HomeMy WebLinkAbout11-27-2018 Item 05 - Curation of 842 Palm Street Parking Garage Artifacts Meeting Date: 11/27/2018
FROM: Greg Hermann, Interim Deputy City Manager
Prepared By: Ryan Betz, Interim Assistant to the City Manager
Brian Leveille, Senior Planner
SUBJECT: CURATION OF 842 PALM STREET PARKING STRUCTURE
ARCHAEOLOGICAL COLLECTION
RECOMMENDATION
Authorize t he City Manager to enter into a sole-source agreement with the San Luis Obispo
County Archaeological Society (SLOCAS), in the amount of $129,000 to curate and
permanently store the 842 Palm Street Parking Structure Archaeological Collection.
DISCUSSION
Background
In 1987, an archaeological excavation took place in downtown San Luis Obispo, as part of the
construction of a new downtown parking garage, located in the heart of the old 1870s
Chinatown. The excavation uncovered features and artifacts from Nat ive American occupation
(pre-contact and Mission period), and the Chinatown settlement of the late 19th and early 20th
Century. As part of the project’s mitigation, the artifacts were to be cataloged, prepared for
curation and reports developed on the materials with research potential. The City contracted
with separate consultants: Archaeological Resource Service and Parker and Associates, but both
were unsuccessful in delivering the required scope of work. In 2014, the City contract ed with
the Sonoma St ate University Anthropological Studies Center (ASC) to perform the needed
services. The work has now been completed, and the collection deemed to have long-term
research potential is ready to be transported to the SLOCAS facility for curation and permanent
storage.
Preparing for Curation
Over the past four years, ASC has organized, cataloged and prepared reports on various artifacts
from the collection. A final excavation report was completed in February 2016 which provides
feature descriptions and suggestions for future research opportunities. ASC has followed its
standard protocols to process and catalog the collection and has applied its Curation and Discard
(attachment A) policy which states certain types of materials may be discarded after they a re
analyzed based on lack of long-term research value/interpretive potential, excessive quantity, or
poor condition. Examples of these types of materials are window glass, bottle body fragments,
and metal scraps. The remaining collection for permanent storage and curation consists of 129
archived boxes, inclusive of 12 oversized boxes. Once the agreement (attachment B) with
SLOCAS is secured, these items will be transported from ASC to SLOCAS for curation and
permanent storage.
SLOCAS
SLOCAS functions to house and preserve historic-period and prehistoric archaeological
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materials primarily from the local San Luis Obispo County-Central Coast region. They are the
only local organization that stores archaeological collections for use by researchers and students
studying the archaeology of California’s Central Coast. Their facility, located at Camp San Luis
Obispo, meets federal regulations and guidelines for housing archaeological collections and is
open to City staff and SLOCAS Registered Researchers. They also maintain the SLO County
Archaeological Collection Index that lists all collections generated from SLO County/Central
Coast. The facility curates a variety of collections reflecting the diversity of local archaeological
work conducted over the past several decades including professional cultural resource
management projects, academic and public agency research studies, and volunteer endeavors. It
is for these reasons that staff is recommending a sole-source agreement with SLOCAS.
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.
CONCURRENCES
The Community Development Department concurs with this recommendation.
ENVIRONMENTAL REVIEW
Curation of artifacts is associated with implementation of mitigation measures for the Mitigated
Negative Declaration for the 842 Palm Parking Structure. Actions associated with the
implementation of previously adopted mitigation measures is not subject to CEQA.
FISCAL IMPACT
The total cost for the permanent storage is projected to be $1 29,000 (attachment C) which will be
paid fully from the Parking Fund unreserved working capital which had a balance of
approximately $12M at 2017-18 fiscal year-end. Though this amount is projected to be used on
the Palm/Nipomo Parking Structure, there is sufficie nt remaining balance to cover this cost.
These curated items were discovered as a result of the 842 Palm Street Parking Structure
excavation work, so the cost is Parking Fund related. The Parking Fund had anticipated this
expenditure, but due to the long delay in completing the process, no amount had been budget ed
in the 2017-19 Financial Plan.
ALTERNATIVES
Deny staff’s recommendation. The City Council could deny staff’s recommendation to
approve a sole source agreement with SLOCAS to curate and permanently store the 842 Palm
Street Parking Structure archaeological collection. Staff does not recommend this alternative
because SLOCAS is the only qualified institution in the County that provides this service. In
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addition, sending the materials to another county would not be consistent with the archaeological
practice to store the materials in close proximity to where they were found and may not be a
feasible or economical option since many other facilities will also only accept artifacts found
within their own counties.
