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Library of Virginia
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Processed by: Renee M. Savits
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: attorney-client privileged documents and Office of Homeland Security documents. Restricted material has been sealed, but has not been removed from the collection. Constituent Correspondence must be reviewed before being used. The entire box of Series VIII: Robert P. Crouch, Jr. Attorney files are restricted for 75 years due to attorney-client privileged documents.
There are no restrictions.
Virginia. Office of Commonwealth Preparedness. Records, 1989-2009, bulk 2006-2009. Accession 44679. State Records Collection. The Library of Virginia, Richmond, Va.
Transferred from Office of Commonwealth Preparedness on 12 January 2010.
The Office of Commonwealth Preparedness originated from Governor James Gilmore's Virginia Preparedness and Security Panel created after the September 11th terrorist attacks to better prevent and respond to such attacks in Virginia. Shortly thereafter, Governor-elect Mark R. Warner named John H. Hager to the newly created position of assistant to the governor for commonwealth preparedness, now a cabinet-level position, on 28 December 2001. Hager served as lieutenant governor under Governor James Gilmore and was a member of the Virginia Preparedness and Security Panel. On 31 January 2002, Governor Warner issued Executive Order 7, also known as the Secure Virginia Initiative, which rescinded Gilmore's Virginia Preparedness and Security Panel. Executive Order 7 also created the Secure Virginia Panel to review, evaluate, and make recommendations relating to emergency preparedness for the Commonwealth. The Secure Virginia Panel, which became the Secure Commonwealth Panel under Executive Order 69, was to consist of twenty members, later increased to twenty-eight members, under the Assistant to the Governor for Commonwealth Preparedness as chairman. The Office of Commonwealth Preparedness and the Secure Commonwealth Panel were later codified under 2.2-304 through 2.2-306 of the Code of Virginia.
The Office of Commonwealth Preparedness was created with the purpose of developing a coordinated security and preparedness strategy and implementation plan. The Assistant to the Governor for Commonwealth Preparedness, who is appointed by the governor for a term of four years, is responsible for the general management of the Office. In addition, the Assistant also serves as the point of contact with the federal Department of Homeland Security and as vice-chairman of the Virginia Military Advisory Council. Robert P. Crouch, Jr. served as Assistant to the Governor for Commonwealth Preparedness during Governor Timothy M. Kaine's Administration (2006-2010). In 2011 the Office of Commonwealth Preparedness became part of the Office of Veteran Affairs and Homeland Security, which was later renamed Office of Veterans and Defense Affairs. In 2014 Homeland Security was transferred to the Secretary of Public Safety and Homeland Security.
The Office of Commonwealth Preparedness records consist of 37 archival boxes and are divided into eight series. Series have been designated for Cabinet Meeting Files, Commonwealth Interoperability Coordinator's Office Initiatives Files, Commonwealth Interoperability Coordinator's Office Subject files, Constituent Correspondence, Correspondence and Supporting Documentation, Homeland Security Files Grant, Meeting Files Preparedness Committees, and Robert P. Crouch Jr. Attorney Files. These records document the work of the Office of Commonwealth Preparedness. The bulk of the records can be found in the Correspondence and Supporting Documentation series related to base closings, campus security, hurricane preparedness, interoperability, the National Capital Region, and various office projects. Included are agendas, correspondence, minutes, newsletters, programs, reports, and surveys. Of note are the Constituent Correspondence and Correspondence and Supporting Documentation series which are invaluable in showing the concerns and interests of citizens, government officials, and other individuals regarding security, terrorism, and various other subjects.
This collection is arranged into the following series:
Series I: Cabinet Meeting Files, 2006-2008 Series II: Commonwealth Interoperability Coordinator's Office - Initiatives Files, 2005-2008 Series III: Commonwealth Interoperability Coordinator's Office - Subject Files, 2004-2009 Series IV: Constituent Correspondence, 2006-2007 Series V: Correspondence and Supporting Documentation, 2006-2009 Series VI: Homeland Security Files - Grants, 2002-2009 Series VII: Meeting Files - Preparedness Committees, 2006-2009 Series VIII: Robert P. Crouch, Jr. Attorney files, 1989-2006OFFICE OF THE GOVERNOR-TIM KAINE
A Guide to the Governor Timothy M. Kaine Administration Electronic Files, Email, 2002-2010 (bulk 2006-2009). The Office of Commonwealth Preparedness Electronic Files series documents the electronic communication of the office during the Kaine administration. This series contains 13394 emails in eleven (11) subseries. Subseries have been designated for: A. Robert P. Crouch, Jr. Email, B. Steven Mondul Email, C. Wendy Hoffman Email, D. Susan Mongold Email, E. Mike McAllister Email, F. Constance McGeorge Email, G. Melissa McMenemy Email, H. Curtis Brown Email, I. Kerry Stuver Email, J. Megan Samford Email, and K. Jonathan Kiser Email. The email of Marc Follmer, Deputy Assistant for Commonwealth Preparedness and Senior Advisor to the Governor, can be found in Series I. Executive Office Email, Subseries H. There are no email files for Chris Essid, Commonwealth Interoperability Coordinator. There are 250 protected and confidential emails that are restricted from public access per Code of Virginia, 42-1-78. Types of restricted information may include, but are not limited to: attorney-client communications, security information and continuity of government information. The Library of Virginia Email Project - Governor Tim Kaine Portal provides access to the Kaine email collection and includes guides to other Kaine administration records.
The Governor Tim Kaine Administration Web Archive Collection, 2006-2010 contains archived versions of websites for the Governor's Office, his initiative sites, and the sites of his cabinet secretaries. Also included are the related sites for the First Lady (Anne Holton), as well as the Lt. Governor (Bill Bolling), and Attorney General (Bob McDonnell and William C. Mims), two statewide officials elected in the same cycle as Governor Kaine.
The Timothy M. Kaine Administration (2006-2010) Cabinet Weekly Reports Digital Collection contains the weekly reports submitted to the Governor and Chief of Staff by the Governor's Cabinet, including the Secretaries of Administration (Viola Baskerville), Agriculture and Forestry (Robert S. Bloxom), Commerce and Trade (Patrick O. Gottschalk), Commonwealth (Daniel C. LeBlanc, Jan-Mar. 2006 and Katherine K. Hanley (Mar. 2006-2010), Education (Dr. Thomas R. Morris), Finance (Jody Wagner, 2006-2008 and Richard D. Brown, 2008-2010), Health and Human Resources (Marilyn Tavenner), Natural Resources (Preston Bryant), Public Safety (John W. Marshall), Technology (Aneesh Chopra, 2006-2009 and Leonard M. Pomata, 2009-2010), and Transportation (Pierce Homer). Also included are reports by the Assistant to the Governor for Commonwealth Preparedness (Robert Crouch), Office of Constituent Services (Marc Cheatham, 2006-2007 and Amber Amato, 2007-2010), Press Office, Policy Office and Virginia Liaison Office. Reports were submitted each Thursday and placed in a binder for the Governor that he took with him at the end of the day on Friday. A second copy of the report was made for the Chief of Staff. The level of detail varied for each cabinet officer and items of importance were highlighted by staff for the Governor. Each report contains information on legislation, Governor's initiatives/special projects, agency matters/operations, events/agency visits, audits/investigations/compliance, stakeholder issues and pending decisions. Governor Kaine wrote handwritten notes and/or marked-up some reports with post-it notes and requested follow up information from the person submitting the report. Those questions and answers are included in this series. This series provides a weekly account of the issues and policy decisions of the Kaine Administration.
The Executive Orders Digital Collection includes 110 executive orders and 9 executive directives issued by Governor Kaine.
A Guide to the Governor Timothy M. Kaine, Policy Office, Records, 2002-2010 (bulk 2006-2009). The Policy Office Records of Governor Timothy M. Kaine are housed in 174 boxes. The collection is arranged into five (5) series. Series have been designated for: I. Decision Briefs; II. Regulations; III. Legislative Files; IV. Executive Orders and Directives; and V. Policy Analyst Files. These records include agendas, decision briefs, correspondence, memorandums, legislative files, briefing books, meeting notes, subject files, reports, talking points and regulations. These records document the legislative and policy priorities of the Kaine administration (2006-2010). This collection also includes records from Governor Mark Warner's administration (2002-2006).
A Guide to the Records of the Virginia Liaison Office, 2003-2010 (bulk 2006-2009. The Virginia Liaison Office records, 2003-2009 (bulk 2006-2009), are housed in 34 boxes. The collection includes series for Director's correspondence and subject files, Policy Analyst correspondence and subject files, National Governor's Association, and Southern Governor's Association.
The Cabinet Meeting Files series is housed in one archival box and is arranged in chronological order. This series contains agendas, correspondence, and reports. The bulk of the records deal with the Governor's Cabinet Exercise to familiarize the officials on the Commonwealth of Virginia's Emergency Operations Plan and the State Pandemic Influenza Operations Plan. Also included are an Economic and Revenue Outlook and a Report on Statewide Financial Management and Compliance.
The Commonwealth Interoperability Coordinator's Office - Initiatives Files are housed in two archival boxes and arranged alphabetically by folder title. This series contains correspondence, reports, and studies relating to the use of interoperability in the Commonwealth, to identify regional communication gaps, and establish common language best practices. Interoperability is the ability of emergency responders, using different communications systems, to speak to one another and share information during emergencies and disasters. Chris Essid served as commonwealth interoperability coordinator until 2007 and was replaced by Constance McGeorge.
The Commonwealth Interoperability Coordinator's Office - Subject Files are housed in one archival box and is arranged alphabetically by folder title. This series contains correspondence, newsletters, conference programs and attendance records.
The Constituent Correspondence series is housed in two archival boxes and is arranged in chronological order. This series contains correspondence from various constituents to Governor Timothy M. Kaine, along with a copy of Robert P. Crouch, Jr.'s, letter in response, and a page from the people summary database which includes the name, address, and phone number of the correspondent. Each letter in this series contains a unique tracking number assigned by the Governor's Office Constituent Services. The correspondence in this series relates to terrorism, animal welfare, Fort Monroe, FEMA claims, proposed Outlying Landing Field (OLF) project, planning for Jamestown 400th Commemoration, pandemic and biological attacks, security, conferences, publications, hurricanes, the Chesapeake-Bridge Tunnel, military bases realignment and closure (BRAC), intelligence issues, the Naval Air Station Oceana, and others.
This series must be reviewed by archival staff before being used.
The Correspondence and Supporting Documentation series is housed in twenty-three archival boxes and is arranged into two subseries. Subseries have been designated for A. Correspondence and B. Supporting Documentation.
Subseries A: Correspondence, 2006-2009. The Correspondence subseries is housed in 7 boxes and is arranged chronologically. This subseries includes correspondence to Robert P. Crouch, Jr., Assistant to the Governor for Commonwealth Preparedness. The correspondence is similar to the above series Constituent Correspondence, except the correspondence was mainly sent directly to the Office of Commonwealth Preparedness, rather than the governor. The correspondence includes copies of the response letters from Robert P. Crouch, Jr.. The correspondence in this series relates to the U.S. Department of Homeland Security, State Homeland Security Program, conferences, security issues, Secure Commonwealth Panel, the Oceana Air Base, task forces, the BRAC Commission, Federal Emergency Management Agency (FEMA) requests, nominations to the Virginia Executive Institute, miscellaneous intern and part time positions, financial statements, and the Governor's Campus Preparedness Conference, among others.
Subseries B: Supporting Documentation. The Supporting Documentation subseries is housed in 16 boxes and is arranged alphabetically by folder title. This subseries includes briefings, clippings, conference programs, correspondence, meeting agendas, reports, and surveys. Topics include BRAC, For Monroe FADA (Federal Area Development Authority), Governor's Motorcycle Advisory Council, hurricane evacuation plans, Department of Homeland Security Office for National Capital Region, Norfolk State University- Intelligence Community Center for Academic Excellence, Outlying Landing Field meetings, State Agency Preparedness Survey, Congressional briefings, Anti-Gang Workgroup, and Virginia Interoperability.
The Homeland Security Files-Grants series is housed in one and a half archival boxes and is arranged alphabetically by folder title. This subseries contains grant proposals, correspondence, memos, grant award announcements, reports, grant applications, presentations, and worksheets. The Urban Areas Security Initiative (UASI) and Regional Preparedness Catastrophic grant programs are the most plentiful files in this subseries.
The Meeting Files - Preparedness Committees series is housed in five archival box and is arranged in alphabetical order. This series contains agendas, correspondence, lists of panel members, memos, presentation slides, reports, and reports. This series documents the monthly meetings of the Commonwealth Preparedness Working Group, Capitol Security Working Group, Election Security Working Group, Regional Preparedness Advisory Committee, Secure Commonwealth Panel, Virginia Higher Education Preparedness Consortium, and Virginia Military Advisory Council.
The Robert P. Crouch, Jr., Attorney files series is housed in one archival box and is restricted for 75 years due to attorney-client privileged documents. It will be available in 2080.