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Collection M 001, Record Group 20:
Fort Lewis College Business and Financial Affairs:
records in the Archives

Record Group 20:    Business and Financial Affairs

• Historical note: includes records of former Dean of Administration, circa 1972-1973.  Effective July, 2000, the areas for which this office is administratively responsible grew to include also Financial Aid (Sub-group 13.I), the Bookstore (Sub-group 13.B), and Mail Service (Sub-group 13.B).

Series 20.1     Reports, bulk years 1952-1996, in 1 document case.

Series 20.2     Vice President for Business and Finance central administrative subject files, 1978-1990, in 22 document cases and 1 document box.  Arrangement is alphabetical.  Includes Fort Lewis College property insurance policies, correspondence of the early controller and Assistant Business Manager B. W. Edmondson, and records and correspondence maintained by Business Manager Dan Black from 1962 July 1 on.

Historical note: until the 1960s the Controller's title was Assistant Business Manager.

(See Series 11.D.1 for related records for the period through 1962 June 30) (Athletic insurance records are in Series 9.7.1; student insurance records are in Series 12.4; Fort Lewis College personnel insurance records are in Series 20.C.11)

Series 20.3     Vice President for Business and Finance records and correspondence,1961-62, 1983-91,1994,1996, 1999, in 2 document cases. Arrangement is chronological.

Series 20.4     Manuals and handbooks, bulk years 1971-1995, in 4 document cases.  Includes Business Office policies [complete printout 8/2004], travel procedure manual and other fiscal procedure instructions, and memoranda generated by the Business Office regarding general policies.

Series 20.5     Projects and grants records, 1973-1976, in 1 document case.

Series 20.6     Publicity materials, 2001-, in 1/2 document case.  Includes newspaper clippings.  Also includes FLC-Announce and FLC-Official email distribution list messages.

Series 20.7     Appointment books (for the Vice President for Business and Finance), 1992-1996, in 1/2 document case.

Series 20.8     Business and Finance exempt staff search committee records (none in the Archives at present).  This series includes records of searches for Vice President for Business and Finance and records of all searches within departments of the college that report ultimately to the Vice President for Business and Finance.  (See also Series 14.2)

Series 20.A.01     Total operating budgets, 1956-ongoing, in 11 document cases.  The first budget in the form of a bound volume (as opposed to a folder of loose pages) is for FY 1963-64, including revisions dated Feb. 1, 1964.

Series 20.A.02     Executive budget requests, 1956-ongoing, in 10 document cases.  In the form of bound volumes since the report for FY 1958-59, dated Oct. 29, 1957.  Includes appropriations requests volumes entitled:

• General Fund Budget Request, 1956-ongoing
• Requests for Appropriations, 1964-1969; and
• Budget Documents, 1991-ongoing)

Series 20.A.03     Staffing Pattern reports, 1953-,  in 6 document cases.  The first bound volume in this series is for FY 1974-75 (32 pages, undated).

Series 20.A.04     Planning and budget analysis reports, 1931, 1939,1941, 1948, 1960-64, 1970-71, 1977-78, 1981-88, 1999-2002, in 3 document cases.  Includes the Budget Data Book, an annual report begun in January of 1995.   (To view online budget documents from Fiscal Year 2000/01 to the current FY, go to http://www.fortlewis.edu/administrative_services/budget_office/budget_documents.asp .)  (See Series 11.D.6 for budget reports for 1933-1962.)

Series 20.A.05     Investment records, bulk years 1962-1991, in 1 document case.

Series 20.A.06     Annual financial reports, 1948-1976, 1993-1996, and 1999-2002, in 4 document cases.  (See Series 20.A.10 for Budget Office monthly reports.)

Series 20.A.07     Director of Budget's records and correspondence, 1975-1978, 1982-83, 1987, 1989 and 1999-, in 3 document cases - through Series 20.A.10.  (Fort Lewis College fiscal procedures policy statements are in Series 20.4; records and correspondence of former Business Manager Dan Black are in Series 11.D.1 through the date 1962 June 30, and in Series 20.2 for the period from 1962 July 1)

Series 20.A.08     Publicity materials, 1951-1999, bulk years 1980s.  Includes newspaper clippings.

Series 20.A.09     Budget adjustments reports, 1957-58, 1976, and 1988-1990.

Series 20.A.10     Monthly financial reports.  Includes balance sheets and Fort Lewis Fund reconciliation reports.  (See Series 20.A.06 for Budget Office annual reports)

• Historical note:  On May 10, 1966, the State Board of Agriculture approved the College's purchase of a Univac SS-80 computer.  On February 21, 1969 the SBA approved purchase of an IBM 1401 computer.

Series 20.B.1     Manuals, 1981-82, 1992 and 1996, in 1 document case.

Series 20.B.2     Annual reports, 1968-1991, in 3 document cases.

Series 20.B.3     Records and correspondence, 1963-, in 6 document cases.

Series 20.B.4     Telephone System Committee records and correspondence.  This was an ad hoc committee pertaining to issues of voice mail, automated attendant acceptance, and answering of the main Fort Lewis College phone number, etc.

Series 20.B.5     Newsletters, in .25 document case.  Includes Campus Computing, 1998-, and Plugged In, 1998-. 

Series 20.B.6     Publicity materials, in .25  document case.  Includes FLC-Announce and FLC-Official email distribution list messages pertaining to IT and newspaper clippings. 

Series 20.B.7     Annual inventories, 1989, in .25 document case.

Series 20.B.8     FLC-Announce and FLC-Official email distribution list messages, 2003 January - current, __ boxes, arranged chronologically.  Also, a photocopy of each message filed with the records of the part of Fort Lewis College that issued the news release, in .25 document case.  The distinction is that FLC-Announce goes to only faculty and staff who choose to subscribe to it, whereas FLC-Official goes to all faculty and staff.

Series 20.B.9     Grants records.  Includes the former Southern Ute Tribe telecommunications connectivity project records.

Series 20.B.10   Database Administrator's records.
 

• Historical note: formerly the Personnel Office, until mid-1990s.

Series 20.C.1      Policies and procedures manuals and records, 191-, 1938, 1942,  1947,1950s, and 1972-ongoing, in 5 document cases.  Includes policies, handbooks and manuals for exempt/ professional staff and for all employees including classified staff [issued by the state personnel office], and correspondence and policy memoranda from the Colorado State Personnel Office.  (See also Series 19.C.1 for early combined faculty-staff handbooks)

Series 20.C.2     Terminated classified staff personnel records, bulk years 1960s and 1970s, in 73 document cases.  (Click here for a list of terminated classified staff personnel files in the College Archives and years of records pertaining to each)

• Series content note: this series contains files of retired, resigned, and deceased classified staff.
• Access restriction: these records are available for use only by the individual  whom it concerns, by the Fort Lewis College Office of Human Resources, and by the staff of the Fort Lewis College Archives.
• Arrangement note: arrangement is alphabetical by surname of employee; records within each folder are in reverse chronological order.
• Note regarding related records: faculty and exempt staff records are in Sub-group 14.2 {job applications, contracts, and related correspondence and other materials}, early Fort Lewis College personnel records are in Series 11.C.7 {files on personnel 1911-1948} and in Series 11.C.2 {with Dean Snyder's records for the period 1915-1916}; records of temporary and hourly employment using CASPR and CARF contracts are in Series 20.C.9)

Series 20.C.3     Reports.  Includes tax reports, maintained temporarily, for current fiscal year plus 3 years.

Series 20.C.4     Records and correspondence. 1934-95, bulk years 1968-1995, in 1/2 document case.

• Historical note: personnel data went onto the Banner database management system by January of 1993.

Series 20.C.5     Printed materials, 1949, 1958, 1963, 1971, 1984, 1991-1995, and 1999-ongoing, in 1/2 document case.  Includes retiree luncheon/events publicity, employee death notices/ memorial programs, and related newspaper clippings pertaining to people who have worked at Fort Lewis College.  Includes FLC-Announce and FLC-Official email distribution list messages.

Series 20.C.6     Newsletters, 1995, 2002, in 1/2 document case.  Includes FYI / For Your Information newsletter.

Series 20.C.7     Classified staff job vacancy records, circa 1910s and 1968-1985, in 2and one-half document cases.  Includes position descriptions, job announcements, sample examinations, candidate lists, and related records and correspondence.

Series 20.C.8     Employment statistics data.  (Includes Equal Opportunity Employment reports and records on civil rights issues)  (See Record Group 8 for Affirmative Action records)

Series 20.C.9     Temporary and hourly staff employment records, circa 1971 to three years from the current year, in 30 document cases. (Click here for a list of temporary and hourly staff personnel files in the College Archives and the years of records pertaining to each)

• Access restriction: these records are available for use only by the individual  whom it concerns, by the Fort Lewis College Office of Human Resources, and by the staff of the Fort Lewis College Archives.
• Retention note: the College Archives retains vital personnel data permanently.  The most recent past three years' records are still in the Human Resources Office. 
• Arrangement note: arrangement is alphabetical by name of employee.

Series 20.C.10     Personnel files, 1933-1962, in 12 document boxes.  (Click here for a list of early Fort Lewis College personnel files in the College Archives and the years of records pertaining to each)

• Series content note: hourly staff and faculty employment records from this early period are interfiled in this series.
• Access restriction: these records are available for use only by the individual  whom it concerns, by the Fort Lewis College Office of Human Resources, and by the staff of the Fort Lewis College Archives.

Series 20.C.11     Personnel insurance records, 1943, 1946-74, 1977-82, 1984-96, 2001-ongoing, in 2 document cases.

Series 20.C.12     Employee directories, circa 1948-1989,  1 document case.
(See also Fort Lewis College student/ staff directories in Series 10.6;
employee leave records cards, circa 1952-1957 are in Series 14.2.5)

Series 20.C.13     Employee job/ position descriptions, circa 1980-ongoing,  1 document case.  Includes classified staff, exempt staff, and faculty positions.  (See also Series 20.C.7 [Classified staff job vacancy records] and Series 14.2.3 [Faculty and exempt staff job announcements], which may also contain job descriptions.)

Series 20.D.1     Long-range planning reports, 1928-63,  1 document case.  Arrangement is chronological.  Includes program plans and facilities inventories reports.  (See also inventories in Series 11.C.5 and plant operations files from 1915-1916 in Series 11.C.2; and see water use records pertaining to the La Plata River and nearby ditches in Series 11.C.13)  See also discussion of mineral rights. oil and gas leases, and coal leases in State Board of Agriculture records, cited in Joe Perino's report.

Series 20.D.2     Capital construction budget request reports (most are annual reports),  1 document case.

Series 20.D.3     Capital construction and buildings historical records, bulk years 1888-1963,  1 document case.  Arrangement is alphabetical, because project numbers were not always available on the records that were being processed.

Series 20.D.4     Blueprint drawings and specifications, 1925, 1938-39, 1949, 1953,  2 flat boxes and in one flat file drawer.  Arrangement is alphabetical. (oversize are in a steel map case at the SW Center; those small enough for a large box are in an oversize box along with the document cases holding this series)

The following is an itemized list of the Old Fort Lewis Campus maps and drawings in bottom flat file drawer #15 in Delaney Library:
(list prepared by Marcella Mosher, Office of Community Services, 11/3/2006) 
Arrangement is alphabetical by name of building or structure, starting with overall maps of the site.
 

SUBJECT	ITEM	DATE	Thumbnail link to image
Fort Lewis site map, with list of buildings numbered and identified	Framed map, on wall in CSWS basement archival storage room	1899
Map of Fort Lewis School grounds – copy of a map drawn by Simon Redbird, Dec. 28, 1900. Note: buildings H, J, L & M were been built since the original map was made. Scale: 80 feet to an inch	Map	Undated (since 1900)
Fort Lewis School forestry map, compiled by Bewley L.V.C. (Note: this map shows ditches, Old Ft. Lewis railroad station, toll road.)	Map	6/15/1937
Fort Lewis School land use map, copied from a tracing by S.C.S., 8/8/1939	Pencil tracing	Initialed 11/29/1948
Right of way ownership map by Colorado Department of Highways: plats showing claimants. Project #CS 20-0140-02	Maps	Undated
Maps or drawings of particular buildings or structures:
Arts Building	Pencil, ink on linen, bluelines	6/16/1942
Big Stick Ditch	Map	Notarized 8/6/1907
Boys Dormitory, by Eugene Groves, Architect	Bluelines	4/6/1922
Boys Vocational Dormitory	Ink on linen, bluelines	6/13/1942
3 apartments proposed for south half of Boys Vocational Dormitory	Drawing	8/3/1945
Calf Sheds	Pencil, ink on linen, bluelines	6/8/1942
Chemistry Building, proposed addition	Blueline	8/20/1947
Community Hall: remodeling right wing for 6-room teacherage, by Eugene Groves, Architect; drawn by Mt. Fitchett	Blueline & specifications	8/14/37
Dining Hall floor plan, drawn by F. W. Hickman	Pencil drawing	6/20/1947
Dormitory, designed by J. R. McCrory of the Colorado National Youth Administration Project	Bluelines	8/5/1938
Fort Lewis Reservoir No. 3, map of	Blueline	2/14/1912
Girls Dormitory drawing #142-1, by M. B. Biscoe, Architect	Blueline	10/1917
Girls Dormitory – Details of Mantel in Room 17 drawing #142-9, by M. B. Biscoe, Architect	Blueline	11/2/1917
Hay Gulch Road, map of a portion, by John A. Kroeger, Surveyor	Map (2 pages)	12/30/1957
Hesperus Gathering System Trunk 8-A, by El Paso Natural Gas Co.	Map	9/26/1958
Horse Barn – specifications for construction, by E. G. Whitehead, Building Superintendent, Colorado State College	Drawings	10/8/1941
Hospital: foundation plan, floor plan, front elevation, details of doors and windows, and roof plan, by H. Ray Burks, Architect	Drawings
Irrigation system (proposed) for Fort Lewis School, by R.L.P., L.E. Signs	Blueline	4/1931
Kikel Ditch across Ft. Lewis School lands, map of	Blueline	Undated
La Plata River early priorities	Pencil drawing	Undated
Library, Fort Lewis – plot plan; sheets 1-9 showing  building details, by Eugene Groves, Architect	Bluelines	11/1936 – 1/1937
Office Building, floor plan	Pencil, ink on linen, bluelines	6/1/1942
Office Building, floor plan, showing alterations	Pencil, ink on linen, bluelines	6/2/1942
Recreation Hall, top view and side view	Pencil drawing	Undated
School Room, heated and ventilated by “Smith System” of heat retention and ventilation, patented Jan. 1, 1901 by Smith Heating Co., Minneapolis	Blueline	9/28/1907
Science Building, set of drawings of 1st floor, 2nd floor, basement, and attic	Pencil, ink on linen, bluelines	6-1942-7/1942
Septic tank for Fort Lewis School of Agriculture, by Eugene Groves	Blueline	6/23/1928
Sewer pipe between housing units #3 and 4, elevations on top	Pencil drawing	4/21/1947
Shop (proposed), drawn by George Clayberg	Bluelines	Undated
Installation of 2 Model 40 Stokols in Kewanee Smokeless Downdraft Boiler #320, by Schwitzer-Cummins Co., Indianapolis	Blueline	12/19/1935
Snyder Hall, elevations, showers, and Boys Dormitory, by Eugene Groves, Architect	Bluelines
Reconversion Housing Project for Veterans, site, topography and utility plan, Project Colorado V-5149	Drawing	6/13/1946
Vocational Girls Dormitory	Pencil, ink on linen, bluelines	7/7/1942
Blueprints and drawings pertaining to water:
Water system, circa 1884	Ink on linen	1883/1885
Proposed 10” pipeline plan and profile, by Guy S. Newkirk, Engineer	Drawing	8/1935
Small Parshall Flume design by State of Colorado Engineering Department	Blueline & specifications	Undated
Pumphouse dam site contour drawing	Pencil drawing	Undated

Series 20.D.5     Surveys and maps, 1944-45, 1951, 1960-1962, 1 document case (and see Series 20.D.4, particularly the preceding table).  Developed by the College to carry out its mission and function; includes information on roads, boundaries, property lines, corners, monuments, road marker placements, structures, sites, and other related data, such as is shown on the map below.

Fort Lewis A & M College (Hesperus, Colo.) map of buildings and service lines, circa 1940s              (click on images above for closer detail)

Series 20.D.6     Maintenance records and general correspondence, in 1/2 document case.  Includes records pertaining to vehicles, custodial work, carpentry, and grounds at the old Fort Lewis campus..

Series 20.D.7     Publicity materials,  bulk years 1941-1962, in 1/2 document case.  Includes newspaper clippings.

Series 20.D.8     Photographs of buildings, 1956-, in 1/2 document case.  Arrangement is alphabetical.  Note: this series contains photos that were intentionally taken to document structures on the Hesperus Old Fort campus.

Series 20.D.9     Reports (other than those in Series 20.D.1), 1953, 1955, in 1/2 document case.

To the right is an aerial view of the Fort Lewis College campus and much of Durango, Colorado, on April 6, 1994, by Donahue.  Click on this thumbnail image to view a larger image.

As of March 2007, the Durango campus comprised facilities of over 1,089,952 square feet on approximately 266 acres, with a current student enrollment of 3,800 (source: Director of Physical Plant Services job announcement, 3/23/2007).

Series 20.E.1     Long range planning reports,  1955-, in 7 document boxes.  Arrangement is chronological.  Includes program plans and facilities inventories. James M. Hunter, architect (Boulder, Colorado) was the campus planning consultant and architect for the design of the early buildings of the Durango campus.  See also Series 4.4.   Historical note: this planning actually began as early as 1950.  Much of the stone used to face the buildings was from the nearby Horse Gulch quarry.

Series 20.E.2     Capital construction budget request reports (annual), 1962-1993, in 4 document cases. (See also Office of Facilities Planning's controlled maintenance budget requests in Series 20.I.4)

Series 20.E.3     Other capital construction records and budgets, bulk years 1970-1989, in 34 document cases and 2 document boxes.  This series contains permanent records of construction of and permanent improvements to the College's facilities; data includes project proposals, authorizations to execute construction contracts, cost estimates, construction contracts, adjustments to capital assets, construction capitalization/ historical record data sheets, and related memoranda and correspondence.  (See Series 20.E.2 for capital improvement requests; see Series 20.E.4 for related blueprints and specifications; see Series 20.E.9 for photographs; the view on the left is of the campus in October 1956; click for a larger view.)

Series 20.E.4     Blueprints and specifications, 1995-1999, in 1 document box, 4 document cases, and 2 flat boxes.  (Oversize materials are in steel map case at the SW Center; those small enough for a large box are in an oversize box along with the document cases holding this series)  Arrangement is chronological.

Series 20.E.5     Surveys and maps (See note for Series 20.D.5), 1952-2000 (bulk years 1952-1977), in 1 flat box and 1 document case.

Series 20.E.6     Physical Plant Services Director's memoranda and correspondence, 1965-1985, in 2 document cases (arrangement is alphabetical by subject)  (includes records pertaining to maintenance of vehicles, custodial work, carpentry, and grounds on the Durango campus).

Series 20.E.7      Publicity materials, 1978-, in 1/2 document case.  Includes Safety First, Plant Circle News, and Employee Events Committee newsletters, and newspaper clippings.  Also includes FLC-Announce and FLC-Official email distribution list messages.  Materials pertaining to particular buildings are in Series 20.E.8.

Series 20.E.8     Buildings historical files,1979-1999, in 1/2 document case and 1 flat box.  Includes records and publicity about the history of particular structures on the Fort Lewis College campus, including such works as the Centennial Nature Trail; also, files on plaques and historical markers, and place names lists.  The files in this series are arranged alphabetically by name of structure.

Series 20.E.9     Photographs of buildings, 1956-, in 1 flat box and 1 document case.  Arrangement is alphabetical.  This series contains photos that were intentionally taken to document structures on the Durango campus.

Series 20.E.10     Projects Management Office records, 1962-, in 1 document case.  Includes interior campus signage policy and other manuals.

Series 20.E.11     Facilities Master Plan Committee records, 1962-, in 2 document cases.  Includes records of its Landscaping Subcommittee and of the Facilities Master Plan Task Force, 1995-96.  (See Sub-group 19.GG for Campus Land Use Committee--College Committee)

Series 20.E.12     Reports, 1959-95, in 1 document case.  Arrangement is chronological.  This series contains reports other than reports in above series in Sub-group 20.E.

• Organizational note: Physical Plant Services does not generate many records; its Director and supervisors submit notes and statistics to the Vice President for Business and Finance--Sub-group 20.1 and to the Budget Office--Sub-group 20.A, and then those two offices produce annual reports that include that data.

Series 20.E.13     Grants records and correspondence.  This is the category for the records of all grants received by Physical Plant Services (PPS), 1988-1992. 

Series 20.E.14   Controlled maintenance annual budget requests, 1960s-ongoing.  In several document cases.

Series 20.E.15   Property development documentation.  Includes quit claim deeds, minutes and correspondence, and other legal and administrative documentation related to to the development of the Durango campus of Fort Lewis College, 1947s-ongoing.  Compiled by Joe Perino of FLC Facilities Planning, through 2005.  In 5 document cases.  Click here to read Joe Perino's report online.  The following table contains the folder list:

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Box	Folder	Folder title (in Series 20.E.15)	Year span/ dates
1	1	Hesperus campus land, act of Congress granting the Fort Lewis School to the State of Colorado and amendatory act	1911-1916
1	2	Hesperus campus, right of ways and easements	1930-2002
1	3	Oil, Gas, and Uranium mining leases, records and correspondence	1951
1	4	Oil and Gas lease #6533 Book 17	1952/02/01
1	5	Oil, Gas and Uranium mineral leases, records and correspondence	1952-1953
1	6	Uranium mining lease numbers: 90216, 90316, 90416, 90516, 90616, 90716, 90816, 90916, 91016, 91116, 91216; Book 16	1955/06/14
1	7	Oil, Gas, and Uranium mineral leases, records and correspondence	1955-1958
1