M&StL AFEs

M&StL AUTHORIZATIONS FOR EXPENDITURE (AFEs)

Your tax deductible donation can help preserve the M&StL AFEs.

From time to time the Chicago & North Western Historical Society Archives Committee has been able to post information on the M&StL;OneList/eGroup. One important source of this info has been the M&StL AFEs. Most of the AFEs are now in El Paso for archival stabilization, preservation and microfilming. Why move them to El Paso? Two reasons: First, Gene Green is there. His commuting to Chicago to work on them was slow and expensive. Second, one of the nation's foremost archival microfilming firms is located in El Paso.

AFEs are files which document the plans for and execution of any capital expenditures including the purchase or retirement of locomotives, passenger, freight, MOW and caboose cars; construction, remodeling and removal of structures such as depots, roundhouses, etc; construction, improvement and abandonment of track and bridges; and so on. Typical M&StL AFEs contain all the financial stuff but may also include very interesting correspondence giving the "why" for the action as well as how the project was executed. AFEs usually contain a bill of materials. Some AFEs also contain drawings, maps, occasionally photos, brochures from suppliers, and so on.

Currently 237 boxes of M&StL AFEs are in El Paso. The material in El Paso covers the years 1916 into 1956 with some gaps. As many as 25 boxes may still be missing. AFEs before 1916 probably no longer exist. M&StL AFEs from 1957 to 1960 have not been located yet. Some of the file contents are in very good condition while other parts are really in bad shape; paper so crumbly one dare not touch it, for example.

Things need to be stabilized before the microfilm company will touch them. Part of the problem is the non-archival file folders which are visibly damaging file contents. A worse problem is the boxes themselves. Most cartons are so old and damaged that they barely contain the files inside, let alone protect them. Replacement of the boxes is priority one!

Sample AFE

Here's what the Chicago & North Western Historical Society Archives Committee has been accomplished so far:
- obtained donation of 572 sq. ft. of clean, dry storage space.
- shipped boxes to El Paso at a cost of $1465.00.
- obtained donation of steel shelving (20% of actual need) from the H.J. Heinz Company.

FUTURE PLANS:

• Continue to seek donations of shelving, work tables, etc.
• Sell 8x10 copies of any photos found at $10.50 each plus shipping.
• Copy negatives are being made now and we expect to have a list available after Christmas.
• Profit from sale of photos will support the M&StL AFEs.
• Sell books of M&StL drawings found in the AFEs. The first volume of small structures like tool sheds, watchman shanties, loading ramps, a neat stiff leg derrick, and so on is now in preparation. These won't be office machine copies. Most drawings will be retraced using CAD for clean legible lines and each drawing will include historical text where appropriate.
• Sell copies of blueprints.

NOW WE NEED YOUR HELP.
The next project must be replacement of the ragged boxes with archival quality storage boxes. "THE" supplier of archival material, Hollinger, turns out to be the cheapest as well. At $5.35 per box the total for 250 boxes (we expect to find more of the missing cartons) with shipping is $1400.00. About $400.00 (a great big THANK YOU to all who have donated so far) is on hand but we still need to raise over $1000.00. The typical donation so far has been $100.00 or more, the largest single donation was $1465.00 for the shipping.

Please dig deep and send the biggest check you can to
Ron Christensen, Treasurer C&NW Historical Society
2053 Partridge Lane Kalamazoo, MI 49009

Be sure to make your check payable to the "C&NW Historical Society" and note that your check is for "M&StL AFEs".

Contributors will be put on a mailing list that will keep them up-to-date on progress and advise them of the great "finds" as they turn up. Copy service for mailing list recipients will be available. Those contributing $100 or more annually ($25.00 per quarter) will get access to the AFEs and can ask for research on specific topics. In other words, Gene Green will trade his labor for your greater financial support.

Again, profits will support the M&StL AFE project.

WHY HAVEN'T WE JUST APPLIED FOR SOME BIG GRANT TO DO IT ALL?
First, over 70% of the money donated in this country comes from individuals, not be corporations or foundations. Second, historical preservation money is a lot harder to find than social action money. Third, no granting agency will give this project a second glance until we can prove that there is a need and widespread backing. The number of researchers, authors and historical societies that have requested information from the M&StL AFEs is beginning to show the "need." Your financial support will show the "backing."

HERE'S SOMETHING ELSE YOU CAN DO.
Pass a copy of this message along to anyone you might think is interested in helping to preserve the M&StL's history.

Home Page ||| Guestbook ||| Email: mstl@eldora.net