Attachments:
a - Exhibit B - SLOCAS-Curation-Policies-Dec-2010
b - City and SLOCAS Agreement
c - SLOCAS Fee Estimate
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Contact:SLOCAS Curation Committee
P.O. Box 109
San Luis Obispo, CA 93406
collectionsmanager@slocas.org
Hours:By Appointment Only
Web:www.slocas.org
Revised December 2010
SLOCAS reserves the right to update these policies and guidelines periodically.
Please contact SLOCAS to verify that you have the most current edition
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TABLE OF CONTENTS
INTRODUCTION ...........................................................................................................................1
NAGPRA COMPLIANCE ...............................................................................................................1
OWNERSHIP OF COLLECTIONS ................................................................................................2
OBTAINING A COLLECTION AGREEMENT AND ACCESSION NUMBER ................................ 2
PREPARATION OF COLLECTIONS ..................................................................................................... 2
Artifacts and Artifactual Materials ..............................................................................................2
Project Documents .......................................................................................................................4
Catalogue .....................................................................................................................................4
Analysis Files ................................................................................................................................4
SUBMITTING COLLECTIONS .............................................................................................................. 5
FEES ........................................................................................................................................................... 6
RESEARCH ............................................................................................................................................... 7
LIST OF FIGURES:
Figure 1. Example of Label ..........................................................................................................3
Figure 2. Example of Collection Archive Box with Storage Bins ...................................................5
Figure 3. Example of Box List .......................................................................................................6
ATTACHMENTS:
ATTACHMENT 1 – SLOCAS Research and Collections Facility Collections
Discard Policy ......................................................................................................................8
ATTACHMENT 2 -- NAGPRA Certification .............................................................................11
ATTACHMENT 3 -- SLOCAS Research and Collections Facility Collection Agreement ...........12
ATTACHMENT 4 – SLOCAS Research and Collections Facility Collection Submission
Checklist ............................................................................................................................13
ATTACHMENT 5 – SLOCAS Research and Collections Facility Fee Schedule .........................14
ATTACHMENT 6 -- SLOCAS Research and Collections Facility Researcher Registration .......15
ATTACHMENT 7 -- SLOCAS Research and Collections Facility Request for Access ................16
ATTACHMENT 8 -- SLOCAS Research and Collections Facility Loan Agreement ...................17
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INTRODUCTION
The San Luis Obispo County Archaeological Society Research and Collections Facility (the Facility) functions to
house and preserve historic-period and prehistoric archaeological materials primarily from the local San Luis
Obispo County-Central Coast region. The Facility requires that all collections meet the guidelines provided herein
prior to acceptance for curation.
The San Luis Obispo County Archaeological Society (SLOCAS) operates the Facility. SLOCAS, founded in
1971, is a non-profit, 501(c)(3) organization staffed exclusively by volunteer professionals and open by
appointment only. In addition to operating the only collections facility in the county, SLOCAS has a long history
of public service in the area, such as: educational programs, museum displays, adobe restoration, and periodic
publication of a high-quality series of reports and papers.
The Policies and Guidelines for the Curation of Archaeological Collections provide guidance for:
•obtaining a collection agreement and accession number from the Facility
•preparing collections for submittal to the Facility
•submitting collections to the Facility
•calculating fees for curation and research at the Facility
SLOCAS will not accept any materials that require a controlled environment; special care or equipment; or
conservation treatments, such as climate or humidity controls, insect-proof storage, or any chemical applications.
SLOCAS will not accept any collection that has been treated with pesticides or other potentially dangerous
chemicals.
Collections standards were designed for the permanent curation of materials and documents and to accommodate
future use of the collections by researchers. SLOCAS’ Discard Policy is attached (see Attachment 1).
The Facility will not accept collections that contain human remains, funerary objects, items that are known or
believed to be sacred, or materials that may be defined as items of cultural patrimony pursuant to Public Law 101-
601 and 43 CFR Part 10, the Native American Graves Protection and Repatriation Act (NAGPRA) (25 U.S.C. Sec.
3001 et seq.). Some examples of artifact types that are eligible for repatriation under NAGPRA, in addition to any
human remains, are: crystals, pipes and pipe fragments, certain beads, whistles, etc.
