Hall of Records Commission Minutes for a Meeting  at the Maryland State Archives Electronic Classroom 12 Noon April 19, 2005 (Civil War Remembrance Day)

Chairman Bell called the meeting to order at 12:15 p.m. at which time he welcomed special guests:  Chris Allan and David Troy.

He mentioned that Dale Cathell and Bill Kerbin attended the last Hall of Records Commission meeting.  Sadly, Bill Kerbin passed away in March. Funeral services were held on March 11, 2005.  Judge Bell was a speaker at his funeral, having gotten to know Mr. Kerbin over the years through Judge Cathell.  According to Judge Bell, Bill Kerbin led an amazing life:  He practiced law continuously for more than 71 years; at 28 years of age, he was the youngest State's Attorney in Worcester County and served for eight years in that capacity; he led a group called Young Billy's Flying Squad which cleaned up the county of gambling, bootlegging and dancing on Sunday; he also stopped a lynching in the 1940s; he was a civic leader; chair of the Character Committee for Worcester County for more than 60 years as well as a founding 60 year member of the Rotary.  Bill Kerbin was a role model for all of the attorneys in Worcester County.  He will be missed terribly.  Chairman Bell requested a minute of silence in honor of Mr. Kerbin.

Chairman Bell stated that the Archives is hoping that some, if not all, of Mr. Kerbin's collection will be given to the Archives, although a final decision about its dispersion is still pending.  Dr. Papenfuse noted that there is a video file of the last Hall of Records Commission meeting at which Mr. Kerbin and Judge Cathell were guests.

Christopher N. Allan, Secretary, Friends of the Archives
David C. Troy, President, Friends of the Archives (short bio)

Chris Allan introduced David Troy who has agreed to work with him and others on the Friends of the Archives activity.  He is a former student of Dr. Papenfuse, is interested in Maryland history and collaborated on a web site for the Archives.  Mr. Troy said he is very pleased to be a part of this group.  There is a need to reach out to the community and Chris Allan and Mr. Troy are interested in hearing any ideas the Commission may have.  Messrs. Troy and Allan are still trying to figure out exactly how they want to go about doing this.  Mr. Troy would like to see the Archives succeed and continue to reach out to the public.  He thanked the Commission for the opportunity to be at today’s meeting and looks forward to working with all of them.  Dr. Papenfuse showed the Commission the 15th Amendment web site Mr. Troy designed about ten years ago for his senior thesis that is available online.

Opening Remarks

It is Judge Bell's understanding that there is a new book on African American leaders of Maryland that has been written by one of the members of the Hall of Records Commission, Dr. Glenn Phillips. He gave Dr. Phillips an opportunity to "plug" his new book.  Dr. Phillips said it is an honor to be associated with African American Leaders of Maryland:  A Portrait Gallery done with co-author and colleague Sue Chapelle.  The book was started about five years ago and represents 365 years of African American history up to the end of the 20th century.  It is divided into four parts.  The first section is a narrative highlighting the important things that occurred during the 365 years and then 45 individuals (with pictures) were selected who contributed to Maryland's history.  Some were born here and some were not, for example, Billie Holiday was not born in Maryland.  Others featured are Daniel Warner who was born in Baltimore, traveled to the Republic of Liberia in West Africa and became its third president; and Benjamin Quarles who was born in Boston, became a Marylander in 1953, and contributed over 13 books on African American history.  The last person to enter the book is Harry Augustus Cole who died in 1999.  Of the 45 individuals in the book, 11 are women.  If you read this book written particularly for young readers, Dr. Phillips said, you will get a good idea of a much neglected aspect of Maryland history.

Mr. Fiori said that the Maryland Historical Society was proud to publish this book.  The project came out of a session at a book festival where a number of prints of African Americans were on display behind the booth.  Some people wanted to buy them, but, unfortunately, they were just there for decoration and were not for sale.  It is a real contribution in an area where there is not much material in the state.  The Maryland Historical Society is working closely with the Reginald F. Lewis Museum of Maryland African American History & Culture to get this book into the classroom as part of its outreach program.

