Oh Dear! This appeared on the LAORLEAN list today.... Message: 1 Date: Thu, 5 Feb 2009 12:42:19 -0500 From: "Carolyn Long" <[email protected]> Subject: [LAORLEAN] possible closing of the New Orleans Notarial Archives Research Center To: "Orleans Parish listerve" <[email protected]> Message-ID: <[email protected]> Content-Type: text/plain; charset="iso-8859-1" For several months the rumor has been circulating that the New Orleans Notarial Archives Research Center (NARC) might have to close, and that the books containing the handwritten acts of the notaries might become inaccessible. These notarial acts, dating from 1733 to 1970, deal with the buying and selling of real estate and slaves, slave emancipations, marriage contracts, acknowledgment of children born outside of marriage, powers of attorney, wills, matters relating to the settlement of a deceased person's estate (called the succession in Louisiana), and various other business agreements. Dale Atkins, Clerk of the Civil District Court, has given me permission to distribute the explanation she has given me about the possible fate of the Notarial Archives Research Center. Please contact Ms. Atkins at [email protected] Explain what a precious resource the NARC is to scholars, genealogists, and people researching the history of their houses, and offer suggestions for how to procure funding keep it open, including not only outside funding sources but also increased user fees. Ms. Adkins' reply to my inquiry is copied below. Carolyn Morrow Long, Washington, DC On January 1, 2009, the Notarial Archives, which includes the Research Center and the fifth floor filing department, were merged into the office of the Clerk of the Civil District Court, along with two other public offices. The Notarial Archives doesn't receive funds from the City or State. It operates from filing/recording fees received from users. My first day over the operations of the merged offices was January 5. On January 8, the CPA for the Notarial Archives informed me that in three months I would have to make decisions as to whether or not to cut salaries or lay off staff in order for Notarial Archives to survive financially unless the economy turned around. For nine months out of 2008, Notarial Archives expenditures exceeded its revenues by an monthly average of $50,000. For example, in January 2008, the expenses exceeded revenues by $9,000 dollars. By December 2008, expenses exceeded revenues by $68,000 dollars. Half of Notarial Archives reserves were used in 2008 to cover the shortfall. The remainder of Notarial Archives reserves will only cover the continued shortfall for six months unless the economy improves and real estate transactions increase, or efforts are taken to reduce Notarial Archives expenditures. I was presented with this information for the first time on January 8, on the heels of the Times-Picayune's editorial suggesting that I look to see if the costs of operating these offices could be reduced by staff reductions. Prior to January 8, I had not been provided any information as to the financial difficulty facing Notarial Archives despite repeated requests about the financial status of each office. My last requests was made in early December 2008. Upon learning said information, I have taken the approach to try to find ways to increase revenue as well as to reduce expenditures where possible. I made the staff of the Notarial Archives aware of the situation because I believe that information, especially accurate information, is the key to making good decisions. I asked all of the staff to offer any suggestions they could think of. I asked the deputy chief of Notarial Archives to meet with the supervisors to see if they could come with any suggestions. I'm trying to include everyone before I make any decisions. I spent the month of January speaking to legislators to inform them of the situation hoping that we could get help from the State. Specifically, the Legislature sets filing fees for the Notarial Archives. Fees haven't been increased in twelve years. Since the economy is doing poorly and it affects everyone, the idea of raising fees may not pass, and I understand that because I would prefer some other alternative. I'm gathering information and am open to any ideas. I want laying off staff or reducing salaries as my last resort. To do that in these tough times just seems so harsh to me. I have learned through this process each person or department is protecting what I call as their turf and is quick to inform me of the outcry from whomever if cuts are made in their departments. I looked forward to meeting with you to share this information, hear another perspective, and ask you what, if any, suggestions you may have as a user the Notarial Archives. I apologize for the long e-mail but I wanted to share with you the facts involving the financial operations of the Notarial Archives. I haven't made any decisions nor have I had any discussions with anyone about shutting down any part of the operations of the Notarial Archives. Included in the suggestions I have received is the suggestion from some Notarial Archives staff and users of both the third flood Research Center and the fifth floor filing department that I begin with the third floor because the expenditures for the Research Center are significant and it generates little revenue. Again, I haven't made any decisions. I hope to make decisions that have as little detrimental effect on the staff and public as possible. Whatever decisions I end up having to make you may not agree with but I think we can agree that something has to be done. I can assure you that whatever I do will be based upon research, with input from anyone who wants to do so. My decisions will be based upon sound reason and all information for the basis of my decisions will be available to the public.