NAGPRA COMPLIANCE
It is the submitter’s responsibility to determine if a collection contains materials that are subject to NAGPRA.
Before a collection is accepted for curation, the submitter must complete a NAGPRA Certification (Attachment 2)
that outlines the efforts made to examine a collection for any materials that are subject to NAGPRA and must have
removed those items. If any materials subject to NAGPRA are identified during this certification process SLCOAS
will not accept the collection until all items have been removed. It is the responsibility of the submitter to
thoroughly reexamine the collection for NAGPRA subject items at the submitter’s expense. This certification will
become part of the collection’s permanent documentation.
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OWNERSHIP OF COLLECTIONS
Unless alternate arrangements are made, all collections will remain the legal property of the owner who presents
the collection to the Facility. The Facility will curate the collection in perpetuity, but ownership is not transferred
with the acceptance of the collection for curation.
OBTAINING A COLLECTION AGREEMENT AND ACCESSION NUMBER
The submitter must present to the Facility a written request for the permanent curation of archaeological
collections. Prior to or in conjunction with submittal of the collections, a signed collection agreement (Attachment
3) confirming that the submitter: has read and understood the curation policies and procedures; agrees to conform
to our standards and correct any deficiencies; consents to pay curation fees; and will provide a statement outlining
who retains ownership of the collection. In some instances this will be a Deed of Gift, which transfers ownership
of the collections to SLOCAS. In other instances, such as with Federal and State Agencies, a Memorandum of
Agreement will need to be created to outline the legal responsibilities for each entity.
An accession number will be assigned for each collection, based on the site number and the number of collections
already housed by the Facility for that particular site. For example, site CA-SLO-175 would be assigned the
accession number SLO175, the first collection from this site would be assigned SLO175-1, and the second
collection from this site would be assigned SLO175-2, and so on. The catalogue numbering for individual items
from the first collection from this site would begin with SLO175-1-1 and continue in numerical order (SLO175-1-
2, SLO175-1-3, etc.). Lots or groups of artifacts such as debitage or bone can be assigned a single catalogue
number per provenience.
Isolates are assigned a separate accession number on a project-by-project basis. Isolates will be assigned an
accession prefix (i.e., SLO-ISO-7-__). Isolates from a project would thus be catalogued and labeled as SLO-ISO-
7-1, SLO-ISO-7-2, etc.
Submitters will be sent or emailed a letter confirming the assigned accession number(s).
PREPARATION OF COLLECTIONS
SLOCAS requires that submitters prepare collections according to the guidelines set forth here. The Facility will
not accept any collections that do not meet our guidelines. If the collection is found to be deficient, it will be
returned to the submitter at their expense for remediation.
Each individual collection must have its own accession number and must also be identified by a State of California
Trinomial and/or Primary Number. Collection preparation is detailed below for the categories of collections:
artifacts and artifactual materials, project documents (including photographs), catalogues, and analysis files.
Artifacts and Artifactual Materials
Most materials, with the exception of fragile specimens or specimens containing residue of scientific interest, must
be cleaned. Materials should be cleaned for the accurate identification and analysis of the material.
Each artifact must be labeled, using only archivally stable materials, with the accession number followed by a
sequential catalogue number (e.g., SLO175-2-1, SLO175-2-2, SLO175-2-3, etc.). Artifacts should be labeled on
non-diagnostic surfaces. Whenever possible, 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 Varnish) should be
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applied as a sealant. Do NOT use white-out as a base layer on dark items; it will deteriorate and flake off. In the
cases where labeling an artifact is not possible, the artifact must be packaged in archivally stable materials that are
permanently labeled.
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. If an artifact is too fragile or small to be labeled, then acid-free string tags must be labeled and
attached to the artifact.
All paper products must be acid-free for curation. An acid-free label designating the accession and catalogue
number, site trinomial, artifact provenience including depth, specimen description, and screen size should be
placed in each bag (see Figure 1). Labels can be handwritten with permanent ink, or computer generated with a
laser printer onto acid-free paper. 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-quality tissue
paper and/or polyethylene foam (e.g. Ethafoam). Do not use gelatin capsules for storage of any artifact type.
Figure 1. Example Label
Figure 1. Example of Label
Submittal of bulk samples such as unprocessed column samples and/or flotation samples, or redundant historic-
period materials (non-diagnostic glass, metal fragments, etc.) will NOT be accepted. Due to space limitations,
submitters are responsible for considering discarding materials that lack archaeological or historical significance
and/or research potential (see Attachment 1: Discard Policy).
