GENESEE COUNTY HISTORY DEPARTMENT & RECORDS MANAGEMENT 2012 Annual Report During 2012 the Genesee County History Department continued the development of the Research Library, County Archives and the Records Management program. [Note: the County Historian is the Records Management Officer for the County.] The major accomplishments during 2012 included the foundation of a Disaster Management Plan for the County and the Commemoration of the Bicentennial of the War of 1812. COMPREHENSIVE PLAN From the County s Comprehensive Plan for Parks, Recreation and Culture (PR01) the History Department is involved in supporting tourism and encourages people to visit the county; and within the Government Administration (GA16), the County Historian continues to interact with the schools. To accomplish both goals the Department established a Research Library, County Archives and continues to assist researchers of local history. The department s volunteers create indexes which improves public access to our records, increases tourism and programs for area organizations. In addition, the County Historian has worked toward improving communications with the Tonawanda Indian Reservation (GA07) by including representation and encouraging participation with both the Genesee County Historians Association and the Genesee County Federation of Historical Agencies. The Genesee County Historians Association includes the Municipal Historians who represent every town, village and the City of Batavia. The Genesee County Federation of Historical Agencies includes representatives from the various historical societies, museums, historians and history organizations. The County Historian provides support and organizes the meetings of both organizations in an effort to coordinate history related cultural events (PR02). In an effort to provide support to the Municipal Clerks, the County Historian, as the Records Management Officer, provides assistance with writing State Archives grants (GA11). To continually meet with representatives of adjacent counties to discuss areas of common concern (GA09), the County Historian serves on the New York State Archives Region 8 Regional Advisory Committee for Records Management and is a board member of the Government Appointed Historians of Western New York State. CURRENT STAFF Susan L. Conklin, County Historian/Records Management Officer Judy Stiles, History Department Research Assistant Robin Goetze, Microfilm Clerk/Records Management 37.5 hours per week 29.5 hours per week 29.5 hours per week - 1 -
VOLUNTEERS AND STUDENT INTERNS Name Affiliation Project Hours Jim Carr RSVP Indexes were created for: Achievers 2001-2007, Q&A Articles 2008-2011, Scott Desmit articles 2008-2011, Obituaries 2011, Civil War Era collection from Michael Tucker, Estate of Esther Francis, Pavilion History book, Stafford History Book, and more Mary Carr RSVP 2012 Daily Newspapers were clipped, copied * and filed Larry Barnes RSVP Processed nine boxes from the Ronald Martin * donation Bill Dougherty RSVP Baseball History and other Newspaper articles * Ruth Newton RSVP 1905 State Census indexing project * Leilani Spring RSVP 2012 Daily Newspaper was indexed * * Total R.S.V.P. hours = 916.36 Rick Brewer Volunteer Completed research on the 1960 s and the Impact on Genesee County. Began working on the Roaring 20 s research completed on 1919- September 1920. * 87.25 Joe Cassidy Volunteer Arranged the War of 1812 pension 38 applications copied from the State Archives Lee Hendershott Volunteer Indexed Obituaries & Births for 1958 140.5 Sharon Larson Volunteer Marshall Project conducted oral histories 24 and organizing files Carol Hertel Volunteer 1915 State Census Indexing project and 25 organizing Taverns/Hotels into a binder Doreen Wright Service Tuition Indexed the Gazetteer of Genesee County by 25.25 Program Beers Constance Cline- Harden Job Development 158.50 George McKeown GCC Students Job Development Service Learning County Home Index was completed and placed into binders. Also assisted with sorting newspaper clippings into related subject from the Miscellaneous Notebook Collection Indexed Mechanic Liens, Horse Pedigree, Liquor Unlawful Sale & Distribution, 1854 & 1916 maps, and Atlases 1866, 1876 and 1904 Researching Presidential Elections, Copying articles about crime and organizing Sports articles Total hours donated = 1,400.50 During 2012 our volunteers have worked a total of 2,316.86 hours and projects completed provide increased public access to the collection. (Projects of the volunteers and students are coordinated by Judy and Sue.) 843 59-2 -
AmeriCorps Project: Ruth Koch is our AmeriCorps Member and she started working in October 2011. This is our 7 th Genesee County History Department s AmeriCorps Member and her project completed the Civil War Indexing Project. The AmeriCorps Member worked with GCC students from the Service Learning program to create a Civil War database index which identifies veterans, the battles they fought in and genealogical information. A worksheet was designed and students used the department s military notebook collection regarding veterans from the Civil War. This project resulted in a resource posted on the County s internet and improved access to the collection. The project was sponsored by the Genesee County Historians Association, which provided the needed funding of $2,200 to support the 900 hour project. Fund raising projects were coordinated by the County Historian. Ruth also worked along with a volunteer to complete the Impact of the 1960 s on Genesee County. Project activities included copying Daily News articles from the time period, arranging them into nine 3-inch notebooks and creating an index for public access. This project resulted into a unique resource of the county. RESEARCH LIBRARY & COLLECTION DEVELOPMENT Assisted the public with genealogy and local history research / Total assisted during 2012 with request for genealogy and local history = 2,233 [Break-down includes: 43 written requests, 73 e-mail, 2,117 walk-ins and phone calls]. The History Department s webpage has continued to develop with assistance from the IT Department. (Judy & Sue) Revenue generated by answering genealogies and requests for local history Total of $1,842.75 was submitted in revenue. [The revenue includes the User Fee for noncounty residents, payment for conducting research (total of 41 paid requests in 2012) and the cost for copies.] (Judy) Genealogy Collection was increased by the addition of 100 new family files. (Judy) Donations to the History Department totaled 35 and included books, atlases, posters, photographs, a watercolor of the Robert Morris School, and the dedication program from the Redfield Parkway 100 th Anniversary. All the books were cataloged into the Research Library s collection and additional items were added to the files. All donations are available for research. Total number of books cataloged into the Research Library collection = 129 (Sue 33 & Judy 96) Projects Completed: Information was copied from the New York State Archives in 2011 regarding the Soldiers/Veterans of the War of 1812 from Genesee County and the Construction of the New York State Arsenal in Batavia and was arranged for public access in 2012. The collection grew from two binders to a total of twelve. To promote the collection and commemorate the Bicentennial of the War of 1812, a display board and - 3 -
presentation were created. (Sue) The Genesee County Historians Association also dedicated a historical marker, located within the Peace Garden. (Sue) The index of the County Home Records was completed, printed and posted on the website. A printed copy, sorted alphabetically was also created for researchers to improve public access. (Judy and Job Development Worker) The indexing of the 1905 State Census began in 2011. A department volunteer is transcribing the handwritten records and typing the information into a database. As each town is completed a listing is placed on the website for public access. In 2012 the Town of Batavia was completed and a printed copy, sorted alphabetically by household, was also created for researchers. (Judy and Volunteer) The Miscellaneous Notebook Collection (containing 15 binders) was divided into separate subjects (marriage, birth, death, military, etc.) which are being indexed. During 2012 a total of 8 binders were completed. This project will improve public access to the collection and replaces the former obsolete filing practice. (Judy) Indexing of the County Atlases (1866, 1876 and 1905) has been completed and is being proofed. The corrected copy will be added to the department s website. Printed copies, sorted alphabetically, will also be created for researchers. (Job Development Worker and Judy) Subject collections were organized from the files into binders to improve public access. Completed were Sports (3 notebooks), Quirky & Bizarre (2 notebooks) and Brides of Genesee (2 notebooks and was indexed). (AmeriCorps Member, Volunteers and Sue) New Projects Started: The Archives Finding Aids project began in 2012 as an effort to improve access to the entire History Department collection. The aids are developed by topic and may include copies of the bibliographies from the Research Library cataloged books, the Archives catalog, files listings, photographs inventories, archival box file folder listings, indexes, maps and general reference materials. Completed were: Diaries, Fires & Firemen, Schools, Scrapbooks, and Native Americans. (Sue) The indexing of the 1915 State Census began in 2012. A department volunteer is transcribing the handwritten records and typing the information into a database. As each town is completed a listing will be placed on the website for public access. The Towns Alabama through Elba have been completed and are being proofed before being added to the department s website. A printed copy, sorted alphabetically by household, is also being created for researchers. (AmeriCorps Member) Subject collections were organized from the files into binders to improve public access. Started were Taverns/Hotels and Crime. (Sue and Volunteers) - 4 -
Roaring 1920 s project activities includes locating and copying Daily Newspaper articles from the time period, arranging them into notebooks and creating an index for public access. Long-term projects for the information will include the creation of a display and a presentation. (AmeriCorps Member and Volunteer) PUBLIC RELATIONS (Promotion of Local History) 1. A total of 27 presentations were provided to promote local history. The total attendance was 2,006. (Sue) 2. A new presentation was created The Brides of Genesee For Better or Worst which was presented in conjunction with an exhibit held at the Holland Land Office Museum. (Sue) 3. Between March and December the History Department had a booth at the major community events within the county to promote the department and projects of the Genesee County Historians Association. (Robin, Sue, Ruth & Judy) 4. The History Department and the Batavia Cemetery Association continued working together for the 2012 ghost walks and cemetery tours. The History Department provided assistance with the Cemetery s Summer Tour and October event (Sue & Robin) Four Ghost Walks were held and 40 people attended. (Sue) RECORDS MANAGEMENT Records Center Activities (Sue) Departments Dispositions within Records Center Transfers Requests Disposition within Offices Central Services 2 1 Cooperative Extension 3 11 3 County Attorney County Clerk 3 Co. Manager & Assistant Co. Manager 2.3 Court - Family 6 Court Supreme & County District Attorney 78 51 DSS 70.32 EMS Facilities Management 2 1 2 8.72 Genesee Career Center 20 1 8 GLOW 1 1 5 History 1-5 -
Health 12 86 23 Human Resources 6 22 IT 1 Legislature Mental Health 16 1 3 Nursing Home 75 126 12.4 Office for the Aging 3 6 7.04 Planning 2 5 7.00 Probation 1 Public Defender 50 20 Sheriff 10 36 22 Soil & Water.50 Treasurer 46 71 11 Worker s Compensation 1 Youth Bureau 1 Grand Totals 180 507 169 107.28 Total number of boxes currently being stored within the Records Center is 3,989 Microfilm Lab (Robin) Department Cubic Feet Film Created Loaded Fiche Mental Heath / 2006 45 49 1,950 Treasurer / 2008-2009 5 11-0- Probation / 2009 18 22 1,000 Human Resources 1 1-0- Totals 69 83 2,950 As a result of filming the Records Center does not have to store 69 cubic feet of records. Disaster Management Plan (Sue) In 2012 the County was awarded a Local Government Improvement Fund grant in the amount of $15,414 for the development of a Disaster Management Plan. Funding was used to hire a consultant, who worked with the County s Disaster Recovery Team to develop a plan and report. Two clerks were hired who worked on creating Priority Salvage Lists for the departments and assisted the County Historian with an improvement project in the Records Center. The plan will be used for future improvements and as a guide should a disaster occur. As a result of the Disaster Management Plan a total of 403 boxes located on the lowest shelves within the Records Center were moved to higher locations. All of the boxes stored on the lowest shelving were reviewed and those with the retention of greater than six years were identified. New locations were assigned, boxes were moved, the database was updated and the original transfer sheets were changed to include the new box location number. This project resulted in safer locations for boxes with extended retentions should water damage occur within the Records Center. - 6 -
In 2012 the County Historian served on the following committees: 1. Genesee County Historians Association met 8 times during the year. Meetings are coordinated by the County Historian and the organization, composed of the Municipal Historians, annually works on projects to generate interest in local history. 2. The Genesee County Federation of Historical Agencies completed its third year which included four meetings. The focus this year was coordinating the Commemoration of the War of 1812. (Sue as Chair) 3. Genesee County Historian serves as the first Executive Council Chair for the Government Appointed Historians of Western New York (GAHWNY). The fourth full day meeting/training was once again hosted in Batavia and was a great success with 70 historians from 10 counties attending this event. The fall meeting was also chaired by the Genesee County Historian and was held at the SUNY Campus located in Brockport with an attendance of 68 historians. This organization is dedicated to the promotion, research, interpretation and preservation of history relating to the western portion of the State of New York. GAHWNY has developed a website and coordinates two annual meetings / programs that encourage the betterment of historians through education and training. 4. Genesee County Records Management Advisory Board 5. Park, Recreation & Culture Focus Group / County s Comprehensive Plan 6. New York State Archives Region 8 Regional Advisory Committee 7. Pathways Through History Committee for the Finger Lakes Region of New York State I wish to express my sincere appreciation to: Those who donated, for their generous gifts are greatly appreciated. The History Department continued to receive generous donations of research material from the public. It is thanks to these donations that our collection has grown and developed; All our volunteers, for without them the History Department would not be able to complete so many projects; The Genesee County Departments and the Records Management Advisory Board for their support with Records Management; The Genesee County Legislators for their assistance and support with both the History projects and Records Management; and especially; To the Genesee County Historians Association for their encouragement and financial support for the History Department s projects and with their preservation of local history. Respectfully Submitted, Susan L. Conklin County Historian & Records Management Officer January 2013-7 -