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SAA Council message on Denver Meeting



Dear subscribers of the Archives and Archivists list, SAA President Tom
Hickerson asked me to forward this message to the A&A list before he left
for a trip abroad.

Lee Stout
SAA Vice President
=====================================================

        I am writing to you today on behalf of SAA's Council and officers
to report further on issues relating to the site of the SAA 2000 Annual
Meeting and allegations of racial discrimination against the Adam's Mark
hotels.    First, I want to express our  appreciation for the guidance
provided by many of SAA members.  Your comments have reflected broad
understanding of the various factors germane to our deliberations and
also acute sensitivity to the ethical issues facing our organization and
its members.  I want to express our particular appreciation to the
leaders of the Archives and Archivists of Color Roundtable, Kathryn Neal
and Thomas Battle, who are working closely with Council members, Wilda
Willis and Karen Jefferson, to develop special programming enhancing our
ability to address diversity issues in our profession.  Also, SAA staff
members have responded aggressively in developing new options for review
and in negotiating our position with the Denver hotel.  Thank you.

        In reporting, Council has decided to focus only on those issues
directly reflecting SAA actions and planning.  At this point, many
organizations are responding to issues generated by the suit filed by the
U.S. Department of Justice against the Adam's Mark hotel chain, and
conflicting reports and predictions are becoming increasingly common.  I
will not attempt to summarize or interpret the actions of others but will
concentrate on SAA-specific information.  At this point, I want to report
on five areas of development: response to Council's initial proposals;
the addition of a plenary speaker focusing on diversity issues in the
workplace and in our organization; response by the General Manager of the
Denver Adam's Mark Hotel to SAA's concerns;  SAA's contract with the
Denver Adam's Mark Hotel; and current developments.

        Response to Council's initial proposals has been strongly
supportive.  While reflecting consternation, anger, and dismay, both
individuals and groups presently agree that SAA should maintain its
current plan to hold the 2000 annual meeting at the Denver Adam's Mark,
recognizing that to do otherwise could endanger SAA's financial
future.  There has been enthusiastic support for plans to respond to
these regrettable developments by developing additional emphasis on
diversity issues, both within this meeting and in future planning. It is
evident that some members are considering staying elsewhere during the
meeting, and the location of alternative lodging will be broadly disseminated.

        The original meeting agenda has been modified to incorporate an
additional plenary session.  This session is scheduled for mid-morning on
Saturday, and Kathryn Neal, Wilda Willis, and Karen Jefferson are
coordinating the selection of a speaker.  They have concluded that an
expert on workplace and professional issues will be a more valuable
contributor to our proceedings than a speaker addressing societal issues
broadly.  They have identified several leaders in the field, and we hope
that a final selection can be announced soon.  Related developments
include the scheduling of buses for a special tour of the Museum of the
Black Cowboy.  I am also pleased to report that Anne Thurston, Executive
Director of the International Records Management Trust, based in London,
has agreed to provide our closing plenary address.  In the Millennium New
Year's Honours List, Dr. Thurston, was appointed an Officer of the Order
of the British Empire  (OBE) for "Services to Public Administration in
Africa".  Her comments on the challenges of modern record-keeping in
Africa and Asia will expand our understanding of the archival endeavor in
developing countries.

        Negotiations are being conducted with the General Manager of the
Denver Adam's Mark, Andre van Hall, by Susan Fox and Debbie Nolan, SAA's
Executive Director and Meeting Planner.  In recognition of the
difficulties being faced by SAA and as a sign of good faith, Mr. van Hall
has agreed to the following:

To donate the costs of lodging during the Annual Meeting for the winners
of the  Harold T. Pinkett Minority Student Award and the Oliver Wendell
Holmes Travel Award for Overseas Archivists to Attend the SAA Annual Meeting;

To pay the cost of a mailing to all SAA members a letter from me
explaining this situation and SAA's actions, accompanied by a letter from
Mr. van Hall assuring fair and equal treatment to all guests;

To sponsor the SAA tour of the Museum of the Black Cowboy.

Negotiations are continuing.

        Members have requested knowledge of the financial details of
SAA's contract with the Denver Adam's Mark Hotel and potential
penalties.  SAA typically picks up approximately 3,000 room nights at an
annual meeting.  If we do so, there is no charge for the use of meeting
spaces throughout the meeting.  Following are the meeting room rental
fees if we do not make our room block:

If we pick up 2,194 room nights or more the meeting space is complimentary;

If we pick up 1,901 - 2,195 room nights, the rental is $13,000;

If we pick up 1,609 - 1,900 room nights, the rental is $18,000;

If we pick up 1,315 - 1,608 room nights, the rental is $23,000;

And, if we pick up 1,315 room nights or less, the rental is $41,000;

This is a lenient attrition penalty clause.  If SAA cancels the meeting,
however, we are liable for 3000 room nights times the average rate, $100,
which would mean an approximate penalty of $300,000.

        In conclusion, I will report on two recent developments of
significant import.  The NAACP has called for a national boycott of the
Adam's Mark hotel, requesting that its members and other organizations
withhold business from the Adam's Mark Hotel & Resorts chain amid
allegations of racial discrimination.  It has also been reported this
past week that the HBE Corp., the owner of the Adam's Mark Hotels &
Resorts, is seeking a settlement in the racial discrimination lawsuit
filed by the U.S. Department of Justice and that it had submitted a
proposed agreement. SAA Council is actively monitoring these developments
and many others.  SAA's leadership and members care greatly about these
issues, and our actions will be significantly influenced by the
judgements and actions of others, but we must also strive to focus our
attention on the answers that are right for SAA and its membership.

                                Sincerely,

                                Thomas Hickerson
                                SAA President



H. Thomas Hickerson
Associate University Librarian
Information Technology & Special Collections
107 Olin Library
Cornell University
Ithaca, NY 14853
607-255-9965 (ph.)
607-254-5419 (fax)


  *********************************************************
  Lee Stout, Penn State University Archivist ---- ljs@psulias.psu.edu
  104 Paterno Library, University Park, PA 16802
  Voice:  (814) 865-7931 ----- Fax:  (814) 863-5318
  ***********************************************************

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