SR-091608-1SCity Council Meeting: September 9, 2008
Agenda Item: ~ -
To: Mayor and City Council
From: Maria M. Stewart, City Clerk
Subject: Donation of Documents to the Historical Society
Recommended Action
Staff recommends that the City Council approve the donation of 132 property
assessment ledgers to the Santa Monica Historical Society.
Executive Summary
The Historical Society has requested that 132 property assessment ledgers that have no
informational or financial value to the City be donated to their organization. The
information contained in these ledgers is from 1888 through 1934 and includes the
names of the property owners, a current description of the property, the value and the
taxes imposed on the property and the date the taxes were paid and/or became
delinquent.
Discussion
Over the last 13 years, the City Clerk's Office has been taking inventory of City records
stored off-site at a facility named Filei<eepers since approximately 1985. Since the City
adopted its Records Retention Schedule, the City has been destroying applicable
records in accordance with the schedule.
In the past, the City of Santa Monica directly assessed and taxed real estate property.
Research indicates that around the mid 1930's the Los Angeles County Assessor took
over this function. A sample of these ledgers was retrieved from storage and were
reviewed by the Assistant City Attorney and the Director of Finance who determined
that, other than for their historical significance, retention of these documents is no
longer necessary..
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Because of their potential historical significance, the Historical Society was invited to
review these documents for historical content and the Society has requested that the
City donate these ledgers. A copy of the Historical Society's letter, dated March 11,
2008, is attached as Exhibit A. The Historical Society plans to add an exhibit to the
museum to display the history contained in the ledgers. A sample of these ledgers is
available for review at the City Clerk's Office and will be available for review prior to and
during the Council meeting of September 9, 2008.
Alternatives
Should Council opt not to approve staffs recommendation, the documents will be
destroyed in compliance with the City's Records Retention Schedule.
Financial Impacts & Budget Actions
Approval of the recommendation has no financial impact aside from future savings of
approximately $36 per month in storage fees for the documents.
Prepared by:
Maria M. Stewart, City Clerk
David L. Willis, Records Management Coordinator
Approved:
Forwarded to Council:
~- `^- ~tJ `- ,
Maria M. Stewart P. L (int Ewell _-
Director, Records and Election Services City Manager
Attachment A: Letter from Historical Society
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BOARD OF DIRECTORS
Louise Gabriel, President /CEO ~ +v
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Jean McNell Wyner, Chair
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SM-UCLA Medical Center
March 11
2008 it r
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lao ICatagirl, vice-chair , ~
City of Santa Monica ~-
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Jim Part JG,'D'easaier
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Attention: Maria Stewart
City Clerk h
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1685 Main Street ~ ~~ -
Desmond Acheson Santa Monica
CA 90401 ;, '
Fairmont MlramaY Hotel ,
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Rrisfi[i WaltileC Cllapln :'T
Santa Monies'1 Jaycees
Carole Currey
Santa Monoia College
Joe Dewing
Deering and Santls, Attorneys nt Law
Bob Gabriel
Bob Gabriel Co: Insurance
Dr. John Gilmore, Honorary
Retired
Jean AtID Holbrook
USC'ITOjan Guiltl
Misti Kerns
Sm Comention& YsitorsBUreau
Joe Phelps
The Phelps Group
Nathaniel'rtives
Former mayor of Santa Monica
STAFF MFaM6FRS
Ho Nguyen.
Director o(Opem(ons
Pshibits Destgecr
Ih Andrea Fngstroa4
pireaor of Developrnenr
RQject Manager, linage Aailives
CONSULTANI5
Poeatrlo santlhti Johnson,
History
Maze Wanameker,
Films
Hassan Address:
1569 Euclla sweet
Santa MoNCa, Catlfomla 90404
MaiFingAdUre%:
P.O. BoX 30.59
Saz1te MoNCa, Celifomla 90408
1Clephone: 3I0 / 3952280
r a]c: 310 / 395-2290 cal! ffist
Webstte:
www.senramonieahl9tory:org
Dear Ms. Stewart,
Our director of operations, Ho Nguyen, was in communication
with Mr. David Willis regarding the City of Santa Monica's assessment
books which he so kindly allowed Ho to view a couple of them in-
person.
It is clear that these books are of great historical significance
contextually and physically.
These books record the earliest developments of our beautiful
city. Noted historical names that have significance to Santa Monica
bay are found throughout these books. An array of vital geographical
information gives us a good idea of how the land was used. Land and
tax values help us determine the growth of our city along with the
economy. The historical information found in these books do not
exists anywhere else.
As caretakers of the history of Santa Monica for over 33 years,
the Santa Monica Historical Society Museum believes that original
artifacts physically connect "today to yesterday." These assessment
books are physical evidences of the city's early record keeping
process.
The Santa Monica Historical Society Museum is the perfect
organization to preserve these books and its historical value. I
respectfully request that these books be donated to the Santa nnnnica
Historical Society Museum where they can be preserved and cared for.
We look forward to hearing from you soon. Please don't
hesitate to call Ho Nguyen (310) 395-2290 or email him anytime,
ho@santamon icahistory.org.
Sincerely,
_ ~~
Louise Gabriel,
President/CEO
Reference Contract No.
8975 (CCS)