HomeMy WebLinkAbout09282010 City Council Work Session Notes - Transfer of Museum to City q/dWo
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Memorandum
Date: Tuesday,September 28,2010
.a.
To: Mayor Dunham and Council "'
through: Phillip Oases,City Manager
from: Patricia Unvillc. Library Director {
Subject Council Work Session on Transfer of Seward Museum to City
Attached are the informational items that were promised to Council as a result of
the passage of Resolution 2010-059 on July 12, 2010. These items are listed
below:
1. Cost projection for the operation and i lintenaaae of the Seward Museum over the
next three years. (page 1)
2 A timeline detailing the activities to complete the treader tha Sward Museum to
the City of Seward(page 2)
3. A description of staffing needs (page 3 graph)
4. A plan detailing collections management and ownership(page 4-5 Draft MOO)
S. The draft Resolution and Agenda Statement to authorize the City Manager to sign the
MOU(pages 6-11)
6. Proposed job description for curator(page 12)
If you have questions about any of this please call me at 224-4008 or
362-3027.
Looking forward to working with you this evening.
Patty Linville
City Council Work Session
Museum Management Continued
September 28,2010 7pm
information Provided by Patricia Unvife,Library Director
The purpose of this work session is to follow up on the June 29 work session in which Council
directed City Staff to bring a plan to transfer the Seward Museum operation and maintenance
to the City.
The Plan:
City staff contacted the City Attorney to confirm a process to bring the operation of the Seward
Museum under the City of Seward, specifically the library department. The attorney suggested
changing the City Code that created the library department to a library museum department.
This wort is in the Ordinance 2010.006. She also agreed that a separate Memo of
Understanding between RSHS and the City was needed to define their roles and relationship.
This meeting is to answer questions and concerns about the proposed Ordinance 2010-006
changing the library Department to the Library Museum Department and Resolution 2010-??
accepting the Memorandum of Understanding (MOU) between Resurrection Bay Historical
Society(RBHS)and the City of Seward.
Estimated costs protected over three years:
Library/Museum tuner*and Significant Changes
Projected Operating Estimated
Costs
2010 $399,363 Total includes Marary museum aide currently spending 6
hours a week at the museum
2011 $491,354 Curator hired,current museum . . , . s assumed
2012, $66(1191 _Fully staffed as per lune 29 . . •< . for new f
2013 $893,201 , Estimating a S%increase
1
City Council Work Session
Museum Management Continued
September 28,2010 7prn
information Provided by Patrkia Library Director
Timeline
October 11,2010 Public phony on Ordin 2010406 Changing Library
Department to Library Museum Department
October 11,2010 Resolution to Accept MOU between RBHS and City of Seward
on Council Agenda
November 2010 Amend 2011 Lary(Museum)Budget to include museum
operations(assumes passage of Ordinance and Resolution)
Janu • 1,2011 Recruit/hire Curator to assume new position
January 1,2012 Reauit/hire for additional designated position as needed prior
to opening of new facility _....._._
1Z 2012 Otenl g of new library museum
2
SEWARD UBRARY MUSEUM PROPOSED STAFFING
Current library staffing is 43 FT .. Proposed
library museum staffing in the new facility is 7.5
which could be 6 full time and 3 part time or 7
full time and 1 part time.
Ulan Museum Director
I FTE Range 19A
Library expertise,staff supervision&facility&
budget numaganent
2suitagenvirsoistAiwyreversolls
Ati--- ....±..........___
NytlM Curator Frown Coordinator Gib Technical Assistant
I FTE Ramp t7A t FTE Range 16A 1 FTE Range 9A
Proaaasiond pudica walla laiepulduriy Shared position plans.scttediuks A. implemtents In addition to library duties,this position would
to map Osaaraas prrogra .with maims ttttrtry,mus wn.meeting space educational maintain a museum presence on the Larrey&
alae &budget trrarasaraetaar tarps programs,marltletag,&advardaing. Coordinates Museum Web page and include museum
&tldrea's.yews midis candor and infatuation in the newsletter
IOWA trinawat sa+!lbrrry ahlMi respa.rMMtles pregrms.
4S%MuuevaN1W'!i'% LIM1llfe iMeating Roma
—11;:::27s,;":":"."-------""---........ ......................* =1 .,,kr._
&Walt - Moo= Aida Animal
.s FTE Rays 1 God hi volunteers 3 1 FTE Range 2
ilidhaleal*ippon la
Colbas►ues cprr asemcnt. apriv for museum front Front desk&clerical dtaiea.
