HISTORICAL PRESERVATION COMMITTEE 
(REVISED 2004)

Purpose:  To preserve the history of the Oregon Association of Municipal Recorders

Responsibilities:

a.                  The President shall provide lists of all committee members and special awards/recognitions given to members to be included in the official history of the Association.

b.                  The Historical Preservation Committee shall provide the Newsletter Committee a list of specific photography needs for the annual conference.

c.                   The Conference Committee shall provide five copies of the conference programs for the use by the Historical Preservation Committee.  One copy should be for the scrapbook, one for the Historical Preservation Committee records and possible additional copies as may be necessary.

d.                 The president shall provide written statements to the Historical Preservation Committee following the conference about recipients of the President’s Award, Recorder of the Year, and other awards.

e.                  The Historical Preservation Committee shall store the older scrapbooks and bring them to each annual meeting.

f.                    The Historical Preservation Committee shall maintain the roster of officers, and conference locations.

g.                  The Historical Preservation Committee shall maintain a list of all CMC’s and MMC’s.

PROPOSED DUTIES

The Historical Preservation Committee’s scrapbook is the history of the organization, whereas the President’s Album represents the President’s year of meetings, and representing OAMR at IIMC and other state association conferences. 

• SUPPLIES: 
  • Preferably, use 3-ring, 2-inch locking notebook instead of photo album in order to use sheet protectors for photos and add copies of newsletters. 
  • Use 8-1/2 x 11 inch archive Acid-Free Scrapbook paper (not construction paper). 
  • Put completed pages in archival-safe sheet protectors, to protect photographs from fingerprints, scratches, etc. 
  • More than one year can be put in notebooks, but separate with an index tab to indicate the year(s). 
• Journal/label photos as much as possible. 
• To create interest on pages, use a solid color acid-free paper, and contrasting scrapbook paper to highlight or mat photos.  Use of colored inks, labels, computer art-clips, templates and other scrap booking tools will also add interest.
• NOTE:  The OAMR Newsletter Committee designates an official photographer to take photos at the Annual Conference.  If special photos are needed at conference, ask the designated photographer to take them.  Ask that they obtain names of all participants in order to identify photos later in the Historical Notebook. 
• The OAMR Newsletter Committee provides a CD with photos to the Historical Committee.  Print out photos on photo paper, preferably by a photo lab to get the best quality photo as possible for long-term prints.
• Photos can either be distribute among Committee members, along with paper, or have a “scrap booking” party to prepare photos pages.  Add journaling.  Photos can be put on both sides of the paper, so planning is essential. 
• Prepare List of officers, committees, Professional development participants, members who received CMC, MMC steps during past year.  Add copies of newsletter to notebook.
• ORDER OF SCRAPBOOK: 
  • Cover for year
  • List of Officers
  • List of Committees
  • Professional Development participants during the past year
  • Members receiving certification from IIMC – CMC, MMC steps.
  • Photos
  • Newsletters
• PHOTOS TO INCLUDE FROM CONFERENCE: 
• Current officers
• Regional member photos
• Out of State Guests
• Past Presidents
• Newly installed officers
• Speakers
• Special events (President’s Reception)
• Banquet – Swearing in, New Officers, Award Recipients (as presented and later with President)

 Update President’s Board – with photos of Out-going President and Award Recipients.  Make a different colored mat for each year to frame each photo.  Use a clear plastic sheet to put over photo to prevent scratching.  Add names, Jurisdiction, Year and Award. 

STORAGE: 

Following the annual conference, Historical Preservation Committee will store Historical and President’s Photo albums (in plastic tubs) and President’s/Recognition Boards (in carrying case).  The boards do not require an easel for display.