paperwork information on creation of SOHS White City Archives Building
Existing Building schemata
January 10, 1985 meeting memo: Kathy Beckett, County Clerk to Nick Clark, SOHS Director, Jerry Barnes, County Commissioner re: Rich Thelen involved in move and transition, need to draw up contract and train & deputize. there is money for microfilming to be done (note: many old marriage records of the county had never been microfilmed)
December 27, 1984 meeting note: Nicholas L. Clark, Exec. Dir. to Jerry Becker of J.B. Steel re: Jackson County Commission gave final approval to SOHS Archives Project with SOHS authorizing J.B. Steel, Inc to expend up to $131,000 in constructing building
November 16, 1984 letter of intent: Nicholas L. Clark, Exec. Dir., to Jerry Becker of J.B. Steel Co. stating Board of Trustees voted to spend up to $131,000.00 to build archives storage facility in White City, OR, and awarding J.B. Steel Co. to do construction of the facility, provided Jackson County Commission accepts design and building specs.
November 8, 1984 note from Jerry Barnes, Chairman of Jackson County Board of County Commissioners, to Nicholas L. Clark, Executive Director of SOHS: discussion of archives building plans scheduled for Commissioners' daily session November 27, 1984 and welcoming him to attend
November 8, 1984 note from Nicholas L. Clark, SOHS Exec. Dir. to Commissioner Jerry Barnes of Jackson County Commission: at special October board meeting, SOHS trustees agreed to spend up to $131,608.00 for construction of metal county archives building on Jackson County property near White City; bid and building specifications presented by J.B. Steel Co. was attached
September 12, 1984 Records Storage Hearing. in attendance: Layne Wollschlager, project coordinator; Anne Veysey, records analyst; Mr. Miles, Oregon State Archives; Kathy Beckett, County Clerk of Jackson County; Kay Atwood, member ?records management committee; a woman from the Josephine County Historical Society; Isabel Sickels, SOHS Board Member; Marian Lahr, Admin Asst. SOHS. attached note tells of State Archivist being at odds with Attorney General's opinion, noting that Public Records Law provision 192.500 doesn't say those records are confidential, just that one can resist the public's attempts to see them, and says the man is wrong on a few other things...
Lease Agreement, (labelled "April Lease" in blue pencil) lessor: Jackson County, Oregon, a political subdivision. lessee: Southern Oregon Historical Society, an Oregon nonprofit corporation. signed as approved as to form by County Counsel.
September 10, 1984 interoffice memorandum - Jackson County from Kathy Beckett, County Clerk, to County Commissioners Jerry, Hank, Peter and County Administrator Paul Steinbrenner regarding Archives - Lease Agreement questions needing clarification: #1 question of Rich Thelen, county archivisit's continued responsibility, #2 whose microfilming equipment is discussed in Section 10 Lessee's Convenants, #3 who will pay for retrievals when facility is not open
small yellow note page referring to questions/answers re lease
June 27, 1984 memorandum from Nick Clark of SOHS attaching a copy of County Archives Lease proposal (from A.E. Piazza, Lawyer to C. William Burk of SOHS) to the Executive Committee of SOHS.
May 22, 1984 cover letter from Paul Steinbrenner, County Administrator to Bill Burk, Director, SOHS, sending 4 copies of proposed lease agreement for SOHS to provide long-term management of county archives. Steinbrenner notes several items in the lease Sections.
April 26, 1984 letter from C. William Burk, Exec. Dir. SOHS to Paul Steinbrenner, County Administrator, enclosing a portion of a letter from attorney regarding lease agreement between County and SOHS, noting some concerns.
April 24, 1984 letter (3 pages) from A.E. Piazza, lawyer, to Mr. C. William Burk, SOHS, reviewing provisions suggested by the County Administrator
Lease Agreement (Jackson County "lessor" and Southern Oregon Historical Society "lessee", stamped as DRAFT for Discussion Purposes Only, Subject to Revision. yellow highlights for modification considerations
June 13, 1984 Memorandum from Nick Clark to Dick Orr regarding the County Archives Building. notes a call from Roy Bysegger in the County Administrator's office who wanted to know statis of lease agreement. Clark checked with (lawyer) Gene Piazza, who said contract looked good (but Clark couldn't find Bysegger's letter). Clark in favor of ratifying contract at the June board meeting.
April 16 1984 letter from Paul Steinbrenner, County Administrator, to Bill Burk, SOHS Director. scribbled note at top of page: "original & lease sent to Piazza on April 18, 1984" Steinbrenner reviews several sections of lease
March 15, 1983 letter [file: RS-007.11/2 CHRON] from Ronald E. Morse, Director, to Bill Burke, SOHS reviewing costs of completing White City building occupied by the Parks Department. ink written questions: "Require 20 years?" for lease and question of neon or florescent lights.
February 16, 1983 letter ([file RS-007.9 CHRON] from Ronald E. Morse, Director, to Bill Burke, SOHS reviewing costs of remodel of the fourth floor to provide for Archive services, noting review done with Mr. Leo Pearson and request made to Rich Thelen for cost info .includes Interoffice Memorandum January 17, 1983 from Kathy Beckett to Ronald E. Morse regarding Microfilming, Thelen's contact with Bert E. Baker, Record Services Supervisor of January 13, 1983 regarding Archives staffing requirements
January 19, 1983 note to Bill [Burke] summarizing points discussed with Rich Thelen regarding 4th floor of Medford courthouse
January 4, 1983 letter from Marquess & Associates, Inc., R. L. Gantenbein, Jr., consulting engineers to Bert Baker, Director, Jackson County Guilding & Maintenance Dept. refers to Mr. Randy C. Cleveland, who reviewed old county jail dayroom floor with Baker. as Gantenbein shares findings per requirements
January 3, 1984 letter from A.E. Piazza, lawyer, to Mr. C. William Burk, SOHS, enclosing 2 copies of Lease Agreement as corrected per phone conversation of December 29, 1983.
January 3, 1984 (copy 2) letter from A.E. Piazza, lawyer, to Mr. C. William Burk, SOHS, with 2 copies of Lease Agreement as corrected.
December 14, 1983 letter from A.E. Piazza, lawyer, to Mr. C. William Burk, Director, SOHS, enclosing original and 2 copies of the redraft of Lease Agreement with Jackson County. [pencil note: RCVD 12-15-83 ml]
October 27, 1983 letter from A.E. Piazza, lawyer, to Mr. Bill Burk of SOHS, enclosing a draft of lease with legal description of property to be leased. [pencil note: RCVD 10-28]
October 12, 1983 letter from Bud Bentley, Senior Administrative Assistant, Jackson County, to Mr. Bill Burke, Director, SOHS, sending a copy of notes from their meeting of September 20, 1983 regarding Historical Society's operation of county archives. [pencil notes on page: "Contract Pending" and RCVD 10-13-83]
LEASE AGREEMENT between Jackson County, Oregon, and Southern Oregon Historical Society. lease for 50 years. 7 pages plus drawing of archives building and surrounding fence.
LEASE AGREEMENT between Jackson County, Oregon, and Southern Oregon Historical Society. lease for 50 years. 7 pages plus drawing of archives building and surrounding fence.
SECOND DRAFT (?) agreement between SOHS and Jackson County Archives relating to transfer of certain County records to SOHS. pencil on front page: 5-7-82. ink note on front page "went to Rich Thelen, he will advise. SOHS's relationship to Jackson Co. Archieval matters. plus 5/22/82 note from Richard to Bill re letter from Wherly about County records at SOHS with edit markings. includes interoffie memorandum from Mark A. Wehrly to Paul Steinbrenner, County Administrator reviewing Archives Policy
schemata of Society's property with building
schemata of Society's property with building
January 14, 1985 memo from Rosemary Bevel to Nick Clark: family at Neidermeyer Farm doesn't know of Mrs. Vaughan's donation intentions. questions concerning January 21 Groundbreaking Ceremony. pencilled notations.
FireGlo, Jerry Becker, note to SOHS Nick re shelving archives building, steel shelving costs
April 22, 1985 letter from Nicholas L. Clark, SOHS Executive Director, to Senator Bill Olson responding to Olson's not of April 18. includes not having heard from OHS or U of O Stew McCollom.
drawing of SOHS Storage Bldg. 320 Antelope Rd.
April 29, 1985 letter (unsigned file copy) from Senator Bill Olson to The Honorable Victor Attiyeh, Governor of Oregon, requesting aid in official Jackson County records housed in archives of Oregon Historical Society and U of O. notes also requesting College of the Pacific at Stockton, CA to return 1000+ records. Olson asks Attiyeh to contact Mr. Nicholas Clark, Executive Director of SOHS.
June 25, 1985 notes from Archives Coordination Committee itemizing jobs to be accomplished by Nick Clark, Kit Leary, Rich "Thielen"
June 25, 1985 notes from Archives Coordination Committee itemizing jobs to be accomplished by Nick Clark, Kit Leary, Rich "Thielen"
June 27 1985 memorandum from Kit {KFL} to Sam re labels for archives boxes: printer couldn't find better deal locally, costs, "Holly" is contact person.
June 27, 1985 memorandum from Kit to Sam re labels for archives boxes. {Nick copy} "Kit-Please proceed Thx Nick (?)"
July 8, 1985 memorandum from Nick Clark to Mark Mitton re Archives Project noting that Kit [Leary] will be supervisingarchives and archive employees. cc also to Sam Wegner
July 3 1985 from Kit [Leary] to Sam re bookbinding of Marriage Records then at Courthouse and destined for White City cc'd Nick 7/5/85 Sam added not to Nick, agreeing with Kit's memo.
July 3, 1985 from Kit to Sam re bookbinding of Marriage Records then at Courthouse and destined for White City w/cc to Nick
July 10, 1985 from Kit Leary to Sam Wegner re capital expenditures for the Archives building with concerns as to who controls money being spent, e.g. office furniture
July 24, 1985 from Kit Leary to Sam and Nick re labels for archives boxes and shelving, and other archives info
July 24, 1985 from Kit Leary to Sam and Nick re labels for archives boxes and shelving, and other archives info with pencil note on page: RCVD 7-24-85 "file"
July 23, 1985 memorandum from Kit Leary to Sam Wegner: summary of Leary-Wegner meeting of July 22, 1985 and telephone conversation regarding archives of July 18, 1985
August 8, 1985 interoffice memorandum - Jackson County re archives shelving installation notes with attached schemata [cc's to Sue Galpern andGerry Becker]
August 29, 1985 letter from Nick Clark SOHS to Jerry Becker of Batzer Construction re new archives building items still needing attention
September 16, 1985 memorandum from Sam to Byren re things to be completed at Archives building
4 copies of SOHS Storage Bldg, 320 Antelope Rd. site of ground breaking
September 23, 1985 letter to people invited to Archives Dedication from Nicholas L. Clark, Exec. Dir. to Peter Sage; Paul Steinbrenner, County Administrator; Mark Mitten County Administrator's office; J.D. Porter, State Archivist; Kathy Beckett, County Clerk, Jackson County Courthouse; Sue Galpern, County Administrator's Office; plus all SOHS Board of Trustees - 12, County Commissioners -3, all SOHS Honorary Trustees - 5; All SOHS Committee Members - 21; and memo to staff
September 25, 2985 letter from paul Steinbrenner, County Administrator, to Nicholas L. Clark, Excutive Director, SOHS, regret not attending dedication of archives building and thanking Clark for and SOHS for hours of planning, etc.
September 3, 1985 letter from Samuel J. Wegner, Director of Operation SOHS, to Mr. Rondald H. Limbaugh, Director of Holt-Atherton Pacific Center for Western Studies at U of the Pacific, Stockton, clarifying initial contact as not expecting all Jackson County documents to be returned, and without microfilm copies thereof, would be willing to pay to have microfilm copies made.
September 27, 1985 letter from Samuel J. Wegner, Director of Operations SOHS to Mr. Ronald H. Limbaugh, Director of Holt-Atherton Pacific Center for Western Studies, U of the Pacific, Stockton, appreciating their making photocopies of the approx. 3,300 legal size pages on archival quality paper, which will be paid for with submission of an invoice. cc: Nick Clark, Linda Wiesen, Rich Thelen
Archives areas plus list of active records series
October 23, 1985 interoffice memorandum, Jackson County. from Kathy Beckett, County Clerk, to Rich Thelen, Jackson County Archivist re deputized duties - county archivist
October 23, 1985 interoffice memorandum, Jackson County. from Kathy Beckett, County Clerk, to Rich Thelen, Jackson County Archivist re deputized duties - county archivist
February 27, 1986 "memo" from Nick Clark, SOHS, to Kathy Beckett, Jackson County Clerk re security copy microfilm, pleased to cooperate for storing security copies of microfilm
April 24, 1985 letter from Nicholas L. Clark, Executive Director SOHS, to Mr. John Batzer, J.B. Steel, Inc. thanking J.B. Steel and their Jerry Becker for punctual and professional erection of new archive facility at White City, noting a few items needing attention
file copy of archives and office
file copy of archives and office with note that this is a drawing of shelving plan.
October 9, 1984 Guideline Specifications for proposed Jacksonville Museum Storage Building in White City, OR, for SOHS [Nick Clark at SOHS, J.B. Steel, Inc. erecting company]
October 9, 1984 Guideline Specifications for proposed Jacksonville Museum Storage Building in White City, OR, for SOHS [Nick Clark at SOHS, J.B. Steel, Inc. erecting company]
October 9, 1984 Guideline Specifications for proposed Jacksonville Museum Storage Building in White City, OR, for SOHS -- 4 page outline
October 15, 1984 agreement copy between J.B. Steel, Inc. and Southern Oregon Historical Society for construction of steel building
December 24, 1984 letter from Jerry Barnes, Chairman of Board of [Jackson] County Commissioners to Nicholas L. Clark, executive Director SOHS, announcing that the Board found plans for metal archives building was acceptable and authorized them to proceed with construction
February 1985, Notice of Plan Review No. 062-85for Society Archives Building in White City, Dennis Kilishek, Arch./Engr.
February 26, 1985 Preliminary Notice contractor Batzer Const, Medford, OR plus Vatco-Pruden Bldgs of Turlock, CA furnishing labor/services/equipment for metal building in White City contracted by J.B. Steel fo Medford OR
February 28, 1985 Change Order for 320 Antelope installation. J.B. Steel Inc., Batzer Constructin
May 14, 1985 job order from Batzer Construction In for SOHS White City building floor
October 15, 1984 Building Contract from J.B. Steel, Inc. with SOHS for construction of Eave Height Building
March 23, 1985 Medford Alarm contract for SOHS warehouse in White City
February 28, 1985 Application for sewer connection permit with Bear Creek Valley Sanitary Authority at new structure for SOHS at 320 Antelope Road
October 8, 1985 appointment of Richard Thelen of Central Point to be Deputy Clerk for Jackson County; given by Kathy Beckett, County Clerk of Jackson County, Or
February 3, 1987 Inspection Report from Huser Sales & Service. Halon fire suppression system, KPS 100R Cabnet/Detection, 2 550 lbs. Halon 1301 for fire agent
December 30, 1987 money receipt showing salary paid Rich Thelen as 1/2 salary and benefits for Records Service Thehnician Thelen
October 15, 1984 contract J. B. Steel Inc. with SOHS to construct eave height steel building , includes a file drawing
Southern Oregon Historical Society Archive