Hall of Records Commission
for a Meeting
at the Maryland State Archives
June 4, 2002
Call to Order by the Chairman
Chairman Bell called the meeting to order at 12:18 p.m.
& Introduction of Special Guests
Chairman Bell welcomed the newest member of the Hall of Records
Commission, Treasurer Nancy Kopp who was sworn in on February 14, 2002.
Treasurer Kopp said she had mixed feelings when she realized what the date
was going to be, but now thinks it was a lovely day. She said that
the job of Treasurer is multifaceted and diverse. However, she has
always loved the Archives and thought very highly of Dr. Papenfuse's work,
so to be part of it is truly an honor. Chairman Bell said he looks
forward to the Treasurer's help.
Reports and Minutes of Previous Meetings
Secretary Richkus noted in the November 14, 2001 minutes that the five-year
State-wide Records Inventory Report was still in process. She wanted to
amend the minutes to reflect that it was completed and that a copy was
forwarded electronically to the State Archives. She brought along a status
report for Dr. Papenfuse that she would like to brief the members on, as
well as a printed copy of the report itself.
Secretary Richkus advised that there is an inventory of permanent and
non-permanent records. This is now available electronically.
The Department of General Services set up a web site so that agency records
managers could more easily provide the information that is collected every
five years. This is the fourth report. Although a little tardy, for
comparison sake, this was the last report as of 1995.?? Unfortunately,
there is still not 100% response from State agencies (the response rate
is about the same as in 1995), but the amount, accuracy, and usability
of the information much better serves the State. The purpose of the five-year
report is to allow State agencies to effectively, efficiently, and properly
manage their own records, and also to support the Archives and its requirements
for those permanent records.
In the transmittal of this report, an "after action report" was put
together to explain what was done, the lessons that were learned,
and how to go forward. The report talks about the efforts DGS went
through to collect the information and what it was going to be doing in
the interim. The electronic enabling of the project allows each agency,
on an ongoing basis, as opposed to every five years, to maintain that information.
Because the State-wide Records Inventory Report is only required every
five years, it had fallen through the cracks, but when it was brought to
Secretary Richkus' attention, she got on it. As the last report was
paper-driven, extra time was taken to re-engineer the process and bring
it up to the technology that Dr. Papenfuse and his staff so ably demonstrate.
A schedule has been put together to prompt managers to start the process,
recheck the technology, retest the system, and notify all agencies, etc.,
so the July 2, 2005 report will be submitted to the Archives on time.
Dr. Papenfuse gave the report to Pat Melville for review.
Special Meetings and Celebratory Events
Dr. Nelson offered a motion of approval of the minutes as amended,
and recognition of the special meetings of the Commission as defined by
standing resolution, seconded by Dr. Phillips and unanimously approved,
the Chairman concurring.
November 15 & 16: Installation of Exhibit
of State-Owned artwork in Government House:
Dr. Papenfuse advised that the Archives has been involved in the installation
of State-owned artwork in Government House and referred to materials in
the commissioners' packets;
February 11: Breakfast reception in honor of 140th anniversary of
the Department of General Services
February 13: Presentation of the First Citizen Awards and
presentation of Dear Papa, Dear Charley and
Speech by Dr. Papenfuse to the Maryland Senate:
Dr. Papenfuse thanked Senator Miller for a most impressive ceremony
in which the First Citizen Awards were presented, as well as a copy of
the book Dear Papa, Dear Charley, which is the correspondence between
Charles Carroll of Carrollton and his father. The editing of the Carroll
Papers has been supported by the General Assembly and the Archives for
February 14: Swearing in of Nancy K. Kopp as the new Treasurer of
February 18: George Washington's Birthday Celebration in the Old
Senate Chamber. Speech
by Senator Brian E. Frosh;
Maryland Day: Annual Maryland Colonial Society Essay Contest Award. Speech
by Dr. Papenfuse;
April 3: Unveiling
of statue of Louis L. Goldstein.
Records Retention and Disposal Schedules
Secretary Richkus offered a motion of approval of the Records
Retention and Disposal Schedules as presented, seconded by Dr. Phillips
and unanimously approved, the Chairman concurring.
Archivist's Report & Staff Activities
(see the Maryland State Archives
for additional details)
November 30: Meeting of
the Commission to Coordinate the Study, Commemoration and Impact of Slavery's
History and Legacy in Maryland;
December 5: Meeting
of Archives' Reference and Research Advisory Committee;
January 8: Welcome of delegation from the Anhui Provincial Commission
January 16: Briefing
to representatives of the Okinawa, Japan Prefectural Archives about
the reference operations of the Maryland State Archives, management of
the records, and administration of the facility;
February 4: Address by Dr. Papenfuse to the Annapolis History Consortium
re: 1-12 Francis Street;
February 15: The
Janet and Roger Levin Lecture, Boys' Latin School, by Dr. Papenfuse:
Dr. Papenfuse advised the Commission of his lecture on Abraham Lincoln's
reading habits. He referred the members to newspaper clippings in
today's packet and asked that they read through them quickly. He then asked
for their thoughts on them and their meaning. The clippings talk
about the Emancipation in Missouri, Lincoln and Johnson's platform, letters
found on the battlefield from confederate soldiers saying how disillusioned
they were with the war, Sherman's orders for his march on Georgia, and
two favorable reviews of Lincoln (one by an Englishman and one by a very
famous minister, Henry War Beecher). The importance of these clippings
is that they were found in Lincoln's pocket on the day he died, which gives
them a different kind of meaning, When he had the occasion to talk
on a particular topic, he could pull out a newspaper clipping and say this
is what the papers had to say. Also in the document packet is the Baltimore
Sun for April 17, 1865 noting the death of Abraham Lincoln;
March 22: 150th
Anniversary to the Comptroller's Office;
April 10: Board of Public Works approval of funding to the Maryland
Historical Trust for Phase II of the Historic Structure Report on the Maryland
April 19: Welcoming
remarks by Dr. Papenfuse at the spring meeting of MARAC, Beyond
April 24: Meeting of the Commission to Coordinate the Study, Commemoration
and Impact of Slavery's History and Legacy in Maryland;
April 25: Land Patent Hearing on Warrant No. 96:
Dr. Papenfuse advised that he conducted a Land Patent Hearing which
was one of the first in several years. The Deputy Commissioner of
Land Patents, Richard Richardson, did an extraordinary job of research.
As a result, Dr. Papenfuse will have a very good decision that is still
pending. Dr. Papenfuse noted that there are still pieces of property in
Maryland for which there is no title;
April 27: Library Gala Celebration for the dedication of The Raymond
Brown Center & Associated Archives, St. Mary's Seminary & University;
May 1: Address by Dr. Papenfuse to the spring meeting of the Court
Clerk's Association (handout);
May 14: Address
by Dr. Papenfuse to the Department of Assessment and Taxation's annual
management meeting in Frederick, MD:
Dr. Papenfuse was asked to address the tax assessors of the State to
give them a sense of the importance of what they are doing and the importance
of tax assessment records to the historical records. Dr. Papenfuse also
explained that we are in tough budgetary times, and someone in the audience
suggested that the Archives participate in a piece of legislation that
almost made it through budget and taxation the last time. This proposed
legislation would close a loophole in corporation taxes that has allowed
corporations to avoid some $60 million in taxes;
May 15: Visit by Dr. Papenfuse to Howard County Historical Society
re: copying Carroll manuscript relating to Slavery;
May 16: Bill signing ceremony for SB
108, regarding the filing and recordation of state highway plats:
This is new legislation that gives the Archives a function as a court
of record and allows it to distribute that information electronically.
