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Historic Documents Preservation Account Advisory Committee

Middletown Library Service Center
September 24, 2003


Members present: State Librarian Kendall Wiggin, CSL; Public Records Administrator Eunice DiBella, CSL; State Archivist Mark Jones; CSL, Grants Manager Sheila K. Mosman, CSL; Grants Consultant Mary Louise Jensen, CSL; Preservation Librarian Jane Cullinane, CSL; Karen Lee Marsden, Clinton Town Clerk; Patricia H. Strauss, Westport Town Clerk; Richard Kingston, CSL; Lisa A Valenti, North Branford Town Clerk; Sandra Hutton, Middletown Town Clerk/Representative Town Clerks' Association; Therese Pac, Bristol Town and City Clerk; Joyce P. Mascena, Glastonbury Town Clerk; Barbara Breor, Goshen Town Clerk; Catherine S. Nurmi, Sterling Town Clerk.

Members absent: Cynthia Ladwig, Stonington Town Clerk; Joan Gerdsen, Mansfield Town Clerk.

Others present: Betsy M. Barrett, Lisbon Town Clerk; LeAnn Johnson, CSL; Bruce Stark, CSL; Lizette Pelletier, Archival Consultant.

I. The State Librarian called the meeting to order at 1:06 p.m.

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

III. There were no introductions.

IV. The minutes of July 16, 2003 were approved with five abstentions from members who did not attend the last meeting.

V. Fiscal Report

A. Richard Kingston passed out a three-year fiscal history of the program. Fee collections still have not dropped off. The town clerks expressed concern over the size of the balance. The balance shown does not reflect State Library's budget needs for the year. The program has not have a long enough history to estimate program needs and revenues.

B. The State has instituted a new financial system - CORE CT.

VI. Old Business

A. Workshops and Training

1. Lori Foley from NEDCC will conduct the wet materials workshop in the spring. It will be split into two one-day sessions with a thirty person limit for each session. The location will be at the Van Block facility, if possible, to make the experience as realistic as possible. There will also be fire extinguisher training. The committee decided that the week of March 22-26 would be a good time for the workshop. LeAnn Johnson will contact NEDCC to make arrangements.

2. The advanced Town Clerk School will offer grant training on Friday, November 21 at the ITDB building in New Britain. Betsy Barrett, Eunice DiBella, LeAnn Johnson and Lizette Pelletier will meet with Toni Moran and Steve Kliger on Oct 3 to discuss the program and services.

3. The State Library hopes to use Steve Kliger's services for future grant workshops. The workshops can be integrated into the part year plan required by the IIMC.

B. State Library Projects

1. Jane Cullinane reported that she has not received a status report from Pat McGlammery on the web posting of the images for the 1934 Fairchild's. Mr. McGlammery teaches in Massachusetts on Wednesdays until January. She will try to schedule a software demonstration after that. She is working on the microfilm specifications and will need commentary, probably from DEP staff. DEP has transferred reference copies of all aerial photo flights to the State Library. It is the only place for public access to the images.

2. The PSA for the editor of the publications for the Public Records of 1817 and 1818 and the 1818 Constitutional Convention has been approved for October 1, 2003. The editor has been able to retain key people for the project and the final products should be ready in 2006.

3. The State Archivist was able to purchase a civil war document on eBay for a reasonable price. Although there is some debate about the ethics of selling and buying public records, the state was able to reclaim a previously lost document.

4. The PSA for Nick Artim, fire safety engineer, who will assist the Public Records Administrator in rewriting the vault regulations that date back to 1969. They hope for a November 1st start date. Issues include security, electricity and air conditioning.

C. Grants.

1. FY 2003 Grants:

a. Forty-five towns missed the filing deadline for the expenditure reports. Thirteen towns still are delinquent. Staff will post notice on the TCA website next year prior to the deadline. County representatives can help remind towns. Thirty towns still do not have email or internet access. The towns may have no choice because the governor has issued Executive Order No. 30 eliminating paper publishing and agencies have to report savings.

b. Eunice is working with the Attorney General's office to review the guidelines and the issues of deadline extensions.

2. FY 2004 Grants: Twenty-two towns have still not applied for cycle 2. The deadline is September 30th. Staff no longer has the time to call every town multiple times to get applications. Karen Marsden encouraged the other members to contact the towns from their own counties.

D. There is an open position on the advisory committee. Sandra Hutton will contact Susan Depold for suggestions for a representative from Tolland County.

E. The staff presented a reduced meeting schedule for next year to reduce the time demands on the Town Clerks. Next years meetings will be on February 11; April 7; September 8 and November 17.

F. There was no other old business.

VIII. New Business

A. Lizette Pelletier reviewed the draft guidelines with the committee including changes to the categories to allow greater flexibility and additional eligible expenses.

B. The committee voted to set aside an addition $150,000 for the future competitive grants.

C. The committee received a copy of the report to the Legislature for FY 2002. It has been submitted to the Legislature.

D. There was no other new business.

IX. The meeting adjourned at 3:05 p.m.

X. The next meeting is November 19th at 12:30 p.m. at the Middletown Library Service Center.

Respectfully submitted,

Lizette Pelletier, Recorder

September 24, 2003