There are several types of materials that the Facility will not accept in a collection. The following is a list of
prohibited packaging products:
•Laminated artifacts or documents
•Cotton floss or cotton balls
•Waxed paper
•Kleenex, toilet tissue, paper towels
•Polyvinyl chloride plastic
•Polyurethane plastic
•Saran wrap, grocery store plastic wrap, cellophane
•Bubble wrap, unless of archival quality
•Construction paper, newsprint
•Buffered paper products
•Shipping foam peanuts
•Cellophane (“Scotch”) tape
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Project Documents
Project documents include field notes, maps, laboratory notes, an artifact catalogue, and a final report. All project
documents must be submitted to the Facility in their native format (i.e. the program that they were originally
created in). If the catalogue was created in Microsoft Excel, please submit it in that format. Other formats, such as
Adobe Acrobat PDF will be accepted in addition to the original format. In addition, two bound hard copies 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.
Photographs and/or slides with an appropriate photograph log are also required as part of the documents included
in a collection. Also, any paperwork that could be useful for future interpretation of the collection materials is
required. Field and laboratory notes must be photocopied onto archival quality paper. Plastic paper clips are
acceptable for organizing paper material, 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 maps such as proposed
development plans are required as well.
Project photographs should be submitted in hardcopy form, with each photo placed in an archive quality sleeve.
Digital formats (jpg, bmp, tiff) will be accepted in addition to the hardcopies. A typed or hand-written (using soft
lead pencil or permanent archival ink) photograph log produced on acid-free, archive paper must accompany all
photographic material. Project photographs, whether they are slides, prints, or negatives, must be stored in archival
quality polyethylene envelopes. A soft lead pencil or permanent archival ink must be used to label the slides,
prints, or negatives with the accession and photo number; the photos must be cross-referenced to photograph log.
Catalogue
The collection catalogue must be submitted in two forms: as an unbound computer printout with catalogue entries
in numerical order; and as a database file on a compact disc (CD). Two (2) hard-copies of the catalogue printed on
acid-free archival paper are required. The Facility uses 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 accompany the document preferably as a cover page. While it is up to the individual
archaeologist to select catalogue fields, it is important to establish and use some standard fields for the co-operative
use of collections held by the Facility. Required fields include ACC = Accession, CAT = Catalogue Number,
SITE, UNIT, LEVEL, FEAT = feature, MESH = screen size, DESCRIP = description, MTRL = material, OBJ =
object name, COUNT, WEIGHT, DIS = discard.
All catalogue numbers in a collection must be accounted for. If an item is initially assigned a catalogue number
and is then subsequently deleted or discarded from a collection, describe in as much detail as possible in the
catalogue fields that the materials were culled, destroyed through analysis, or for other reasons discarded and thus
are not included within the collection delivered to SLOCAS. If a catalogue number is otherwise not used, type
“unused number” in the Comments/Remarks field, leaving all other data fields empty for this entry. The last entry
or number used in a collection must be indicated as such on the catalogue.
Analysis Files
Copies of analysis data and\or special studies (i.e., debitage analysis, obsidian hydration and source analysis results,
and faunal analysis), whether hand-written, typed, or computerized, which were generated from the collection must
be submitted for curation. Documents must be submitted in the digital format in which they were created and
placed on to a a labeled CD. If possible, please submit a searchable Adobe Acrobat (PDF) version as well.
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SUBMITTING COLLECTIONS
Collections must be hand-delivered to the Facility. The submitter must contact SLOCAS at least two weeks prior
to the submittal date to make an appointment. Collection materials must 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 individual artifact bags is
required and should be of archival quality (Figure 2). While collections are generally catalogued 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 must not weigh more than 40 pounds and must be labeled on the outside with the accession number, site
trinomial, and box number (Box 1 of 12, etc.). A box list that provides an inventory of materials within each box
must accompany the collection (see Figure 3). Upon receipt of a collection, a Collection Submission Checklist
(Attachment 4) will be filled out by SLOCAS staff and signed by the submitter.
Any oversized materials that cannot be placed in a standard archive box should be accounted for and noted on the
box inventory.
Figure 2. Example of Collection Archive Box with Storage Bins
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Figure 3. Example of Box List
FEES
Fees are based on a rate of $1,000.00 per cubic foot (= archive box) and include storage of paperwork and
oversized objects (see Attachment 5 - Fee Schedule). Fees for oversized items will be determined on a case by case
basis.
