Hall of Records Commission Minutes for a Meeting  at the Maryland State Archives Electronic Classroom 12 Noon April 24, 2003

Chairman Bell called the meeting to order at 12:16 p.m.

Attendees & Introduction of Special Guests

The following Commission Members, Alternates, Counsel and staff of the Archives were present:

Mr. Charles Williams, representing The Honorable Nancy K. Kopp, Treasurer
Mr. R. Dean Kenderdine, representing The Honorable William Donald Schaefer, Comptroller of the Treasury
The Honorable Thomas V. Mike Miller, President of the Senate
The Honorable Mary A. Conroy, House of Delegates
Ms. Pat Bruce, Aide to Delegate Mary A. Conroy
Mr. Boyd Rutherford, Secretary, Department of General Services
Mr. Winston Tabb, representing Dr. William R. Brody, President, The Johns Hopkins University
Mr. Bret Schreiber, representing Dr. William R. Brody, President, The Johns Hopkins University
Dr. Glenn Phillips, representing Dr. Earl S. Richardson, President, Morgan State University
Dr. Whitman H. Ridgway, representing Dr. William E. Kirwan,Chancellor, University of Maryland
Ms. Bea Hardy, representing Barbara P. Katz, President, Maryland Historical Society
Richard E. Israel, Esquire, Assistant Attorney General
Mr. Timothy D. Baker, Deputy State Archivist
Ms. Elaine Rice Bachmann, Archivist IV, Maryland State Archives
Ms. Kathy Beard, Executive Associate and Recording Secretary, Maryland State Archives
Ms. Mimi Calver, Archivist V, Maryland State Archives
Mr. Ray Connor, Archivist III, Maryland State Archives
Ms. Lynne MacAdam, Computer Network Specialist Manager, Maryland State Archives
Ms. Pat Melville, Archivist V, Maryland State Archives
Dr. Edward C. Papenfuse, State Archivist and Secretary, Hall of Records Commission
Ms. Emily Oland Squires, Archivist V, Maryland State Archives
Dr. David Taft Terry, Administrator II, Slavery Commission

Chairman Bell welcomed Charles Williams, Treasurer Kopp's representative, as well as the following special guests:

Mr. Russell Morrison
Mrs. Jody Morrison
Mr. Joseph M. Coale III
Mr. Henry A. Rosenberg, Jr.
Steve Wise, guest of Henry Rosenberg
Lauren Rutherford, daughter of Secretary Rutherford

Chairman Bell noted that he knows Steve Wise's father, Owen Wise, who is a judge in Caroline County.

Reports and Minutes of Previous Meetings

• November 25, 2002
• Special Meetings and Celebratory Events
• December 11:   State Law Library Anniversary Celebration.  Remarks by Judge Bell;
• January 9:  Unveiling of portrait of Governor Parris N. Glendening;
• January 15:  Gubernatorial Inauguration;
• January 23:  Swearing in of Comptroller William Donald Schaefer;
• February 24:  George Washington's Birthday Celebration:  Speech by Senator Garagiola;
• March 6:  Presentation of the Speaker's Society Awards;
• March 7: Presentation of First Citizen Awards:  Speech by Dr. Papenfuse;
• March 7:  William S. James Senate Office Building Rededication;
• Maryland Day: Maryland Colonial Society Annual Essay Contest Awards. Speech by Dr. Papenfuse.
Delegate Conroy offered a motion of approval of minutes, and recognition of the special meetings of the Commission as defined by standing resolution, seconded by Dr. Phillips and unanimously approved, the Chairman concurring.

Records Retention and Disposal Schedules

• Retention
• Disposal

Mr. Kenderdine offered a motion motion of approval of Records Retention and Disposal Schedules as presented, seconded by Dr. Phillips and unanimously approved, the Chairman concurring.

Old Business

How other Archives are faring: Dr. Papenfuse again asked that this item be postponed to a future Hall of Records Commission meeting.  He expressed thanks for the support of the Commission, a number of private citizens, and the Judiciary for its enormous support. Because of this, the Archives will be able to survive the budget cuts and the difficult economic times ahead.

