Arizona State Library, Archives and Public Records

ANNUAL REPORT 2005

TABLE OF CONTENTS

NOVEMBER 8, 2005 LIBRARY BOARD MEETING

Agenda...... 1 Draft Minutes of the February 8, 2005 Meeting ...... 2

ANNUAL REPORT TO THE BOARD Director’s Report ...... 9 • Digital Government Initiatives ...... 16 • Arizona Memory Project ...... 19 • School Readiness: Building a Nation of Readers & Arizona Emerging Literacy 20 • Lifelong Learning / Post Career ...... 21 • Partnerships for Donations ...... 22 • Grants for Arizona 2004-2005 Update...... 45 o E-rate reimbursements for Arizona libraries, 1998–2004...... 48 • Court Records...... 49 Report of Accomplishments...... 50 Performance Measures – 2005 Annual Report Summary...... 68 Centennial Update – Report of Arizona Historical Advisory Commission ...... 86 Museum Centennial Project Plans...... 124 Library Services & Technology Act (LSTA) Congressional Packets ...... 125 • First Search...... 137 • ProQuest...... 138 Library & Archives Snapshot: Fiscal, Staffing & Services Overview ...... 139 • State Grants-in-Aid ...... 142

ACTION ITEMS – PROPOSED BOARD MOTIONS, SUPPORTING DOCUMENTATION: • State Agency Reports Reimbursement Fee Schedule...... 143 • State Library FY2007 Budget Request...... 146 • Library Materials Inflation Graphs ...... 150

NEWS LETTERS TO THE LEGISLATURE 2005...... 154

AGENCY AWARDS “Polly Award”...... 161 “Turtle” Award ...... 164

LEGISLATION OF INTEREST TO AGENCY ...... 166

BOARDS AND COMMISSIONS Arizona State Library, Archives and Public Records, Boards and Commissions Annual Report 2005 • Arizona Historical Records Advisory Board ...... 2 • Arizona State Board on Geographic and Historic Names ...... 5 • Arizona Board of Library Examiners...... 8

APPENDIX • Hurricane Relief Activities Report • Rules – Copy of Current Rules • “From Bibliographer to Curator: Archival Strategies for Capturing Web Publications,” paper presented by GladysAnn Wells at the International Federation of Library Associations, Oslo, Norway August 2005 • “A Bridge to the Future: Committing Intentional Acts of Memory,” paper presented by Richard Pearce-Moses at the Society of Southwestern Archivists, Baton Rouge, Louisiana, 27 May 2005. • "Winds of Change: Blown to Bits, “ paper presented by Richard Pearce-Moses at the closing plenary of the Society of American Archivists 69th Annual Meeting, New Orleans, 19 August 2005.

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BOARD OF LIBRARY, ARCHIVES AND PUBLIC RECORDS MINUTES OF FEBRUARY 8, 2005 MEETING

The Board of Library, Archives and Public Records met at 4:20 pm on February 8, 2005 at the Arizona Library, Archives and Public Records, 1700 West Washington, Phoenix, Arizona 85007

Members Ken Bennett, President of the Senate, Chair Arizona State Senate James Weiers, Speaker of the House Arizona State House of Representatives Harry Mitchell, Senator Arizona State Senate Jack Brown, Representative House of Representatives

ASLAPR Staff GladysAnn Wells, Director Arizona State Library, Archives and Public Records Janet Fisher, Division Director Law and Research Library Division Melanie Sturgeon, Division Director History and Archives Division David Hoober, Division Director

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Museum Division Laurie Sletten, Division Director Records Management Division Tom Martin, Division Director Director’s Office – Information Technology Claire Ferreira, Executive Assistant Director’s Office

Legislative Staff Michael Braun, General Counsel Arizona Legislative Council

Guest Marian McClure, Representative Arizona House of Representatives Tom Prezelski, Representative Arizona House of Representatives Warren Whitney, Assistant Director Arizona Department of Administration-General Services Henry Halikowski Arizona Department of Administration-Construction Services Bruce Ringwald, General Manager Arizona Department of Administration-Construction Services Susan Shearn Arizona Department of Administration-Construction Services Dwight Todd DWL Architects Jeremy Jones DWL Architects Mike Haake DWL Architects John Irwin, Consultant Doug Kuppel, Friends of Arizona Archives Catherine May, Friends of Arizona Archives Roberta Voss, Arizona Library Association Mary Johns, Arizona Library Association

CALL TO ORDER

(Chairman, President Bennett) The meeting of the Board of Library, Archives and Public Records is called to order.

INTRODUCTIONS

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(Bennett) First item on the agenda says Introductions but let’s keep it very brief. I’m Senator Bennett.

(Mitchell) Senator Mitchell

(Weiers) Speaker Weiers

(Brown) Representative Brown

(Braun) Mike Braun from Legislative Council

(Wells) And our team at the table, GladysAnn Wells, Director

(Whitney) Warren Whitney, Assistant Director Department of Administration

(Ringwald) Bruce Ringwald, General Manager of Construction Services for the Department of Administration

(Todd) Dwight Todd, DWL Architects

(Haake) Mike Haake, DWL Architects

(Jones) Jeremy Jones, DWL Architects

ADOPTION OF MINUTES

(The Chair, President Bennett) We have minutes for the August 25, 2004, meeting and although I’m not sure we’ve had an opportunity to read every word.

MOTION: (Chairman, President Bennett) Is there a motion to adopt? (Brown) - I so move. (Bennett) – There a second? (Weiers) – Second. (Bennett) – Motion second. Any discussion? All those in favor please say Aye. (All) – Aye (Bennett) - Any opposed Nay? Ayes have it. Ayes do have it. So ordered.

DIRECTOR’S REPORT

(Chairman Bennett) Director’s Report. “The Director says she can do this in two minutes”.

(Wells) Thank you Mr. President. All the material is in your packet. The materials in front of you, including the books, [indicates books selected for OneBookAZ and OneChildrensBookAZ] have to do with various and sundry things that we’ll be doing the next couple of months. The best news is that our, interim report will show a movement on every single one of the resolutions the Board had us work on. I am very grateful to Representative Prezelski, he helped us with the last piece of legislation that we were charged to bring to the Legislature’s interest and attention [records recovery]. Also, in my report packet is a copy of the information we will be giving to JLBC to correct and clarify, some of our information was not correct or missing. And with their understanding we were pulled off the consent fiscal/budget calendar by Mr. Huppenthal so that we can correct the record.

(Wells) I would note that Statehood Day is next Monday. I expect all four of you on the podium. I have speaking points for you President Bennett and you Speaker Weiers. The other two folks who’ll be joining us on the podium are Representative Mason and Senator Tibshraeny in honor of the Centennial Bill which I believe will be signed into law that day. Thank you. I think that’s my two minutes.

(Bennett) Alrighty. The next and real reason for being here today is to discuss the Polly Rosenbaum State Archives and History Building. I’m going to turn it over to the Director to begin that and whoever’s going to

DRAFT participate in that. And we will, I think, and if you just introduce why we’re having this special meeting based on our discussion of last week or whenever it was.

(Wells) Thank you, Mr. President. I’m going to use the microphone because I’m going to be moving around. Welcome to everyone. As you all know, the State of Arizona ran out of Archive capacity in the sixties. Some of the pictures you’ve been seeing up here for the last few minutes are the state of Arizona’s Governmental records as we speak. I would stress to you these records are not the nice to see, wonderful things I might enjoy reading. They’re not Aunt Bessie’s diary about the trip west across the prairie. They are the actual governmental and essential legal references to protect personal entitlements and State operations and they are vital to the defense of the State. What DWL has done for us today is actually walk you through the building in an animation. You’ll see two views of this. You’ll actually see the part where we go through the intake, which is where we receive the material, and then part that the public will come through. These documents [gesture to design specs] represent the investment of almost $2 million to plan the building which is what you all gave us to do that and this now allows us to get to this point today. And what we intend to do is walk you through the best practices building we’d love to do, and then walk you through the options that you’ve asked for to arrange for scenarios of some price reduction. And for everyone, general background is this design we believe Arizona needs. President Bennett, understanding the fiscal nature of the needs of the State, I cannot make the decisions about what the building should or should not be. I’d like to present options to the Board and that’s what we’re here to do. So, Dwight, please.

(Todd) Presentation of the Video animation produced by DWL Architects

(Wells) Thank you, Dwight. Do you have any questions on the animation?

Chairman Bennett question: Any question from the Board? Why don’t you proceed to the next thing.

(Wells) As you can see that was clearly a partially furnished building. Though clearly our concern is for the health and safety of the records. And we’ve also been investigating all kinds of fundraising potentials and I think our best fundraising options would be around a particular building function, like the conservation lab or like the reading room, where someone could be very excited about that particular aspect of the building. Right now, in the Southwest there is not a major facility to treat damaged records. When I came to talk to President Bennett, I suggested that the design of the best building for Arizona was what I was to do with the $2 million invested then focus on what that you all want me to do. In my professional judgment what we need is a twenty-five year capacity. I understand that is a problem because of the cost [gestures at large building diagrams and then to the chart of cost differences]. But if you take the major components of the building, the triage/receiving, so we can take materials from anywhere in any shape and deal with them properly. The processing that allows us to take State materials into our collection, the storage and the public services, four major groups of building functions. I can walk you through these various options.

(Wells) This is the top option [$38.5 million]. This is 25 years of capacity for our current collections (all materials) and full public services -- including materials that we should by law be taking in right now.

(Wells) The second, [$36.5 million] because I have been asked by various people who have looked at the plan, takes just the public service component out of the building. Several people have asked: “Why are you planning a meeting room? Why are you planning a reading room?” We are planning those functions because they are essential to using these records. Let’s not just preserve them and not allow use of them. To eliminate public services is a very minimal cost savings; it’s less than $2 million off the total.

(Wells) The next is the whole building [$35.7 million], for it’s the bricks and mortar we cannot seem to fundraise for and only provide half the shelves. The shelves for this building are about $5 million, so that is a significant cost savings but also halves the time line for capacity, but we still have the storage space and would simply require requesting for funding for shelves in 10 or 12 years.

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(Wells) The next option only storage was questioned by several members, and that’s just the box. No triage, no intake, no processing, nothing for public services, just storage [$33.4 million]. And I still believe that’s an insufficient option, and again, does not save a great deal of money. Potentially, we then get into perhaps some viable options one is to build ¾ of the building, because as you can see on this diagram and the ones in front of you, this is build the public service and processing room mechanical, this is the storage. So our first choice would be to not the entire storage capacity. What we’re talking about now is chewing off parts of the building to work our way toward a reasonable price quote. It’s a problem for us because as you know construction costs have just gone up and up and up. We could have built this same building for about 25% less even three years ago. Three-quarters of the building fully shelved - 15 to 18 years of capacity and growth, in full functionality [$31.5 million]. Three-quarters of the building again, basically the same timeline, but only half of the shelving, again, the shelving is expensive, giving 7 to 9 years of growth [$29.4 million]. Then finally, to build simply half of the building, half of what I believe we need, and fully shelve it, would be 10 to 12 years of capacity, [$24.5 million] and then we would be looking the same arguments all over again for a new building. So, in my estimation, and President Bennett did ask me to tell you what my preference was, I think my preference would be the bricks and mortar, either this option, or worse case, this option. I’d rather come back to face you folks in 3, 5, 10 years asking for shelves than for bricks and mortar. It also might be possible to fund raise for shelves; it’s not possible for us to fund raise for bricks and mortar. At least we have not been successful and we have tried 250 times between us and the Friends of Arizona Archives. So, at this moment I would turn it back over to Mr. Whitney to do a quick summary of the cost options, the funding options, and then I’ll answer questions. [Summary chart attachment A]

(Chairman Bennett) Ok

(Whitney) Thank you Mr. President, Board members. We have looked at this from the $35 million project perspective and come up with basically four different ways that the project could be financed. The first would be to just in FY06 fund $35 million for construction, and then moving in the spring of ’07 begin funding the operation and maintenance of about $1.5 million a year beginning FY ’07 and beyond. The second option would be because of the calendar an ability to split the construction costs over two fiscal years, with FY 06 being about a $23 million appropriation and then FY ’07 funding the balance of the construction costs and the first year of operation. So that would be roughly $14 million in FY ’07. Both of those, the two year total would be $36.5 million. The third and fourth options are more creative financing, the traditional certificates of participation basically going out into the private financial markets, selling certificates could raise all of the necessary funds initially during FY ’06 would be the year of construction with no appropriation necessary, the proceeds of the certificates would fund the construction. And then in FY ’07, when Library& Archives takes occupancy or takes possession of the facility, begin repaying those certificates, $2.6 million in FY ’07, in addition to the operations and maintenance would be just over $4.1 million for FY ’07. The option that we would recommend is the privatized leased own model which we’ve used in the three of the last four DOA managed construction projects on the Capital Mall. The DEQ Building, the DOA building, the new DHS Administration Building, which we occupied last year. Very successful, kind of public/private partnership model. We have a private developer construct and manage the facility, and we make one payment. It’s a 25 year lease/purchase option, or lease/purchase financing arrangement with the private developer. And in that situation, for, and this is kind of a projection or an estimate, that we have been able to pull together with one of the developers that we work with now. It would require no appropriation in ’06, and FY ’07 again, moving in the spring, would be about $3.8 million. It would be a single payment in our first year and that would cover the first year lease/purchase costs. It includes the building operation and maintenance and private developer manages the building, the facility, the climate controls, that sort of thing. They wouldn’t manage the program. But, they’re a facility manager for us. And we’re had a great deal of success in the three projects that we’ve done already. And over the long term, the building is managed better, the facility, maintenance is done on professional basis by the private sector. And then after the 25 years lease is run, we take full ownership back of the facility and just continue with the operation. So, I’d be happy to answer any question. [Summary chart, attachment B]

(Chairman Bennett) Any questions from the board?

(Brown) So what would be the yearly costs after the first $3. some million? Would it stay that same?

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(Whitney) Mr. President, Representative Brown, its $3.8 million estimated in the first year, and then over the 25 year lease/purchase agreement there’s and inflation factor built in. I don’t know exactly what that is, maybe along 3-4%. And then after the 25 lease/purchase has concluded, that will be cut probably, the annual payment will be cut about in half. And the State’s responsibility would just be the ongoing maintenance of the facility.

Chairman Bennett question: Any questions? Okay

(Wells) I would like to thank two people in the audience, Henry Halikowski and Susan Shearn from DOA, and our own John Irwin. John would you just wave your hand? John’s been our consultant.

(Wells) We conclude that the building as we walked through the animation with all the documents in, all the shelving, with the capacity, which is in my estimation what we need for 25 years is $38.5 million almost $39 million. This one comes closest to what we have hoped $35.7 and maintains all functionality and the capacity of the building for 25 years, although we would have to get new shelving, additional shelving, at about 10 to 14 years. This next is the cost of just the box. A loading dock and a box. No capacity for triage, no capacity for anything else. This is the cost for ¾ building, functionally shelved, which would give us an 18 year capacity. And that $31.5 million is also probably a better option in a way because you have the capacity. The $29.4million you began taking in the difference in the shelving. Half the shelving for ¾ of the building, which drops it down to 10 years of capacity. But at least we’d have the bricks and mortar, we’d need to come back and work for the shelving. The most reasonable option that we were able to get for you at this time in construction costs.

Chairman Bennett question: Any questions from members of the Board? Your * means?

(Wells) If you even give me that much, [$31.5 million] I’d be very happy. It’s the most capacity for the lowest price. I think either one of the options that just reduce the cost of shelving are other good options because that is something you could do incrementally and it’s something you could do through fund raising. But the bricks and mortar you need State funding for.

(Chairman Bennett) Special?

Representative Brown question: What are we supposed to do?

Wells response: Mr. President, if I could just add one more thing.

Chairman Bennett response: Use the microphone right there, appreciate it. Thanks

(Wells) I’d like to add just one thing. We did work out all the cost of not doing anything. If you take as our mission to protect these records and to protect personal entitlements and State business, the only collection that we have that’s big enough to make even a dent in the need [for space] would our Federal collection. That’s Federal property. It would cost us approximately $5 million and two years to box it up, de-accession it and ship it back to the Federal Government. And that would be Arizona’s cost. It would also be a tremendous loss for the research capacity of the State. It’s a retrospective collection; it goes back 100 years and is not available on-line. The other options we would have to do is retrofit a server room in the Braille & Talking Book Library, build an addition to the Records Center, refit the Capital shelving. Total price would be around $17 million to meet our mandate any other way.

(Chairman Bennett) Let me have the questions of the Director or the staff that’s here. To answer Representative Brown’s, “What we’re supposed to do,” we’re supposed to decide which option we want to pursue. And, I think there’s a motion on the green sheet here that has two blanks one I guess for the cost figure and one for the funding mechanism.

(Chairman Bennett) When the Director came to me as the current Chair of the Board I didn’t think I could delay her until next year when the Speaker would then be the Chair. So I thought we had to get the entire

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Board together and make a decision because I don’t feel it appropriate for one of the Board members to say we want to go this direction and not another. I guess one question I would have is on any of the reduced space options. What does that do to the cost per square foot? Are there significant variations in the cost per square foot? If we build ¾ or down to the ½ do we go sky high on the per square foot cost?

(Ringwald) Mr. President, we would anticipate that as we reduce the overall size that it would increase the square foot cost. However, it is still a pretty substantial project so we feel we could still make it pretty reasonable.

(Chairman Bennett) Speaker Weiers?

Speaker Weiers question: You looking for information?

Chairman Bennett response: No, I thought you had a question.

Speaker Weiers question: I’m looking for a motion.

Chairman Bennett question: Looking for a motion? Would you like to make one?

Speaker Weiers response: No I wouldn’t.

Chairman Bennett question: Okay. What is the cost per square foot on the building as planned at $38.5 million?

Wells response: $218/$220

(Wells) I would note that the most important aspect of this building is storage capacity and not appearance the records must be kept in a reasonable climate environment for protection in terms of longevity. You’re not doing anyone any favors unless we preserve the records which is very important.

(Chairman Bennett) I would simply remind us I guess, or point out that all we’re doing is looking for a recommendation from the Board that will be passed on to the full Legislature. A private conversation I just had with the Speaker reminded us both that from one perspective I think it could be stated that we don’t have any money, per se, as far as the cash, but I think we need to make a decision as to which of these options is the best approach to take right now.

(Speaker Weiers) What if you’re entertaining a motion that this will get us out of here. As long as we’re making a recommendation I would simply go with the person who knows more about this than anybody and take the $31.5 million, as to the asterisk.

MOTION: (Speaker Weiers) That would be my motion. (Representative Mitchell) I second it.

Representative Brown question: What does that asterisk mean? I forgot.

Wells response: That was my choice. I think I felt that would give us the maximum capacity without going back to the Legislature for more building costs for 18, 20 years, I thought that would be best bet to keep all the functionality of the building and it is under the $35 million, although, construction costs keep going up.

Chairman Bennett question: Any questions on that proposal?

(Representative Brown) For the extra years, I really think it’s cheaper to go with that $35.7. Just jump up two notches. For the long haul, I think it’d be the better buy for the State. I just had a discussion this afternoon on the crowded conditions over in the House of Representatives and I’m reminded that it was built back with a fourth floor designed, we didn’t ever get that done for a few years, thought we’d always go back and do it. We got so much stuff on top of it and we found out to go and redo the plans and

DRAFT everything it’d cost more than to go back and build a new building. So we gave that up. But it would have cost $200,000 - $300,000 back when the buildings were built on the Senate and the House both, to put that other floor on there, think what it would do for us today. I’m just thinking, over the long haul, the cheaper one is that $35.7. That’s my recommendation because I think business-wise you’re not having to put much more down now this year. Over the years you’re going to have to pay for it. But, it just looks to me that’s the one we should go with.

MOTION: (Speaker Weiers) I would like to ask to remove my motion. (Representative Mitchell) – I remove the second (Chairman Bennett) So removed.

Chairman Bennett question: Want to make a new motion?

Representative Brown response: Yes, I’d move that we go with the $35.7, recommend that to the Legislature to be funded. (Chairman Bennett) Is there a second to that motion? (Senator Mitchell) I’ll second it. (Chairman Bennett) Any discussion? (Chairman Bennett) – All those in favor say Aye. (All) Aye (Chairman Bennett) Any opposed say nay. Ayes appear to have it. Do have it. So ordered.

CLOSING REMARKS

(Chairman Bennett) We’re adjourned

Attachments: [reduced in size] Drawings of 1st & second floor of proposed building Chart used in discussion List of funding choices Text from animation (video of walk through proposed building)

DIRECTOR’S REPORT 2005

In 2005, the Arizona State Library and Archives achieved national and international acclaim for a wide variety of best practice/model programs. Perhaps the Arizona Model for the location, acquisition, organization and access to state government web-based information received the widest recognition. The Arizona Model is the basis for a $6 million Library of Congress National Digitization Information Infrastructure Preservation Project grant to OCLC, a major library utility and the University of Illinois Champagne-Urbana, involving five state libraries (see page 16 for details). At personal expense, I presented an exceptionally well received paper on the Arizona Model for the International Federation of Library Associations (IFLA) meeting in Oslo, Norway in August. The paper was selected by the international Government Libraries Section as their recommendation for inclusion in the prestigious IFLA proceedings. The paper is included in the appendix. The Congressional Research Service of the Library of Congress was so impressed by the Arizona Model, that we were requested to present a seminar to their staff.

The Library Development Division also received national recognition by the Institute for Museum and Library Services and the Americans for Libraries Council for their work in two major library service areas: Emerging Literacy – Building a Nation of Readers, and Lifelong Learning with special services for active post career adults (see pages 20 - 21).

At the time of the tragic Hurricane Katrina, two of Library and Archives management team held national office. I was President of the Chief Officers of State Library Agencies and Richard Pearce-Moses was President of the Society of American Archivists. We became closely involved in the coordination of library, archives and records information, assessment and assistance during that time of national crisis. Richard Pearce-Moses helped lead the first official on site assessment of hurricane damage in the stricken area. A summary of Arizona’s involvement is included in the Appendix.

Library and Archives has been recognized by the National Archivist, Dr. Allen Weinstein and asked to be a lead agency in his efforts to design curriculum for the new technologically infused archival skills needed in the 21st Century. We are also pivotal to his work to develop a national collaboration between and among national archive, library and records associations.

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Library and Archives Braille and Talking Book (BTBL) Library Friends group has hosted several successful fund raising events and is well on the way to meeting its financial goals. The Friends group plans to support the digital recordings of talking books at BTBL. Currently, BTBL struggles with an outdated and venerable analog recording system. A record number of volunteers record Arizona specific materials for our patrons who are unable to read traditional print materials.

Additional exciting works are in progress. The Arizona Historical Advisory Commission has met five times since the Statehood Day signing of SB 1065, Chapter One, Laws 2005 confirming its Centennial planning responsibility (see pages 86 - 123). Two Library and Archives Divisions received grants for Centennial related projects. The State Capitol Museum received $32,283 to conduct a feasibility study of proposed revitalization of the Constitutional Convention exhibit, restored House Chamber. Dr. Tom Frye, Curator Emeritus of the Oakland Museum of California, has been assisting the Museum Division in this effort (see page124).

The Research and Law Library received $30,000 to purchase a statewide capacity for managing online historical content. The product, Contentdm and our application named the Arizona Memory Project, is designed and technically supported by OCLC, a major international library utility. This product will enable Library and Archives to help local museums, libraries and other cultural institutions with limited or no technical staff to make their local history materials, including photographs and video, available to all researchers via the web (see page 19).

Also, through Library and Archives federal funding, Library and Archives has provided an online portal called WebJunction to all Arizona institutions and citizens. The WebJunction material may be found in the side pocket.

Unfortunately, Library and Archives was unable to staff a U.S. Patent Depository function following ASU’s relinquishing of that responsibility. Arizona is the only state in the nation without an official patent library service.

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Status Report of the Library Board’s Motions August, 2004 and February, 2005

RULEMAKING 1. Board requests the Secretary of State to remove outdated and inaccurate Library and Archives information from the Arizona Administrative Code. (Arizona Attorney General, Opinion No. 190-005, 9 January 1990.)

2. Board, acknowledging the specific statutory rulemaking authority of their legislative agency Library and Archives, requests the Secretary of State to print Library and Archives Board-approved rules in the Arizona Administrative Code per A.R.S. §41-1001(c) and A.R.S. §41-1012. With the support of the Library Board and the assistance of the Secretary of State, this work has been completed and is included in the Appendix.

STATE PUBLICATIONS 3. Board reconfirms importance of inclusion of the Library and Archives in list of recipients for all state publications; for example, the Governor, the Speaker, the President, and Director of Library and Archives. (A.R.S. §41- 1335, subsection B, A.R.S. §41-1338, paragraph 2.) With the support of the Library Board and the legislation HB2187 sponsored by Representative Robson, which became Chapter 151, Laws of 2005, these issues are addressed. A fee schedule, per the legislation is under Action Items for the Board’s adoption.. We have established a special e-mail address to facilitate sending electronic copies of publications to us: [email protected].

ARIZONA HISTORIC RECORDS ADVISORY BOARD 4. Board supports an extension of the 2003 pilot for local records preservation and access program sub-grants and encourages securing additional federal matching funds from the National Historical Publications and Records Commission. (36 CFR 1206, A.R.S. §41-1355.) We are proceeding with your support on our request for greater assistance from the National Historical Publications and Records Commission (NHPRC). Our initial application has been accepted, and we have answered additional NHPRC questions.

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RECORDS RECOVERY 5. Board asks the Attorney General to conduct a national legal analysis review of the various approaches to safeguarding states’ official records and prohibiting the commercial sale of records. The Board requests the Attorney General to suggest appropriate legislative solutions for January 2005 Board and legislative consideration.

HB 2724 was introduced to address this issue. We are grateful to Representative Prezelski for his interest and assistance. The Attorney General‘s staff worked closely with David Goss to draft the bill language. However, several sets of concerns were not fully met and the legislation was held.

CONFIDENTIALITY 6. Board directs Library and Archives to review confidentiality laws in other states and make legislative recommendations to the Board for consideration. Note: Many other states have released certain otherwise confidential records after specific time period for research. We have opened discussion on this issue with the Attorney General. Several members of the Legislature are also interested in this concern.

CENTENNIAL 7. The Board endorses the development of legislation to revise the Arizona Historical Advisory Council (AHAC) to reflect current practices and legislative intent, and to provide Centennial coordination and planning A.R.S. §41-861 and A.R.S. §41-1352 with the understanding that: • AHAC shall assist in the coordination for the Centennial between public and private entities. • AHAC shall serve as the central State agency coordinating council for the Centennial. • AHAC, through the Library and Archives, can receive and disburse funds.

Chapter One, Laws 2005, established the Centennial planning responsibility as the Library Boards’ 2005 motion had detailed. See Centennial Update – Report of Arizona Historical Advisory Commission.

12 8. February 8, 2005, the Library Board recommended the Polly Rosenbaum Archives and History Building receive an appropriation. The Board reconfirms the importance of protecting and preserving the official records of the governmental units of this state. These records are essential and legal records that protect individual rights and entitlements, documents the actions of government, provide government accountability and ensure the capacity for the State’s legal defense. Funding will ensure preservation of the State’s history and Arizona’s legacy owed to future generations. The Board supports $35.7M for the construction of the Polly Rosenbaum Archives and History Building. The FY2006 Budget contained the appropriation of $30 million over 2 years for this building. Legislative Committees are currently discussing this topic.

In summary, in 1997 when I arrived the Library and Archives lacked proper facilities and a sufficient number of staff. These issues remain among the most serious problems facing the agency

Currently, with the extreme shortage of staff, we have fewer staff now than in 1997 (Library and Archives lost 15 positions in the hard fiscal times of 2002). Library and Archives is forced to hire temporary service staff and consultants to complete normal activities, such as exhibit planning and records warehouse work.

In addition to the shortage of staff, Library and Archives faces increasing inability to recruit and retain qualified staff because Library and Archives salary levels range between 13 and 69% below market value. Library and Archives struggles on a daily basis to manage two off site storage facilities because of lack of collections space.

Library and Archives is forced to limit school and other tours of the State Capitol because of staffing shortages and collections overcrowding. Artifacts are stored in prime exhibit space, thus limiting the areas available for tours and education through exhibits.

Since the 2002-2003 closing of the Law Library and the return of the legal materials to the 1938 addition, the overcrowding of the library collections has made public service and care of the collections difficult.

The unavailability of the proposed Polly Rosenbaum Archives and History Building has profound ramifications for the work of all of Arizona’s governmental units, including Library and Archives.

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As noted above, current Library and Archives facilities are dangerously overcrowded and two Library and Archives offsite storage facilities now cost nearly $250,000 annually. In addition, an estimated additional $1 to 1.5 million is spent unnecessarily by State agencies for records storage because Library and Archives cannot accept the records needing transfer.

Every year the Polly Rosenbaum Archives and History Building is delayed costs Arizona over a million dollars in expensive and inadequate commercial rental facilities. In addition, Arizona remains without access to the badly needed treatment and conservation facilities of the proposed building.

The modest budget request prepared for Board adoption does not address these serious concerns. The budget request only contains real and actual caculated inflation cost increases. We continue to hope for the Polly Rosenbaum Archives and History Building.

Respectfully submitted,

GladysAnn Wells Director and State Librarian

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GladysAnn Wells Received Governor’s Recognition

At the Governor’s Cabinet Meeting on January 4, 2005, Governor Janet Napolitano presented GladysAnn Wells with a commendation recognizing her service to the state. The text of that commendation reads:

GladysAnn Wells is the Director of the Arizona State Library, Archives, and Public Records. The last several years have been a period of major growth and revitalization in the Agency. Instilled with a new sense of energy and vision from the Director, the Library and Archives is pursuing innovative approaches to meeting its broad range of responsibilities. It has enhanced services to the Legislature and initiated collaborative projects involving the library, archival, and museum communities.

GladysAnn is a nationally recognized expert presenter at workshops and conferences across the country and the state and is the President of the Chief Officers of State Library Agencies. She plays a major role in planning and implementing statehood celebrations every year and is also playing a major role in coordinating activities and planning for Arizona's Centennial in 2012.She serves on a number of state and national committees in her field but is never to busy to assist the citizens of Arizona and government offices. GladysAnn has raised over $24 million of external funding to support Arizona public libraries and cultural institutions since her appointment in 1997.

DIGITAL GOVERNMENT INFORMATION INITIATIVES

The Arizona State Library and Archives has undertaken a number of initiatives to ensure that records and publications in digital formats are captured and preserved. As a result of its work, Arizona is seen as a leader in efforts to solve the complex problems that must be overcome to build a durable collection of digital government information.

Web SafetyNet Archives

The State Library and Archives, along with a number of other states, continued its work on a project led by the Illinois State Library to capture government publications on agency websites. The project was funded with federal funds from the Institute of Museum and Library Services. What was originally a test project is now moving into program status.

The Library has harvested documents from agency websites twelve times since beginning this project in July 2004. Currently, the SafetyNet software is harvesting publications from 141 websites on a monthly basis. The most recent harvest captured 261,623 files, an estimated 105,000 documents.

These files are being stored in compressed format. They are not immediately accessible through the web, but can be retrieved on demand.

Arizona Model for Curating a Repository of Web Publications

One of the biggest challenges of building a collection of web publications is knowing what to keep. Traditional approaches of selecting publications one at a time are impractical given the vast number of publications on the web. In response, many attempted to capture everything on the web, but that resulted in enormous duplication and capture of information with little value.

Arizona developed another model for selecting and describing state agency publications. That model has received significant attention over the last year, and staff have been invited to speak about the model at conferences hosted by the National Historical Records and Publications Research Fellows, the Library of Congress, American Library Association, the California State Library, and the Association of Research Libraries. The model was adopted as the basis for the Web Archives Workbench research project (see below).

A white paper describing the “Arizona model,” included in last year’s annual report, was published in DttP: Documents to the People 33:1 (Spring 2005).

Web Archives Workbench: Research at the University of Illinois

In 2004 the Library of Congress National Digital Information Infrastructure Preservation Program awarded a grant to the University of Illinois at Urbana-Champaign and OCLC to test the Arizona Model (see above) and to develop software to support the implementation of that model. Richard Pearce-Moses, Director of Digital Government Information, has been a key participant in this project.

The alpha version of the domain and entities tools was released for testing by project partners in May 2005. The alpha version of harvesting tools will be released in early 2006, and the remainder of the tools will be released before the end of 2006.

These tools make it possible to begin a more selective harvest of web publications than the SafetyNet software. More important, these tools will capture the web publications in a format that allows them to be made accessible through the Arizona Memory Project.

Web-at-Risk: Research at the California Digital Library

The Library and Archives is participating in another research project funded by the Library of Congress' National Digital Information Infrastructure and Preservation Program. Under leadership from the California Digital Library, the project will develop a set of tools for use by libraries to capture, curate, and preserve collections of web-based government and political information, including state agency publications and campaign literature.

Authoritative List of State Agency Websites

As a result of the work done on harvesting state agency publications from the web, the Library and Archives developed the most comprehensive list of state agency websites and web servers. That information was shared with the Government Information Technology Agency (GITA). It is currently available on the web at http://dev.lib.az.us/safetynet/agencies.aspx.

Specialized Search Engine for State Agency Publications on the Web

For a number of years, the Library and Archives has been experimenting with software to help the public find the information they need on state agency websites. The search engine is online at http://find- it.lib.az.us/.

The project has not been given significant attention or changed to program status due to concerns about software and questions about the need for such a program given the power of Google and other free search engines. Google is a powerful search engine that the public can use at no cost. However, Google is not ideal. Google does not index all web pages, nor does the state have the ability to know exactly what Google is indexing. Because Arizona agencies changed their domain naming conventions, it is now almost impossible to limit results to web pages on state websites. As a result, state information is often buried under many other results.

Because of these concerns about public search engines’ ability to provide effective access to Arizona , especially the inability to limit search results to Arizona websites, the Library and Archives is putting more energy into this project.

Electronic Recordkeeping System Assurance Statement

The Library and Archives is very concerned that records created and maintained in digital form can be preserved as long as needed by the state. In particular, the Library and Archives is concerned that records of permanent value not be lost through hardware or software obsolescence. The Library and Archives is also very concerned that those systems can produce records that are trustworthy and admissible as evidence in court.

The Records Management Division developed a model agreement that allows agencies to certify to the Library and Archives that their systems can produce records that are acceptable as trustworthy evidence and that permanent records can be preserved. (A copy of the model assurance statement is attached.) The Arizona Office of Administrative Hearing was the first agency to provide the Library and Archives with a certificate of assurance.

Arizona Memory Project

Every library and archives needs stacks to store the collections. The Library and Archives has acquired hardware and software that will serve as the stacks for its digital collections. The system will be used to store web documents captured through the Web Archives Workbench, as well as reports received directly from agencies. The system was acquired using federal funds from the Institute for Museum and Library Services.

The Library and Archives is making the system available to other libraries, archives, museums, and historical societies in the state. Other institutions can now get their collections online for much less money than would be required if each institution installed their own system. This collaborative project will ensure that Arizonans will have access to a wealth of historical information for the Centennial.

National Archives and Records Administration: Electronic Records Archives

The Archivist of the United States, Dr. Allen Weinstein, ask Richard Pearce-Moses to serve on the National Archives and Records Administration’s Advisory Committee for the Electronic Records Archives (ERA). The National Archives has issued a $300 million contract to Lockheed Martin to develop the ERA over the next five years. The ERA system will be a comprehensive, systematic, and dynamic means for storing, preserving, and accessing virtually any kind of electronic record, free from dependence on any specific hardware or software. ERA, when operational, will make it easy for NARA customers to find the records they want and easy for the National Archives to deliver those records in formats suited to customers' needs. In a press release issued by the National Archives, the committee of twenty includes “recognized experts and leaders in their field.” In part, Pearce-Moses’ participation will ensure that states have sufficient input on the system, in hopes that the system can be adapted.

Other Presentations

Arizona State Library and Archives staff presented a number papers at conferences this past year.