It is the submitter’s responsibility to adhere to the SLOCAS Policies and Guidelines for the Curation of
Archaeological Collections. SLOCAS will review collections within two weeks of delivery and will either accept
the collection “as is” and invoice the submitter, or SLOCAS will notify the submitter of any collection deficiencies
in writing. It is the submitter’s responsibility to make the required corrections. Furthermore, it is the submitter’s
responsibility to retrieve the collection from SLOCAS within two weeks of notification to make necessary
corrections. Should the submitter default on this responsibility, SLOCAS will return the collection to the submitter
and will charge a delivery fee to the submitter.
Access fees for contract archaeologists conducting research for paid archaeological investigations will be levied by
half-day access for $75 and full-day access for $100. If assistance is needed from a SLOCAS Collections
Volunteer, the Facility charges an additional fee of $40.00 an hour. All costs associated with providing research
materials (e.g., copies of reports, catalogues, etc.) will be charged $0.20 per page, or, if the materials are
outsourced for copying, the Facility charges the costs plus 30% to the requester.
User fees may be waived for individuals conducting scientific research for an educational institution or a non-profit
501(c)(3) organization whose educational goals are compatible to the purpose of this Facility. Researchers who fall
under this category will be assessed on a case by case basis to determine the applicability of any fees, and SLOCAS
will notify the researcher before access is granted.
Box No. Description Acc - Catalogue Number Comment
Box 1 Project Paperwork CD 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
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RESEARCH
The SLOCAS Research and Collections Facility is open to qualified people for research by appointment only. In
order to receive access, a researcher must complete a Researcher Registration form (Attachment 6). Once a
researcher has been approved, a Request for Access form (Attachment 7) will need to be filled out each time a
researcher would like access to the Facility.
Arrangements can be made for researchers who would like to borrow parts or all of a collection. In this case a
Loan Agreement (Attachment 8) needs to be completed between the Facility and the researcher.
Note:
This entire document, including the bibliography and attachments, was peer reviewed by the following:
David Larry Felton, Senior State Archaeologist, State Archaeological Collections Research Facility
Anmarie Medin, Archaeology Branch Chief, Cultural Studies Office, Caltrans Division of Environmental
Analysis
Adrian Praetzellis, Principal, Anthropological Studies Center, Sonoma State University
Cindy Stankowski, Director, San Diego Archaeological Center
Michael Glassow, Professor Emeritus, Department of Anthropology, UCSB
Judy Tordoff, California Historical Archaeologist
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-ATTACHMENT 1 -
SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY
COLLECTIONS DISCARD POLICY*
The SLOCAS Discard Policy outlines the guidelines for the disposal of artifacts and artifactual materials
that have little to no future research value because the extent of the research potential for these objects
can be reasonably exhausted through cataloging and analysis. Submitters should review and apply this
discard policy to their collections prior to delivering them to the SLOCAS Research and Collections
Facility for permanent curation. Additional criteria may be developed and used by individual submitters.
However, all artifacts and artifactual materials removed from the collection must be documented
(catalogued and photographed) and recorded as “discarded” in the site catalogue.
Another option for discarding archaeological objects is to rebury them at the site of origin, duly noting
the content and location.
General criteria for discarding artifacts and artifactual materials:
•Items abandoned or destroyed by voluntary means such as scientific analysis
•Items that will rapidly deteriorate and are not maintainable
•Materials that are hazardous
•Very large or bulk items with limited research value
Discard Policy for Prehistoric Collections:
The following are categories of prehistoric artifacts and artifactual materials that should NOT be
included in prehistoric collections submitted to the archive facility:
•Unanalyzed bulk shell or soil samples.
•Formally analyzed shell samples can by quite large in number and size. When there are large
quantities of shell, only a representative sample should be kept. Large quantities of shell will not
be accepted by the Facility for curation.
•Column Samples – when multiple column samples have been collected and they contain a large
amount of shell, only a complete column sample that is representative of the site should be kept
for curation.
•Fire-affected rock – it is advisable to weigh and discard such specimens in the field.
•Recent refuse – while archaeologists often collect and catalogue items such as soda cans, plastic
reflector fragments and round nails to document disturbance, these items should be catalogued
and then discarded from the permanent collection.
•Diagnostic and formal prehistoric artifacts should not be discrded; however in some cases non-
diagnostic artifacts that lack provenience and temporal control may be considered for discard.
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Such items lack scientific value but may be useful teaching/display tools for responsible schools
or other institutions.
•Other archaeological materials such as faunal remains, debitage, etc., recovered from sites with
low research and interpretive potential, such as those from a disturbed context, should be
considered for discard; if possible, the materials should be returned to the disturbed site location.
Discard Policy for Historic-Period Collections:
The following are categories of artifacts and artifactual materials that should be discarded after being
catalogued (analyzed, counted, weighed, and photographed) and a representative sample kept from each
feature or excavation unit:
•Bottle glass fragments that are from mass-produced or machine-made techniques should only
have a representative sample kept for each feature or excavation unit
•Pottery fragments that are not diagnostic and not associated with other fragments/vessels and
have limited data potential
•Pottery found in large amounts with limited data potential, such as sewer piping, should have
only a representative sample kept of diagnostic fragments (i.e. markings, ends, etc.)
•Faunal remains – in most situations all faunal items should be kept. The research potential for
faunal remains that have not been systematically collectedis typically low, and once these faunal
remains are catalogued (analyzed, counted, weighed, photographed) and a representative sample
kept from each feature, the rest of the items can be considered for discard.
•Window glass
•Non-diagnostic glass fragments smaller than a quarter
•Melted glass
•Non-temporally diagnostic ferrous items such as scraps, sheets, wire, pipe, cans, bolts, tubes,
pans
•Non-diagnostic metal
•Common cut and wire nails and fragments
•Leather and textiles
•Non-diagnostic brick, mortar, cement, and other structural materials
•Non-diagnostic wood
*SLOCAS Discard Policy is drawn from multiple references used to tailor a policy for our Facility. The
bibliography lists the references used to create this synthesis.
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Bibliography:
Byrne, Kathleen T.
2000 Deaccessioning Museum Collections. In CRM No. 5.
Praetzellis, Adrian and Julia G. Costello
2002 Don’t Keep Everything: Historic Artifacts Discard Policy. In Society for California Newsletter
36(3).
San Diego Archaeological Center
2008 Collections Management Policy. San Diego Archaeological Center, Escondido, CA.
Society for Historical Archaeology
1993 The Society for Historical Archaeology – Standards and Guidelines for the Curation of
Archaeological Collections.
State Historical Resources Commission and Department of Parks and Recreation
1993 Guidelines for the Curation of Archaeological Collections. State of California Resources
Agency.
Sullivan, Lynne P. and S. Terry Childs
2003 Curating Archaeological Collections. AltaMira Press, Walnut Creek, CA.
Van Bueren, Thad
2002 The Archaeological Treatment Plan for the Mandela Park and Ride Relocation Project in the
City of Oakland, California. On file in the Caltrans District 5 cultural archives.
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-ATTACHMENT 2 -
San Luis Obispo County Archaeological Society
Research and Collections Facility
NAGPRA Certification Form
I, as legal owner of this collection or the lawful agent, certify that I have examined the collection in its entirety and
that it contains no NAGPRA-related items pursuant to 43 CFR Part 10 (25 U.S.C, Sec. 3001 et seq.). This
collection contains no human remains, funerary objects, items that are known or believed to be sacred, or materials
that may be defined as items of cultural patrimony.
Accession Number:___________________ Log Number:_________________
Site Number:____________________________________________________________
Signature:_________________________________________ Date:____________
Printed Name:___________________________________________________________
Agency or Affiliation:_____________________________________________________
Address:________________________________________________________________
City, State, Zip Code:_____________________________________________________
Business Phone:______________________ Fax:_________________________
Email Address:_______________________ Web Site:_____________________
***For Internal Use Only***
Received by:_________________________ Date:__________________________
Accession Number:____________________ Number of Boxes:_______________
Total Fees Paid:_______________________ Date Paid:_____________________
Check Number:_______________________ Invoice Number:________________
Inventory Date:_______________________ Inventoried By:_________________
Additional Fees:______________________
Reason for Additional Fees:_____________________________________________
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- ATTACHMENT 3 -
COLLECTIONS AGREEMENT
FOR THE PERMANENT CURATION OF ARCHAEOLOGICAL COLLECTIONS
AT THE
SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY
RESEARCH AND COLLECTIONS FACILITY
This collections agreement does not change the legal ownership of the collection. The current owner retains
ownership of the collection.
I, the requester for submission of the collection identified below, have read, understand, and have complied with
the Policies and Guidelines for the Curation of Archaeological Collections stipulated by the San Luis Obispo
County Archaeological Society (SLOCAS). I understand that if the collection is found to be deficient, it will be
returned to me at my expense for remediation. 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 return of the collection to my care and at my expense.
Title of Project (include site trinomial):
Accession Number:
Project Conducted for:
________________________________________________ ___________________
Signature of Submitter Date
________________________________________________
Print Name of Submitter
Invoice to be sent to: _______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
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-ATTACHMENT 4 -
San Luis Obispo County Archaeological Society
Research and Collections Facility
Collection Submission Checklist
Please complete this checklist and include it with the documentation when preparing to submit a collection/
collections for permanent curation. All categories must be filled out. Please note if an item/items will not be
included as part of the submission. Originals of all documentary materials submitted are required unless otherwise
noted. If copies are offered, they must be legible and neatly organized. If applicable, use the space to the right of the
document checkbox to detail types of records submitted for that category. Attach separate lists of items if necessary.
If you have questions, please contact the Collections Manager before you submit the collection.
Accession #:____________________ Log Number:_____________________
# of Collection Boxes:____________ # of Boxes of Documents:___________
Project Site Number(s):____________________________________________________
Submitter:___________________________________ Date:_____________________
Collection/Site Type:
Signed Curation Agreement:
NAGPRA Certification Signed:
Artifact Catalogue (electronic copy plus two hard copies)
Level Records:
Fie
Type of Disk Used:Software used:
Other:
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-ATTACHMENT 5 -
San Luis Obispo County Archaeological Society
Research and Collections Facility
Fee Schedule
Collection Curation
Permanent Storage No. Rate Total Charges
Standard Archive Box $1,000.00
Volunteer Staff $40.00 per hour
Oversized Item(s) TBD
Supplies Cost plus 40%
Access Fees for Collections or Records
Half Day Use $50.00
Daily Use $75.00
Extra Staff Assistance $40.00 per hour
Copy / Reproduction Charges
Copies $0.20 per copy
Other reproductions (offsite) Cost plus 30%
Other Charges
Total
Note: Rates are subject to change and will be evaluated and updated on a fiscal year schedule.
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-ATTACHMENT 6 -
San Luis Obispo County Archaeological Society
Research and Collections Facility
Researcher Registration
Name ______________________________________________________________________
Affiliation ______________________________________________________________________
Address ______________________________________________________________________
City, State Zip ____________________________________________Phone/Fax _________________
E-mail ______________________________________________________________________
Subject of Research:
Purpose of Research:
Access to the archive collections for purposes of research is only by permission and by appointment only. Projects requiring
collections volunteers for research or other assistance may be subject to charges for these services.
The researcher must reimburse all costs plus a handling fee incurred by the archive in filling requests of researcher, for
example, photographing objects, making negatives etc. In addition, individuals using the archive material for a commercial
project will be charged a use fee (see our Fee Schedule).
Researcher agrees to reimburse the archive for collection use as determined by the collections volunteer. Any use of this
information for commercial purposes is subject to renegotiating before release from archive is granted.
I have read and agree to the above.
Signature __________________________________________________
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-ATTACHMENT 7 -
San Luis Obispo County Archaeological Society
Research and Collections Facility
Request for Access
Name ______________________________________________________________________
Affiliation ______________________________________________________________________
Address ______________________________________________________________________
City, State Zip ____________________________________________Phone/Fax _________________
E-mail ______________________________________________________________________
Check appropriate:
Accession Files (Repository Records) Archaeological Collections
for Site Number __________________________ or Accession Number __________________________
Subject of research:
Purpose of research:
Date and time of proposed access: _______________________________________________________
Estimated time required: _______________________________________________________
While we will try to satisfy your requested schedule, we may need to develop a mutually acceptable alternative.
How would you like to receive confirmation of your requested scheduled time?
Mail Phone Fax E-mail
_______________________________________________________________________________
Signature of Requester Date
_________________________________________
Print Name of Requester
Unless the Organization has established a credit line or history of payment with the Archive
Facility, payment in advance will be required.
Date request received ______________________ Received by _______________________________
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-ATTACHMENT 8 -
San Luis Obispo County Archaeological Society
Research and Collections Facility
Loan Agreement
The San Luis Obispo Archaeological Society (SLOCAS) agrees to loan to the Borrower certain artifacts, specimens and
copies of associated records (the Collection) listed in detail on this agreement. During the term of the loan, the Borrower
agrees to handle and transport the Collection in a manner to protect it from breakage, loss, deterioration and contamination
and is responsible for the mitigation of such. The Borrower will notify SLOCAS within five (5) days of discovery of instances
or circumstances surrounding any loss of or damage to the Collection.