The price for this 155 page book is $20 and $16 to Commission members.  Dr. Papenfuse stated that the Archives is supporting the Maryland Historical Society's publications program by purchasing copies to sell.  At this time, Dr. Phillips presented a signed copy of African American Leaders of Maryland to Chairman Bell and Dr. Papenfuse.

Finally, Dr. Papenfuse called to the attention of the Commission that Dr. Phillips also received a well-deserved promotion at Morgan University.

Reports and Minutes of Previous Meetings

Whenever possible, Dr. Papenfuse selects the date of the Hall of Records Commission meeting to coincide with a significant date in Maryland's history.  The last Commission meeting was held on St. Cecelia's Day.  St. Cecelia was the patron saint of the Calverts, and it was on St. Cecelia's day that the first people who wanted to establish Maryland left from Cowes, England, on the Isle of Wight,  headed out for the rough seas and came to Maryland.

Today, of course, is April 19.  On this day, the first shots of the American Revolution were fired and more recently, the tragedy of the Oklahoma bombing occurred.  On April 19, 1861, the first blood of the Civil War was shed on the Baltimore City streets.  Dr. Papenfuse thought it would be appropriate for the Commission to commemorate today principally as Civil War Remembrance Day.

Last summer Dr. Papenfuse researched the topic of the importance of habeus corpus in American law, particularly relating to the Ex Parte Merryman case which Judge Taney decided in 1861.  In searching for contemporary accounts, Dr. Papenfuse found letters written by the English Consul to Baltimore, Frederic Bernal.  Dr. Papenfuse showed the Commission a personal web site he created http://editonline.us, including Bernal's letters relating to April 19, 1861.  On the left side of the screen is the image of the record, and on the right side of the screen is where Dr. Papenfuse's students edited and transcribed the letters.

• November 22, 2004

Dr. Nelson offered a motion of approval of the minutes (as amended, if amended), seconded by Mr. Tabb and unanimously approved, the Chairman concurring.
 
• Special Meetings and Celebratory Events
• January 14:  Unveiling of  portrait of Judge Charles Markell;
• February 1:  State of the Judiciary:  Speech by The Honorable Robert M. Bell;
• February 21:  George Washington's Birthday Celebration in Old Senate Chamber:  Speech by Senate President Thomas V. Mike Miller, Jr., program by Mimi Calver;
• March 3: Presentation of the First Citizen Awards.  Speech by Dr. Papenfuse;
• March 3:  Presentation of the Speaker's Society Awards;
• March 7:  Swearing-in ceremony of Dr. Allen Weinstein, Archivist of the United States, by Justice Ruth Bader Ginsburg;
• March 24:  Maryland Day, Maryland Colonial Society Annual Essay Contest Awards. Remarks by Dr. Papenfuse;
• March 26:  St. Mary's Commission Meeting and Dr. Papenfuse's keynote Maryland Day address, as the Historic St. Mary's City Commission celebrated the 371st anniversary of Maryland's founding.
Dr. Phillips offered a motion of approval in recognition of the special meetings of the Commission as defined by standing resolution, seconded by Dr. Nelson and unanimously approved, the Chairman concurring.

Records Retention and Disposal

• Retention
• Disposal

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

Old Business

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

• December 14:  Dr. Papenfuse met with Judges Murdock and Holland re:  the art at the Baltimore City Circuit Court and the courts participation in the Archives' summer internship program;
• January 11:  Mr. Lourie participated in radio interview with Patricia Blick, Director of the Annapolis History Center, WNAV (1430 AM) re: Annapolis Antiques Show
• January 15:  Mr. Lourie attended Annapolis Antiques Show and spoke at the symposium on "Furniture During the Time of John Shaw, Annapolis Cabinetmaker;"
• January 18:  Mr. Baker presented on GIS standards of preservation and record retention, DNR, Tawes Building;
• February 15:  Dr. Papenfuse attended Governor's Consulting Committee Meeting on Historic Sites;
• January 25: Opening reception for Archives' staff of Four Centuries of Stories Exhibit in the Miller Senate Building;
• February 16:  Dr. Papenfuse and Messrs. Baker and Swanson met with the Clerk's Access Committee;
• February 21:  Mr. Haley interviewed Lt. Governor Michael Steele on "Undiscovered Radio", Radio Clay Street;
• March 9 and April 13:  Ms. Melville attended meeting of the Circuit Court Retention Schedule Committee;
• March 11:  Dr. Papenfuse attended Underground Railroad Advisory Board meeting;
• March 25 (Maryland Day):  Dr. Papenfuse conducted a conference call with members of the Organization of American Historians Committee on Research & Access to Historical Documentation which he chaired (see report);
• March 30:  Dr. Papenfuse hosted the Clerk's Access Committee meeting;
• March 30:  Dr. Papenfuse and Ms. Calver attended a State House Trust meeting;
• March 31:  Dr. Papenfuse met with Dr. Allen Weinstein, Archivist of the United States, to discuss access to Federal records and other matters;
• April 1:  Dr. Papenfuse attended a Johns Hopkins University Medical Archives meeting;
• April 5:  Dr. Papenfuse participated in the Baltimore and Maryland Africana Studies Collaboratory Project at The Johns Hopkins University;
• April 6:  Dr. Papenfuse addressed the Wednesday Club at the Maryland Club re:  What does Catherine Zeta-Jones have to do with the Maryland State Archives?;
• April 14:  Dr. Papenfuse attended luncheon meeting with Senator Charles "Mac" Mathias.

 
Dr. Papenfuse advised that one of the most important aspects of what staff has been doing apart from their good outreach and research on the underground railroad is the work of automating and putting online all of the land records in the State.  Approximately 120 to 130 million images will be online by July 2006.  More and more people are becoming aware of how great and useful this system is, especially title searchers and abstractors.  This major undertaking demonstrates how the Archives effectively deals with the capturing and preservation of these records.

Mr. Freedlander asked about the meeting with Senator Mathias.  Dr. Papenfuse stated that Senator Mathias was given an honor by the Senate, originated by the President of the Senate, called the First Citizen Award which is given to distinguished Marylanders for their service.  Dr. Papenfuse had the privilege of presenting this award to Senator Mathias.  Before the session, Senator Mathias pointed out that he had a number of members of his family that were in the legislature.  He invited Dr. Papenfuse to lunch and agreed to help the Archives fill out some of that biographical information.  They also talked about the Senator's experiences in the legislature and the U.S. Senate.

Chairman Bell asked what Catherine Zeta-Jones has to do with the Maryland State Archives.  Dr. Papenfuse explained that the only way he felt he could get the full attention of the 120 members of the Wednesday Club was to bring an image up on the screen that everyone would recognize instantly and then he could relate to Archives.  There was a brochure in the Sun where Catherine Zeta-Jones was advertising a perfume that will melt your soul.  In the background is the City of Venice sinking into the sea.  His point was that too often we are so distracted by the ephemeral, that we don't pay attention to the preservation needs of the supporting background.

Dr. Papenfuse reported on the list of meetings and events that staff of the Archives have been engaged in and associated with.  He has been invited to work with the new Archivist of the United States, Dr. Allen Weinstein.  Dr. Weinstein invited Dr. Papenfuse's seminar to meet with him on May 3rd to talk about his book, Perjury.  In his book, Dr. Weinstein comes to the conclusion that Alger Hiss was a traitor and a communist, but Dr. Papenfuse feels the matter has not yet been conclusively resolved.

