Loading...
HomeMy WebLinkAbout07-15-2014 C6 Police Ledger Donation to Cal PolyCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number FROM: Steve Gesell, Chief of Police Prepared By: Christine Wallace, Neighborhood Outreach Manager SUBJECT: GIFT OF HISTORICAL POLICE LEDGERS TO CAL POLY KENNEDY LIBRARY SPECIAL COLLECTIONS RECOMMENDATION Authorize the transfer of ownership of thirty-six ledgers from the Police Department to Cal Poly Kennedy Library - Special Collections for preservation and digitizing for public access. DISCUSSION Background The Police Department has thirty-six large ledgers currently in storage in the Chief’s office that document the early years of law enforcement in the township of San Luis Obispo. The oldest ledger is the Police Court Dockets dating from 1881 to 1887 that details who was arrested, the crime and the punishment in fine amount or jail time. The second oldest ledger documents tax collection and licensure as issued by the appointed (then elected) Marshal dating 1884 through 1911. The remaining 34 ledgers which span 1911 to 1978 detail arrest records, police court dockets, jail registers, fees and fines, traffic citations and evidence collection. These highly detailed documents assisted greatly in the writing of the San Luis Obispo Police Department history by volunteer Paulette Staley in 2006. The history is available to the public on the SLOPD website www.slocity.org/police/historicphototable.asp. Gifting the ledgers to the Special Collections at the Kennedy Library will allow for the necessary preservation to keep the fragile items from total disintegration. Special Collections also has a user friendly and accessible website that allows the public to access digitized collections. However, in order for the ledgers to be shared with the public on the website, Cal Poly must be the owner of the collection. In addition, should Special Collections ever choose to de-access items from the police ledger collection, the City would be granted the first right of refusal to acquire the items back. Currently in the Chief’s office, the oldest ledger is on display in a glass topped coffee style table. As Cal Poly Kennedy Library recognizes the power of displaying historical items at the department, the ledger, once digitized to facilitate access and research, would be given back to the Police Department on permanent loan as detailed in a separate loan agreement. FISCAL IMPACT The gifting of the ledgers to Kennedy Library Special Collections will not have any fiscal impact to the City. The University will absorb all responsibility associated with the maintenance, storage and public access of the books. 7/15/14 C6 C6 - 1 GIFT OF HISTORICAL POLICE LEDGERS TO KENNEDY LIBRARY Page 2 ALTERNATIVES 1. Do not authorize the transfer of ownership of the ledgers. This alternative is not recommended as the Police Department does not have sufficient methods of preservation of the items, nor does it have the resources to offer public access to them. ATTACHMENTS 1. Agreement for Gift of Ledgers 2. Permanent Loan Agreement 3. Ledger Inventory 4. Photo Images of Court Docket 1/3/1881 – 6/6/1887 T:\Council Agenda Reports\2014\2014-07-15\Police Ledger Donation to Cal Poly (Gesell-Wallace)\Gift of Police Ledgers to Cal Poly Kennedy Library Special Collections.docx C6 - 2 DEED OF GIFT Gift of Papers and Other Historical Materials California Polytechnic State University San Luis Obispo, CA 93407 Robert E. Kennedy Library Special Collections & Archives (805) 756-2305  Fax (805) 756-5770 Page 1 of 4 Of Police Department Ledgers to the Special Collections and Archives Department California Polytechnic State University, San Luis Obispo 1. Subject to the terms, conditions, and restrictions hereinafter set forth, I City of San Luis Obispo (hereinafter referred to as the Donor), do legally own the items described herein and hereby give, donate and convey to the California Polytechnic State University for deposit in the Special Collections and Archives Department of the Robert E. Kennedy Library, the papers and other historical materials (hereinafter referred to as the Materials) which are described in Appendix A, attached hereto. 2. Legal ownership, title, and all rights to the Materials shall pass to the California Polytechnic State University. Donor acknowledges that upon execution of this Deed of Gift, the Materials irrevocably become the property of California Polytechnic State University. The display, use, maintenance, and disposition of the Materials are at California Polytechnic State University’s sole discretion. 3. The Donor and his/her family shall be permitted freely to examine any of the Materials during the regular working hours of the Special Collections and Archives Department after the collection has been processed. 4. It is the Donor's wish that the Materials be made available for research as soon as possible, and to the fullest extent possible. At the same time, it is the Donor's wish to guard against the possibility of their contents being used to embarrass, damage, injure, or harass living persons. 5. Subject to the restrictions imposed herein, the Special Collections and Archives may dispose of any of the Materials that are determined to have no permanent value and/or historical or research interest, provided that prior to any such disposal the Donor shall be notified thereof, if possible, and at the Donor’s request, the Materials proposed for disposition shall be returned to the Donor. 6. In the event that the California Polytechnic State University or its successor cannot or will no longer administer the preservation and use of the Materials, they will then be returned to the Donor, or at the Donor's request, a suitable institution will be located and a transfer effected. 7. Credit for the display in exhibitions or the reproduction in print or electronic media shall be required and shall read: "Police Department Ledger Collection, Special Collections and Archives, California Polytechnic State University." 8. By execution of the Deed of Gift, Donor expressly represents and warrants to California Polytechnic State University that he or she is the sole lawful owner of title to the Property. Donor further represents that the Property is free and clear from any and all encumbrances, that there has been no prior pledge, option or gift of any part thereof to any person, and that Donor has the right to give or transfer the Property. Attachment 1 C6 - 3 DEED OF GIFT Gift of Papers and Other Historical Materials California Polytechnic State University San Luis Obispo, CA 93407 Robert E. Kennedy Library Special Collections & Archives (805) 756-2305  Fax (805) 756-5770 Page 2 of 4 9. The Internal Revenue Service has determined that California Polytechnic State University is organized and operated exclusively for educational purposes and is exempt from federal income tax pursuant to Section 501(a) and (c)(3) of the Internal Revenue Code. California Polytechnic State University does not advise donors on tax matters and suggests that Donor direct any questions regarding donations as charitable contributions to Donor’s tax advisor or an office of the Internal Revenue Service. California Polytechnic State University does not appraise donations but will make the Property available for appraisal upon the request of Donor. 10. Loan of Materials from the collection shall be at the discretion of Special Collections and Archives, with preference to institutions with American Association of Museums accreditation. All costs for physical loan of Materials will be borne by the borrowing institution. 11. In the event that the Donor may from time to time hereafter give, donate and convey to the California Polytechnic State University as a gift to the Special Collections and Archives Department, additional papers and other historical materials, title is given over to the Special Collections and Archives Department, and all of the foregoing provisions of this Deed of Gift shall be applicable to such additional papers and other historical materials. A description of the additional papers and other historical materials so donated and delivered shall be prepared and attached hereto. 12. The foregoing gift of the papers and other historical materials of the Donor is accepted on behalf of the California Polytechnic State University subject to the terms, conditions and restrictions herein before set forth. Terms and Conditions: The Police Department desires to display the ledger (2. Court Docket 1/3/1881 – 6/6/1887) as part of a permanent exhibition. To satisfy this wish, retain historical continuity, and provide centralized access, an arrangement was reached to have Cal Poly San Luis Obispo safely scan the ledger and lend it as part of a separate loan agreement. If the City of San Luis Obispo wishes at any time to remove the ledger from exhibition, Cal Poly would be notified and the loan returned. If at any time the ledgers are considered for disposition, the City of San Luis Obispo will have the Right of First Refusal. Signature of the Donor: Date: Name of Donor: Telephone: Address: City State Zip C6 - 4 DEED OF GIFT Gift of Papers and Other Historical Materials California Polytechnic State University San Luis Obispo, CA 93407 Robert E. Kennedy Library Special Collections & Archives (805) 756-2305  Fax (805) 756-5770 Page 3 of 4 Signature for the Library: Date: Name & Title: C6 - 5 DEED OF GIFT Gift of Papers and Other Historical Materials California Polytechnic State University San Luis Obispo, CA 93407 Robert E. Kennedy Library Special Collections & Archives (805) 756-2305  Fax (805) 756-5770 Page 4 of 4 APPENDIX A Inventory – Ledge Title, Document Year 1. Marshal Account – tax collection and licensing 1884-1910 2. Court Docket 1/3/1881 – 6/6/1887 3. Jail Register 5/2/1918 – 8/31/1918 4. Jail Register 11/1/1913 - 4/27/1918 5. Recorder Log 1/24/1895 - 7/31/1901 6. Register of Arrests 10/1/1881 to 10/16/1898 7. Records of Fees and Fines 10/1/1945 to 3/1/1948 8. Police Court Fee Book 12/1937 to 5/1946 9. Traffic Citations 2/7/1947 – 9/1/1949 10. Police Court 1916 – 1944 11. Police Court 1/24/1895 – 7/31/1906 12. Police Court 1915-1916 13. Police Court 1/10/1916 – 1/24/1917 14. Police Court 1/25/1917 – 5/11/1918 15. Police Court 3/15/1919 - 6/2/1919 16. Police Court 6/2/1919 – 7/10/1924 17. Police Court 7/10/1924 – 12/16/1926 18. Police Court 12/20/1926 – 10/1/1929 19. Police Court 10/3/1929 – 12/3/1932 20. Police Court 12/31/1932 – 10/30/35 21. Police Court 10/31/1935 – 6/25/1937 22. Police Court 6/25/1937 – 12/27/1938 23. Police Court 12/27/1938 – 6/20/1940 24. Police Court 2/3/1941 – 5/6/1941 25. Police Court 5/5/1941 – 6/23/1941 26. Police Court 9/29/1941 - 5/4/1942 27. Police Court 5/4/1942 – 3/19/1943 28. Police Court 3/22/1943 – 9/26/1944 29. Police Court 9/27/1944 -11/13/1945 30. Police Court 11/15/1915 - 11/23/46 31. Police Court 10/14/1946 - 1/5/1948 32. Police Court 1/5/1948 – 12/27/1949 33. Police Court 12/27/1949 – 9/4/1951 34. Police Court 9/4/1951 – 12/30/1952 35. Monthly Reports Master Copies – 1966 36. San Luis Obispo Police Department Evidence Manual 1978 C6 - 6 1 of 2 Loan Agreement Date Borrowing Institution Police Department, City of San Luis Obispo Contact Christine Wallace Email cwallace@slocity.org Address 1042 Walnut Street San Luis Obispo, CA 93401 Telephone (805) 781-7186 The following has been loaned to the above institution for the purpose of:  Exhibition, title: N/A ☐ Research/study, describe: ☐ Other, describe: DURATION OF AGREEMENT In accordance with the conditions printed on the reverse, the following object is lent by the Special Collections and Archives department of the Robert E. Kennedy Library, Cal Poly San Luis Obispo: For the period beginning: July 2014 to: indefinitely Object description: Ledger - Court Docket 1/3/1881 – 6/6/1887 Following digitization of object by the Lender, the object will be transported by the Lender to the Borrower no later than September 1, 2014. CONDITIONS GOVERNING LOAN Care and Conservation 1. No tape, glue, pins, staples, wires or other materials may be placed on or into the loaned object. The Borrower will consult Lender about safe display techniques. 2. The Borrower shall undertake no alteration, restoration or repair to the object, unless stipulated: 3. If a change in condition of object is noted, contact the Lender immediately for instructions. 4. No food or beverages may be present in areas where object is located, nor may smoking be permitted in those areas. Transportation 5. The Lender will cover all costs to transport the object to the Borrower. 6. If at any time the object is removed from exhibition, the Lender will cover all costs to transport the object to Cal Poly San Luis Obispo. Insurance 7. The Borrower will cover all costs of insuring the ledger while on exhibition. 8. If the object is damaged while on permanent exhibition, the Borrower will cover all conservation costs. Credit 9. Unless otherwise specified, the object label shall include "On Permanent Loan from Special Collections and Archives, Robert E. Kennedy Library, Cal Poly San Luis Obispo". Return of the Loan 10. Borrower agrees that no subloans will be made. 11. The Lender reserves the right to recall the object on loan. Further, it is agreed that the Lender may cancel a loan for justifiable reasons at any time and will make every effort to provide reasonable notice to the Borrower. 12. If the Borrower desires to remove the object from permanent exhibition, the object will be returned to the Lender. Attachment 2 C6 - 7 2 of 2 I have read and agree to the conditions and certify that I have full authority to enter into this agreement: Borrower Lender Signature of borrower Signature of authorized official Title Title Director, Special Collections & Archives Date Date IN THE EVENT THAT THIS AGREEMENT CONFLICTS WITH THE PROVISIONS OF THE BORROWER'S FORMS, THIS AGREEMENT SHALL BE CONTROLLING. RETURN: All property covered by this Agreement was returned in good condition to Lender on by and accepted by Borrower or Authorized Agent Lender or Agent for Library C6 - 8 Inventory – Ledge Title, Document Year 1. Marshal Account – tax collection and licensing 1884-1910 2. Court Docket 1/3/1881 – 6/6/1887 3. Jail Register 5/2/1918 – 8/31/1918 4. Jail Register 11/1/1913 - 4/27/1918 5. Recorder Log 1/24/1895 - 7/31/1901 6. Register of Arrests 10/1/1881 to 10/16/1898 7. Records of Fees and Fines 10/1/1945 to 3/1/1948 8. Police Court Fee Book 12/1937 to 5/1946 9. Traffic Citations 2/7/1947 – 9/1/1949 10. Police Court 1916 – 1944 11. Police Court 1/24/1895 – 7/31/1906 12. Police Court 1915-1916 13. Police Court 1/10/1916 – 1/24/1917 14. Police Court 1/25/1917 – 5/11/1918 15. Police Court 3/15/1919 - 6/2/1919 16. Police Court 6/2/1919 – 7/10/1924 17. Police Court 7/10/1924 – 12/16/1926 18. Police Court 12/20/1926 – 10/1/1929 19. Police Court 10/3/1929 – 12/3/1932 20. Police Court 12/31/1932 – 10/30/35 21. Police Court 10/31/1935 – 6/25/1937 22. Police Court 6/25/1937 – 12/27/1938 23. Police Court 12/27/1938 – 6/20/1940 24. Police Court 2/3/1941 – 5/6/1941 25. Police Court 5/5/1941 – 6/23/1941 26. Police Court 9/29/1941 - 5/4/1942 27. Police Court 5/4/1942 – 3/19/1943 28. Police Court 3/22/1943 – 9/26/1944 29. Police Court 9/27/1944 -11/13/1945 30. Police Court 11/15/1915 - 11/23/46 31. Police Court 10/14/1946 - 1/5/1948 32. Police Court 1/5/1948 – 12/27/1949 33. Police Court 12/27/1949 – 9/4/1951 34. Police Court 9/4/1951 – 12/30/1952 35. Monthly Reports Master Copies – 1966 36. San Luis Obispo Police Department Evidence Manual 1978 Attachment 3 C6 - 9 Police Court Docket 1/3/1881 – 6/6/1887 Attachment 4 C6 - 10