The Archives is the first State agency legally empowered to distribute
an original record as an electronic record;
May 17: Meeting of Archives' Reference
and Research Advisory Committee;
May 19: Presentation to the National Trust for Historic Preservation
of plans to restore America's first cathedral;
May 21: Visit to Historical Society of Cecil County by Dr. Papenfuse
re: Thomas Jefferson letter:
Dr. Papenfuse called the members' attention to a letter in today's
packet from Thomas Jefferson to the delegates of the Delaware Baptist Association.
He said that there was a front page article in the Sun about the
discovery of this letter that was discovered by people from the Elk Neck
Preservation Society who were renovating a house on Elk Neck. What the
article did not report was that the letter was wrapped in the original
draft from the Baptist Association to Jefferson. On the outside of the
draft was written "to the Mirror" which Dr. Papenfuse interpreted
to mean that the letter was meant for publication in the Wilmington
Mirror. With some help from the University of Delaware Library,
Dr. Papenfuse discovered that, on September 9, 1801, this letter was published
in the Mirror. The Archives was the first to find this out, as even
the Jefferson Papers did not know about it. The Jefferson letter has been
appraised by Christie's at between $600,000 to $700,000;
May 28: Meeting of the Commission to Coordinate the Study, Commemoration
and Impact of Slavery's History and Legacy in Maryland at the Archives;
Audio/video presentations of the Governor's State
of the State and the State
of the Judiciary.
Dr. Papenfuse announced the resignation of Chris Allan as Deputy
State Archivist and, at the same time, welcomed the Archives' new Deputy
State Archivist, Tim Baker. Dr. Papenfuse said that Chris's leaving
is very difficult for him, and that this building would not be here if
it were not for Chris Allan. Chris had been working on the staff
as an assistant to Lois Carr and Dr. Papenfuse soon discovered that Chris
was interested in research, understood the history of the state, and cared
about his work assignments. When it came to designing and building the
new Hall of Records, a project that was strongly supported by the Commission,
Dr. Papenfuse needed someone who understood construction to make sure things
went smoothly. Chris was a natural choice as he came from a construction
background. He attended every progress meeting on the building, and the
fact that there were very few change orders and the building was brought
in at almost $3 million under contract are thanks to Chris' dedication
and hard work.
Chris also realized that the future of the Archives lay in dealing with
the electronic record effectively. He was the first person to think
about networking and he was able to build an inexpensive networking system.
Chris has built an IT operation at the Archives that has no peer in the
Chairman Bell presented Chris Allan with a Governor's Proclamation and
thanked him on behalf of the Commission for the many years and contributions
he has made, as well as best wishes as he goes on to a new challenge.
The Governor's Proclamation reads:
Governor of the State of Maryland to Christopher N. Allan
Senator Miller presented Chris with a Senate Resolution congratulating
him on 25 years of dedicated service. He said that not only had Chris
been diligent in protecting the State's property and history, but he always
had a smile on his face. He said that he is proud of what Chris has
done for Maryland, and the Archives' facility is much better for Chris's
having been here.
Be it known that on behalf of the citizens of this state, in recognition
of the dedication and professionalism you have demonstrated during the
long and distinguished career as a State employee, in honor of your significant
contributions to the great State of Maryland during your association with
the Maryland State Archives, and as an expression of our admiration, great
respect and gratitude of 26 years of exemplary service to the citizens
of Maryland, we are please to confer upon you this Governor's Citation
given under my hand and the great seal of the State of Maryland this 4th
day of June 2002.
Parris N. Glendening, Governor
John T. Willis, Secretary of State
As Delegate Conroy could not attend today's meeting, Dr. Papenfuse presented
Chris with a House Resolution on her behalf which read:
In appreciation of your 25 years of dedicated service to
the public and your tireless efforts to preserve and protect Maryland's
Lastly, Dr. Papenfuse read the following personal note and presented Chris
with a gift certificate from Home Depot:
Chris said how wonderful a group the Commission has been over the years.