· Society of Southwest Archivists, May 2005. "A Bridge to the Future: Committing Intentional Acts of Memory," Richard Pearce-Moses. Keynote speech. Online at http://www.lib.az.us/diggovt/presentations/Bridge.pdf.

· International Federation of Library Associations (IFLA), August 2005. “From Bibliographer to Curator: Archival Strategies for Capturing Web Publications, GladysAnn Wells and Richard Pearce- Moses. Online at http://www.lib.az.us/diggovt/presentations/ ifla_2005.pdf.

· Society of American Archivists, August 2005. “Winds of Change: Blown to Bits,” Richard Pearce- Moses. Closing plenary. Available online at http://www.lib.az.us/diggovt/ presentations/saa_2005.pdf.

ARIZONA MEMORY PROJECT http://azmemory.lib.az.us

About Arizona Memory Project Arizona Memory Project provides an online shared space to store and display digital collections from Arizona libraries, archives, museums, historical societies and other cultural institutions. The Arizona Memory Project is designed to manage small and large collections alike – and can handle virtually all file formats, including digital documents, images, video and audio files, URLs and other electronic resources for a variety of items including photographs, newspapers, maps, manuscripts, oral histories and more. The Project is designed to support a multitude of digital collections from geographically distributed organizations. The aim of this initiative is to create a central online repository to provide access to digital content representative of the history and culture of Arizona. This is a legacy project in support of the 2012 Arizona State Centennial. Key Features • Patron Access Patrons can view collections outside of normal business hours. Digital collections are accessible online 24 hours a day, 7 days a week. • Staff Time The web interface is easy to navigate so patrons can conduct initial research without requiring additional staff instruction. • Collection Administration Organizations can manage collections remotely through online administrative tools. Workflow and security access controls can be tailored to the organizations’ needs. Benefits • Visibility Immediate web presence of online collections increases visibility and generates interest among researchers, students, teachers and the public. • Reliability Arizona Memory Project uses a dependable and trusted software system that is widely used and supported. • Accessibility Arizona Memory Project provides a central place to store and exhibit digital content online, providing access to resources that exist only on servers, CDs or tapes. • Focus Arizona Memory Project does the technical footwork, allowing organizations to focus on digital content, not technological trends. • Fast and Easy Process Intuitive software interface and customized training eases the learning process for partner institutions. • Supported Arizona Memory Project partner institutions receive software, consultation, staff training and assistance throughout the upload process.

About the Software Arizona Memory Project utilizes CONTENTdm Digital Collection Management Software®, developed by DiMeMa Inc. and distributed through OCLC. To learn more about the CONTENTdm Software package, please visit the CONTENTdm website at http://contentdm.com/ or the OCLC sister site at http://www.oclc.org/contentdm/about/default.htm.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

PARTNERSHIPS FOR DONATIONS/GRANTS TO ARIZONA 1997 – 2004

PARTNERSHIPS DONATIONS/GRANTS AWARDS

AWARDED

Provisions of the E-Rate Funding $13,318,105 Telecommunications Act of 1996

Gates Learning Foundation Gates Library Initiative $ 5,000,000

National Endowment for the Humanities Arizona Newspaper Project $ 1,033,221

Institute of Museum and Library Services National Leadership Grant - $ 468,442 (IMLS) Five State American Indian Project

Bill and Melinda Gates Foundation Technology Project Support to Tribes $ 377,592

Institute of Museum and Library Services Recruiting and Educating Librarians (IMLS) For the 21st Century $ 377,012

Institute of Museum and Library Services Continuum of Library Education $ 291,600 (IMLS)

Institute of Museum and Library Services National Leadership Grant – $ 248,819 (IMLS) National Tribal Conference

Institute of Museum and Library Services National Leadership Grant – $ 202,675 (IMLS) National Tribal Conference

Rehabilitation Services Administration Newsline and Jobline $ 136,645

Library Services and Technology Act Government Information Locator Service $ 91,675 (LSTA) (GILS)

Mervyn’s Fall Reading Program $ 85,000

Salt River Project Capitol Restoration Project $ 76,000

Bill and Melinda Gates Foundation Library Public Access Computer $ 70,800 Upgrades/Replacement

Library Services and Construction Act Braille and Talking Book Library $ 70,000 (LSCA) Remodeling

Gates Learning Foundation Training Project to Support Infrastructure $ 67,350

Nina Pulliam Charitable Trust On-Line Public Access Catalog $ 50,000

Western Council of State Libraries Continuum for Library Education $ 43,000

10/27/2005 PARTNERSHIPS DONATIONS/GRANTS AWARDS

Library for the Future National Advocacy Training Program $ 31,250

Department of Game and Fish Capitol Restoration Project $ 30,000

National Historical Publications Board Administration Grant $ 28,385 and Records Commission (NHPRC)

National Historical Publications First Archivists Circle $ 26,613 and Records Commission (NHPRC)

Virginia G. Piper Foundation Life Options Planning Grant $ 15,000

Arizona Lobbyists Capitol Restoration Project $ 9,475

Arizona Humanities Council OneBookAZ $ 5,000

Arizona Humanities Council OneBookAZ $ 5,000

Western Council Collection Development Report $ 3,000

Barnes and Noble OneBookAZ $ 3,000

Arizona Humanities Council Traveling Museum Exhibit $ 3,000

Arizona Humanities Council History Day Teacher’s Workshop $ 2,500

Maricopa County Library Committee OneBookAZ $ 2,000

Institute of Museum and Library Services National Book Festival Exhibit $ 1,688

ADOA Risk Management Ergonomics Equipment $ 1,604

Barnes and Noble OneBookAZ $ 1,000

Arizona Library Association OneBookAZ $ 1,000

Arizona Humanities Council OneBookAZ $ 550

SUB TOTAL: $ 22,178,001

RELATED GRANTS – ASLAPR TECHNICAL ASSISTANCE

Libraries for the Future eQual Access ™ $ 1,100,000 Partnership for Arizona Libraries

Institute of Museum and Library Services Thinking Outside the Borders $ 500,000

Institute of Museum and Library Services Knowledge River $ 492,807

Institute of Museum and Library Services Preserving/Sharing the Sonoran Archives $ 201,786

Institute of Museum and Library Services Arizona Electronic Atlas $ 123,672

SUB TOTAL: $ 2,418,265

TOTAL $ 24,596,266

10/27/2005 AWARDED

UNDER THE PROVISIONS OF THE TELECOMMUNICATIONS ACT OF 1996 $13,318,105 (Thru 2004))

E-Rate Funding

The e-rate extends the Universal Service Fund by providing discounts on telecommunications costs to rural health providers, schools, and libraries. Through the e-rate program, Arizona libraries will have more resources for their clients’ use in their business, education, and recreation pursuits.

Year One - 1998: A total of $700,536 in savings on telecommunications, internet access, and internal wiring costs was distributed to public and museum libraries in Arizona.

Year Two - 1999: Commitment letters totaling $645,521 were sent to the following libraries: Apache County Library District; Apache Junction Public; Arizona State Library, Archives and Public Records, Arthur C. Pomeroy Library; Arizona City Community; Avondale Public, Benson Public; Buckeye Public; Camp Verde Community; Clark Memorial; Clay Springs Public; Cochise County Library District; Congress Public; Copper Queen Public; Duncan Public; Eloy Public; Elsie S, Hogan Community; Fredonia Public; Gila County Library District; Glendale Public; Globe Public; Grand Canyon Community; Holbrook Public; Hopi Public; Huachuca City Public; Jerome Public; Kalina Memorial Public; Larson Memorial Public; Mammoth Public; Maricopa Community; Marion Lasa/Chino Valley Public; Mayer Public; Mohave County Library District; Navajo County Library District; Oracle Public; Page Public; Payson Public; Phoenix Public; Pima Public; Pinal County Library District; Prescott Public; Rim Community; Roxanne Whipple Memorial; San Manuel Public; Salt River Tribal; San Carlos Tribal; Scottsdale Public; Show Low Public; Snowflake-Taylor Public; Stanfield Community Center; Superior Public; Tolleson Public; Tombstone City; Tuba City Public; Tucson/Pima Public; Woodruff Community; Yarnell Public; Yavapai County Library District; Yuma County Library District.

Year three - 2000: Commitment letters totaling $571,489 were sent to the following libraries: Apache Junction Public; Arizona State Library, Archives and Public Records; Arthur C. Pomeroy Library; Arizona City Community; Bagdad Public; Benson Public; Buckeye Public; Cibecue Community; Clay Springs Public; Clifton Greenlee County; Cochise County Library District; Copper Queen Public; Eloy Public; Elsie S, Hogan Community; Fredonia Public; Gila County Library District; Glendale Public; Globe Public; Grand Canyon Community; Holbrook Public; Huachuca City Public; Jerome Public; Kalina Memorial; Mammoth Public; Maricopa Community; Maricopa County; McNary Community; Mohave County Library District; Navajo County Library District; Oracle Public; Page Public; Patagonia Public; Pima Public; Pinal County Library District; Prescott Public; Rim Community; Roxanne Whipple Memorial; San Manuel Public; Superior Public; Tolleson Public; Tombstone City; Tuba City Public; Tucson-Pima Public Library, Whiteriver Public; Woodruff Community; Yuma County Library District.

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Year Four – 2001: Commitment letters totaling $1,182,778 were sent to the following libraries: Apache County; Arizona City Community; Arizona State Procurement Office; Arizona State Library, Archives and Public Records; Arthur E. Pomeroy Library; Buckeye Public; Casa Grande Public; Cibecue Community; Clark Memorial; Clay Spring Public; Cochise County Library District; Colorado City Public; Copper Queen Public; Douglas Public; Eloy Public; Flagstaff City Public; Fredonia Public; Gila River Indian Community School and Librarian Consortium; Globe Public; Grand Canyon Community; Holbrook Public; Huachuca City Public; Ira H. Hayes Memorial; Larson Memorial Public; Mammoth Public; Maricopa Community; McNary Community; Mohave County Library District; Navajo County Library District; Oracle Public; Page Public; Patagonia Public; Pima Public; Pinal County Library District; Prescott Public; Rim Community; Roxanne Whipple Memorial; San Manuel Public; Show Low Public; Snowflake-Taylor Public; Stanfield Community Center; Superior Public; Tolleson Public; Tuba City Public; Tucson-Pima Public; Whiteriver Public; Woodruff Community; Yarnell Public; Yuma County Library District.

Year Five – 2002-2003: Commitment letters totaling $3,162,280 were sent to the following libraries: Apache County Library District; Arizona City Community; Arizona State Procurement Office; Arizona State Library, Archives and Public Records; Arthur E. Pomeroy Library; Benson Public Library; Buckeye Public; Cibecue Community Public; Clifton-Greenlee County; Clark Memorial; Clay Spring Public; Cochise County Library District; Colorado City Public; Copper Queen Public; Douglas Public; Eloy Public; Fredonia Public; Gila River Indian Community School and Librarian Consortium; Glendale Public Library; Globe Public; Grand Canyon Community; Holbrook Public; Huachuca City Public; Ira H. Hayes Memorial; Larson Memorial Public; Mammoth Public; Maricopa Community; McNary Community; Mohave County Library District; Navajo County Library District; Oracle Public; Page Public; Payson Public Library; Pima Public; Pinal County Library District; Prescott Public; Rim Community; Roxanne Whipple Memorial; San Manuel Public; Show Low Public; Snowflake-Taylor Public; Stanfield Community Center; Superior Public; Tolleson Public; Tuba City Public; Tucson-Pima Public; Whiteriver Public; Woodruff Community; Young County Library District, Yuma County Library District.

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Year Six – 2003-2004: Commitment letters totaling $3,749,292 were sent to the following libraries: Apache County Library District; Arizona City Community; Arizona State Library, Archives and Public Records; Arthur E. Pomeroy Library; Benson Public Library; Black Canyon City Community Library; Bonita Library and School District; Buckeye Public; Cibecue Community Public; Clark Memorial; Clay Springs Public; Cochise County Library District; Colorado City Public; Copper Queen Public; Douglas Public; Duncan Public Library; Eloy Public; Flagstaff City – Coconino County Public; Fredonia Public; Gila County Library District; Glendale Public Library; Globe Public; Holbrook Public; Hopi Public Library; Huachuca City Public; Ira H. Hayes Memorial; Larson Memorial Public; Mammoth Public; Maricopa Community; McNary Community; Mohave County Library District; Morenci Community; Navajo County Library Consortium; Navajo Nation Library System; Oracle Public; Page Public; Phoenix Public; Pima Public; Pinal County Library District; Prescott Public; Prescott Valley Public; Rim Community; San Manuel Public; Sedona Public Library; Show Low Public; Snowflake- Taylor Public; Superior Public; Tolleson Public; Tuba City Public; Tucson-Pima Public; Whiteriver Public, Winslow Public Library; Woodruff Community; Yuma County Library District.

Year Seven – 2004-2005: Commitment letters totaling $3,306,209 were sent to the following libraries: Arizona City Community; Arizona State Library, Archives and Public Records; Apache County Library District; Arizona City Community Library; Arthur E. Pomeroy Library; Ash Fork Public; Black Canyon City Community Library; Buckeye Public Library; Cibecue Community Public; Clark Memorial; Clay Springs Public; Clifton- Greenlee County; Cochise County Library District; Congress Public Library; Copper Queen Public; Cordes Lakes Public; Douglas Public; Duncan Public Library; Eloy Public; Flagstaff City–Coconino County Public; Florence Public; Fredonia Public; Holbrook Public; Hopi Public Library; Ira H. Hayes Memorial; Larson Memorial Public; Mammoth Public; Maricopa Community; Mayer Public; McNary Community; Mohave County Library District; Morenci Community; Navajo County Library Consortium; Navajo Nation Library System; Oracle Public; Page Public; Parker Public; Payson Public; Phoenix Public; Pima Public; Pinal County Library District; Rim Community; San Manuel Public; Show Low Public; Snowflake-Taylor Public; Superior Public; Tolleson Public; Tuba City Public; Tucson-Pima Public; Whiteriver Public, Wilhoit Public; Winslow Public Library; Woodruff Community; Yarnell Public; Yuma County Library District

10/27/2005 GATES LEARNING FOUNDATION $5,000,000 2000 – 2003 Gates Library Initiative

The Gates Library Initiative, the cornerstone of the Gates Learning Foundation, is dedicated to partnering with public libraries in the United States and Canada where 10% of the population served earns less than the federal poverty guidelines. Grants offered through this program help Arizona libraries serving low-income communities acquire or upgrade computers, software, Internet connection, training and technical support

Gates Opportunity Grant

ASLAPR assisted six Arizona public libraries to successfully apply for the first Gates Opportunity Grants. Grants offered through this program help public libraries acquire computers, software, Internet connection, training and technical support. The libraries: Douglas, Window Rock, Page, Phoenix, Tucson/ Pima, and the Apache County Library District (Sanders Public Library) received $135,000.

Gates Accelerated Program for Large Libraries

ASLAPR assisted four Arizona public library systems with populations of 300,000 or more obtain grants as part of the Gates Library Initiative. In October 1999, thirty-three library buildings in the Phoenix Public Library, Tucson-Pima Public Library, Mesa Public Library and Maricopa County Library District were awarded $383,250 in hardware and software as part of the Gates Accelerated Program for Large Libraries.

Arizona State Partnership Program

ASLAPR assisted 103 public library buildings obtain grants as part of the Arizona State Partnership Program. In August 2000, 85 grants were awarded totaling $1.6 million in hardware and software. Gates grant monies will purchase computers, printers, networking equipment and software to provide improved public access computing in Arizona public libraries. In addition, the Gates Foundation is providing on-site installation, configuration and training in the use of the equipment and software. Gates will also fund Seattle-based training for the State Library staff as well as those in the Accelerated Program for Large Libraries. Three years of software upgrades and help desk support are included in the grant program. When installation, training and support are considered, the total amount of the grants to Arizona is close to $5 million.

The $5 million private funding investment compliments our federal and state grant programs that have invested almost $3 million in Arizona libraries. The combined public/private effort will culminate in a statewide grid of Internet accessibility for all state residents through public libraries.

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NATIONAL ENDOWMENT FOR THE HUMANITIES (NEH) $1,033,221

Arizona Newspaper Project Grant

The Arizona Newspaper Project’s goals are to improve bibliographic access to Arizona newspapers and to preserve information in them by preservation microfilming. The scope of the project was broad: over 1,900 newspaper titles at 126 sites were identified in 1991 in a comprehensive survey of newspapers in and outside of the state. The National Endowment for the Humanities (NEH) provided $22,234 for the survey.

NEH support continued through four successive grant periods: 1) The NEH awarded $279,234 for the bibliographic phase of the project, 1993-1996. Funds were used for staff to travel through the state to examine and catalog newspapers; 2) The NEH authorized a $125,510 supplemental grant for 1996-1997 to support expansion of work begun in the 1993-1996 grant period. This involved further cataloging and planning for preservation microfilming. 3) The NEH awarded $269,636 for completion of the bibliographic part of the project and the beginning of the preservation microfilming phase, 1997-1999 which continued to March, 2000; 4) the NEH awarded $336,000 to complete the project. This phase, from 2000 to 2002, marked achievement of project objectives and enhanced the Arizona State Library, Archives and Public Records’ ability to maintain cataloging and preservation of current Arizona newspapers.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 468,442

National Leadership Grant - Five State American Indian Project

Library and Archives was the lead agency for a National Leadership Grant awarded to a consortium of state libraries and museums by the Institute of Museum and Library Services, a federal granting agency in Washington D.C. Participating states included: Arizona, New Mexico, Utah, Colorado, and Nevada. The multi-state grant sought to develop and strengthen collaborative relationships with American Indian tribal communities that are operating, or have plans to develop a tribal library, museum or archives.

Lead agencies worked with the tribes in their states to access the tribes’ library, archival, and museum needs. These agencies compiled an inventory of the collection development policies, cultural resource descriptions, and use restrictions of the tribal libraries, archives and museums in their states. Each state developed a communications network to sustain the collaborative work begun by this one-year pilot. For Arizona’s portion of the grant, ASLAPR collaborated with the Arizona State Museum at the University of Arizona. Ms. Alyce Sadongei, a Kiowa-Tohono O’Odham, was the project director. She is a native of Phoenix and was a program specialist at the Smithsonian Institution in Washington, D.C. prior to her employment at the Arizona State Museum.

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Grant One - 1998: $150,545, allowed each state to develop state conferences designed to bring tribal representatives together to discuss issues relevant to libraries, museums and archives and to begin to establish networks of communication and support. Arizona’s convocation was held on August 16-17, 1999 near Globe on the San Carlos Apache Reservation. Tribal representatives learned about funding sources and were introduced to existing resources within the various state libraries and museums. Participating tribes increased their access to cultural resources and library services for their community. Non-tribal libraries, museums and archives participants increased their knowledge of the scope and breadth of material culture, and library and archival holdings in tribal repositories; learned about the issues facing tribes regarding access, intellectual property and repatriation; and increased their contacts with tribal librarians, archivists and museum staff.

Grant Two - 1999: $317,897, provided funds for the five-state (Arizona, Colorado, Nevada, New Mexico, and Utah) regional conference for tribal library, archives and museums in each of the states held at the Heard Museum in June, 2000. The conference targeted tribal government officials and tribal and non-tribal museum staff, librarians, and archivists from all the five states. The conference: created a regional network of support for tribal cultural institutions and program; articulated contemporary issues related to the development of tribal libraries, archives and museums; and continued to develop collaboration among tribal and non-tribal cultural institutions. The conference also sought to challenge and inspire participants to think critically and broadly about issues that may affect the development of their particular tribal cultural program. The project website, http://5stateproject.utah.org will include the regional conference attendee list, exhibitor list, and presentations. In addition, each state will be encouraged to submit update information to the website regarding their final state conference and follow-up activities. ASLAPR serves as the lead agency for this collaborative project.

BILL AND MELINDA GATES FOUNDATION $377,592

Technology Project Support to Tribes

2001 – This grant request addressed the Native American Access to Technology Program’s goal of empowering Native communities through increased access to digital information resources. The project expanded the substantial work that the Gates Foundation and the State Library, with its partners, have already completed in Arizona’s Native communities.

The State Library will assist tribes sustain previously awarded Gates technology by facilitating on-site training in two areas of emphasis – computer literacy and troubleshooting, and public access programming.

10/27/2005

INSTITUTE OF MUSEUM AND LIBRARY SERVICES $377,012

Recruiting and Educating Librarians for the 21st Century

Knowledge River, a part of the University of Arizona School of Information Resources and Library Science, with the assistance of eleven partner institutions, funded twenty current and recruited twelve new Hispanic and Native American students into librarianship through implementation of the Knowledge River retention program that takes into account financial, academic and social aspects of the library school experience. Knowledge River also prepared the students for the real world of work and job search process.

PRESS RELEASE

Nearly $10 Million Awarded to Recruit and Educate Next Generation of Librarians: Federal Grants to Off-Set Critical National Shortage of Librarians Due to Retirement.

Washington, DC, Tuesday, October 28, 2003 In May 2000, Library Journal magazine reported 40% of America's library directors plan to retire in 9 years or less. And, according to the July 2000 Monthly Labor Review, in 1998 57% of professional librarians were age 45 or older. The March 2002 issue of American Libraries magazine showed that based on 1990 Census data almost 58% of professional librarians will reach the age of 65 between 2005 and 2019.

On January 9, 2002, First Lady Laura Bush announced the President would support a new $10 million initiative within the Institute of Museum and Library Services to recruit new librarians and help off-set a critical national shortage of these indispensable professionals and educators. She said, “To help recruit a new generation of librarians, this initiative will provide scholarships to graduate students in library and information science, support distance learning technology for training programs in underserved areas, and recruit librarians with diverse language skills. I applaud the Administration's commitment to America's public libraries and I'm proud of the President's support of librarians."

Today the Institute of Museum and Library Services awards $9,898,338 in 27 inaugural grants for this initiative under a new program, Recruiting and Educating Librarians for the 21st Century.

The Institute received 76 grant applications requesting more that $27 million in FY 2003. The 27 grants made today will help recruit 558 individuals (493 students of library science at the master level, 35 at the doctoral level and 30 at the paraprofessional level). The grants will also fund research to establish much needed baseline data to support and evaluate successful recruitment and education programs. For 2004, President Bush has requested $20 million for the Recruiting and Educating Librarians for the 21st Century grant program.

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”The Institute’ s approach tackles head on many of the complex issues associated with the looming national shortage of librarians”, said Dr. Robert S. Martin, Director of the Institute of Museum and Library Services. "The grants are strategic and multifaceted; they include tuition assistance, service expectations, job placement, recruitment of non- traditional library students, and research. Today’s grants will make immediate improvements by increasing the number of library science students at the paraprofessional, masters' and doctorate levels, preparing them for employment at the nation's libraries, particularly rural, urban, and school libraries."

Anticipating the loss of as many as 58% of the current cohort of professional librarians by 2019, this program is designed to help recruit a new generation of librarians. It recognizes the key role of libraries and librarians in maintaining the flow of information that is critical to support formal education; to guide intellectual, scientific, and commercial enterprise; to strengthen individual decisions; and to create the informed populace that is at the core of democracy. Through these grants, the library profession will have an unprecedented opportunity to shape the future of librarianship and library service.

The Institute of Museum and Library Services is an independent Federal grant-making agency dedicated to creating and sustaining a nation of learners. The Institute fosters leadership, innovation, and a lifetime of learning by supporting the nation's 15,000 museums and 122,000 libraries. The Institute also encourages partnerships to expand the educational benefit of libraries and museums.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES $ 291,600

Continuum of Library Education

2003 – The Western Council of State Libraries’ Continuum of Library Education Project addressed pressing issues facing the library profession today: professional recruitment, retention, diversity, and the need for improved library services especially in rural, underserved and tribal areas. A fundamental issue of regional and nationwide concern is the management and direction of public libraries by people without formal library education who we call library practitioners. The project offered a multi-state approach to educating practitioners in public libraries.

This grant, awarded July 2003 provided funds to develop a model partnership for a library education continuum involving state libraries, regional library cooperatives, community colleges and universities including library and information science schools. This project intended to provide systemic change to the availability, quality and impact of library education in Western Council’s 21 states and our partner states.

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INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 248,829

National Leadership Grant – National Conference of Tribal Library, Archive and Museums

2003 - The Arizona State Museum and the Arizona State Library was awarded a $248,829 federal grant to develop programs that will help tribal and museum libraries around the country collaborate, produce a national directory of tribal libraries, and organize a national conference of tribal and museum library representatives. The two-year grant, arranged through the Institute of Museum and Library Services, involved Tamastislikt (Umatilla) Cultural Institute of Pendleton, Ore., and Oregon State Library; Colorado River Indian Tribes Library and Archive at Parker, Ariz., and Arizona State Library; and The Akwesasne Library and Museum (Mohawk Nation) at Hogansburg, N.Y. Despite the increased access to technology-based communications, there is still a need for facilitating person-to-person contact. The model projects, as well as the directory and national conference, are designed to allow diverse professionals to begin to explore collaborative projects as a solution to mutual concerns. Results of the three model projects were presented at a national conference May 24-27, 2005, at Mesa Centennial Center. 300 tribal representatives and their non-tribal colleagues from libraries, archives and museums across the country attended this conference. The two overall goals of this project were to continue to facilitate communication and collaboration, and the sharing of resources among tribal and non-tribal library, museum and archive professionals using aspects of the Five State project, and to develop models that may be used to encourage and sustain communication and collaborative partnerships. The projects were featured at the national conference.

A national survey was conducted to gather information documenting background, contact information and future challenges for tribal libraries, archives and museums. A directory/report was disseminated to state libraries, museum associations, archivist organizations and tribal cultural programs.

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INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $202,675

National Leadership Grant – National American Indian Conference

In August 2000, ASLAPR was asked to be the lead agency and fiscal agent for a national conference project. Award of this grant extended the Five State American Indian Project through September 2002, expanded the grant nationwide, and allowed for the planning, development, implementation, evaluation and dissemination of regional consultations, and a national conference targeting tribal libraries, museums and archives.

On May 7010, 2002, the national conference was held in Mesa, Arizona. Tribal Archives, Libraries and Museums: Preserving our Language, Memory and Lifeways, shared the theme and goals of the regional (Arizona, Colorado, Nevada, New Mexico, and Utah) conference. The conference was designed to: create a network of support for tribal cultural institutions and programs; articulate contemporary issues related to the development of tribal libraries, archives and museums; encourage collaboration among tribal and non-tribal cultural institutions.

DEPARTMENT OF ECONOMIC SECURITY – REHABILITATION SERVICES ADMINISTRATION $136,645

Newsline and Jobline Project

The Department of Economic Security –Rehabilitation Services Administration provided funding for Newsline and Jobline (access to newspapers and job information over the phone for individuals who are blind or visually impaired). FY2000 $38,094; FY2001 $12,039; FY2002 $26,000; FY2003 $22,512; and FY2004 $38,000

LIBRARY SERVICES AND TECHNOLOGY ACT $91,675

Government Information Locator Service (GILS) Pilot Project

2002 – Library and Archives partnered with five other state agencies to investigate policies and procedures that will ensure that current and future citizens will have the same confidence in the reliability and authenticity of electronic records that they have in traditional, paper records. Library and Archives, the Government Information Technology Agency (GITA), the Secretary of State, the Arizona Administrative Offices of the Courts (AOC), the Clerk of Arizona Superior Court in Maricopa County, and Arizona State University are each having to face the challenge of electronic records; they seek to share expertise and resources to discover the most effective solutions for Arizona. The first project of this research initiative was to ensure enduring access to small record sets containing unique documents created by small offices. The project also provided significant training for each agencies' staff.

10/27/2005 MERVYN’S $85,000

Fall Reading Program

2003 – Mervyn’s worked with the public libraries in Maricopa, Pima and Yuma County (that's where their stores are located in Arizona) for a fall reading program for children up to 11 years old or 5th grade. Mervyn's provided the posters, promotional materials, passport for the kids to get signed and the prizes for the readers. The project started in September.

SALT RIVER PROJECT $76,000

Capitol Restoration Project

Announced during the 2002 Statehood Day ceremony, in recognition of Arizona’s 90th anniversary, and to ensure that historical landmarks, such as the State Capitol building, are maintained to educate the next generation of Arizonans, SRP contributed funds to be used to support the restoration of the rotundas on the first, second and third floors of the Capitol building. In addition, funds were allocated to restore a painting of Roosevelt Dam, for an exhibit on Judge Joseph Kibbey who was very active in the very early phases of SRP and as a judge and attorney, who went on to become Territorial Governor. The exhibit focused on Judge Kibbey as an outstanding example of the many people who were active in water development and in politics in both the territorial and statehood periods.

BILL AND MELINDA GATES FOUNDATION $70,800

Staying Connected Grant Program

2002 – Staying Connected challenge grants are available only to state library agencies to assist in the support of sustainability of public access computing in libraries. This program is the final component of the Bill and Melinda Gates Foundation’s United States Library Program. The Arizona State Library, Archives and Public Records is committed to ensuring that every library in Arizona has high-speed access to the Internet, and therefore, pursued this funding for technology upgrades and replacements.

10/27/2005 LIBRARY SERVICES AND CONSTRUCTION ACT (LSCA) $70,000

Remodeling Project Braille and Talking Book Library

2001 – The Braille and Talking Book Library Division (BTBL) provides statewide library service to individuals who are blind, visually impaired or physically disabled, in a facility that had not been painted or had the carpet replaced since it was built in 1982. Now, almost 20 years later, BTBL has new paint, carpeting and modular furniture for the first floor as of July 2001. The project included painting the exterior of the building and rewiring the front office in order to bring power, data and phone lines from the ceiling to the modular workstations. The agency realized considerable savings by purchasing refurbished rather than new workstations. Seventeen staff members now have more functional work areas and open floor space has been gained. Exterior doors will soon be replaced or converted to meet current safety and fire codes. By combining Library Services and Construction Act (LSCA) federal funds and Talking Book Library donations, the agency required no state funds.

BILL AND MELINDA GATES FOUNDATION $67,350

Training Project to Support Infrastructure

This grant, awarded June 2002, provided special training money to help support the infrastructure that we have been able to build in the public library system here in Arizona both with Gates money and with our federal money. We hired a short-term project coordinator to coordinate training to purchase from third parties. Teams of two to three library interns traveled around the state providing local training to help build understanding and connections between institutions such as local libraries and community colleges, or other potential providers of technology training. The goal of this grant was to ensure that local providers understand who their training resources are, whether a community college or local business, and that these local providers receive training in current specifications that they can build on. We reached 750 people.

The partnerships within this grant were: training agencies with whom we have been and will continue to develop training classes; the county libraries in Arizona which will ultimately be responsible for the use, upkeep and training of public access computers; and the staff of those libraries where the Gates training labs are placed.

10/27/2005 NINA PULLIAM CHARITABLE TRUST $ 50,000

Online Public Access Catalog Grant

The Braille and Talking Book Library Division submitted a proposal to the Nina Mason Pulliam Charitable Trust requesting a grant to purchase an Online Public Access catalog. The goal of this project was to make books more accessible to those who are blind, visually impaired and physically disabled. The OPAC software offers two important benefits to those clients. First, it provides the same independent electronic access to this special library's catalog that other sighted users have at their public libraries. Second, its superior searching capabilities will enable library staff to provide better service to clients who do not have access to computers. The catalog allows users to easily locate books by author, title or key words that meet their specific recreational and educational reading preferences.

Currently, the library reaches only about 12,000 of the more than 65,000 disabled individuals eligible to receive its services each year. To narrow this gap it must provide convenient client access through state of the art technological resources. Most Talking Book Library patrons obtain their books by calling their librarian on the phone, requesting a title or topic and waiting for the librarian to search for the materials. Unlike patrons using most public libraries, they do not have access to a full catalog of library holdings, nor can they visit the library and browse the shelves. As the population of Arizona continues to grow so will the number of individuals eligible for Talking Book Library services. In the future there will be more computer-literate individuals who have lost part or most of their sight because of diseases such as macular degeneration. Results of surveys conducted by the library show that the number of patrons with computers, or with access to a computer, is growing. In 1994, 17% of patrons had computer access. By 1997 that number had increased to 24.5%. The OPAC software is compatible with screen readers and therefore accessible to blind and visually impaired individuals using computers with voice or braille output. Patrons will no longer have to rely on a librarian to search for books or information for them. It will provide them with the independence that many of them prefer and will free up time for librarians to do more searching for patrons who don’t have computer access. For these reasons the OPAC helps provide better service to all of the Braille and Talking Book Library patrons.

10/27/2005 WESTERN COUNCIL OF STATE LIBRARIES $43,000

Continuum for Library Education

2003 – the Western Council of State Libraries began a project to develop a regional 20 state continuum for library education. They asked our agency to be the lead state and offered a $43,000 cash grant to hire assistance for our Library Development staff to enable one of our key people to work with this regional project. The concept was to provide library competency training beginning at the support professional level, working straight through the master’s degree. This training is a combination of distance education, tutorials, weekend instruction, library institutes, and academic course work. This project brought together the deans of all the library schools west of the Mississippi, and all of the state libraries west of the Mississippi.

LIBRARIES FOR THE FUTURE $31,250

National Advocacy Training Program

Library and Archives was accepted for state participation in 2000-2002 Communities and Libraries: A National Advocacy Training Program. The project was a major national initiative to strengthen library advocacy within local communities and around the country. The Community-Library Advocacy Project strengthened relationships between communities and public libraries by developing tools and resources for local library advocacy, and by establishing a technical assistance bureau to serve as a clearinghouse for the exchange of ideas, models and resources among library advocates around the country. In Arizona, this effort prepared library leaders to help communities understand the role of libraries in the new economy.

DEPARTMENT OF GAME AND FISH $30,000

Capitol Restoration Project

Game and Fish offered some funding from a federal grant they were awarded for educational purposes, to complete renovation work in two rooms on the second floor of the State Capitol Museum. We had an exhibit on this very popular department on the first floor a few years ago, and the Department of Game and Fish asked us to do it again as an educational element in our exhibit.

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NATIONAL HISTORICAL PUBLICATIONS AND RECORDS COMMISSION (NHPRC) $28,385 Board Administration Support Grants

The Arizona Historical Records Advisory Board (AHRAB) advises the National Historical Publications and Records Commission (NHPRC), the grant-making arm of the National Archives and Records Administration, on grant applications submitted by Arizonans. The board, composed of public and professional members, also encourages identification and discussion of historical records issues in the state. The most important issues that have been identified by archives, librarians, and museums are access, preservation, and promotion of the state’s historical materials.

In 1999, $12,850 was received to support meetings between the board and the public to promote discussion and practical training on these important topics.

In the fall of 2003, AHRAB received a grant of $15,535 to provide support for board travel and project consultants.

NATIONAL HISTORICAL PUBLICATIONS AND RECORDS COMMISSION (NHPRC) $ 26,613 First Archivists Circle

The First Archivists Circle came together to organize and promote collaboration in the tribal archivists profession. The First Archivists Circle provides leadership and support for the preservation and culturally sensitive use of archival documentary materials sustaining the heritage of indigenous people.

During the grant period, the First Archivists Circle, in collaboration with the NHPRC, met twice to identify the needs of tribal archivists and make recommendations to address those needs. In addition, the First Archivists Circle developed a survey on specific tribal archival needs by the First Archivists Circle and distributed this to tribal archivists throughout the United States. To accomplish this task, a preliminary database of tribal archivists was compiled and is now updated on a bi-annual basis. The results of the survey were collected and now assist the First Archivists Circle in planning future meetings and conferences for tribal archivists.

VIRGINIA G. PIPER FOUNDATION $15,000

Life Options Planning Grant

2003/2004 - According to the National Center for Health Statistics, Americans’ life expectancy rose to an all-time high of 77.2 years in 2001. As our lifespan increases, so does the impact of our aging population on our society.

