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Home My WebLink About1995-08-28 95-384 ORDERCcumll Action Man 08-28-1995 Item No: 95-Ig- Mem/S:bftb[:., OnER: Authorizing the Transfer of Ponds from the City's Contingency Account to the City Clerk's Office for flersf Nlle llapYl:nPM1: Purposes of Records Restoration. City Clerk Comomm"W1 The City Clerk's Office has Vital Records dating back to the late 1700's. These records include hirth, death a marriages. Yearly approximately 3.000 records a received to . be recorded A £fled with c r and accuracy. In additfon,emendments 5 supplements of various forme are receivedand must be added to 6 kept with the original records. All new records received s entered into the computer but the original records a constantly referred to (handled). In the past these records have been filed and maintained at a minimal cost Cc the City. Space for the safe -keeping of our Vital Records a they are w kept is becoming limited. Age, handling, acidity and lack of proper storage In our rapidly shrinking vault storage is slowly destroying. a: part of Bangor's history. Restoration and preservation will not only save our records but will also space in our vault, eliminating bulky boxes and inadequate foldersandbinders. The condition of our vital r e records and :what v would like to be dbfng to presex them was presentedto the Finance Commitee onAug.21, 1995. Mesa same records will be available to the entire Council before.the next Council meeting (or at any time in our office). 11 11111 11 1 glip1111111111 r� CW a aV Atroeimed Inbrmabon: ¢wcefi veno (08-22-95), - - eBLuce... gi/aG,N7. 1O � .N FOinmte �t'�%"'� LnM Approval: - Inuoduced For ❑parmae ❑ Find Reading ❑Referral paP_of_ 95-384 AuiRned to Councilor Blanchette August 28. 1995 CITY OF BANGOR (TITLE.) (0aera Auth iz1nf_.th,e, Transfer of Funds from the Ci '.s contingency Account to the City. Clerk's Offi f Purpose f Records Restoration. .. ........._ _... _............. ...... BY the City Cmui{ of Cfly e/BSWar. - ORDERED. TEAT the transfer of $6,500 from the City's Contingency Account to the City Cletk'a Office (Account 1002-)2001100) is hereby authorized. IN CITY COUNCIL August 28, 1995 Notion to Amend by adding that an amount deemed appropriate by the City Clerk be included in the Clerk's yearly Budget for Records Preservation and Restoration. Motion Withdraw Order Passed Councilor Soucy requested that the City Manager d City Clerk sate an Order to include funding for this purpose in the ClgrVyearly Budget. CITY eRRR 95-384 ORDER Title, Authorizing the Transfer of Funds from the City's Contingency Account to the City Clerk's Office YOi .2utposes 'di 'aenordn'anaidlLciod: ................((ff//..''................... Assigned&Z/ to Councilman 95-384 Id1Y {fN:N llN lldl TO: MEMBERS OF THE CITY COUNCIL FR: RUSSELL J. BURMESE, CITY CLERK DA: AUGUST 22, 1995 RE: RECORDS RESTORATION — OTHER MUNICIPALITIES AT COUNCILOR POPPER' E REQUEST I CONTACTED SIR MUNICIPALITIES TO REFERENCE THEIR EFFORTS IN RECORDS RESTORATION. SOUTH PORTLAND: POPULATION 22,700 — THE SAFE RESTORATION PROCESS AND PROJECT AS IN BANGOR — 1950'S HAVE BEEN COMPLETED LEWISTON: POPULATION 40,500 — THE SAME RESTORATION PROJECT AS IN BANGOR. 19201S AND 1430'S COMPLETED. PORTLAND — POPULATION 61.600 — PRECLUDING RESTORATION (WHICH IS IN THE FUTURE) PORTLAND IS HAVING THEIR RECORDS PROFESSIONALLY TYPED INTO PERMANENT RECORD BOORS WHICH THEY CLAIM IS VERY EXPENSIVE. WATERVILLE; POPULATION 17,800 — SOME RESTORATION USING TRE SANE PROCESS AS BANGOR. FRENCBVILLE: POPULATION 1,450 — (MENTIONED AT FINANCE MEETING) $4,000.00 IN RESTORATION IN 1995. CAPE ELIZABETH: POPULATION 9,000 — ONGOING RESTORATION. WAS RECEIVING $2,000 PER YEAR — INCREASED TO $5,000 TRIS YEAR. IN GENERAL RESTORATION IN OTHER TOWNS IS DIRECTED TOWARDS RECORDS THAT AGE THE HOST DETERIORATED —IN SOME CASES TOWN/CITY RECORDS ARE BEING RESTORED BEFORE VITAL RECORDS. TGWNS/CITIES THAT ARE NOT "HOSPITAL TOWNS" OO NOT HAVE THE VOLUME OF VITAL RECORDS TWAT WE DO IN BANGOR. 95-904 1 b MEMORANDUM TO: MENDERS OF TRE FINANCE COMMITTEE FR: RUSSELL J. MCKENNA, CITY CLERK DA: AUGUST 16. 1995 RK: VITAL RECORDS RESTORATION CHAPTER II, ARTICLE 4 RESORBS DEPARTMENT CREATED SEC. 2.5 - VITAL RECORDS To Pile and Maintain All Births, Deaths and Marriage, and such other Records as may be Prescribed by State Statute. IN REFERENCE TO THE ABOVE CHAPTER II. ARTICLE 4, SEC. 2.5 OF THE LAWS ANO ORDINANCES OF THE CITY OF BANGOR, I, AS CITY CLERK, NAVE TRIED OVER THE YEARS TO FILE AND MAINTAIN ALL VITAL RECORDS..I HAVE TREED SEVERAL METHODS (BINDERS BINDING IN PERMANENT BOOKS). SOME RECORDS ARE KEPT IN FILE CABINETS AND TEEN ENTERED IN TO THE COMPUTER UNTIL THEY CAN BE KEPT IN PERMANENT STORAGE BOOKS. I REQUESTED A MEETING WITH THE FINANCE COMMITTEE SO I MAY EXPLAIN THE PROCEDURES WE ARE CURRENTLY USING IN OUR OFFICE AND TO REQUEST ADDITIONAL RUDER TO CONTINUE. BILL STEWART FROM BROWN'S RIVER BINDERY WILL ANSWER ANY QUESTIONS AS TO THE RESTORATION AND PRESERVATION PROCEDURE. 95-384 COMMENTS FROM CITY CLUBS: VITAL RECORDS: THE CITY CLEM IS RESPONSIBLE MR RECORDS KEEPING - VITAL WOOS ARE VERY IMPORTANT RECORDS ANO ARE USED ANE REQUESTED ON A CONTINUAL BASIS BY OUR CITIZENS. CERTIFIED COPIES OF THESE RECORDS ARE NEEDED FOR TEMPLE POR SCHOOL REGISTRATION. NEW EMPLOYMENT. TRAVEL. INSURANCE PURPOSES, BANK ACCOUNTS, ETC. EACH MOM IS KEPT IN THE TOWN/CITY OF OCCURANCE, THE PLACE OF RESIDENCE AT THE TIME OF OCCUWCE, AND AT THE OFFICE OF VITAL STATISTICS IN AUGUSTA. MULTIPLE RECORDINGS ARE NECESSARY BECAUSE THESE RECORDS ARE VITAL AND IP LOST, DESTROYED OR MISPLACES THEY MUST BE ABLE TO BE OBTAINED. THIS OFFICE NOT ONLY FILES AND RECORDS VITAL RECORDS, WE ALSO MUST ATTEND TO AMENDMENTS, SUPPLEMENTS, PATERNITY, LEGITIMATIONS. ETC. - ALL OF WHICH MUST BE HANDLED WITH CARE, ACCURACY AND IN MANY CASES A GREAT DEAL OF SENSITIVITY. THIS AGAIN IS A SERVICE TO THE CITIZENS OF BANGOR. THIS SERVICE MORE THAN PAYS MR ITSELF BY THE REVENUE IT GENERATES. THE CITY CLEAR'S OFFICE RECORDS 1,700 USERS, 350 MARRIAGES S 950 DEATHS IN ONE YEAR BUT ALSO PROCESSES ABOUT 10.500 REQUESTS POR COPIES OF THESE DOCUMENTS PER YEAR 95-384 BROWN'S P"ER RECORDS PRESERVATION SERVIUS One Allen Matin Dow PO Eoa 8501 Essex, VT O5C51 800-639-3027 502-838-3335 Fax 80 ,8]BL932 May 15, 1995 City ofBnngof Russell L McKenna, City Clerk 73 Harlow Street Bangor, MB 04401 Dear Russ: Thank you for entrusting your Birth records to Brown's River. Conservation work will be completed and the documents returned in ten to twelve weeks. As we discussed, I have estimated that you have 8,600 small (similar to those we have now) certificates left to preserve. At the current price of $J5 each, this represents an investment of approximately $6450.00. Again I thank you for your continued trust and look krward to seeing you again soon. Best regards, Bill Stewart TREATMENT REPORT August,1995 BIRTRS 1900.1905 BANGOR, ME Cnnditinn on receipe Loose certificates. Paper acidic, weak and torn at holes and edges TrfOm . Gross tears mended with Japanese tissue and ethyl cellulose paste. Paper deacidified using Wei To soft spray. Certificates mounted on acid -free paper and encapsulated in Mylar Type D envelopes. Envelopes bound in record binder. 95-384 TREATMENT REPORT August, 1995 BIRTHS 1904190] BANGOR,ME Condit on on receipt. Loose certificates. Paper acidic, weak and torn at holes and edges. Tr anent: Gross tears mended with Japanese tissue and ethyl cellulose paste. Paper deacidified using Wei T'o soft spray. Certificates mounted on acid -free paper and encapsulated in Mylar Type D envelopes. Envelopes bound in recent binder. TREATMENT REPORT August, 1995 BIRTHS I9011-1909 BANGOR ME Cnnditinn on rcceird Loose certificates. Paper acidic, weak and torn at holes and edges Trear,nmt: Gross tears mended with Japanese tissue and ethyl cellulose paste. Paper deacidified using Wei T'o soft spray. Certificates mounted on acid -fres paper and encapsulated in Mylar Type D envelopes. Envelopes bound in record binder. �n_ M,M,Fr,...AIWN.o.„rrr EMMRIE j