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Historic Documents Preservation Account Advisory Committee

Middletown Library Service Center
July 25, 2001

Minutes

Members Present
Public Records Administrator Eunice DiBella, CSL; State Librarian Kendall Wiggin, CSL; Richard Kingston, CSL; Ed Friedeberg, Glastonbury Town Clerk; Barbara Tarbox, Groton Town Clerk; Therese Pac, Bristol Town and City Clerk; Lisa A Valenti, North Branford Town Clerk; Barbara Allen, Goshen Town Clerk; Karen Lee Marsden, Clinton Town Clerk; Sandra Hutton, Middletown Town Clerk/Representative Town Clerks' Association; Preservation Librarian Jane Cullinane, CSL; Joan Gerdsen, Mansfield Town Clerk; Grants Manager Sheila K. Mosman, CSL; Building Consultant Mary Louise Jensen, CSL, State Archivist Mark Jones, CSL.

Members Absent
Joyce P. Mascena, Vernon Town Clerk; Patricia H. Strauss, Westport Town Clerk.

Others Present
Lizette Pelletier, Archival Consultant.

  1. The State Librarian called the meeting to order at 1:09 p.m.

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

  3. There were no introductions.

  4. The minutes of May 16, 2001 were approved with minor corrections.

  5. State Library Fiscal Officer Richard Kingston reported that the grant fund is in excellent shape. The State Library has taken in over $1.2 million and is on a pace to take in almost $1.5 million next year if current year experience holds true into the future. The State Library is beginning to develop priorities for spending its portion of the fund now that the program is operational.

  6. Old Business

    1. NEDCC workshops

      1. The Basic Preservation workshop held June 6, 2001 was well received overall. The location and menu were good. The State Library will use the Holiday Inn for future workshops. Problems with the speaker's microphone and cell phones will be addressed at the next workshop.

      2. A reformatting workshop will be held October 10, 2001. Steve Dalton will be the instructor. The Public Records Administrator distributed a copy of the proposed curriculum. The workshop brochure will make clear that this is not a repeat of the June workshop.

    2. First Cycle Grant Applications

      1. The Public Records Administrator distributed a list of grant recipients. The office received one hundred and five applications. There were eight requests to fund preservation surveys and one for disaster recovery. The remaining requests were for paper preservation. She has already received applications for Cycle Two.

      2. Barbara Allen reported that Goshen matched her grant with additional funds not originally in her budget. The Public Records Administrator stated that she hoped to encourage other towns to do the same in the future, especially with competitive grants.

    3. Future Grant Categories

      1. The committee reviewed the list of possible future grant categories. The committee must decide at the next meeting what additional areas will be covered for the start of first cycle next February. The Public Records Administrator said that microfilming will be one new category, but with a pre-requisite that the Town Clerk or an assistant attend either the October reformatting workshop or another microfilming workshop paid from their own funds. Although some towns would like to begin imaging, it is a complicated area that the staff is not ready to handle at this time.

      2. The committee raised the issue of a film quality evaluation study for previously microfilmed items.

      3. The committee discussed what constitutes a legitimate expenditure of town funds collected. The staff will highlight individual town projects in the newsletter to give other towns ideas.

    4. There was no other old business.

  7. New Business.

    1. The State Library will host a reception for grant recipients on Tuesday August 7, 2001 at 10:00 a.m. in Memorial Hall. Refreshment will be served.

    2. LeAnn Johnson, currently the head of the State Records Center in Rocky Hill, has been promoted to the Public Records Grant Management Specialist position. She has 15 years of records management experience and was Assistant Town Clerk in Wethersfield for four years. She will split her time between the two positions until a replacement is hired for the records center.

    3. The Public Records Administrator has asked the State Archivist to assist in developing the State Library's priorities for its portion of the funds. Record Group 62 contains the local government records collected by the State Library years ago when space was not at a premium. The State Library would like to hire a "local government records archivist" to process, survey and improve access to these records and recommend preservation priorities. This staff member might also be available to assist the towns in a preservation partnership. The State Library will continue to pursue other grant money for preserving major items and/or collections such as court records.

    4. In the future, small towns may want to consider cooperative grants for some projects, in order to maximize their money.

  8. The next meeting is September 26, 2001 at 12:30 p.m. at the Middletown Library Service Center.

  9. The meeting adjourned at 2:30 p.m.

Respectfully submitted,

Lizette Pelletier, Recorder
July 25, 2001

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