Archivist's Report & Staff Activities 
     (see the Maryland State Archives Bulldog for additional details)

• December 3:  Groundbreaking ceremony for the new Reginald F. Lewis Museum of Maryland African American History and Culture;
• December 6:  Archives of Maryland Online Advisory Board luncheon meeting;
• December 11:  Reference and Research Advisory Committee Meeting>;
• December 16:  Visit by Georgios Giannakopoulos, General Director of the Greek State Archives;
Dr. Papenfuse was honored by a visit from the archivist of the Greek State Archives. Preservation of archives in this world and his problems of preservation in the ancient world were discussed.
• February 4:  Dr. Papenfuse to Governor's Consulting Committee Meeting on Historic Sites;
• February 13:  Audio/visual presentation of the State of the Judiciary;
• March 7:  Dr. Papenfuse's presentation on State-based Preservation Initiatives at Preserving Legal Information for the 21st Century: Toward a National Agenda conference at the Georgetown University Law Center;
• March 25:  Launching of MPT's Maryland History web site http://mdroots.thinkport.org;
Dr. Papenfuse encouraged the Commission to visit MPT's Maryland History web site.  He said the Archives staff was very involved in the creation of this fine site.
• March 26:  Staff to the Maryland Women's Hall of Fame induction ceremony for Kathryn J. Lawlor Shook DuFour and Etta Maddox;
Two people that the Archives' staff nominated this year were elevated to the Maryland Women's Hall of Fame: Kathryn J. Lawlor Shook DuFour and Etta Maddox. They were prominent in the legal profession and anyone wishing to learn more about them can do so online.
• April 4:  Dr. Papenfuse's presentation to the Committee on Research and Access at the Organization of American Historians Annual Meeting in Memphis, TN;
The Organization of American Historians paid for Dr. Papenfuse's transportation to its annual meeting in Memphis, where he talked about the care and preservation of records and the problems confronting archives in this country in making records available;
• April 11:  Dr. Papenfuse's meeting with Lt. Governor Michael S. Steele's Chief of Staff, David J. Byrd;
• April 15: Dr. Papenfuse, Mimi Calver and Elaine Rice Bachmann meeting with Governor Robert L. Ehrlich, Jr. regarding Wye Oak Desk.

Special Announcements

U.S. Department of Education Grant to Study the Underground Railroad in Maryland

Dr. Papenfuse told the Commission that the Archives will soon announce the implementation of a $250,000+ grant from the U.S. Department of Education to study the Underground Railroad in Maryland. The Archives received notification of the grant last fall and has spent the last two months preparing for full implementation of the grant for the Summer Internship Program.  Awards of the internship have been made and, because this is Federal money, these jobs are not covered by the hiring freeze. Commission members wishing to follow the progress of the grant can do so at mdslavery.net.

Recent Gifts and Acquisitions

• Special Collections
• Government Records
• Archives Endowment Fund
• Establishment of the C. Ashley and Beverly B. Ellefson Endowment Fund
Dr. Papenfuse's good friend, Dr. C. Ashley Ellefson, an historian that he has known for almost 40 years, studied Maryland history and then went on to teach in New York State. He married one of our archivists and together they have maintained an abiding interest in Colonial Maryland.

Recently, Dr. Papenfuse received a letter from the Ellefsons creating an endowment fund for the continuation of the Archives of Maryland series with a gift of $20,000.
 

Dr. Phillips offered a Resolution of Appreciation for the recent gifts, including other special collections received but not described, seconded by Dr. Ridgway and unanimously approved, the Chairman concurring.

Finding Aids, Reference Services, and Publications

• Maryland State Archives Atlas of Historical Maps of Maryland, 1608 - 1908 by Dr. Edward C. Papenfuse and Joseph M. Coale III
Dr. Papenfuse said that he would like to say a word about colleagues, friends, partners and to some degree the future of the Maryland State Archives. He said if it weren't the enthusiasm, determination and dedication of the Archives' staff and supporters we would not be able to do any of the good things we are able to do.

Some 23 years ago, Dr. Papenfuse received a phone call from Joe Coale, then working in the governor's office, asking for assistance in putting together an exhibit for the Paca house for a visiting Chinese delegation. during their conversation, Mr. Coale told Dr. Papenfuse about his map collection and asked if he would interested in publishing a book on Maryland maps.  Because of his love for maps, Dr. Papenfuse agreed, saying that they would have to make sure not to miss a map.  Mr. Coale helped get the first book grant 20 years ago.  It took two years to do the survey, select the maps and bring everything together.  Because of their limited budget, the book couldn't include county maps or a whole range of really good mapping material they knew about.  After the book was published, Dr. Papenfuse received a call from a friend at the Library of Congress telling him that he had missed one of the most significant collection of maps in the world related to the Chesapeake, owned by Russ Morrison and Owen Henderson. Dr. Papenfuse visited Russ and Owen who showed him their spectacular collection and eventually they gave the collection to the Archives.