The support they have offered the Archives is unknown to both the public
and often the Archives' staff. The Commission's interest and concern
for the welfare of the Archives is commendable and above and beyond the
call of duty. He said he is sad to be leaving but, after 25 years,
it is time to do something new. He noted that the people who work
at the Archives are as dedicated to the work of the agency as in any institution
in the country and it has been a great privilege to work with such qualified
and exceptional people. He gave special thanks to Lois Carr, historian
for the St. Mary's City Commission, for allowing him the opportunity to
come to Annapolis and work at the Archives. He also thanked Dr. Papenfuse,
without whose assistance and encouragement the Archives could not have
accomplished all that is has.
On behalf of myself, the staff, and the Hall of Records Commission,
enclosed is a small token of our appreciation for your years of dedicated
service to the Archives. The people of Maryland and all our patrons
around the world owe you a great debt. You've helped make MSA a viable,
lasting collective memory. We could not have done it without you.
It goes without saying that we will sorely miss your daily counsel and
advice. As you leave here, you can take great pride in what you personally
have accomplished. I look forward to working with you on a newly
Friends of the Archives organization.
With all best wishes,
Next, Chris introduced his successor, Tim Baker who he has known since
1995 when Tim was director of support services in the Schaefer administration.
Tim then worked with the transition there and became part of the Glendening
administration for about a year. Thereafter, he took a job at the Department
of Planning where he rose to become its CIO. According to Chris, Tim has
many of the skills required to work at the Archives, including understanding
IT and government. Chris is very pleased to recommend Tim for the
position of Deputy State Archivist. Dr. Papenfuse added that an exception
was made in order to hire Tim.
Grant to the Archives for the publication of the Maryland State Archives
Atlas of Historical Maps of Maryland
About 20 years ago, Dr. Papenfuse published a book called The
Historical Maps of Maryland. With the assistance of his coauthor,
Joe Coale, Dr. Papenfuse was able to obtain a $100,000 grant from
the Henry Rosenberg Foundation to do a 20th anniversary edition of the
Atlas. It will be twice as large as the original atlas and
will contain every county wall map ever published and a total of 234 color
illustrations. The Atlas will be available for distribution
next Maryland Day (March 25, 2003) and all of the images will be available
for reproduction. Dr. Papenfuse is very grateful to the Rosenberg
Foundation for its support.
Dr. Nelson offered a resolution of thanks to the Rosenberg Foundation
and, in particular, Henry A. Rosenberg, Jr. for his support of the new
edition of the "Maryland State Archives Atlas of Historical Maps of Maryland,"
seconded by Dr. Phillips and unanimously approved, the Chairman concurring.
Recent Gifts and Acquisitions
Secretary Richkus offered a Resolution of thanks and appreciation
for the recent gifts and, in particular, the gift of the 1930 census, seconded
by Dr. Ridgway and unanimously approved, the Chairman concurring.
Gift of 1930 census for Maryland and the 1930 Census Enumeration Districts:
Dr. Papenfuse pointed out that a member of the Archives' Reference
and Research Advisory Committee purchased the 1930 census for use in the
Archives Endowment: Miscellaneous gifts to the Archives.
At a meeting on May 22, 2002, Treasurer Kopp asked Dr. Papenfuse
to explain what the Archives is doing to organize a Friend's group and
how the Archives could bring in private support. Dr. Papenfuse reported
that Chris Allan has offered to put together an active Friend's group to
do some fundraising for the Archives. Dr. Papenfuse is also doing
everything in his power to encourage people to give to the Archives in
a variety of ways. In terms of direct gifts, the Archives takes in
generally $10,000-$11,000 a year. We are actively going after grants
and assistance from private and quasi-public sources.
