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Historic Documents Preservation Account Advisory Committee

Middletown Library Service Center
January 24, 2001

Minutes

Members Present
Public Records Administrator Eunice DiBella, CSL; State Librarian Kendall Wiggin, CSL; Richard Kingston, CSL, State Archivist Mark Jones, CSL; Ed Friedeberg, Glastonbury Town Clerk; Barbara Tarbox, Groton Town Clerk; Lisa A Valenti, North Branford Town Clerk; Therese Pac, Bristol Town and City Clerk; Karen Lee Marsden, Clinton Town Clerk; Barbara Allen, Goshen Town Clerk; Joan Gerdsen, Mansfield Town Clerk/President Town Clerk's Association; Patricia H. Strauss, Westport Town Clerk; Building Consultant Mary Louise Jensen, CSL; Joyce P. Mascena, Vernon Town Clerk; Mollie Keller, Bridgeport City Archivist/State Library Board Member.

Members Absent
Preservation Librarian Jane Cullinane, CSL

Others Present
Lizette Pelletier, Archival Consultant, Grants Consultant Sheila K. Mosman, CSL.

  1. State Librarian Kendall Wiggin called the meeting to order at 9:45 a.m.

  2. The State Librarian welcomed the board members to the meeting.

  3. The State Librarian welcomed Sheila Mosman, Grants Consultant at the State Library, to the meeting.

  4. The minutes of November 29, 2000 were approved.

  5. State Library fiscal officer Richard Kingston reported that there is currently $619,000 in the fund. The fiscal office has not received all receipts for December. He estimated that once they are in there will be $650,000 which is on target. He also reported that there is 100 per cent compliance. Late notices are now being sent 30 days after the monthly due date, if necessary.

  6. Old Business

    1. Basic Preservation workshop

      1. The Public Records Administrator reported that she and Ed Friedeberg have finalized the arrangements for June 6th at the Holiday Inn in Cromwell. The State Library is paying for the workshop from its portion of the funds. Although there will be no charge to attend, the State Library must guarantee the number and will be charged for any registrant who fails to show up. Therefore, the committee suggested that registrants who do not show up without canceling be charged $30.00, the per person cost of session. There will be a limited number of seats available because Holiday Inn's meeting room holds a maximum number of 125. Invitations will be sent closer to the date with more detailed information.

      2. Karen Brown, an internationally recognized expert in the conservation/preservation field from the Northeast Document Conservation Center, will be the instructor. State Library staff will work with NEDCC so that the course curriculum meets IIMC certification requirements.

    2. After much discussion since the last meeting, the State Library staff decided to split the towns into three categories: small, medium, and large. The population breakdown was as follows: a small town has a population of 29,999 or less; a medium town has a population between 30,000 and 99,999; and a large town has a population of 100,000 or more. After further discussion, the staff decided to lower the cut between small and medium to 25,000. These numbers will apply to both the paper preservation and the preservation planning grants. The grant funds available will be the same for both types of grants.

    3. The staff reviewed the final draft versions of the two application forms for the preservation and the disaster recovery grants. The forms include the contract in order to simply the process and reduce the turn around time after the application is approved. The staff will put a sample form up on the Web prior to the submission deadline as well as an FAQ page. Town officials without Internet access can use their local public library, as only one town library does not have Internet access.

    4. The staff reviewed a final draft of the guidelines.

      1. The State Library will mail out the complete package by February 1st. Final report forms will be mailed to successful applicants with the letter notifying them of the grant award. Payment for the targeted grants will be upfront. Payment for the disaster recovery grants will be reimbursement for expenses not covered by insurance. The application process will be serious and not preordained. Any town whose application is rejected will have to reapply in the next grant cycle. Sheila Mosman from the State Library explained the certified resolution process. She will check with the Attorney General's office for an appropriate and inclusive term for the legislative body, which must pass the resolution.

      2. The town clerks were concerned that the vendors will not be able to handle all the work. The Public Records Administrator said that there are other companies in the area in addition to the ones the towns typically use. Once they become aware of grant program, she is sure that they will contact her for approval. The towns will need to do their homework when filling out an application and question the vendors to make sure they can handle the work within the grant period.

    5. Other Old Business

      1. The committee members asked about the new staff person. The Public Records Administrator explained that the State personnel process is slow. She is working with the Department of Administrative Services (DAS) to finalize the job classification. Once that is complete, she will work with the Office of Policy and Management (OPM) to get the position approved for hiring. When the State Library is able to hire someone for the position, it is committed to a field person for provide technical help to the towns. The State Library is not sure how the current hiring freeze will impact the position.

      2. The town clerks appreciated the State Librarian's letter to the towns regarding the supplanting of existing funds.

  7. New Business.

    1. Leona Manville submitted a letter of resignation to the Public Records Administrator. The Public Records Administrator will need to find a replacement from the small towns in the Northeast corner.

    2. Joyce Mascena related her experiences to date with a comprehensive preservation survey by the Northeast Documents Conservation Center (NEDCC). Although she has not received the final report, she found it very valuable and comprehensive. Karen Brown was very thorough checking out all records storage areas for the whole town. Towns looking for more information can check out the NEDCC website.

  8. The State Librarian set a tentative schedule for meetings for the rest of the year. The meeting dates will be March 28, May 16, July 25, September 26 and November 28. The next meeting will be Wednesday March 28, 2001 at 9:30 am at the Middletown Service Center.

  9. The meeting adjourned at 11:50 a.m.

Respectfully submitted,

Lizette Pelletier, Recorder
March 28, 2001

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