As the 20th anniversary of the book was approaching, Joe Coale called and asked Dr. Papenfuse if he would like to do another book of maps. Dr. Papenfuse put together a proposal, and he and Mr. Coale met with Henry Rosenberg who very generously agreed to fund the new edition. The book was finished on April 11, 2002 and The Johns Hopkins University Press agreed to publish it. Since there are no longer any top-notch color printers in Baltimore, it was printed in Asia. Due to a disruption in communication and SARS, the finished books did not arrive by the March 25, 2003 deadline, in time for the joint session or sessions planned for the legislature, all of which was postponed until next year.

Dr. Papenfuse presented the book and expressed his appreciation to those who made it possible. The book is a comprehensive, full color, and wonderfully written history of the mapping of Maryland. It also points people to the imaging we did of all the maps so that they can look at them in detail.  The Archives is able to sell the book to bring money back into the Archives endowment, and it can also sell full-sized prints of the maps.

Dr. Papenfuse then presented Russ and Jody Morrison with a copy of the book and noted that the cover of the book features a map from the Huntingfield Collection.  He also showed the Morrisons that Dr. Papenfuse explained that the reason he stopped at 1908 is because it was the year in which Maryland began to define its last boundary problem.  It is also the point at which Maryland became fully engaged in scientific mapping for the Maryland Geological Survey.

Dr. Papenfuse thanked Mr. Rosenberg for all he has done and presented him with a copy of the Atlas which has a tribute to the Rosenberg family on the front of the case. Mr. Rosenberg replied that he is honored to be part of this project and thanked Dr. Papenfuse and Joe Coale for making it happen.

On behalf of the Speaker of the House of Delegates, Delegate Conroy presented Mr. Rosenberg with a House Resolution, signed by the Speaker and Mary Monahan, and thanked him for everything he does for the Maryland State Archives.

Be it hereby known to all that the House of Delegates of Maryland offers its sincerest congratulations to Henry A. Rosenberg, Jr. in recognition of your support of the Maryland State Archives "Atlas of Historical Maps of Maryland 1608-1908" and the entire membership extends best wishes on this memorable occasion...24th day of April 2003.
Chairman Bell presented Mr. Rosenberg with a Governor's Citation which reads as follows:
Governor of the State of Maryland to Henry A. Rosenberg, Jr.
Greetings:
Be it known that on behalf of the citizens of this State in recognition of your continuing efforts to benefit the State of Maryland and its residents, we appreciate your generous support of the Maryland State Archives Atlas of Historical Maps of Maryland and as the people of our State join in offering a well-deserved tribute to you for your lasting and significant contributions as one of Maryland's most distinguished citizens, we are pleased to confer upon you this Governor's Citation given under my hand and the great seal of the State of Maryland this 24th day of April 2003.
Robert L. Ehrlich, Jr., Governor
R. Karl Aumann, Secretary of State


Senator Miller said that when anyone has deserving cause, Henry Rosenberg and the Rosenberg Foundation can be counted on to help. It was his great pride and privilege to present Mr. Rosenberg with a Senate Resolution and thanked him for a job well done.

When Dr. Papenfuse had presented Senator Miller with an advance copy of the Atlas, it fell open to a map of Prince George's County.  Senator Miller commented that he would like to have a copy of that map, so Dr. Papenfuse presented Senator Miller with a full-sized copy.

Mr. Morrison noted that Dr. Papenfuse had visited him and looked at the collection, with Nancy Bramucci, and they had really helped him to preserve the collection.  He said that he has been impressed with the work that Dr. Papenfuse is doing and that the Archives is the proper place for the collection.

 
Mr. Kenderdine offered a Resolution of appreciation to Henry A. Rosenberg, Jr. for his support of the Maryland State Archives Atlas of Historical Maps of Maryland, seconded by Mr. Schreiber and unanimously approved, the Chairman concurring.