Finding Aids, Reference Services, and Publications
Additions to finding aids and publications on the Archives' web sites:
Dr. Papenfuse reported that the Archives is very active with regard
to its major income producer, plats.net (User Name: plato,
Password: plato#). The number of people using this site from
the courts directly and from surveyors and engineers who know that they
can get to subdivision and condominium plats in their offices is extraordinary.
It has saved the State a considerable amount of money in terms of storage
and expense of access, for very little money for the system. Currently,
Baltimore City is the only jurisdiction not on-line, but the Archives hopes
to have a signed contract for installation by the end of this fiscal year.
Plats.net is an on-going project in which the Archives continues to post
all recent subdivision plats. It is also pushing each of the counties to
encompass more and more series of records that relate to land ownership
in order to be a true land records service entity.
Dr. Papenfuse stated that archivesofmarlandonline.net is an
extraordinary undertaking in which we are trying to bring all of the most
important printed archival documents on-line, ranging from the Codes and
Compilations to the reports of the Comptroller of the Treasury to constitutional
records. Every constitutional convention is now on-line with all
amendments relating to the Constitution. This site is even being
used by a site in Germany that is trying to bring together constitutions
of all the nations of the world online.
Dr. Papenfuse advised that we are still doing work on the Potomac River
site for the Attorney General's Office, even though the Archives has no
funding for this work. It is important for us to keep the record
up-to-date and provide sufficient information so that the lawyers who are
still arguing before the Supreme Court have the resources they need to
make their arguments on Maryland's behalf.
Dr. Papenfuse instituted a whole new approach to dealing with all of
the Archives reference activities through msaref.net. Staff handles
all requests by patrons for reference work through msaref.net, which is
organized by different series (e.g., mail, fax, email, phone, etc.).
Since March 2002 when this web site was instituted, the Archives has received
Dr. Papenfuse demonstrated the work he is doing for the new Atlas,
using ecpclio.net by showing a rare map of Harford County, in color,
that was missed in the first book. He advised of an agreement with
Hopkins Press that these images will not be made available on the web until
after the whole press run is sold out. This is because the total cost of
the book will be around $110,000, and Hopkins Press wants to be sure their
market is secure before these images are made available on the web.
Barter, Bits, Bills, and Tobacco, the Story of Money in Early
Maryland by Willard R. Mumford:
Dr. Papenfuse referred the Commissioners to the newest publication
in today's packet, Barter, Bits, Bills, and Tobacco, which explains
the currency in the colonial period.
Statistics and reflections: web-based services of the Archives. Chris
Allan next reported on data accumulation and Internet activity for Fiscal
Year 2002 as follows:
Last year, the Archives provided services over the Internet to 1,142,540
patrons who were able to access 190 gigabytes of data. The number
of requests received amounted to 38,641,292;
During Fiscal Year 2002, we estimate that 1,322,723 patrons will access
the Archives over the Internet, and they will be able to make use of 447
gigabytes of data. The number of requests will exceed 49 million;
The growth in this aspect of our operations is unabated. We have
been able to add 257 gigabytes of data for public access in the course
of the last twelve months. There has been a 16 percent increase in
patronage, and the number of requests has grown 27 percent during that
Much of the effort of providing information has been focused on two sites:
the Archives of Maryland On-line and plats.net. Use of the
Archives of Maryland site grew from 3.8 million requests last year to over
7.6 million requests this year. Access to plats.net during
Fiscal Year 2001 amounted to 1.4 million requests. With installation
of the system completed in 23 jurisdictions this year, the number of requests
rose to over 3.4 million.
