TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Parks and Recreation Director
Melissa McCollum, Senior Recreation Manager
Eric Brinkman, Cultural Arts Supervisor
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 3 to the Professional Services Agreement with History Associates Incorporated Which Adds Not-to-Exceed $28,000 for Historic Archiving Services (Parks and Recreation Director Leyman).
A) ADOPT RESOLUTION NO. 24-0076
B) ALLOCATE FUNDS
Line
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
A. Adopt Resolution No. 24-0076 approving Amendment No. 3 to the professional services agreement with History Associates Incorporated;
B. Allocate up to $28,000 of additional surplus Los Angeles County Library funds to pay for full implementation of Phase IV of the Historical Collection Action Plan.
FISCAL IMPLICATIONS:
The expenditures associated with this amendment will be fully reimbursed by the Los Angeles County Library System, which accumulates surplus funds generated from property taxes paid for the use and benefit of the Manhattan Beach Library.
BACKGROUND:
The current agreement with History Associates Incorporated (HAI) for historic archiving services has a total not-to-exceed of $485,000 with $139,118.27 funds remaining. Allocation of an additional $28,000 of surplus Los Angeles County Library funds is needed to complete digitization of select newspapers and photographs in the City’s Historical Collection. The increase is due to an expanded number of images needed to digitize all of the bound and unbound newspapers in the collection.
The City of Manhattan Beach Historical Collection Action Plan is outlined in the following five phases:
Phase I Policy Development up to $65,000
Phase II Inventory and Survey Collections up to $110,000
Phase III Process, Catalog, Rehouse Collections up to $310,000
Phase IV Digitization Determined by size and scope
Phase V Maintain Collections Determined by size and scope
Los Angeles County Library approved use of surplus library funds to fund implementation of Phases I-IV of the Action Plan as previously presented to City Council. Los Angeles County Library is supportive of using additional surplus library funds to fully implement Phase IV.
On March 19, 2024, City Council approved Amendment No. 2 to the professional services agreement with HAI to implement Phase IV of the Action Plan, including expanding the scope of services at a cost of not-to-exceed $100,000 and extending the term for one year.
Phase IV priorities include:
• Digitization of bound and unbound newspapers
• Digitization of photographs
• Metadata capture for each issue
The materials make up a significant portion of the paper collection and are among the more fragile assets, which also happen to be the most accessed and handled materials. Every handling, with or without protective gloves, contributes to the overall degradation of archival materials. Creating an alternate way to access materials can extend the life of fragile collections.
Amendment No. 2 also includes ongoing archival services from a professional Senior Archivist/Records Manager I for the City of Manhattan Beach Historical Collection, up to 288 hours for one year, including participation in Historical Collection Committee meetings, ongoing processing and cataloging of new acquisitions, research appointment assistance, and exhibition planning support. The City will only be invoiced for hours worked.
DISCUSSION:
As mentioned previously, allocation of an additional $28,000 of surplus Los Angeles County Library funds is needed to complete digitization of select newspapers and photographs in the City’s Historical Collection. The increase is due to an expanded number of images needed to digitize all of the bound and unbound newspapers in the collection. Original and revised quantity calculations are copied below.
|
Task |
Original Scan Quantity |
Revised Scan Quantity |
|
Unbound newspaper processing |
23,000 |
43,750 |
|
Bound newspaper processing |
40,000 |
110,000 |
|
Photograph processing |
5,000 |
5,000 |
|
Metadata collection |
6,100 |
12,896 |
HAI explained that the bound volumes are much more densely bound than the scanning company expected requiring additional scans to capture all of the content. In addition, HAI reports, “The number of unbound materials is quite a bit more extensive than we originally estimated. This is based on the volume of paper measures inside each box during our inventory process, the ‘best’ way to make the estimate but also not a perfect system.”
Staff recommends an additional allocation of $28,000 of surplus Los Angeles County Library funds to support digitization of the collection as envisioned.
PUBLIC OUTREACH:
The City Council considered the Collections Assessment and Action Plan on July 19, 2022, the Collection Policy, inventories, and project updates on March 7, 2023, processing, cataloging, and rehousing plans on June 6, 2023, and digitization and ongoing archival support plans on March 19, 2024.
The Manhattan Beach Historical Society contributed to the Collections Assessment as well as development of policies during Phases I and II of the Action Plan. They were active partners during implementation of Phase III of the Action Plan and support moving forward with full implementation of Phase IV.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed the agreements and is approved as to form.
ATTACHMENTS:
1. Resolution No. 24-0076
2. Amendment No. 3 - History Associates Incorporated
3. Agreement and Amendment Nos. 1 and 2 - History Associates Incorporated