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HomeMy WebLinkAbout2000-08-08; City Council; 15859; Display Of Local Historical Resources8 8 % % . . p 2 A 6 5 8 AB# /6! t%y MTG. 8/08/00 DEPT. LIB I - - - 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. 5 6 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 9 10 11 12 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: 13 14 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: 19 20 21 22 23 24 25 26 27 28 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’ . 8. 9. 10. 11. 12. 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: