SR-850-005-01 (6)
WA:CP:BS:AA:F:\DATA\SPFILES\sp1771\cc1771smhsmv1.doc
Council Meeting: February 27, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Incorporate an Additional 5,000 Square Feet of
Space in the Santa Monica Main Library Expansion and Renovation
Project for the Santa Monica Historical Society Museum; Approve Major
Lease Terms; Authorize the City Manager to Negotiate and Execute a
Lease Agreement with the Museum; and Amend the Professional Service
Agreement with Moore Ruble Yudell Architects and Planners in the
Amount of $150,000 for Related Design Services
Introduction
This report recommends that the City Council approve the inclusion of an additional
5,000 square feet of space in the expanded and renovated Santa Monica Main Library
to house the Santa Monica Historical Society Museum (?Museum?). It further outlines
major terms for a 20-year lease agreement between the City and the Museum and
requests authorization for the City Manager to negotiate and execute the Lease
Agreement; and requests authorization to amend the agreement with Moore Ruble
Yudell Architects and Planners for those design services needed to include this
additional space in the project.
Background
The Santa Monica Historical Society, a non-profit organization, was founded in 1975 by
the City of Santa Monica Centennial Committee to ?collect and preserve the history,
culture and art of the city of Santa Monica.? In 1988, the Museum began operating with
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the mission of providing a facility where community members could benefit from the
historical collections compiled by the Museum and from those emerging services such
as docent-led tours, historical projects and workshops and research services. Currently
it is the only local non-profit organization whose sole mission is to preserve and present
the history of Santa Monica to the public. Current services include changing exhibitions
about Santa Monica?s history; public programs such as bi-monthly lectures, film
showings and book signings by local authors; educational programs for youth including
year-round free, docent-led ?Discovering Your Community? tours for school groups; and
community events including the annual Pioneer Picnic. Researchers also have access
to the Museum?s historical archives of printed and photographical materials. The
Museum is currently located at 1539 Euclid Street in 3,500 square feet of space rented
from Family Service of Santa Monica.
In 1997, the City awarded the Museum $75,000 in grant funds for a professional
evaluation of its collection with an emphasis on recently acquired photographic images
and for implementation of a phased program of conservation, cataloguing and image
digitizing to maximize community access to these important resources. In addition, in
Fiscal Year 2000/2001, the Museum received one time funding in the amount of
$20,000 for archival materials and receives $11,900 annually in City Cultural/Arts
Organization Support Grant funds to support its ongoing operations.
After many years of searching for a permanent location to house its expanding
collection and its services to the community, the Museum requested assistance from the
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City in securing space in a City facility. In late 1998, City Council directed City staff to
work with the Museum to address this need. Since that time, various options have been
considered including relocating historical structures to City parks, constructing new
facilities on City property and purchasing private property. None of these options were
feasible given a range of financial, site and community access considerations.
With Council approval and funding of the Main Library Expansion and Renovation
Project which provides for renovation and expansion of the existing Main Library,
another opportunity presented itself that provided a more viable site option for the
Museum services. Over the past several months, City staff and the Museum Board
have reviewed this opportunity in detail and discussed the viability of this
City/community partnership. The Museum space will be incorporated into the Library
expansion plan but is not intended to reduce or impact the Library program.
Discussion
Lease Terms
The following summarizes those terms recommended by City staff if Council chooses to
approve the additional space in the expanded and renovated Main Library.
5,000 square feet of space in the expanded Santa Monica Main Library will be
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allocated for the Museum. This is the maximum amount available and shall not
reduce the amount of space proposed for the Library program.
This space must be used by the Museum for services to the community
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including, but not limited to, exhibitions, archives, storage, offices and other
specialized community use areas.
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The Library Expansion and Renovation Project design team will endeavor to find
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the most appropriate location in the project for the Museum, preferably on the
ground floor with a separate street-front entrance, allowing the Museum to have
hours and admission policies different from the Library.
The City will fund and construct the ?shell? using industry standards. The value
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of this City contribution to the Museum is estimated to be $1 million.
The Museum will be solely responsible for funding and constructing all tenant
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improvements including interior walls, lighting, specialized climate control
systems, floor finishes, equipment and furnishings, and any other improvements
necessary to provide Museum services.
