Minutes of the Quarterly Meeting
June 13, 1996
Department for Libraries and Archives
The State Archives and Records Commission met June 13, 1996, in the Board Room, Kentucky Department for Libraries and Archives (KDLA). Richard N. Belding presided, in the absence of Chairman James A. Nelson.
Members present: Paul F. Coates, representing Citizens-at-Large; Dr. Jack D. Ellis, representing Citizens-at-Large; Cynthia Etkin, representing the Kentucky Library Association; Dr. William J. Morison, representing regional colleges and universities; Melba Porter Hay, representing the Kentucky Historical Society; and Ed Hatchett, Auditor of Public Accounts.
Representatives present: Leslie Cummins, representing Don Cetrulo, Director, Legislative Research Commission; Mark Board, representing Stephen N. Dooley, Commissioner, Department of Information Systems; and Perry Ryan, representing A. B. Chandler, III, Attorney General.
Members not present or represented: Dr. Roy P. Peterson, Secretary, Education, Arts and Humanities Cabinet; Dr. Thomas D. Clark, representing the University of Kentucky; Howard T. Goodpaster, representing Citizens-at-Large; Robert F. Stephens, Chief Justice, Kentucky Supreme Court; Dr. James Ramsey, State Budget Director, Governor's Office for Policy and Management; Jo Leta Hamilton, representing local governments; and Cheryl Jones, representing Citizens-at-Large.
Public Records Division staff present: Richard N. Belding, Director, Public Records Division; Diana Moses, Manager, State Records Branch; Larry Gillis, Records Analyst; Dr. Frank Levstik, Regional Administrator; Jerry Carlton, Regional Administrator; Gerald Thompson, Regional Administrator; Lena Jones Turner, Regional Administrator; Teresa McChesney, Contracts Specialist; and B. J. Webster, Administrative Secretary.
Guests present: Linda James and Sharon Receveur, representing the City of Louisville Archives, and Don Edwards, Director, Information Services, City of Louisville.
Mr. Belding called for introductions of Commission members.
Minutes of the previous Commission meeting were approved on a motion made by Mr. Coates, seconded by Dr. Ellis. The motion carried.
NEW OR REVISED RETENTION SCHEDULES
City of Louisville - Board of Aldermen
Dr. Frank Levstik was the regional administrator working on this new schedule. The series being scheduled are L3372 to L3384, a total of 13 records. Levstik advised the Commission members that this and the following schedules represent the first major update to the City of Louisville retention schedule since 1980. Additional schedules for the City may be submitted for approval in December.
Levstik noted that the schedule as submitted contained two series with the same number, L3372, Board of Aldermen Meeting Tape Recordings. One of the series will be removed, as it was a typographical error. Staff in the City of Louisville suggested that the wording be changed for series L3376, from Ordinances Loose to Ordinances Original, and for L3378, from Resolutions Loose to Resolutions Original. Levstik advised the Commission members that there were some discrepancies between what the schedule reflects for dispositions and what the Description and Analysis (D&A) forms for the same series reflect. The changes will be made on the original documents before final processing by division staff. It was also noted that, at the request of the State Auditor's Office, series L3373, Board of Aldermen Journal, L3377, Ordinances Book, L3378, Resolutions, and L3380, Typed Summary of Committee Meetings, may need to be changed to reflect the possibility of a state audit requirement. Appropriate changes will be made after the meeting.
Dr. Morison made a motion to adopt this schedule, seconded by Mr. Board. The motion carried.
City of Louisville - Office of the Mayor
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled are: L3385, Mayor's General Administrative Subject File; L3386, Index to Files; L3387, Mayor's Scrapbooks; L3388, Press Releases; L3389, Press Office Files; and L3390, Mayor's Signature Log. Levstik advised the Commission members that series L3386 would be deleted from the schedule, as it is a record of the City of Louisville Archives that will be identified under that schedule.
Dr. Ellis made a motion to adopt this schedule, seconded by Mr. Board. The motion carried.
City of Louisville - Department of Law
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled are: L3392, Case Folders; L3393, Professional Services Contract Files-Attorneys; and L3394, Financial Claims Against City (Claims). Levstik advised the Commission members that the title of series L3392 would be changed from "Case Folders" to "City Litigation Case Folders", and that the disposition instructions would be changed from "15 years and destroy" to " destroy 15 years after final disposition of case." Levstik further explained that this series represents the attorney's working file. The permanent record would be with either the District or Circuit court, depending on the action taken.
Dr. Morison made a motion to adopt this schedule, seconded by Mr. Board. The motion carried.
City of Louisville - Office of Internal Audit
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled are L3395, Audit of City Government and Department Studies (Audit Reports), and L3396, Audit Work Papers (Audit Files).
Mr Hatchett questioned the retention of series L3396. According to Hatchett, it is the experience of the Auditor's office that merely having access to the final audit is not enough, when subsequent audits are undertaken. The work papers provide the detail necessary to understand previous audits. The series should be available to auditors for a longer period that five years because it backs up the conclusions and findings of the audit report.
Mr. Hatchett made a motion to adopt this schedule, with an increase in the retention of series L3396 from five to ten years, seconded by Dr. Morison. The motion carried.
City of Louisville - Civil Service Board
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled are L3397 to L3408, a total of 12 records. Levstik advised the Commission members that during the Advisory Committee meeting the permanent retention of series L3398, Eligibility Lists, Post 1979, and L3399, Eligibility Lists, Pre 1980, had been questioned. According to Levstik, Civil Service Rule 13.4 requires the permanent retention of these series.
Dr. Morison made a motion to adopt this schedule, seconded by Dr. Ellis. The motion carried.
Metropolitan Sewer District - Finance
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled are L3274 through L3301, a total of 28 records. Belding noted that Levstik had been working with the Metropolitan Sewer District over a period of time and that several schedules had already been submitted to and approved by the Commission.
Levstik advised the Commission members that the State Auditor's Office had proposed changes in retention to several series to ensure their available for future audits. Mr. Hatchett then identified the series in question. The first was L3280, Engineering and Legal Contract Files, which Hatchett recommended be retained for "ten years after completion of contract and audit", rather than three. The next series recommended for an increase in retention were L3281, Vendor Payments, L3282, System Payment Record, L3283, System Payment Register, and L3284, Check Copies-Duplicate, from "three years, destroy after audit" to "five years, destroy after audit." Hatchett pointed out that when the State Auditor's Office does not conduct the audit, as in the case of the City of Louisville, it would like to have a longer period to review work papers and final audits than three years, which is not always sufficient. Hatchett also proposed an increase in retention for L3274, Canceled Checks, and L3294, Detailed Summary Report, from "three years, destroy after audit" to "five years, destroy after audit."
Mr. Hatchett made a motion to adopt this schedule, with the above noted changes in retention, seconded by Mr. Board. The motion carried.
Metropolitan Sewer District - Administration
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled are: L3302, Board Meeting Files; L3303, Community Relations File; L3304, Miscellaneous Meeting File; L3305, Media Files; and L3306, Maps and Charts. Levstik explained to the Commission members that series L3302 and L3304 were duplicate records and that that information would be reflected on the schedule page, after the respective titles.
Dr. Ellis made a motion to adopt this schedule, seconded by Ms. Etkin. The motion carried.
Metropolitan Sewer District - Physical Assets Division
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled are: L3307, Open Records Request; L3308, Informational and Reference Material; L3309, Departmental Index Listing; L3310, Records Destruction Certificate; L3311, Records Retrieval Request; and L3312, Records Accession List. Levstik advised the Commission members that this schedule represented the records management and archives department for the Metropolitan Sewer District, which has its own records center storage facility, located on South 7th Street, Louisville.
Mr. Hatchett made a motion to adopt this schedule, seconded by Ms. Etkin. The motion carried.
Metropolitan Sewer District - Support Services
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled is L3313, Timecards.
There being no discussion, Mr. Ryan made a motion to adopt this schedule, seconded by Mr. Hatchett. The motion carried.
Metropolitan Sewer District - Morris Forman Treatment Plant
Dr. Levstik was the regional administrator working on this new schedule. The series being scheduled are: L3314, Purchasing File; L3315, Administrative Files; L3316, Training Files; L3317, Safety Files; and L3318, Maintenance Files. Levstik advised the Commission members that the title of the schedule would be changed from Morris Forman Treatment Plant to Treatment Plants, to be inclusive of all 98 such plants operating in the Louisville and Jefferson County area. Levstik further explained that series L3316, Training Files, was a duplicate file. The record copy would be in the permanent personnel file.
Mr. Hatchett raised the question of series L3314, Purchasing File, being subject to audit. Even though the record is a duplicate, it is subject to audit, which the description and analysis form and the schedule should reflect.
Dr. Ellis made a motion to adopt this schedule, with the generic title of Treatment Plants, rather than Morris Forman Treatment Plant, seconded by Mr. Hatchett. The motion carried.
Secretary of State
Diana Moses was the records analyst working on this revised schedule. The series being scheduled are: 04554 to 04556, 04588 to 04591, 04596, 04557, 04558, 03110 and 03111, 04559 to 04587, 03124, and 03393 to 03397, a total of 47 records.
The Secretary of State is an elected constitutional state officer entrusted with filing, maintaining and preserving important state documents and public records, such as books, records, deeds, maps and other official papers, and recording official acts of the Governor and reporting them to the General Assembly. The Secretary of State keeps the Seal of the Commonwealth and affixes it to all communications and commissions issued in the name of the state. He is also designated as the state's agent for service of process under the "Long Arm" statute for nonresidents and for foreign corporations. In addition, he determines whether a runoff primary election is necessary for either or both parties and is a member of the State Board of Elections and the County Debt Commission.
The Division of Corporate Filings and Corporate Records is responsible for the administration of incorporation of businesses, both domestic and foreign, profit and nonprofit, including the administration of documents of merger, dissolution, name changes and certain stock matters.
The General Administration and Support Office is responsible for central policy research, planning and implementation; implemenation of election laws pertaining to the Secretary of State; administration of Kentucky's notary public and uniform commercial code laws; and administration of laws pertaining to the service of summonses, complaints, and trademarks/service marks. The Office also includes the Land Commission Office, which is responsible for recording deeds and titles to state-owned properties and other original land grants and survey documents; processing arrest warrants; and issuing commissions, pardons, commutations, and extraditions. The Register of Land Office was a constitutional office until abolished by an amendment to the Constitution in 1992.
The series included in this revision represent the primary records created and maintained by the Secretary of State. The series include, but are not limited to, those that document corporate activities, land grant transactions, notary public activities, official acts of the Governor, summonses, certification of election filings and election totals, and oaths of office.
The retention schedule for this Office was originally approved by the Commission in July 1981. This revision eliminates many series which are now covered by the General Schedule for State Agencies, and combines many series previously scheduled as separate records. It also re-titles many series to better reflect current recordkeeping practices, and includes those electronic systems critical to an understanding of the role of the Secretary of State's Office.
Moses advised the Commission members that this represented a comprehensive revision of the previous schedule for the Secretary of State's Office, which was approved in 1981. Moses pointed out that 53 series were being deleted, as a result of the current scheduling effort. The deletions are represented by series that are manageable under the General
Schedule for State Agencies, are series that are no longer being created, or are series that have been combined into other series. Permanent records which appeared on the previous schedule but which could not be located were "closed" on the revised schedule, rather than deleted, to ensure their identification in the event they surface.
During the Advisory Committee meeting questions were raised about the need to tranfer many of the permanent records of the Office to the State Archives Center. Moses explained that there had been several discussions about this with Secretary of State staff and that future transfers were possible. Moses emphasized that with this scheduling effort a lot of progress had been made in this area but that due to daily patron access, such transfers would not occur for a while.
Mr. Ryan questioned the retention of series 03396, Uniform Commercial Code Financing Statement File, and 03397, Uniform Commercial Code Filings Index. Ryan felt that a longer retention than three years might be needed, but admitted that he did not know enough about the Uniform Commercial Code to suggest an alternative retention period. Ryan asked if action on these two series could be deferred until September's meeting for more information to be gathered.
Mr. Ryan made a motion to adopt this schedule revision, with a deferral of series 03396 and 03397, seconded by Mr. Hatchett. The motion carried.
County Sheriff Model - Law Enforcement
Dr. Frank Levstik was the regional administrator working on this schedule change. The series being changed are: L3161, Domestic Violence Protective Orders File; L3162, Domestic Violence Log; L3163, Petition for and Writ of Forcible Entry and Detainer Eviction Notice; and L3164, Process Service Fee Receipt.
Levstik explained that the need to schedule the above series was brought to his attention by the Jefferson County Sheriff's Office and that the retention of series L3161 is consistent with the retention of similar records for the local police departments. The Domestic Violence Log is being retained five years rather than the customary two, because of the high profile nature of domestice violence cases. Levstik also pointed out that Protective Orders are retained permanently at the District Court level, and that Case Files are retained for a minimum of five years after final disposition of the case, also at the District Court level.