Education and Outreach
Courses taught and lectures given by Dr. Papenfuse (see prior resolution
February 20: Participated in lecture series, Democracy
and the Legacy of St. Mary's City, in St. Mary's City;
March 10: Gave multimedia presentation, American History as Fact
and Fiction, at Johns Hopkins University for Talented Youth Odyssey;
May 6-8: Participated as an instructor in the Leadership Institute
for Administrators of State Archives, Records Management, and Information
Management Programs by presenting on Building a Strong,Technologically
Advanced Archival Program, at NARA, College Park;
July 15: American History in Maryland Program at the Archives in
conjunction with UMBC re: Revolutionary
and 19th Century U.S. History, America
in Miniature: Traveling Across Maryland 1920-1976;
October 18: Judicial Institute course on Maryland Legal History:
Dr. Papenfuse reported that he will participate in the Judicial Institute
course on Maryland Legal History during the Revolution. It
is a fun course for him because the audience is judges. Very little
work has been done on the evolution of the Declaration of Rights, and the
Archives has all the detailed notes that were taken when the Declaration
of Rights was created by the Convention in 1776. No one has looked
at the process by which that Declaration of Rights came to be written;
Fall 2002: Race with the Law: The Maryland Experience coteaching
with Larry Gibson at University of Maryland School of Law;
Spring 2003: Legal History Seminar: Building Baltimore coteaching
with Garrett Power at University of Maryland School of Law;
March 19, 2003: Judicial Institute course on Maryland Legal History
in the Post-Revolutionary Era.
Summer Internship Program Plans
for summer 2002:
Emily Squires reported that through its own extremely
limited funds, coupled with donations and matching support from outside
institutions, the Archives plans to continue its internship program this
summer to conduct research, to preserve the public record, and to make
those records more accessible.
The Archives will be continuing its largest project, Searching
for Ancestors Who Were Slaves, by exploring the history and legacy of slavery
as it involves the Underground Railroad in Maryland. Our approach
is based on some excellent work that was begun last year by our volunteers,
managed by Chris Haley. We will be exploring public documents such as court
dockets, jail records, and pardon files to find instances of individuals
arrested, charged, and/or tried for attempting to assist slave escapes
and resistance. We will follow those cases through by looking at newspaper
accounts and traditional biographical research studies. We will also be
stripping census data to find population clusters of slave and free African
Americans and to find the logical areas were escapes would flee, due to
terrain and access to resources such as information, shelter, food, waterways,
and other people to blend in with;
To conduct research this summer, the Archives has received
funding from Maryland Public Television, Morgan State University, and Goucher
College. We have grant proposals in the works to both the National Park
Service and the US Department of Educationís Underground Railroad Educational
and Cultural Program. We have cooperative relationships to share resources
forming with the new African American History Museum in Baltimore, Slavery
Commission, Commission for Historical and Architectural Preservation, Hampton
National Historic Site, and the National Park Service Network to Freedom
Also this summer, under a grant from the Maryland Historical
Trust, the Archives will be continuing the complete documentation of the
history of the Maryland State House as part of the the Historic Structure
Report for the building. The research has succeeded already, over
the past 12 months, in assembling a huge quantity of documents and images
relating to the design, construction, alterations, maintenance, and restoration
of the building from 1769 to the present. These resources are accessible
through the web site mdstatehouse.net. The focus of this summer
will include Accounting Records, Board of Public Works files, Maryland
State Papers, GOVERNOR (General File) S1041, and the records of DGS.
In partnership with Salisbury State University and the
Edward Naab Center, the Archives is continuing to build on the good work
of another of our volunteers, John Lyon, and past summer interns who spent
a great deal of time on the historical mapping of Somerset County.
The goal of this summerís collaboration will be to match the geographical
data to a cultural/biographical study of the residents of this area through
time. Also, in an effort to preserve and to make the primary documents
more accessible, we plan to place the records of the Somerset County land
office and the prerogative court online.
This summer's inventory project will focus on the Archives'
map collections, particularly, the Huntingfield Corporation Map Collection
(MSA SC 1399) and the Maryland State Archives Map Collection (MSA SC 1427).
The goal will be to produce a complete inventory of the Huntingfield Collection
and verify the location of all items in the collection database. An inventory
of the MSA Map Collection will be made broader and we will also note the
condition of each item and earmark maps needing future conservation.