Recent Gifts and Acquisitions

• Special Collections:
• January 18:  Dr. Papenfuse met with Judge James F. Schneider re:  his collection;
Judge Schneider has been interested in the history of the bar and Supreme bench and has kept track of the biographies of people who were associated with the whole court of Baltimore system.  He wants a home for his collection, and this summer Judge Schneider will be transferring his collection to the Archives.
• February 2:  Dr. Papenfuse met with Bill Sleeman re:  Lee Baylin and University of Maryland School of Law Collection relating to the Trial of Governor Marvin Mandel, MSA SC 5597;
The University of Maryland School of Law had a complete set of all the transcripts relating to the various trials of Governor Mandel owned by a Sun reporter.  They didn't know what to do with them as they didn't fit in with their scheme of collecting, so it was given to the Archives as a special collection.
• March 8:  Dr. Papenfuse and Elaine Rice Bachmann met with Marvin Mandel re:  portrait of Governor and Mrs. Mandel;
Dr. Papenfuse advised that the Archives has been very fortunate that Governor Mandel (whose birthday is April 19) has donated to the State a double portrait of himself with Jeanne Blackistone Dorsey Mandel painted by Peter Egeli, which is to be hung in Government House.
• March 17:  Surprise ceremony for William R. Nuttle at the Kent County Circuit Courthouse;
William Nuttle has been a surveyor on the Eastern Shore for 50 years.  He is one of the most highly respected surveyors in Queen Anne's and Kent Counties.  Mr. Nuttle approached the Clerk of the Kent County Circuit Court to see if he would be interested in his records of surveys.  The Clerk in turn called the Archives to see if it was interested.  Mr. Nuttle gave his collection jointly to the Clerk and the Archives with the understanding that the Archives would bring them online and make them available through plats.net.
• April 6:  Dr. Papenfuse visited Jean-Berry Molz at Blakehurst Retirement Community re:  Map of Canton.
Dr. Papenfuse reported that Jean-Berry Molz has a small collection of lovely original prints relating to the City of Baltimore that she is thinking about giving to the Archives.  Every major collection has these prints, including the Maryland Historical Society, but the Archive does not.
• Government Records
With the help of the Department of General Services, Dr. Papenfuse advised that the Archives now has a fourth warehouse which tells you something about the pressures on us with regard to archival material, because the Archives no longer has space in this building for anymore archival material and must shift records back and forth.
• Archives Endowment Fund
Van Lewis, the Archives financial officer, reported that there is $682,905 in the Archives Endowment Fund.
Dr. Phillips offered a Resolution of Appreciation for the recent gifts, including other special collections received but not described, seconded by Dr. Nelson and unanimously approved, the Chairman concurring.

Special Announcements

Mr. Baker stated that the Board of Public Works, acting on the suggestion of Chief Judge Bell, voted to rededicate the Hall of Records as the Edward C. Papenfuse State Archives Building.  This celebration will be held on June 27 at 12:00 noon.   Judge Bell will serve as Master of Ceremonies and Governor Ehrlich will be in attendance.  Former Governor Hughes has been invited and, of course, the Hall of Records Commission.  Mr. Baker hopes everyone can attend.

Dr. Papenfuse pointed out that two Cardinals were invited to the rededication ceremony.  Both sent wonderful letters declining the invitation as current events had them scheduled to be in Rome.  At Dr. Papenfuse's request, Chairman Bell gave his permission for both letters to be entered into and made a part of these minutes (letters from Cardinal Keeler and Cardinal McCarrick).

Archives of Maryland On Line

• Finding Aids, Reference Services, and Publications:
• on-line comprehensive guide to records
• reprint of The Great Seal of Maryland poster (handout)
Dr. Papenfuse presented the Commission members with a gift of the reprint of the Great Seal of Maryland poster which was a cooperative project between the Archives and the Secretary of State's office.  The much needed update and better presentation of the poster which was originally produced in 1986, was paid for by the Secretary of State's office.  Ms. Bachmann said with minor corrections and improved text, she was proud to have worked with a talented designer who incorporated the use of digital imagery of the seals to create the updated version.
• mdgovpics.net
The Archives was approached by the Governor's photographers for assistance in printing photographs and getting them out as quickly as possible.  They asked if the Archives could help them put all of the Governor's photographs online.  Dr. Papenfuse offered to create a prototype site which was designed in-house with the understanding that in the next budget there be a provision to help carry this project forward.  Dr. Papenfuse demonstrated for the Commission how the web site works.  He said the good news is that the photographs selected to go online immediately go into archival storage, so you never have to worry about cataloging or preserving these photographs as it has already begun from the point of origin.  The photographs can be downloaded and printed by anyone visiting the web site resulting in tens of thousands of dollars in savings a year to the State.  These are all public domain and there is no copyright.
• MOU and archival service-related projects:
• NICS research
• mdlandrec.net
Dr. Papenfuse reported that with Chief Judge Bell's urging and support, the Archives has completely renegotiated its MOU with the courts and has established a very good framework for cooperation from here on out for mdlandrec.net and plats.net.