Education and Outreach

Courses taught and lectures given by State Archivist (see prior resolution on 4/19/2000):

• March 10:  Multimedia presentation on Remembering What Our Grandparents Did for Us:  The Sacrifices of the World War II Generation at The Johns Hopkins University Center for Talented Youth Odyssey;
Dr. Papenfuse noted that he was was very pleased to have participated in something quite touching for him because he didn't realize he had it in his own Archives.  His 87-year-old father-in-law had reminisced about his life as a soldier in World War II on Peleliu, a small island in the Pacific that was the scene of one of the worst battles of the second World War. His father-in-law's job was to run the telephone lines up to the front line.  When he returned from the war, he wrote a five page account of his experiences.  Dr. Papenfuse put this extraordinary narrative into presentation form for the Talented Youth Odyssey at Johns Hopkins University and will be giving it again to the China Burma India (CBI) Veterans group on May 15.
• September 10:  Judicial Institute course on Maryland Legal History in the post-Revolutionary Era (rescheduled from April 9);
• Fall 2003:  Legal History Seminar: Building Baltimore to be taught at University of Maryland School of Law;
• Spring 2004:  Race and the Law: The Maryland Experience to be taught with Larry Gibson at University of Maryland School of Law.
• Commission to Coordinate the Study, Commemoration, and Impact of Slavery's History and Legacy in Maryland
• December 16:  Meeting at Hampton Orangery re:  Underground Railroad
• March 26: Lecture to Elderhostel group on Portraying Annapolis: Artists Working in Maryland's Capitol Annapolis from 1750-1900, by Elaine Rice Bachmann, Curator of the Commission on Artistic Property.
• Summer Internship Program
• Plans for summer 2003
Dr. Papenfuse advised that the Archives looks for partners for our Internship Program.  He announced that Morgan State has given the Archives a grant of $3,703 to fund one intern.  The Archives also has a number of matching grants, as well as the money from the Federal government for the Underground Railroad.
Mr. Tabb offered a Resolution of Appreciation for providing funds for the 2003 Internship Program to Morgan State University, the Department of Health and Mental Hygiene Spring Grove Hospital Center and the Moss Family Foundation, seconded by Mr. Kenderdine and unanimously approved, the Chairman concurring.

Forthcoming special meetings of the Commission & events of interest

• April 25:  Dr. Papenfuse to serve as panel participant in The Future of Civil Rights Research - A Program to Commemorate the Re-Opening of the Thurgood Marshall Law Library;
• April 28: Reinstallation of portrait of Blair Lee III in the Governor's Reception Room;
• April 30:  Dr. Papenfuse to attend the Administrative Law Section Annual Spring Dinner:  The Governor's Emergency Powers.  Speech by Judge Wilner;
• May 5:  Dr. Papenfuse to address the Maryland Circuit Court Clerk's Association meeting on the Land Records ELROI/Archives project in Ocean City re: the Court Clerks about the Archives' joint program with the Circuit Court, sponsored by the Administrative Office of the Courts, to bring all land records in the state online in an image retrievable environment starting with the indices. Papenfuse is proud to be partners in this extraordinary accomplishment, and it also brings the Archives special fund revenue.
• May 8:  Dr. Papenfuse to meet with Janet Owens, County Executive for Anne Arundel County, re:  Public Records of Anne Arundel County;
• May 15:  Dr. Papenfuse to address the China Burma India (CBI) Veterans group of WWII  at Kaufmann's Restaurant re:  role of the State Archivist and MSA (rescheduled from February 20 due to inclement weather);
• May 13 and October 21:  Dr. Papenfuse to attend a Governor's Consulting Committee Meeting on Historic Sites;
• May 21:  Dr. Papenfuse to host Mr. & Mrs. Russ Morrison and the Kent County Historical Society on a tour of the Archives.

Administrative & Fiscal Matters

Dr. Papenfuse welcomed Secretary Rutherford (the new Secretary of General Services) and his daughter to today's meeting.  He is most grateful to DGS for the cooperative way in which they have been working with the Archives' staff to improve things at the Archives within the context of the budget.

Secretary Rutherford apologized for being late but was held up in traffic.  He thanked the Commission for their hospitality, especially as it relates to bringing his "assistant," his daughter Lauren.    Chairman Bell welcomed Lauren Rutherford to the meeting.