All tenant improvements must be pre-approved by the City to ensure
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compatibility with the design goals and systems of the Main Library.
Contingent upon The Museum raising the necessary funds for tenant
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improvements and upon completion of the last phase of move-in by Library staff
to its permanent facilities, the dedicated space will be made available for The
Museum?s exclusive use for a term of 20 years.
The Museum will not be required to pay rent; however it will be responsible for
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covering all direct costs of Museum operations including its prorated share of
facility operating and maintenance expenses (such as utilities, insurance,
preventative maintenance). The Museum will make monthly payments to the
City for those direct costs paid by the City on behalf of the Museum.
The Museum will provide all necessary staffing to sustain its services and will not
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be dependent upon Library or other City staff for custodial, security, clerical,
equipment/facility maintenance, event set up, administrative or community
support services. Prior to the Museum occupying the space, a facility operations
plan will be required and approved by the City. The plan will outline basic
staffing levels, any contracted services to be used for maintenance and
operations, and a preventative maintenance program.
The Museum will sustain the following minimum service standards in order to
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ensure that the community receives the maximum public benefit from this
agreement: The Museum will:
Maintain its non-profit status;
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Be essentially educational in nature;
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Have a formally stated mission;
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Have a fully constituted Board of Directors and a minimum of one
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full-time paid staff person with the knowledge and experience
sufficient to operate the Museum effectively;
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Present regularly scheduled programs and exhibits that use and
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interpret objects for the public according to accepted standards;
Have a formal and appropriate program of documentation, care and
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use of collections and tangible objects;
Have a formal and appropriate program of maintenance and
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presentation of exhibits; and
Be open to the general public at regular hours with a minimum of
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1,000 hours each year.
In acknowledgement of the shared mission of the Santa Monica Public Library
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and the Museum to make important historical resources available to the public,
the City and the Museum will work in partnership to coordinate their image
archives and maximize open/free community access. A coordinated community
access plan will be completed by Library staff and the Museum prior to the
Museum occupying the proposed space.
The Museum will submit an annual report to the City describing its compliance with
minimum service levels and community access requirements.
Project Timing
The following key steps will ensure the successful integration of the Museum in the
Library Expansion and Renovation Project:
Negotiation of Amended Design Contract March 2001
Development of Conceptual Design, On-Going August 2001
Community Meetings and Presentation
to City Council
Development of EIR and Schematic Design. June 2002
Presentation to City Council for Review and June 2002
Approval of Design/Build Contract
On-Going Community Meetings, Design January 2003
Development
Anticipated Construction Start Date January 2003
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Fiscal/Budgetary Impact
Expanded design services by Moore Ruble Yudell are necessary to successfully
incorporate an additional 5,000 square feet of space into the architectural program of
the Library Expansion and Renovation Project. An appropriation of $150,000 is
necessary to account number C01049100.589000. Any expanded assessment required
to meet CEQA guidelines will be covered with existing resources.
The estimated cost to the City of constructing this additional space in preparation for the
stated tenant improvements to be made by the Museum is approximately $1 million.
Revised cost estimates will be completed during key phases of the project. City staff
will include final appropriations for the entire project, including this component, upon
request from Council for approval of a design/build contract.
Recommendation
City staff recommends that the City Council:
1. Approve the allocation of an additional 5,000 square feet of space for the
Main Library Renovation and Expansion Project for the Santa Monica
Historical Society Museum;
2. Approve the major Lease Agreement terms as described in this report.
3. Authorize the City Manager to negotiate and execute a Lease Agreement with
The Museum;
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4. Appropriate $150,000 from the General Fund into account
C01049100.589000 and amend the professional services agreement with
Moore Ruble Yudell Architects and Planners in that amount for expanded
design services; and
5. Authorize the City Engineer to issue any necessary change orders to
complete additional work in conformance with the Administrative Instructions
on change orders.
Prepared by: Wini Allard, City Librarian
Craig Perkins, Director of Environmental and Public Works Management
Barbara Stinchfield, Director of Community and Cultural Services
Anthony Antich, P.E., City Engineer
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