Education and Outreach

• Courses taught and lectures given by State Archivist (see prior resolution on 4/19/2000):
• Fall 2005:  Dr. Papenfuse to co-teach with Garrett Power the Legal History Seminar at the University of Maryland School of Law;
• Fall 2005:  Dr. Papenfuse to teach a methods seminar at Johns Hopkins University;
• Spring 2006:  Dr. Papenfuse to co-teach with Larry Gibson at the University of Maryland School of Law.
Dr. Papenfuse advised the Commission that he continues to teach courses.  He also mentioned that on May 27 he is giving the keynote address on Baltimore history at the University of Maryland School of Law in Westminster Hall.
• February 3:  Ms. Bramucci conducted a workshop at UMBC as part of the Teaching American History in Maryland program to Baltimore City public school teachers  re:  online primary sources available to teachers for incorporation in the classroom;
• February 17:  Mr. Schoeberlein was guest lecturer at UMCP on the use of photographs as historical documents;
• March 23:  Ms. Bramucci conducted a workshop at UMBC as part of the Teaching American History in Maryland program to Anne Arundel County public school teachers re:  online primary sources available to teachers for incorporation in the classroom;
Dr. Papenfuse stated that enough is not said about what staff of the Archives does to try and help with the teaching of American History in the schools.  This is done in partnership with other people, e.g., University of Maryland Baltimore campus.  He informed the Commission that Nancy Bramucci is the principal systems designer for mdlandrec.net and plats.net.  She is also a public historian and teaches on the faculty at the University of Maryland Baltimore campus.  Ms. Bramucci has persistently monitored our document packets and has created a wealth of material on the Archives web site that is available for the study of American History, all of which has been financed by the Byrd grants (Federal monies for the teaching of American History in the schools).  Ms. Bramucci does this after hours after working in the Archives IT department.
• May 16:  Dr. Papenfuse to host Boys' Latin third grade class;
• June 23 and July 1:  Dr. Papenfuse to participate in the NEH Teacher Institute sponsored by St. Mary's College of Maryland and Historic St. Mary's City, re:  Whose History?  Conflicting Memories and the Politics of Commemoration;
• June 27-July 9:  Dr. Papenfuse to participate in the summer Teaching American History program with Baltimore City on "Alger Hiss: Treason, Perjury and Civil Rights?"
• July 11-July 22:  Dr. Papenfuse to participate in the summer Teaching American History program with Anne Arundel County on "Alger Hiss: Treason, Perjury and Civil Rights?"
• July 25-August 5:  Dr. Papenfuse to participate in the summer Teaching American History program with Baltimore County on "Alger Hiss: Treason, Perjury and Civil Rights?"
• October 25:  Dr. Papenfuse to teach Maryland Legal History course for the Judicial Institute on Industrialism, Depression, War 1867-1945.
• New exhibitions, Four Centuries of Stories from the Collections of the Maryland State Archives, in the Miller Senate Office Building (brochure)
Dr. Papenfuse called to the Commission's attention two brochures done for the Senate included in their packet of information. He expressed his appreciation to the Senate and Senate President for their help and funding of the many exhibits the Archives does in the Senate Office Building.  Ms. Bachmann said this exhibition veered away from just exhibiting the Peabody collection to telling stories from the Archives' collections (artwork, objects, documents).  There are ten cases with ten different stories which are outlined in the brochure.  Ms. Bachmann stated that the Archives is already researching topics for next year's exhibits with the hope that new areas of interest can be explored.  She personally thanked the Senate.  Because of their support of this exhibition, the Archives was able to conserve the portrait of Isaac Mayo for display, which has not been on public display for many years.

Senator Miller said it is a fine building and people tour all three stories.  They seem to gravitate towards the Civil War battle flag and Mayo's sword.  He noted that the exhibits are removed every year and every year they are better than the year before.

• Summer Internship Program
• Plans for summer 2005
Ms. Squires reported that the Archives just completed the recruiting phase of the Summer Internship Program with a total of 63 applications.  She envisions the program to be a bit smaller this year.  Ms. Squires acknowledged the support of a good number of friends who are giving money in matching funds to support various internship programs.  It is always appreciated and helpful.  Dr. Nelson said he would check on the status of St. John’s participation in the internship program and get back to Ms. Squires in a day or two.
Dr. Nelson offered a Resolution of Appreciation for providing funds for the 2005 Internship Program to Morgan State University, Maryland Commission for Women, U.S. Department of Education, Baltimore Court Foundation, and S. J. Martenet, seconded by Mr. Tabb and unanimously approved, the Chairman concurring.

Forthcoming special meetings of the Commission and events of interest

• April 19 - Dr. Papenfuse to attend former Governor Marvin Mandel's 85th Birthday celebration at the Baltimore Marriott;
• April 20 - Dr.  Papenfuse to host the Clerk's Access Committee meeting ;
• April 27:  Dr. Papenfuse to attend an MLA Advisory Board meeting at JHU;
• April 28:  Dr. Papenfuse to participate in IS&T's Archiving Conference 2005 re:  Creating and Maintaining a Permanent Electronic Archives:  The Maryland Experience;
• April 30:  Ms. Melville to judge at Maryland History Day;
• May 3:  Mr. Baker to attend Maryland Commission on Artistic Property meeting;
• May 3:  Dr. Allen Weinstein, Archivist of the United States, to meet Dr. Papenfuse's seminar to discuss Perjury and for a tour of the new exhibits at the National Archives;
• May 14:  Dr. Papenfuse to meet with Messrs. Elder and Reese re:  Mrs. Joan Hoblitzell collection;
Dr. Papenfuse advised the Commission that the original of Washington’s speech resigning his commission is still in private hands and about to go on sale.  He arranged for an outside appraiser who is a very well-known manuscript dealer to look at it in a couple of weeks and who will also attempt to help arrange a private hire to give it to the State.  This is an extraordinary document.  It is Washington’s own annotated copy of the speech he gave in the Senate chamber and does not exist in any other collection.  Dr. Papenfuse is hoping it comes to the State on that special occasion when Senator Miller has the Senate in special session, and he can bring in the original for the ceremony.  Dr. Papenfuse estimates the value of this document at between $700,000 and $1 million.  Senator Miller said that he gave the Washington’s Day speech this year.  Every year the Senate goes to Dr. Papenfuse and asks for help with new anecdotes about Washington’s life.  He said that Dr. Papenfuse is a great asset to the entire State.
• May 25:  Dr. Papenfuse and Ms. Alvey to attend Library of Congress workshops on digital state and local publications;
The Archives has been invited by the Library of Congress to participate in its groundbreaking discussions about how to hold on to government publications that are produced only digitally.  There is no known uniform program.  The Archives will participate in a couple of workshops which will lead to a standard the library puts out for all states to follow, as well as the Federal government.
• May 26:  Dr. Papenfuse to give the keynote address at the Baltimore Historical Society conference on Baltimore City History re: Historical Research and Writing in a Digital Age;
• June 20:  Dr. Papenfuse to address the Carroll County Genealogical Society re:  The Maryland State Archives and Genealogy: Present Needs and Future Prospects;
• October 4:  Dr. Papenfuse to attend meeting of the State House Trust;
• October 18:  Visit from the Questers to see the preserved Kent County books;
• October 21:  Dr. Papenfuse to address the Bench Bar Conference re:  the Lincoln Pardon.
Dr. Papenfuse has been asked to tell the story of the Lincoln Pardon to the Bench Bar Conference.  They still have the original of this document at the courthouse.

