TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Director of Parks and Recreation
Martin Betz, Cultural Arts Manager
SUBJECT:Title
Approve the Assessment and Cataloguing of Historical Archives; Appropriate $109,500 from the Public Art Trust Fund; Discuss and Provide Direction for the Structural Renovation of the Historical Beach House (Red House) and the Possible Creation of an Historical Document Facility (Parks and Recreation Director Leyman).
a) APPROVE
b) APPROPRIATE FUNDS
c) DISCUSS AND PROVIDE DIRECTION
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council: a) approve an assessment and cataloguing of historical archives; b) appropriate $109,500 from the Public Art Trust Fund; and c) discuss and provide direction for the structural renovation of the Historical Beach House (Red House) and the possible creation of an historical document facility.
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FISCAL IMPLICATIONS:
The assessment of the archives, structural review and programming will be phased in over four years. Funds to assess the archives, and develop an exhibition and educational programs (Phases 1, 2, 3) will be allocated from the Public Art Trust Fund.
Construction of an historical document facility, rehabilitation of the Red House and relocation of the historic Real Estate Office (Phase 4) cannot be funded with public art trust funds; other sources will need to be identified.
The following is an estimated cost of each phase:
Phase 1 Collection Assessment $38,500
Phase 2 History Exhibition $56,000
Phase 3 Educational Program $15,000
Phase 4 Cost will be determined depending on what type of facility is approved at the Manhattan Beach Art Center (MBAC) site, and structural renovations to the existing Red House at Polliwog Park.
As of November 6, 2018, the Public Art Trust Fund has an allocated balance of $288,330 and an unallocated balance of $1,151,323.
BACKGROUND:
At the May 14, 2018 City Council meeting, the City Council directed staff to conduct an assessment of the City’s current historical artifacts and prepare a report with options for their preservation, including pre-existing or new facilities to house the collection. Currently those artifacts and archives are being managed by the Manhattan Beach Historical Society. The Manhattan Beach Historical Society is dedicated to the preservation and promotion of the heritage of Manhattan Beach, and to the collection and display of historical information and memorabilia about the city. The Historical Society began as a committee in the early 1970s and incorporated as a non-profit, tax-exempt organization on October 20, 1977. All officers and museum staff are volunteers. Society headquarters are in the Historic Beach House (Red House) located in Polliwog Park at 1601 Manhattan Beach Boulevard.
The Historical Beach House or “Little Red House” serves as tribute to the community’s founders, and as the Society’s museum. Built in 1905 at 205 Fifteenth Street. The cottage was moved to Polliwog Park in 1986, and restored by the City of Manhattan Beach and the Manhattan Beach Historical Society. The grand opening was on May 13, 1990. Museum displays consist of artifacts, memorabilia, and photographs typically donated by community. The relocation of another salvaged structure, Manhattan Beach’s first Real Estate office, to Polliwog Park and adjacent to the Red House, is planned for 2019-2020.
DISCUSSION:
Over the past year, staff has been meeting with the President of the Manhattan Beach Historical Society Board of Directors to discuss various issues related to the Society’s programs and physical structure. With these continued efforts by the Manhattan Beach Historical Society, an increasing awareness of preservation issues has been established.
This report specifically addresses the preservation of the historical archives, artifacts and other material managed by the Manhattan Beach Historical Society and owned by the City of Manhattan Beach. It is a multi-year phased plan including estimated costs. The plan is designed to address the urgent need to preserve the material and acquire important archives owned by private citizens that are potentially being gifted outside of the Community. This document is intended to solicit specific direction from the City Council as it relates to the future of the City’s historical material and the proposed phases of the plan.
The current conditions of the collection and buildings are as follows:
The Archive and Collections:
● Collection is largely uncatalogued
● Collection housed in non-standard locations such as park outbuildings and subject to pests and climate conditions
● Condition of items rapidly deteriorating due to climate, pests and inadequate storage conditions
● Lack of active archive management in acquisitions, exhibitions, and education
● No archival storage protocol and no climate control
● Community access to exhibitions limited
The Facilities (Red House):
• Wood bungalow with single wall construction, built in 1905
• Minimal climate control in Red House
• Outbuildings have no climate control
• No fire suppression system appropriate for museum facility
• Inadequate security systems
• Inadequate pest control
• Inadequate exhibitions systems including: cases, lighting, and wall space
A four-year, phased proposal has been developed to address these issues in a comprehensive manner.
• Phase 1 - Collection Assessment (duration 18 months, estimated cost of $38,500)
1. Purchase collections management system
2. Develop archive file schedule
3. Catalog materials in Red House and outlying storage areas
4. Develop copyright usage policy
5. Develop acquisition policy
6. Relocate all high value objects to MBAC storage.
• Phase 2 -Comprehensive history exhibition for the Red House including staffing and regular hours, which could be relocated to new facility in the future (duration 12 months, estimated cost $56,000)
1. Develop the Manhattan Beach story
2. Develop a living history exhibition for the Red House
3. Hire curator to develop exhibition and related educational programming
• Phase 3 - Develop comprehensive educational program to complement exhibition and integrate into MBUSD curriculum (duration 6 months, estimated cost $15,000)
1. Develop an online presence for researchers
2. Develop a curriculum (hometown history unit) that interprets the history of Manhattan Beach for all 3rd or 4th graders in MBUSD.
3. Develop a curriculum for the casual visitor
• Phase 4 (Year 4) Structural renovations to the existing Red House at Polliwog Park and Construction of an Annex Building at the MBAC (Duration and costs are dependent upon City Council direction)
1. Evaluate structural needs, electrical, plumbing and internal/external upgrades to the Red House.
2. Develop a plan to construct a facility at the MBAC site to house a permanent exhibition, permanent collections storage, and research library.
In an effort to protect the City’s historical archives and documents, staff recommends that the City Council approve an assessment and cataloguing of historical archives. An appropriation from the Public Art Trust Fund of $109,500 is necessary to accomplish that goal. Staff further recommends that City Council discuss and provide direction for the structural renovation of the Historical Beach House (Red House) and the possible creation of an historical document facility.
PUBLIC OUTREACH/INTEREST:
This proposal has been discussed with, and has the support of, members of the Manhattan Beach Historical Society. The issue was presented to both the City Council and the Cultural Arts Commission by the President of the Historical Society in a public forum.
LEGAL REVIEW
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
Attachments:
1. Collection Stewardship
2. PowerPoint Presentation