Title
Recommendation to Receive a Report on the Alameda Museum Archival Activities on Behalf of the City; and Authorize the Interim City Manager to Execute a Five-Year Agreement with the Alameda Museum in an Amount Not to Exceed $42,600 Annually for a Five Year Total Expenditure of $213,000, for Archival Services of City of Alameda Records. (Recreation 280)
Body
To: Honorable Mayor and Members of the City Council
From: David L. Rudat, Interim City Manager
EXECUTIVE SUMMARY
The Alameda Museum (Museum) has provided archival services for the City of Alameda (City) since 2007. The purpose of the original grant was to offset its rent for the Museum located on Alameda Avenue near Park Street. Since 2013, the agreement provides for storing and cataloguing historical photos and files; designing interpretive panels on railroad history for parks; and managing a digitized collection of neighborhood home photos from the 1960s. The Museum has requested to continue these services for another five-year term.
BACKGROUND
The Museum, a local non-profit organization, conserves tangible artifacts relevant to the cultural and architectural heritage of Alameda and provides educational access through exhibits and programs on the unique history and heritage of Alameda and its early pioneers. The Museum’s dedication to preserving the cultural heritage of Alameda has contributed to a civic identity that is unique to our island community and confers civic benefits to the entire community. Over the years, the Museum has provided these archival and historical preservation services.
In addition to operating the physical museum, located at 2324 Alameda Avenue near Park Street, the Museum also operates the Meyers House museum and Garden, located at 2021 Alameda Avenue. It offers monthly tours and maintains the house interior, which includes many historical artifacts, as well as the grounds surrounding the building.
The prior agreement expired on June 30, 2018 and was funded from the General Fund Non-Departmental program in the amount of $42,600 annually. Funding from that program is recommended.
DISCUSSION
The Museum stores historical records for the City and provides archival preservation. At least 25% of the Museum warehouse is dedicated to archival storage of City records with an additional 25% of the Museum dedicated to City historical exhibits. These include document and photo archives from the Library, City records, Fire and Police Departments, Alameda Recreation and Park Department and other records.
This agreement proposes that the City will contribute to the Museum an annual amount not to exceed $42,600 per year for a five-year period, similar to the amount the City currently contributes to the Museum for rent. This would pay for the Museum’s archival and storage services of City documents at the Museum as well as provide free public access to City historical displays.
The agreement would also require the Museum to be open to the public for no admission fee at least 15 hours per week, excluding holidays, and also be available by special arrangement for free group tours, especially for education-based groups.
The revenue to the Museum from this agreement is also an integral part of the Museum’s ability to maintain and operate the Meyers House and Garden property. The property was transferred from the City to the Museum in 2013. It’s a Colonial Revival historical home and is open to the public each month on the fourth Saturday as well as for private rentals.
FINANCIAL IMPACT
The Budget to fund this agreement is included in the General Fund Non-Departmental program for Fiscal Year 2018-19. The annual cost of this agreement is $42,600 each year, for a five-year period. The funding for this Agreement for future years will be included in the Budget and will be subject to City Council approval.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action is not a project and is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15378 (b)(4) of the CEQA Guidelines, because it involves governmental fiscal activities (payment for archival services), which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment.
RECOMMENDATION
Receive a report on the Alameda Museum archival activities on behalf of the City and Authorize the Interim City Manager to execute a five-year agreement with the Alameda Museum in an amount not to exceed $42,600 annually for a five year total expenditure of $213,000, for archival services of City of Alameda records.
Respectfully submitted,
Amy Wooldridge, Recreation and Parks Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Alameda Museum Overview
2. Agreement