As part of its imaging and book production efforts, the
Archives plans to generate and place land records on-line as part of plats.net
and mdlandrec.net for the following jurisdictions in FY 03:
Baltimore County, Baltimore City, Calvert County, and Worcester County.
This will be in addition to Probate Index 1. Following specified procedures
for generating perl volumes, the intern, coupled with the efforts of student
programmers, will assist in processing, post-production editing, and image
With matching assistance from St. Johnís College, this
summer's program will help with accessioning and bibliographic control
of library and government publication materials.
Dr. Nelson offered a Resolution of Appreciation
for providing funds for the 2002 Internship Program to St. John's College,
Morgan State University, Goucher College, Maryland Public Television and
Maryland Historical Trust, seconded by Mr. Kenderdine and unanimously approved,
the Chairman concurring.
Forthcoming special meetings of the Commission & events of interest
June: Delegation of China State Archives Bureau, Inner Mongolian
Archives Management System, to visit the Archives;
June 26: Dr. Papenfuse to participate in Maryland Municipal League
Conference, Preserving Your Municipality's History, in Ocean City,
July 26: Dr. Papenfuse to address the Council and Geographic Names
Authority, Where is Watkins Point?, at the Hyatt Inner Harbor Hotel;
September 15 or 29: Dr. Papenfuse to address the Baltimore County
Genealogical Society on the occasion of their 25th anniversary, in Towson,
October 13: Dr. Papenfuse has been invited to attend conference in
Hofgeismar (near Kassel), Germany on creating a reliable web-based resource
on the history of Constitutional government. His presentation will feature
our Archives of Maryland On-Line web site. The conference organizers
will pay all of his expenses for attending.
Administrative & Fiscal Matters
Budget Issues, Past, Present and Future:
February 5: Archives budget hearing before
the House Public Safety & Administration Subcommittee (March 14:
February 7: Archives budget hearing
before the Senate Health & Human Services Subcommittee (March 1:
March 27: Letter to Governor Glendening
regarding suspension of Criminal Background Check services to the FBI and
May 6: Letter to Governor Glendening
requesting $980,000 to bring land records on-line;
Staff reductions and revised schedule for opening the search room;
Dr. Papenfuse referred the Commission members to the Archives' organizational
chart included in today's packet. This last session of the legislature
was a difficult one for the Archives. He asked the Commission to turn to
the page showing the analysis of the Archives' expenditures and income
projected up through 2004. The fundamental problem is that the Archives
did such a good job with plats.net that its income will be $1 million
less than what it was last year. In simple terms, the Archives is
heading into this next fiscal year with a $980,000 deficit. In moving
to offset this deficit, Dr. Papenfuse has proposed income producing projects;
some that are already nailed down that will reduce the deficit by about
$500,000. These projects include: the State Highway Administration which
will give the Archives $143,000; Internet services which will be up somewhat;
and distribution of film and images which will be practically double this
year. Also, the Archives will still have some income from plats.net
for maintenance related to the web site.
Another way the Archives has dealt with the deficit was to let nine
contractual employees go. (Dr. Papenfuse stated that this is bad
news to Secretary Richkus, as well, since the Archives will be unable to
pay its rent next year to the assessed amount since the Archives' income
level will be cut in half.) Dr. Papenfuse has also written a letter
to Governor Glendening (included in today's packet) asking him to seriously
consider working on a cooperative project with the Judiciary to bring all
retrospective land records on-line and let the Archives play a role in
doing that work. It is a good program designed for Smart Growth.
Judge Bell has kindly offered to support the Archives with a letter to
the Governor on our behalf. In addition, the Archives has asked that
serious consideration be given to allowing the Archives a deficiency in
fiscal year 2003 to deal with this issue, so that the Archives can aggressively
pursue additional income. Taking staff away does not allow the Archives
to go after new income. Currently, Dr. Papenfuse has not heard back
from the Governor, and, unfortunately, he does not have any other solutions
at this time. He stated that in August, the Archives might have another
round of layoffs in order to be responsible as a State agency with regard
to what we have in the way of resources and how we spend those resources.
