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HomeMy WebLinkAbout05/15/2001, C-3 - AGREEMENT BETWEEN THE CITY AND SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY FOR CURATION OF THE PA I 1 council j acEnoa REpoRt amNc_3 CITY OF SAN LU I S OBISPO FROM: Wendy George,.ACAO of Prepared By: Betsy DeJamette, Assistant to the CAO SUBJECT: AGREEMENT BETWEEN THE CITY AND SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY FOR CURATION OF THE PALM STREET PARKING STRUCTURE ARCHAEOLOGICAL COLLECTION CAO RECOMMENDATIONS: Approve Agreement between the City of San Luis Obispo and the San Luis Obispo County Archaeological Society (SLOCAS) for the curation of the Palm Street Parking Structure Archaeological Collection and authorize the Mayor to execute the contract. DISCUSSION Background On September 5, 2000, City Council directed staff to develop an agreement with SLOCAS for the eventual storage of its Palm Street Parking Structure Archaeological Collection, including an advanced partial payment of the required curation fee in the amount of$21,000, and to return to Council for final approval of the agreement. The directive was predicated on the mutual interests of both parties and staff has worked with SLOCAS to develop an agreement consistent with the needs of both agencies. The Palm Street Parking Structure Archaeological Collection By early summer, Parker and Associates will have finished sorting and cataloging artifacts excavated from the Palm Street parking structure construction site. The Collection is expected to consist of 100 to 150 boxes of artifacts, the catalogue, final report and supporting documentation such as field records, photographs, and maps. In an effort to 1) provide a proper storage environment for the Collection and 2) offer the local community access to its history through public display, teaching and research efforts, SLOCAS was approved as the curation agency with storage to occur upon completion of the remodel of SLOCAS's Research and Collections Facility. SLOCAS's Ability to Provide Proper Collection Storage SLOCAS recently entered into a fifteen-year agreement with the State of California for use of Buildings 1522 and 1523 on Camp San Luis Obispo as their Research and Collections Facility. Using a $172,000 federal Transportation Enhancement Activity (TEA) grant, matched with the $21,000 advanced partial payment from the City, SLOCAS will renovate the facility to comply C3-1 2 Council Agenda Report—Agreement with SLOCAS for Curation of Palm Street Parking Structure Archaeological Callection Page 2. with federal regulations and guidelines for housing archaeological collections. Renovation efforts are scheduled to begin early summer with completion expected prior to September 30, 2001. In return for the advanced partial payment, SLOCAS has agreed to curate the Palm Street Parking Structure Archaeological Collection at a fee of$400 per cubic foot archive box rather than the standard fee of$700 per box. The advanced partial payment will be credited toward the eventual full storage fee based on total number of boxes in the collection.. City's Deed of Gift As a part of the curation process, staff recommends that the Palm Street Parking Structure Archaeological Collection be deeded by way of gift to SLOCAS, which is the common practice when archiving occurs. If the City,were to choose to retain ownership of the collection, fees would shift to a recurring annual charge per box that would result in a substantially higher cost to the City over the years. The agreement stipulates that in the event of dissolution of SLOCAS, the City will be allowed to regain ownership of the collection should it choose to do so. FISCAL IMPACT With Council action in September 2000, authorizing a pre-payment of$21,000, there is no new fiscal impact at this time. However, the prepayment represents only a partial payment fee covering the first 53 boxes. Should the Collection end up being the maximum number of 150 boxes, staff will need to return to Council with a.request for an additional $38,800 from unreserved General Fund at some point in the future. ALTERNATIVES Council could choose not to enter into an agreement with SLOCAS for the curation of the Collection, in which case the City will need to find an alternate storage facility. This is not recommended because it would require sending the materials to another county, which not only is expensive,but deprives the local community ready access to part of its history. ATTACHMENTS Agreement C3-2 3 AGREEMENT THIS AGREEMENT is made and entered into in the CITY of San Luis Obispo on this day of by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as CITY, and THE SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY(SLOCAS). WITNESSETH: WHEREAS, CITY desires to curate the Palm Street Parking Structure Archaeological Collection in a proper storage environment that provides suitable community access to the collection;and WHEREAS, SLOCAS has as part of its mission to promote conservation of archaeological sites, records and collections;and WHEREAS, SLOCAS is qualified to provide this service upon completion of its Research and Collections Facility,located in Buildings 1522 and 1523 on Camp San Luis Obispo;and WHEREAS,the CITY Council agreed to a prepayment of$21,000 to SLOCAS for the eventual storage;of its Palm Street Parking Structure Archaeological Collection on or before May 30,2001. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement.shall be from the date this Agreement is made and entered, as first written above,and shall continue in perpetuity. 2. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, CITY will pay, and SLOCAS shall receive therefore, $400.00/standard archive box(10"x 12" x15" with weight not to exceed 40 lbs per box). CITY further agrees to make a prepayment of$21,000 by May 30, 2001 toward the eventual storage of the full collection. CITY will deed the Palm Street Parking Structure Archaeological Collection to SLOCAS as specified in the attached Deed of Gift(Exhibit A). The collection includes all artifacts and the catalogue(two paper copies on acid free paper and Compact Disc preferably in Microsoft Access). Any available supporting documentation such as field records, photographs, and maps shall be organized and submitted with the artifacts along with two copies of the draft and three copies of the final reports. The collection will be submitted to SLOCAS following their curation C3-3 4 J guidelines(Exhibit B). CITY reserves the right to borrow artifacts from the Palm Street Parking Structure Archaeological Collection under the following conditions: a. CITY will submit a written request to borrow specimens for public exhibit and will include: a list or description of the items needed; the purpose and location of the display; the duration of use; and the name of the CITY staff mernber(s)that will be responsible for the materials. b. Loaned collection materials will be handled, stored, and exhibited in a safe manner and protected from breakage,theft, and other adverse conditions such as excessive heat or moisture, insects, and rodents. C. There will be no charge to CITY for SLOCAS staff time unless the loan request requires an unusual amount of preparation and packaging time, in which case established staff fees will be assessed. d. Copying,packing,shipping,insurance,or other transport costs will be paid by CITY. e. CITY will sign an inventory and agreement form prior to release of the artifacts, and will be responsible for the safe return of all items listed. 3. SLOCAS'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by CITY, SLOCAS agrees to provide,upon completion of their Research and Collections Facility,storage for the Pahn Street Parking Structure Archaeological Collection. 4. DISSOLUTION OF SLOCAS. In the event of the dissolution of SLOCAS, in concurrence with CITY, SLOCAS will obtain a curation agreement with another archival facility. Should CITY prefer,CITY will be allowed to regain ownership of the collection and will be responsible for the curation of the collection. 5. FUTURE CURATION NEEDS. It is possible that CITY may have a need for added storage space in the future to house other collections. Terms for additional storage will be determined when the need is known. 6. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the CITY Administrative Officer of the CITY. 7. COMPLETE AGREEMENT. This. written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. C3-4 5 _ 8. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: CITY CITY Clerk CITY of San Luis Obispo 990 Palm Street San Luis Obispo,CA 93401 SLOCAS San Luis Obispo County Archaeological Society P.O.Box 109 San Luis Obispo,CA 93406 9. AUTHORITY TO EXECUTE AGREEMENT. Both CITY and SLOCAS do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation By: City Clerk Mayor APPROVED AS TO FORM: For the San Luis Obispo County Archaeological Society By: owza d716-14 �j(, City Attorney C3-5 EXHIBIT A 6 -- San Luis Obispo County Archaeological Society P. O. Box 109 San Luis Obispo, CA 93406 Deed of Gift The City of San.Luis.Obispo irrevocably and unconditionally gives,transfers, and assigns to the San Luis Obispo County Archaeological Society (SLOCAS)by way of gift, all rights, titles, and interests (including all copyright, trademark and related interests), in, to and associated with the objects described as the Palm Street Parking Archaeological Collection. The City of San Luis Obispo affirms that they own said objects and that to the best of their,knowledge they have good and complete right;title and interest to deed as a gift. In the event that the San Luis Obispo County Archaeological Society is dissolved, SLOCAS will confer with the City and a curation agreement for the collection will be obtained with another archival facility. Should the City of San Luis Obispo prefer,the City will regain ownership of the collection and will be responsible for curation. ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation By: - City Clerk Mayor APPROVED AS TO FORM: O � r v-4—Cityorney The San Luis Obispo County Archaeological Society hereby acknowledges receipt of the above Deed of Gift. Dated _ (Signature of curator) Attachments C3=6 EXHIBIT B 7 SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY RESEARCH AND COLLECTIONS FACILITY POLICIES AND PROCEDURES FOR THE CURATION OF ARCHAEOLOGICAL COLLECTIONS P.O. Box 109 San Luis Obispo, CA 93406 August 2000 C3-7 CEXHIBIT B STATEMENT OF PURPOSE The San Luis Obispo County Archaeological Society research and collections facility is dedicated to preserving historic and prehistoric archaeological materials from the local San Luis Obispo County area. The society has a long history of public service including the presentation of educational programs, creation of museum displays; adobe restoration, as well as benefitting the amateur and professional archaeological community through publication of a high quality series of reports and papers, and the housing of archaeological collections and documents from the region. In the past,these tasks were accomplished solely through the volunteer efforts of society members who gave generously of their time and talents. While SLOCAS will continue to promote community involvement and provide cultural enrichment forums and activities through voluntary efforts,the substantial cost of operating and maintaining a federally approved research and curation facility cannot be achieved through voluntary efforts alone. The society, with the awarding of a TEA grant is in the process of upgrading and expanding a research and collections facility. Coupled with fees levied for the perpetual curation of archaeological materials and documents the society is renewing their efforts to house and maintain local archaeological collections. The following provides guidelines for obtaining a collection agreement and accession number, preparation of collections,collection submission,and fees. Curation standards were designed forthe long range curation of materials and documents(including use of such materials as permanent ink,acid free paper,and 4 mil storage bags), and to accommodate future use of the collections by researchers. Should you have a collection or collections that fall under the grandfather clause(old collections obtained prior to the year 2000) please review our present guidelines and be prepared to discuss your individual situation with SLOCAS. The society is sensitive to the needs of local contract archaeologists and will work with individuals on a case by case basis to meet curation needs for older collections. Prior to submitting any collection to SLOCAS please be aware that the facility,in Consideration of Native American concems and N.A.G.P.R.A.,will not accept for curation any human remains or any known grave associated artifacts. OBTAINING A COLLECTION AGREEMENT AND ACCESSION NUMBER The curation requestor must submit to the SLOCAS research and collection facility a written request for the perpetual curation of archaeological collections. A signed collection agreement confirming that the requestor:(1)has read and understood the curation policies and procedures;(2)consents to pay curation fees; and(3)will provide a signed deed of gift for collections recovered from private lands prior to or in conjunction with submittal of the collection. An accession number will be assigned per site and number of collections already housed by the facility for that particular site,for example SLO175-2 would be assigned to materials from site CA-SLO-175. The catalogue numbering would thus begin with SL0175-2-land continue in numerical order(SLO175-2-2,SLO115-2-3,etc). Isolates will be assigned an accession number on a project basis in the following manner, SLO-ISO-1-will be assigned to the first requester. Isolates from that project would be catalogued and labeled with SLO-ISO-1-1, SLO-ISO-1-2, etc. The next requestor with isolates would receive the subsequent number SLO-ISO-2 and so on. Requestor will be sent a letter confirming the assigned accession number(s). 