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HomeMy WebLinkAbout1994-09-19; Parks & Recreation Commission; 994-5; Carrillo Ranch Artifact Storage RequestPARKS & RECREATION COMMISSION - AGENDA BILL DEPT. TITLE: CARRILLO RANCH ARTIFACT STORAGE REQUEST (ACTION) RECOMMENDED ACTION: Approve the purchase of a relocatable trailer for the storage of Carrillo Ranch memorabilia to be located at the Safety Center. ITEM EXPLANATION: On July 26, 1994, the attached City Council agenda bill (Exhibit 1) went before the City Council for their consideration. Their action relating to the Carrillo Ranch artifact storage request directed staff to investigate the relocation of the artifacts to the Safety Center. Their action further directed staff to present this issue to the Parks and Recreation Commission for consideration. Subsequent to Council direction, staff has met with the Carlsbad Police Department, the Facilities Manager, and the Volunteer Carrillo Ranch Curator, Mrs. Joan Kindle. Although the attached report (Exhibit 2) outlines the staff recommendation in further detail, in essence, the recommendation is to purchase a relocatable trailer and locate the facility at the Carlsbad Safety and Service Center for the storage of Carrillo Ranch artifacts. In spite of the initial recommendation to purchase a storage container with heating and air conditioning capabilities, it is now recommended to purchase a relocatable trailer primarily due to the cost and versatility of this type of facility. Although modifications to retrofit the trailer must be made to improve security precautions, the type of facility and location at the safety and service center are acceptable to the volunteer curator. FISCAL IMPACT; The cost of the relocatable trailer including delivery, setup, steps, taxes, and license is $3,470. Ancillary security modification costs are estimated at $500. Staff is recommending that funding for this facility be made available from the Carrillo Ranch Trust Account #880-519-9208. Annual maintenance and operation costs will be absorbed within the existing and future budgets. EXHIBITS; 1. City Council Agenda Bill #12802 - Carrillo Ranch Artifact Storage Request 2. Memo dated September 1, 1994 from Facilities Manager 36 CITY OF CARLSBAD — AGENDA BILL 3i 80-z. DPPT CSD TITLE: CARRILLO RANCH ARTIFACT STORAGE REQUEST RECOMMENDED ACTION: Continue storage of the Carrillo artifact collection at the Magee House. Direct staff to address archival storage and display requirements at the Carrillo Ranch during the park master planning process. Relocate archive collection to the Ranch when appropriate. ITEM EXPLANATION: The volunteer curator for the Carrillo Ranch has requested that the archive collection currently stored at the Magee House be relocated. Her request for relocation stems from concern for the safety of collected memorabilia through perceived threats of fire and/or theft at the present location. The perceived threats exist as a result of an increase in the indigent transient population which has occurred from time to time at Magee Park. Although the Magee House is under a security contract and monitored 24 hours per day for unauthorized intrusion and threat of fire, staff has requested an increase of police patrol and visibility to the park area. In response, the Police Department has increased their visibility and initiated steps to address issues of concern arising from inappropriate behavior, primarily from the transient population. In addition, staff has conducted an exhaustive effort in an attempt to identify another location for the storage of the artifact collection. Within our available resources, staff has been unable to secure a more suitable location based upon the following criteria outlined by the volunteer curator: • an area approximately 8' x 10' • a secure environment in terms of fire protection and theft/vandalism • Climate control capabilities (heating and air conditioning) • ease of accessibility to stored materials by the curator As outlined in a report to the City Manager's Office (Exhibit 1), staff has investigated a number of locations and evaluated those sites based upon their merits and shortcomings. The following list identifies those areas. For a more detailed evaluation of attributes or lack thereof, please refer to Exhibit 1. Magee House Carrillo Ranch Harding Street Community Center/Auditorium Safety Center Las Palmas City Hall/City Manager's Office 37 EXHIBIT 1 PAGE 2 OP AB# RECOMMENDATION: After a thorough analysis, staff believes the Magee House currently affords the best situation for artifact storage in terms of meeting site criteria. However, the ultimate goal in the relocation of artifacts should focus on the Carrillo Ranch, where artifacts will eventually be on public display. Therefore, if Council concurs, staff will address the issue in greater detail during the park master planning process which is scheduled to begin later this year. In the interim, staff recommends that the current security practices continue at the Magee House in order to facilitate the continuity for safekeeping of the Carrillo Ranch archives and the significant collection of Carlsbad Historical Society's memorabilia which are also housed at the site. ALTERNATIVES: (in order of priority) 1 . Continue storage at the Magee House. Address artifact storage and display requirements during the park master planning process. Relocate to the Carrillo Ranch when appropriate. (Recommended action) 1a. Continue storage at Magee Park on an interim basis. Consider implementing provisions to purchase a storage container to house artifacts at the Ranch or modify the existing cantina structure to facilitate storage criteria. These provisions would be for storage only and not for public display until the Ranch is open for public visitation. Initial annual start up cost estimate - $3,000 - $5,000 and $300 annual operation thereafter. 