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Historic Documents Preservation Account Advisory Committee

Middletown Library Service Center
March 28, 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; 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; Preservation Librarian Jane Cullinane, CSL.

Members Absent
Mollie Keller, Bridgeport City Archivist/State Library Board Member, Lisa A Valenti, North Branford Town Clerk.

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

  1. Public Records Administrator Eunice DiBella called the meeting to order at 1:10 p.m.

  2. The Public Records Administrator welcomed the board members to the meeting.

  3. The State Librarian arrived and introduced again Sheila Mosman, Grants Manager at the State Library.

  4. The minutes of January 24, 2001 were approved.

  5. State Library Fiscal Officer Richard Kingston reported that the Library is averaging $106,000 each month for receipts. There is currently $850,000 in the account with 420,000 documents reported. A discussion ensued regarding Internal Revenue Service (IRS) billing issues. The Public Records Administrator confirmed that town clerks must charge for and report IRS liens. Some towns include payment for the liens even if they haven't received payment yet from the IRS, others do not. The State Library Fiscal Officer is not concerned as long as the numbers even out over time.

  6. Old Business

    1. Basic Preservation workshop

      1. The town clerks volunteered to do registration for the June 6, 2001 workshop.

      2. The committee reviewed the draft workshop pamphlet and their suggestions will be incorporated into the final version.

      3. The workshop program meets IIMC continuing education requirements. Participants who stay for the complete session will receive 1 or 3 credits depending upon their level of certification. The Public Records Office staff will design the certificates.

      4. The Public Records Administrator will speak with Karen E. Brown at NEDCC regarding future workshops. She hopes to have one on document reformatting and one on preservation planning surveys within the next 12 months. The committee discussed possible dates for the fall workshop since NEDCC's schedule fills up quickly.

    2. The town clerks are very happy with the application form. Town populations will be based on the newly released 2000 federal figures. The budget section on the form will be clarified on the next revision. If towns have blanket resolutions regarding the municipal CEO's ability to make contracts, they should attach it to the application form but the town clerk must certify that the resolution is still in effect by recording on the form the date that the council passed the original resolution.

    3. The Public Records Administrator reviewed the updated vendor list. The list will be mailed to all towns in the next few days. The list will be expanded on a regular basis. The PRA hopes to post it on the web page in the future.

    4. The paper work for the State Library staff position, Public Records Grant Specialist, is at the Office of Policy and Management for budget review. The Specialist will work in the field to help towns with grants and training.

    5. Joyce Mascena provided a follow-up on the preservation survey NEDCC conducted earlier. She is still waiting for the final report, but the preliminary findings have already been a catalyst for change. Landmark Facilities conducted an engineering and environmental survey to identify other feasible sites within the existing building for expansion of her vault storage area. This has been good PR for her because the reports keep the records and her office's needs in front of the administration.

    6. There is a scheduling conflict with MLSC meeting room for the morning on the dates we had previously selected. The Committee decided that an afternoon meeting was acceptable. The remainder of the year's schedule will be adjusted to afternoon.

    7. There was no other old business.

  7. New Business.

    1. The Committee must determine new grant categories for cycles three and four. It also needs to address future workshops.

    2. Although town clerks may not purchase equipment with the grant funds, they may do so with their own funds. The State Librarian will look into the possibility of the towns being able to purchase from vendors on state contract.

  8. The meeting adjourned at 3:00 p.m.

Respectfully submitted,

Lizette Pelletier, Recorder
May 16, 2001

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