Mr. Hatchett made a motion to adopt this schedule change, with an increase in the retention of series L3164 from three years to five, seconded by Dr. Morison. The motion carried.
General Schedule for State Agencies - Fiscal Records - Personnel and Payroll Records
Larry Gillis was the records analyst working on these schedule changes. The series being added to the Fiscal Records section of the Schedule is F0081, Monthly Report Permanently Assigned Vehicles Form. The records being added to the Personnel and Payroll section of the Schedule are P0030, Labor Statistics Log and Summary of Occupational Injuries and Illnesses, and P0031, Tuition Assistance Authorization File.
The General Schedule for State Agencies is a schedule to identify, simplify and standardize the retention requirements of the records common to all state agencies. The Schedule supersedes retention and disposition instructions in agency-specific schedules, unless otherwise designated.
Mr. Gillis advised the members that series F0081 was a duplicate copy maintained by all state agencies. The record copy is maintained by the Transporation Cabinet. Gillis further explained the addition of the two series to the Personnel and Payroll section of the General Schedule. Series P0030 is mandated by the federal government and must be retained for five years, per Public Law 91-596.
Dr. Ellis made a motion to adopt these schedule changes, seconded by Ms. Etkin. The motion carried.
Justice Cabinet - Office of the Secretary
Diana Moses was the records analyst working on this schedule change. The series being added to the schedule are 04598, Auto Accident Case Files, and 04599, Death Benefit Hearing File. The series being changed are 02894, Litigation Files, from 25 years to five, and 02895, Law Enforcement Foundation Program Hearing Files, from permanent to five years.
The Department of Justice was created by Executive Order 73-805, issued on September 11, 1973, when the Department of Public Safety and the Department of Corrections, the Crime Commission, certain functions of the Kentucky Law Enforcement Council, and the Office of Public Defender were merged. The Department included the Bureau of Training, Bureau of State Police, and Bureau of Corrections. In 1982, the Department of Justice became the Justice Cabinet and the Bureau of Corrections became the Corrections Cabinet. In 1992, the Corrections Cabinet was abolished and the Department of Corrections was created within the Justice Cabinet. The Justice Cabinet is headed by a Secretary and consists of the Department of Criminal Justice Training, the Department of State Police, and the Department of Corrections, each of which is headed by a Commissioner.
The Office of the Secretary includes the Secretary, Deputy Secretary, and General Counsel personnel. The Office is responsible for the overall administration of the Cabinet; provision of legal services; development of legislation, regulation, and policy; and coordination of activities with the Cabinet and among Cabinet departments and agencies (KRS 15.060).
Moses explained the changes to the schedule, including the recommendation by the State Auditor's Office that the retention of series 04598 be increased from "one year after case closure" to "three years, destroy after audit", and that an audit requirement be added to series 04599.
Mr. Hatchett made a motion to adopt this schedule change, seconded by Mr. Ryan. The motion carried.
Department of Law - Civil and Environmental Division - Uninsured Employers' Fund
Larry Gillis was the records analyst working on this schedule change. The series being changed is 03400, Litigation File (Dismissed), from ten years to five. The series being added to the schedule are: 04592, Litigation Payout File - (Lump Sum Payments); 04593, Litigation Payout File - (Payments); 04594, Collection File - Voluntarily Paid; and 04595, Collection File - Not Voluntarily Paid.
After a brief explanation of the changes by Mr. Gillis, Mr. Hatchett made a motion to adopt this schedule change, seconded by Ms. Etkin. The motion carried.
Natural Resources and Environmental Protection Cabinet - Department of Environmental Protection - Division of Waste Management - Underground Storage Tank Branch
Diana Moses was the records analyst working on this schedule change. The series being added to the schedule is 04597, Facility/Location File. This record is the primary record of the above Branch, as it documents the registration and location of petroleum and chemical storage tanks.
The Department of Environmental Protection, as it presently exists, was created by legislation enacted during the 1974 General Assembly (KRS 224.10-020). Its statutory mandate is to protect the quality of the state's air, land and water, and to protect human health from unacceptable exposure to environmental pollutants.
The Division of Waste Management administers the federally-delegated programs under the Resource Conservation and Recovery Act. The primary programs include the regulation of the disposal of solid and hazardous waste. The Division also operates programs involving abandoned vehicles, state government paper recycling, technical assistance to counties and solid waste management districts, as well as educational programs.
