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HomeMy WebLinkAbout1981-11-17; City Council; 6805; Grant Application to Historical Publications and Records Commission NHPRC for Preservation of Library Local History ResourcesCIT1 bF CARLSBAD — AGENDA -c3ILL GRANT APPLICATION TO THE NATIONAL v f Nov. 17 1981 DEPT. HD. i. e• MTG. HISTORICAL PUBLICATIONS AND RECORDS DEPT. LIB COMMISSION (NHPRC) FOR PRESERVATION CITYATTY-V,C8 OF LIBRARY LOCAL HISTORY RESOURCES CITY MGR.s"-+!�--' RECOMMENDED ACTION: x If Council concurs, adopt Resolution No. k�authorizing the City Manager to sign the "Authorization i to Proceed" form for International Systems, Inc. to prepare and submit a grant application to the NHPRC. s ITEM EXPLANATION: ? i The Library now possesses a valuable collection of newspapers, clippings, letters, photographs, pamphlets, local a ge.dernment documents, and memorabilia t relating to the history of Carlsbad. There 3 are over 3,000 items in this col- lection. If these materials are to be made available to the public and to City Staff, they must be organized, cataloged, indexed, and preserved. � t The National Historical Publications and Records Commission has funds available in FY 1982 for projects relating to "preservation of historically significant materials for use by the i public". The City's grants consultant, International Systems, has indicated the Library's local history resources would qualify for inclusion under this program and seeks authorization to prepare and submit a grant application. Funds received would be used to hire temporary staff over a one-year project period to inventory, organize, index, and preserve these resources. There would also be some expenditures for such things as additional filing cabinets, folders, photo duplication, and preservation materials. FISCAL IMPACT: No direct costs to the City. There would be some indirect, in -kind contri- butions by Library Staff who would assist with the grant preparation and with some of the planning and execution of the project itself. EXHIBITS: A. ►.etter from ISI, dated October 7, 1981 40 B. Letter from Carlsbad City Library, dated October 26, 1981 C. Authorization to Proceed form, dated September 22, 1981 Q,. D. Resolution No.-4-21y• S _C '= d J (i Y O y 1 2580 Cumberland Parkway • Suite 270 .404-434-2292 October 7, 1981 Mr. Geoffrey Armour Collections Coordinator Carlsbad City Library 1250 Elm Avenue Carlsbad, California .92008 • Atlanta, Georgia 30082•. „-Dear Geoff: It wasa pleasure for Mike Stein and I,to meet with you on our recent —trip. —to Carlsbad. -In regards.to your interest in cataloguing and organizing the local history,materials that have been donated to the library, you may recall that we discussed two programs: National Historical Tublications and Records 'Commission, (NHPRC) and 'NEH Youth Projects. NHPRC would be the most appropriate,of the two, since = its purpose is the preservation of historically significant materials for use by the public. `In following the legis- lative status -of the program, it appears that approximately 1 million dollars may be available in FY '82 with a poten- The agency hopes to tial deadline in January. have a.firm dollar amount and deadline by the end of the -month ,,so we ,will continue to monitor the status. In the meantime, one preparatory thing that could be started is••to.begin;an in ventory •of the materials . , Obviously; , !if ,°you had ' 'an exact _ count of what ;materials you have, -.the need -for the grant would be diminished. What -we" ll -need is a list . of types ,of materials to be catalo uea�and'an estimate -of h�uch— you have-. in each . area, .i. e . ooks , photos'; "diaries ; newspapers , ' +'' =etc. .. ,. " • , .. Since both programs.haveiJanuary deadlines, -we will have plenty ,ot ;time ,to 'develop a project for either or both :programs. As ,we,XInd 'out additional information on NHPRC, we will let .you 'know. _ Sincerely, Susan Dunlap `Y Federal,Program Specialist , SD/dc cc: City Officials j Z ('•Y f.