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Moving Centuries of History in Madison

Just how do you move hundreds of bound volumes of newspapers and thousands of linear feet of files-the accumulated and documented pieces of history that span centuries? With months of planning, the generosity of a small army of volunteers, and with fingers crossed.

Two nights ago, the Charlotte L. Evarts Memorial Archives (CLEMA), which is Madison's collection of its history, began its move from the first-floor offices and vault of the Memorial Town Hall to its new spaces on the lower level. It will begin with the desks and tables and chairs and on Sunday afternoon will progress into the vault, where volunteers will move materials shelf-by-shelf from former space to new space.

"We are hoping for organized choas. I think it will go well," said Pam Landon, president of CLEMA. "We have been planning for this transition for months."

On Monday, Jan. 3 a new Madison-Guilford probate court will open in the Memorial Town Hall space occupied for so many years by CLEMA. The archives will move to new space downstairs.

"We will have two connecting rooms. One will be a workspace/conference area. The second will have a computer pod surrounded on the perimeter with desks and workspaces for the researchers and volunteers. Two anonymous donors have given us updated computers and we will be applying for a grant from the Bauer Trust for additional computer purchases," Landon said.

"The town has given us a very nice space, a bit more than we had previously. We are, after all, a zero-dollar tenant. Our new space is cleaned up, sparkling, ready for us," she added.

And the archives is ready for the move. Landon chaired the seven-member building committee from the archives board that has been planning each step in this process and working cooperatively with First Selectman Fillmore McPherson and Facilities Director Bill McMinn.

The firm of Gulick & Spradlin, historic renovators, volunteered to dismantle and move the archives display cases. That project has been completed. Moving the tables, desks, chairs, film reader, and other major purchases required some strong backs.

"Bob Gerard, chief for Madison Hose Co., serves on our building committee. He sent out a email blast asking for volunteers, and better than half a dozen firefighters stepped forward," Landon said.

That portion of the move began Tuesday.

It is the transfer of the catalogued materials in the collection that will provide the most significant portion of the move-shelf after shelf, foot after foot of documents.

"We purchased new shelving for the new vault and rescued every bit of everything we could from the former vault to make this move possible. It's been lots of hours toiling away in the vaults and we think we can make the move and do it all in order," Landon said.

The archives will be closed through this move, "but we hope to be open next Tuesday for evening hours. With the help of many, many volunteers, we think this will all go smoothly," Landon predicted.