Item C14
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 06/20/01
Division: Community Services
Bulk Item: Yes K-.. No
Department: Library Services
AGENDA ITEM WORDING:
Approval to submit 2001 Florida Local Historical Records Grant.
ITEM BACKGROUND:
Utilizing Federal grant funds, the Bureau of Archives and Records Management, Florida
Department of State, administers this program awarded through competitive application
to the Florida State Historical Records Advisory Board. Expected outcomes of the
program include the preservation of historical records; improved public access to current
and historical records; enhanced local records programs; and more efficient and effective
management of local government records.
PREVIOUS REVELANT BOCC ACTION: None
CONTRACT/AGREEMENT CHANGES: N/ A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $12,330 BUDGETED: Yes!i.- No.
COST TO COUNTY: .$10,330 (In-kind match of administrative salary; no additional staffing required.)
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
.. V7 - ~r,'r/Ol-
APPROVED BY: County A~ OMB/Purchasing K Risk Management
DOCUMENTATION:
Included X-
Not Required_
AGENDAITEM#~q
DIVISION DIRECTOR APPROVAL:
DISPOSITION:
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
GRANT SUMMARY
Date: 6-20-01
Grant Name: 2001 Florida Local Historical Records Grant
Grant Period: November 2001-August 2002
Funding Agency: Florida Department of State, Bureau of Archives and Records Management
Application Deadline: July 16, 2001
Project Description: The Florida History Department of the Monroe County Public Library houses a
collection of approximately 15,000 pages of early court records that because of age and condition are not
accessible to the public. The outcome of this project is to have these records sorted, indexed,
microfilmed and made available to the public.
GRANT COSTS
Total Project CostS 12,330
Grant$ 2,000
Match:$1 0,330 (In-kind
match of salaries.)
ESTIMATED ONGOING COST: $0
(Not included in dollar value above)
For:
(eg. maintenance, utilities, janitorial, salaries, etc.)
GRANT REVIEW
Date
Out
Date In {
Division Director f:z-1'610 ~ &;10 I
Department -1_1_ 0 fiLl & I 01
Head
Project Manager _1-1_ ~JJm
Grants Manager Ie...! Ie...! () I R:L€)OI
Comments:
OMB FORM Revised 1/23/96
FLORIDA
LOCAL HISTORICAL RECORDS GRANT PROGRAM
STATE HISTORICAL RECORDS ADVISORY BOARD
GRANT APPLICATION
Submit one (1) original & one (1) copy to: Bureau of Archives and Records
Management
Department of State, Mail Station 9A
Tallahassee, FL 32399-0260
1
PROPOSED PROJECT
Project Title: South Florida Court Records Preservation
From: November 2001 To: Auaust 2002
Beginning Date of Project Completion Date of Project
Amount Requested: _$2,000
TOTAL
2
SUBMITfED BY Monroe County Public Library (Local History Collection)
Name of Applicant Organization
Address: 700 Flemina Street
Street
Key West FL
City State
AUTHORIZING OFFICIAL: Georae Neuaent
Name
33040
Zip
305-292-3595
Telephone
Monroe County Mayor
TlUe Emall
Address: 5100 Colleae Road Stock Island
Street
City
State
Zip
33040
Telephone
305-292-4441
FBX
Key West
FL
Projed Director: Thomas L. Hambriaht (resume attached)
Name
TItle
Historian
Emall
Address: 700 Flemina Street
Street
City
FL
State
33040
Zip
305-292-3595
Telephone
305-295-3626
FBX
Key West
3
INTRODUcnON (Attach additional sheets if necessary.)
The Local History Department ofthe Monroe County Library maintains the local history, genealogy and
photographic collections for Key West and Monroe County. The collections are housed in a fire and storm proof
vault in Key West. Two Monroe County employees, a historian and genealogist staff the department. During the
fiscal year 1999/2000 the department had 6,508 patrons.
4
PROJECT PROPOSAL (Attach additlonal sheets if necessary.)
a. Overview. The History Department has a collection of approximately 15,000 pages of early court
records that because of age and condition are not available to the public. The goal is to have these
records sorted, indexed, microfilmed and made available to the public.
b. Justification. Lack of funds and manpower has prevented these documents from being microfilmed
or electronically copied. These are court and associated records from 1828 to 1919 with the bulk of
the records in the 1830s, 1840s and 1850's and cover criminal and civil cases in what is now Monroe,
Dade, Broward, Lee and Collier Counties. Included in the records are summaries of cases, jury
findings, jury list, Governor's appointments, a number of cases involving Jacob Houseman, marriage
applications, citizenship applications and grand jury reports for Monroe and Dade counties 1840 to
1860. The last papers in the file is a 1919 case from the Criminal Court of Record of Dade County,
"The State of Florida versus the Miami Water Company for providing water that was contaminated,
impure, polluted and unwholesome, thereby injuring the health of the citizens of Miami."
The cases for the 1830's have been sorted, filed and indexed. The remaining documents will be filed
by years and cases and indexed by the Library staff prior to copying. A few of the historically
significant cases and documents in the 1830's are:
1. The first murder case and execution in South Florida with the trial and execution of Norman
Sherwood in 1830.
2. The trial of ten free men of color for entering the Territory of Florida illegally in violation of the law
to prevent free men of color from being brought into Florida.
3. Other early murder cases are from the Keys, Dade and Lee counties.
4. Joseph Delespine's claim for the Spanish land grant given to Juan Xavier de Arrambide. The grant
covers 92,176 acres of land in today's Dade and Broward counties. The trial was in 1837. The U.S.
Supreme Court settled the case in 1841.
5. Future U.S. Senator Stephen Mallory charged with discharging a firearm in the city in 1837.
6. Some other interesting documents are: the commission of William Cooley, as Justice of the Peace;
letters from C. Downey about work on Looe Key; a letter written from William Marvin while he is at the
St. Joseph Convention; Benjamin B. Strobel's commissions as a Justice of the Peace and Notary
Public; and John Dubose files for 100 acres homestead on the Miami River.
c. Plan of Work. The Florida History staff will sort the court records by cases and dates and establish a
filing system. The records will be indexed using a common database such as Microsoft. After the
records are arranged and filed an outside contractor will microfilm the collection.
d. Specific results or product (s). The results will be a computer-generated index and microfilm.
Six copies will be produced of each microfilm for distribution to the State Archives,
Monroe County Clerk of Court, Dade County, Lee County and Monroe County Library.
e. Post-project evaluation. The project will be judged successful when the records are indexed and
microfilmed.
5
Relationship of the project to the programs' goals. This program will preserve the oldest court records in South
Florida. Once the records are microfilmed they will be made available to researchers across the state.
6
BUDGET SUMMARY (Round aI/ amounts to the nearest dol/ar.)
Grant Funds Cost-Sharing Total
SalarieslWages
Historian 20 hours week 20 weeks $ $7,532 $
Genealogist 10 hours week 20 weeks $ $2,798 $
$ $ $
Fringe Benefits (%)
$ $ $
$ $ $
$ $ $
Services
Microfilm contract $ 2,000 $ $
$ $ $
$ $ $
supplies/Materials
$ $ $
$ $ $
$ $ $
Consultant Fees
$ $ $
$ $ $
$ $ $
Travel
$ $ $
$ $ $
$ $ $
Per Diem
$ $ $
$ $ $
$ $ $
Equipment
$ $ $
$ $ $
$ $ $
Other
$ $ $
$ $ $
$ $ $
GRAND TOTALS $ 2.000 $ 10,330 $ 12,330
7
BUDGET NARRATIVE (Attach additional sheets if necessary.)
The Local history staff will arrange the collection and develop an index and after this is completed an outside
contractor will copy the records and produce a master and six copies of the microfilm. Grant funds will only be
used for a contractor hired in accordance with Monroe County policy and produce a microfilm in accordance
standards in rule 18-26, Florida Administrative Code.
8
AUTHORIZING OFRCIAL
George Neugent, Mayor Monroe County
Typed Name
Slanature
Date
B