2. Allow provisions for artifact storage at the Public Safety and Service Center in the evidence storage room. Estimated cost - minimal (staff time when necessary). 3. Harding Street Auditorium loft storage area - estimated cost $3,000. 4. Secure suitable facility at a private commercial storage area. Annual cost estimate $1 ,200/year. 5. Return the artifact collection to the State of California until the development of the Carrillo Ranch is completed. FISCAL IMPACT: Contingent upon which alternative is implemented, the cost to relocate artifacts range from minimal to $5,000 with annual cost thereafter of $300. Staff suggests that utilizing funds from the Carrillo Ranch Trust Account is a legitimate use of those funds. The current balance in that account is $1 1 ,900. EXHIBITS: 1. Memo to Assistant City Manager - June 8, 1994 2. Municipal Code 2.36.090(d) - Carrillo Ranch Trust o June 8, 1994 TO: ASSISTANT CITY MANAGER VIA: Community Services Directof « FROM: Senior Management Analyst • CSD REQUEST FROM VOLUNTEER CARRILLO RANCH CURATOR Several months ago Joan Kindle, the volunteer curator for the Carrillo Ranch, requested the Community Service Director's assistance in securing a location to store archival material which Mrs. Kindle has collected over the years. Currently, this material is stored at the Magee House in a previously occupied office, approximately 71/2' x 121/2' in size. Mrs. Kindle's request for another location is for the following reasons: She has concerns regarding the security of the Magee House both in terms of fire and theft/break-ins, vandalism. Climate control capabilities in terms of heating and air conditioning. As per Mrs. Kindle's request, in staffs' exhaustive efforts to locate a new storage area, the following criteria needed to be considered. An area approximately 8' x 10' A secure environment in terms of fire protection and theft/vandalism Climate control capabilities in terms of heating and air conditioning Ease of accessibility to stored materials by the volunteer curator To date, within our available resources, staff has been unable to meet all the above criteria in an effort to facilitate the volunteer curator's request. We have, however, considered a number of locations in our attempt. Those locations and attributes or lack thereof are outlined as follows. 1. Maaee House (existing location) In review of the existing location, staff found the room size to be adequate, however, the capability to provide ever present climate control is not available due to the lack of air conditioning within the building, although heating is available. The building has been and is currently under security contract and is monitored 24 hours per day for unauthorized intrusion. 38 EXHIBIT 1 o REQUEST FROM VOLUNTEER CARRILLO RANCH CURATOR June 8, 1994 Page 2 - . Smoke alarms within the building are also monitored by the same security contract for immediate response to the Carlsbad Fire Department. Although the Magee Park has a relative transient population on occasion, no building break-ins or theft has occurred to our knowledge since the building was renovated in the late 1970's. The Magee House is currently the location of the Carlsbad Historical Society and also houses a significant amount of the Society's historic memorabilia. Accessibility to the artifact collection by the volunteer curator is considered very good. 2. Harding Street Community Center/Auditorium Currently all office space and storage areas at the Harding Street Community Center are occupied with staffing and necessary equipment. There is a loft storage area which could be made available in the auditorium. However, at this time the loft lacks appropriate security for fire protection and theft. The loft area presently stores equipment for the city's emergency disaster preparedness planning efforts which may need to be relocated. Security alarms for the building are non-existent; however, there is limited fire protection in the form of one (1) overhead sprinkler. Climate control capabilities (air conditioning) do not exist and would cost approximately $3,500 to install. 3. Safety Center In review of this issue with the Police Department, the evidence storage room at the Safety Center is a possibility. Security is obviously at an optimum and climate control capabilities are considered good. Contingent upon the amount of storage area occupied from surplus evidence build up, the amount of storage room for artifacts would be sufficient. However, the ease of accessibility for the curator to retrieve artifacts would be limited to business hours and would require police staff to be in attendance at all times for security reasons. Therefore, ease of accessibility is not considered good. 4. Las Palmas Although the former Utility Maintenance Administrative Division has relocated to 405 Oak Street, the vacant office spaces at Las Palmas are necessary to provide for the expansion of the Geographic Information Systems Division and the relative overcrowding within the Planning and Engineering Departments. Therefore, storage of artifacts at this location is not considered a viable location. o REQUEST FROM VOLUNTEER CARRILLO RANCH CURATOR June 8, 1994 Page 3 5. City Hall/City Manager's Office Currently there are two (2) vacant cubicles between the City Manager's office and the City Attorney's office. Individually the cubicles are approximately 5' x 20'. Although the area is climate controlled, the cubicles would need to be modified to provide doors