--""' ardsibititui laprnent.a'« geek s Mary beetle ».p ...,.,,..1.1.0".......... 1lsaieioa is panaa at with
rhymed lag def „from stets din*summer,& FIB Blur I ear t io dtbrarr aid
2 uttillialr�f z 3 hpie 3da11a ad 1 peados rwlt i"in
.mitaxamiliostomst Aar 'research Poems a 1paad
•t bili ttlitiatl. t ntlegeciat events many aiussun Mu
3 .
Mission Statement of Seward Museum
The Seward Museum collects,preserves and makes accessible materials relating to the history
of Seward,the Resurrection Bay area and the eastern Kenai Peninsula of the State of Alaska
MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITYOF SEWARD
AND
THE RESURRECTION BAY HISTOR ETY
The Resurrection Bay Historical Society,hereafter ref • Society,and the City of
Seward,hereafter referred to as the City,enter into to manage,
preserve, research,interpret and provide public to the owned by the Society.
The City owns and maintains the building in these collections are hel1104 provides staff
and funds for the management,preservation, ' . ch and intetpretatlon ofliecollection and
public access to the collection,
The Society is dedicated to prom• •intenance, etation and
protection of its
collection.
R is mutually benefit' • the City a Soc. - : to assure the
continued • ea's hi d Seward Museum
Mission Stat •
The parties, ,aRt+lle •
TheR
• future acquisitions
• and - • for policies relating to the collection
ation, arch,documentation and interpretation of
the co
• Provide train'` - education of Society members
• Provide insurance for the contents of the collection
• Provide supplind materials for Society business,meetings and events.
The City of Seward IMO: ;40-
•
. *•-• Providillititiaintain the building to house the collection
• Provide the collection with building security
• Provide staff to manage the collection in compliance with Seward City Code
2.25.1313-135.
• Provide support for preservation, research,documentation and interpretation of
the collection
• Develop and maintain a collections policy
• Provide funds for training and education of museum staff
4
• Provide space and access to museum facilities and equipment to conduct Society
business
The parties mutually agree that:
• Where donations and funds are solicited using the distinct name of either organization,
the funds will be deployed for the particular purposes within that organization
• Following review by both parties,this agreement may be ed as necessary by
mutual consent of both parties.
• Either party may terminate this agreement by pr days written notice. Unless
terminated by written notice,this agreement force.
Philip X X
Oates Lee Pokl+r
manager CO of Seward President. Resurrection eiw Metoetal society
,K.
•
- t
S
Sponsored by:Oates
CITY OF SF:WARD,ALASKA
RESOLUTION 2818-?2T
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
COOPERATIVE AGREEMENT WITH THE RESURnt:"I`!Oq RAY
HISTORICAL SOCIETY map TO MANAGE,PR1l SERVE,RSH,
INTERPRET AND PROVIDE PUBLIC ACCESS TO THE COLLECTIONS
OWNED BY RBHS UTILIZING A SIGNED MEMORANDUM OF
AGREEMENT
visiguAs, Resolution 2010-59 directed City Staff to create a plan to transfer the operation
and allialleince of the Seward Museum from the RBI'S to the City;and
WHEREAS,Ordinance 2010-006 changed the Library Department to the Library Museum
Department and codified powers and duties of the department with MINS as an achisory body to the
department head and the City of Seward:and
WHEREAS, RHUS and City Staff worked to create a Memorandum of t;nderctanding
(MOU)that clearly states the rights and responsibilities of each entity with regard to the art,artifacts
and archival history of Seward that is owned by the RBHS and currently housed in the Seward
Museum;and
WHEREAS,the MOU was reviewed favorably by the membership of the RAMS at their
August and September 2010 meetings;and
WHEREAS, Lee Poleske.current director and curator of the museum will retire at the end
of 2010;and
WHEREAS,to continue to correctly manage.preserve,research,interpret and puvidc public
access to the collection owned by RBHS a curator is needed;and
WHEREAS.the curator position was outlined in the Seward Community Library Museum
Business plan and a job description was created;and
WHEREAS, estimated cost to operate and staff the Museum as is currently operated is
$72190 when cost estimate is adjusted to include City funds already dedicated to operation of the
museum and possible revenues.
NOW,THEREFORE,1W IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA that:
6
Section I. The City Manager is authorized to enter into a cooperative agreement with the
Resurrection Bay Historical Society(RBHS) to manage,preserve,research,interpret
and provide public access to the collections owned by RBHS,
Section 2. rhis resolution shad take affect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the city of Seward. Alaska.this 11th day of
October, 2010.
