HomeMy WebLinkAboutItem 3b: Agreement with Arcadia Historical Society Regarding Operation of Ruth and Charles Gilb Arcadia Historical Museum of AR
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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.
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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
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V ao �n Appendix A
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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
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.441, #4 John Wuo, President
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'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:
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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
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4! Appendix B
Mary Young, President
o' President, Arcadia Historical Society
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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
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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”