Arizona’s population is aging at an extraordinary rate. It is estimated that currently one out of every four Arizonans is a baby boomer. In 2000, 17 percent of the state’s 10/27/2005 population was over 60 years old; it is estimated that the percentage will swell to 24 percent in 2020 and 26 percent in 20501.

Civic Ventures, a national nonprofit founded in 1998 and based in San Francisco, California, strives to “expand the contribution of older Americans to society and to help transform the aging of America into a source of individual and social renewal.” To achieve their mission, Civic Ventures developed the Life Options concept.

The fundamental idea of Life Options is to provide an environment where various institutions are able to provide opportunities for the successful transition to the “third phase” of life. For some, this third phase is meaningful retirement; for others the third phase is finding opportunities that will allow for continued employment, starting a new career, learning a new hobby, and/or civic engagement; and for others the third phase may be a combination of two or more of the above. The possibilities are endless for aging Americans today.

2003/2004 Planning Grant: To aid Library and Archives in its goal of developing a place that will provide support for our aging population, the Carnegie Center Life Options project was awarded a $15,000 planning grant from the Virginia G. Piper Charitable Trust. The planning period for the grant began in December 2003 and ran for seven months. Our collaborative partners in this planning phase were the Area Agency on Aging; Arizona Library Council; Arizona Saves; Gerontology/Senior Adult Program at Phoenix College; Maricopa Community College’s Center for Civic Participation; Maricopa County Library Council and the Museum Association of Arizona. The planning partners convened their first meeting in November 2003.

Arizona Lobbyists

Capitol Restoration Project - $9,475

In March of 2001 a letter was sent to lobbyists throughout Arizona requesting help with the restoration of the Arizona Capitol Museum. Response to that letter came in amounts of $10.00 to $5,000. Currently there is $9,475 in the fund. The Arizona State Capitol Museum Guild has a continuing Arizona Flag Wreath project that contributes its proceeds to the fund.

Western Council – Chief Officers of State Library Agencies

Collection Development Report Grant - $3,000

The Western Council – Chief Officers of State Library Agencies provided funding for a well-known, highly respected national library consultant to evaluate the Department’s collection and acquisition process. The findings of the consultant’s evaluation were published in the Collection Development Report. The consultant concluded that “it has become obvious that while the Research Collections have many items which are significant, even rare, these collections have suffered over an extended period of time 10/27/2005 from a severe lack of funding. The situation is so serious that the present state of the collections makes it virtually impossible for the library to fulfill its designated roles prescribed by legislative mandate. In fact, all the legislative mandates regarding the Research Collections are outdated and sorely need review and revision.” The report stated that the sensible direction would be to build on existing collection strengths and to pursue enabling legislative guidance and support. It was recommended that the majority of funding be committed to strengthening the best collections, catching up on preservation, and continuing work towards an online catalog so that there is accessibility to the information materials.

SB1151 signed into law on May 26, 1998, Chapter 148, was developed from the consultant’s Collection Development Report. SB1151 appropriated the first two years of a five-year request to bind, catalog, microfilm and digitalize the Department's collections; augment the Department's general research collections; and provide access to electronic information resources. The Legislature’s support of SB1151 provided emergency preservation funds for some of the Department’s most fragile library and archives collection and presented opportunities for preservation and improved access to Arizona information.

Arizona Humanities Council

Traveling Museum Exhibit Grant - $3,000

In 1998, the agency was the fiscal agent for a grant used to construct a traveling exhibit, design a poster, and create educational materials which accompanied an exhibit entitled Arizona Women Building Communities: A Twentieth Century History. Project staff scheduled the traveling exhibit and created a promotional plan for the exhibit. The exhibit opening reception on October 18, 1998 at the Hall of Fame Museum was sponsored by the Museum Guild.

National History Day Teacher’s Workshops - $2,500

In 2002, the agency’s History and Archives Division received a grant from the Arizona Humanities Council for National History Day teacher's workshops and for the publication of Arizona’s National History Day theme supplements. In collaboration with the Tempe Arizona Historical Society, the Sharlot Hall Museum, the Sulphur Springs Coop, our staff held workshops for 160 teachers in Sierra Vista, Tempe, Tucson and Prescott.

Museum Lunch Bunch Speaker Series Program Award $550

The Museum Lunch Bunch speaker series received program awards for over 10 years and is one of the longest running programs assisted by the Arizona Humanities Council. Fiscal year 1999 saw three speakers funded in this manner.

Institute of Museum And Library Services (ILMS)

10/27/2005 National Book Festival Exhibit - $1,668

This grant was awarded to help cover expenses for setting up an exhibit at the National Book Festival.

Arizona Department Of Administration

Risk Management Grant – Ergonomics Equipment - $1,604

The Arizona Department of Administration – Risk Management, granted funds to purchase ergonomics equipment for the Research Division.

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RELATED GRANTS – ASLAPR TECHNICAL ASSISTANCE

LIBRARIES FOR THE FUTURE $1,100,000

eQual Access ™

2000 – 2003 U. S. West launched eQual Access ™, a partnership with Arizona libraries to bridge the digital divide. Through a $1.1 million grant by the U S WEST Foundation, the program creates community-based technology centers and training programs in areas that might not otherwise have access to advanced technology. Based on growth, literacy levels, ethnic make-up, economic need, and unemployment, Arizona communities (Casa Grande, El Mirage, Flagstaff, Glendale, Guadalupe, North Phoenix, Mesa, Sierra Vista, South Phoenix, and Tucson) were selected to participate in the program. During the two years, US WEST and Libraries for the Future worked with libraries and community leaders to develop eQual Access Centers, which will utilize computer hardware and software, Internet wiring, and ongoing training and programs to help families and communities understand how to use today’s technology to their advantage. The State Librarian funded an evaluation component and provided technical assistance to the libraries involved and to Libraries for the Future staff.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 500,000

Thinking Outside the Borders: Library Leadership in a World Community

2004 – The Arizona State Library, Archives and Public Records is a partner on this project spearheaded by the Illinois State Library to develop, test, and implement a library leadership program to promote greater understanding and appreciation of the world community in which librarians work. The project will bring together bring together Illinois librarians who have participated in the Illinois State Library's Synergy program and a group of librarians from among the 76 countries with which the Mortenson Center works. They will work together in a two-year leadership training program that includes negotiations, empowerment, fund-raising, and advocacy. The Arizona State Library will provide a leadership program to help test the adaptability of the program.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 492,807

Knowledge River

2001 – The Arizona State Library, Archives and Public Records partnered with the School of Information Resources and Library Science to secure federal funding for a new program known as Knowledge River. The State Library provided $10,000 in seed money and offered guidance in securing the grant from the Institute for Museum and Library Services (IMLS) in Washington, D.C. The aim of Knowledge River is to significantly impact the training and education of Native American and Hispanic employees in library settings. Going far beyond the recruitment of minorities into the

10/27/2005 library profession, the program offers a model for Library and Information Science education which could not only have a significant impact on improving and updating current Library and Information Science curricula, but also focus research on solving the problems of the digital divide.

Additionally, the program's ambition is to expand the role of minorities as information providers and to enhance library services to diverse populations.

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INSTITUTE OF MUSEUM AND LIBRARY SERVICES $ 201,786

National Leadership Grant – AGES Project: Preserving and Sharing the Sonoran Archives

In February, 2000, ASLAPR provided specialized training to three visiting archivists from Hermosillo, Mexico as part of the Archivo General del Estado de Sonora (the AGES, or General Archives of the State of Sonora) Project, a Library Services and Technology Act (LSTA) -funded project partnered by the University of Arizona, the City of Tucson (Tucson-Pima Public Library and Tucson-Mexico Project) the State Museum, and Library and Archives. This bi-national effort intends to preserve and share the historical archives of Sonora, Mexico and will serve as a model for similar bi-national projects.

This grant provided funds for the first year of indexing and scanning records of the General Archives of the State of Sonora (AGES). The National Leadership Grant for Preservation and Digitization, along with commitments from the official partners in the project, purchased all the necessary equipment and employ several personnel in Arizona and Sonora. This grant builds on two smaller LSTA grants made by ASLAPR to begin the work and develop the national grant application.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 123,672

Arizona Electronic Atlas

2001 – The University of Arizona Library was awarded a grant of $123,672 by the Institute of Museum and Library Services to create an electronic atlas for Arizona. The Arizona State Library and the Arizona State Cartographers Office are partners.

The atlas enabled users of all skill levels to create and down load maps of Arizona from the web. Users can create maps covering many aspects of Arizona: population and housing, economics, vital statistics, public lands, ecology, geology, voting and elections, transportation, education, crime and public health. Data for creating the maps come from many sources, including the federal government, state agencies and some local governments.

The atlas was a two-year project to be completed in December 2003.

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GRANTS AND AWARDS TO ASLAPR, FY2005

The Arizona State Library Secures Grant Dollars To Support The State’s Libraries

Directly to ASLAPR: Bill and Melinda Gates Foundation (Staying Connected II) $141,000 Libraries for the Future (Equal Access) 74,873 Library Service and Technology Act (Museum Project) 32,283 Library Services and Technology Act (Content D-M) 30,000 Arizona Humanities Council (OneBook) 6,000 Barnes and Noble (OneBook) 5,000 Arizona Library Association (OneBook) 2,000 TOTAL $291,156

Coordinated on Behalf of Libraries Across Arizona Universal Service Fund (E-rate to support library telecommunications) $3,252,134

As Partners or Assistance Providers Library of Congress to California Digital Library (Web-at-Risk) $2,449,417 Library of Congress to University of Illinois (ECHO DEPository) 2,480,412 Institute of Museum and Library Services to University of Arizona School of Information Resources and Library Science (Knowledge River) 990,174 TOTAL $5,920,003

Funding Pending Bill & Melinda Gates Foundation (Public Access Computer Hardware Upgrade Program) $778,500 National Historical Publications and Records Commission (Regrant project) 10,000 TOTAL $788,500

Total for FY2005 $10,251,793

Total for 1997-2004 $24,096,266

TOTAL 1997-2005 $34,348,059 Grants and Awards to ASLAPR, FY2005 Project Details

Directly to ASLAPR:

Bill & Melinda Gates Foundation (Staying Connected II) $141,000 The Bill & Melinda Gates Foundation awarded the Arizona State Library, Archives & Public Records $141,920 in late 2004 for public access computers, training and technical support, and connectivity in libraries where current Internet connections are via dial-up phone lines. Per the Staying Connected grant requirements, the funds were regranted to eligible library districts to support equipment and training in public libraries serving low-income communities, especially communities with persistent poverty. County library districts receiving funds were Apache, Cochise, Coconino, Gila, Graham, Greenlee, LaPaz, Mohave, Pinal, Santa Cruz, Yavapai and Yuma counties.

Libraries for the Future (Equal Access) $74,873 Arizona libraries were among the first to embrace the EqualAccess Libraries concept of transforming from institutions defined by buildings and books, to centers for lifelong learning and civic engagement. After a successful pilot two years ago, the Arizona State Library collaborated with Libraries for the Future to make Arizona the second state in the nation to host the EqualAccess Libraries Institute. Funds were received throughout the year for an Arizona coordinator, and costs associated with training and supporting two groups of libraries through the process.

Library Service and Technology Act (Museum Project) $32,283 The Arizona Capitol Museum received 2004 LSTA funds to undertake a feasibility study for “Fighting for Statehood: The Arizona Constitutional Convention of 1910.” The museum worked with the Research and Law Library and Archives divisions of the agency to undertake study and develop a comprehensive exhibit plan.

Library Services and Technology Act (Content D-M) $30,000 In its effort to establish a legacy project for the State of Arizona Centennial (2012), the Arizona State Library has created an online repository to make accessible digital content from relevant Arizona collections of archival material. Phase I of this project, funded in part with 2004 LSTA funds, is a trial phase during which procedures are to be established, look and feel of the site are to be created, and initial trial content will be posted to the site.

Arizona Humanities Council (OneBook) $6,000 Barnes and Noble (OneBook) $5,000 Arizona Library Association (OneBook) $2,000 ONEBOOKAZ 2005 celebrated reading in the State of Arizona by encouraging the reading and exploration of two very different books about the Grant Canyon – one fiction and the other non- fiction – both of which address this fascinating and compelling historical event. Various events, aimed at building partnerships between libraries, schools, museums, other allied institutions, the media, commercial vendors, the authors and the public took place in April.

Coordinated on Behalf of Libraries Across Arizona

Universal Service Fund (E-rate to support library telecommunications) $3,252,134 E-rate provides discounts to assist most libraries and schools in the United States to obtain affordable telecommunications and Internet access. The Arizona State Library, Archives and Public Records serves as the liaison between state libraries and the SLD. During the last fiscal year, 56 Arizona libraries and library districts received commitment letters.

As Partners or Assistance Providers

Library of Congress to California Digital Library (Web-at Risk: A Distributed Approach to Preserving Our Nation’s Political and Cultural Heritage) $2,449,417 In collaboration with the California Digital Library, the Arizona State Library is developing a set of tools for use by libraries to capture, curate, and preserve collections of web-based government and political information, including state agency publications and campaign literature. This literature is a critical element of our nation's heritage and is increasingly found exclusively online, putting it at greater risk of being lost. Much of the work is based on research done at the ASLAPR (the Arizona Model).

Library of Congress to University of Illinois (ECHO DEPository) $ 2,480,412 In collaboration with the University of Illinois at Urbana-Champaign and OCLC, the Arizona State Library is developing a set of software tools to identify, select, acquire, describe, provide access to, and preserve state agency web publications. This project is part of the ECHO DEPository research project funded by the Library of Congress' National Digital Information Infrastructure and Preservation Program and administered by the National Science Foundation. Much of this work is based on the Arizona Model.

Institute of Museum and Library Services to University of Arizona School of Information Resources and Library Science (Knowledge River) $990,174 The Arizona State Library is providing support to the University of Arizona School of Information Resources and Library Science to recruit 48 Native American and Hispanic students to a master's program in library and information science as part of its Knowledge River initiative. The initiative will also involve 12 second-year Scholars for the Knowledge River program students and 24 Native American and Hispanic high school students in a Teen Community Health Information Institute to explore health sciences librarianship and provide community health services.

Funding Pending

Gates Foundation (Public Access Computer Hardware Replacement Grant) $778,500 The Arizona State Library has been selected to apply for a Bill & Melinda Gates Foundation one- time grant program to level the playing field between states and help libraries that were granted older computer models between 1997 and 2000 upgrade their systems with hardware which will be easier to support and upgrade in the future. The funds will provide more than 500 computers to public and tribal libraries across Arizona.

National Historical Publications and Records Commission (Regrant Project) $10,000 These funds will support a regrant program to preserve and make accessible Arizona’s historical records, and provide continuing archival education and training.

COURT RECORDS

For the past several years, the Arizona Supreme Court, with input from Clerks of the Superior Court, Superior Court Administrators, the Arizona State Library, Archives and Public Records (ASLAPR), the Arizona State Bar, ASU History Department and others, has been working on a new records retention schedule for Superior Court records. This new schedule will help ensure that the courts’ permanent, historical records will be here for future generations.

Superior court records are critical because complete case files are unavailable through any other official source. Court records document not only legal issues and precedent, but class, race, gender, culture, and the social and economic environment of a population. It is critical that future generations have access to the legal, social and cultural history contained in these records.

Initially, many of the Clerks of the Court had decided to dispose of all court records created after 1960 when the records became 50 to 100 years old. Melanie Sturgeon, Director of ASLAPR’s History and Archives Division urged them to find another solution. She worked closely with the committee to draft plans that would enable the records to be preserved. With the support of GladysAnn Wells, she proposed that these records be transferred to ASLAPR. The committee agreed.

On December 10, 2004, the Arizona Judicial Council approved these significant changes. In fact, at the end of the presentation the members of the Council applauded the efforts of the record’s committee and thanked them for preserving the historical, legal records of our state. According to the new schedules, this means that beginning in the year 2010 all county Superior Court cases and selected county court records created after 1960 will come to the History and Archives Division (the State Archives) when they have reached their designated time frames. For civil and criminal cases the transfer will occur when the records are 50 years old, for probate cases when they are 100 years old. This should guarantee the survival and preservation of permanent records that pertain to genealogy, legacy and real property issues. Additionally, these historical records will provide scholars, the general public, and any other interested parties with a social geography of any period.

ASLAPR has continued to work with the committee to come up with acceptable definitions of landmark and historically significant cases. The committee recommended that the Arizona Historical Records Advisory Board (AHRAB) convene periodically to determine which Arizona cases should be considered landmark and/or historically significant to ensure that there is an established process for the designation. AHRAB has agreed to do this.

Finally, the Arizona Supreme Court asked ASLAPR to help them draft legislation sponsored by Senator Johnson (SB 1272) that mandates that the Clerk of the Superior Court shall deposit and the Library shall preserve all permanent superior court case files pursuant to court rules

Accomplishments

The Arizona State Library, Archives and Public Records serves the information needs of Arizona citizens as authorized in Arizona Revised Statutes §41-1331 through §41-1352. Services are provided through the divisions of the agency: History and Archives, Braille and Talking Book Library, Library Development Division, Museum, Records Management, Research and Law Library and the cross-division clusters: Administration, Boards and Commissions, Digital Government, Technology and Outreach/Special Events.

Our vision is to ensure that the Arizona Legislature and Arizonans have access to the information they need today, as well as the history of Arizona for tomorrow, through partnerships with all types of cultural and public information institutions.

Our mission is to serve the Arizona Legislature and Arizonans by providing access to public information, fostering historical/cultural collaborative research and information projects, and ensuring that Arizona's history is documented and preserved.

Our four goals provide the focus and guidance for specific activities developed to achieve our vision and to ensure that we adhere to our mission. The work of our divisions is ongoing, collaborative, cumulative, and responsive to the changing needs of our diverse Arizona constituents. Our goals are:

• Provide prompt, professional legislative support. • Provide access to public information. • Preserve and document Arizona’s history. • Promote statewide collaboration for historical and cultural institutions.

STRATEGIC ISSUES

1. Resource Development

Library and Archives raised over $34 million in grant funds for Arizona cultural institutions and for its own services. In the future, despite the continued downturn of the economy, and the difficulties of fundraising, we will continue our efforts to seek outside funds. Although general operating funds must come from governmental sources (state general funds and federal IMLS funds), private and other governmental funds will be sought for special projects or pilot projects.

The most significant fundraising effort will center on the development of an endowment for our historic buildings preservation and maintenance.

2. Infrastructure

Library and Archives operates from three historic buildings and two other structures with age related repair and renovation needs. In order to meet Arizona’s records management requirements the Records Management Division secured a second temporary off site storage facility.

3. Digital Government

Library and Archives has a broad range of responsibilities for governmental materials in all formats from all levels of government. With the increasing digitization of federal, state and local government, e-government will be one of our most important areas of concentration. Digital government will require the professional skill sets of archivists, records managers, librarians, and technology staff to ensure usability today and preservation for tomorrow.

HIGHLIGHTS OF ACCOMPLISHMENTS July1, 2004 – June 1, 2005

GOAL ONE: ENHANCED LEGISLATIVE SERVICE Through our Goal 1 activities we engage Legislative staff in designing the information services that we offer for Legislative research, including documenting press coverage on national, state, and local levels; helping to retrieve and disseminate specific information; and providing support for government efforts to connect with constituents. We also make it easier for Legislators and their staffs to access our services and collections by continually refining the organization and usefulness of our resources.

Goal One Accomplishments

• The last Legislative session was extremely busy for the Records Management Division; 181 bills with public records issues were reviewed by Records staff.

• The Records Management, History and Archives, and the Law and Research Divisions have been working on a proof of concept for the Senate Librarian regarding providing electronic access to agency reports submitted to the President. This would provide multiple access to this information at anytime, day or night and on weekends.

• Law and Research librarians supported legislators by providing them with topical information, by locating older legislative committee reports and by providing desktop access to databases.

• Assisted legislative staff in working with GIS files and prepared a GIS map of an AZ Legislative District showing counties, roads and cities, and applied the District boundary to a published AZ road map.

• Assisted the House Speaker’s office with information about logistics of 2005 Statehood activities.

• Completed article titled “Tour of Florida Supreme Court Library” for the National Conference of State Legislators (NCSL) Legislative Research Librarians Newsline newsletter.

• Completed three Legislative Study Committee Report abstracts for digitization.

• Coordinated the Open House and training schedule for Senate Interns and provided a tour with brief overview of the Law and Research library for interns.

• Held the Senate ERS Open House in January. ERS surveys were distributed to the House and Senate Analysts and Interns and researchers in Legislative Council in April and ERS Survey Results Report was completed in June.

• Created a GIS map of Arizona showing current legislative districts and locations of public libraries. Updated the library file and created map copies for distribution.

• Created three legislative district maps.

• Presented genealogy workshops regularly attended by legislators, staff and the public.

• Worked with a legislator to locate copies of selected AZ maps for purchase from USGS.

• Conducted research in response to various legislative requests, such as finding a newspaper article or assembling specific information.

• Attended a meeting of Senate assistants where the Agency was invited to talk about its holdings and services.

• Facilitated Lexis-Nexis Congressional database training at the Carnegie Center for legislative staff, staff of other state agencies and staff members from the Law and Research Division and Director’s Office.

• Exhibits section framed and installed the latest Speaker portrait and House leadership photos.

• The Museum provided an opportunity for legislators to meet 8,461 students and adults who toured the facility.

• The Museum prepared a special exhibit on the USS Arizona for display at the centennial of the Santa Cruz County Courthouse in Nogales. Citizens of Nogales were prominent in raising funds to pay for the exquisite silver service that was placed on the battleship when it was commissioned in 1915.

GOAL TWO: PROVIDING ACCESS We work toward meeting Goal 2 by ensuring that our collections and finding aids are kept well-organized, readily available to our patrons, and that all patrons are efficiently served. We also initiate and maintain ongoing communication with current and potential constituents through publications and Internet technology, as well as meetings and presentations both on and off site. Meeting this goal requires that we efficiently process and repair our materials and continually develop more effective tools for public access to our research and educational materials. We also work with Legislative members and Arizona’s Congressional Delegation on legislation, rules, and public policy issues related to ensuring access to information. Our combined division and cluster fieldwork staff logs over 100,000 Arizona miles yearly.

Goal Two Accomplishments

• After using the same library automation system since 1982, the Braille and Talking Book Library Division purchased a new KLAS system from Keystone this year. The KLAS system was specifically designed for use by libraries providing Talking Book services and provides features specific to a library service handled almost exclusively through the mail using federal free matter mailing privileges. The system tracks all patron records, circulation and inventory. New and improved features included keyword searching, books in series automatically sent to the patron in the proper order and the ability to easily construct queries for the production of statistical reports. These features improved staff efficiency and service to Arizona patrons who are unable to use the print books in their local library because of a visual or physical disability. The new online catalog of recorded books, Braille books and descriptive videos is much easier for patrons to use. It works well with screen readers used by patrons who are blind or visually impaired, has keyword searching

capabilities and allows patrons to place books in their own request list. Being able to request books online saves time for the patron and for library staff. Many patrons have said they appreciate the ability to search for and select books independently. This also allows staff more time to help those patrons who don’t have their own computer access.

• The Director of the Braille and Talking Book Library was interviewed several times throughout the year to discuss library services available, the history of the program and what’s new at the library. Examples of interviews include Sun Sounds of Arizona’s Sun Talk program and Channel 12’s Arizona Midday.

• Arizona libraries are national leaders in meeting the needs of active older adults. Our libraries are finding innovative ways to reach the untapped resource of Baby Boomer experience, while providing Boomers with connections to meaningful work and civic engagement. Model programs for lifelong learning like those listed below are starting or underway in libraries across the state. Because of our innovative library leaders, we have been cited as “A Statewide Laboratory for Change.”

• Library Development Division staff worked Maricopa County Community Colleges to ensure that all of their libraries are set up to use the ProQuest databases provided by the Arizona State Library under the new contract, effective November 1, 2004.

• The ProQuest trainer worked with the community colleges in the state to ensure that all were set up to use the databases provided by the Arizona State Library under the 2004-2005 contract. They also offered large and small group trainings, as well as web trainings throughout the year to public and community college librarians to increase usage of the electronic resources. In addition, the Electronic Resource Librarian for Maricopa County Library District conducted workshops in how to market the databases for the State Library. All of these efforts resulted in usage of the ProQuest databases increasing by 302% from the previous year, with over 1.37 million searches conducted. Patrons using the services in libraries and through remote access downloaded 278,808 citations, abstracts, and full-text articles, representing a 168% increase.

ProQuest Successful Searches

1400000

1200000

1000000

800000

600000

400000 2004-05 2003-04 200000 2002-03 0 2001-02 Downloads Searches

2001-02 2002-03 2003-04 2004-05

• The 2004 Arizona Reading Program was a success. Statistics indicate that 42,470 children and adults participated in the Plant A Seed . . . Read program in 95 Arizona libraries. As soon as this program was completed, work began to plan for 2005. The Arizona State Library joined the 32-state Collaborative Summer Library Program and provided resources for libraries to offer Dragons, Dreams, and Daring Deeds for children and Joust Read for teens. Workshops were held in December and January in Yuma, Flagstaff, and Tucson for librarians to gather and share ideas for facilitating the program. In addition, LDD staff attended Children’s Services meetings in Cochise, Maricopa, and Yavapai Counties to work with them on planning for summer reading.

• Building a New Generation of Readers offered libraries the opportunity to apply for training and funding from the State Library to offer Every Child Ready to Read @ Your Library workshops. Thirty-six libraries applied and were accepted to participate during this first year. A national trainer for the Every Child Ready to Read initiative, facilitated four training sessions for the librarians, their volunteers and community partners working with the project. During the trainings, the instructor modeled for participants how to present workshops on early literacy for parents and caregivers of preschool children and provided them with opportunities for guided practice with portions of the workshops.

• LDD staff represented the State Library at the opening of the Fort Mohave Tribal Library on January 13. At the ceremony, appreciation was expressed to the Arizona State Library for grant funding provided to assist with construction of the building.

• Public libraries in the following communities and legislative districts were awarded state grants in aid construction projects funds to assist with a variety of improvements from planning new library buildings, improving handicapped access, new building construction, remodeling, site preparation, rewiring, and renovation: Districts: 1, 4, 5, 23, 24 /Communities: Camp Verde, Chino Valley, Prescott, Heber, Snowflake, Clifton, Coolidge and Yuma.

Less than $100,000 is available for public library construction, compared to an annual need of more than $20,000,000 to keep pace with Arizona’s growth. For those libraries receiving this support, the funding often makes the difference between success and failure in meeting community needs. Staff attended the opening of the Fort Mohave Tribal Library on January 13. At the ceremony, appreciation was expressed to the Arizona State Library for grant funding provided to assist with construction of the building.

• Met with Maricopa County Library District to discuss the future of EDIC, statewide electronic databases, and joint purchasing agreements. The group made a recommendation that the Library Development Division discuss the possibility of celebrating the conclusion of EDIC and the initiation of a new component of Equal Access related to business services. They further recommended that the State Library provide statewide access to a general periodical database, and suggested that libraries with an emphasis on business services use the Maricopa County contracts to purchase specialized business databases. • LDD staff worked with the University of North Texas Library School to provide access to their series of library related online tutorials, access priced at only $7 per person. The staff launched the first tutorial on June 20, Dealing with Difficult Patrons. This would partially fulfill requirements in the Western Council Library Practitioner Core Competency II: Public Library Administration. LDD staff is designing new CE web pages that will integrate Agency information on continuing education. This will include: Continuum Certification info on how to subscribe to the statewide contract for College of DuPage teleconferences, free online tutorials, Library Institute, CE Scholarships (info. and applications), and links to other sources of CE opportunities, Link to Registration Page and Library Science Academic Courses available around the state.

• Awarded almost $1 million in federal Library, Services and Technology Act (LSTA) funding to 52 Arizona library projects. The awards were announced recently for projects that will continue through August, 2006.

The State Library will receive $2.9 million of LSTA funding this year from the Institute of Museum and Library Services (IMLS). Almost $2 million of the funds are committed to statewide services such as digital government initiatives, the repository for cultural information, continuing education classes, network support, databases, interlibrary loan, Arizona Convocation and a number of other programs that benefit the entire state. The remaining money is invested in field-based competitive grants to Arizona libraries.

Arizona library grant recipients this year include the Alpine Public Library for books and community programs; the Elsie S. Hogan Community Library in Willcox for a teen program; the Tucson-Pima Public Library for after school homework assistance; the Apache Junction Public Library for an early literacy program; and the Prescott Valley Public Library for a mobile computer project.

• Arizona Center for the Book staff from the Carnegie Center participated in the fourth annual National Book Festival in Washington, DC. The Book National Festival is organized and sponsored by the Library of Congress and hosted by Laura Bush and featured more than seventy authors, illustrators, and poets. Attendance for the festival, which was held on the National Mall, was estimated at over 90,000. This widely anticipated national cultural event is free, open to the public, and a wonderful celebration of books and reading.

• Managed the Arizona State Library’s Cultural Inventory Project (CIP), an online database serving a variety of users (researchers, historians, teachers, students, special interest groups, tourists, and the general public) and providing a finding aid to special collections, repositories, museums, historic and cultural societies, etc., of special and unique interest. The CIP links users to various collections of historic and cultural relevance in Arizona. Users can search the database by name, subject, or location. Started five years ago, the CIP is currently being updated with new entries and reviewed for overall usability. The database may be found on the Internet at http://cip.lib.az.us.

• Sponsored training sessions for librarians with topics ranging from E-rate to Train- the-Trainer to Spanish Health Information. These workshops benefited almost 500 participants.

• Presented interesting and informative sessions on genealogical topics to genealogy groups such as the East Valley Genealogy Society, Tempe Chapter of the Family History Society of Arizona, Phoenix Genealogical Society, Cottonwood Family History Center, and Family History Society of AZ (FHSA) Glendale Chapter, as well as organized tours of the genealogy collection for groups such as the Boy Scouts, Venture Out, Genealogy Club of Sun City, Saddle Brook Genealogy Club, West Valley Genealogy Club, and the Happy Trails Genealogy Club • Coordinated the very popular Genealogy Lunchtime Family History monthly sessions, which are held at the Carnegie Center. • Archives staff gave National History Day (NHD) workshops and presentations to students and teachers in Chandler, Tucson, Sierra Vista, Maricopa, Flagstaff and Tombstone. Archives staff also spent a day teaching and working with students at Apprende Junior High School about historical research and the National History Day program. • The Student Interactive Guide, a tool to help teachers and students meet Arizona State Social Studies Standards and Performance Objectives, was created by Museum staff and distributed in 2005. It enhances legislative gallery visits and school tours. • The Museum published The Capitol Explorer, a valuable tool for visitors who prefer a self-guided tour. • On Veterans Day, staff opened an exhibit commemorating the fiftieth anniversary of the GI Bill. It is the first exhibit produced by the Museum to be invited to tour after display at the Capitol. It was the featured exhibit at the River of Time Museum in Fountain Hills during the summer of 2005. • The Records Management Division has septic tank permit records from Maricopa County. The County sent these records to the Department of Environmental Quality based on a miscommunication between the two entities. DEQ refused to keep the records and Maricopa County refused to take the records. The Records Management Division ended up taking the records (approximately 55 boxes) to determine how long the records need to be retained and to negotiate a new records retention schedule with the County. The requests for these records have numbered 1,008. • TOSS 2: This building was acquired 8/8/05, and we moved 90 pallets into it the following day. Shelving units were ordered 8/9/05 and with the great help from our vendor were fully installed the first week of September. (If we had ordered the shelves the following week there would have been an additional gas and steel surcharge on the units). • Relocation projects: two box relocation projects took place before TOSS 2 was acquired to help make space for our increasing number of boxes. The first involved putting boxes on our top shelves. The second involved taking 700 boxes to TOSS 1.

• New Records Center Management software: O’Neil Software was purchased and migration plans are under way.

GOAL THREE: PRESERVING ARIZONA To effectively preserve the history, culture, and traditions of Arizona, we work with individuals and agencies throughout the state and nation to identify, collect, access, and preserve the fundamental documents and artifacts that document the state’s rich past. We also ensure that the collected materials are repaired and augmented as necessary.

Goal Three Accomplishments

• The National Association of Government Archives and Records Administrators held their annual meeting in Phoenix. All of the archivists attended three or more session of NAGARA. The Archives Division Director organized and chaired the session on Tribal Archives.

• Archives staff continues to work with the Supreme Court and Clerks of the Court regarding case file retention schedules.

• The first phase of a three-part effort, rebinding of Arizona's historic law materials and law reference materials that are most in need of repair, has recently been concluded and the materials have been returned to us. Phase II focuses on the Arizona Attorney General's Opinions and making those available in readable form for users of our law collection. Phase III is the replacement of non-Arizona law reporters and state materials, or the repair of these materials. All phases deal only with the existing collection, a large portion of which is 19th or early 20th century. Law and Research Library staff has contacted other states’ law librarians to determine what may be obtained from their redundant collections. Arizona Attorney is scheduled to do a story on the library and the new archives building project. The story will highlight the project and our desire to have Arizona’s early materials available in well-preserved form. Currently, we are fund raising for private donations for Phase III.

• For several months, History and Archives Division staff met with the Oro Valley Public Library and with other city staff to talk about planning for their new city archives. Archives staff gave them information on best practices on preservation, storage, finding aids to make their collections accessible, electronic records, deeds of gift and more.

• Archives staff accepted an invitation to be on the Museum Association of Arizona’s Taskforce on Disaster Planning. The Archive’s staff written disaster plan will provide a basis for MAA members to use in developing their own. .

• Archives staff, along with representatives from the Supreme Court and the Maricopa Superior Courts, made a presentation to the Arizona Judicial Council about the new court retention schedules. The judges unanimously agreed to accept and support the schedules and applauded us for all of the work we have done to preserve Arizona’s historical legal records.

• Three Agency managers attended a meeting sponsored by the Library of Congress at which archivists, state librarians, and Information Technology professionals from all over the United States met to discuss concerns with the long term preservation of electronic records.

• Archives and Capitol Museum staff worked with the White Mountain Apache Tribe to help them develop their archives. Archives staff was able to help them remove the glue from tape residue from a number of their historical photos. Capitol Museum staffed talked to them about ways they could use their archival materials in exhibits.

• Archives staff spoke at the Tombstone City Council Meeting about the critical need for them to preserve the historical records they took back from the Tombstone Courthouse State Park. The City officials promised that they would move the records into a secure, air conditioned room by the end of July. Archives staff also advised the Tombstone City Clerk how to treat mold on some of their older records.

• Exhibits staff consulted on lighting problems threatening the unique Jay Datus murals in the Research Library. • Museum staff, led by the Collections manager, served on the planning team for the Arizona history and archives building. The Museum cares for a valuable part of the physical heritage of the State.

• The Records Management Division conducted 139 workshops for 3,950 people on Records Management and Public Records requirements and issues.

• The Records Management Division has processed and received approval for 268 retention schedules, with 2,542 items from state agencies, cities, counties, universities, school districts, community colleges and special districts.

• Examples of Preservation Imaging projects this year: • ASU Japanese internment camp newspapers, scanned film from our collection • Attorney General opinions filmed and scanned • Scanned ADOA state as-built plans to the Territorial era are being filmed • Bill files for Senate, House and Legislative Council filmed • Lab services for the City of Phoenix • Film scanning for City of Scottsdale • Scanning of public birth and death records for Health Services web site

• Sunset Review of Drug and Gang Policy Council (SB1166): This agency was the only one of 17 up for review which sunsetted. The records were collected in September and are now in the State Archives.

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GOAL FOUR: PROMOTING STATEWIDE COLLABORATION To meet Goal 4, we provide Arizona’s cultural and public information communities with leadership, problem solving, and information to help them improve the depth and breadth of the cultural and historic services they offer to Arizonans. We participate in a variety of statewide working groups to collaborate in building an inventory of Arizona’s cultural collections – print and web-based – for all to use and to improve local services and information. This agency has received (and has also helped Arizona win) more National Leadership Grants than any other state library.

