be started on

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ALERT

We have had two Alert editors this year, Haylee Alderson and Jennie Hood

Four editions of Alert newsletter have gone out to members this year which have been well received

We have covered news from the ARANZ Council, and archive and records related news from Aotearoa and stories of international interest.

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Membership

Our membership fees remain steady for 2022-23 and are still lowest in NZ for GLAMMiR sector

Current members are 262, down

from 283 in September 2021

Passing of Honorary Life Member

Sir Michael John Cullen, KNZM

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Poll 6: Election of Officers

Evan Greensides - President
Kathleen Stringer - Secretary
Abby Wharne – Council Member
Jennie Hood – Council Member
Nathan Chicken – Council Member
Haylee Alderson – Council Member
Danielle Campbell – Council Member
Michael Upton – Council Member
Brad Wija – Council Member
Jennifer Jeffery – Council Member