The Borrower agrees to credit SLOCAS in any publications or exhibits resulting from the loan and will provide SLOCAS
with copies of any resulting publications. The credit shall read as: "Courtesy of the San Luis Obispo County Archaeological
Society".
Upon termination of this agreement, the Borrower agrees to package and transport the Collection to SLOCAS. Either
SLOCAS or the Borrower may terminate this agreement, effective not less than five (5) working days after receipt by either
party of written notice, without further liability to either party.
Borrower Name ____________________________________________________________________
Affiliation _________________________________________________________________________
Address ___________________________________________________________________________
City, State Zip ____________________________________________Phone/Fax _________________
E-mail ____________________________________________________________________________
Purpose of Loan:
Collection:
Accession Number:
Loan Items:
See Attachment A for photographic documentation.
Duration of Loan:
Beginning on ________________________ Ending on ___________________________
SLOCAS Signature: _________________________________ Date: _____________________________
Borrower Signature: _________________________________ Date: _____________________________
Return of Loan:
The signatures of both parties confirm receipt of all loan items in their original condition.
SLOCAS Signature: _________________________________ Date: _____________________________
Borrower Signature: _________________________________ Date: _____________________________
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [council approval
date], by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to
as City, and SAN LUIS OBISPO COUNTY ARCHAEOLOGICAL SOCIETY, hereinafter referred to as
SLOCAS.
W I T N E S S E T H:
WHEREAS, CITY desires to curate the Palm Street Parking Structure Archaeological Collection
in a proper storage environment that provides suitable City access to the collection; and
WHEREAS, SLOCAS has as a part of its mission to promote conservation of archeological sites,
records and collections; and
WHEREAS, on May 15, 2001, City Council agreed, upon completion of the collection’s
preparation, to store the artifacts with SLOCAS as part of a permanent collection; and
WHEREAS, on April 15, 2015, City Council authorized the City manager to execute an agreement
with Sonoma State University’s Anthropological Studies Center (ASC) to complete stabilization and
preparation for storage of Palm Street Chinatown artifacts, and create products associated with the
collection that demonstrate its historic significance in the community to be completed and returned in late
2018; and
WHEREAS, on [council approval date], City Council authorized the City Manager to enter into
a sole-source agreement with SLOCAS, in the amount of $129,000 to curate and permanently store
the 842 Palm Street Parking Garage artifacts.
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
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2.CITY' S OBLIGATIONS. For providing services as specified in this Agreement,
CITY will pay, and SLOCAS shall receive a one-time payment of $129,000 ($1,000.00/archive
box for 129 archived boxes), inclusive of 12 oversize items and two boxes of documentation.
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 guidelines (Exhibit B).
CITY reserves the right to borrow artifacts fr om 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 member(s) that will be responsible for the
materials.
b.Loaned collection materials will be handled, stored, and exhibited in a safe and secure
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 esta blished 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 retur n 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 storage for the
Palm Street Parking Structure Archaeological Collection in accordance with their adopted policies and
guidelines for the curation of archaeological collections (Exhibit B).
4.DISSOLUTION OF SLOCAS. In the event of the dissolution of SLOCAS, in concurrence with
the CITY, SLOCAS will obtain a curation agreement with another archival facility. The CITY will be
allowed to regain ownership of the collection and will be responsible for the curation of the collection.
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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 Manager (City)
and SLOCAS.
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 .
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 SLOCAS
PO Box 109
San Luis Obispo, CA 93406
9.AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor 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.
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IN WITNESS WHEREOF, the parties hereto have caused this instrument to be execut ed the day
and year first above written.
CITY OF SAN LUIS OBISPO
____________________________________
By: City Manager
ATTEST:
____________________________________
City Clerk
APPROVED AS TO FORM:
____________________________________
City Attorney
SLOCAS
____________________________________
By:
Its:
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EXHIBIT A
San Luis Obispo County Archaeological Society
PO 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
____________________________________ By: ____________________________________
City Clerk Mayor
APPROVED AS TO FORM
________________________
City Attorney
The San Luis Obispo County Archaeological Society hereby acknowledges receipt of the above
Deed of Gift. Dated _____________________________________________________________
(Signature of curator)
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