Goal Four Accomplishments

• The History and Archives Division in collaboration with the Arizona Historical Foundation, SRP and Friends of Arizona Archives, hosted a state-wide Archivists Roundtable at the Capitol on October 1st. The roundtable was a kickoff for Arizona Archives Week and provided a day-long forum for the 18 attendees to discuss common issues such as collections policies, budgets, outreach, archival education and the importance of working together. Dr. Matthew Whitaker, ASU history professor, spoke to the group. Rob Spindler demonstrated the Online Archives of Arizona. At the end of a day of stimulating discussion, the archivists agreed that they would like to develop a list-serve where we could share information and concerns. The group also agreed to think about the possibility of forming a state-wide organization of archivists sometime in the future.

• VRATE! - BTBL booth was hosted by the reader advisors. The large print calendars were popular with those attending and there were a surprising number of people in attendance who did not know about our service. It was also a great opportunity to meet and greet our patrons and catch up with our colleagues.

• The Braille and Talking Book Library volunteer recognition event, with 191 attendees, was held in March at the Phoenix Art Museum. The theme this year was “Reading is for Everyone – Volunteers Create Works of Art from the Heart.” Ten volunteers received letters of congratulations from Governor Napolitano and certificates for donating over 1,000 hours of service to the library. In fiscal year 2004 there were 282 volunteers who donated 22,065 hours to the library for a value to the State of over $400,000.

• Medtronic employees spent a day volunteering at BTBL in March. This is the fifth year that Medtronic has allowed their employees to participate in this community service activity at the library during the workday.

• ASLAPR and Rehabilitation Services Administration/DES will partner again in FY2006 to continue providing the Newsline® and Jobline® services. These services were developed by the National Federation of the Blind and provide telephone access to over 150 newspapers from across the country and to job information from America’s Jobline. The print text of the newspapers is converted to synthetic voice and available over the phone the same day.

• Worked with the US Bureau of Land Management Office in Phoenix to identify publications and maps not in the Depository Program that the Bureau could provide. Staff made arrangements to get a set of Arizona trail maps, and also requested information on microform copies of historic General Land Office field notes.

• Law and Research staff presented sessions on Depository Basics for the Five State Depository Meeting in Santa Fe, New Mexico (August 2004), U.S. Public Printer’s Depository Library Council meeting in Albuquerque, New Mexico (April 2005), and the U.S. Government Printing Office’s Federal Depository Library Council meeting in Washington, D.C. (October 2005).

• Law and Research staff is participating in an effort to revise and update the Depository Library Manual for the U.S. Government Printing Office’s Federal Depository Library Program. During the Federal Depository Conference in Washington, D.C. (October 2005), Agency staff served on a program presenting drafts of Manual chapters.

• Law and Research staff made numerous presentations related to map preservation including:

July 2004 - Arizona Historic Preservation Partnership Conference (topic – Historic maps at the State Library) April 2005 – Research and Archives staff co-presented “Wheeler Expedition: Forever in the Shadow of John Wesley Powell” at the 46th Annual Arizona History Convention in Flagstaff, AZ. May 2005 – a staff member attended Arizona Depository Library Council meeting at Carnegie. She gave brief presentation on the Map and Geographic Information Collections in Transition meeting in Wash. DC. June 2005 – A staff member presented “Historic Maps in the State Archives” at the 3rd Annual Statewide Historic Preservation Partnership Conference in Tucson. (Repeat of the 2004 presentation)

• Librarians in the Law and Research Library participated in the Government Information Online virtual reference pilot project (www.govtinfo.org). Librarians in 33 institutions across the country answered government-related questions through email and chat connections. This pilot project began in November 2004 and will continue through December 2005, with possibilities of moving out of the “pilot” phase and offering this service in the future.

• Law and Research attended a meeting with representatives from the Department of Corrections on organizing electronic documents. The Records Management Division and Information Technology staff participated in this meeting on February 1, 2004.

• Assisted legislative librarians from other states with requests, such as information about studies of the solvency of public retirement systems, the means and effectiveness of communications between constituents and Arizona legislators and information regarding circumstances that would allow a school district to be taken over by the State of Arizona.

• Staff collaborated with smaller museums to help their staff and volunteers identify and care for artifacts that document local history.

• Museum staff is consulting with Arizona State Parks on plans for observing the Parks’ Fiftieth Anniversary.

• The Museum Store hosted four book signings related to new exhibits and the Division’s Lunch Bunch Series, informal conversations with interesting Arizonans. The Store also worked with the Central Arizona Museum Association to promote museum development and programming.

• The Records Management Division was given one week’s notice by the Department of Revenue to pull 98,000 individual tax returns stored in the State Records Management Center in a six week period. Working together, the project was finished one week ahead of schedule before the end of the fiscal year.

• Agency staff met with the Arizona Association of College Registrars and Admission Officers (AzACRAO) to discuss the challenges of electronic student records.

• Staff from the Records Management Division and the Director’s Office worked with other volunteers from other states on a National Electronic Commerce Coordinating Council – NECCC – work group regarding the Analysis of State Records Laws.

• Records Management staff was asked to participate on a panel for the Association for Information and Image Management’s (AIIM) On-Line Solution Center. The panel consisted of three representatives from state and local government. A staff member was the “State Government” representative for the country.

• Records Management staff had a workshop for 52 school officials at the AZ Association of School Board Officials conference.

• Records Management staff served as a member of the Joint Committee for the Society of American Archivists (SAA) and the Association of Records Managers and Administrators, International, Inc. (ARMA).

• Records Management staff was on a panel on “Documenting Government” at the AIIM Advisory Trade Member Executive Summit program.

• Records Management Division hosted the local ARMA Chapter’s monthly meeting in March. We had 30 records management professionals networking and touring the State Records Management Center.

• Records Management staff participated at the Government Technology Magazine’s Editorial Roundtable Breakfast, an exclusive roundtable discussion where a select group of peers participated in a discussion to learn more about Arizona's initiatives and the progress made in implementing Technology in Government.

• Records Management staff gave a presentation at the Government Technology Magazine’s Arizona Summit.

• LDD staff met with Curriculum and Instruction faculty (Early Childhood Education) at Arizona State University to discuss possible collaboration on school readiness projects.

LDD staff spoke with faculty from the Northern Arizona University Undergraduate Elementary Teacher Preparation Program in Tucson about the research they would like to do on collaboration between teachers and school librarians. Staff also discussed professional development needs of school librarians with the chair of the Teacher-Librarian Division of AzLA. As a result, the Arizona State Library will sponsor a workshop on Leadership Through Collaboration in June of 2005, and a statewide survey has been prepared to be distributed in January. The same survey will be sent to Children’s Services staff in public libraries. LDD staff discussed professional development needs of school librarians with the Teacher-Librarian Division of AzLA at their monthly meeting on January 8 at Verrado Middle School. Staff will represent TLD on this year’s AzLA conference committee. LDD staff visited the Teacher-Librarian at the Queen Creek High School Library to discuss the professional development needs of librarians working in schools. LDD staff worked with Dr. Judi Moreillon at the Teacher-Librarian workshop that she developed for the Arizona State Library, Teacher Librarians = Teacher-Leaders. The full-day training was held on June 11 at Mesa Public Library with 25 in attendance. Judi has developed a web page with a group picture of the participants http://storytrail.com/tlstls2.htm and resources from the workshop http://storytrail.com/tlstls.htm. In their evaluations, teacher-librarians expressed gratitude to the State Library for providing professional development specifically for them. • LDD staff participated with other University of Michigan Library School’s mentors and mentees in discussions about the future of the Community Information Corporation and its ongoing funding. This annual gathering has proven to be a helpful networking opportunity too. • LDD staff worked with the Maricopa County Library District Youth Services Manager, to prepare for the Arizona Department of Education’s first summer conference on Early Childhood Learning, where the Youth Services Librarian at the Campbell Library, will present a workshop on multicultural literature. • Coordinated and attended the annual Arizona Convocation, an opportunity for professionals from cultural institutions to get together for informational, educational and networking opportunities. The seventh annual Arizona Convocation was held in Phoenix in March. The theme of the Convocation was: Beyond the Five Cs: Cultural Legacies. This year’s Keynote Speaker was Dr. David Carr. Dr. Carr explored the idea of cultural institutions as spaces where ordinary people can go to investigate society's past and to create visions of the future through individual contemplation.

Nearly 200 librarians, archivists, historians, and museum professionals from around the state attended the Convocation. One hundred percent of participants who completed evaluations reported that they learned something new that would help them do their job better, and 96% reported that they met people with whom they will collaborate on projects and programs.

• Planning for Results is an all-in-one guide that outlines a tested, results-driven planning process designed to enable libraries to respond effectively to rapid change. A total of 87 Arizona public libraries have completed plans since 2002. Nineteen libraries completed “Creating Policies for Results” and an additional 19 libraries have completed an intensive boot camp on “Planning for Results.”

• The second national conference of Tribal Libraries, Archives and Museums was held in Mesa, Arizona May 24-27, 2005. This conference is designed to create a network of support for tribal cultural institutions and programs; articulate contemporary issues related to the development of tribal libraries, archives and museums; and encourage collaboration among tribal and non-tribal cultural institutions. It is funded by the Institute of Museum and Library Services in partnership with the Arizona State Museum and the Arizona State Library, Archives and Public Records. Participants from all parts of the United States and Canada attended the conference.

• The Arizona State Library, Archives and Public Records was one of the major co- sponsors of the Arizona Humanities Council’s 8th annual Arizona Book Festival on Saturday April 2nd on the grounds of the Carnegie Center at 1101 W. Washington. Over 8500 book lovers from around the state attended the free, family event to celebrate the book in all its forms.

The Arizona Book Festival also served as the official kick-off for the 2005 OneBookAZ. This year’s event celebrated reading in the State of Arizona by encouraging the reading and exploration of two very different books, one fiction and one non-fiction account of the mysterious disappearance of Glen and Bessie Hyde during their honeymoon trip down the Colorado River.

OneBookAZ is a coordinated effort between ASLAPR, the Arizona Humanities Council, Barnes & Noble, Maricopa County Library Council, and the Phoenix Zoo. Total participation for both the adult and children’s events reached over 136,000 people.

• ASLAPR sponsors the Arizona National History Day program, part of a national academic contest that includes 800,000 participants from across the country. Archives staff provides workshops for teachers concentrating on how to find and analyze primary resource materials and work directly with students in their classrooms in preparation for this event. Since the Agency took over the coordination of the project in 2002, the Arizona program has grown from 45 to 2,500 students in 2004. There are now five regions – Prescott, Phoenix/West, East Valley, Tucson, and Sierra Vista.

Approximately 4000 students, representing 44 Arizona schools participated at some level of the program in 2005. Five regional competitions in March featuring the best

650 entries from schools statewide led to the Arizona State Finals, held on April 9th with 316 contestants from the regional competitions participating. National History Day students utilized the Historic Capitol and House and Senate buildings. Finalists represented every geographic area of the state, from Douglas to Page, Morenci to Wickenburg. Fifty two students were selected as national finalists and join over 2000 students from 54 other states and territories at the national finals in Washington DC this June.

• Coordinated the annual Summer Library Institute to provide professional development training for Arizona library staff who do not have a master’s degree in Library Science and who work in predominantly rural areas of the state. This Institute provides participants with training on a variety of topics related to their work and increases their job skills and knowledge. Five days spent on the campus of the University of Arizona provides learning experiences from highly regarded library professionals, including faculty from the School of Information Resources and Library Science (SIRLS), experienced trainers, State Library staff, and fellow participants.

The 2005 Institute began a three-year plan to address the six Library Practitioner Core Competencies developed by the Western Council of State Libraries as part of the “Continuum of Library Education” funded by the Institute of Museum and Library Services. Library Practitioner Core Competencies comprise those knowledge and skill sets required for competent performance as a library director/manager of a small, usually rural, public library. Mastery of the Library Practitioner Core Competencies as demonstrated through successful completion of approved education and training courses will lead to certification through a regional Western Council Library Practitioner certification program. The Arizona State Library will be tracking training completed toward certification.

This year’s Institute was held May 31 – June 2, 2005 with 34 participants attending from the following counties: Apache, Cochise, Coconino, Gila, Graham, Greenlee, Maricopa, Mohave, Navajo, Pima, Pinal, Santa Cruz, and Yavapai.

Library, Archives and Public Records -- Performance Measures -- 2005 Annual Report Summary

ACCESS ACTIVITIES FY2004 Actual FY2005 Actual CY2003 Actual CY2004 Actual Materials Loaned 835,242 970,398 820,295 833,944 Records Retrieved 64,216 186,392 65,992 84,037 Consultations 162,221 165,357 158,853 163,212 Questions Answered 13,085 11,024 5,581 12,112 Contacts/In-State [1] 3,144,181 283,725 3,037,580 411,513 Contacts/Out-of-State 87,002 93,209 91,365 92,093 On-Line Database Searches 893,464 1,846,520 1,071,578 1,188,090 Patrons Registered [1] 1,987 1,857 5,467 1,868 Programs/Activities 2,187 1,419 1,617 795 Program Attendees [1] 96,307 70,964 101,337 54,022 Tours 1,205 1,348 264 1,318 Tour Participants/Visitation 40,993 45,910 33,846 43,766 Facility Use 37 255 9 33 Facility Use Participants 1,914 2,040 351 1,650 Web Site Visits [2] 8,977,770 6,708,953 5,571,801 8,531,241 SIRSI Usage 529,219 481,272 621,988 462,885 E-mail Delivered [3] 5,879,051 5,357,084 5,774,848 5,331,333 Newsline Calls 13,903 18,716 6,263 15,376 Total 20,743,984 16,246,443 16,977,023 17,229,288

PRESERVATION ACTIVITIES FY2004 Actual FY2005 Actual CY2003 Actual CY2004 Actual Materials Acquired/Received 97,824 78,046 49,903 88,955 Materials Withdrawn/Removed [4] 62,030 119,337 25,447 50,453 Materials Preserved/Treated 1,909,825 1,551,268 2,162,769 1,426,378 Materials Digitized 206,759 486,503 439,351 240,051 Titles Cataloged/Described 104,502 75,256 110,722 104,557 Reproductions 65,918,897 67,806,213 64,931,438 68,373,242 Total 68,299,837 69,919,240 67,719,890 70,283,636

COLLABORATION ACTIVITIES FY2004 Actual FY2005 Actual CY2003 Actual CY2004 Actual Institutions 4,393 5,416 3,805 6,453 Programs / Activities 691 865 526 814 Program Attendees 125,758 156,738 34,071 127,528 Boards and Commissions 80 265 166 273 Volunteer Hours 28,981 24,807 30,815 25,761 Total 159,903 188,091 69,383 160,829

LEG SERVICE ACTIVITIES FY2004 Actual FY2005 Actual CY2003 Actual CY2004 Actual Materials Loaned 95 81 120 83 Legislative Contacts 9,331 7,992 10,343 9,900 Questions Answered 614 858 205 792 Tour Attendees 7,743 8,652 864 7,236 Equipment Loans 55 36 49 49 Facilities Use 13 14 15 15 Facilities Use Participants 466 427 0 548 In-Service Training Sessions 15 12 0 15 In-Service Training Attendees 40 72 42 40 Boxed Records in Storage 1,825 2,092 1,795 21,282 Library Board Attendees 80 45 80 45 Total 20,277 20,281 13,563 42,326

GRAND TOTAL 89,224,001 86,374,055 84,779,858 87,716,078

Notes: [1] Declaration of Independence generated exceptionally high numbers in FY2004, CY2004. [2] Staff work on building specifications reduced time to generate new web content. [3] Email continues to drop as public libraries that have used our system now have their own email system.

10/27/2005 Library, Archives and Public Records – Performance Measures – Calendar Year 2004

Access Total Total ACTIVITIES D.O. Archives BTBL LDD Museum Records Research 2003 2004 Materials Loaned 31 441,817 388,147 404 3,545 820,295 833,944 Materials Retrieved 28,323 3,301 26,054 26,359 65,992 84,037 Questions Answered 11,427 21,944 79,348 11,474 8,817 9,348 20,854 158,853 163,212 Consultations 283 222 5 10,364 77 1,154 7 5,581 12,112 Other Contacts/In-State 7,516 13,864 83,247 56,202 246,354 3,072 1,258 3,037,580 411,513 Other Contacts/Out-of State 81,164 2,625 376 5,102 99 860 1,867 91,365 92,093 Online Database Searches 0 1,158,763 0 29,327 1,071,578 1,188,090 Patrons Registered 98 1,770 0 0 5,467 1,868 Programs/Activities 116 17 68 475 18 76 25 1,617 795 Program Attendees 2,562 485 5,642 43,124 566 1,253 390 101,337 54,022 Tours 25 31 63 3 1,124 24 48 264 1,318 Tour Participants/Visitation 3,882 133 42 39,419 54 236 33,846 43,766 Facility Use 25 8 0 9 33 Facility Use Participants 254 1,304 92 0 351 1,650 Web Site Requests 8,531,241 5,571,801 8,531,241 SIRSI Usage 462,885 621,988 462,885 E-mailed Delivered 5,331,333 5,774,848 5,331,333 Newsline Calls 15,376 6,263 15,376 Total [1] 14,428,806 71,522 627,845 1,673,696 301,508 41,995 68,939 16,977,023 17,229,288

Preservation Total Total ACTIVITIES D.O. Archives BTBL LDD Museum Records Research 2002 2003 Materials Acquired 621 22,104 17 35,323 30,890 49,903 88,955 Materials Withdrawn/Removed 0 19,440 0 27,468 3,545 25,447 50,453 Materials Preserved 369,827 17,519 322 984,029 54,681 2,162,769 1,426,378 Materials Digitized 3,489 0 0 236,562 0 439,351 240,051 Titles Cataloged/Described 32,165 2,631 54 28,318 41,389 110,722 104,557 Reproductions 65,069 33,309 0 68,274,864 0 64,931,438 68,373,242 Total 471,171 95,003 393 69,586,564 130,505 67,719,890 70,283,636

Collaboration Total Total ACTIVITIES D.O. Archives BTBL LDD Museum Records Research 2002 2003 Institutions 189 35 131 5,933 58 107 3,805 6,453 Programs / Activities 39 11 118 541 27 61 17 526 814 Program Attendees 13,794 1,690 1,006 79,388 30,382 637 631 34,071 127,528 Board and Commission Attendees 168 105 166 273 Volunteer Hours 878 22,196 0 445 2,242 30,815 25,761 Total 14,190 2,614 23,451 85,967 30,912 698 2,997 69,383 160,829

Services to the Legislature Total Total ACTIVITIES D.O. Archives BTBL LDD Museum Records Research 2002 2003 Materials Loaned 0 83 120 83 Legislative Contacts 2,663 43 5,704 17 1,473 10,343 9,900 Questions Answered 111 111 244 0 326 205 792 Tour Attendees 15 7,209 12 864 7,236 Equipment Loans 0 49 49 49 Facility Use 0 0 15 15 15 Facility Use Participants 0 0 548 0 548 In-Service Training Sessions 0 0 15015 In-Service Training Attendees 0 0 404240 Boxed Records in Storage 218 21,064 1,795 21,282 Library Board Attendees 45 80 45 Total 2,819 2,708 13,769 21,081 1,949 13,563 42,326

Grand Total 14,445,815 548,014 746,299 1,759,663 346,582 69,650,338 204,390 84,779,858 87,716,078 10/27/2005 Director's Office – Performance Measures – Calendar Year 2004 FY 2004 FY 2005 CY2004 ACCESS ACTIVITIES Jan Feb Mar AprMay Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Materials Retrieved Questions Answered 952 799 986 1,015 834 888 1,018 1,093 1,060 969 915 898 11,427 Consultations 0 46 80 14 54 5 12 2 8 12 10 40 283 Other Contacts/In-State 625 823 304 597 588 305 584 742 967 928 503 550 7,516 Other Contacts/Out-of State 619 289 472 429 76 485 441 993 610 75,588 594 568 81,164 Online Database Searches Patrons Registered Programs/Activities 712141312101266888 116 Program Attendees 85 180 170 0 140 147 338 187 224 496 338 257 2,562 Tours 0025000000000 25 Tour Participants/Visitation Facility Use Facility Use Participants 0193519280000000 254 Web Site Requests 761,977 770,990 643,003 848,977 755,866 846,989 632,896 743,291 696,359 644,829 625,379 560,685 8,531,241 SIRSI Usage 36,760 36,760 47,714 48,938 36,973 40,279 37,527 38,931 35,117 35,580 32,741 35,565 462,885 E-mailed Delivered 464,297 365,456 324,565 405,540 417,942 446,400 512,849 498,263 483,129 472,984 465,926 473,982 5,331,333 Newsline Calls Total 1,265,322 1,175,374 1,017,368 1,305,715 1,212,493 1,335,508 1,185,677 1,283,508 1,217,480 1,231,394 1,126,414 1,072,553 14,428,806

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired Materials Withdrawn/Removed Materials Preserved Materials Digitized Titles Cataloged/Described Reproductions Total

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 4 39261017164 2 315 2510189 Programs / Activities 1436113111611 39 Program Attendees 8 0 95 13,045 35 45 215 50 79 72 125 25 13,794 Board and Commission Attendees 0000002402511900 168 Volunteer Hours Total 13 43 124 13,061 53 62 246 53 146 202 151 36 14,190

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Legislative Contacts 355 533 220 132 112 105 242 199 125 140 325 175 2,663 Questions Answered 000000251214103218111 Tour Attendees Equipment Loans Facility Use 000000000000 0 Facility Use Participants 000000000000 0 In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees 0000000450000 45 Total 355 533 220 132 112 105 267 256 139 150 357 193 2,819

Grand Total 1,265,690 1,175,950 1,017,712 1,318,908 1,212,65810/27/2005 1,335,675 1,186,190 1,283,817 1,217,765 1,231,746 1,126,922 1,072,782 14,445,815 Archives – Performance Measures – Calendar Year 2004 FY 2004 FY 2005 CY2004 ACCESS ACTIVITIES Jan Feb Mar AprMay Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 553222600132 31 Materials Retrieved 2,591 3,022 2,757 2,562 2,026 2,089 1,912 2,145 2,907 2,273 1,963 2,076 28,323 Questions Answered 1,896 1,855 1,823 1,810 1,734 1,792 2,077 1,848 1,766 1,834 1,738 1,771 21,944 Consultations 119 14102921242117261624222 Other Contacts/In-State 1,006 823 1,143 3,413 872 732 736 652 643 1,743 1,532 569 13,864 Other Contacts/Out-of State 75 35 67 516 147 812 407 153 147 87 121 58 2,625 Online Database Searches Patrons Registered 43535101022576 98 Programs/Activities 110133001241 17 Program Attendees 15550 4861800 0 17618959485 Tours 222423322324 31 Tour Participants/Visitation 390 328 353 315 298 316 360 302 288 332 313 287 3,882 Facility Use 000000000000 0 Facility Use Participants 000000000000 0 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 5,996 6,138 6,215 8,686 5,175 5,850 5,535 5,125 5,790 6,367 5,788 4,857 71,522

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired 60 29 15 23 109 56 94 52 137 7 5 35 621 Materials Withdrawn/Removed 000000000000 0 Materials Preserved 41,300 23,750 34,681 44,400 27,415 30,525 28,773 32,142 33,500 18,277 34,224 20,840 369,827 Materials Digitized 272 290 220 393 420 222 328 425 110 262 107 440 3,489 Titles Cataloged/Described 1,967 3,458 2,118 4,802 2,257 2,120 3,670 2,538 1,018 1,424 2,730 4,063 32,165 Reproductions 5,423 5,012 5,127 6,015 5,423 5,123 5,295 4,931 5,127 5,234 5,139 7,220 65,069 Total 49,022 32,539 42,161 55,633 35,624 38,046 38,160 40,088 39,892 25,204 42,205 32,598 471,171

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 145600332533 35 Programs / Activities 025100101100 11 Program Attendees 0488437470000282400 1,690 Board and Commission Attendees Volunteer Hours 88 102 157 131 0 65 79 82 37 57 47 34 878 Total 89 156 1,010 885 0 65 83 85 68 87 50 37 2,614

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 000000000000 0 Legislative Contacts 702225652831 43 Questions Answered 3052513158515535111 Tour Attendees 000000000001515 Equipment Loans 000000000000 0 Facility Use 000000000000 0 Facility Use Participants 000000000000 0 In-Service Training Sessions 000000000000 0 In-Service Training Attendees 000000000000 0 Boxed Records in Storage 206 206 206 212 212 212 212 212 215 215 215 218 218 Library Board Attendees Total 216 206 213 216 219 230 233 225 222 238 223 269 2,708

Grand Total 55,323 39,039 49,599 65,419 41,01710/27/2005 44,190 44,011 45,523 45,972 31,896 48,265 37,761 548,014 Braille and Talking Book Library – Performance Measures – Calendar Year 2004 FY 2004 FY 2005 CY2004 ACCESS ACTIVITIES Jan Feb Mar AprMay Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 33,421 33,234 47,369 33,631 33,484 46,733 34,237 32,791 44,185 38,550 35,751 28,431 441,817 Materials Retrieved Questions Answered 6,521 6,500 6,930 6,984 6,007 6,665 6,625 7,493 6,416 7,411 5,444 6,352 79,348 Consultations 000001000004 5 Other Contacts/In-State 2,494 10,176 4,549 2,875 11,121 4,785 2,641 2,444 10,761 17,963 10,348 3,090 83,247 Other Contacts/Out-of State 5040326202221140 376 Online Database Searches 000000000000 0 Patrons Registered 128 133 180 150 142 184 121 159 160 138 127 148 1,770 Programs/Activities 8145677154623 68 Program Attendees 1,182 290 333 65 1,208 728 22 270 378 1,012 97 57 5,642 Tours 1510327477431063 Tour Participants/Visitation 1 8 25 24 15 9 7 7 11 9 4 13 133 Facility Use 000000000000 0 Facility Use Participants 000000000000 0 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls 1,393 1,354 1,341 1,174 1,221 1,157 1,258 1,426 1,266 1,286 1,180 1,320 15,376 Total 45,154 51,714 60,746 44,912 53,533 60,278 44,916 44,624 63,190 66,390 52,960 39,428 627,845

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired 1,676 1,892 2,570 2,004 1,825 1,648 1,630 1,940 1,951 1,527 129 3,312 22,104 Materials Withdrawn/Removed 593 565 1,729 2,305 717 396 1,133 270 10,456 889 327 60 19,440 Materials Preserved 2,746 1,701 1,693 1,553 1,484 1,802 1,216 1,079 1,258 1,058 966 963 17,519 Materials Digitized 0 Titles Cataloged/Described 27 241 258 252 264 259 254 255 252 268 271 30 2,631 Reproductions 1,801 3,219 3,735 2,480 2,969 3,656 2,539 2,683 3,063 2,020 3,181 1,963 33,309 Total 6,843 7,618 9,985 8,594 7,259 7,761 6,772 6,227 16,980 5,762 4,874 6,328 95,003

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 1099999111011102410131 Programs / Activities 1099999111011101110118 Program Attendees 75 0 190 15 5 0 7 10 9 10 675 10 1,006 Board and Commission Attendees Volunteer Hours 1,859 2,173 1,897 1,948 1,975 1,822 1,570 1,547 2,007 1,848 1,907 1,644 22,196 Total 1,954 2,191 2,105 1,981 1,998 1,840 1,599 1,577 2,038 1,878 2,617 1,674 23,451

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Legislative Contacts Questions Answered Tour Attendees Equipment Loans Facility Use Facility Use Participants In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees Total

Grand Total 53,951 61,523 72,836 55,487 62,79010/27/2005 69,879 53,287 52,428 82,208 74,030 60,451 47,430 746,299 Library Development Division – Performance Measures – Calendar Year 2004 FY 2004 FY 2005 CY2004 ACCESS ACTIVITIES Jan Feb Mar AprMay Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 4,308 6,815 95,271 7,926 2,659 79,687 4,168 2,415 84,304 6,914 6,914 86,766 388,147 Materials Retrieved Questions Answered 815 836 1,361 1,246 827 690 876 851 1,038 1,044 963 927 11,474 Consultations 461 1,953 2,202 790 587 541 301 264 492 456 1,653 664 10,364 Other Contacts/In-State 5,925 9,237 7,984 10,313 5,013 2,567 2,745 2,357 3,441 2,555 1,733 2,332 56,202 Other Contacts/Out-of State 750 875 267 523 134 463 290 351 377 347 405 320 5,102 Online Database Searches 64,964 87,196 103,718 95,951 85,957 77,874 62,470 64,599 103,393 100,104 213,674 98,863 1,158,763 Patrons Registered Programs/Activities 28300315140226951 475 Program Attendees 16 7 96 0 0 225 0 120 42 98 42,470 50 43,124 Tours 003000000000 3 Tour Participants/Visitation 919260000726 42 Facility Use 000000000000 0 Facility Use Participants 000000000000 0 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 77,250 106,928 210,941 116,751 95,498 162,061 70,850 70,959 193,089 111,531 267,909 189,929 1,673,696

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired Materials Withdrawn/Removed Materials Preserved Materials Digitized Titles Cataloged/Described Reproductions Total

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 369 420 554 581 530 149 406 578 750 701 611 284 5,933 Programs / Activities 10 6 12 14 415 15 12 16 18 10 6 7 541 Program Attendees 255 67 365 526 75,256 606 322 522 909 220 175 165 79,388 Board and Commission Attendees 035001800 0270250105 Volunteer Hours Total 634 528 931 1,121 76,219 770 740 1,116 1,704 931 817 456 85,967

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Legislative Contacts Questions Answered Tour Attendees Equipment Loans Facility Use Facility Use Participants In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees Total

Grand Total 77,884 107,456 211,872 117,872 171,71710/27/2005 162,831 71,590 72,075 194,793 112,462 268,726 190,385 1,759,663 Arizona Capitol Museum – Performance Measures – Calendar Year 2004 FY 2004 FY 2005 CY2004 ACCESS ACTIVITIES Jan Feb Mar AprMay Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 78 12 3 11 0 95 9 42 19 38 37 60 404 Materials Retrieved 72 280 0 93 33 332 269 30 453 383 432 924 3,301 Questions Answered 1,063 1,023 850 757 673 654 530 740 797 721 698 311 8,817 Consultations 4614561876641077 Other Contacts/In-State 20,144 48 60,025 82 65 30,028 9 13 144 60,057 75,723 16 246,354 Other Contacts/Out-of State 8011402317192211299

Patrons Registered Programs/Activities 121110001434 18 Program Attendees 37 52 38 42 10 0 0 0 30 95 76 186 566 Tours 109 169 205 172 127 53 47 35 38 57 55 57 1,124 Tour Participants/Visitation 3,306 5,667 6,281 3,262 4,386 2,538 2,137 1,741 2,174 2,641 2,503 2,783 39,419 Facility Use 393311100112 25 Facility Use Participants 110 835 122 66 60 24 40 0 0 3 17 27 1,304 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 24,935 8,103 67,553 4,498 5,362 33,728 3,053 2,625 3,681 64,028 79,550 4,392 301,508

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired 0 0 3 11 00030000 17 Materials Withdrawn/Removed 000000000000 0 Materials Preserved 74 18 5 1 126 0 2 40 21 28 6 1 322 Materials Digitized Titles Cataloged/Described 10 3 3 11 17 0037000 54 Reproductions Total 84 21 11 23 143 0 2 46 28 28 6 1 393

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 21002015110279 58 Programs / Activities 213012000279 27 Program Attendees 103 15,000 15,000 0 43 169 00002641 30,382 Board and Commission Attendees Volunteer Hours 72 25 56 35 39 24 20 13 29 51 24 59 445 Total 179 15,027 15,059 35 103 210 21 14 29 55 64 118 30,912

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 000000000000 0 Legislative Contacts 1,122 914 1,288 1,192 1,014 18 001111440 5,704 Questions Answered 66 40 33 21 14 11 3 6 21 9 9 11 244 Tour Attendees 1,018 1,469 2,232 1,178 923 48 0 0 35 86 124 96 7,209 Equipment Loans 8156681014000 49 Facility Use 232230000021 15 Facility Use Participants 93163425496000007030548 In-Service Training Sessions 000000000000 0 In-Service Training Attendees 000000000000 0 Boxed Records in Storage Library Board Attendees Total 2,309 2,604 3,603 2,453 2,058 78 3 7 61 96 319 178 13,769

Grand Total 27,507 25,755 86,226 7,00910/27/2005 7,666 34,016 3,079 2,692 3,799 64,207 79,939 4,689 346,582 Records Management Division – Performance Measures – Calendar Year 2004 FY 2004 FY 2005 CY2004 ACCESS ACTIVITIES Jan Feb Mar AprMay Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Materials Retrieved 2,623 1,678 2,377 2,276 2,169 1,537 2,176 2,772 2,412 2,115 1,907 2,012 26,054 Questions Answered 504 1,412 1,152 769 511 497 633 550 869 876 799 776 9,348 Consultations 84 237 154 77 40 57 23 28 35 31 184 204 1,154 Other Contacts/In-State 0 18 273 427 278 255 228 307 305 334 321 326 3,072 Other Contacts/Out-of State 0 7 88 114 156 67 166 112 52 52 15 31 860 Online Database Searches Patrons Registered 000000000000 0 Programs/Activities 3 14 2 6 5 29 0 0 1 0 11 5 76 Program Attendees 48 270 32 81 88 576 0 0 25 0 103 30 1,253 Tours 002430417120 24 Tour Participants/Visitation 0 0 10 23 3 0 4 0 12 0 2 0 54 Facility Use 035000000000 8 Facility Use Participants 07220000000000 92 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 3,262 3,711 4,115 3,777 3,253 3,018 3,234 3,770 3,718 3,409 3,344 3,384 41,995

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired 3,721 3,279 3,628 4,216 3,461 2,598 1,687 3,324 2,618 1,846 2,506 2,439 35,323 Materials Withdrawn/Removed 6,726 2,786 22 15,763 750 1,343 34 36 0 0 0 8 27,468 Materials Preserved 41,137 47,067 98,951 0 76,737 211,734 165,823 198,126 51,224 57,769 18,478 16,983 984,029 Materials Digitized 26,883 8,176 46,991 1,264 1,100 17,734 62,354 0 22,000 42,448 0 7,612 236,562 Titles Cataloged/Described 36 45 3,451 6,997 1,073 3,820 3,002 1,809 1,936 1,571 71 4,507 28,318 Reproductions 5,230,000 4,353,064 6,617,200 6,168,600 6,385,000 5,818,000 5,225,600 7,135,400 5,278,800 5,607,600 5,081,400 5,374,200 68,274,864 Total 5,308,503 4,414,417 6,770,243 6,196,840 6,468,121 6,055,229 5,458,500 7,338,695 5,356,578 5,711,234 5,102,455 5,405,749 69,586,564

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions Programs / Activities 00565212127444 61 Program Attendees 0 0 32 44 114 25 81 89 74 46 69 63 637 Board and Commission Attendees Volunteer Hours 000000000000 0 Total 0 0 37 50 119 27 93 101 81 50 73 67 698

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Legislative Contacts 0100000042100 17 Questions Answered 000000000000 0 Tour Attendees Equipment Loans Facility Use Facility Use Participants In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage 1,585 1,649 1,649 1,669 1,745 1,745 1,747 1,829 1,845 1,852 1,859 1,890 21,064 Library Board Attendees Total 1,585 1,659 1,649 1,669 1,745 1,745 1,747 1,833 1,847 1,853 1,859 1,890 21,081

Grand Total 5,313,350 4,419,787 6,776,044 6,202,336 6,473,23810/27/2005 6,060,019 5,463,574 7,344,399 5,362,224 5,716,546 5,107,731 5,411,090 69,650,338 Law and Research Library – Performance Measures – Calendar Year 2004 FY 2004 FY 2005 CY2004 ACCESS ACTIVITIES Jan Feb Mar AprMay Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 374 363 341 329 234 398 245 331 254 225 249 202 3,545 Materials Retrieved 2,328 2,968 2,607 2,483 2,032 2,559 2,673 1,962 1,830 1,695 1,696 1,526 26,359 Questions Answered 1,795 1,738 2,205 1,950 1,628 1,718 1,870 2,005 1,775 1,347 1,677 1,146 20,854 Consultations 101310001000 7 Other Contacts/In-State 10 357 42 52 120 62 136 1 87 46 245 100 1,258 Other Contacts/Out-of State 115 0 70 235 0 220 230 85 35 877 0 0 1,867 Online Database Searches 1,448 1,365 1,264 1,264 1,132 983 984 4,441 4,339 4,070 4,942 3,095 29,327 Patrons Registered 000000000000 0 Programs/Activities 1033003200130 25 Program Attendees 16 3 108 0 65 67 43 0 0 20 68 0 390 Tours 464450711376 48 Tour Participants/Visitation 8 4 32 14 14 0 30 1 14 9 52 58 236 Facility Use 000000000000 0 Facility Use Participants 000000000000 0 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 3,781 3,839 4,070 3,851 3,199 3,451 6,220 8,827 8,336 8,293 8,939 6,133 68,939

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired 2,403 2,158 2,914 2,209 2,540 2,875 3,026 2,682 2,461 3,276 2,660 1,686 30,890 Materials Withdrawn/Removed 71 72 0 19 5 2,721 3 282 76 165 49 82 3,545 Materials Preserved 114 55 14,257 219 91 19,464 1,036 7,730 4,048 4,693 2,933 41 54,681 Materials Digitized 000000000000 0 Titles Cataloged/Described 3,393 3,541 3,813 3,669 3,436 3,614 1,696 3,782 4,443 3,773 2,533 3,696 41,389 Reproductions Total 5,981 5,826 20,984 6,116 6,072 28,674 5,761 14,476 11,028 11,907 8,175 5,505 130,505

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 16 10 12 10 10 10 0 10 9 8 12 0 107 Programs / Activities 333210001220 17 Program Attendees 59 55 215 78 104 0 0 0 52 46 22 0 631 Board and Commission Attendees Volunteer Hours 138 182 247 302 196 176 193 155 167 176 173 138 2,242 Total 216 250 477 392 311 186 193 165 229 232 209 138 2,997

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 6 5 3 12 13 11 0 8 10 4 6 5 83 Legislative Contacts 224 194 155 84 143 95 86 103 88 93 90 118 1,473 Questions Answered 52 39 36 29 16 24 9 37 20 16 18 30 326 Tour Attendees 810200000010 12 Equipment Loans Facility Use Facility Use Participants In-Service Training Sessions 1030000001001 15 In-Service Training Attendees 25300000010002 40 Boxed Records in Storage Library Board Attendees Total 325 245 194 127 172 130 95 148 129 113 115 156 1,949

Grand Total 10,303 10,160 25,725 10,48610/27/2005 9,754 32,441 12,269 23,616 19,722 20,545 17,438 11,932 204,390 Library, Archives and Public Records – Performance Measures – Calendar Year 2004

1. Totals for CY2003 transferred from previous year's report. It does not add up from the numbers in the columns above due to changes in categorization

10/27/2005 Library, Archives and Public Records Performance Measures FY2005

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned 38,665 35,579 128,762 45,728 42,954 115,461 42,035 77,023 191,085 87,160 39,319 126,627 835,242 970,398 Materials Retrieved 7,030 6,909 7,602 6,466 5,998 6,538 8,090 7,889 9,189 6,049 6,549 108,083 64,216 186,392 Questions Answered 13,629 14,580 13,721 14,202 12,234 12,181 13,677 14,613 16,406 13,847 13,373 12,894 162,221 165,357 Consultations 368 322 559 531 1,867 946 993 1,045 1,996 947 781 669 13,085 11,024 Other Contacts/In-State [8] 7,079 6,516 16,348 83,626 90,405 6,983 7,690 18,801 12,651 9,842 14,943 8,841 3,144,181 283,725 Other Contacts/Out-of State 1,537 1,733 1,242 76,984 1,140 989 1,014 1,137 3,481 1,692 1,221 1,039 87,002 93,209 Online Database Searches 63,454 69,040 107,732 104,174 218,616 101,958 112,930 235,856 284,425 276,565 117,933 153,837 893,464 1,846,520 Patrons Registered 131 161 162 143 134 154 187 158 186 141 145 155 1,987 1,857 Programs/Activities 15 13 15 27 126 22 33 25 55 47 605 436 2,187 1,419 Program Attendees 403 577 716 1,782 43,241 639 1,001 5,935 1,962 12,865 1,053 790 96,307 70,964 Tours 65 46 55 68 69 77 150 188 227 180 150 73 1,205 1,348 Tour Participants/Visitation 2,538 2,051 2,499 2,998 2,876 3,147 3,690 6,016 7,386 5,492 4,481 2,736 40,993 45,910 Facility Use 1 0 0 1125347116305837255 Facility Use Participants 40 0 0 3 17 27 473 721 243 0 199 317 1,914 2,040 Web Site Requests 632,896 743,291 696,359 644,829 625,379 560,685 280,120 501,000 335,263 385,096 555,792 748,243 8,977,770 6,708,953 SIRSI Usage 37,527 38,931 35,117 35,580 32,741 35,565 57,654 37,325 43,762 36,780 44,952 45,338 529,219 481,272 E-mailed Delivered 512,849 498,263 483,129 472,984 465,926 473,982 425,908 397,896 409,786 418,903 387,675 409,783 5,879,051 5,357,084 Newsline Calls 1,258 1,426 1,266 1,286 1,180 1,320 1,675 1,545 1,822 1,775 2,177 1,986 13,903 18,716 Total 1,319,485 1,419,438 1,495,284 1,491,412 1,544,904 1,320,676 957,325 1,307,207 1,319,932 1,257,497 1,191,378 1,621,905 20,743,984 16,246,443

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005Actual

Materials Acquired/Received 6,437 8,402 7,682 5,353 5,484 8,278 7,095 5,785 6,828 5,150 5,414 6,140 97,824 78,046 Materials Withdrawn/Removed 1,170 308 10,461 901 333 71 927 2,171 309 2,619 240 99,827 62,030 119,337 Materials Preserved/Treated 196,850 231,414 86,223 77,232 56,563 46,340 191,811 107,795 50,415 224,741 147,018 134,866 1,909,825 1,551,268 Materials Digitized 62,682 425 22,110 42,710 107 8,052 362 124 125 248,119 64,077 37,610 206,759 486,503 Materials Cataloged/Described 8,622 5,442 3,343 3,341 3,572 9,138 7,825 7,038 6,589 6,444 7,832 6,070 104,502 75,256 Reproductions 5,233,434 7,143,014 5,286,990 5,614,854 5,089,720 5,383,383 6,561,679 3,644,688 4,707,066 5,624,757 6,344,586 7,172,042 65,918,897 67,806,213 Total [31] 5,509,195 7,389,005 5,416,809 5,744,391 5,155,779 5,455,262 6,769,699 3,767,601 4,771,332 6,111,830 6,569,167 7,456,555 68,299,837 69,919,240

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Institutions 425 600 794 723 685 319 321 467 678 171 180 53 4,393 5,416 Programs / Activities 39 40 48 33 30 32 31 39 51 427 58 37 691 865 Program Attendees 625 751 1,099 372 1,086 319 449 590 2,677 146,866 1,274 630 125,758 156,738 Board and Commission Attendees 24 0 52 119 25 0 0 21 0 0 0 24 80 265 Volunteer Hours 1,861 1,786 2,260 2,145 2,121 1,864 2,131 2,125 2,371 2,166 2,098 1,879 28,981 24,807 Total 2,974 3,177 4,253 3,392 3,947 2,534 2,932 3,242 5,777 149,630 3,610 2,623 159,903 188,091

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004Actual 2005 Actual

Materials Loaned 0 29 1 3 5 17 10 85300 9581 Legislative Contacts 334 305 207 188 520 354 1,147 1,195 1,520 1,288 665 269 9,331 7,992 Questions Answered 52 67 53 42 51 74 112 85 106 93 57 66 614 858 Tour Attendees 0 1 49 95 176 144 2,117 1,708 1,772 1,451 1,139 0 7,743 8,652 Equipment Loans 0 1 4 0007106521 5536 Facility Use 0 0 0 021250310 1314 Facility Use Participants 0 0 0 0 70 30 65 205 0 42 15 0 466 427 In-Service Training Sessions 0 0 0 0 0 0 10 00002 1512 In-Service Training Attendees 0 0 0 0 0 0 52 0000204072 Boxed Records in Storage 1,959 2,041 2,060 2,067 2,074 2,108 2,119 2,119 2,119 2,123 2,123 2,125 1,825 2,092 Library Board Attendees 0 45 0 000000000 8045 Total 2,345 2,489 2,374 2,395 2,898 2,728 5,641 5,335 5,528 5,008 4,002 2,483 20,277 20,281

GRAND TOTAL 6,833,999 8,814,109 6,918,720 7,241,590 6,707,528 6,781,200 7,735,597 5,083,385 6,102,568 7,523,965 7,768,156 9,083,566 89,224,001 86,374,055

Notes: [8] FY 2004 numbers high due to Declaration of Independence Exhibit. For comparison, FY2003 numbers for in-state contact were 232,502. [27-29] Staff involvement with planning for Rosenbaum Archives Building reduced the amount of time available for routine processing activities. (31) 2004 Actual corrected in this sheet.

10/27/2005 FYE 2005 Performance Measures Director's Office

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned Materials Retrieved Questions Answered 1,018 1,093 1,060 969 915 898 958 900 1,027 945 1,009 995 11,626 11,787 Consultations 12 2 8 12 10 40 11 32 35 15 30 20 206 227 Other Contacts/In-State 584 742 967 928 503 550 584 1,002 678 759 787 660 4,653 8,744 Other Contacts/Out-of State 441 993 610 75,588 594 568 575 550 2,720 530 649 410 76,133 84,228 On-Line Database Searches 000000000000 Patrons Registered 000000000000 Programs/Activities 12 66888776115754171101,071 Program Attendees 338 187 224 496 338 257 337 314 290 8,910 0 0 1,547 11,691 Tours 000000000000 280 Tour Participants/Visitation 000000000000 3 0 Facility Use 000000025011612450 198 Facility Use Participants 000000000000 2540 Web Site Requests 632,896 743,291 696,359 644,829 625,379 560,685 280,120 501,000 335,263 385,096 555,792 748,243 8,977,770 6,708,953 SIRSI Usage 37,527 38,931 35,117 35,580 32,741 35,565 57,654 37,325 43,762 36,780 44,952 45,338 529,219 481,272 E-mailed Delivered 512,849 498,263 483,129 472,984 465,926 473,982 425,908 397,896 409,786 418,903 387,675 409,783 5,879,051 5,357,084 Newsline Calls Total 1,185,677 1,283,508 1,217,480 1,231,394 1,126,414 1,072,553 766,154 939,051 793,567 852,065 991,481 1,205,911 15,480,600 12,665,255

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Acquired Materials Withdrawn/Removed Materials Preserved/Treated Materials Digitized Materials Cataloged/Described Reproductions Total

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005Actual

Institutions 4 2 31 5 25 10 1 88 37 21 42 8 217 274 Programs / Activities 3 1 11 611055451 2143 Program Attendees 215 50 79 72 125 25 25 95 290 8,645 315 150 13,425 10,086 Boards and Commissions 24 0 25 119 00000000 1 168 Volunteer Hours 000000000000 0 0 Total 246 53 146 202 151 36 26 188 332 8,670 362 159 13,664 10,571

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned Legislative Contacts 242 199 125 140 325 175 217 241 202 261 239 142 2,061 2,508 Questions Answered 25 12 14 10 32 18 22 23 23 36 17 14 0 246 Tour Attendees Equipment Loans Facilities Use Permits 000000000000 0 0 Facilities Use Attendees 000000000000 0 0 In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees 0 45 0000000000 8045 Total 267 256 139 150 357 193 239 264 225 297 256 156 2,141 2,799

GRAND TOTAL 1,186,190 1,283,817 1,217,765 1,231,746 1,126,922 1,072,782 766,419 939,503 794,124 861,032 992,099 1,206,226 15,496,405 12,678,625 FYE 2005 Performance Measures Archives

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual Materials Loaned 6001322103332 2935 Materials Retrieved [5] 1,912 2,145 2,907 2,273 1,963 2,076 2,314 2,169 2,196 2,133 2,184 2,186 34,917 26,458 Questions Answered 2,077 1,848 1,766 1,834 1,738 1,771 1,793 1,878 1,982 2,012 2,059 2,102 19,743 22,860 Consultations 24 21 17 26 16 24 17 25 33 34 32 35 263 304 Other Contacts/In-State 736 652 643 1,743 1,532 569 681 1,821 1,957 2,354 1,006 513 13,965 14,207 Other Contacts/Out-of State 407 153 147 87 121 58 123 87 153 175 251 349 2,181 2,111 On-Line Database Searches 000000000000 0 0 Patrons Registered 10 225767582533 11583 Programs/Activities 001241213122 2019 Program Attendees 0 0 17 61 89 59 174 57 64 23 64 71 567 679 Tours 322324132421 2729 Tour Participants/Visitation 360 302 288 332 313 287 325 362 327 310 226 206 3,927 3,638 Facility Use 000000000000 0 0 Facility Use Participants 000000000000 0 0 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 5,535 5,125 5,790 6,367 5,788 4,857 5,439 6,418 6,728 7,074 5,832 5,470 75,754 70,423

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Acquired 94 52 137 7 5 35 19 92 36 18 21 49 619 563 Materials Withdrawn/Removed 000000000000 0 0 Materials Preserved/Treated [27] 28,773 32,142 33,500 18,277 34,224 20,840 22,620 21,512 34,120 44,900 42,720 33,020 496,927 366,648 Materials Digitized [28] 328 425 110 262 107 440 362 124 125 112 498 37 4,712 2,930 Materials Cataloged/Described [29] 3,670 2,538 1,018 1,424 2,730 4,063 1,786 2,493 2,322 1,815 3,585 1,905 37,505 29,349 Reproductions 5,295 4,931 5,127 5,234 5,139 7,220 11,309 11,412 7,258 7,326 9,374 5,850 69,482 85,475 Total 38,160 40,088 39,892 25,204 42,205 32,598 36,096 35,633 43,861 54,171 56,198 40,861 609,245 484,402

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005Actual

Institutions 33253339910160 3566 Programs / Activities 101100105120 1212 Program Attendees 0 0 28 24 0 0 29 0 1,700 1,380 30 0 1,921 3,191 Boards and Commissions 000000000000 0 0 Volunteer Hours 79 82 37 57 47 34 73 45 69 61 47 47 1,039 678 Total 83 85 68 87 50 37 106 54 1,783 1,452 95 47 3,007 3,947

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned 000000000000 0 0 Legislative Contacts 652831461011106 4072 Questions Answered 15 8 5 15 5 35 10 4 23 15 15 10 49 160 Tour Attendees 00000150000210 0 36 Equipment Loans 000000000000 0 0 Facilities Use Permits 000000000000 0 0 Facilities Use Attendees 000000000000 0 In-Service Training Sessions 000000000000 0 0 In-Service Training Attendees 000000000000 0 0 Boxed Records in Storage 212 212 215 215 215 218 224 224 224 224 224 225 207 225 Library Board Attendees Total 233 225 222 238 223 269 238 234 257 250 270 241 296 493

GRAND TOTAL 44,011 45,523 45,972 31,896 48,265 37,761 41,878 42,338 52,629 62,947 62,395 46,619 688,302 559,265

Notes: Line 5: With the f the office of Vital Records putting their birth and death records on-line, our bith and death record pulls have dropped from approx. 600 a month to less than 150 a month. Line 28: Staff involvement with archives building planning and involvement in agency-wide commitees dealing with large scale projects meant that staff was unable to do conservation work. Line 29: Archives relies heavily n trained volunteers to help with digitization. This year illness and long vacations meant that volunteers did not come in regularly to help with scanning. FYE 2005 Performance Measures Braille and Talking Book Library

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual Materials Loaned 34,237 32,791 44,185 38,550 35,751 28,431 38,791 36,939 43,561 35,976 36,077 41,513 449,468 446,802 Materials Retrieved Questions Answered 6,625 7,493 6,416 7,411 5,444 6,352 6,327 6,680 6,936 5,690 5,758 5,999 76,821 77,131 Consultations 000004420000 3 10 Other Contacts/In-State 2,641 2,444 10,761 17,963 10,348 3,090 1,771 9,807 2,106 1,784 9,766 3,399 78,817 75,880 Other Contacts/Out-of State 0 22 2 11 4030970750 605214 On-Line Database Searches 000000000000 0 0 Patrons Registered 121 159 160 138 127 148 180 153 178 116 142 152 1,872 1,774 Programs/Activities 154623489604 6752 Program Attendees 22 270 378 1,012 97 57 246 5,275 604 1,787 0 297 5,736 10,045 Tours 4774310493335 5562 Tour Participants/Visitation 7 7 11 9 4 13 6 16 3 10 20 5 144 111 Facility Use 000000000000 0 0 Facility Use Participants 000000000000 0 0 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls 1,258 1,426 1,266 1,286 1,180 1,320 1,675 1,545 1,822 1,775 2,177 1,986 13,903 18,716 Total 44,916 44,624 63,190 66,390 52,960 39,428 49,011 60,434 55,319 47,147 54,018 53,360 595,557 630,797

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Acquired 1,630 1,940 1,951 1,527 129 3,312 2,019 1,935 2,517 1,740 1,588 2,078 23,902 22,366 Materials Withdrawn/Removed 1,133 270 10,456 889 327 60 51 150 303 879 236 506 10,177 15,260 Materials Preserved/Treated 1,216 1,079 1,258 1,058 966 963 715 845 1,158 1,471 1,144 986 20,205 12,859 Materials Digitized Materials Cataloged/Described 254 255 252 268 271 30 17 205 159 202 238 262 2,754 2,413 Reproductions 2,539 2,683 3,063 2,020 3,181 1,963 3,170 2,276 3,808 3,231 3,412 3,392 36,151 34,738 Total 6,772 6,227 16,980 5,762 4,874 6,328 5,972 5,411 7,945 7,523 6,618 7,224 93,189 87,636

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005Actual

Institutions 11 10 11 10 24 10 11 10 12 11 10 16 113 146 Programs / Activities 11 10 11 10 11 10 11 10 12 11 10 16 105 133 Program Attendees 7 10 9 10 675 10 9 10 201 10 10 21 910 982 Boards and Commissions Volunteer Hours 1,570 1,547 2,007 1,848 1,907 1,644 1,825 1,825 2,041 1,772 1,813 1,645 22,065 21,442 Total 1,599 1,577 2,038 1,878 2,617 1,674 1,856 1,855 2,266 1,804 1,843 1,698 23,193 22,703

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned Legislative Contacts Questions Answered Tour Attendees Equipment Loans Facilities Use Permits Facilities Use Attendees In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees Total

GRAND TOTAL 53,287 52,428 82,208 74,030 60,451 47,430 56,839 67,700 65,530 56,474 62,479 62,282 711,939 741,136 FYE 2005 Performance Measures Library Development Division

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual Materials Loaned [4] 4,168 2,415 84,304 6,914 6,914 86,766 2,938 39,772 147,222 50,962 3,097 84,967 381,354 520,439 Materials Retrieved Questions Answered 876 851 1,038 1,044 963 927 905 1,061 1,440 1,225 1,041 566 10,400 11,937 Consultations 301 264 492 456 1,653 664 752 779 1,684 681 487 452 10,803 8,665 Other Contacts/In-State 2,745 2,357 3,441 2,555 1,733 2,332 4,120 5,488 6,414 3,712 1,939 2,438 94,425 39,274 Other Contacts/Out-of State 290 351 377 347 405 320 234 320 326 468 119 134 6,412 3,691 On-Line Database Searches 62,470 64,599 103,393 100,104 213,674 98,863 110,431 234,177 279,844 270,236 116,380 151,784 880,635 1,805,955 Patrons Registered Programs/Activities 0226951507878 1,857 141 Program Attendees 0 120 42 98 42,470 50 7 0 89 1,238 385 269 61,310 44,768 Tours 000000004000 9 4 Tour Participants/Visitation 000726351812152 6870 Facility Use 000000042001 4 7 Facility Use Participants 00000003120005 2456 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 70,850 70,959 193,089 111,531 267,909 189,929 119,395 281,637 437,070 328,542 123,470 240,626 1,447,301 2,435,007

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Acquired Materials Withdrawn/Removed Materials Preserved/Treated Materials Digitized Materials Cataloged/Described Reproductions Total 000000000000

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005Actual

Institutions 406 578 750 701 611 284 299 348 607 113 97 24 3,852 4,818 Programs / Activities 12 16 18 10 6 7 8 10 7 385 8 8 501 495 Program Attendees 322 522 909 220 175 165 274 171 407 136,292 600 186 78,013 140,243 Boards and Commissions 0 0 27 0 25 0 0 21 0 0 0 24 0 97 Volunteer Hours Total 740 1,116 1,704 931 817 456 581 550 1,021 136,790 705 242 82,366 145,653

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned Legislative Contacts Questions Answered Tour Attendees Equipment Loans Facilities Use Permits Facilities Use Attendees In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees Total 000000000000 0 0

GRAND TOTAL 71,590 72,075 194,793 112,462 268,726 190,385 119,976 282,187 438,091 465,332 124,175 240,868 1,529,667 2,580,660

Notes: (4) AZNET ILL is reported quarterly (Sep, Dec, Mar, Jun) and better reporting from ProQuest FYE 2005 Performance Measures Museum

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual Materials Loaned 9 42 19 38 37 60 13 34 0 0 0 0 369 252 Materials Retrieved 269 30 453 383 432 924 610 77 50 607 1,071 405 986 5,311 Questions Answered 530 740 797 721 698 311 677 911 898 614 21 547 11,312 7,465 Consultations 8766410954431 4967 Other Contacts/In-State [8] 9 13 144 60,057 75,723 16 19 27 165 129 31 4 2,949,611 136,337 Other Contacts/Out-of State 3 17 19 22 1 12 541044 8692 On-Line Database Searches Patrons Registered Programs/Activities 001434212120 1520 Program Attendees 0 0 30 95 76 186 36 45 35 32 32 0 24,869 567 Tours 47 35 38 57 55 57 132 165 203 164 131 59 1,041 1,143 Tour Participants/Visitation [15] 2,137 1,741 2,174 2,641 2,503 2,783 3,300 5,602 6,989 5,061 4,154 2,498 36,694 41,583 Facility Use 100112555000 2520 Facility Use Participants [17] 40 0 0 3 17 27 473 690 223 0 0 0 1,544 1,473 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 3,053 2,625 3,681 64,028 79,550 4,392 5,281 7,566 8,575 6,612 5,449 3,518 3,026,601 194,330

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Acquired 0300000015000 2618 Materials Withdrawn/Removed [25] 000000000000 0 0 Materials Preserved/Treated [26] 2 40 21 28 6 1 25 30 130 0 0 0 314 283 Materials Digitized [27] Materials Cataloged/Described 037000001551100 4,839 536 Reproductions [29] Total 2 46 28 28 6 1 25 30 160 511 0 0 5,179 819

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005Actual

Institutions 110279712131615 5874 Programs / Activities 0002797416445 1758 Program Attendees 0000264165171047512717 30,643 922 Boards and Commissions Volunteer Hours 20 13 29 51 24 59 97 49 54 72 43 31 3,679 540 Total 21 14 29 55 64 118 176 236 83 567 175 58 34,397 1,594

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned 000000300100 6 4 Legislative Contacts [43] 0011114406828331,164 884 350 0 5,737 4,069 Questions Answered [44] 3 6 21 9 9 11 22 32 40 19 14 0 228 186 Tour Attendees 0 0 35 86 124 96 2,090 1,698 1,763 1,451 1,118 0 7,731 8,461 Equipment Loans [46] 0140007106521 5536 Facilities Use Permits 000021250310 1314 Facilities Use Attendees 0000703065205042150 466427 In-Service Training Sessions 000000000000 0 0 In-Service Training Attendees 000000000000 0 0 Boxed Records in Storage Library Board Attendees Total 3 7 61 96 319 178 2,871 2,783 2,973 2,405 1,500 1 14,236 13,197

GRAND TOTAL 3,079 2,692 3,799 64,207 79,939 4,689 8,353 10,615 11,791 10,095 7,124 3,577 3,080,413 209,940

Notes: Line 8: Oct. Includes audience for radio interview Line 17 AZ PTA Kids' Call gave presentations on AZ Bill for 417 participants in February in old Senate Chamber. Line 15 & 46 : April attendance fell due to AIMS testing. Several schools cancelled their tours. Line 15 & 46: May attendance reflects end of legislative session and only 3 weeks of school tours. Lines 8 & 15: Fiscal 2005 should be compared with Fiscal 2003, not 2004 and the Declaration of Independence numbers Lines 25-27 and 29: Numbers reflect Lisa's move and part time status. Also reflects time spent on Archives Building project plus not moving the collections this fiscal year. Line 36: Decrease in numbers due to no longer reporting viewing of "On Victory's Watch." The show continues to be shown on city channels around the valley. Lines 43 & 44: House and Senate returned to a "normal" work status and shorter session and so fewer notices were sent and fewer questions were asked. FYE 2005 Performance Measures Records Management Division

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual Materials Loaned Materials Retrieved 2,176 2,772 2,412 2,115 1,907 2,012 3,696 3,541 4,996 1,634 1,846 103,542 28,313 132,649 Questions Answered 633 550 869 876 799 776 936 1,068 1,845 1,484 1,580 943 11,715 12,359 Consultations 23 28 35 31 184 204 199 201 240 213 229 161 1,748 1,748 Other Contacts/In-State 228 307 305 334 321 326 471 650 1,207 1,014 1,349 1,754 1,306 8,266 Other Contacts/Out-of State 166 112 52 52 15 31 74 176 149 144 103 112 551 1,186 On-Line Database Searches Patrons Registered 000000000000 0 0 Programs/Activities 0010115382618135 8990 Program Attendees 0 0 25 0 103 30 165 244 815 662 321 153 1,751 2,518 Tours 4171205811578 1459 Tour Participants/Visitation 4 0 12 0 2 0 12 15 35 1 38 25 58 144 Facility Use 000000000018128 30 Facility Use Participants 000000000019931292511 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 3,234 3,770 3,718 3,409 3,344 3,384 5,561 5,911 9,324 5,175 5,703 107,027 45,645 159,560

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Acquired 1,687 3,324 2,618 1,846 2,506 2,439 2,586 1,938 2,325 1,514 1,977 2,956 43,850 27,716 Materials Withdrawn/Removed 34 36 00088722,013 1 1,733 0 99,320 48,305 104,017 Materials Preserved/Treated 165,823 198,126 51,224 57,769 18,478 16,983 156,735 75,546 2,296 166,362 88,883 95,375 1,334,146 1,093,600 Materials Digitized 62,354 0 22,000 42,448 0 7,612 0 0 0 248,007 63,579 37,573 202,047 483,573 Materials Cataloged/Described 3,002 1,809 1,936 1,571 71 4,507 3,257 2,516 1,579 2,042 1,774 3,322 16,093 27,386 Reproductions 5,225,600 7,135,400 5,278,800 5,607,600 5,081,400 5,374,200 6,547,200 3,631,000 4,696,000 5,614,200 6,331,800 7,162,800 65,813,264 67,686,000 Total 5,458,500 7,338,695 5,356,578 5,711,234 5,102,455 5,405,749 6,710,650 3,713,013 4,702,201 6,033,858 6,488,013 7,401,346 67,457,705 69,290,559

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005Actual

Institutions Programs / Activities 12 12 7444410622287 18120 Program Attendees 81 89 74 46 69 63 47 143 79 64 177 256 215 1,188 Boards and Commissions 0 Volunteer Hours 000000000000 0 0 Total 93 101 81 50 73 67 51 153 85 86 205 263 233 1,308

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned Legislative Contacts 04210015543141139 Questions Answered 00000000443150 26 Tour Attendees Equipment Loans Facilities Use Permits Facilities Use Attendees In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage 1,747 1,829 1,845 1,852 1,859 1,890 1,895 1,895 1,895 1,899 1,899 1,900 1,618 1,867 Library Board Attendees Total 1,747 1,833 1,847 1,853 1,859 1,890 1,896 1,900 1,904 1,907 1,905 1,929 1,629 1,932

GRAND TOTAL 5,463,574 7,344,399 5,362,224 5,716,546 5,107,731 5,411,090 6,718,158 3,720,977 4,713,514 6,041,026 6,495,826 7,510,565 67,505,212 69,453,359 FYE 2005 Performance Measures Law and Research Library

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual Materials Loaned 245 331 254 225 249 202 291 268 299 219 142 145 4,022 2,870 Materials Retrieved 2,673 1,962 1,830 1,695 1,696 1,526 1,470 2,102 1,947 1,675 1,448 1,950 27,013 21,974 Questions Answered 1,870 2,005 1,775 1,347 1,677 1,146 2,081 2,115 2,278 1,877 1,905 1,742 20,604 21,818 Consultations 001000110000 133 Other Contacts/In-State 136 1 87 46 245 100 44 6 124 90 65 73 1,404 1,017 Other Contacts/Out-of State 230 85 35 877 0000353752030 1,034 1,687 On-Line Database Searches 984 4,441 4,339 4,070 4,942 3,095 2,499 1,679 4,581 6,329 1,553 2,053 12,829 40,565 Patrons Registered 000000000000 0 0 Programs/Activities 2001301002260 2926 Program Attendees 43 0 0 20 68 0 36 0 65 213 251 0 527 696 Tours 711376834470 3151 Tour Participants/Visitation 30 1 14 9 52 58 44 16 14 98 28 0 99 364 Facility Use 000000000000 0 0 Facility Use Participants 000000000000 0 0 Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 6,220 8,827 8,336 8,293 8,939 6,133 6,484 6,190 9,349 10,882 5,425 5,993 67,605 91,071

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Acquired 3,026 3,083 2,976 1,973 2,844 2,492 2,471 1,820 1,935 1,878 1,828 1,057 29,427 27,383 Materials Withdrawn/Removed [26] 3 2 5 12 63485741 3,548 60 Materials Preserved/Treated 1,036 27 220 100 2,889 7,553 11,716 9,862 12,711 12,008 14,271 5,485 58,233 77,878 Materials Digitized 000000000000 0 0 Materials Cataloged/Described 1,696 837 130 78 500 538 2,765 1,824 2,514 1,874 2,235 581 43,311 15,572 Reproductions Total 5,761 3,949 3,331 2,163 6,239 10,586 16,956 13,514 17,165 15,767 18,338 7,124 134,519 93,450

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005Actual

Institutions 06001530000140 11838 Programs / Activities 010011000010 174 Program Attendees 0 80 0 0 16 15 0000150 631126 Boards and Commissions Volunteer Hours 193 145 188 189 144 127 137 207 207 261 196 156 2,198 2,148 Total 193 232 188 189 176 146 137 207 207 261 226 156 2,964 2,316

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2004 Actual 2005 Actual

Materials Loaned 0 29 1 3 5 17 7 8 5 2 0 0 89 77 Legislative Contacts 86 97 77 38 78 138 243 110 139 128 63 107 1,482 1,304 Questions Answered 9 41 13 8 5 10 58 26 16 19 8 27 337 240 Tour Attendees 0 1 14 9 52 33 27 10 9 0 0 0 12 155 Equipment Loans Facilities Use Permits Facilities Use Attendees In-Service Training Sessions 0000001000002 1512 In-Service Training Attendees 000000520000204072 Boxed Records in Storage Library Board Attendees Total 95 168 105 58 140 198 397 154 169 149 71 156 1,975 1,860

GRAND TOTAL 12,269 13,176 11,960 10,703 15,494 17,063 23,974 20,065 26,890 27,059 24,060 13,429 207,063 188,697

ARIZONA CENTENNIAL PLANNING UPDATE ARIZONA HISTORICAL ADVISORY COMMISSION

Chapter One of the Laws of 2005 revised the responsibilities of the Arizona Historical Advisory Commission to include planning for Arizona’s statehood centennial in 2012.

Centennial planning activities have already begun. For example, during the previous year the Arizona Historical Society embarked upon an extensive survey and brainstorming sessions among various stakeholders across the state. From this information they have identified an over-arching theme, One Land, Many Voices, and planning has begun for numerous activities, such as a core exhibit with regional components and an oral history project. The Coordinating Committee for History in Arizona (CCHA) launched the first Centennial planning workshop in 2004. In May, 2005 CCHA conducted its second workshop, “Redefining Arizona: Commemorate the Past and Leave a Legacy.” The third workshop in 2006 will address the theme, “Faces of Arizona.”

The Arizona State Library’s 2004 Convocation featured a centennial theme and sponsored programs to build cultural institutional capacity for the Centennial. See also the information on the Arizona Memory Project.

Two local centennial projects are proposed: a three – city endeavor to restore Papago Park, and the City of Winslow’s plan to restore nearby Brigham City, the original pioneer settlement in the area.

Included are the minutes of the Arizona Historical Advisory Commission, the appointed membership roster and the main page of the Centennial homepage approved by the Commission.

Arizona Historical Advisory Commission 2005 Membership List

Shelley Cohn, Executive Director Richard Sims, Director Arizona Commission of the Arts Sharlot Hall Museum 417 W. Roosevelt 415 W. Gurley Street Phoenix, AZ 85003-1326 Prescott, AZ 86301 602-255-5882 (p) 928-445-3122 x12 (p) 602-256-0282 (f) 928-776-9053 (f) [email protected] [email protected] www.ArizonaArts.org www.sharlot.org

John Driggs, Chairman Noel J. Stowe Phoenix Heritage Commission Chair/Professor of History Tovrea Castle Project Senior Director/Public History Program Papago Golf Course Project Arizona State University, Main Campus 4448 East Camelback Road, #11 P.O. Box 874302 Phoenix, AZ 85018 Tempe, AZ 85287-4302 602-840-8729 (p) 480-965-5779 (p) 602-667-9060 (f) 480-965-0310 (f) [email protected] [email protected]

James W. Garrison, SHPO Betsy Stunz-Hall Arizona State Parks 611 S. 5th Avenue 1300 W. Washington Street Tucson, AZ 85701 Phoenix, AZ 85007 520-623-7254 602-542-4009 (p) [email protected] 602-542-4180 (f) [email protected] www.azstateparks.com

Melodee Jackson, Director Ken Travous, Director Constituent Services Arizona State Parks Office of the Governor 1300 W. Washington 1700 W. Washington Phoenix, AZ 85007 Phoenix, AZ 85007 602-542-4174 (p) 602-542-1318 (p) 602-542-4188 (f) 602-542-2248 (p) [email protected] [email protected] www.pr.state.az.us

Hartman Lomawaima, Director Beth Vershure, Station Manager Arizona State Museum KAET-TV Channel 8 The University of Arizona Arizona State Unversity P.O. Box 210026 P.O. Box 871405 Tucson, AZ 87521-0026 Tempe, AZ 85287-1405 520-621-6281 (p) 480-965-8888 (p) 520-621-2976 (f) [email protected] [email protected] www.kaet.asu.edu www.statemuseum.arizona.edu

Updated Sept. 22, 2005

Catherine L. May GladysAnn Wells, Director Senior Historical Analyst/Archivist Arizona State Library, Archives and Public Research Archives Records Mail Station PAB111 1700 W. Washington, Suite 200 P.O. Box 52025 Phoenix, AZ 85007 Phoenix, AZ 85072-2025 602-542-4035 (p) 602-236-6750 (p) 602-542-4972 (f) 602-236-2159 (f) [email protected] [email protected] www.lib.az.us

Juliana Yoder Dr. Anne Woosley, Ph.D. Executive Director Executive Director Arizona Humanities Council Arizona Historical Society 1242 N. Central Avenue 949 E. 2nd Street Phoenix, AZ 85004 Tucson, AZ 85719 602-257-0335 x24 (p) 520-628-5774 (p) 602-257-0392 (f) [email protected] [email protected]

Updated Sept. 22, 2005

ARIZONA HISTORICAL ADVISORY COMMISSION MINUTES May 11, 2005 MEETING

Arizona State Library, Archives and Public Records 1700 W. Washington, Suite 200 Phoenix, Arizona 85007

The Arizona Historical Advisory Commission (AHAC) met at 2:00 p.m. on May 11, 2005 at the Arizona State Library, Archives and Public Records for an information meeting to allow current members to meet each other and decide on first formal meeting.

ATTENDANCE Members Shelley Cohn, Executive Director Commission of the Arts John Driggs, Chairman Phoenix Heritage Commission Jim Garrison, State Historic Preservation Officer State Historic Preservation Office, Arizona State Parks Melodee Jackson, Director, Constituent Service Office of the Governor Catherine May, Senior Historical Analyst/Archivist Salt River Project Richard Sims, Director Sharlot Hall Museum Noel J. Stowe, Chair/Professor of History Arizona State University Betsy Stunz-Hall, Deputy Director Tucson-Pima Public Library Beth Vershure, Station Manager, KAET-TV Channel 8 Arizona State University GladysAnn Wells, Director Arizona State Library, Archives and Public Records

Also Attending David Hoober, Director, Museum Division Arizona State Library, Archives and Public Records David Tatum for Dr. Anne Woosley Arizona Historical Society

ABSENT Members Hartman Lomawaima, Director Arizona State Museum Ken Travous, Director Arizona State Parks Anne Woosley, Executive Director Arizona Historical Society Introductions and announcements

The group brainstormed names for both the Commission and for the subcommittee work that must be done. Several members agreed to contact certain key individuals to ascertain if they might be interested in one-year terms to assist in planning an approach AHAC's centennial work or might be interested in particular subcommittee efforts. In addition, each member agreed to work with at least one other member to bring ideas back to the formal meeting for consideration.

• John Driggs will contact Mr. Curtis Jennings of Phoenix, member of the 9th Circuit Historical Society and he will also contact Anne Woosley to discuss fund- raising and report back to the Commission at the May 26th meeting.

• GladysAnn Wells will contact the Dr. Horne, Director, Department of Education to ask about Education Department representation

• Shelley Cohn will contact Alberto Rios, Regent Scholar, ASU and think about Arts legacy criteria

• Amanda Swain will contact John Stark of KANAU, and work on the Public Relations ideas with Beth and she will also contact the Arizona Republic to ascertain interest or involvement

• Beth Vershure offered to host the first formal meeting of AHAC on May 26th at KAET, ASU and work with Amanda on the Public Relations task list, including how a web presence might best be employed to reach the general public.

• Catherine May and Jim Garrison agreed to draft Bylaws and Jim agreed to brief Ken Travous on the meeting and on upcoming meetings, as well as ask him to work with Richard Sims on membership ideas, for both the Commission and the subcommittee work

• Richard Sims agreed to work on membership with Ken Travous and Hartman Lomawaima.

All members agreed to review the criteria first drafted by Mr. Driggs (see attached) and bring suggestions back to the May 26th meeting.

It was also decided to host a public comment session following the May 26-27th CCHA meeting at ASU to be held at the Coor Building Room 4403, immediately following the end of the workshop on Friday the 27th at 2:30 pm. Brochures for the meeting were distributed to the group. This is the second annual Planning Workshop:" Arizona Centennial: Redefining Arizona. Commerate the Past and Leave a Legacy."

We discussed the need to include all groups and all parts of the state, all sizes of communities. We reconfirmed the importance of insuring that history and heritage groups and organizations are represented on an ongoing basis. It is essential that this effort belong to everyone…and we discussed the importance of Tribal involvement. We hope to discuss this further with Hartman. Draft Sub-Committees Idea Teams • Fundraising John Driggs and Anne Woosley • Criteria Betsy Stunz-Hall and Noel Stowe • Advocacy Beth Vershure and Amanda Swain • Events (held at this time) • By-Laws Catherine May and Jim Garrison • Membership Richard Sims, Ken Travous and Hartman Lomawaima

Next Meetings May 26, 2005; 11:00 a.m., KAET (Coor Building) May 27, 2005; 2:30 p.m.; Public Comment (Coor Building) Room 4403

Adjournment: Meeting adjourned at 4:00 pm ARIZONA HISTORICAL ADVISORY COMMISSION

May 26, 2005 MINUTES

The Arizona Historical Advisory Commission (AHAC) met 11:00 am. on May 26, 2005 at KAET-TV Channel 8, at Arizona State University, in Tempe, Arizona 85287-1405

ATTENDANCE Members John Driggs, Chairman Phoenix Heritage Commission Melodee Jackson, Director, Constituent Service Office of the Governor Catherine May, Senior Historical Analyst/Archivist Salt River Project Richard Sims, Director Sharlot Hall Museum Noel J. Stowe, Chair/Professor of History Arizona State University Amanda Swain, Executive Director Arizona Humanities Council Beth Vershure, Station Manager, KAET-TV Channel 8 Arizona State University GladysAnn Wells, Director Arizona State Library, Archives and Public Records Anne Woosley, Executive Director Arizona Historical Society

Also Attending Carol Griffith, Deputy State Historic Preservation Officer State Historic Preservation Office, Arizona State Parks Juliana Yoder, Executive Director-Elect Arizona Humanities Council

ABSENT Members Shelley Cohn, Executive Director Commission of the Arts Jim Garrison, State Historic Preservation Officer State Historic Preservation Office, Arizona State Parks Hartman Lomawaima, Director Arizona State Museum Betsy Stunz-Hall, Deputy Director Tucson-Pima Public Library Ken Travous, Director Arizona State Parks

10/19/2005 1

CALL TO ORDER

GladysAnn Wells called the meeting to order at 11:20 am.

INTRODUCTIONS

Wells asked the members to introduce themselves for the written record. Carol Griffith stated that she was attending for Garrison who had an unavoidable meeting conflict, but would be joining them later in the day for the Coordinating Committee for History on Arizona (CCHA) Redefining Arizona – Arizona Centennial Workshop.

Amanda Swain introduced Juliana Yoder, Associate Director of the Arizona Humanities Council, and announced that Ms. Yoder will succeed her as Executive Director of the Arizona Humanities Council.

MOTION TO SUSPEND THE RULES

Swain called for a motion to suspend the open meeting rules and change the order of the agenda to put Selection of Chair and Vice Chair, and Liaisons to Subcommittees ahead of other agenda items. Motion: Swain moved and Wells seconded, that the rules be suspended to change the order of the agenda to put Selection of Chair and Vice Chair, and Liaisons to Subcommittees ahead of other agenda items. The motion passed. Vote: 8 in favor, 0 against, 0 abstentions

Motion: Wells moved and Vershure seconded, that member’s delegates can have voting rights in the absence of the appointed member until such time as the matter is addressed and adopted in Bylaws. The motion passed. Vote: 8 in favor, 0 against, 0 abstentions

ACTION ITEMS

Selection of Chair and Vice Chair, and Liaisons to Subcommittees

Wells distributed a nomination roster for consideration (attached to the file copy).

Driggs questioned whether the Commission could proceed with election of officers since the provisions of Chapter 1, Senate Bill 1065, amending sections 41-862 and 41-1352 of the Arizona Revised Statutes, relating to the Arizona Historical Advisory Commission, are not in effect until August 12, 2005. He questioned if an emergency clause was necessary. Wells responded that per a review by legal counsel, AHAC is now and has been for several years, in existence as a statutory authority, and therefore has the responsibility to meet at any time before the amended statute is in effect.

10/19/2005 2 Griffen stated that Garrison questioned if statutory members should be chair or vice-chair due to a possible bias or conflict of interest – i.e., State Parks member and State Historic Preservation Office member. Jackson and Swain both stated their belief that statutory members holding positions of chair and vice-chair shouldn’t be a problem.

Action: Wells to take the issue under advisement with Legislative Council.

Motion: Wells moved and Vershure seconded, that the nomination roster be approved as amended, subject to adoption of Bylaws clarifying terms of office:

Chairman Richard Sims Vice-Chairman Anne Woosley Vice-Chairman – Subcommittees Noel Stowe Secretary GladysAnn Wells Treasurer Catherine May Liaison – Countdown to the Centennial Melodee Jackson Liaison – Marketing and Development Shelley Cohn and Beth Veshure Liaison – Events Subcommittee Betsy Stunz-Hall Programs and Project Criteria Subcommittee John Driggs and Julie Yoder Membership – Commission and Committees John Driggs and Jim Garrison

REPORT ON ASSIGNMENTS FOR MAY 11, 2005

Assignment

John Driggs to contact Mr. Curtis Jennings of Phoenix, member of the 9th Circuit Historical Society and also contact Anne Woosley to discuss fund-raising and report back to the Commission at the May 26th meeting.

Report

No progress to report.

Action: Driggs to meet with Woosley to discuss fund-raising, and submit ideas to Cohn and Vershure.

Assignment

GladysAnn Wells to contact Dr. Horne, Director, Department of Education to ask about Education Department representation.

Report

Wells reported that she had placed a call to Dr. Horne but had not heard back from him.

Action: Wells to place another call to Dr. Horne.

10/19/2005 3 Assignment

Shelley Cohn to contact Alberto Rios, Regent Scholar, ASU and think about Arts legacy criteria.

Report

No progress to report due to absence of Cohn

Action: Cohn to contact Alberto Rios and consider Arts legacy criteria.

Assignment

Amanda Swain to contact John Stark of K-NAU, and work on Public Relations ideas with Beth Vershure, and also contact the Arizona Republic to ascertain interest or involvement.

Report

Swain reported that Mr. Stark is very interested in Centennial planning and wants to be involved either by serving on the Commission or participating on a subcommittee. Swain commented that it would be good to have someone from Flagstaff on the Commission.

Swain reported that she spoke with Gene D’Adamo, Vice President for Community Relations at the Arizona Republic. He is very interested in the Centennial planning and wants the Arizona Republic involved from the very beginning. He pointed out that the Republic was started when Arizona was still a territory, and it would be great for the Republic to have a representative on AHAC because that person can make sure that the Arizona Republic does articles, special sections, and other promos for the Centennial throughout the process. Mr. D’Adamo will get back to Swain on who will be the best person to have on the Commission (community relations person, editor or journalist). Swain explained to him that the Commission needs “worker bees’ on the Commission as well as on subcommittees to do a lot of work.

Assignment

Beth Vershure offered to host the first formal meeting of AHAC on May 26th at KAET, ASU and work with Amanda Swain on the Public Relations task list, including how a web presence might best be employed to reach the general public.

Report

No progress to report. Meeting held as planned. Many thanks to Beth and KAET.

Action: Vershure and Cohn, as liaison to Marketing and Development to meet to build a public relations task list, and discuss how a web presence might best be employed to reach the general public.

10/19/2005 4 Assignment

Catherine May and Jim Garrison agreed to draft Bylaws, and Garrison agreed to brief Ken Travous on the meeting and on upcoming meetings, as well as ask him to work with Richard Sims on membership ideas for both the Commission and the subcommittee work.

Report

A copy of the draft Bylaws was distributed to the members at the meeting, and are enclosed with the file copy of the minutes.

Action: Garrison to work with Sims on membership ideas and brief Travous on this meeting.

Assignment

Richard Sims agreed to work on membership with Ken Travous and Hartman Lomawaima.

Report

Sims recruited Jim Babbitt of Flagstaff to serve on the Commission. Sims also discussed a couple of potential Commission members during the meeting.

Action: Sims, Travous, and Lomawaima to seek a person from a Tribal community to lead a strong subcommittee.

Donations and Grants

Wells stated that Library and Archives will contribute $5,000 as “seed money” for the Arizona Centennial planning and startup, and she hopes the other member’s agencies will join in to raise funds to hire a consultant to help develop a plan for sustained fundraising for three to six months. She suggested that if the Commission can raise $50–75,000, that next session they should go to the Legislature and ask for matching funds. Driggs cautioned that in hiring a consultant, the person should come from an organization with a proven track record in getting results.

Question was raised if contributions are tax deductible? Driggs responded yes by definition, since Library and Archives is a government agency, and by Arizona Revised Statutes 41-1336 (Senate Bill 1065), is mandated to accept and spend contributions. He added that checks written to the State of Arizona are tax deductible.

Action: Wells to confirm Driggs’ comments regarding tax deductible contributions to AHAC with Legislative Council, and submit findings to Commission at its next meeting.

Woosley commented that the Arizona Historical Society will want to contribute, but it would be useful to the people she is accountable to, that they know how the money is going to be used.

10/19/2005 5 Action: Marketing and Development Subcommittee to develop a one-page “Case Statement” which specifies the purpose the money will support for the Commission to review.

Bylaws

Sims inquired how long the committee terms would be. Wells replied that it would be one of the things decided when they work on the Bylaws.

Action: Bylaws to clarify terms, and to be done post-haste. All Commission members to review Bylaws and be ready to finalize them at the next meeting.

Driggs commented that according to the law, Commission members will serve different term lengths, so that designation might relate to committee terms as well.

It was the consensus that a Bylaw Committee would be an ad-hoc committee of AHAC, meeting as needed and not ongoing.

Subcommittee Structure

Vershure recommended combining advocacy and fundraising into one committee – Marketing and Development, and that she and Shelly Cohn will work together on this committee.

Woosley suggested that some subcommittees organize with geographically based branches. For example as a branch of Marketing and Development, six news media companies from the southern part of the state could work as a group which would help users in the Tucson and surrounding areas write projects the Commission could endorse and undertake. The regional Centennial broadcasting committee would publicize them. Formal involvement is important to keep the effort statewide.

Driggs submitted a list of categories he recommended be included in the Centennial, of which they could be combined into groups of six to eight:

• Agriculture • Medicine • Art • Music • Commerce • Public Service • Education • Religion • Entertainment • Sports • Ethnic Culture • Technology • Housing and Development • War • Law and Justice

Driggs volunteered to personally, or as part of a subcommittee with Jackson representing the Governor’s Office in Constituent Services, prepare a more complete list by the next Commission meeting.

10/19/2005 6 May commented that the categories mentioned sound thematic, single-directional, and like themes people/organizations might lock onto based on who they are and what they are involved with in the state. She said that the Commission needs to broaden its thinking. The Commission’s responsibility needs to take a broader sweep of the state which includes regional and overlay regional considerations such as race.

Wells stated that she thought Driggs and May were both right, but that Driggs was a little ahead of the rest of the Commission concerning content, that the Commission is still at the function level – at the “how to” stage – how to write grants, programs, etc., and that the members need foundation first – the criteria of how each committee handles what it is charged with. She said she didn’t think the categories will be part of function once they get the structure set up – they will be the ornaments on the tree. She asked that Driggs hold on to his list until they get the Commission up and running first.

Jackson stated that each subcommittee should do outreach to each group Driggs mentioned in his list – outreach to people who have money, press, and creditability.

Wells said that within each category there will be a set of organizations that the Commission should outreach to in various market areas. In considering membership, the committees should be given a pool of names to draw from – some which hopefully overlap other committees.

Wells stated that Commission members will have to be responsible for advocacy and liaisons to the subcommittees.

It was discussed that the organizational structure may resemble a tree. Some groups (trees) will have with many branches, and others will not.

Action: Stowe recommended that the members look at other organizational structure models.

Jackson stated that an on-going committee is needed to review proposed programs/events, and determine which projects get official Centennial designation. For the 75th Anniversary, the state received 75 boxes of projects. Woosely commented that it will be a huge job for a full committee to undertake, and that the volume received might need to be parceled out beyond the committee.

Yoder commented that she and Driggs would be looking at the structure of the committees. Jackson said that if it is clear at the beginning (criteria), it will simplify things in the end.

Wells commented that Noel Stowe has the necessary background and as the President-Elect for the Coordinating Committee for History in Arizona (CCHA), and can “connect the dots” visioning the total picture by overseeing all of the subcommittees.

Wells stated that each subcommittee needs to develop a charge – declaring how the subcommittee will be handled and populated. It was agreed that a charge for each subcommittee needs to be drafted and adopted.

Action: Melodee Jackson to draft charge for Countdown to the Centennial for the Commission’s review at its next meeting. 10/19/2005 7

Action: Shelley Cohn and Beth Veshure to draft charge for Marketing and Development for the Commission’s review at its next meeting.

Action: Betsy Stunz-Hall to draft charge for Events Subcommittee for the Commission’s review at its next meeting.

Action: John Driggs and Julie Yoder to draft charge for Programs and Projects Criteria Subcommittee for the Commission’s review at its next meeting.

Action: John Driggs and Jim Garrison to draft charge for Membership – Commission and Committees for the Commission’s review at its next meeting.

New Members

Sims stated that he had spoken with Jim Babbitt, Flagstaff, about joining the Commission, and that Babbitt was very positive about the mission of the Commission and therefore accepted. Wells commented that the addition of Babbitt makes the membership at 14, with only 6 positions to be filled to the maximum of 20 allowable by state statute. Therefore, all other potential members should be discussed by the Commission for consideration and formal appointment by Wells.

Driggs recommended Curtis Jenkins for a position on the Commission or for chairing a strong committee like the entire justice system. He commented that the justice system category could lead to a large legacy project.

Wells stated that membership in the Commission and subcommittees should be drawn from people in all of the categories identified. Members are encouraged to submit lists of people for consideration. Some committees may overlap the same people if committees are related subject categories.

Mentioned was the need to include people from the diverse layers of some categories –i.e., education includes K-12, high school, college, grad school – and figure out how to include all of the layers within the structure.

Centennial Website

Jackson asked if the “Arizona Centennial” domain was corralled. Wells responded yes, if a person types in any of the following web addresses, they’ll get linked to the Arizona Centennial website: • www.azcentennial.org • www.arizonacentennial.org • www.azcentennial.net • www.arizonacentennial.net • www.azcentennial.com • www.arizonacentennial.com • www.azcentennial.biz • www.arizonacentennial.biz • www.azcentennial.tv • www.arizonacentennial.tv • www.azcentennial.us • • www.azcentennial.info • www.arizonacentennial.info • www.azcentennial.gov • • www.azcentennial.lib.az.us • www.arizonacentennial.biz 10/19/2005 8

In addition, the content will be available from all the participating organizations’ websites that link to it.

Criteria for Legacy Projects

It was recommended that the Legacy Project Programming Committee be kept separate from the Events Committee. Driggs commented that the Committee will be responsible for screening the projects/events, and be advisory to feed information to the Commission. Driggs and Yoder will develop criteria for legacy projects. Wells agreed that the subcommittees will be the workhorses for the Commission.

CLOSING REMARKS

Vershure announced that Sims and Wells will appear on Horizon at 7:00 p.m. that night. The topics to be covered are: 1) the new State Archives Building; 2) the Commission; 3) Kick-off to the Centennial; 4) the Coordinating Committee for History in Arizona (CCHA) two-day workshop Arizona Centennial – Redefining Arizona at ASU; 5) public comment session at 2:30 p.m. in room 4301* of the Lattie Coors building; and 6) the website.

* The minutes of the May 11, 2005 meeting of the Arizona Historical Committee reported the room number as 4403, and stand corrected.

Jackson announced that by Executive Order, an Arizona State Quarter Commission will be formed to select a design for Arizona’s state quarter to be released in mid-2008 as part of the 50 State Quarter Program. Agencies participating on the Commission include the Arizona Historical Society, Arizona Arts Commission, and the State Library. The U.S. Mint will meet with the Commission to discuss the procedure. By 2006, four narratives to mint will be sent to the Governor to choose from.

AGENDA ITEMS FOR NEXT MEETING

• Report on Assignments/Action Items

• Bylaws

• Develop an Organizational Chart Action: Ensure a whiteboard and markers are available at the next meeting.

• Legacy Project Criteria Discussion • • Website – Content and Links Discussion

10/19/2005 9

NEXT MEETING/PLANNING SESSION DATES

Sims, Wells, and Woosley to review their calendars and come up with a date for a July meeting. The remainder of the Commission will be notified of the selected date, and it is hoped that a majority will be able to attend the meeting. Wells stated that she would like to hold meetings every other month, the next ones being in July and September.

Prescott was suggested as the location for the July meeting. Sims to check the availability of possible sites for the meeting.

ADJOURNMENT

Wells adjourned the meeting at 12:50 p.m. She stated the next meeting would be conducted by Richard Sims, the elected Chair.

Submitted by:

Leslie J. Weaver for GladysAnn Wells Arizona State Library, Archives and Public Records

Approved at the July 5, 2005 meeting of the Arizona Historical Advisory Commission

10/19/2005 10 ARIZONA HISTORICAL ADVISORY COMMISSION

July 5, 2005 MINUTES

The Arizona Historical Advisory Commission (AHAC) met 11:00 am. on July 5, 2005 at the Arizona State Library, Archives and Public Records, in the Director’s Office Conference Room, at 1700 W. Washington, Suite 200, Phoenix, Arizona 85007.

ATTENDANCE Members Shelley Cohn, Executive Director Commission of the Arts John Driggs, Chairman Phoenix Heritage Commission Jim Garrison, State Historic Preservation Officer State Historic Preservation Office, Arizona State Parks Melodee Jackson, Director, Constituent Service Office of the Governor Richard Sims, Director Sharlot Hall Museum Noel J. Stowe, Chair/Professor of History Arizona State University Betsy Stunz-Hall, Deputy Director Tucson-Pima Public Library GladysAnn Wells, Director Arizona State Library, Archives and Public Records Anne Woosley, Executive Director Arizona Historical Society Juliana Yoder, Executive Director Arizona Humanities Council

ABSENT Members Catherine May, Senior Historical Analyst/Archivist Salt River Project Hartman Lomawaima, Director Arizona State Museum Ken Travous, Director Arizona State Parks Beth Vershure, Station Manager, KAET-TV Channel 8 Arizona State University

10/19/2005 1

CALL TO ORDER

Chairman Sims called the meeting to order at 11:20 am.

INTRODUCTIONS/ANNOUNCEMENTS

WebJunction

Wells announced that Arizona has joined a growing number of states as a “Community Partner” on WebJunction. WebJunction Arizona is a one-stop site for technology related information. It is an online community where library, museum, archives and public records staff in Arizona can meet, share ideas, learn, network, gain information and solve problems using technology to enhance their services. The focus is on learning, sharing and discussing what technology can do to ensure the success of Arizona cultural organizations. While the content is predominantly library focused, there is a wealth of technology-related advice, training and best practices that apply across all cultural organizations. Over time the Arizona-specific content will deepen and broaden the focus across all cultural organizations.

She invited the members to visit WebJuction at http://az.webjunction.org and to register – it’s free to everyone in Arizona through the Arizona State Library, Archives and Public Records. She said that the Arizona Historical Advisory Board (AHRAB) will use this portal, and recommends that AHAC consider using it.

APPROVAL OF MINUTES

May 11, 2005 Meeting Minutes

Motion: Stunz-Hall motioned, and Garrison seconded, that the minutes of the May 11, 2005 meeting be approved as written. The motion passed.

May 26, 2005 Meeting Minutes

Motion: Woosley motioned, and Stunz-Hall seconded, that the minutes of the May 26, 2005 meeting by approved as written. The motion passed.

REPORT ON ACTION ITEMS – 5/11/05 AND 5/26/05

Assignment: Wells to confirm Driggs’ comments regarding tax deductible contributions to AHAC with Legislative Council, and submit findings to Commission at its next meeting.

Report: Well stated that any contribution AHAC receives has the same IRS status as any non-profit organization. AHAC is bound by law to only use the contributions/donations for the purposes they are intended. The donor can also restrict funds.

Driggs commented that contributions can come through lots of entities/ways, maybe even to a specific area of the state – i.e., Tucson to the “City of Tucson Centennial Fund”.

10/19/2005 2 Legacy and Centennial projects will be funded through this body (AHAC). There needs to be some kind of form developed for people to use to request funding in writing.

Action: Wells to work with Legislative Council for the language to be used on the form, and agency technology staff to put the form on the website for people to download.

Assignment: Cohn to contact Alberto Rios, Regent Scholar, ASU and think about Arts legacy criteria.

Report: No progress to report.

Action: Cohn to contact Alberto Rios and consider Arts legacy criteria.

Assignment: Driggs to contact Mr. Curtis Jennings of Phoenix, member of the 9th Circuit Historical Society and also contact Woosley to discuss fund-raising and report back to the Commission at the May 26th meeting.

Report: No progress to report.

Action: Driggs to meet with Woosley to discuss fund-raising, and submit ideas to Cohn and Vershure.

Assignment: Wells to contact Dr. Horne, Director, Department of Education to ask about Education Department representation.

Report: Wells reported that she spoke with Associate Superintendent Solomon about a representative from the Education Department. Solomon recommended Dr. Marybelle McCorkle, retired educator living in Tucson. Aided by McCorkle and Solomon, Wells hopes to engage Superintendent Horne at some level.

Action: Wells to contact McCorkle and determine her area of interest, level of commitment, and availability.

Assignment: Vershure to work with Cohn on a public relations task list, including how a web presence might best be employed to reach the general public.

Report: No progress to report.

Action: Vershure and Cohn, as liaison to the Marketing and Development Committee, to meet to build a public relations task list and discuss how a web presence might best be employed to reach the general public.

Assignment: Garrison to brief Travous on the current meeting and on upcoming meetings, as well as ask him to work with Sims on membership ideas for both the Commission and the subcommittee work.

Report: Garrison briefed Travous on past meeting and agenda for next meeting. 10/19/2005 3

Action: Garrison to work with Sims on membership ideas and to continue to brief Travous on meetings.

Assignment: Sims to work on membership with Travous and Lomawaima.

Report: Other than the names submitted for consideration at the last meeting, no additional recommendations to submit.

Action: Sims to consult with Travous in Phoenix, and Hartman in Tucson to seek a person from a Tribal community to lead a strong subcommittee.

MOTION TO SUSPEND THE RULES

Chairman Sims called for a motion to suspend the open meeting rules to change the order of the agenda to put discussion of Bylaws and the Organizational Chart ahead of other agenda items. Motion: Wells moved and Stunz-Hall seconded, that the rules be suspended to change the order of the agenda to put discussion of Bylaws and the Organizational Chart ahead of other agenda items. The motion passed.

DISCUSSION/ACTION

Bylaws

Action: The members are to use the amended wording of Senate Bill 1065 as signed by the Governor and filed as Chapter 1 in the Office of the Secretary of State on February 14, 2005 in future revisions of the bylaws and in all correspondence.

Action: Wells to send members a copy of the chaptered Senate Bill 1065 on colored paper.

Driggs questioned the need for every member to appoint a designee to appear at meetings and vote in their absence. Various members voiced reasons for this need – i.e., assures meeting quorum, can brief the member on discussions and decisions reached, and provide backup help as needed.

Wells stated that for participation from the general public on committees or subcommittees, additional language needs to be added stating that all general public positions are non-partisan representation, so there always is a balance.

Question was raised if there needs to be an attendance requirement for non-statutory members – that if someone misses X amount of meetings should they be relieved of their duties? Stowe responded that an attendance requirement needs to be more flexible – i.e., he can’t make certain meetings of boards and commissions he serves on whenever there is a class or university conflict since he doesn’t make up his calendar – the university does. After further discussion, the members agreed that work conflicts would be excused absences, and that only unexcused 10/19/2005 4 absences would reviewed. The pressure should be on participants being productive. Rarely are all members of a committee going to be in one room, but their charge is to be there.

Garrison commented that in a standard organizational structure, a commission has established committees (for example the Historic Sites Review Committee is a standing committee of AHAC), and those committees may have subcommittees under them. Therefore, the groups listed in prior meetings and documents, and even up until now in this meeting, as subcommittees are in fact committees. Let the record reflect the change.

Organizational Chart

Chairman Sims, using a whiteboard and the help of the members, developed a draft organizational structure which includes committee charges. The chain of authority starts with the Library Board as the governing body of the State Library under whose statute AHAC is established, with coordinating responsibilities to the Governor, followed by the first layer committees. (A copy of the draft organizational structure is filed with the file copy of the minutes).

Countdown to the Centennial

Jackson said that on February 13, 2003, the Governor issued a gubernatorial proclamation recognizing Statehood Day and officially announcing the Countdown to the Centennial. She also appointed a Countdown to the Centennial statewide task force and charged them with planning specific activities for 4th graders in each ensuing year until 2012. Lorraine Franks and Marshall Trimble were named as co-chairs of the Countdown to the Centennial Committee, with Dan Shilling and GladysAnn Wells appointed as members. Since Jackson and Wells are part of AHAC, they can keep AHAC apprised of committee activities. She said that the Governor is especially interested in rural areas of the state. The emphasis for 2006 will be outreach projects, and the Committee will continue monitoring the Centennial Class, and keeping each 4th grade class engaged until the Centennial.

Jackson distribute a handout showing a pencil drawing of the 4th grade Centennial Class’ logo as designed by Jeffrey Owens, a summary of the activities of the Countdown to the Centennial from inception, samples of some of the observations the 4th graders made in their essays How will Arizona be different in 2012, and What can I do to make Arizona’s future better? and a page from the Coyote School News. (A copy of the handout is filed with the file copy of the minutes.)

Events vs. Programs and Projects

Suntz-Hall questioned why Events was signaled out as a separate committee independent of Programs and Projects. The response was that events are something that happens – it comes and goes at a certain time. AHAC encourages and sanctions events. Events will be major happenings vs. programs and projects which will go through the application process for approval. It was decided that deciding what determines an event, legacy, signature project is something that does not have to be defined yet – that will come out in criteria. Events was moved to the Programs and Projects Committee, pending further discussion.

10/19/2005 5

Marketing and Development

Cohn questioned why Marketing and Development were listed as two separate committees. Wells responded that Vershure, in the last meeting, stated that fundraising occurs at both the marketing and development stages and the two go hand-in-hand. Driggs commented that many projects are starting now and securing their own funding. The projects will drive the fundraising – it will be part of a project. The Marketing and Development Committee can work off the projects’ fundraising. Driggs believes that AHAC having its own fundraising committee is a mistake.

Note: For discussion purposes to determine if the functions of marketing and development should be combined or separated, both Marketing and Development were listed as separate committees on the draft organizational chart.

Jackson stated that not everyone who submits a proposal to be funded will be able to come up with the 1/3 match requirement, and that AHAC needs to support some projects for ethnic diversity.

Chairman Sims suggested that AHAC draft a bill for the next Legislative session to ask for logistics money for staff support and other considerations not thought of when the original bill was drafted (i.e., design of a logo by a professional or through a contest). Both Jackson and Wells responded that they would be reluctant to go to the Legislature, and Jackson to the Governor, this soon after the initial bill asking for more money without well defined and justified uses for the money documented. Wells stated that if the members of AHAC want to go to the Legislature for money in 2006, then an advocacy group (i.e., friends group) will need to do it on behalf of the Commission, so the state agency is not seen as self-serving.

Wells commented that she is also looking to statutory members to contribute seed money. The Arizona Humanities Council and State Library each are contributing $1,000. The Coordinating Committee for History on Arizona (CCHA) also plans to contribute seed money. Woolsey stated that for the Arizona Historical Society to contribute, it will need specifics listed in writing what the seed money will be used for.

Woosley said that AHAC needs a larger strategic plan that states what this Centennial over arcs, i.e., a vision statement. Driggs commented that they (the members) need to get the word out and develop a communications program which can be disseminated in many ways. For example, in mid-September all cities and towns meet in Phoenix. That meeting would be a good place to get the word out to the city and town leaders, who in turn can disseminate the word down their chains of command.

Woolsey asked if AHAC has a protocol for public speaking, commenting that the members should all say the same thing when speaking about the Centennial on behalf of AHAC. The response being that before the members can speak out about the Centennial, AHAC has to have a marketing plan which they can’t develop until AHAC has a vision for the Centennial. Therefore, Woolsey suggested that the members work on a generic response for now and think out loud together. Have a vision brainstorming!

10/19/2005 6 Stowe commented that Arizona should have a Centennial commemoration not celebration. That Arizonans should not look at the past 100 years of its history only, but be projectory – that’s remarkable, and image the future. Arizona’s Indians and Hispanics might not want to celebrate the past 100 years.

The Centennial will be the first chance for Arizonans to kick up our heels. Here’s how we got her and here’s where we’re going. It will be an economic development opportunity to attract as much attention to Arizona as we can get. As a result of establishing a vision and mission statement, goals and objectives, and outcome measures, there will be elements for legislation.

The first thing needed is a press release, or proclamation from the Governor, that will institutionalize what AHAC is doing and give the Commission a chance to launch it.

2012 is an opportunity to expand our legacy for the future. The Centennial is an opportunity to use history and legacy for transient people to consider Arizona home for now, and learn to call Arizona home. If we fast forward, by 2012 we can say we commemorated and launched from “ A – Z.”

Woosley suggested logos or bumper statements such as “Arizona has a rich tapestry of culture” and “Arizona history begins with you” (for newcomers).

Inclusion/ imagination – use your imagination. We need to determine what is unique and authentic.

Action: The members to craft the charge, vision, and mission statements at the next meeting. Look ahead – what is the ideal outcome?

Garrison stated that the members need to know what citizens want and expect. In response, it was suggested that AHAC conduct public meetings around the state to get public opinion, and make use of the Town Hall.

Action: Stunz-Hall will gather vision suggestions from the members and distribute the results at the next meeting.

Wells distributed copies of Arizona’s Libraries in the 21st Century: Building Communities, Connections and a Continuum of Learning, presented by the Statewide Library Development Commission on February 28, 2002. It could be the model for the AHAC plan.

Action: Members are to review this strategic plan as a possible model for AHAC’s plan for the Centennial.

10/19/2005 7 COMMITTEE REPORTS

Countdown to the Centennial

Action: Jackson to draft charge for Countdown to the Centennial for the Commission’s review at its next meeting.

Marketing and Development

Action: Cohn and Veshure to draft charge for Marketing for the Commission’s review at its next meeting.

Action: Cohn and Veshure to draft charge for Development for the Commission’s review at its next meeting.

Programs and Projects Criteria

Driggs and Yoder distributed a document outlining a four part process to formulate the subcommittee charge, and three options for the subcommittee formats and procedures. (A copy of this document is filed with the file copy of the minutes.)

Some of the members looked on the web for information about states who either have had or are preparing for a centennial or bi-centennial. (i.e., Oklahoma (2007), Saskatchewan, Canada (2005), Idaho, Michigan, New Mexico, and Ohio. )

Driggs distributed a document that addresses Centennial planning, theme categories, and agendas through use of bullet points. (A copy of this document is filed with the file copy of the minutes.)

Garrison stated that one of the criteria should be authenticity (not fake).

Action: Stunz-Hall to draft charge for Events to be incorporated into Programs and Projects Committee for the Commission’s review at its next meeting.

Membership

Action: Driggs and Garrison to draft charge for Membership – Commission and Committees for the Commission’s review at its next meeting.

Historic Sites Review

The charge for the Historic Sites Review Committee, a standing committee of AHAC established under ARS 41-1532, Section D is as follows:

A historic sites review committee consisting of nine members is established to serve as a standing committee of the historical advisory commission. The state historic preservation officer shall appoint committee members for staggered 10/19/2005 8 terms of three years ending on July 1. The state historic preservation officer may appoint persons other than commission members to serve on the committee and shall appoint at least five persons who are professionals qualified in the disciplines of history, prehistoric and historic archaeology, architectural history or architecture. The committee shall select annually at the first meeting a chairman who is a commission member. The chairman shall report on committee activities at commission meetings. The committee shall assist in the duties prescribed in this section and by federal law, review nominations to the national and state historic registers, provide general advice and guidance to the state historic preservation officer and perform other duties as are necessary.

DISCUSSION/ACTION

Legacy Project Criteria

Not discussed.

Website – Content And Links

Not discussed.

AGENDA ITEMS FOR NEXT MEETING

Legacy Project Information – Special Film & Video Collection from George Hall, Jerome Historical Society

Charge and Vision Statement Smith Wording

Strategic Plan Outline

Bylaw Revision

CALL TO THE PUBLIC

No members of the public present.

CLOSING REMARKS

NEXT MEETING DATE

August 23, 2005 from 1:30 p.m. until 4:30 p.m. in the Director’s Office Conference Room of the Arizona State Library, Archives and Public Records, 1700 W. Washington, Phoenix, AZ 85007.

ADJOURNMENT

Sims adjourned the meeting at 2:00 p.m.

10/19/2005 9

Submitted by:

Leslie J. Weaver for GladysAnn Wells Arizona State Library, Archives and Public Records

Approved at the August 23, 2005 meeting of the Arizona Historical Advisory Commission with corrections.

MEETING HANDOUTS

Jackson distributed a copy of a letter to Governor Napolitano from the Executive Director of the Abraham Lincoln Bicentennial Commission, asking her to form our state’s own Lincoln Bicentennial Commission, and to designate a representative to work at the national level to coordinate the activities of the celebration in Arizona from 2/11/08 – 2/12/10.

Wells distributed an Early Literacy Initiative flyer entitled Building a New Generation of Readers, and a flyer entitled Arizona Libraries Fill Health Information Needs prepared by the State Library.

11/28/2005 10 ARIZONA HISTORICAL ADVISORY COMMISSION

August 23, 2005 MINUTES

The Arizona Historical Advisory Commission (AHAC) met 1:30 pm. on August 23, 2005 at the Arizona State Library, Archives and Public Records, in the Director’s Office Conference Room, at 1700 W. Washington, Suite 200, Phoenix, Arizona 85007.

ATTENDANCE Members John Driggs, Chairman Phoenix Heritage Commission Jim Garrison, State Historic Preservation Officer State Historic Preservation Office, Arizona State Parks Melodee Jackson, Director, Constituent Service Office of the Governor Catherine May, Senior Historical Analyst/Archivist Salt River Project Richard Sims, Director Sharlot Hall Museum Noel J. Stowe, Chair/Professor of History Arizona State University GladysAnn Wells, Director Arizona State Library, Archives and Public Records Anne Woosley, Executive Director Arizona Historical Society Beth Vershure, Station Manager, KAET-TV Channel 8 Arizona State University Juliana Yoder, Executive Director Arizona Humanities Council Jay Ziemann Arizona State Parks

ABSENT Shelley Cohn, Executive Director Commission of the Arts Hartman Lomawaima, Director Arizona State Museum Betsy Stunz-Hall, Representative Arizona Library Association Ken Travous, Director Arizona State Parks

10/19/2005 1

CALL TO ORDER

Chairman Sims called the meeting to order at 1:42 pm

INTRODUCTIONS/ANNOUNCEMENTS

Jay Zieman, Assistant Director of Arizona State Parks

APPROVAL OF MINUTES

July 5, 2005 Meeting Minutes

Motion: Minutes of the July 5, 2005 meeting approved after corrections.

REPORT ON ACTION ITEMS – July 5, 2005

Assignment: Cohn to contact Alberto Rios, Regent Scholar, ASU and think about Arts legacy criteria.

Action: Cohn to contact Alberto Rios, Regent Scholar, ASU and think about Arts legacy criteria.

Report: Mays stated that Cohn will submit names for consideration as her successor.

Assignment: Driggs to contact Mr. Curtis Jennings of Phoenix, member of the 9th Circuit Historical Society and also contact Woosley to discuss fundraising and report back to the Commission at the May 26th meeting.

Action: Driggs to meet with Woosley to discuss fund-raising, and submit ideas to Cohn and Vershure.

Report: Woosley reported that she and John met to discuss fundraising ideas which have at this point have been published in the newspapers. Driggs explained that the article is in the framework of what he has been doing for the city of Phoenix for the last 5 years. The mayor announced the Papago Park project as a City of Phoenix Centennial project a year and a half ago. Driggs mentioned at the three city meeting (Phoenix, Tempe and Chandler) the goal was $100M dollars for a Centennial. And, not that it all has to be raised in the name of the Centennial but now that the legislation is there and our job is to recommend projects. Woosley and Driggs did not discuss exactly how the $100M could be raised; $40M private sector; $40M city, towns, counties that can actually do bonding and go to the legislature to get the $20M.

(Sims) stated, as Chairman, I have had some concerns with that article. Of course, it is what we intend to say to the journalist and what we actually say and then how they interpret it. But, as one member of the commission mentioning

10/19/2005 2 such large figures and mentioning any one particular project right now may be getting ahead. We are still organizing this Commission. We certainly have money to raise, a good deal of money, and those of us who have been involved in capital campaigns know you need to develop your case statement, exactly what you are raising money for, and we have not quite reached that level of integration yet with this body, so it concerned me that numbers are getting out there and a particular project is getting out there at this time.

(Driggs) responded that in the course of human events, I hope that everybody understands that what went into that meeting has been going on for years and I was on the program and I was talking to an inside group, the three cities, and in no way did I make any attempt to represent the Commission and I just said we’re talking about our Centennial project. I don’t know whether your statement is to be interpreted as a critical statement, but I was only doing what I am paid to do as a consultant for the city of Phoenix.

(Sims) expressed the concern that we are operating at such a level right now without getting into particulars yet, and when we are ready to get into particular projects, focus on fundraising, I think we can all move forward together. I understand that you have to wear two hats here; you are in fact representing another Centennial project, while you’re sitting here, and your work is to stay at a certain level of statewide focus until we’re ready to get to other levels.

(Jackson) expressed that her concern was when she read the article. I live in Mesa, Maricopa County, and I was turned off by the whole thing. Mesa, Tempe, Phoenix are going to push this enormous project on the rest of the state. I think it sends a message that this is the type of Centennial project we’re looking at, and it’s not. And, if you have been working on it for two years, I don’t think the average community is going to do a bond issue for a Centennial project. If Phoenix does, the quality of life is very important in Phoenix, but I think we have fired the first shot and it’s totally unrepresentative of the direction we want to go in.

(Jackson) wanted to ask the Commission whether they envision bond issues by local municipalities funding half of the Centennial.

(Zieman) mentioned that the small towns are not, and we need to go back to these small communities and explain that their projects are equally important and will be equally supported.

(Woosley) stated that she actually had to answer to Yuma as much as to anywhere else. And that is, there is a perception that the Commission has already approved a huge, huge project and it is in Maricopa County. And so, which takes me back, I think it is so important to identify this Commission on what we’re supporting, how we’re going to be helpful. And, I had to explain to people in Yuma, that it’s not the Commission that has the vision for this project; that it’s a long, on-going project that itself may indeed connect with the idea of legacy and

10/19/2005 3 the Centennial, but that the Commission came after the inception or conception of this project.

Assignment: Vershure to work with Cohn on a public relations task list, including how a web presence might best be employed to reach the general public.

Action: Vershure and Cohn, as liaison to the Marketing and Development Committee, to meet to build a public relations task list and discuss how a web presence might best be employed to reach the general public.

Action: Vershure will develop a one-page media release fact sheet for internal purposes only.

(Wells) referred to the strategic plan for statewide library development as an example, and discussed it was the kind of format a plan should take because that plan was contextually based. By law we need to come up with a plan, and this plan worked well in a variety of ways.

(Jackson) asked if we had an e-mail address for people who wanted to be on the mailing list Yes, it is [email protected]. Stowe mentioned that a database of people who want to be on the mailing list is being compiled by his office and the e-mail address is [email protected]. Stowe mentioned if you know of organizations that have members who would want to be sent something about the Centennial and if you give them the names we will add them to the database.

Assignment: Garrison to work with Sims on membership ideas and to continue to brief Travous on meetings.

Report: Garrison had discussions with Travous and also talked to their Attorney General representative about the By-Laws and questions whether a statutory member can be represented and she did not provide an answer. But she did say we can adopt any By-Laws we want, they do not have force of law and we’ll be pursuing that. I know that as a historian, Mr. Zieman is quite interested in the state’s history and the Centennial and I would like him to be an active part of this Commission if that could be worked out as part of the By-Laws.

(Driggs) questioned whether just for voting purposes, and stated that the statute is clear that the Director of Parks is a statutory member. He did not know how you can replace a statutory member with someone else.

(Wells) stated that you do not have to replace, you can have another designee. Wells asked Chairman Sims to wait on that conversation until we talk about the By-Laws.

Assignment: Wells to contact Dr. Horne, Director, Department of Education to ask about Education Department representative.

10/19/2005 4 Action: Wells to contact Dr. Horne to ask about Education Department representative.

Report: Wells has not reached Dr. Horne, but will try again. Woosley and Wells thought that McCorkel would be a good representative on this group and Wells tried to reach her, but had incorrect contact information, so Woosley will try to get the correct information and Wells will contact her again.

Assignment: Wells to confirm Driggs’ comments regarding tax deductible contributions to AHAC with Legislative Council, and submit findings to Commission.

Report: Wells reported that contributions are tax deductible in a global sense, but it may not be all that it sounds. Legislative Council said it would very much depend on how we framed it, which leads to the other part of our responsibility, to develop a form. Wells and Mays will meet with Legislative Council.

Action: Wells to meet with Mays and Legislative Council for on the form for entities or private citizens who want to make contributions to the Centennial through AHAC.

Report: Wells will meet with Mays to discuss form.

Assignment: Sims to work on membership with Travous and Lomawaima.

Action: Sims to consult with Travous and Lomawaima to seek a person from a Tribal community to lead a strong subcommittee.

Report: Sims reported that they are still visiting about this action. There have been names suggested from the Hopi Tribe, but this committee will understand the merits of having one Native American in Arizona, as representing twenty-two federally registered tribes. That person would be most effective in forming there own sub-committee and I think that is the kind of person we are looking for; someone who has a wide perspective of the state.

COMMITTEE REPORTS

Countdown to the Centennial

Action: Jackson to draft charge for Countdown to the Centennial for the Commission’s review at its next meeting.

Report: Jackson stated that the focus is on the 4th grade, and in two weeks the Governor wanted to get a book to every 1st grade student for them to take home and keep. She has done this for the last 2 years and this year she is doing so again for 1st and 4th graders on Arizona history. The 4th grade book is, Coyotes School News. Students will have access to a website and write a newspaper as part of the activity as we move to the 2006 centennial and statehood day, along will lessons on the state 10/19/2005 5 quarter and the teaching lesson from the mint, which the Governor should be issuing an executive order for by the end of week.

Wells express concerns on how to do Statehood Day because of the new security stations, etc. taking up space. We will meet with Humanities Council for further discussion.

Marketing and Development

Action: Cohn and Veshure to draft charge for Marketing for the Commission’s review at its next meeting.

Report: No progress to report.

Action: Cohn and Veshure to draft charge for Development for the Commission’s review at its next meeting.

Report: No progress to report

Garrison stated the necessity for a seed account to develop a website with a logo. How do we create an image, before we have an image to create? Marketing and Development needs time to develop some official tools of the website.

Woosley stated that others have said this before and we have the initial press release that we released, but what there is not is a statement of the purpose, the who, why, when. We have not gotten that piece out to the public. We can not talk about development of the Commission and begin to gain support from the private or public until that piece is out there.

Historic Sites Review Report

Zieman stated the Chair of the Historic Sites Review Committee (Garrison) was on the Commission and would report what actions were taken on the nominations and projects, and file a report of the meeting. Actions taken by the Historic Sites Review Committee are to review recommended nominations to the national register, make their motions and pass on the property. Then their recommendations are forwarded to Washington for consideration for nomination to the National Register of Historic Places, but nominations also go on the state register. When the nominations are approved in Washington, they go on the national register.

Sims stated that the Historic Sites Review Committee reports to this Commission, and Ziemann will let us know to what and when to put something on the agenda.

DISCUSSION/ACTION

Legacy Project Criteria - Special Film & Video Collection from George Hall, Jerome Historical Society

10/19/2005 6 Sims thanked the Jerome Historical Society for their proposal, but said we are not ready at this time to consider it.

Website – Content And Links

Wells stated that she has been waiting for the group to come up with information they wish to be on the website. We have corralled every version of centennial web domains and so people will find out about it on the website. Stowe suggested that a form be put on the website for people to fill out if they wished to be put on the mailing list.

Garrison also stated that we need to create an image and identity of the Centennial and the image and identity of the Commission. It is less stressful to create an identity of the Commission, while we develop the overall identity of the Centennial. This is part of the frustration of developing the website, there needs to be some pieces to put on the website.

Action: Wells will send a mock-up of the website to the Commission members.

MOTION: (Jackson) moved that we put up an informational webpage with the who, what, and where with the e-mail address of [email protected] with a response address to the coordinated mailing list and that it be the point we can refer people to for the time being as a gathering place of interested individuals. (Chairman Sims) Is there a second? (Vershure) Second. (Chairman Sims) Discussion? (Sims) I’ll offer some discussion. So, what we are talking about is our start up homepage/website and the address will be http://www.arizonacentennial.org.

(Wells) stated that her vote would be for http://www.arizonacentennial.gov as the official Centennial.

(Zieman) stated the fact the public will feel excluded, and not feel they have the opportunity to participate if it is about .gov and they would feel like they are more welcome to open arms if you do something like .org, but we can always change it later. A practical matter is if we own all the domain names, no matter what anybody types in, it will go to our main page. The only place it makes any difference is when we send out printed material through the media or advertise this in any way to tell people who we are or what the Centennial is, is where we will have our preferred suffix on end. Only to that extent, it is critical.

(Wells) reminded us that we are preparing for the official Centennial, not the public centennial, which is why we should use .gov. That is our (government) jurisdiction, the official Arizona legacy Centennial activities - state agencies, legislation and governmental entities.

(Vershure) stated that she wanted to adjust Jay’s comment because she normally would agree with everything he said, however, she does think there is merit in the fact we (the Commission) are government and there is a certain imprimatur attached to this that I don’t think will be that offsetting.

10/19/2005 7 (Woosley) stated that it will make a difference if you are looking at small communities and rural counties, who have an innate suspicion of government.

MOTION AMENDED: (Chairman Sims) Call for motion that the Arizona Centennial be spelled out with .org for a start-up website of http://www.arizonacentennial.org. (Vershure) Second. (Chairman Sims) All in favor say “aye.” All opposed, say “nay.” Wells opposed with “nay.” The “ayes” clearly have it, so ordered. (Wells) stated that she reserved the right to come back to the group for any reason when what they have chosen is not workable.

(Sims) questioned Wells concern of yours, “Should the website for the Centennial have to be you’re problem?” When we have enough money and we’re designing it and feeding its content, working with an independent webmaster according to AHAC, it is not your problem, GladysAnn. Do we not want to mature? (Wells) state that if AHAC is part of the Arizona State Library, Archives and Public Records, that is an inescapable fact.

(Zieman) explained that Wells would certainly control the content, you just aren’t the one that physically is having to enter the information.

(Mays) mentioned that it will be on ASLAPR website, but the issue is whether you want your staff to enter the HTML, maintain, and update it or should we be getting someone to do it? We are going to just put up a shell now. (Wells) stated that she appreciated the thought - I appreciate the concern, I would love not to have to do it, but someone has to get us started, we have to get it rolling.

(Garrison) stated that what we have been talking about was the Arizona State Historical Advisory Commission website and it is not the Centennial website, it’s the Commission website, which is planning to work toward the Centennial website.

(Mays) if that’s the case, shouldn’t the Commission have a website, which in fact would be a dock up website; it could have information about meetings and move people over to the Centennial website that would grow.

(Wells) that would have been my preference.

(Mays) in my mind, I did not perceived what were talking about as the Commission website, I perceived it as a Arizona Centennial website, which are two very different things.

(Wells) stated that we need to start somewhere and that is why I felt it should be .gov, because when I think of .gov, my name is not going to be sold, I don’t think I’m going to get a lot of extra SPAM, not going to get solicited and if we are the official Commission for the state Centennial that’s why I thought this Commission’s website should be .gov, linked to CCHA, I’m assuming it could be linked to a lot of others.

(Garrison) There just needs to be another domain that needs to be taken, and that is the http://www.arizonahistoricaladvisorycommission.gov which links you to

10/19/2005 8 http://arizonacentennial.org. Either one is the same website now, but eventually there will be two.

(Zieman) The public is going to care about what this group, including me, is doing for the Centennial and in the long term, you have driven people to this website for years and years and they have gotten very accustom to going there and finding about it. And, when the Centennial is over they will still be coming back, because they will interested in the things that AHAC has been doing and you can continue to utilize all those people that are now interested in what we’re doing.

(Sims) GladysAnn, a question to you is, “Yes, there is no money to assist this growing operation within your house, but there will be. But, in a meeting or two when we want to hear a report on how the website is going, who is actually doing that work on your team? (Wells) Tom Martin, our CIO. (Sims) Tom might be sitting here in a month or two telling us how it is going. (Wells) our webmaster is Noel Ramirez.

(Wells) suggested that she send out a mock up to everyone to review next week.

Programs and Projects Criteria

Action: Stunz-Hall to draft charge for Events to be incorporated into Programs and Projects Committee for the Commission’s review at its next meeting.

Report: Nothing to report.

Membership

Action: Driggs and Garrison to draft charge for Membership – Commission and Committees for the Commission’s review at its next meeting.

Report: Nothing to report.

Arizona Convocation Panel

Wells stated that the Convocation this year will be held the first weekend in March, and that Arizona State Library, Archives and Public Records voted to have AHAC be given the opportunity to be involved in the planning, so that whatever the Convocation theme is, or who the speakers are, they would do something toward the Centennial. We are trying to build capacity among the cultural institutions in the state to plan for their Centennial. And, I thought that this group would like to have a small sub-committee to work on this; if there are particular speakers you want, or a theme.

(Mays) I would be happy to represent this group and sit on that. I am also program chair for CCHA. We are doing some of the same kind of thinking already and strategizing what we can do to offer training sessions.

10/19/2005 9 (Sims) offered to represent the Museum Association of Arizona. We need a Native American or a non-Anglo. Hartman was named.

(Garrison) represents Historic Preservation

Vision Statement

MOTION: Arizona Historical Advisory Commission encourages centennial commerations that celebrate Arizona’s unique history, heritage, culture and arts. We hope to create a promising future by leaving lasting legacies. (Wells) Seconded (Chairman Sims) Any discussion? All those in favor please say “aye.” (Chairman Sims) Any opposed say “nay.” Ayes have it.

AGENDA ITEMS FOR NEXT MEETING

Clarify Committee Assignments and Committee Personnel

Legacy Project Criteria

Organization Chart Review

Bylaws Revision

Strategic Plan Outline

CALL TO THE PUBLIC

No members of the public present.

NEXT MEETING DATE

MOTION: (Mays) I move that we plan to meet monthly, on the 4th Tuesday from 1:00 pm – 4:00 pm with the encouragement that all members of the Commission plan to be here for the entire time.

MOTION AMENDED: (Sims) 3rd Tuesday of each month at 1:00 pm.

September 20, 2005 from 1:00 p.m. until 4:00 p.m. in the Director’s Office Conference Room of the Arizona State Library, Archives and Public Records, 1700 W. Washington, Phoenix, AZ 85007

ADJOURNMENT

Sims adjourned the meeting at 4:00 p.m.

Submitted by: 10/19/2005 10

Claire Ferreira for GladysAnn Wells Arizona State Library, Archives and Public Records

Approved at the October 26, 2005 meeting of the Arizona Historical Advisory Commission with corrections.

MEETING HANDOUTS

3 Cities Begin Planning for Papago Park Future, Arizona Republic, August 10, 2005

Scottsdale’s Next Park, Arizona Republic, August 11, 2005

Papago Park Group Seeks Ties to State’s Centennial, Arizona Republic, August 15, 2005

A Park for dreaming, Arizona Republic, August 17, 2005

11/28/2005 11 MUSEUM CENTENNIAL PROJECT PLANS “Fighting for Statehood: The Arizona Constitutional Convention of 1910” A Feasibility Study

Background L Thomas Frye, a thirty-five year veteran Museum Curator, assessed the mission, vision, exhibition and other public programs of the Arizona Capitol Museum in 2004. Subsequently, Mr. Frye focused on the expansion and revitalization of the Constitutional Convention exhibit in the Museum. The proposed treatment plan for the new exhibit was much more ambitious and far-reaching than the existing installation, with implications spreading beyond the museum itself. What we envisioned is nothing less than a major experiential, multimedia exhibit based in the marriage of the best historical scholarship and convincing application of technology.

A multi-disciplinary team embarked on a phased approach to exhibition development, the first phase of a four month Feasibility Study to thoroughly test the concept before making a decision to commit to the exhibit itself.

The Design Concept What can be done to bring this important experience in the history of Arizona to life? An answer that we are considering is recreation of a moment in time at the convention through a dramatic sound and light presentation: using photographs and holograms of delegates at their desks in the chamber; creating an interpretive audio narrative for a sophisticated multichannel audio program keyed to the location of speakers; having the lighting system spotlight the delegate addressing the convention; and the audience witnessing the program from the visitor’s gallery up above.

This production, 15-20 minutes in length, would have highly developed theater values— narrative, voices, sound, and lighting. Visitors would be brought in as a group for the performance. A discussion might be held following the presentation—especially if this is a school group. Such a program could be one of the signature visitor experiences at the museum and be based on the narratives in the historical record. This is theater “speaking on the record!” This is the Convention come to life!

The preliminary exhibit concept outlined above is but the beginning point for discussion and testing. Changes and adjustments to the concept may well emerge from the Feasibility Study.

Advised by Mr. Frye, Museum, Archives, Research Library and volunteer team members have been working since July to evaluate two dozen overarching issues, from resources to storyline to the relationship of the project to other planned Centennial events. Other questions address the cost and time required for completion for the project. Identifying and acquiring resources for completion of this unique exhibit is a major issue facing the team and our agency.

Performance Measures - Service Units

100,000,000

89,224,001 90,000,000 86,374,055

80,592,796 80,000,000

Service Units 73,494,239

70,000,000

60,000,000

50,000,000 2002 2003 2004 2005 Fiscal Year

Note: Decline in FY2005 is due to increased activity in FY 2004 from Declaration of Independence exhibition

Arizona State Library, Archives and Public Records Prepared for Library Board Meeting 11/15/2005 Arizona State Library, Archives and Public Records General Fund Operating Appropriations $8,000,000

$7,728,700

$7,500,000

Appropriation amounts listed are General Fund $7,254,000 operating appropriations and do not include Special Line Items for State Grants-in-Aid and Radio Reading Service for the Blind.

$7,000,000

$6,813,700

$6,500,000

$6,309,700 $6,057,300 $6,000,000 $5,975,700

$5,817,400

129.1 FTE's129.1 FTE's 124.8 FTE's 112.8 FTE's 112.8 FTE's 114.8 FTE's 114.8 FTE's*** $5,500,000 FY 2002 FY 2002 FY 2003 FY 2003 FY 2004 FY 2005 FY 2006 (Initial) (Actual) (Initial)* (Actual)** * FY 2003 (Initial) des not include the ADOA appropriation of $1,600,000 approved for design of the Polly Rosenbaum History Archives Building. ** Does not reflect additional reductions related to unfunded increased for Risk Management premiums, health/dental premium increases and retirement contribution increases. *** FY 2006 appropriation includes funds for a Director of Development, but due to a technical error, the FTE count was not increased. A technical correction to add 1.0 FTE is needed.

Prepared for Library Board Meeting 10/24/2005 Arizona State Library, Archives and Public Records 11/15/2005

Appropriation History for FTE and Operating Funds with Service Units

Fiscal Initial or General Fund Records Fund Total General Fund Records Fund Total Service Year Final FTE FTE FTE Appropriation* Appripriation Appropriation* Units 2006 Final 106.8 8.0 114.8 $6,309,700 $626,700 $6,936,400 not available 2005 Final 106.8 8.0 114.8 $5,975,700 $672,200 $6,647,900 86,374,055 Note 2 2004 Final 106.8 6.0 112.8 $5,817,400 $426,100 $6,243,500 89,224,001 2003 Final 106.8 6.0 112.8 $6,057,300 $310,300 $6,367,600 80,592,796 2003 Initial 118.8 6.0 124.8 $7,728,700 $313,000 $8,041,700 not applicable 2002 Final 123.1 6.0 129.1 $6,813,700 $311,400 $7,125,100 73,494,239 2002 Initial 123.1 6.0 129.1 $7,254,000 $452,000 $7,706,000 not applicable 2001 Final 123.1 6.0 129.1 $6,772,600 $452,000 $7,224,600 73,918,798 Note 3 2000 Final 123.0 5.0 128.0 $5,937,300 $431,000 $6,368,300 30,071,517 1999 Final 120.1 0.0 120.1 $5,870,200 $0 $5,870,200 not available 1998 Final 120.1 0.0 120.1 $5,710,400 $0 $5,710,400 not available 1997 Final 119.1 0.0 119.1 $5,196,000 $0 $5,196,000 not available

*Note: General Fund appropriation does not include special line items for State Grants-in-Aid and Radio Reading for the Blind Note 2: Decline in FY 2005 is due to increased activity in FY 2004 from Declaration of Independence exhibition Note 3: Increase in FY 2001 is due to increased website activity and implementation of more accurate counting methods

REIMBURSEMENT BY STATE AGENCIES FOR PUBLICATION-RELATED COSTS

Arizona law requires all officers and agents of state and local government, including agencies, boards, and commissions, (“agencies”) to deposit with the State Library copies of all public reports and publications (ARS 35-103, ARS 41- 1335 (B), ARS 41-1338 (2), and ARS 41-4153). During the 2005 legislative session, HR 2187, (Chapter 151) reinforced existing statutes and provided specific instructions to agencies. Agencies shall:

Notify the Arizona State Library, Archives and Public Records if the reports subject to this section (see statutes listed above) are posted on an Internet web site.

Pay the Arizona State Library, Archives and Public Records the fee charged pursuant to Section 41-1345 if the governmental unit refuses the State Library’s request to deliver, and the State Library incurs any expenses in obtaining the copies that are required to be delivered….

These reports and publications include works, whether in print or electronic formats, that are published, disclosed, or distributed to the general public (or a targeted audience within the general public); and also at least one of the following:

that are required by law as a public report; or

that are required by law to be sent to the Governor, President of the Senate, or Speaker of the House; or

that describe an agency’s activities, programs, or policies, including annual reports; or

that are the results of a formal study or investigation.

BACKGROUND

Most agencies are in limited compliance. Many send only a few publications, and most do not send copies of publications available on their websites and rarely notify the State Library of these web publications. Agencies are unaware of the short life span of web-based information. Agency technology staffs routinely “refurbish” website information, inadvertently destroying permanently needed information. If the Library does not receive a copy, that information will be lost.

In 2002, the Legislature directed many agencies to publish annual reports on the web and to provide the State Library a copy. Of 130 agencies, boards, and commissions, the Library was been able to identify only 35 annual reports issued in 2004. The Library received only 14 of those reports. Many agency websites with annual reports from 2004 have no reports for 2003 or 2002; in most instances, the Library never received the earlier reports, and those years may be lost forever.

The following fee schedule will allow the State Library to partially recoup the costs of locating, retrieving, and printing tangible publications and storing electronic versions that the State Library will retain and provide.

Costs of Depositing Copies

Sending the Library a print copy of a public report at the time of publication is a small cost to agencies. Printing costs are increased minutely, even with the additional cost of six more copies for the depository program. At worst, agencies will have to print one copy if the report or publication is generally distributed only in electronic format. The Library estimates it costs, on average, $18 to print an electronic publication onto paper and bind it. Those printing costs are relatively low if distributed among the agencies, but are substantial when calculated by all 130 state agencies and those costs transferred to the State Library.

The State Library’s costs to identify public reports and publications are significant. When agencies notify the State Library of their reports, the Library’s staff saves time looking for those documents. The Library estimates it costs $29 to locate and download those documents. This figure does not include the additional cost of printing.

The State Library projected that at least 4,000 public reports and publications were produced in FY2005, half of which were produced in print and half only in electronic format. It would cost the State Library $116,000 to locate and download those documents, and at least $72,000 to print those documents without agency compliance with statute.

The new law allows the Library to recover those costs from noncompliant agencies. Agencies will be charged only if they refuse to provide the Library with copies. Agencies that provide the library copies as specified in law will not be charged.

Suggested Cost- Recovery Fees for State Agency Publications Not Delivered to the Library

Creation of Archival Print Copy 1-50 pp. $18 51-75 pp. $19 76-100 pp. $21 101-150 pp $23 151-200 pp $49 201+ pp. $54

Note: Documents over 150 pages require formal binding – therefore increase in cost. Per Arizona State Library Rule, electronic documents must be received in PDF (Adobe Portable Document Formats PDF or PDFA) format. If documents require conversion by Arizona Library and Archives, a fee of $10 per file requiring format conversion will be charged in addition to the above printing and binding costs.

Arizona State Library, Archives and Public Records

FY 2007 Budget Request

The Arizona State Library is one of the most respected state library agencies in the nation. Our management team consistently serves in major leadership positions in their national professional associations, and our agency is actively sought as a partner in a wide variety of state, regional, and national efforts.

In FY 2003, our agency general fund appropriation (excluding special line items) was to have been $7,728,700 at a time when we delivered 80,592,796 access service contacts. After a budget reduction of almost $1.7 million to $6,057,300 in FY 2003, by FY 2006, our general fund appropriation has slightly increased to $6,309,700 with 86,374,055 access service contacts in FY 2005. Each service contact is an individual or institution that obtained a service, information/fact, or assistance from one of our efforts. In FY 2005 our average cost per service contact was only 6.9 cents.

To help close the gap between the general fund appropriation and our operations needs, we raised funds through our statutory revenue streams and through grants. We have raised more than $34.35 million in grant funds for our agency and for other Arizona cultural institutions since 1997. In addition, we bring to Arizona approximately $3 million in federal funds and $4 million in e-rate funds annually.

Despite our creativity and diligence, we cannot raise private or other public funds for core operations such as the storage of state records, archives, and artifacts; the selection, acquisition, access, and on-going Arizona-related book and journal purchases; or technological and other maintenance fees.

Recognizing the importance of the Legislature’s priority of fiscal prudence, for FY 2007, I respectfully request only modest funding adjustments to cover inflationary increases the Arizona State Library has and will continue to incur. For FY 2007, I request additional appropriations of $101,200 from the General Fund and 1.0 FTE as a technical correction, and $114,300 from the Records Services Fund.

1. Staff (Add 1 FTE) – Technical Correction No additional funding required

In 1997, when I became State Librarian, the agency was providing less than three million service deliveries with a staff of 119 FTEs. In 2001-2002, the agency staff was 129.1 FTEs.

146

In FY 2005, our very active agency provided 86,374,055 service contacts, guided by our goals of access, preservation, collaboration, and legislative service, with a staff of only 114.8 FTE’s. During the FY 2003 budget curtailment, Library and Archives lost 16 full-time positions; 5 of those positions were filled, which resulted in a serious reduction in force. Recognizing this hardship, last year the Legislature approved funding for a Director of Development position, but due to a technical oversight, the appropriated FTE count was not increased by 1.0 FTE. The following language is included in the FY 2006 Appropriations Report:

Director of Development The approved amount includes an increase of $81,200 from the General Fund in FY 2006 for a Director of Development. This position will enhance ASLAPR's ability to obtain government grants and assist with private fundraising.

Director of Development – This full-time position works with program staff to write and compile information necessary for successful grant applications. This position requires an individual who has knowledge of state, federal, corporate, and foundation funding opportunities. It is nearly impossible to prepare the extensive grant applications required to maintain our grant success without dedicated management of the process and opportunities at the agency level. Resource Development was one of the three critical Strategic Issues approved by the Library Board in 2003. This position is essential for success in fundraising detailed by that Strategic Issue.

2. Technology and Electronic Infrastructure ` $66,000

The State Library’s technology and copier maintenance costs in FY 2003 were approximately $62,000. Since that time, we have received no additional funds to cover those expenses. In FY 2007, those costs will increase to approximately $128,000. Additional funding is needed in order to pay increased costs for necessary maintenance agreements and costs.

Technology supports all we do and all of our services – it is critical infrastructure. Maintenance contracts must be maintained for the Library’s technology equipment including computer hardware, software, photocopiers, and telephone systems. Software maintenance is necessary for SIRSI (online public catalog) and Marcive (federal documents catalog).

We request an increase of $66,000 to cover maintenance for the most important hardware and software systems used, not just locally, but also by the statewide library and cultural community and members of the public.

147

3. Book Budget $19,300

In 1997 and 1998 the Library obtained small grants to hire two consultants to evaluate the collections. The consultants identified the strongest collections when compared to other Arizona libraries, and recommended gaps in those collections be filled and newer materials acquired. The History and Archives Division acquires out-of-print books and microfilm of Arizona newspapers, city directories, and federal records of the territorial period missing from our collections whenever funds allow. The Law and Research Library seeks to strengthen its law collections by acquiring updated state materials, treatises, tribal law, and city and county codes. In FY 2003 on a third grant, we organized a statewide evaluation of public law collections. We carefully tailored our law collection to ensure a comprehensive legal research capacity for Arizona in concert with the four other major collections. The Federal Documents collection receives all federal publications at no cost, but access to the information contained in those reports is often unclear or labor intensive. The Law and Research Library will acquire commercially-produced indices and research tools to provide efficient and effective access to the information in federal documents. The Law and Research Library purchases materials for the genealogy collection, which is the second largest in Arizona.

The Library also hopes to continue access to electronic databases throughout the Capitol Complex, making it convenient for legislative employees to consult these databases from their desktops as well as from the Library, House, and Senate research areas.

In FY 2002, our book acquisition budget was $500,000, but it was cut to $200,000 during the budget reduction in FY 2003. In FY 2005, the Library gratefully received an additional $68,800 for book acquisitions, and the budget is currently $269,000. Unfortunately, the continued reduced funding adversely affects our ability to maintain our carefully reduced and painstakingly selected unique collections, let alone ensure availability of current legal materials. Out-of- date legal materials are useless. We are the Law Library for the Legislature, State agencies, and the public. The other major law libraries, especially the universities, primarily provide services to students and faculty. We are the ones who assist the public as an important part of our legal mandate.

The requested increase in acquisitions would provide the ability to keep pace with inflationary increases and continue minimal updating of legal and reference material. The cost of library books and databases increases annually (an average of 7.16 percent in 2004, as compared to the Consumer Price Index of only 5.2 percent during the same period) thereby reducing purchasing power even with constant funding. The attached charts summarize library material

148 inflation costs. This additional funding will allow us to keep pace with inflation and maintain our core unique collections.

We request an increase of $19,300 for the book budget, for a total of $288,300, to purchase print and electronic resources for the collections, including the law and specific Arizona and genealogy materials.

4. Risk Management $15,900

ADOA Risk Management charges to the State Library increased by $15,900 from FY 2003 to FY 2006. This amount is needed to cover the increase.

5. Off-Site Records Storage Overflow Facility – Records Services Fund $114,300

The requested amount, which would be appropriated from the Records Services Fund, includes rent and operating costs to maintain the new 13,000 square foot records storage overflow facility located at 52nd Avenue and Van Buren.

6. Third Records Storage Overflow Facility – Records Services Fund Footnote

During FY 2007, the second off-site records storage facility opened in August 2005 will be filled to capacity. It will be necessary to open a third facility during FY 2007. Because the exact timing and costs of opening a third storage facility are unknown at this time, it is requested that the JLBC recommended footnote in the FY 2006 Appropriations Report concerning the expenditure of excess Records Services Fund receipts be continued in the FY 2007 appropriation.

All Records Services Fund receipts, including prior year fund balances, received by Arizona State Library, Archives and Public Records in excess of $626,700 in FY 2006 are appropriated to the Arizona State Library, Archives and Public Records. Before the expenditure of Records Services Fund receipts in excess of $626,700 in FY 2006, the Arizona State Library, Archives and Public Records shall submit the intended use of the monies for review by the Joint Legislative Budget Committee.

149

AVERAGE INFLATION FOR PURCHASE OF GENERAL LIBRARY PERIODICALS

% price increase over previous year

12.0%

10.3% 10.4%

10.0% 9.0%

8.3% 8.2% 7.9% 8.0% 7.5%

6.0%

4.0%

2.0%

0.0% 1998 1999 2000 2001 2002 2003 2004

Source: Bowker Annual, 2004 Arizona State Library, Archives and Public Records Prepared for Library Board Meeting 10/31/2005

Note: Some publishers changed or merged computer systems during the initial four years and were not able to provide data for all years covered. Some data was corrected for prior years when found to be inaccurate.

AVERAGE INFLATION FOR PURCHASE OF LIBRARY LEGAL MATERIALS

Avg. Cost Per Title Inflation severely reduces purchasing power when funds are stagnant.

$700 (Percent of price increase over the previous year) 6.12% 3.69% $600 9.34% 14.96%

$500 5.63% 10.36%

$400

$300

$200

$100

$0 1999 2000 2001 2002 2003 2004

Source: Price Index for Legal Publications, 2d., 2004 Arizona State Library, Archives and Public Records Prepared for Library Board Meeting 10/31/2005

Note: Some publishers changed or merged computer systems during the initial four years and were not able to provide data for all years covered. Some data was corrected for prior years when found to be inaccurate.

THE “POLLY’ AWARD

In 1999, the agency established the Polly Rosenbaum award in recognition of Polly’s tireless support for libraries, museums, archives, and the preservation of Arizona’s rich cultural history.

This award acknowledges elected or appointed officials (not on the current Library Board) who cherish Arizona’s rich cultural resources and support the work of the Arizona State Library, Archives and Public Records.

Nominations are made by employees of the Arizona State Library, Archives and Public Records, and the members of the Friends of Arizona Archives and Arizona State Capitol Museum Guild.

The Selection Committee includes one professional staff person from each agency division, one representative from the Friends of Arizona Archives, and one representative from the Arizona State Capitol Museum Guild. Agency Division Directors chair the committee on a rotating basis.

The “Polly” Award is presented annually on Statehood Day or a date determined by the agency Director. Winners receive a plaque and their names are inscribed on the perpetual plaque in the agency’s Administrative Office.

BETSEY BAYLESS RECEIVES THE 2005 POLLY ROSENBAUM AWARD

A third-generation, Spanish-speaking Arizonan, Ms. Bayless earned her Bachelor’s degree in Latin American Studies and Spanish from the University of Arizona. Her graduate degrees include a Master’s in Public Administration from Arizona State University and an Honorary Degree of Doctor of Humane Letters from the University of Arizona.

Ms. Bayless’ career of public service began as an intern in the State Personnel Department. Her extensive State government career includes serving as Arizona Secretary of State, the Director of the Arizona Department of Administration and member of the Arizona Board of Investment, Acting Director of the Arizona Department of Revenue, and Assistant Director of the Arizona Board of Regents. Previously, Ms. Bayless was a member of the Maricopa County Board of Supervisors, where she served two terms as Board Chair, and she worked in the securities industry as an investment banker and as a stockbroker .

The 2005 “Polly Award” recognizes Ms. Bayless’ sincere interest in and public commitment to the agency to preserve Arizona’s history and to provide access to information, as well as her support for staff, as demonstrated in numerous ways:

As Arizona Secretary of State:

• Ms. Bayless talked about her personal appreciation of Arizona’s history as a Keynote Speaker, for the 2001 Arizona Convocation. This Convocation helped build bridges between librarians, archivists, museum professionals, genealogists, and others responsible for and interested in preserving Arizona's cultural heritage. It enabled these individuals to share information about their collections and programs, to discover opportunities for collaboration and resource sharing, and to promote public access to the books, records, and objects of Arizona's past;

• Ms. Bayless helped promote discussion of electronic recordkeeping issues and assigned staff to work with Library and Archives staff in investigating long-term storage for electronic media. Under her leadership, the Secretary of State’s Office provided support for establishing, and had an active participation in, the Arizona ‘Lectronic Records Taskforce (ALERT); and

• The Secretary of State’s web site was able to serve public needs by including more full-text publications and by providing access to more information electronically for the citizens in the state. Ms. Bayless also made sure that the preservation copies were retained;

As Director of the Arizona Department of Administration:

• State agency materials, including state regulations, are now available through internet access;

• The Department of Administration is interested in the issue of long-term preservation of information;

• Ms. Bayless partnered with Library and Archives on National History Day, 2003;

• She was a Keynoter for Arizona Archives Week, 2003; and

• She supported the Arizona Center for the Book’s return to Library and Archives in 2004;

As Secretary of State and as the Director of the Arizona Department of Administration: • Ms. Bayless supported inclusion of Library and Archives in discussions of Arizona History;

• She has been a regular supporter and attendee of the Arizona Women’s Hall of Fame; and

• She has been responsive to needs of the agency and has made her ear and staff available to us during and after work hours. This factor is significant when realizing that the two agencies are in different branches of government.

Her diverse efforts mirror the hard work of Representative Polly Rosenbaum.

“TURTLE” AWARD

In 2000, the agency established the “Turtle” Award, named fondly for the agency logo’s perceived likeness to a “turtle.”

The “Turtle” Award recognizes annually to a non-governmental individual or organization for support of Arizona’s rich cultural heritage and the work of the Arizona State Library, Archives and Public Records. A second award is given as the Director’s recognition to a member or members of the agency staff for their attitude and commitment to our agency, our clients, and our work.

We present the “Turtle” Award annually at the Arizona Convocation of librarians, archivists, museum professionals, historians, genealogists, records managers, preservationists, conservators, and others responsible for and interested in preserving Arizona’s cultural heritage.

The Convocations help build a community of Arizonans who collect, provide public access to, manage, protect and cherish the records, maps, objects, publications, photographs, and other materials that form the state's cultural legacy. The Convocations enable these individuals to share information about their collections and programs, to discover opportunities for collaboration and resource sharing, and to promote public access to the books, records, and objects of Arizona’s past.

The Director of the Arizona State Library, Archives and Public Records selects the two annual recipients of the “Turtle” Award. Winners receive a framed certificate and the external individual or organization representative receives the agency’s logo “Turtle” lapel pin.

2004 “Turtle” Awards

The 2005 “Turtle” Awards were presented to John Irwin, Library and Archives Consultant, Robert Spindler, Head, Department of Archives and Manuscripts, Arizona State University Libraries, and to staff member Linda Montgomery, Director of the Braille and Talking Book Library Division. The awards were presented at the Arizona Convocation 2005 Beyond the Five Cs: Cultural Legacies in Phoenix on March 6 and 7, 2005.

John Irwin

John Irwin, Library and Archives Consultant, received the 2005 Turtle Award for his efforts which went beyond expectation, in support of the program and documentation leading to the design and superlative orchestration of the agency's work in the document preparation and evaluation for the Polly Rosenbaum History and Archives Building.

Robert Spindler

Robert Spindler, Head, Department of Archives and Manuscripts, Arizona State University Libraries received the 2005 Turtle Award due to his wonderful support for the work of the agency, including leadership in the Arizona Historical Records Advisory Board efforts.

Linda Montgomery

Linda Montgomery, Director of our Braille and Talking Book Library Division was commended for her excellent management of a major division, wonderful customer service, and solid, exceptional agency support work through the administrative cluster.

LEGISLATION PROPOSED/PASSED – 2005 47th Legislature – First Regular Session

Directors and staff of Arizona State Library, Archives and Public Records worked closely with Legislators and Legislative staff on the following bills and attended hearings when called upon to provide testimony or supplied other information specifically requested.

HB2187 – State Library; Recovery of Costs

Sponsor

Representative: Robson

Overview

HB2187 requires governmental units to notify Arizona State Library, Archives and Public Records of reports posted on an Internet web site and requires those units to comply with depository requirement or reimburse any fees for the Library to obtain copies of those reports.

Background

Current law allows the Arizona State Library, Archives and Public Records (Library and ASLAPR) to establish a depository system and exchange program with libraries in the state as well as out-of-state research libraries. The Library may adopt rules for the acquisition, maintenance, access, and preservation of state publications. Additionally, rules may be adopted as to the description of what constitutes a state publication, after consultation with appropriate agencies.

Present law requires governmental units to deliver copies of certain reports and documents to the Library. Through the Library’s rules, reports and documents, other than those specifically outlined by law, may be required to be submitted to the Library. HB 2187 mandates governmental units that post reports and documents to the Internet to comply with depository requirement or reimburse the Library for expenses incurred in obtaining copies of those reports and documents.

Provisions • Requires governmental units to notify ASLAPR of reports and documents posted on an Internet web site and requires those units to pay the fee to ASLAPR for any

1 expenses the Library incurs while obtaining copies of required documents if the governmental unit refuses the Library’s request to provide the documents. • Authorizes the Director of ASLAPR to establish, upon approval of the Board of ASLAPR, a fee schedule to charge governmental units for services and expenses incurred for obtaining copies of required documents. • Ensures that the monies obtained will be deposited in the Records Services Fund. • Clarifies the type and number of documents required by the State Library as those which satisfy the requirements of the state documents program or arrangements or agreements entered into.

Arizona State Library, Archives and Public Records Involvement with HB2187

Richard Pearce-Moses, Director of Digital Government Information, and Janet Fisher, Director of the Law and Research Library Division, provided information requested by Legislative analysts. GladysAnn Wells, Director of Arizona State Library, Archives and Public Records, was asked to clarify issues related to the bill at a Legislative committee hearing.

Outcome of Legislation

HB2187 was signed by the Governor on April 20, 2005, Laws 2005, Chapter 151.

HB2724 – Public Records Recovery

Sponsors

Representatives: Prezelski, Mason

Co-Sponsors

Representative: Brown Senator: Flake

Overview

HB2724 establishes a method by which a public officer may recover missing records from private parties who are allegedly in possession of the records.

Background

Current law prescribes a Class 6 felony for any private person who steals a public record from the official custodian of the record. However, although there is a penalty, there is currently no outlined method for recovering missing records.

2 Provisions

• Authorizes a public officer to recover a public record and copies in the possession of a private party and to file for a cease and desist order against any third party to prevent the sale of the public record in an auction. • Directs the public officer to send to the party believed to be in possession of a public record a certified letter that: o Names the record believed to be in the possession of the private party. o Alleges that the public record is not in the possession of the official custodian of the record. o States the grounds on which the public officer believes the private party is in possession of the record. o Demands, within 30 days of receipt of the letter, the recipient bring the public record to the location stated in the letter at the time stated in the letter. • Requires the public officer to determine if the recovered document is an original or a copy, to then keep any original, duplicate any copy and return a copy to the private party. • Permits the public officer to file for a civil petition in the county where the documents are allegedly located if the recipient fails to appear or fails to produce the public record and directs the court, upon finding the officer’s petition to be true, to order the public record be turned over for recovery or duplication. • Mandates a certificate, stating the date on which the record was recovered, the name of the party who was in possession of the record and that party’s oath to the authenticity of the record, be attached to the recovered record and delivered to the official custodian. • States that this chapter does not enlarge the rights of a person claiming an interest in real property under a document recovered or make any presumptions as to the authenticity of the recovered document. • Establishes that the Attorney General may recover any document or public record that the state still has title to or interest in and which has passed out of the official custody of this state or any political subdivision. • Defines public officer as the officer of the official custodian of a public record, and public record as any public record required to be kept under law.

Arizona State Library, Archives and Public Records Involvement with HB2724

Melanie Sturgeon, Director of the History and Archives Division, supplied model legislation from other states with replevin laws to the Arizona House of Representatives. Melanie, GladysAnn Wells, Director or Arizona State Library, Archives and Public Records, and Laurie Sletten, Director of the Records Management Division, attended a meeting with a House sponsor of HB2724 and a representative of the American Civil Liberties Union of Arizona to discuss the bill.

3 Outcome of Legislation

HB2724 was withdrawn from the House Judiciary Committee on February 17th, passed the House Government Reform and Government Finance Accountability Committee on February 23rd but was held in the House Rules Committee.

HB2765 – Capital Outlay; Budget (includes Polly Rosenbaum State Archives and History Building)

Sponsors

Representatives: Boone, Barnes, Burges, Gray, Groe, McClure, Paton, Pearce, Pierce, Reagan, Smith, Tully, Yarbrough and Speaker Weiers.

Co-Sponsors

Representatives: J. Allen, Jones, Knaperek, Konopnicki, Mason, McComish, McLain, Murphy, Nelson, Nichols, Quelland, Robson, Rosati, Stump, J. P. Weiers

Overview

Makes session law changes related to capital outlay necessary to implement the FY 2005-2006 state budget including an appropriation for the construction of the Polly Rosenbaum State Archives and History Building.

Background

All state archives are currently kept by the Arizona State Library Archives and Public Records Agency located at the State Capitol. In 2001, the Joint Committee on Capitol Review recommended 99,500 square feet of storage. A lease-purchase option for the building was approved in the 2001 budget for an annual cost of $2,000,000 per year for ten years. The budget was repealed in 2002 and the funds that had been appropriated for the building were cancelled. Space on 19th Avenue, just south of Jefferson, has been set aside for the new archives building. In 2003, the State Library and Archives used $12,000 in existing risk management funds to clear the site and to begin preparing it for construction. Laws 2004, chap. 194 (SB 1079) appropriated up to $2,000,000 for fiscal year 2004-2005 for the design of and site preparation for a new state archives and history building. This work has been completed.

Provisions

• Appropriates $15,000,000 in both FY 20005-2006 and FY 2006-2007 from the state General Fund to Legislative Council for construction and related costs for the Polly Rosenbaum State Archives and History Building (Archives Building), and exempts funds from lapsing.

4 • Requires Legislative Council to submit plans for the request for proposal as well as the scope, purpose and estimated cost of the Archives Building to the JCCR for review prior to taking any action on the Archives Building. • Transfers the appropriation and oversight responsibilities for the Archives Building from Arizona Department of Administration to the Legislative Council and removes allocation for FTE’s.

Arizona State Library, Archives and Public Records Involvement with HB2765

GladysAnn Wells, Director of Arizona State Library, Archives and Public Records, Melanie Sturgeon, Director of the History and Archives Division, architects and others supplied information requested by Legislators and Legislative staff.

Outcome of Legislation

HB2765 was signed by the Governor on May 20, 2005, Laws 2005, Chapter 298.

SB1048 – Birth Certificates; Access

Sponsor

Senator: Johnson

Co-Sponsors

Representative: Anderson Senators: Soltero, Tibshraeny

Overview

SB1048 requires the Department of Health Services (Department) to provide copies of birth certificates to the Arizona State Library, Archives, and Public Records (ASLAPR) 75 years after a person’s birth rather than 75 years after a person’s death.

Background

The Director of the Department of Health Services acts as the State Registrar and is responsible for the system of vital records in Arizona. The Office of Vital Records is within the Department and is responsible for maintaining and issuing certified copies of vital records. Vital records include birth, death and fetal death certificates and certificates of birth resulting in a still birth. The statewide system of vital records was created using the recommendations of the federal agency responsible for national vital statistics, the National Center for Health Statistics.

5 Current law requires the Department to provide safe, secure and permanent preservation of vital records and to submit them to ASLAPR. The law also requires ASLAPR to issue copies and provide access to registered birth certificates and death certificates that are public records. Arizona Revised Statues (A.R.S.) §36-351 stipulates that a copy of a person’s registered birth certificate must be submitted to ASLAPR 75 years after the person’s death. However, current law also requires ASLAPR to make birth records available for inspection within 75 years after a person’s birth. Therefore, the Department’s requirement to submit a copy of the birth certificate and ASLAPR’s requirement to make the record available have conflicting filing dates.

Laws 2004, Chapter 117 rewrote and revised Arizona’s vital records statutes. Various provisions were reorganized and changed, including the process of submitting records to ASLAPR. Before last year’s legislation was enacted, the Department was required to submit a copy of a person’s birth certificate to ASLAPR 75 years after the person’s birth. Laws 2004, Chapter 117 inadvertently changed this provision and now requires the copy to be submitted 75 years after the person’s death.

SB1048 allows ASLAPR to conform to current public records laws by returning the requirement to what is was before the revision of the vital records statutes. The bill stipulates that a copy of a person’s birth certificate shall be submitted to ASLAPR 75 years after their birth.

Provision

• Modifies the requirement for the Department to submit a copy of a person’s birth certificate to ASLAPR from 75 years after their death to 75 years after their birth.

Arizona State Library, Archives and Public Records Involvement with SB1048

Melanie Sturgeon, Director of the History and Archives Division, and several staff from the Arizona Department of Health Services met with Senator Johnson and staff from Legislative Council to discuss the proposed legislation. Melanie testified at a Legislative committee hearing at the request of Senator Johnson.

Outcome of Legislation

SB1048 was signed by the Governor on April 11, 2005, Laws 2005, Chapter 46.

6 SB1065 – Historical Advisory Commission; Centennial 2012

Sponsors

Representative: Robson Senators: Tibshraeny, Bee

Co-Sponsor

Representative: Pearce

Overview

Requires the Arizona Historical Advisory Commission to develop and coordinate a statewide plan regarding Arizona’s centennial in 2012.

Background

Arizona will celebrate its 100th anniversary of statehood on February 14, 2012. In May 2004, the Coordinating Committee for the History of Arizona held a workshop with over 90 representatives from every county of the state. During the workshop, the Committee recommended that the Arizona Historical Advisory Commission (AHAC) serve as the coordinating entity for the state’s centennial plan.

AHAC is a statutory commission consisting of members appointed by the Director of Arizona State Library, Archives and Public Records who are experts in the disciplines of history, architecture and archaeology, professional librarians and archivists and other individuals who are associated with the interpretation, research, writing, preservation or teaching of the state’s heritage. AHAC also includes the Director of the Arizona Historical Society, the Director of the State Museum, the Director of the Arizona State Parks Board and the State Historic Preservation Officer. AHAC advises and makes recommendations to the Legislature and state agencies on matters related to historic preservation and encourages training and education in the field of historic preservation.

Provisions • Requires AHAC to develop and coordinate a statewide plan regarding the state’s centennial in 2012 to include: o advising the Legislature and state agencies on centennial history and heritage, arts and culture and related activities. o assisting the Governor’s countdown to the centennial to support school children learning about the state’s history. o recommending activities and projects that will ensure lasting legacy accomplishments to commemorate the centennial. • Allows the Director of the Arizona State Library, Archives and Public Records to accept and spend public and private appropriations, grants, gifts, contributions and devises to assist in carrying out this legislation.

7 • Requires the State Historic Preservation Officer rather than AHAC to include the performance of state agencies in initiating and satisfying the programmatic management of historic properties in AHAC’s annual report. • Adds experts in the field of arts, culture and the Indian nations’ history and heritage to the list of eligible members of AHAC. • Requires AHAC to: o advise the Legislature and state agencies on matters related to the state’s history. o recommend measures to the Legislature and state agencies to coordinate or improve the effectiveness of activities of state agencies and agencies of the political subdivisions of this state relating to the interpretation, research, writing and teaching of the state’s history and heritage, including the Indian nations’ history, heritage and preservation. o encourage training and education in the field of the interpretation, research, writing and teaching of the state’s history and heritage. • Requires the State Historic Preservation Officer to submit a report of the Historic Sites Review Committee’s activities to the Governor and Legislature by September 1 of each year. • AHAC must interpret, research and teach the Indian nations’ history and heritage in regards to Arizona’s history • Makes technical and conforming changes. • Repeals provisions relating to the Arizona centennial on September 1, 2014.

Arizona State Library, Archives and Public Records Involvement with SB1065

GladysAnn Wells, Director of Arizona State Library, Archives and Public Records, and Melanie Sturgeon, Director of the History and Archives Division, provided assistance with the language of the bill.

Outcome of Legislation

SB1065 was signed by the Governor on February 14, 2005, Laws 2005, Chapter 1.

SB1272 – Court Records; Preservation (WAS: HCSO; Chiropractic Care; Technical Correction)

Sponsor

Senator: Johnson

Overview

SB1272 requires the Clerk of the Superior Court to submit the records designated for destruction to the Director of the Arizona State Library, Archives and Public Records.

8 Background

A.R.S. § 12-282 requires the Clerk of the Superior Court to keep custody at the county seat, take charge of and safely keep/dispose of (according to court rules) all books, papers and records which may be filed or deposited in custody. The clerk is also directed to destroy all documents, records, instruments, books, papers, depositions, exhibits and transcripts in any action or proceeding in the superior court, or otherwise filed or deposited in custody pursuant to rules established by the Arizona Supreme Court.

Arizona Supreme Court Rule 29 instructs the Supreme Court to adopt retention and disposition schedules identifying the length of time court records must be kept prior to destruction and purge lists identifying documents to be removed from case files before storage or replication. The Superior Court is to follow these schedules except that destruction of case file records shall follow Rule 94, Rules of Civil Procedure and Rule 28, Rules of Criminal Procedure.

The Arizona State Library, Archives and Public Records (Library) is set forth by A.R.S. §41-1331 through §41-1352. The Library provides access to historical and contemporary resources.

Provisions • Requires the Clerk of the Superior Court to provide records designated for destruction to the Director of the Arizona State Library, Archives and Public Records according to court rules. • Removes the provision allowing the Library to review and inspect the records designated for destruction and the option of removing these records for storage and retrieval. • Mandates that the Clerk of the Superior Court shall deposit and the Library shall preserve all permanent superior court case files pursuant to court rules.

Arizona State Library, Archives and Public Records Involvement with SB1272

At the request of staff at the Arizona Supreme Court, Melanie Sturgeon, Director of the History and Archives Division, helped draft this legislation. Wendi Goen, Archivist, attended a Legislative committee hearing about the bill.

Outcome of Legislation

SB1272 was signed by the Governor on April 18, 2005, Laws 2005, Chapter 103.

9 SB1499 – Office of Public Access Counselor

Sponsors

Senators: Martin, Blendu, Paton

Co-Sponsors

Representatives: Downing, C. Gray, Pierce, Stump Senators: C. Allen, Arzberger, Bee, R. Burns, J. Garcia, Giffords, Gould, L. Gray, Harper, Huppenthal, Mitchell

Overview

SB1499 appropriates $185,000 in FY2006 from the state general fund to the Arizona State Library, Archives and Public Records for the establishment of the Office of the Public Access Advisor.

Background

The Arizona State Library, Archives and Public Records (ASLAPR or library) is charged with acquiring and providing access to materials relating to law, economics, sociology, the theory and practice of government, genealogy, and Arizona history. Additionally, the library is to provide a general and legal reference service, records management and archives program, depository programs, library development services, museums, and a service for persons who are unable to use traditional printed materials.

The state library is the central depository of all official books, records, and documents that are not in current use in various state offices, counties, and unincorporated cities and towns. The director establishes standards, procedures and techniques for the effective management of records. The director has the right of reasonable access to all non-confidential public records in the state or any political subdivision based on the historical and research value contained in those records. SB1499 establishes the Office of the Public Access Advisor within the state library to train public officials and educate the public on their rights and responsibilities of public agencies associated with public records and meetings.

Provisions

Office of the Public Access Advisor • Establishes the Office of the Public Access Advisor (advisor) in Arizona State Library, Archives and Public Records and requires the advisor to be a practicing attorney, work full time on office duties, and not be actively engaged in any other occupation, practice, profession or business. • Stipulates that under the direction of the ASLAPR director, the advisor shall do the following:

10 o Establish and administer a training program for public officials and for educating the public on the rights and responsibilities contained in public access laws and permits this duty to be fulfilled through contract. o Prepare interpretive and education materials/programs. o Distribute to elected or appointed public officials the public access laws and related materials • Requires the advisor to respond to informal inquiries and written requests for advisory opinions. The advisor shall not issue opinions concerning a specific lawsuit matter. • Outlines the procedure by which an advisor shall respond to informal inquiries and written requests, including filing instructions. • States that a public agency shall cooperate with the advisor in any informal inquiry, written request for an advisory opinion, investigation or proceeding. • Clarifies that a person is not required to file an inquiry or request for an opinion before filing action under any other law and states that the inquiry or request does not delay the running of a statute of limitation that applies to a related lawsuit or delay the duty of a public agency to comply with public access laws. • Prescribes the advisor’s activities and information to be included in the annual ASLAPR report, which is submitted to the Governor and Legislature. Terms of Office and Selection Committee • Establishes a selection committee consisting of seven representatives, including one from each of the following: a county, city/town, school district, newspapers, business, public, and ASLAPR director to nominate a person for the advisor position when there is a vacancy or term expiration. Outlines the committee’s process for appointing an advisor. • Designates the appointed advisor as a public officer, subject to conflict of interest laws with a term lasting five years. • Prohibits an advisor from serving more than three full terms, unless a successor has not been appointed. The person may serve until a successor is appointed or the person is removed from office by concurrent resolution approved by 2/3 of each legislative house for neglect of duty, conviction of improperly divulging information, misconduct or disability. • Permits for the forfeit of office by the advisor without legislative action. Joint Legislative Study Committee on Public Access Law • Creates the 14-member Joint Legislative Study Committee on Public Access Law to review and report on issues related to access of public meetings and records, civil actions, enforcement, expansion of advisor’s powers, court process, privacy and public records. The report shall be made annually by December 31 and submitted to the Governor, Legislature, the Secretary of State, and Director of ASLAPR. • Repeals the study committee on September 30, 2007. Miscellaneous • Defines advisor, director, office, person, public access laws, and public agency. • Sunsets the Office of the Public Access Advisor on July 1, 2015. • States that the purpose of the advisor’s officer is to train public officials and educate the public on the rights of the public and the responsibilities of agencies under public access laws and to issue advisory opinions interpreting such laws.

11 • Appropriates $185,000 from the state general fund in FY 06 to ASLAPR for the purposes of this act, including two full-time employees. • Contains a delayed effective date of December 31, 2005 for the Office of the Public Access Advisor.

Arizona State Library, Archives and Public Records Involvement with SB1499

GladysAnn Wells, Director of Arizona State Library, Archives and Public Records, Melanie Sturgeon, Director of the History and Archives Division, Laurie Sletten, Director of the Records Management Division, Lisa Maxwell, Records Management Specialist, Richard Pearce-Moses, Director of Digital Government Information, and Janet Fisher, Director of the Law and Research Library Division, provided information to Legislators and Legislative staff relating to this bill.

Outcome of Legislation

SB1499 passed the Senate on March 23, 2005 but failed Third Read in the House on May 11, 2005.

12

Arizona State Library, Archives and Public Records

BOARDS AND COMMISSIONS ANNUAL REPORT 2005

TABLE OF CONTENTS

ARIZONA HISTORICAL RECORDS ADVISORY BOARD Statutory Authority...... 2 Report of Accomplishments ...... 2

ARIZONA STATE BOARD ON GEOGRAPHIC AND HISTORIC NAMES Statutory Authority...... 5 Report of Accomplishments ...... 6

ARIZONA BOARD OF LIBRARY EXAMINERS Statutory Authority...... 8 Report of Accomplishments ...... 9

ARIZONA HISTORICAL RECORDS ADVISORY BOARD

Statutory Authority, A.R.S. §41-1355

Statutes that define the responsibilities of the Arizona Historical Records Advisory Board direct the Board to:

• Serve as the central advisory body for historical records planning and for National Historical Publications and Records Commission funded projects developed and carried out in this state; • Serve as a coordinating body to facilitate cooperation among historical records repositories and other information agencies in this state and as a state-level review body for grant proposals as defined in the National Historical Publications and Records Commission guidelines

Report of Accomplishments, 2005

Board membership

The Honorable Edward Cirillo assumed chairmanship of the Board in 2005, a year in which membership was expanded to thirteen members to fully include archivists, records managers, historians and the general public.

Meetings

The Board held five official business meetings. In addition, individual members represented the Board at the Arizona Convocation, History on the Mall, Arizona Statehood Day, and the Arizona Historical Convention.

Administrative Support Grant

AHRAB accomplished the objectives of its administrative support grant by revaluating its role in the historical record community.

The Board envisions a future Arizona in which: • The state’s historical record including that of its diverse populations is preserved and accessible • Arizonans are knowledgeable about the state’s heritage • Government and community leaders recognize the importance of and contribute to the preservation of historical records • Sufficient resources exist for the care and preservation of the state’s historical documents

The Board has articulated its mission to:

• Promote awareness of historically valuable records through education and training • Foster and support the preservation, access, and use of historical records, both public and private • Partner with other organizations and institutions involved in preservation of Arizona’s documentary heritage • Serve under-documented and under-served communities • Broaden the impact and visibility of the historical records community

Historical records are unique and irreplaceable. They are among the most important resources belonging to the people of Arizona. These records form a crucial part of our lives and they support current and future planning and decision-making. They offer insight and understanding of the many and diverse elements that make up Arizona; how we build our lives and our communities, the development of the State’s economy, culture, and politics.

Preserving these historical records and making them accessible is an ongoing challenge. Whether paper, photograph, recording, or electronic, each record has its own special preservation needs. Meeting this challenge is the work of historians, archivists, genealogists, and other professionals whose work depends on these records. It is this challenge that the Arizona Historical Records Advisory Board embraces.

The Board is dedicated to serving:

A. Organizations and individuals in Arizona who preserve, promote, and provide access to records and archives including: • Archives • Museums • Historical Societies • Public and Special Libraries • Corporations • State and Local Governments [See Appendices] • Under-documented groups • Underserved communities • Indian tribes and other communities providing oral histories

B. Allied cultural preservation organizations and groups including: • Friends of Arizona Archives • Coordinating Committee for History in Arizona • Museum Association of Arizona • Central Arizona Museum Association • Arizona State Library Association • NAU, UA and ASU Departments of History • Tribal Libraries and Museums • Community Colleges

C. Citizens of Arizona including: • New and experienced users of historical materials • General public, especially new or recent Arizona residents

Role of the Board

The role of the Board is to identify organizations and individuals in these audiences in Arizona. To fulfill this role it designs and implements programs to advocate the value of: • Preservation, access and use of historical records • Archival and museum programs and functions • The NHPRC grant program and AHRAB • Collaborations between historical records custodians and organizations • Strategic planning on a statewide scale

Specific undertakings begun in 2005 include efforts to Collaborate with the Arizona State Library, Archives and Public Records and the Arizona Historical Advisory Commission to prepare for and support the Arizona Centennial in 2012. Cooperate with others in developing a marketing plan to promote construction of the Polly Rosenbaum History and Archives Building. Seek corporate and political sponsors for this effort. Support public programs that champion preservation, access and use of historical records.

The Board touched historical organizations in communities across the state by publishing an updated action plan and a brochure publicizing NHPRC and AHRAB grant opportunities.

In 2005, the Arizona Historical Records Advisory Board went to new lengths to identify and communicate with its audience, provide assistance with grant programs, and prepare a plan of action for the next two years.

ARIZONA STATE BOARD ON GEOGRAPHIC AND HISTORIC NAMES

STATUTORY AUTHORITY – A.R.S. §41-835-838

The significance of geographic names was recognized by the State as early as 1945, when Arizona's Legislature declared it to be the policy of the state that geographic features retain the names they currently had in order to preserve Arizona's historical records. In 1982, the Arizona Board was created, and in 1990, the Arizona Legislature gave responsibility for determining the most appropriate names for geographic features to it.

Statutes that define the responsibilities of the Arizona State Board on Geographic and Historic Names, directs the board to:

• Receive and evaluate all proposals for changes in or additions to names of geographic features and places of historical significance in this state. It designates the most appropriate and acceptable names and the spelling of these names for use in maps and official government documents.

• Receive and evaluate all proposals for naming geographic features in this state for which no generally accepted name is or ha been in use. It designates the most appropriate and acceptable name names and the spelling of these names for use in maps and official government documents;

• Cooperate with political subdivisions of this state to eliminate the duplication of the names of geographic features that are not of historical significance,

• Assist and cooperate with the United States Board on Geographic Names in matters relating to names of geographic features and places in this state;

• Maintain a list of advisers who have expertise in this state’s history, geography, or culture and consult with those advisers in evaluating proposals;

• Designate one or more members to act as the state representative to the Council of Geographic Names Authorities.

Correct, accurate, authentic geographic names are essential to search and rescue efforts, law enforcement, land administration, boaters and hikers, etc. The primary purpose of the State Board is to standardize names of geographic features so that all levels of government and jurisdictions use the same name for the same feature.

The Arizona State Board on Geographic and Historic Names provides citizens the opportunity to name, rename, and research geographic names in the state of Arizona. It is the mission of the board to provide appropriate and official names for the State of Arizona. Without the board, Arizona names would be decided at the federal government level without Arizona’s voice.

REPORT OF ACCOMPLISHMENTS 2004 – 2005

Geographic Names Considered and Acted Upon

2004

• Barry Goldwater Peak – Commemorative new name for the unnamed highest summit in the White Tank Mountains, Maricopa County (Approved)

• Glen Canyon Reservoir – Proposed name change from Lake Powell (Rejected)

2005

• Banning Creek – Proposed spelling change for Bannon Creek, Prescott National Forest, Yavapai County (Approved)

• Echeverriah Point – Proposed spelling change for Chiavria Point in Grand Canyon National Park (Rejected)

• Sammie Rock – Proposed new name for unnamed rock pillar on the Colorado River, Yuma County (Rejected)

New and continuing Board members

The Board welcomed Lisa Henderson of the Arizona Dept. of Commerce as a new member. Ms Henderson was appointed in 2004 and will serve until January 2010.

Eugene Trobia of the Arizona State Land Dept. was appointed for another six year term in 2004. He will serve until January 2010.

Joy Hernbrode of the Office of the Arizona Attorney General was appointed as a Board advisor, replacing Patty Boland.

Review of Board Bylaws

The board’s bylaws were reviewed for consistency with state statute. It was determined that two bylaws, one allowing for deputy members and one stipulating that the board could not take action if both public members were present, were inconsistent with state statute. The board discontinued having deputy members starting with the January 2005 meeting.

Review Text added to State Board web page

The phrase “Native American tribal governments” was added to the list of entities mentioned on the web page that Board staff contact in researching a name proposal. The addition will help the Board communicate more effectively with those who which to interact with it.

ARIZONA BOARD OF LIBRARY EXAMINERS

STATUTORY AUTHORITY – A.R.S §11- 906

Arizona Revised Statutes sections 11-906 through 11-909 establish the Board of Library Examiners. The board is charged with passing on the qualifications of persons desiring to become County Librarians, and may, in writing, adopt rules and regulations not inconsistent with law for its government and to carry out the purposes of the article. The Board considers the candidates’ academic credentials, work experience, and library and management skills. All County Librarians must receive a certificate of qualification for the office by the Board of Library Examiners (A.R.S. 11-908).

The board is comprised of the Director of the Arizona State Library, Archives and Public Records, who is the ex-officio chair, the Librarian of the University of Arizona, the Librarian of the Phoenix Public Library, and two County Librarians appointed by the Director of the Arizona State Library, Archives and Public Records. The County Librarian members serve one-year terms, and the Director appoints the County Librarian members on a rotating basis to represent each county free library.

According to Arizona Administrative Code sections R2-4-01 and R2-4-02 an applicant for County Librarian shall have:

• A Master’s degree in library science and one year experience in a public library of recognized standing, or;

• A Bachelor’s degree conferred by an accredited college or university, plus fifteen hours of courses in library science and two years of appropriate experience in a public library of recognized standing, and;

• Satisfactory recommendations from two former employers.

In addition to the qualifications described above the board shall consider the applicant’s:

• Moral character and commendable conduct;

• Ability to work with the public, maintain public relations and conduct the financial affairs of a library in a business-like manner; and,

• Willingness to continue his or her training. The Board of Library Examiners meets, as needed, to consider applications to become County Librarians.

REPORT OF ACCOMPLISHMENTS 2005

Confirmed Susan Evans as qualified for the position of Yuma County Librarian.

Confirmed Pam Lieberenz as qualified for the position of Greenlee County Librarian.

Confirmed Jan Elliot as qualified for the position of Graham County Librarian.

Appointed Jan Elliot and Geneva Durkee to fill vacancies on the Board.