Administrative and Fiscal Matters

• New MOU with the Judiciary re:  mdlandrec.net and plats.net
The Archives has set up a test server for a whole new approach to delivering records online for the land records project which moves from using an image format that people have difficulty finding viewers and printers for to pdf (portable document format, the standard format the courts are now using).  One of the ways the Archives is trying to help in Baltimore City is to deal with plats and maps that show the block designations.  As an example, Dr. Papenfuse showed the Commission a map of Annapolis.  The archival problem is the only copy of this exists on aperture cards as microfilm that has been used and used and used in the courthouse.  He pointed out to the Commission the scratches on the image.  As Dr. Papenfuse moved in on the image, it is readable but very blurry.  Sadly, the court threw this atlas away; however, Dr. Papenfuse thinks he knows who has the original and hopes to get it back and scanned.  Dr. Papenfuse demonstrated how swift the image is brought in, its quality and the way the new system is going to deliver it.  He showed the Commission an example of one of the land record volumes from 1853.  It is difficult to read but legible.  Because of the tools in the new system, the abstractors who were brought in to look at this system were stunned that they could work with and make educated guesses looking at a pdf image and that this same image could not be read on film.   The Archives is at last doing what it is required to do under the Real Property Article, preserving these records and making them accessible.
• Building Maintenance/New Facilities/Space Needs:
• December 21:  Dr. Papenfuse met with Winston Tabb, Dean of University Libraries at Johns Hopkins University, re:  modular storage facility in Howard County at the Johns Hopkins University Applied Physics Lab;
At the last Hall of Records meeting, Bret Schreiber mentioned the fact that Johns Hopkins University has been engaged in creating the Harvard model of compact shelving and storage in a modular way for the care and preservation of books.  Hopkins is developing a facility at its Applied Physics Lab.   Dr. Papenfuse met with Mr. Tabb and talked about what Hopkins was doing and looked into the possibility that at some point the Archives might be part of the project or follow Hopkins' example and do something similar elsewhere.  Mr. Tabb very kindly shared all of their plans with Dr. Papenfuse and showed him what has gone into the preparation of this facility.  The Archives is in the process of exploring what it can do to get around the problem of four warehouses without temperature and humidity control subject to all kinds of vicissitudes of nature and moving those records into a proper archival environment.  This building ran out of space in the year 2000, and Dr. Papenfuse needs to think about the care and preservation of what the Archives does and does not have on hand.
• Capital budget preparation;
• New warehouse facility;
Mr. Baker is working on preparation of the capital budget for next year.  He said that the Archives is going to need some help, and the Budget Secretary will be working with him to come up with some base line information.  Secretary Rutherford suggested Mr. Baker work with Joe Pitruzzella.  Mr. Baker said the Archives is about ready to move into its fourth warehouse where record material will be stored without temperature and humidity control.  The Archives is rapidly coming to the point where it would make fiscal sense to consolidate in building a new facility.
• March 9:  Mr. Baker met with Steve Noonan, Energy Manager at DGS to discuss the light control problem and update on the stacks temperature/humidity control;
The Archives is working with DGS with regard to lighting in the building and in the stacks.  Dr. Papenfuse said that we need to do more with temperature and humidity control in this building.  The Archives needs help from DGS to improve in these areas.
• Legislation:
• HB 640, SB 348, Circuit Court Real Property Records Improvement Fund - Duration (testimony)
Dr. Papenfuse believes the Real Property Records Improvement Fund has been extended at least to 2009 and possibly 2011.  It is absolutely essential to the working of the Archives that the fund be extended.
• HB 403, SB 449, State Government Reports to General Assembly - Requirement of Electronic Submission (testimony)
As far as the requirement of electronic submission, Dr. Papenfuse reported that the bill did not pass but it is something the General Assembly needs to pay more attention and lend its support to, because more and more of what we produce in the way of information only exists in electronic form and really ought to be delivered in electronic form to the people that need it, rather than pulling it in on electronic form and printing it out to paper and wasting a tremendous amount of paper.  He pointed out that the Hall of Records Commission minutes were distributed as pdfs.
• HB 749, SB 793, State Finance and Procurement - Capital Budget - Funding for Public Art (testimony)
• Budget Issues, Past, Present and Future:
• Audit documentation and Archives response
The Archives responded to the audit and seems to be doing fine as far as the audit is concerned.   It hasn’t been a wonderful budget year as the Archives received no real increase of funding and was hit with a 12 1/2 percent cut with nothing for paper, pencils, postage, etc.  Dr. Papenfuse will be working with Secretary DiPaula to see if this can be rectified in the next budget.
• February 3, 1:00 p.m.:  Archives' budget hearing before the House Public Safety and Administration Subcommittee (testimony);
• February 10, 1:00 p.m.:  Archives' budget hearing before the Senate Health and Human Services Subcommittee (testimony);
• Building Equity for the Future:  the concept of the Educational and Entrepreneurial Reserve (EER).
At the budget hearings, Dr. Papenfuse proposed and explained to the budget committees that the Archives needs to build an endowment whereby the interest can be used for educational and outreach purposes and other value added activity of the Archives that traditionally have not been funded by General Funds.  He suggested an Educational and Entrepreneurial Reserve (EER) fee for services.  The EER was suggested by a court case decided in the 1920s by Judge Ulman of the Supreme Bench of Baltimore City regarding a privately owned trolley car company that wanted to add 7% on to its fares to pay for future track laying, equipment, etc.  It has since become standard in business to have such a depreciation allowance or depreciation reserve.  Dr. Papenfuse strongly urged that any entrepreneurial activity of the Archives that produces income should include on top of the invoice 7% as an education and entrepreneurial reserve, and that the 7% should be considered an income to the Archives Endowment.  Under the existing law, it would appear there is nothing to prevent the Archives from doing this.  Dr. Papenfuse asked the Commission to consider the EER as a reasonable concept for moving the Archives forward in areas where it never gets funding, such as the Archives of Maryland Online, educational outreach and a whole range of record interpretation and explanation endeavors that are at the heart of what an Archives is.  As this information was sent to the Commission ahead of time, Dr. Papenfuse was interested in hearing their reaction.  Dr. Nelson questioned the spending policy on the Endowment, and Dr. Papenfuse said the Archives can only use the interest.  Dr. Papenfuse explained that everything in the Endowment is what the Archives has earned or has come to the Archives as gifts.  Dr. Papenfuse asked the Commission if they had any objections or concerns.  Mr. Rutherford asked Dr. Papenfuse if he would be taking a portion of the Archives’ earnings from selling products and services, and Dr. Papenfuse said the Archives sells service.  Any invoice would have an EER charge related to it, and Dr. Papenfuse is arguing for 7%.  Dr. Nelson asked the Archives total sales, and Dr. Papenfuse responded that total billing is $7.1 million.  Dr. Nelson said that 7% of $7.1 million is about $497,000 and Dr. Papenfuse answered in the affirmative.  Advice on this item was deferred to a future Hall of Records Commission meeting.