CITY OF SBWARD,ALASKA
RESOWI1ON1 1
inn CITY OS*WAND.ALASKA
Now et Moyer,lbw
AYES:Names of Yeti Vows
NOES:Names of No Years
7
MEW:Name(s)a(Absentee
ABSTAIN:Name
ATTEST:
Lewiskeit
City►auk
(City Seal)
6
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Estimated cost to operate and staff the Museum,as is currently operated,is$99893. Actual increase
to the current budget is estimated at 372190 when fiends already dedicated to museum operation and
possible revenues of are subtracted. Estimate includes 2009 Expenses incurred by RBHS,current
city employee(.35FTE library ninteltpn aide)and proposed salary. benefits and insurance (Range
I 7A) for full time curator position to replace current volunteer manager. Possible income is
conservatively based on 2009-2010 RBHS rewards. The library museum aide costs have been part of
the library budget since 2008. The City annually budgets a stipend for the Seward Museum. The
figures below are taken from past financial statements of REINS and recent estimates of personnel
ants from the City of Seward Finance IX-penman
Estimate Detail
R 2004 ennuis*
,tcperr 17863
Library Museum Aide.35FTE at museum _ 7903
:Curator .r'e v.P'°a )salary'_._ �.. .... .. 471,41
Curator Benefits and insurance 26286
Total estimate t4 orate Sewed Mutes as is operated ► $99893
1.i1sr�Mien Aide already cted -7903
—Atintud Stipend to Museum front Clix -4800
Possible maw*from museum :. -15000
wed estimate $72190
t{U NTS
The intent of this resolution is looulhorice the City Manager to enter into a cooperative agreement
as laid out in the MOU between the RBHS and the City of Seward to manage, preserve,research.
interpret and provide public access to the collections owead by the Resurrection Bay Historical
Society.
CONSISTENCY C11}CKl:1ST: Where applicable, this agenda statement is consistent with the
Seward City Code,Charter,Comprehensive Plans.Land Use Plans,Strategic Plan and City Council
Rules of Procedures or Other Plans or Policies:
Yes
3120 Seward Comprehensive Plan 3.1.21 and 3.71.2 and 3.7.3.2
fSCAL NQ
Estimmed cost to operate the Museum as is currently operated is$991193. Estimate includes 2009
Expenses incurred by RBHS totaling 317863,current city employee(.3SFTE library museum aide)
$7903 and proposed 347841 salary and $26286 benefits and insurance(Range 17A)far lid)time
curator position to replace current volunteer manager. Possible income of 513000 based on 2009-
2010 RBHS Monis.
10
ATlO NEY RI VIEW: Yes_X No...,,.�.__.
REgcthelINENDATION:
Approve Resolution 2010-??Authorizing the City Manager to enter into a cooperative agreement
with Resurrection Bay Historical Society to manage,preserve,research,interpret and provide
public access to the collections owned by RHI IS utilizing a signed Memorandum of Agreement.
11
•
tollmsenm Cornier
Ramon 17* Salary:
• r*en t Llhr•cy&Museum Approved by:
Reports to L ry Director Date:
Super Mum Assistants.Vim,and interns
Position: Regular,F l-Tin•Exempt
sugar
Plans and administers the MIXICIAM program Including. mum.collection managett ent.exhibit
design,research. and installation,operations.museum budget management long-range planning,
supervision and training of museum assistant,intern,and volunteers.
E esteel Deities and Responsibilities:
• itientifim.acquinm catalogs and maintains docun ental alga ' mal objects, fine art.
historical photographs,and archival collections bell to the City of Seward,
Resurrection Ray Historical Society and the Seward Library Association for public use.
• Researches and maintains documentation on local history and cult.
a provides preventative p teeri•aation through monitoring environmental controls and
insuring;the upeof muses best practices materials and techniques.
•
Researches,designs,maintains,updates and installs museum and library exhibits. Writes
and iristalbiularpretive signage and labels,
• Monitors the maintenance of the museum we tisk ami efficient use of the IiirAikt
• Monitors the security of the collections and die exhibits to protect from damage or theft.
• Colles on the implementation of mutt programs and activities. Coordinates
with lamityjiMuseum Directeur to achieve long range goals,meet programming goals.
and sat mum schedules and open hours.
• Contributes to*gulag sparts for the Resurrection ley Notarial Society,and city
administration concerning museum use.activities'and needs.
• Recommends and implcmcnts policies and procedures for the*mew eitb
consideration of input from the RAMS.
• Uses input ftom community interest and user groups to develop kargrallir planning and
assess museum service needs for the arca.
12
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