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HomeMy WebLinkAboutItem 2d: Use of Funds for Payment of Architectural Services and Contribution Levels for Education CenterSUMMARY DISCUSSION Page 1 of 3 STAFF RFIPORT Library and Museum Services Department DATE: February 2, 2010 TO: Mayor and City Council FROM: Carolyn Garner - Reagan, Library and Museum Services Director GL J SUBJECT: Accept the Historical Museum Commission's recommendation to authorize the City Manager to use $2,650 from the Historical Museum's Gilb Memorial Fund for payment for additional architectural services and approve contribution levels for naming rights for the Museum Education Center. Recommendation: Accept the Historical Museum Commission's recommendations. Architectural Services: On September 15, 2009, the City Council approved payment of $2,800 to Robert Daggett for one -half of the costs of architectural fees for the proposed Museum Education Center with the other half of the costs being paid for by the Arcadia Historical Society. Since that date, additional schematic design costs have been incurred. At their January 6, 2010 meeting, the Commission approved the request of Major Gift Committee Chair and Museum Commissioner Floretta Lauber that the Commission recommends to Council that half of the most recent invoice be paid out of the Museum's Gilb Memorial Fund. Naming Rights: The Commission also passed a recommendation to Council that naming rights to the Museum Education Center be as follows: a donation of 50% or more of the estimated cost will allow the entire building .to be named after the donor and that a similar level of donation will permit naming rights for each of the individual classrooms. Architectural Services: Architect Robert Daggett has been working with the Major Gift Committee of the Arcadia Historical Society to develop preliminary site plans and elevations for the proposed Museum Education Center. These conceptual plans, which the Council approved and supported at its August 18, 2009 Study Session, were used to establish a fundraising goal of $500,000. On September 15, 2009, the City Council approved payment of $2,800 to Robert Daggett for one -half of the costs of architectural fees to that date for the proposed Museum Education Center with the other half of the costs being paid for by the Arcadia Historical Society from the proceeds from the Museum's Fifth Anniversary Dinner. The cost sharing for only the $2,800 payment was originally suggested by City Manager Don Penman at an August 19, 2009 meeting of the Arcadia Historical Society Board at which the proposed Museum Education Center and the roles of the Society and the City in the building's design, bidding and construction were discussed in detail. Since that September payment of $2,800 was made by the City from the Museum's Gilb Memorial Fund, additional schematic design costs have been incurred and a final rendering of the Museum Education Center has been produced. At their January 6, 2010 meeting, the Historical Museum Commission approved the request of Major Gift Committee Chair and Museum Commissioner Floretta Lauber that the Commission recommends to Council that half of the most recent invoice be paid for using the Museum's Gilb Memorial Fund. The other half of the bill has been paid for by the Arcadia Historical Society, again using the proceeds from the Museum's Fifth Anniversary Dinner, the only Society fund designated for the Museum Education Center. The Arcadia Historical Museum's Gilb Memorial Fund will be reduced by $2,650. This fund currently has a balance in it of $20,545.27 and this expenditure will leave a balance of $17,895.27. This expenditure will affect but not curtail the Curator's plans for improving and augmenting the permanent exhibits. However, any additional payments that might be authorized by the Council or a determination by the Council to use the entire Gilb Memorial Fund for architectural services will adversely affect these plans. However, staff is enthusiastic about the prospect of what the Museum Education Center will mean for programming for both the Museum and the Recreation and Community Services Department and does not want to impede the progress of the building. Staff is therefore recommending that the Council authorize the City Manager to make this one additional payment from the Gilb Memorial Fund. Naming Rights: At their January 6, 2010 meeting, the Commission also passed a recommendation to Council that naming rights to the Museum Education Center be as follows: a donation of 50% or more of the estimated cost will mean that the entire building will be named after the donor. A similar level of donation will permit naming rights for each of the individual classrooms. This contribution level is a fairly standard fundraising practice. FISCAL IMPACT The Arcadia Historical Museum's Gilb Memorial Fund will be reduced by $2,650 This fund currently has a balance in it of $20,545.27 and this expenditure will leave a balance of $17,895.27. Page 2of3 RECOMMENDATION: It is recommended that the City Council authorize the City Manager to use $2,650 from the Historical Museum's Gilb Memorial Fund for the payment of one -half of the most recent architectural fees for the Museum Education Center. It is recommended that the City Council approve the Museum Commission's recommendation that naming rights be permitted for a donation of 50% or more of the estimated cost of the entire building and a similar level of donation will permit naming rights for each of the three individual classrooms. Approved by: c <<Q -rte- -J Donald Penman, City Manager Page 3of3