1 C3-8 EXHIBIT B 9 PREPARATION OF COLLECTIONS While individual archaeologists prepare and catalogue project collections is a variety of ways, SLOCAS has review standard guidelines from a number of collection facilities in the stats and has developed a set of guidelines and standards to insure that the facility can organize,maintain,and preserve these materials for fixture study. Three categories of collection preparation are detailed below and include artifactual specimens,project documents,and generation of a computer catalog and analysis files. Artifactual Materials All materials,with the exception of fiagile specimens or specimens containing residue of scientific interest,should be washed and thoroughly dried. Each artifact should be labeled with the accession number followed by a sequential catalogue number (i.e., SLO175-2-1, SLO175-2-2, SLO175-2-3, etc.). Lots or groups of artifacts such as debitage,bone,or bulk items consisting of processed flotation or soil samples can beassigned a single catalogue number perprovehiehce. Wheneverpossible permanent black ink should be used to write the accession and catalogue number on artifacts. If white ink must be used,a clear permanent glaze (i.e., Magna Vanish) should be applied as a seal. Do not use white-out as a base on dark items; it will deteriorate and flake off. All artifacts must be packaged in 4 mil polyethylene zip-lock bags(paper bags and sandwich zip-locks are not acceptable). Oversized specimens (i.e., large milling slabs,etc.)which do not fit in the 12"x 18" bags must be clearly labeled. An acid free label designating the accession and catalogue number, site trinomial,artifact provenience including depth, and specimen description(preferable including weight,material and screen size)should be placed in each bag. Labels can be handwritten with permanent ink, or computer generated with a laser printer. Ink jet labels must be photocopied onto acid free paper to insure permanence. Fragile artifacts such as beads should be stored in glass or plastic vials and cushioned with archival tissue paper or foam. Do not use gelatin capsules fihr storage of any artifact type. Submittal of bulk samples such as unprocessed column samples and flotation samples,or redundant historic materials(non-diagnostic glass, metal fragments, etc.) is not advised. Representative samples of materials may be accepted,however due to space limitations,the submitter must discuss the situation with SLOCAS. Documents Project documents may include field notes, maps, laboratory notes,photographs and/or slides, an artifact catalogue, and a final report. Any paperwork that could be useful for firture interpretation of the collection materials is appreciated. Field and laboratory notes should be photocopied onto archival quality paper. Plastic paper clips are acceptable for organizing materials,however,do not use staples or metal paper clips. A scale map displaying all excavation units,trenches, survey areas,etc.,must be submitted with the collection. Transit notes, compass readings,and other mapping data should accompany the site map. Any additional project mapssuchas proposed development plans would be appreciated as well. Project photographs whether slides, contact prints, or negatives must be stored in archival quality polyethylene envelopes. A No.2 pencil or India ink should be used to label the slides,prints,or negatives with the accession and photo number,the photos must be cross-referenced to either a typed or hand-written(using No. 2 lead or India ink)photo log produced on acid free paper. 2 C3-9 �..' EXHIBIT B 10 The collection catalogue must be submitted in two forms: as an unbound computer print-out with catalogue entries in numerical order,and as a database file on a 3.5 HD. SLOCAS will be using Microsoft Access,which is compatible with a wide array of data programs among them Dbase,Paradox,and Lotus. If abbreviations or codes are used within the catalogue,a catalogue key must accompanythe document preferably as a cover page. While it is up to the individual archaeologist to select catalogue fields, it is i nportant to establish and use some standard fields for the co-operative use of collections held by the SLOCAS facility. Required fields include ACC=Accession, CAT=Catalogue Number, SITE, UNIT, LEVEL, DESCRIP= Description,MTRL=material,COUNT,WEIGHT,DIS=discard. The discard field is to be used to identify any catalogued materials which were culled,destroyed through analysis,etc.,and are not included within the collection delivered to SLOCAS. Copies of analysis data and\or special studies(i.e.,debitage analysis,obsidian hydration and sourcing results, and faunal analysis),whether hand-written,typed, or computerized,which were generated from the collection should be submitted for curation. Documents should be copied onto acid free paper with computer files submitted on a labeled diskette. A copy of the final site or project report must be submitted to the facility either at the time of initial delivery or as soon as the report becomes available. SUBMITTING COLLECTIONS Collections must be hand-delivered to the facility. Submitter must contact the SLOCAS at least two weeks prior to