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KENTUCKY - TENNESSEE
Society of American Foresters
Report of the History Committee
Kentucky -
Tennessee Society of American Foresters
January 23, 2002 Winter Meeting Pine Mountain State Park, KY
On March 14, a final report on the Archive Grant was sent to the National Office and the K/T Chairman. A copy of the final report is attached. On April 13, 2001 our Guide to the Records of the Kentucky – Tennessee Society of American Foresters was put on the Eastern Kentucky University library Web Site. It can be accessed by logging onto : www.library.edu/SCA.invent.htm.
I am again attaching the Records Management Guideline with annual summary format. This needs to be used to insure that our records reflect our activities over the past year. If these records are not maintained we will be revisiting old issues and never moving on to address new pressing issues.
Each member of the executive committee present at the winter 2001 meeting received a updated copy of the Officer Handbook with the Records Guide, Chronicle and Histories included. I have three additional copies for distribution. I also have some additional copies of just the Records Guide, Chronicle and Histories.
It is important that I receive all written historical records from the executive committee at the end of the winter meeting so that they can be added to our Archives.
/s/ Richard A. Wilcox
Richard A. Wilcox
History Committee Chairman
Kentucky – Tennessee Society of American Foresters
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KENTUCKY - TENNESSEE
Society of American Foresters
Final Archive Grant Report
March 14, 2001
In
February 2001 I sent to the national office a grant report which included the
attached report given at our winter Kentucky – Tennessee meeting. Along with
the report I sent a copy of the documents described. A vello bound copy and one
loose copy (that can be duplicated) of the Guide, Chronicle, Histories and
Detailed Inventory were included with the financial statement.
On
March 8th Charles Crail, Rick Wilcox and Cindy Wilcox met with the
President and Provost of Eastern Kentucky University for a formal presentation
of our Guide and records to the University Archives.
Attached
is a bound copy of:
1.
Guide to the Records of
Kentucky – Tennessee Society of American Foresters.
2.
Detailed Inventory of
Kentucky – Tennessee Society of American Foresters. (This was combined into one
document for our purposes. EKU wanted two separate documents to fit their usual
format.)
3.
Chronicle of Kentucky –
Tennessee Society of American Foresters 1943 – 2000
4.
Histories of Kentucky –
Tennessee Society of American Foresters 1942 – 1947, 1948-1959, 1960 – 1979,
List of Officers & Awards 1943-2000, 1943-1971.
I
recommend that this bound copy be placed in the national archives. One bound
copy is in the Kentucky – Tennessee Society archives at Eastern Kentucky
University. A copy is in the Archives guides collection, a copy was presented
to Charles Crail and I have retained a copy. There is an additional bound copy
if needed.
Eastern
Kentucky University has not yet put the documents listed above on their web
site. I have already updated the Guide and the Detailed Inventory to reflect
new material added to the archives since January. So the web site will be more
up to date than the present bound materials. When the material is put on the
web it will be located at www.library.eku.edu/SCA/invent.htm.
This
completes the Centennial Celebration Archive Grant. If you have any comments or
need additional copies of the documents contact me at Richard Wilcox, 1080
Iroquois Drive, Mt. Sterling, KY 40353 or rwilcox@fs.fed.us.
Sincerely,
/s/
Richard A. Wilcox
Richard A. Wilcox
History Committee
Chairman/Centennial Archivist
Kentucky – Tennessee Society
of American Foresters
Records Management Guideline
Kentucky
- Tennessee Society of American Foresters
Purpose and Need: The Kentucky -
Tennessee Society of American Foresters has provided a forum to promote Forest
Practices in Kentucky and Tennessee, a support organization to improve the
practice of Forestry by its members and a clearinghouse for Forestry
information in the two states. The effectiveness of the organization is
improved by retaining the information, discussions and decisions that have
occurred in the past so that the profession can move forward and build upon the
past without having to reconstruct the past to move forward. Therefore: The K/T
Society will maintain a record of its actions for reference by future members
of the organization and society.
I. Records Management:
The Section archives are housed at Eastern
Kentucky University main library archives in Richmond, KY. The K/T Section has
archival records dating back to the inception of the Section in 1943. Section
historians have completed two brief statistical histories in the past. One
dates from 1943 to 1959, the other was a brief summary given as a speech at the
1971 winter meeting.