for security reasons. The approximate cost of these modifications is approximately $3,000. Currently, there is also a vacant office approximately 10' x 12' in the City Manager's office area. Due to the activities routinely held in the City Manager's office, staff would consider this area inappropriate for artifact storage on a permanent basis. Accessibility would be limited to standard business hours only. CONCLUSION In staffs' review and exhaustive efforts to locate another storage area, we have been unable to secure a facility which meets all of the criteria. However, staff believes that the current location at the Magee House provides the most suitable location at present in terms of meeting the criteria which Mrs. Kindle requested including: Security contract which monitors both unauthorized intrusion and threat of fire. This location offers the best situation in terms of ease of accessibility. Although the location lacks air conditioning, modifications could be made to accommodate this request at a cost of approximately $2,500 if necessary. Furthermore, the Magee House currently and for several years has housed the artifacts of the Carlsbad Historical Society which is a significant amount of collected memorabilia. Although staff understands Mrs. Kindle's desire to store the Carrillo Ranch artifacts at an appropriate location, the goal in staffs' opinion should focus upon storage and ultimately display at the Carrillo Ranch if the artifacts are to be relocated in the near future. Therefore, staff has investigated the cost of purchasing an 8* x 20' container with climate control capabilities. The cost of the container is approximately $5,000 with an estimated annual operation expense of $300 per year. The container can be stored at the Ranch in close proximity to the house currently occupied by the caretaker and his family. In addition, staff has considered modification of the cantina structure which could provide for climate control and additional security measures including fire and theft. The cost of the building modification to accommodate this alternative would range between $3,000- $5,000 with an annual operation expense of $300 oer year. o c> REQUEST FROM VOLUNTEER CARRILLO RANCH CURATOR June 8, 1994 Page 4 RECOMMENDATION Continue storage of the artifact collection at the Magee House on an interim basis. Consider implementing provisions to purchase a storage container for artifact storage at a cost of $5,000 and operating costs of $300 per year, or modify the existing cantina structure to provide for climate control and increased building security measures at a cost between $3,00045,000 with operating expenses of $300 per year. Staff suggests that utilizing funds from the Carrillo Ranch trust account is a legitimate use of those funds in order to maintain the artifact collection. The current balance in that account is $11,900. ALTERNATIVES (in order of priority) 1. Allow provisions for artifact storage at the Public Safety and Service Center in the evidence storage room. 2. Harding Street auditorium loft storage area • approximate cost $3,000. 3. Secure a suitable facility at a private commercial storage area. Annual cost estimate is approximately $1,200 per year. 4. Return the artifact collection to the State of California until the development of the Carrillo Ranch Community Park is completed. KEITH BEVERLY KB:jm c: City Manager Police Chief Facilities Manager Carrillo File C:\WP51\DB4KB\MEMOS\CURATOaREQ 2.36.080 236.080 Powers generally. The park and recreation commission shall have the power to equip, operate, supervise and maintain playgrounds, athletic fields, swimming pools, swim- ming centers, indoor recreation centers, auditoriums, or other park or recreational facilities on or in any public grounds or buildings in or about the city, which the commission may from time to time ac- quire, provide, authorize and designate for such use, subject to the approval of the city council. The commission shall further have the power to adopt rules and regulations pertaining to the cutting, trim- ming, pruning, planting, removal or interference with any tree, shrub or plant upon any street, park, pleasure ground, boulevard, alley or public place of the city. (Ord. 1025 § 9) 236.090 Funds—Disposition of moneys. (a) Funds Generally. The park and recreation commission is authorized to and may receive dona- tions, gifts, legacies, endowments or bequests made to the city or to the commission for or in behalf of the city for the acquisition of park and recreation facilities and the construction, maintenance and operation of any of the foregoing facilities, subject to the approval of the city council. (b) Gifts Paid to Treasurer. All donations, gifts, legacies, endowments or bequests so received by the commission shall be turned over to the city treasur- er, and shall be kept in a special fund to be desig- nated as the park and recreation fund. (c) Park and Recreation Fund. The city council shall establish a fund to be known as the "park and recreation fund." There shall be deposited to and expended from this fund all fees or moneys received by the commission, including the proceeds from all gifts, legacies or bequests as set forth in subsection (b) and including the proceeds of other sources managed or controlled by the commission and de- rived by it in connection with the operation of the public recreational activities and facilities under its jurisdiction. All moneys in the fund shall be used for the promotion, supervision and operation of public recreation, and not otherwise, and if not used during any current year shall accumulate in the park and recreation fund. (d) Carrillo Ranch Trust. A special trust fund is