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Arizona State Legislature Meeting Notice Arizona State Library, Archives and Public Records ANNUAL REPORT 2004 TABLE OF CONTENTS AUGUST 25, 2004 LIBRARY BOARD MEETING Agenda ........................................................................................................ ……… 1 Draft Minutes of the August 13, 2003 Meeting............................................. ……… 2 ANNUAL REPORT TO THE BOARD Director’s Report ............................................................................... ……… 32 Library & Archives Snapshot: Fiscal, Staffing & Services Overview………... 35 Report of Accomplishments…........................................................... ……… 36 Performance Measures – 2004 Annual Report Summary................. ……… 51 State Grants-In-Aid ........................................................................... ……… 77 Impact of Library Services & Technology Act (LSTA)….................... ……… 78 • Information Access – Beyond Geography……………………………... 87 • FirstSearch Usage Graphs, Arizona Libraries Use.…………………... 88 • ProQuest Usage Graphs, Arizona Libraries Use.…………………….. 89 Partnerships for Donations/Grants to Arizona 1997-2004 (to Date).. ……… 90 • E-rate reimbursements for Arizona libraries, 1998–2004…… ……… 120 ACTION ITEMS – PROPOSED BOARD MOTIONS, SUPPORTING DOCUMENTATION: Compendium of legal citations for Arizona State Library, Archives and Public Records rule making responsibilities……………..…..……. 121 Government Information Access and Preservation……………………………. 122 • U.S. Government Printing Office – Federal Summary………………… 123 Arizona Historical Records Advisory Board…………………………………….. 127 Records Recovery (Replevin) Legal Issues……………………………………. 128 Confidentiality of Public Records…………………………………… .... ………. 129 Arizona Centennial………………………………………………………………… 130 • Draft Legislation………………………………………………….. ………. 132 • Letters of Support…………………………………………………………. 135 Budget Request FY2006…………………………………………………………. 142 • Average Inflation for Purchase of Library Legal Materials……………. 147 • Average Inflation for Purchase of Library Serials….………….………. 149 NEWS LETTERS TO THE LEGISLATURE 2004 ....................................... ……… 151 AGENCY AWARDS “Polly Award” .............................................................................................. ……… 160 “Turtle” Award............................................................................................. ……… 162 LEGISLATION OF INTEREST TO AGENCY SB 1079 – State Archives and History Building (HB 2069) …………………………. 164 SB 1269 – Public Records; index ………………………………………………………. 165 SJR 1001 – Arizona veterans’ highway………………………………………………… 166 HB 2007 – Geographic and Historic Names Board…………………………………… 167 HB 2350 – State Intellectual Property; sale; revenues……………………………….. 169 HB 2200 – Vital records; public health statistics………………………………….…… 170 HB 2500 – Injunction; name of geographic area……………………………………… 171 HCR 2036 – Geographic names board referendum (NOW: Geographic and Historic Names Board)…………………………………….……….. 172 APPENDIX Opinion of Arizona Attorney General No. 190-005, 1/9/90………………………….. A1 Inaccurate Material: Arizona Administrative Code, Title 2. Administrative Chapter 3. Department of Library Archives and Public Records…………… A5 Arizona Model for Web Access and Preservation…………………………………… A9 Records Recovery (Replevin), Other States Information…………………………… A61 Confidential Records, Other States Information……………………………………... A66 Electronic Reference Services Survey………………………………………………… A88 BOARDS AND COMMISSIONS Arizona State Library, Archives and Public Records, Boards and Commissions Annual Report 2004 2 ARIZONA STATE LEGISLATURE MEETING NOTICE OPEN TO THE PUBLIC BOARD OF LIBRARY, ARCHIVES AND PUBLIC RECORDS DATE: August 25, 2004 TIME: 2:00 pm PLACE: State Capitol, Suite 200, Library, Archives and Public Records Call To Order Introductions Adoption Of Minutes – August 13, 2003 Director’s Remarks • Polly Rosenbaum State Archives and History Building Update • Report of Accomplishments • Performance Measures • Crucial Needs – Space, staff, permanent public access to and preservation of government information Library and Archives Introductions Arizona Women’s Hall of Fame – Ken Evans – Induction: October 21, 2004, 2 – 4 pm Action Items • Rules (Removal of outdated material from the Arizona Administrative Code) • New Rules (Request Secretary of State to print ASLAPR rules in the Arizona Administrative Code) • Reconfirm legal requirement for all state published material to be sent to Governor, Speaker of the House, President of the Senate, Library and Archives • Arizona Historical Records Advisory Board – extension of pilot sub-grant local records support program • Recovery of state records from commercial sale • Confidentiality – request for review of options for time specific