Hall of Records Commission
for a Meeting
at the Maryland State Archives
April 19, 2005 (Civil War Remembrance Day)
Call to Order by the Chairman
Chairman Bell called the meeting to order at 12:15 p.m. at
which time he welcomed special guests: Chris Allan and David Troy.
and Introduction of Special Guests
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
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.
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
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
Special Meetings and Celebratory Events
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.
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.
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.
Records Retention and 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.
Archivist's Report and Staff Activities
(see the Maryland State Archives
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
January 15: Mr. Lourie attended Annapolis Antiques Show and spoke
at the symposium on "Furniture During the Time of John Shaw, Annapolis
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
March 30: Dr. Papenfuse hosted the Clerk's Access Committee meeting;
March 30: Dr. Papenfuse and Ms. Calver attended a State House Trust
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
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
April 14: Dr. Papenfuse attended luncheon meeting with Senator Charles
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
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
Recent Gifts and Acquisitions
January 18: Dr. Papenfuse met with Judge James F. Schneider re:
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
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
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
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
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.
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.
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:
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
Summer Internship Program
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.
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.
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
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
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
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
Chairman Bell asked the Commission if they had any other issues they would
like to discuss.
New MOU with the Judiciary re: mdlandrec.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
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
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.
348, Circuit Court Real Property Records Improvement Fund - Duration
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.
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.
793, State Finance and Procurement - Capital Budget - Funding for Public
Budget Issues, Past, Present and Future:
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
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.
At the call of the Chair for a date in late fall.
There being no further business to discuss, the meeting adjourned
at 1:27 p.m.
Approved by the Hall of Records Commission, November 22, 2005.
The Honorable Robert M. Bell, Chairman
Edward C. Papenfuse, Jr., Secretary
Dr. Edward C. Papenfuse
Maryland State Archives
350 Rowe Boulevard
Annapolis, Maryland 21401
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