At this time, Dr. Papenfuse entertained questions from the Commission and
asked for any suggestions they might have.
Senator Miller asked how you do something so well that you incur a budget
deficit of $1 million? Dr. Papenfuse stated that the Archives has,
in its proposals to the courts, sufficient work to be done that it could
have that income stream if the Judiciary had the money to give to the Archives.
However, the legislature reduced the Judiciary's budget by $30 million,
so the Judiciary cannot fund what the Archives already has in its contracts
with each of the courts. Therefore, the Archives offered another
activity to get the land records on-line by proposing that ELROI be used
for the prospective land records and let the Archives handle the retrospective
work. Next, Senator Miller asked if the bill on land records passed
the Senate and Dr. Papenfuse answered in the affirmative. Additionally,
Dr. Papenfuse is also asking the Governor and Legislature to come back
to the Land Records Improvement fund next year (which the Archives committee
chair said she would do) and pass the increase to the Fund. If that
happens next year, and the money is there, the Archives will not need a
deficiency appropriation and is prepared to do the work. Using Baltimore
County as an example, Dr. Papenfuse demonstrated the mdlandrec.net
system to the Commission.
New Special Fund Revenue initiatives:
Grant proposals (need
for motion of approval):
Dr. Papenfuse reported that the Archives put in a grant proposal to
the U.S. Department of Education for three years of funding in the amount
of $781,811 for research on the Underground Railroad. However, a
partner was needed to give the Archives a private match of $4 to $1.
Therefore, the Executive Secretary of the African American Museum in Baltimore
City was approached regarding the resource center in this museum.
The Archives asked if she would be willing to dedicate the resource center
to the study of the Underground Railroad, and, if so, what portion of the
cost of building the museum would actually go into the resource center.
She wrote back, on behalf of the museum, stating that the resource center
would cost $700,000 to construct, and the Archives could use the money
as in-kind matching funds.
Dr. Nelson offered a motion of approval for the grant proposals to
the U.S. Department of Education and the National Park Service, seconded
by Dr. Ridgway and unanimously approved, the Chairman concurring.
The National Park Service has less money, but they have been impressed
with the work the Archives has done on the Underground Railroad.
Dr. Papenfuse feel there is a good chance the Archives will get this $30,000
grant, as well.
Dr. Papenfuse personally thanked Emily Squires who was responsible for
applying for these two grants. In response to Judge Bell's inquiry
as to time frame, Ms. Squires advised that these grants are in the Federal
year, FY 2002, and the Archives expects to hear in July about both grants,
with the money granted in September 2002. Dr. Papenfuse noted that
it is FY 2003 money.
Treasurer Kopp noticed that between FY 1991 and 1992, the Archives managed
to cut back technical, special fees, and operating funds and assumes Dr.
Papenfuse kept a record of what was done then when going through the present
budget. Dr. Papenfuse answered in the affirmative. Treasurer
Kopp also asked if other state archives were looked at to see what they
were doing. Dr. Papenfuse answered in the affirmative, stating that
a Friends group is a very good idea, as other archives have turned to their
Friends for help. The State Library of Virginia has been cut to 30%
and are laying off people, as they became too dependent on General Funds.
At the call of the Chair for sometime in late fall
There being no further business to discuss, Dr. Nelson offered a
motion to adjourn the meeting at 1:30 p.m., which was seconded by Dr. Ridgway
and unanimously approved, the Chairman concurring.
Approved by the Hall of Records Commission, November 13, 2002
The Honorable Robert M. Bell, Chairman
Edward C. Papenfuse, Jr., Secretary
Edward C. Papenfuse
Maryland State Archives
350 Rowe Boulevard
Annapolis, Maryland 21401
© Copyright Maryland State Archives