• Building Maintenance/New Facilities/Space Needs:
• DGS landscaping plan;
Mr. Baker expressed thanks to Sam Cook and Joe Pritchard of DGS for a landscaping plan for the Hall of Records which is included in today's packet.  It includes a row of Cherry Blossom trees interspersed with ivy and shrubs in the front.  There will also be Carolina Beautie and Pinoak and Crabapple trees.  Mr. Baker also looks forward to the repair of the sprinkler system.  Finally, Mr. Baker requested improved lighting in the front of the building for safety reasons.
• December 18:  BPW meeting, agenda item re: Archives' lease renewal.
• Legislation:
• January 21:  Dr. Papenfuse's demonstration to the House Judiciary budget subcommittee of land records operation, in the Anne Arundel County courthouse;
• February 5:  Dr. Papenfuse's testimony on HB 92 (Circuit Court Real Property Records Improvement Fund - Funding and Duration) by the House Appropriations Committee, Howard P. Rawlings, Chair;
• February 6:  Dr. Papenfuse's testimony on SB 136 (Circuit Court Real Property Records Improvement Fund - Funding and Duration) by the Senate Judicial Proceedings Committee, Brian E. Frosh, Chair;
• February 13:  Dr. Papenfuse's testimony on SB 43 (Designating the Thoroughbred horse as the State horse) by the Senate Judicial Proceedings Committee, Brian E. Frosh, Chair and sponsored by Senator Leo E. Green;
• March 6:  Dr. Papenfuse's testimony> on HB 887 ( Real Property - Abandoned Land - Certificate of Reservation for Public Use) before the Environmental Matters Committee, Del. Maggie McIntosh, Chair, re:  DNR's efforts to acquire Greenridge State Forest.
• Budget Issues, Past, Present and Future:
• Budget Reconciliation Act;
• February 25, 1:00 p.m.:  Archives' budget hearing before the House Public Safety & Administration Subcommittee;
• February 25, 2:00 p.m.:  Archives' budget hearing before the Senate Health & Human Services Subcommittee;
• Vital Records letter to the Hall of Records Commission and the Public;
• Letter to Governor Ehrlich from Congressman Benjamin Cardin regarding Charles Carroll of Carrollton papers;
• Staff reductions and revised schedule for opening the search room.
Assuming the Budget Reconciliation Act is signed, there is a provision for the Archives to continue to work with the Land Records Improvement Fund to provide access to land records. Dr. Papenfuse is grateful to the Judiciary for its support in this joint project.

The Archives overall budget has been reduced by 12.5% of General Funds.  This has cut our basic staffing and our ability to do outreach work to bare bones.  For instance, there is no money for exhibits or to store artistic property off site in a safe and reasonable temperature and humidity controlled environment.  The Archives has had to cut back its services in the Search Room by one day a week. As we improve our partnership relations and are able to earn more special funds, we may be able to open the Search Room up again for another day.

• Memorandums of Understanding (MOU)
Dr. Papenfuse has been working out specific agreements with State agencies in order to secure mutually beneficial special funds.
• MOU between the Maryland Historical Trust and the Archives
The Maryland Historical Trust has a wonderful resource of historic sites inventories with photographs and tremendous historical detail in the narratives of the proposals to nominate sites to the historic trust and the national trust.  However, these are all on paper, hard to find and not searchable. The Trust has a federal grant to put all of those materials into a searchable web environment which they are passing on to the Archives to do the work.  When completed, people will be able to research any historic site in Maryland through a cooperative website environment between the Archives and the Maryland Historical Trust.
• MOUs between the Maryland Judiciary and the Archives
• No. 1:  mdlandrec.net and land record conservation;
• No. 2:  Agreement in support of Judiciary ELROI project.

Dr. Papenfuse advised that with the two projects the Archives is doing with the Judiciary, it is going to be creating the world's best electronic archives. The Archives will be the first state in the nation to focus attention on caring for, managing and preserving the electronic record as an official record of government in a way in which it will be perceived of as a permanent record.

Next meeting

At the call of the Chair for a date in late fall.

Adjournment

There being no further business to discuss, Dr. Phillips offered a motion to adjourn the meeting at 1:04 p.m., which was seconded by Mr. Kenderdine and unanimously approved, the Chairman concurring.

Approved by the Hall of Records Commission, November 17, 2003.
 

                                ________________________________________
                                        The Honorable Robert M. Bell, Chairman
 
 
 

                                ________________________________________
                                        Edward C. Papenfuse, Jr., Secretary

Dr. Edward C. Papenfuse
State Archivist

Email: edp@mdarchives.state.md.us

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