II. Needed Records: The following annual
records are considered the minimum necessary to provide a reasonable history of
the Kentucky-Tennessee Society and should be archived
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Document |
Information Within |
Document (Information. Within) |
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Annual Winter Meeting |
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Chairman Correspondence |
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Executive Committee Meeting |
Motions, Issues, attendance |
Secretary Correspondence |
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Business Meeting |
Motions, Issues, attendance, meeting
attendance |
Other Special Events and Projects (Issues) |
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Committee Reports Attached |
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Foresters Fund Events (issues) |
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Treasurers
Report |
Past Year Receipts/Expenditures &
balance |
Policy Committee
Correspondence (issues) |
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Proposed
Budget |
Proposed Budget |
Position Papers |
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Membership
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Membership as of Dec. or Jan. |
Ad Hoc Policy committees |
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Awards
Report |
Awards in summer & this Meeting |
Newsletters |
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Education
Report |
Outstanding Students awards |
House of Society Delegates Minutes |
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Policy
Report |
Correspondence & Issues |
National Council Minutes |
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Public
Affairs |
Articles, Issues, Forester Fund
activity |
Complete Listing of Members January (Annual
membership) |
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Program
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Location, Number attended, Theme,
Topics of past & future meetings |
List of New members and reinstated members |
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Nominating
report |
Candidates for Office Biography |
Purge List and Follow up May -July |
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Tellers
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Summary of election |
Bylaws
and revisions |
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Memorial
Scholarship |
Solvency of fund, Donations |
Meeting agendas and brochures |
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Summer Meeting |
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Annual Summary |
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Executive
Committee Meeting |
Motions, Issues, attendance |
Press releases |
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Business
Meeting |
Motions, Issues, attendance, meeting
attendance |
Detailed budget
Records (Keep 5 years) |
The following additional records should be put in the archives.
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Histories |
Surveys |
News clippings |
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Handbooks |
Directories |
Photographs |
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Organizational Charts |
Legal documents |
Films and videotapes |
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Planning documents |
Reports |
Audio Recordings |
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Speeches |
Pamphlets, flyers, etc. |
Scrapbooks |
III. Sequence of Record
Keeping:
The following records
will be provided to the incoming Secretary, by the end of the Annual Winter
meeting.
1. Annual Report by each Chapter Chairman from the
previous year. These will become a part of the minutes of the Annual Winter
meeting. This report should include:
a. Officers for the year
b. Meetings, meeting topics
c. Issues addressed by the Chapter
d. Special events participated in by the
chapter.
2. Annual written report by each committee chairman from
the previous year. These will become a part of the minutes of the Annual Winter
meeting.
3. Previous years budget and a summary of actual income
and expenditures for the past year. This will be provided by the past Treasurer
and made a part of the Annual winter meeting minutes.
4. Copies of all official correspondence made by members
of the executive committee. This will include correspondence by the K-T
Chairman, Secretary, and Policy Committee Chairman.
5. All records from at least the previous four years from
the outgoing Secretary to the new Secretary.
The incoming secretary
will compile the annual data summary for the previous year based upon the
records received at the Annual Winter meeting.
The Secretary will retain
the annual data summary for past years. The secretary may turn over all records
older than four years to the History Chairman for compilation and placement
into the Archives.
A Committee Chairman's
annual report will include to following Minimum information.
A. Chairman - Resolutions passed at the HSD annual
meeting, special contacts made to outside interests on behalf of the K-T
Society, issues addressed during the past year, issues that may become
important in the coming year.
B. Secretary - Minutes of the past two meetings, any
special correspondence on behalf of the K-T Section to outside interests.
C. Treasurer - Past budget and summary of actual income
and expenditures for the past year. Budget Proposed for the next year.
D. Awards - awards presented at the previous summer
meeting and the recipients of awards at the present meeting.
E. Education - Scholarship recipients for this year.
F. Program - Copy of meeting announcements, copy of each
meetings schedule, Number of people attending each meeting. The next meeting
program details. Theme and location of the meeting after the next meeting.
Updated proposed schedule for two years.
Nominating – List of candidates and a Biography of each
as sent out as ballots.
G. Teller - summary of election results.
H. Public Affairs - Any special public affairs efforts,
including news releases for K-T meetings or special events, report of foresters
fund activities and results of the activities.
I.
Chapter Chairs – Provide information on meetings and issues addressed in the
Chapters for the previous 6 months for the summer meeting, and provide
information on up coming meetings.
Annual Data Summary
2___
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Chairman |
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Vice-Chairman |
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Secretary-Treasurer |
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Winter Meeting: Date, Location, Number Attended
Theme: Topics:
Motions Adopted:
Issues:
Summer Meeting: Date, Location, Number Attended
Theme: Topics:
Motions Adopted:
Issues:
Awards: HB Forestry Recognition: ; Outstanding Forester: , over 35, , 35 under; Outstanding Students: UK, UT, U of S ; Forestry Technician: ; Fellow: ; Retirement: ; Golden Member: ;
Budget: Receipts: Expenses:
The Following committees were active: Membership: , Status:
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Audit: |
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Awards: |
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Education & Scholarship: |
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History: |
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Legislation, Forest Policy: |
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Science & Technology |
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Memorial Scholarship: |
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Natural Areas: |
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Nominating: |
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Program: |
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Public Affairs: |
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Tellers: |
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Newsletter: |
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Speakers Bureau: |
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SAF COUNCIL: |
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Vice-Chairman nominees:
Secretary-Treasurer nominees: