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HomeMy WebLinkAboutItem 3b: Agreement with Arcadia Historical Society Regarding Operation of Ruth and Charles Gilb Arcadia Historical Museum of AR ��� G .,,,tron ryi C �Q� r IP 1=r x, O c . o� ��+niryot� ° STAFF REPORT Library and Museum Services Department DATE: June 7, 2011 TO: Mayor and City Council FROM: Carolyn Garner - Reagan, Library and Museum Services Director C�� SUBJECT: Authorize the Mayor to enter into an agreement with the Arcadia Historical Society regarding the operation of the Ruth and Charles Gilb Arcadia Historical Museum. Recommendation: Approve SUMMARY The current agreement between the City of Arcadia and the Arcadia Historical Society regarding the operation of the Ruth and Charles Gilb Arcadia Historical Museum was signed in 2003, replacing an earlier 1999 agreement. The 2003 agreement, which was very general and brief, needed to be replaced and particularly now in light of the Arcadia Historical Society's April 13, 2011 decision to remove their photographs, ephemera and artifacts from the Museum. • DISCUSSION When plans were developed to build the Ruth and Charles Gilb Arcadia Historical Museum the City of Arcadia and the Arcadia Historical Society entered into an agreement: the City would own and maintain the building, the Society would lease the building from the City and they would manage the Museum. When volunteer curator Carol Libby announced her retirement, the City agreed to fund a staff position and take over operation of the Museum. Operational responsibility and oversight was transferred by the City Manager from his office to the City Librarian, who as of 2003 was given the title, Director of Library and Museum Services. On November 6, 2001, the City Council created the Arcadia Historical Museum Commission to serve in an advisory capacity to the City Council about the operations of the Museum. The seven - member commission is comprised of four members suggested by the Arcadia Historical Society and approved by the Council; two members suggested by the City Council and one member suggested by the Library Board of Trustees in recognition of the Library's longstanding collection of and commitment to preserving Arcadia history. On May 6, 2003, the 1999 agreement between the City and the Society was terminated and a new agreement was made (Appendix A). In November 2005, an agreement between the City and the Society for the operation of the Museum Gift Shop was signed (Appendix B). Over the course of 2010 -2011, the Historical Museum Commission encouraged staff to draw up and negotiate a new contract in order to create a detailed acceptable agreement with the Society regarding the Museum's use of Society collections and the Museum's operations. In meetings with the Historical Society Board, the need for a new agreement was acknowledged, particularly regarding the Society's desire for access to their photographs beyond the Museum staffs working hours. In March, a comprehensive contract was developed by staff and approved by the City Attorney. In early April, it was submitted to a Historical Society committee made up of Society President Gene Glasco and Society Board members Sandy Snider, Carol Libby, and Scott Hettrick. Under the terms of this proposed agreement, staff made every effort to ensure that the Society's photographs, ephemera, and artifacts would be handled by staff in a thoroughly professional manner using the best practices of the museum and archival professions. City Manager Don Penman, Museum Curator Dana Dunn, and Director of Library and Museum Services Carolyn Garner - Reagan met with this committee on April 13. At this meeting, the Society informed staff that the Society had decided that because the access provisions in the draft contract did not meet their needs that they planned on removing their photos, ephemera and artifacts from the Museum. Society members graciously said that the Museum is welcome to have access in the future to these materials as needed for future exhibits. The Museum also may have the long term loan of any artifacts needed for current exhibits. The revised agreement presented for Council's approval reflects the above plans of the Society and staff believes it provides clear direction for the removal of the Society's property from the Museum over the course of a year's time, while detailing mutual and individual responsibilities regarding the Society's office and storage space, Fine Arts insurance, and use of the Museum for meeting space during this transition. It is important to note that during the nearly 10 years that the Museum has been in operation, many wonderful, unique and interesting donations and acquisitions have been made that are the property of the City. In addition, the Arcadia Public Library has a large and well organized photograph collection which is fully available to the Museum. Staff believes that the Museum's excellent exhibits will not be compromised by the removal of the Society's property and that the story of Arcadia will continue to be told in an appealing and effective manner. FISCAL IMPACT There is no additional fiscal impact to the City's budget this fiscal year under the terms of this new contract. In future years, it will be advisable for the City to absorb the full cost of the Fine Arts Insurance that is currently split evenly between the City and the Society. The total estimated cost for the insurance in FY 2011 -2012 is $2,000. RECOMMENDATION: Staff recommends approval of this new contract between the City and the Arcadia Historical Society. Approved by: D& 0 � +-•�- J Donald Penman, City Manager \- V ao �n Appendix A Al = ,`-.!1 \\ \pie- ARCA Dx mig f " STAFF REPORT � l'O$9T'B� Arcadia Public Library May 6, 2003 TO: Mayor and City Council FROM: Janet Sporleder, Director of Library and Museum Services SUBJECT: Agreements between the Arcadia Historical Society and the City of Arcadia Recommendation: Terminate the Lease Agreement of 1999 and approve the new Agreement Summary: The original Arcadia Historical Museum was operated by volunteers from the Arcadia Historical Society, with expenses paid by donations from the community. When the City Council approved the construction of the new Ruth and Charles Gilb Arcadia Historical Museum, a Lease Agreement was signed by the City of Arcadia and the Arcadia Historical Society that clearly delineated the responsibilities of each agency: the City would own the building; the Society would lease it, furnish it and manage it. Subsequently, after the volunteer curator resigned, the City Council allocated funds to hire staff for the Museum and the Director of Library and Museum Services was asked to manage the Museum. The Agreement signed in 1999 is no longer applicable and needs to be terminated. The new agreement delineates the new role of the Arcadia Historical Society in relation to the Museum. Discussion: The Arcadia Historical Society managed a small museum from 1986 to 1999 with the assistance of dedicated volunteers. When plans were developed to build the new Ruth and Charles Gilb Arcadia Historical Museum, the City and the Society entered into an agreement: the City would own and maintain the building, the Society would lease the building from the City and they would manage the Museum. When volunteer curator Carol Libby announced her retirement, the City agreed to fund a staff position. The management of the Museum was assigned to the Director of Library and Museum Services and a professional Curator was hired. The Historical Society Lease Agreement, signed on April 2, 1999, is no longer applicable and needs to be terminated. The new, attached agreement between the City and the Society indicates the Society does own historical artifacts that it agrees to provide to the Museum for display. A fine arts insurance policy will be purchased to cover the artifacts against risk at the Museum, at any other location and in transit. The cost for the insurance will be shared equally between the City of Arcadia and the Arcadia Historical Society. This agreement has been approved by the Historical Society Board of Directors. Fiscal Impact:. The cost for the fine arts insurance will be shared equally between the City of Arcadia and the Arcadia Historical Society. It is not yet known what the insurance will cost. Recommendation: It is recommended that the City Council terminate the Lease Agreement, dated April 2, 1999, and authorize the Mayor to sign the new Agreement between the City of Arcadia and the Arcadia Historical Society. Approved by: William R. Kelly, City Manager % •• ii 4P ili i ) JA - ' , r .441, #4 John Wuo, President l •. o Arcadia Historical Society ti 'PoaATS C • Re: Agreement between the Arcadia Historical Society and the City of l of Arcadia A rcadia Dear Mr. Wuo: The City of Arcadia would like to confirm certain provisions related to the Arcadia Historical Society's contribution to the operation of the Ruth and Ruth and Charles Gilb Arcadia Historical Museum. Charles Gilb The Use Agreement of 1999 between the City of Arcadia and the Arcadia Nrcadia Historical Society, which was developed and agreed to prior to the decision to K1Storical have the City staff manage the Museum, is no longer applicable and is hereby terminated. VSuseum The Society does own historical artifacts that it agrees to provide to the Museum for display. A fine arts insurance policy will be purchased to cover the artifacts against risk at the Museum, at any other location and in transit. vlarny Hackley The cost for the insurance will be shared equally between the City of Arcadia :orator and the Arcadia Historical Society. The terms of this letter of agreement shall commence upon execution and retum of a signed copy to the City. It may be terminated by either party upon submission of notice of termination 30 days before the effective date of termination. Please sign and return one copy of this letter to the City Manager of the City of Arcadia, thereby signifying the Society's approval of this agreement. . AlliiK ' . . .. A Y. 46 ad 41111 AK ,i ayor of the/Ay of or adia P • -sident, Arcadia Historical . ociety Date , /a/D3 Date 4—? — 0 3 Attest: Approved as to form: • A - %� c Nci. P. 1 C lerk of the City, cadia City Attorney Date G - 2- -o 3 Date C I all 03 380 ` Huntington Drive ?ost ice Box 60021 Arcadia, CA 91006 -6021 626) 574-5440 626) 821 -9057 Fax nhackley@ci.arcadia.ca.us (.. 11116 1 . 111 4 V - r•::,.;'-'i40. .. , . 4! Appendix B Mary Young, President o' President, Arcadia Historical Society ° \oxAT -so Re: Agreement between the Arcadia Historical Society and the City of City of Arcadia A rcadia Dear Mrs_ Young: The City of Arcadia would like to confirm certain provisions related to the operation of a Museum Gift Shop at the Ruth and Charles Gilb Arcadia Arcadia Historical Museum. • Proceeds from the sales of merchandise will be used to support the Public Ruth & Charles Gilb Arcadia Historical Museum, its programs and Library exhibits. • The Friends of the Museum, an auxiliary of the Arcadia Historical 20 West Duarte Road Society, will assume the responsibilities of maintaining shop Arcadia, inventory; providing CA 61006 P (626) 821 -5567 iidi sales personnel and work schedules; recording (62 � ng sales, payments of sales tax and deposits and reporting these quarterly to the Historical Society Treasurer; securing the cash box and receipt book; educating and training gift shop volunteers; and enforcing acceptable gift shop procedures and ethics. • The Historical Society Treasurer will submit quarterly .financial reports Ruth and regarding Museum Shop activity to the City. • Merchandise selected for sale will reflect Arcadia's history, be C - rtes Gilb relevant to the Museum's Mission Statement and appropriate for the Arcadia limited space available for shop display. • Museum staff may record sales in the absence of volunteer sales .Historical personnel but is not responsible for maintaining inventory, making Museum deposits or any other operational responsibilities • Museum space allocated for gift shop activities will be determined by 380 West Huntington Drive the Director and Curator. Posr Office Box 60021 Arcadia, CA 91006 -6021 (626) 574 -5440 The terms of this letter of agreement shall commence upon execution and return of' a signed copy to the City. It may be terminated by either party upon submission of notice of termination 30 days before the effective date of termination. Janet Sporleder :�.� 2.4_ /2_, „j , . -- khil Director of Library - G�� 7 { `i- ? < and tlfiueuan Services Presidentrcadi`Historical Society City Manager Date / f - / 7• G'S Date U409.00 G ir- or of Lib and Museum Services Date k t q — 0 S”