hereby established to receive and hold donations of money, artifacts, and memorabilia for the Carrillo Ranch. Proposed donations shall be referred to the Parks and Recreation Commission for a recommen- dation before acceptance. Donations of five hundred dollars or less may be accepted by the City Manag- er. Donations over five hundred dollars may be accepted by the City Council. All donations accept- ed in the trust must be used exclusively for purposes relating to the development, operation, and mainte- nance of the Carrillo Ranch. (Ord. NS-113 § 1, 1990; Ord. 1025 § 10) 236.100 Budget The park and recreation commission shall submit a budget for required funds to the city council on or before the thirtieth day of June of each year. (Ord. 1025 § 11) 236.110 Powers delegated to commission to be advisory. Nothing in this chapter shall be construed as restricting or curtailing any of the powers of the city council, or as a delegation to the park and recreation commission of any of the authority or discretionary powers vested and imposed by law in the city coun- cil. The city council declares that the public interest, convenience and welfaie require the appointment of a park and recreation commission to act in a purely advisory capacity to the city council for the purpos- es enumerated. Any power herein delegated to the commission to adopt rules and regulations shall not be construed as a delegation of legislative authority but purely a delegation of administrative authority. (Ord. 1025 § 12) 59 40 (Carlsbid 11-91) EXHIBIT 2 September 1, 1994 TO: COMMUNITY SERVICES DIRECTOR FROM: Facilities Manager LEO CARRILLO ARTIFACTS STORAGE Keith Beverly and I recently identified several locations at the Safety Center where a temporary storage facility for the Leo Carrillo artifacts could be located. There are two spots that deserve consideration. The first one, Option A on the attached drawing, is located at the east end of the employee parking lot. The second one, Option B, is located approximately 40' away on the north side of the employee parking lot in the space currently occupied by a modular unit. In my opinion, Option B is the preferred site both from a cost standpoint as well as the overall facility appearance and operation. In addition, I originally suggested that a steel storage container be utilized to store the artifacts to minimize the cost. However, I have since discovered that we could purchase a small modular office unit for less money. I would therefore recommend the modular unit because it is less expensive, is a better investment and would afford the City a variety of uses in the future. Following is a more detailed discussion of the options: LOCATION Option A East end of employee parking lot. This spot is located in the "landscaped" area south of the fence and gate. Because it is technically inside the fenced police area it may appear to be a more secure location than Option B. However, since it is adjacent to the gate leading .to the fleet area, which remains open 24 hours a day to allow police access to the fuel pumps, it is in reality no more secure. This location would require the removal of some shrubs and sprinkler lines, some minor grading for a pad and approximately 75' of trenching and conduit for the electrical service. The trenching would have to cross existing sprinkler lines which would require it to be dug by hand. The estimated cost, including a new electrical meter, to prepare this site is $2,500 - $3,000 . Option B North end of employee parking lot on north side of fence and gate. There is an existing modular on this site which is in the process of being relocated to CMWD. This location is approximately 50' north of Option A. There is no site preparation required and the existing electrical service could be reconnected for a minimal cost. It would also require the installation of a new electrical meter at an estimated cost of $500. MEM95043.FM 41 EXHIBIT 2 September 2, 1994 Leo Carrillo Artifacts Page Two My recommendation is Option B. This location is the most cost effective, it requires no site preparation and is just as secure as Option A. BUILDING TYPE Option 1 A steel storage container. This is an insulated steel cargo container with one light and HVAC. I received quotes for two sizes that are currently available: an 8' x 9' at $3,900 and an 8' x 14' at $4,007. Although this type of unit would require slightly less ground space and would be somewhat more secure than option 2, it would be much less attractive and could only be used for storage. Because of its small size, it would be awkward to gain access to the boxes, etc. Option 2 A modular building similar to those currently located at the Safety Center. The smallest size available is 8' x 20'. This unit also includes lights and HVAC. The total cost including delivery, set up, steps, taxes and license is $3,470. This unit is not only less expensive than the storage containers but it is larger and more aesthetically compatible with the facility. In addition, this type of unit is a better investment and would afford a variety of future uses. My recommendation is Option 2. The modular building is the most cost effective, it is larger, has more potential for current and future use and is architecturally more compatible. Although I believe it is just as secure as the storage container, a security alarm system could be easily installed for added protection. I hope this information is satisfactory. If you have any questions or require additional information I would be happy to assist you. CHUCK WALDEN, CFM kq MEM95043.FM 42 ^-^m+.:^ Z* .- -^.^ ..-' • ••*•;-. •:-. ?-.'<sa&^- ^laSfiKtt ' -**-»• % , _ » • ""* -• ^^.W-T ' '»-v'*'"* jf *- -"• ^,^j^