the submittal date. Collection materials should be boxed in acid-free standard sized(15"x 12" x 10")archive boxes with lids; use of storage trays which allow for organization of artifacts bags are highly recommended. While collections are generally catalogue by provenience,artifactual materials can be boxed either in numerical order by catalogue number,or can be grouped in numerical order by artifact class(projectile points,faunal bone,beads,etc). Organizing larger collections by artifact class is advised as it will(1)make the materials easier to access by future researchers, and (2)protect the more fragile items such as faunal remains which can be crushed if placed with heavier ground and flaked stone items. Archive boxes should not weigh morethan 40 pounds and should be labeled on the outside with the accession number,site trinomial,and box number (1 of 12, etc.). A box list must accompany the collection.. The list provides an inventory of materials within each box,for example: Box No. Description Acc-Catalogue Number Comment Box 1 Project Paperwork Diskette with Catalogue SLO175CT.dbf Site Report Box 2 Bifaces SLO175-2-5 - 115 Fauna-Bone SLO175-2-7 - 227 Box 3 Handstones SLO175-2-14 - 99 Any oversized materials which can not be placed in a standard archive box should be accounted for and noted on the box inventory. 3 C3-10 � EXHIBIT B 11 FEES Fees are based on a rate of$700.00 per cubic foot and includes storage of paperwork and oversized objects. Smaller collections which can be stored in Yz a cubic foot will be charged $350.00. Curation r,equestors also have the option of buying a Y:cubic foot storage tray if they anticipate the need to store several small projects over the coming years. Additional charges will be levied per hour of staff time needed to upgrade any collections that do not adhere to the SLOCAS policies,procedures and standards outlined above. Submitter will be notified of any deficiencies in writing and will be given an estimate of cost for SLOCAS staff to correct the problems; submitter may elect to make the corrections themselves. Access fees for contract archaeologists conducting research forpaid archaeological investigations will be levied. If staff assistance is needed addition fees for staff time will be. User fees are waived for individuals conducting non-profit scientific research. 4 C3-11 EXHIBIT B 12 COLLECTION AGREEMENT FOR THE PERPETUAL CURATION OF ARCHAEOLOGICAL COLLECTIONS AT THE SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY RESEARCH AND COLLECTIONS FACILITY L the requester for submission of the collection identified below, have read, understand, and agree to comply with the Policies and Procedures for the curation of archaeological collections stipulated by the San Luis Obispo County.Archaeological Society Research and Collections Facility. I further understand that SLOCAS will invoice me for curation charges based on the fee schedule identified within the curation guidelines. I agree to pay the.charges with the understanding that failure to do so will result in denial of access to all facility collections and refusal to accept any additional collections. I understand that SLOCAS will not accept collections that contain either human remains or any grave associated artifacts,and certify that the collection I am submitting does not contain any such items. Title of Project (include site trinomial): Project Conducted for: Signature of RequestorAubmitter Date Print Name of RequestorAubmitter Invoice to be sent to: 5 C3-12 EXHIBIT B 13 DEED OF GIFT By signing below I irrevocably and unconditionally give,transfer,and assign to the San Luis Obispo County Archaeological Society Research and Collections Facility,by way of gift, all right, title and interests to the materials described below. This includes all copyright, trademark, and related interests in, to, and associated with the materials. I affirm that I own said materials and that to the best of my knowledge have valid and complete right,title, and interests to deed as a gift. All archaeological materials recovered from site situated at for the project entitled conducted by during the dates of ' Owner Name Owner Address Owner telephone Signature Date Signature Date 6 C3-13 i EXHIBIT B 14 YEAR 2000 FEE SCHEDULE SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY RESEARCH AND COLLECTIONS FACILITY Collection Curation: No. Rate Total Charges Perpetual Storage Standard Archive Box $700.00 Tray $350.00 Staff Curator _ $ * per hour Assistant Curator $ * per hour User Fees: Hourly $10.00 Duly $35.00 Additional Staff Assistance Curator $ * per hour Assistant Curator $ * per hour Copying Fee: Copies $0.10 per copy Additional Charges: Note:Rates are subject to change and will be evaluated and updated on a fiscal year schedule. *Fees to be determined 7 C3-14