HomeMy WebLinkAbout2000-08-08; City Council; 15859; Display Of Local Historical Resources8 8 % %
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MTG. 8/08/00
DEPT. LIB I
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- CITY OF CARLSBAD -AGENDA BILL
TITLE: ADOPT THE MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY OF CARLSBAD
AND THE CARLSBAD HISTORICAL SOCIETY REGARDING
COOPERATIVE PRESERVATION AND DISPLAY OF LOCAL
HISTORICAL RESOURCES.
sg DEPTmHDmE CITY ATTY. l
CITY MGR w
RECOMMENDED ACTION:
Adopt Resolution No. 6alo-a55 approving a Memorandum of
Understanding between the City of Carlsbad and the Carlsbad Historical Society and a
related loan form for sharing historical resources.
ITEM EXPLANATION:
In recent years, the Carlsbad City Library and the Carlsbad Historical Society have
developed separate collections of documents, memorabilia, and other resources relating to
the history of Carlsbad. After a series of meetings, library staff and the Carlsbad Historical
Society Board of Directors decided to recommend a formal policy giving each organization
a focus for developing future collections as well as procedures for sharing these resources,
usually for special exhibits.
The City Attorney drafted a Memorandum of Understanding between the City and the
Carlsbad Historical Society covering these issues. A related loan form was also developed
to track the loan of historic materials between both organizations. These documents were
approved by the Carlsbad Historical Society’s Board of Directors at their meeting on June
28, 2000. The city’s Historic Preservation Commission, at their meeting on July 10, 2000,
also approved these documents.
FISCAL IMPACT: None
EXHIBITS:
1. Resolution No. &Z@d5fipproving a Memorandum of Understanding between
the City and the Carlsbad Historical Society regarding local historical resources.
2. Memorandum of Understanding.
3. Loan form.
0 I
RESOLUTION NO. 2000-255
A RESOLUTION OF THE CITY OF CARLSBAD, CALIFORNIA,
3 APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE
CITY OF CARLSBAD AND THE CARLSBAD HISTORICAL SOCIETY
4 REGARDING COOPERATIVE PRESERVATION AND DISPLAY OF
LOCAL HISTORICAL RESOURCES.
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WHEREAS, the City of Carlsbad, through its library, and the Carlsbad Historical
Society both collect and display historical resources relating to Carlsbad; and
7 WHEREAS, both the City and the Carlsbad Historical Society have agreed to
3 focus collection specialties so as not to duplicate efforts; and
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WHEREAS, both further have approved the terms and conditions of a
Memorandum of Understanding and a loan form governing the transfer and handling of
resources;
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
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1. That the above recitations are true and correct.
2. That the Memorandum of Understanding regarding cooperative preservation and
15 display and the related loan form are hereby approved.
16 PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council
17 of the City of Carlsbad, California, at a regular meeting held on the 8th day of
18 August , 2000, by the following vote, to wit:
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AYES: Council Members Lewis, Hall,
NOES: None.
ABSENT: Council Member Kulchin.
URRAI P E M. WOOD, City Clerk
(SEAL)
EXHIBIT #2
MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITY OF CARLSBAD AND THE CARLSBAD HISTORICAL SOCIETY
REGARDING COOPERATIVE PERSERVATION
AND DISPLAY OF LOCAL HISTORICAL RESOURCES
The City of Carlsbad (“the Civ) and the Carlsbad Historical Society (“the Society”),
recognizing the need for mutual cooperation in preserving and displaying local historical
resources, have reached the following understanding effective this 8th day of August ,200o:
1. The City generally collects flat paper artifacts such as photographs, documents
and maps. The City archives these artifacts and stores them in various formats,
both hard copy and electronic.
2. The Society generally collects three-dimensional artifacts, such as furniture,
equipment, kitchen utensils, clothing, and framed artwork. The Society displays
these artifacts at the Magee House.
3. From time to time, the City acquires three-dimensional artifacts, which the City
does not have the capacity to store, and the Society acquires flat paper artifacts,
which the Society does not have the capacity to store.
4. Subject to the availability of adequate storage space and, upon request by the
City, the Society will store the City’s three-dimensional artifacts. Similarly, subject
to the availability of adequate storage space and, upon request by the Society, the
City will store the Society’s flat paper artifacts. The parties will determine the
details of the storage, including any special climate requirements, at the time the
request for storage is made.
5. Unless the party that owns the artifacts notifies the other party to the contrary, the
City and the Society may use the artifacts they store for one another in the same
manner they use the artifacts they store for themselves. For instance, if the City makes its flat paper artifacts available for viewing by the public, the City can make
the flat paper artifacts it is storing for the Society available for viewing by the public
as well. Likewise, if the Society places its three-dimensional artifacts on public
display, it can place the three-dimensional artifacts it is storing for the City on
public display as well.
6. Notwithstanding the above, neither party may relocate or loan out the artifacts it is
storing for the other party without the written consent of the other party. In
addition, each party will make the artifacts it is storing for the other party available
to the other party promptly upon request.
7. Subject to availability and upon request, each party will lend its artifacts to the
other party for research and display purposes. The parties will determine the
. terms of the loan, including the length of the loan period and any special handling
instructions, at the time the loan is made.
1 (Rev. 5/30/2000) ,,._l’
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The artifacts owned by each party will continue to. be owned by’that party
regardless of where the artifacts are located or how the artifacts are used or
displayed. Each party is responsible for keeping a written record of the artifacts it
owns, including those it has loaned to or has stored with the other party. Upon
execution of this agreement and at least twice each calendar year thereafter, each
party will provide the other party with an updated list of these artifacts.
Each party is responsible for insuring its own artifacts, regardless of where they
are located, and agrees to hold the other party (including the other party’s officials,
officers, employees, agents, and volunteers) harmless for any loss or damage to
any artifacts being stored by or loaned to the other party.
Either party may terminate this Memorandum at any time upon providing thirty
days written notice to the other party. Upon termination, each party will promptly
return to the other party the items it is storing for or is borrowing from the other
party.
Nothing in this Memorandum obligates either party to acquire artifacts for itself or
for the other party now or in the future.
This Memorandum may not be modified except in..~-.~~~~i~~~~~~~ved by the
governing bodies of b A the City and the Society.
Mayor
ATTEST:
For “SOCIETY”
(INSERT NAME)
Chairperson
(INSERT NAME)
Secretary
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
2 (Rev. 5/30/2000)
-’ . -. EXHIBIT J13
HISTORICAL RESOURCES LOAN FORM
This form is to be used for any loan transactions between the City of
Carlsbad (Carlsbad City Library) and the Carlsbad Historical Society.
TODAY’S DATE:
Check one:
The following items are loaned to the CARLSBAD CITY LIBRARY
IThe following items are loaned to the CARLSBAD HISTORICAL SOCIETY
1.
2.
3.
4.
5.
PURPOSE OF LOAN:
DUE DATE FOR RETURN OF MATERIAL:
SPECIAL HANDLING INSTRUCTIONS:
For the lending organization: PRINT NAME:
SIGNATURE:
For the borrowing organization: PRINT NAME:
SIGNATURE:
Items returned in original condition on (date):
Received by: