The Resource Records of the Virginia Office of the Secretary of Administration

Records of the Virginia Office of the Secretary of Administration

Label
Records of the Virginia Office of the Secretary of Administration, 1997-2006,
Title
Records of the Virginia Office of the Secretary of Administration
Inclusive dates
1997-2006,
Creator
Contributor
Subject
Genre
Language
eng
Summary
  • This collection contains correspondence, reports, reviews, memorandums and other working papers created and collected by the Office of the Secretary of Administration during the gubernatorial term of Virginia Governor Mark R. Warner, 2002-2006. This collection consists of 17 records series which document the activities of the Office of the Secretary of Administration, as well as the agencies and boards that fall under its heading
  • Series I. Agency Employees on Temporary Assignment Reports, 2002-2005 consists of documentation tracking the activities of state employees temporarily assigned to the Governor's cabinet. (4 folders)
  • Series II. Appointment Calendars, 2002-2005 contains the monthly appointment calendars of Sandra Bowen, Secretary of Administration. (1 folder)
  • Series III. Assessments of Mandates on Local Government, 2002-2005 documents the work of the Commission on Local Government. This agency cataloged all state and federal mandates on local governments. The Commission compiled reports on these mandates, which were reviewed and signed by the Governor. Included in the documentation are completed assessments, background on the Mandates Cataloging and Assessment Program, reassessments, scheduling material, service awards, commission appointments, the Report on the Comparative Revenue Capacity, Revenue Effort, and Fiscal Stress of Virginia's Counties and Cities, 2000-2001, and information on the 2003 merger of the Commission with the Department of Housing and Community Development. (20 folders)
  • Series IV. Capital Outlay Files, 2002-2005 contains subject files that document the funding, maintenance and operation of certain state buildings. Most of the files contain a Memorandum of Understanding for Delegation of Certain Real Estate Approvals and Capital Outlay Responsibilities as they pertain to Virginia's public universities. These memos document the pilot program for delegated authority for non-general fund capital projects and expense leases. (18 folders)
  • Series V. Constituent Correspondence, 2002-2005 contains constituent correspondence pertaining to all agencies overseen by the Office of the Secretary of Administration. Most of the letters were originally addressed to Governor Warner, but were assigned to the Secretary of Administration for response. The files cover topics including the 2002 state budget crisis, veterans' issues, the use of electronic voting machines in Virginia, changes to the state's healthcare plan and other employment-related issues, problems surrounding the eVA procurement system, and the proposed renovation or destruction of the 8th and 9th Street buildings. The files are arranged alphabetically by year. (132 folders)
  • Series VI. Correspondence and Supporting Documentation: Assigned State Agencies, 2001-2005 contains files composed of correspondence (constituent and internal), along with supporting material such as reports, proposals, and other working papers dealing with the assigned agencies of the Office of the Secretary of Administration. Notable files include those related to the State Board of Elections and the implementation of the new Virginia Election and Registration Information System (VERIS). Also of note are files pertaining to the Virginia Administrative Dispute Resolution Act (VADRA), the Public-Private Education Facilities and Infrastructure Act (PPEA), and the Small, Women-owned and Minority Businesses (SWAM) procurement initiative. The files are arranged alphabetically by agency. (70 folders)
  • Series VII. Correspondence and Supporting Documentation: Office of the Secretary, 2001-2005 is composed of correspondence and memos, as well as additional supporting documentation such as reports, proposals, brochures, and presentation material. The folders are arranged alphabetically according to the Secretariat under which the agency falls. Notable files include those under the heading of the Secretary of the Commonwealth, which contain notifications of appointments to various boards and agency positions. Also found in these files are descriptive profiles of individual boards that answer to the Secretary of the Commonwealth. Several files found under the heading of the Secretary of Education, Library of Virginia, document problems encountered by the library in terms of climate control and the protection of its collections. Another notable file can be found under the heading of the Secretary of Public Safety, Department of Corrections, Staunton Correctional Center. It contains information on the future adaptive re-use of the center, once known as Western State Hospital. (45 folders)
  • Series VIII. Environmental Impact Studies, 2002-2005 contains environmental impact reports and statements created by state agencies before beginning construction projects. Section 10.1-1188 of the Code of Virginia requires that state agencies, institutions or branches of government proposing to undertake a "major state project" must prepare an environmental impact report. The Governor's approval of the report is required before any funds are expended. The report packets include the memorandum of approval, approval with stipulations, or disapproval, several pages of comments made by the Department of Environmental Quality (DEQ), and other various memos and correspondence from specific departments that discuss the project and any possible ill affects it could have on the environment. Many of the projects took place on college campuses, at correctional facilities, and in marine areas. Several of the reports document the projects undertaken at the Jamestown Settlement in preparation for the 400th anniversary celebration in 2007. The reports are filed by the date of the final approval or disapproval memo. Within each folder individual reports are filed in reverse chronological order. (66 folders)
  • Series IX. Freedom of Information Act Requests, 2002-2005 consists of Freedom of Information Act (FOIA) requests and supporting documentation. Legislation regarding FOIA can be found in section 2.2-3700 of the Code of Virginia. It ensures citizens ready access to public records created and/or maintained by a public body. The first folder of this series contains information requests, several of which were denied. The remaining three folders contain correspondence, gaming permit applications, and lease information related to one request involving charitable gaming issues in the Hampton Roads area. (4 folders)
  • Series X. Intellectual Property Rights, 2002-2005 contains disclosures, correspondence and other supporting documentation for reporting all inventions in accordance with Virginia's Intellectual Properties Policy set forth by Executive Memorandum 4-95. This policy states that any employee of an executive branch agency who invents a potentially marketable or commercially valuable process, device, technique, or method during working hours, within the scope of employment, or when using state-owned or controlled facilities is required to disclose that information. The disclosure forms contain detailed descriptions of the inventions which include among others, an apparatus to support and store truck-mounted calcium chloride spreaders, a database for managing Freedom of Information Act requests, and a tracheotomy expectorant shield. (3 folders)
  • Series XI. Legislative Files, 2002-2006 contains enrolled bill reviews, legislative action summaries, legislative proposals and other miscellaneous legislation-related documents which explain in detail various bills brought before and voted upon by both the Senate and the House of Delegates. The Secretary of Administration was tapped by the Governor to respond to all General Assembly activity involving the agencies assigned to her office. Decisions were reached with the aid of agency heads with working knowledge of how legislation might affect the agency's ability to operate. The legislative files contain information on a number of subjects, the most prevalent being health care reform, voting, and campaign finance. Many of the files contain the opinions of Secretary Bowen, the Deputy Secretaries and agency heads, as well as notations regarding support, amendment, or opposition. (145 folders)
  • Series XII. Public Broadcasting Board, 1997-2006 contains board meeting minutes, financial information, contracts, and reports which document the activities of the Virginia Public Broadcasting Board. Files of particular interest include those containing correspondence related to the funding campaign waged in an attempt to escape a devastating financial blow to public broadcasting during the 2002 budget crisis. Also of interest are the folders devoted to the digital conversion process undertaken in the late 1990s. The files containing detailed meeting transcripts, as well as those labeled "Board Meeting Packets" provide comprehensive information about the Board, its functions, and the issues public broadcasting faced. Additionally, the Master Plans for Public Telecommunications contain the blueprints for management of the statewide public broadcasting network of stations. Also included in this series are four sets of audio recordings of Public Broadcasting Board meetings. The files are arranged alphabetically by subject. (96 folders; 7 compact discs; 8 cassette tapes)
  • Series XIII. Real Property Files, 2002-2005 contains correspondence, meeting minutes, reports and other material that document real property issues handled by the Department of General Services, which falls under the Secretary of Administration. Many of the files deal exclusively with issues involving the renovation of the Capitol Square complex in downtown Richmond. These records include reports, working papers and decision briefs that show the progression of the project throughout Governor Warner's administration. Also included in this series are several folders devoted to the Governor's Real Estate Initiative, Executive Order 75. This order was issued as a reengineering effort to transform the management of the Commonwealth's real estate portfolio. The Secretary of Administration was to direct the program with the goals of increasing bargaining power, decreasing allocations, reducing total costs, all while maintaining agency security and operational needs, as well as functional space and real property services. All files are arranged alphabetically according to subject, and in some cases chronologically within the folders. (31 folders)
  • Series XIV. Special Projects File: Electronic Procurement (eVA), 2002-2005 contains correspondence, memorandums, decision briefs, reports and other working papers pertaining to eVA, the Commonwealth's electronic procurement system. eVA is an internet based electronic portal for procurement by state agencies and institutions. eVA serves as a single point of contact for vendors and suppliers to conduct business with state agencies and institutions. The new process made purchasing much quicker, allowed access to more businesses, and increased competition. The material found in this series documents problems the system faced, such as lagging involvement from agencies, and complaints that the system disproportionately excluded small business owners. The files also contain information on the successes the program achieved in its formative years, such as being nationally recognized as leading the way in electronic procurement. The files are arranged chronologically. (9 folders)
  • Series XV. Special Projects File-- Virginia Partners in Procurement, 2003-2004 consists of two folders of correspondence, reports and other working documents related to the 2003 launch of the Virginia Partners in Procurement (VaPP) program. The purpose of this spend management initiative was to change the "buying culture" of the Commonwealth by collaboratively purchasing good and services, with the goal of saving money. Other key goals of the project were to facilitate the use of Virginia-wide contracts using the eVA system, and to improve the state's supplier diversity in terms of small, women owned and minority owned businesses. One item of interest is a copy of Governor Warner's July 24, 2003 speech given during the roll-out event for the VaPP program. (2 folders)
  • Series XVI. Veterans' Affairs Records, 2002-2005 contains reports, correspondence, and other working papers which document veterans' issues in Virginia, and the activities of the Department of Veterans' Services (previously the Department of Veterans' Affairs). In 2002 Governor Warner issued Executive Order 15 which created the Governor's Advisory Commission for Veterans' Affairs. This commission was charged with providing recommendations on how to make the Commonwealth's veteran-oriented programs more effective by reviewing the agencies, programs and boards that serve the veteran community, assessing current and future needs, and identifying potential funding sources. The Governor directed all state agencies to identify ways they could improve services for veterans in the areas of service delivery and preference in hiring. Many other veteran-specific programs are documented here, including the cemeteries in Amelia and Suffolk, Virginia. Information about the Virginia Veterans Care Centers in Richmond, and Roanoke, Virginia is also included. The files are arranged alphabetically. (71 folders)
  • Series XVII. Weekly Report Files, 2002-2005 contains the weekly reports submitted to the Secretary of Administration by the agencies and boards that operated under its heading. The reports contain information on legislation affecting the agency, matters of operation such as staffing and procurement, notice of special events and training, and various stakeholder issues. Notable reports include those created by the State Board of Elections, which document in detail issues the Board encountered during state and national elections, as well as the switch to a new voting registration system. Additionally, the Department of General Services reports contain notes on fleet management, Public-Private Education Facilities and Infrastructure Act (PPEA) projects, the Capitol Square renovations, and other real property related information. The Department of Human Resource Management files contain documentation of the state's budget crisis and subsequent lay-offs in 2002. The reports are filed alphabetically by the name of the agency or board, and are arranged chronologically within each year. (73 folders)
Note
  • Agency history record describes the history and functions of the Virginia Office of the Secretary of Administration. (Search Virginia Office of the Secretary of Administration as author).
  • Archived website files provide additional information about the Virginia Office of the Secretary of Administration, (2005-2006). (Search Virginia Office of the Secretary of Administration as author).
Member of
Action
  • Accessioned
  • Described
Biographical or historical data
  • On January 3, 2002 Governor-elect Warner named Sandra Bowen as his Secretary of Administration. Prior to taking this position, Secretary Bowen served as Special Assistant to Governor Charles S. Robb, and as Secretary of the Commonwealth during the administration of Governor Gerald L. Baliles. She was also the Director of Gubernatorial Transition between the Robb and Baliles administrations. Sheryl D. Bailey, formerly of the Hampton city manager's office, and James T. Roberts, formerly the Director of Planning and Resources at the Science Museum of Virginia were selected as Deputy Secretaries of Administration. Roberts later became Director of the Department of General Services, and Richard Zorn was selected to fill his position as Deputy Secretary.
  • The Secretary of Administration is a member of the Governor's Cabinet, is appointed by the governor, and is subject to confirmation by the General Assembly. At the start of Governor Mark R. Warner's term in 2002, the Secretary of Administration was responsible for the direction of, or had jurisdiction over, 12 state agencies and boards. Three entities were removed from the Secretary of Administration's supervision during Governor Warner's term, and two agencies received changes in title. The original list of agencies and boards under the heading of the Secretary of Administration is as follows: Charitable Gaming Commission (name changed to the Department of Charitable Gaming in 2003), Commonwealth Competition Council (transferred to the Department of Budget and Planning in June 2004), Compensation Board, State Board of Elections, Department of Employment Dispute Resolution, Department of General Services, Department of Human Resource Management, Council on Human Rights, Commission on Local Government (merged with the Department of Housing and Community Development in 2003), Public Broadcasting Board, Department of Rights for Virginians with Disabilities (became an independent agency called the Virginia Office for Protection and Advocacy in 2002), and the Department of Veterans' Affairs, (name changed to the Department of Veterans Services in 2003).
Cataloging source
VIC
Citation source
Salmon, John S., comp. A GUIDE TO STATE RECORDS IN THE ARCHIVES BRANCH OF THE VIRGINIA BRANCH OF THE VIRGINIA STATE LIBRARY AND ARCHIVES. Richmond: Virginia State Library, 1985
Label
Records of the Virginia Office of the Secretary of Administration
Link
http://ead.lib.virginia.edu/vivaead/published/lva/vivadoc.pl?file=vi00934.xml
Note
  • Dates of record creation: 1997-2006
  • Dates of record-keeping activity: 2002-2006
  • Record Group 126 (Secretary of Administration)
Arrangement
Arranged alphabetically or chronologically, depending on the series.
http://library.link/vocab/branchCode
  • The Library of Virginia
Cumulative index finding aids
Inventory
Extent
30
Governing access note
Privacy protected information is considered closed for 75 years after date of record creation per Code of Virginia 42.1-78. Types of records restricted include, but are not limited to: medical information, social security numbers, employee performance reviews, employee grievance materials, and attorney-client privileged documents. Restricted material has been sealed, but has not been removed from the collection
Immediate source of acquisition
Straub, Faye K., Office of the Secretary of Administration
Organization method
Organized into the following series: Series I. Agency Employees on Temporary Assignment Reports, 2002-2005; Series II. Appointment Calendars, 2002-2005; Series III. Assessments of Mandates on Local Government, 2002-2005; Series IV. Capital Outlay Files, 2002-2005; Series V. Constituent Correspondence, 2002-2005; Series VI. Correspondence and Supporting Documentation: Assigned State Agencies, 2001-2005; Series VII. Correspondence and Supporting Documentation: Office of the Secretary, 2001-2005; Series VIII. Environmental Impact Studies, 2002-2005; Series IX. Freedom of Information Act Requests, 2002-2005; Series X. Intellectual Property Rights, 2002-2005; Series XI. Legislative Files, 2002-2006; Series XII. Public Broadcasting Board, 1997-2006; XIII. Real Property Files, 2002-2005; Series XIV. Special Projects Files: Electronic Procurement (eVA), 2002-2005; Series XV. Special Projects Files: Virginia Partner in Procurement, 2003-2004; Series XVI. Veterans' Affairs Records, 2002-2005; Series XVII. Weekly Report Files, 2002-2005.
http://library.link/vocab/recordID
001546807
Type of unit
cu. ft. (86 boxes)

Subject

Genre

Member of

Library Locations

    • Library of VirginiaBorrow it
      800 East Broad Street, Richmond, VA, 23219, US
      37.5415632 -77.4360805
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