research access • Centennial – Arizona Historical Advisory Commission – Proposal to host state coordination • Library and Archives Budget Closing Remarks Library Board members Adjournment Order to be Set by Chairman MEMBERS: Jake Flake, Speaker of the House, Chair Harry Mitchell, Senator Ken Bennett, President of the Senate Meg Burton-Cahill, Representative _______(original signed)_____________ Speaker Jake Flake, Chair Title II of the Americans with Disabilities Act prohibits the Arizona State House from discriminating on the basis of disability in the provision of its services and public meetings. Individuals with disabilities may request reasonable accommodations, such as interpreters or alternative formats, by contacting the Senate Secretary’s Office at (602) 542- 4231 as soon as possible. Please be specific about the agenda item in which you are interested and for which you are requesting an accommodation. The Senate may not be able to provide certain accommodations prior to the meeting unless they are requested a reasonable time in advance of the meeting. This agenda will be made available in an alternative format on request. 1 **DRAFT** BOARD OF LIBRARY, ARCHIVES AND PUBLIC RECORDS MINUTES OF AUGUST 13, 2003 MEETING The Board of Library, Archives and Public Records met at 10:00 a.m. on August 13, 2003 at the Carnegie Center, 1101 West Washington, Phoenix, Arizona 85007. Members Ken Bennett, President of the Senate, Chair Arizona State Senate Jake Flake, Speaker of the House Arizona State House of Representatives Meg Burton-Cahill, Representative Arizona House of Representatives Harry Mitchell, Senator Arizona State Senate ASLAPR Staff GladysAnn Wells, Director Arizona State Library, Archives and Public Records Michael Carman Historic Preservation Officer Jane Kolbe, Division Director Library Development Division Ken Evans, Director Carnegie Center Janet Fisher, Division Director Law and Research Library Division David Hoober, Director Boards, Commissions and Development/ Acting Division Director, Museum Division Tom Martin, Chief Information Officer Information Technology Linda Montgomery, Division Director Braille and Talking Book Library Richard Pearce-Moses, Director Digital Government Information Melanie Sturgeon Division Director History and Archives Division Carol Westwood, Director of Operations Director’s Office Joel Ayala, Exhibit Designer Museum Division Cathy Griffin, Librarian Law and Research Library 2 **DRAFT** Julie Hoff, Maps Librarian Law and Research Library Betsy Lazan Librarian Law and Research Library Leslie Norton, Executive Assistant Director’s Office Marian Shepherd Museum Division Kristi Wisdom, Life Options Coordinator Carnegie Center Legislative Staff Ken Behringer, General Counsel Arizona Legislative Council Guests Betsey Bayless, Director Arizona Department of Administration Brenda Brown, Library Manager Peoria Public Library Debra Davenport, Auditor General Office of the Arizona Auditor General Ginny Dickey, Assistant Director, Legislative Affairs Arizona Department of Environmental Quality Karen Drake, Library Manager Chandler Public Library Larry Fellows, State Geologist Arizona Geological Survey Agnes Griffen, Retired, formerly Director, Tucson-Pima Public Library Chair, Statewide Library Development Commission Jackie Griffin, Library District Director Gila County Library District Elliott Hibbs, Director Arizona Department of Revenue David Hunenberg, Editor, AzLA Newsletter Sunrise Mountain Branch Manager Peoria Public Library Representative Huppenthal Arizona House of Representatives Doug Kupel Friends of the Arizona Archives Catherine May Friends of the Arizona Archives Teri Metros, Director Tempe Public Library 3 **DRAFT** Linda Meissner, Consultant Manager, Chandler LEED Project Brooke Sheldon, Director School of Information Resources and Library Sciences Richard Sims, Director Sharlot Hall Museum Linda Strock, Chair Arizona State Board on Geographic and Historic Names Laura Stone, Program Director Arizona Humanities Council Betsy Stunz-Hall, Acting Director Tucson-Pima Public Library Warren Whitney, Assistant Director, General Services Division Arizona Department of Administration CALL TO ORDER (Chairman, President Bennett) The meeting of the Board of Library, Archives and Public Records is called to order. INTRODUCTIONS I would like to begin with some introductions and I am going to ask GladysAnn Wells, the Director to introduce those up here at the table and any others that she would like to. When I asked her earlier, she said that through the process of our meeting today, many others will be introduced as part of presentations, so we may not do all introductions right now. In fact maybe I should introduce the legislative members. To my right is the Speaker of the House of Representatives,
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