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Minutes of the Archives Partnership Trust Board's
Exective Committee Meeting
2:00 pm, August 17, 2012
The Cultural Education Center, Room 11G, Albany, NY

Executive Committee Members Present
John Hanna, Jr., Board Chair; Barbara Brinkley, Board Treasurer; and Nedda Allbray (all attending telephonically).

Staff Present
Robert E. Bullock, President; and Jill Rydberg, Assistant Treasurer and Administrative Officer/Director of Prospect Research.

Executive Committee Members Excused
George R. Hearst III, Board Vice Chair and Tom Birdsey, Program and Development Committee Chair

Call to Order
Chair, Mr. Hanna called the meeting to order at 2:06 pm. He welcomed Executive Committee members and staff to themeeting noting the presence of a quorum.

Resolution to Approve Extending Benchemark Printing, Inc.’s Contract for Printing New York Archives magazine
The only item on the agenda was a resolution to approve extending Benchemark Printing, Inc.’s contract for printing New York Archives magazine.

Mr. Hanna noted that while his firm, Whiteman Osterman & Hanna LLP, does represent Benchemark, he has nothing to do with this client and that no earnings from the firm’s representation of Benchemark flow to him.  As such, he said he believed there was no conflict in his participating in the Committee’s discussion and decision, but asked Committee members if they had any objections.  No objections were raised.

Mr. Hanna reported that the Trust had received nine proposals in response to a request for proposals seeking a printer for New York Archives magazine.  As the number of proposals was nearly double those received in 2007 (when the printing last went out to bid), Trust staff need more time to check references.  However, as the Fall issue of the magazine needs to go to press on September 1, 2012, and as it is very undesirable to not meet the Trust’s commitment to its members to deliver the magazine in a timely manner, extending Benchemark’s contract will prevent a lapse in service.

The motion to approve extending Benchemark’s contract for printing New York Archives magazine was made by Ms. Brinkley, seconded by Dr. Allbray, and unanimously passed.

WHEREAS, the current contract with Benchemark Printing, Inc. for printing New York Archives magazine expires August 31, 2012; and

WHEREAS, the Archives Partnership Trust needs additional time to complete the review of and reference checks for proposals received concerning entering into a new contract for printing New York Archives magazine, and

WHEREAS, a break in these printing services would delay the printing of the Fall 2012 issue of New York Archives magazine and keep the Trust from fulfilling its members benefits in a timely manner;

RESOLVED, that Trust Board Executive Committee approves extending the expiration date of the Archives Partnership Trust’s contract with Benchemark Printing, Inc., for printing New York Archives magazine from August 31, 2012 to October 31, 2012.


Conclusion
Upon the motion to adjourn the meeting made by Dr. Allbray, seconded by Ms. Brinkley, and unanimously passed, Mr. Hanna adjourned the meeting at 2:15 pm and thanked all for their participation.

Respectfully submitted,


Jill A. Rydberg
Assistant Treasurer
August 22, 2012