�'j�L; Mali.7RSl1fi �' '�•'� CARLSBAD CITY � LIBRARY j October 26, 1981 Susan Dunlap f Federal Program Specialist Internationl Systems, Inc. 2580 Cumberland Parkway Atlanta, GA 30082 Dear Susan: Thank ,you for your letter of October at National Historical Publications and Records Commission hwouldebe the logical source of funding for any project involving organization and preservation of local history materials. ' I've just recently found some time to start a general inventory Of our local history resources. As you note, coming up with anything at all detailed or accurate would take a lot more time than I can apare. y+ 1 Our local history materials generally fall into two broad categories: 1) those that have been processed in some way for public access, and 2) those that have not identified, or processed in anywa get been sorted, screened, als that been organized and processed still need preservation the 1work. Andsve it all needs -to be integrated into one comprehensive collection. The bulk of the processed resources are housed in the vertical file collection in our Reference Department. There are 136 subject folders and I would guess that each folder contains an average of 10-15 items. The kinds of materials included are clippings, brochures and P pamphlets. The ma file houses what maps, planning charts, and aerial photographs we have on the Carlsbad area. There aren't more than about 20 or 30 items here. Also housed in the Reference Department are local planning materials. I counted over 100 items, mostly environmental impact reports and other studies prepared by developers and consultants. In addition, there are complete files of agenda for City Council, Planning Commission, and Carlsb1minutesets and Carlsbad Unified SchoolDistrict meetings dating back to 1973• These files take up 19 •drawers in a separate series of failing cabinets. As for the unprocessed, unidentified, and unorganized local history materials, these are currently housed in a tonal of nine GEORGINA D. COLE Libiary Director 1250 ELM AVENUE CARLSBAD, CALIFORNIA 92008` 438 - 5014 r v C 1"1 2. filing cabinet drawers in different parts of the library. I couldn't begin to come up with an accurate count but you can figure over 200 items per drawer. Included in this mass of material are clippings, parts of newspapers, photographs, pamphlets, brochures, letters, and all sorts of memorabilia. There is also a separate file of historic photos. I would guess we have about 400 photos in this collection, nearly all in desperate need of identification, preservation, and much better organization. We probably should also include our backfil es of the town newspaper, THE CARLSBAD JOURNAL, which we have from 1925. We are especially interested in preserving these papers and having them indexed. As for books, there is at present only one book specifically on the history of Carlsbad. So what we are dealing with really, to sum up, are the following general categories: 1. Photographs (at least 400) 2. Clippings (about 2,000) 3. A couple of dozen maps 4. A run of newspapers (semi -weekly) from 1925 5. Planning documents (over 100) 6. Agendas and minutes from meetings of various agencies of local government (dating back about 8 years). 7• A vast miscellaneous category that ,includes clippings, brochures, pamphlets, and letters, well over 11000 items and all unprocessed and uncataloged. I hope this will be of some use to your writers. B Best Wishes, eoVff7rme ur Collections Coordinator t .f 0 AUTHORIZATION TO PROCEED &_0* 7,2 Client's Name Date Sent Address i i t , t This is to request authorization for International Systems, Inc. to prepare and subriit an application for under the UAJ CQ_,h avw� MfSS1cV program. Please mark the appropriate response and return j to ISI as soon as possible. i -c ISI is authorized to prepare and submit an t t application for —II-Q ` t bm r under the provided an eligible and competitive project can be developed. All funds received or grants approved through this program will, t count toward the contractual agreement be- tween 0.0),A LA and International Systems, Inc. l) bad is not interested in pursuing funds under L RE 1- C � DATE SIGNATURE 1 RESOLUTION NO.' 6724 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING STAFF TO SUBMIT 3 NATIONAL HISTORICAL PUBLICATIONS AND RECORDS 4 COMMISSION GRANT APPLICATIONS. 5 WHEREAS, the Carlsbad City Library has a valuable collection of newspapers, 6 clippings, letters, photographs, pamphlets, local government documents, and 7 memorabilia relating to the history of Carlsbad; and r 8 WHEREAS, the Library wishes to submit an application to NHPRC for a grant 9 to inventory, organize, index, and preserve said resources; 10 NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Carlsbad, 13. California, -as follows: 12 1'. That the above recitations are true and correct. 13 2. That staff is hereby authorized and directed to submit said application. 14 PASSED, APPROVED AND ADOPTED by the City Council of the City of C?rlsbad 15 at a regular meeting held the _17th ay of NwPmhPr 1981 by the following 3.6 vote, to wit: 17 AYES: Council Manbers Packard, Casler, Anear, Lewis and Kulcbin 18 NOES: None 19 ABSENT: None /�//20 21 R NALD C. PACKARD, Mayor 22 ATTEST: 23 24 25 ALETHA L. RAUTENKRANZ, City Clerk •r. (Seal) 26 27 28 �v