The Division's Underground Storage Tank Branch registers and inspects all underground petroleum and chemical storage tanks. If the Branch is unable to bring about corrective action for violations, the matter is turned over to the Division's Enforcement Branch for more extreme action, such as litigation.
Dr. Morison raised a question about the disposition of these records. The schedule reflects that the records will be retained in the agency, as opposed to being transferred to the State Archives. Moses explained that the agency intends to both image and microfilm the records, with the microfilm acting as the security backup to the file. Until the imaging system is operational, there is no security to the files. At Morison's suggestion, the description and analysis form for the series will be updated to reflect the digitizing of the file, when that occurs. Moses emphasized that the agency is seriously pursuing imaging, and have some equipment already in place, because there is such a great need to share this information with the Underground Storage Tank Fund Office, which is responsible for approving claims for cleanup of leaks.
It is not unusual for such hard copy files, which tend to be voluminous, to be retained in the creating agency, according to Moses. Files of this nature tend to have high administrative use and remain active for several years. Also, there are other records from the three or four agencies which participate in the registration, identification, and enforcement actions regarding underground storage tanks that would serve as permanent documentation.
Dr. Ellis made a motion to adopt this schedule change, seconded by Mr. Hatchett. The motion carried.
School District Model - Central Office
Jerry Carlton was the regional administrator working on this schedule change. The series being added to the schedule is L3873, Principal's Personnel File. The record is created by the Principal in each school for the purpose of documenting the professional development of certified personnel. It is transferred to the Central Office upon termination of a teacher's employment, where material of long-term value is added to the individual's permanent file. The remainder of the file, represented by this series, is then no longer needed.
Mr. Carlton advised the Commission members that a revised schedule for the schools would be forthcoming. This series, however, is being scheduled in advance of that action, because of the need to make disposition of these files in the short term.
Mr. Ryan made a motion to adopt this schedule change, seconded by Dr. Morison. The motion carried.
Board of Tax Appeals
Larry Gillis was the records analyst working on this schedule change. The series being changed are 01380, Case Files - State Tax Appeals, from 15 years to two, and 01381, Case Files - Board of Assessment (Supervisor's) Appeals, from five years to two.
The Board of Tax Appeals is a quasi-judicial agency with exclusive jurisdiction to hear and determine appeals from determinations of any agency of state or county government which affect revenue and taxation. It is also the court of record for all appeals from state or county tax rulings. Parties aggrieved by a decision of the Board may appeal to the Franklin Circuit Court or to the circuit court in the county in which the party resides. The Board is made up of three members, each appointed by the Governor for a period of four years.
After a brief explanation of the changes by Mr. Gillis, Dr. Morison made a motion to adopt this schedule change, seconded by Mr. Coates. The motion carried.
OTHER BUSINESS
After a brief break Mr. Belding moved to the next item on the agenda, Other Business.
The first item of business was the distribution by Mr. Belding of the Legislative Tracking document for the 1996 session, prepared by division staff. The bills listed in the document represent those which have some records management impact. According to Belding, of the bills included in the document, six require the creation of new schedules; 69 require the revision of existing schedules; 24 of the bills track organizational changes, which may necessitate schedule changes or bring about changes in the way the division provides access to its holdings; 21 mandate or require an agency to study a particular issue, which might result in the creation of publications which would likely be eligible for transfer to the division's publications program; one bill requires the development of expungement procedures; and one requires the creation of a new record system. The results of this session's bill tracking are in keeping with previous ones, according to Belding. By tracking all bills to identify those that have a records management impact, staff are alerted to the issues early in their development, rather than at the end of the process where the changes are more difficult to deal with.
One bill which may have the most significant impact on the division is HB 226, which provides for the expungement of any criminal record for a defendant found not guilty, or against whom charges have been dismissed. Division staff will be working with the Administrative Office of the Courts to determine the degree of impact.
Mr. Ryan commended the work of the staff, specifically Larry Gillis and Emma Hignite, to develop the tracking system and the resulting summary document, a copy of which is attached.
In the next item of business, Belding advised the Commission members that the division had received a grant last year, made to Friends of the Kentucky Public Archves by the Honorable Order of the Kentucky Colonels, to help defray the cost of the purchase of archival and records management software to aid in the automation of a wide range of functions. The division purchased a multiple-part package from the Cuadra Corporation, located in California, to handle both its archival and records management needs. The software system is installed on the division's system, running in a Unix environment. In August, in-depth technical training will be provided on-site by the Cuadra company. The training will equip staff with the background to customize the Cuadra environment to the various needs of the division, in terms of holdings management, descriptions of holdings, access to collections from the Research Room, transfers of the schedule and description and analysis databases, holdings of the State Records Center and the State Archives Center, and other functions performed by the division.
The automation activities that will occur as a result of the purchase of the Cuadra software are a large undertaking for staff. The process will involve approximately ten workgroups, involving about half of the division's staff, to work through the transition to the new system. The implementation of Cuadra is a high priority for the division and will be carried out over the next two or more years, which may have an impact on other division activities. According to Belding, the division is not in a position to postpone the implementation of this new software because it will provide staff with the automated tools needed to be more effective and efficient in the management of more than 185,000 cubic feet of records.
The last item of business was a reiteration of the critical need to find a way to get legislative support for a new Records Center Services building, as an addition to the Coffee Tree facility. During the March meeting, Belding advised the Commission members of the acquisition of 3,100 square feet of additional space on the second floor of the building on the grounds of the Ancient Age Distillery which houses the supplemental records center facility. Due to the high demand by state agencies for off-site records storage, this additional square footage is almost all accounted for. Additional shelving (more than 12,000 cubic feet) purchased over the past year and a half has been utilized, making it necessary to purchase even more shelving in July, after the new fiscal year begins. Both Belding and Moses advised the Commission members that when the additional 3,100 square feet of space is consumed, moving to a third location will be the only way to expand records center services. It is already extremely difficult for staff to efficiently and effectively respond to agency demands, being in two separate loctions. A third location is not a workable solution. In addition, the State Archives Center is at capacity now, making the need for a new building even more critical.
Mr. Coates enquired about the status of the Madison County situation. Belding said that Commissioner Nelson is still in conversation with the parties involved. According to Belding, Representative Harry Moberly has professed an interest in being personally involved in reaching a resolution to the stalemate between city and county officials. Belding reiterated that the County Clerk of Madison County had acted in accordance with the requirements of the records retention schedule and existing statutes in attempting to make disposition of owners' copies of recorded deeds which had not been claimed. Ms. Turner advised the Commission members that the County Clerk was interested in pursuing a review of the oldest deeds (which date from 1790 to the 1990s) to identify those that may bear signatures of historical interest. A local group would be responsible for the review. Mr. Coates asked that the Commission members be kept up to date on this situation, as soon as additional information is known. (For more information about the Madison County situation, please refer to the minutes of the December 1995 Commission meeting.)
Mr. Coates also offered suggestions for clarifying the department's Imaging Policy Memorandum, which was distributed to Commission members at the March 1996 meeting. Under paragraph one, where the policy directs agencies to petition the State Archivist for relief from having to maintain an eye-readable backup copy when an imaging system is implemented, Mr. Coates would like to see the designation of who serves as State Archivist clarified. His contention is that there should be a formal designation of the State Archivist, such as the Director of the Public Records Division, so agency personnel will know exactly to whom to direct their petition. He also suggested that the Commission have a more visible role in the development and approval of the Policy so that there is no mistaking the Commission's support of the action taken.
Mr. Ryan made the following motion: that for future meetings of the State Archives and Records Commission, the general agenda for the meetings shall be amended whereby the first item of business shall be the swearing-in of new members of the Commission. Mr. Hatchett seconded the motion, which carried. Such a change would ensure that the Commission and its individual members are acting in accordance established laws.
Mr. Hatchett introduced Katie Lendell, of Louisville, who is the Girls' State auditor of public accounts. Ms. Lendell attended the last part of the Commission meeting.
Mr. Belding then turned to the last item on the agenda, a review of local records grants.
The Archives and Records Management Advisory Committee considered funding recommendations for grant applications to counties in the amount of $196,807; to cities in the amount of $26,528; and to local school districts in the amount of $15,312.
Dr. Ellis said that the Advisory Committee had scrutinized the grants very carefully and had found them to be in keeping with statutory guidelines and the policies of the department. He then made a motion that the grants be approved in total, seconded by Mr. Coates. The motion carried.
Mr. Belding adjourned meeting at 12:00 p.m.
Return to State Records Menu
Return to Public Records Services Menu
Return to Department for Libraries and Archives Home Page
Last revised October 14, 1996