Mr. Nelson showed the Commission a copy of an April 14, 1791 copy of Dunlap's American Daily Advertiser he received from an alumnus.  This four page document was actually on the Island of Kithara, Greece.  There is a document collector and art dealer there who felt the college should have it, as it contained a letter on page 3 from John McDowell, first president of the renamed college, thanking George Washington for the honor of his appearance at the college when he enrolled his two nephews at St. John’s and then a response from George Washington congratulating the college on this new project and wishing them well.  Dr. Papenfuse offered to help Dr. Nelson frame, preserve and make copies of this document for distribution.  With Dr. Nelson’s permission, the Archives will scan it, make facsimiles available and post it on the Archives web site.

Mr. Nelson said he also has the will of Francis Scott Key that he would like conserved.  It is an extraordinary document received from one of Key’s great great great grandsons.  Key is the founder of the St. John’s College Alumni Association which is the fifth oldest in the United States.  Dr. Papenfuse said that the Archives has a very good conservator and Vicki will be more than happy to advise what would need to be done to conserve it.  With the Chairman’s permission, copies will be provided at the next meeting.

Mr. Fiori said he was hoping today for a motion to clarify the Archives relationship with the Maryland Historical Society pertaining to documents from the collection that from time to time have been disputed in terms of where they reside.  Dr. Papenfuse said that the Archives and the Maryland Historical Society are not competitors but share a responsibility for the care and preservation of the historical record.  Dr. Papenfuse indicated that he would prepare a collection policy statement for the next Hall of Records Commission meeting.

Next meeting

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

Adjournment

There being no further business to discuss, the meeting adjourned at 1:27 p.m.

                                    ________________________________________
                                            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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