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Hancock Town Archives Committee Minutes Wednesday, February 10, 2010
Members present: Eric Aldrich, John Hayes, Barb Caverly, Beth Grosjean, Joan Joseph, Howard Mansfield, Cindy Amidon
Guests: Jon Grosjean, Nahida Sherman
Eric opened the meeting at 7:00 p.m. by introducing Nahida Sherman, town webmaster. Nahida is working to generate greater interest in the Hancock website by increasing the representation of local committees and organizations on-line. She asked the committee to consider what we might be able to contribute to the website. Eric suggested a link to the historical information already available on footnote.com; Cindy suggested a link to the GoogleBooks version of Hayward's History of Hancock . Discussion included the format of the website; Nahida proposed one to multiple pages for each organization, linked to main website. Other suggestions included the powerpoint presentation Eric and Howard put together as an informational introduction to the Archives, guidelines for local genealogical and house research, and anecdotal information from historic records. Nahida will search for appropriate anecdotes. It was also agreed to put our new Mission Statement on the website, along with a photograph of the restored theater curtain, and information about donating materials to the Archives.
Former Town Clerk Beth Grosjean introduced Joan Joseph as her replacement. Joan will also serve in Beth's stead on the Archives Committee.
Jon Grosjean came to discuss a disaster plan for the Archives. Eric and Howard feel that the "D-Plan Lite" model by the Northeast Document Conservation Center is too complex for our needs at present. It was decided to pursue a simpler plan including key information about what is in the room, whom to call in case of emergency, and where historic materials should be taken. There was some discussion about covering the shelving units with plastic to prevent damage from sprinklers; Jon felt that the boxes housing the records already provide a protective barrier, and that "wet records are preferable to burned ones." But he agreed to check with John Pirkey for further input on whether it is advisable to cover the shelves housing the boxes. Barb suggested that a key element of a disaster plan would be to make the fire department aware of the presence and location of the most significant historic documents. She also informed the group that there is already a box on the outside of the building with key access to all interior areas, including the Archives. Everything on computers in building is backed up off-site on a daily basis. It was agreed that any disaster plan for the Archives would address the needs of the entire Town Office building. Eric will check with the Sargent Center regarding access to a large freezer for the temporary storage and preservation of water-damaged paper materials. There was also discussion about protecting the theater curtain from sprinkler damage, but no decision was reached.
As a follow-up to earlier discussions regarding a Mission Statement to guide the policies and procedures of the Archives, sample statements were presented by Eric and Cindy. It was decided to adopt the following, subject to the approval of the Selectboard:
The Hancock Town Archives identifies, acquires, preserves, and makes accessible records of enduring administrative, legal, fiscal, historical, or informational value created or received by town agencies, elected or appointed officials, and local organizations. The Archives is managed by a committee that includes the Town Administrator and Town Clerk, and is under the oversight of the Board of Selectmen.
There was discussion regarding the difference between "records storage" (town documents required by law to be stored for a given amount of time and then destroyed) and "archives" (documents deemed significant enough to be preserved and stored in perpetuity). It was noted that documents meeting both criteria are currently stored in the Archives. Eric feels positive about the steps that have already been taken to ensure the long-term preservation of the town's oldest documents; now it is time for the committee to address the newer materials of enduring value. Cindy will draft a preliminary policy/procedure for acquiring and organizing incoming materials. Still to be decided: whether there will be a "donation" requested to help pay for foldering and boxing materials from local organizations.
The condition of the historical records of the First Congregational Church of Hancock was considered; Cindy expressed concern that before the town could pursue grant funding to help with the expense of restoration and preservation ownership of the documents would have to pass from the Church to the town. She agreed to look into the matter; it would be nice if money for that purpose could be pursued in the current State Moose Plate grant funding round.
The next meeting will be Wednesday, March 10 at 7:00 p.m. in the Archives Room of the Town Office Building:
Respectfully Submitted,
Cynthia F. Amidon
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