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
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