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CC - Approval of a Lease and Memorandum of Understanding between the City of Culver City and the Culver City Historical Society for the Use of the Overflow Room in the Veterans Memorial Building for a Five Year Term Expiring on December 31, 2020.
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Contact Person/Dept: Daniel Hernandez, PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X]
Commission Name:
Public Notification: (Publication) Culver City News on 08/20/15; (E-Mail) Meetings and Agendas - City Council (08/19/15)
Department Approval: Daniel Hernandez, Director of Parks, Recreation, and Community Services (08/14/15)
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RECOMMENDATION
Staff recommends the City Council approve the proposed Lease and Memorandum of Understanding (MOU) between the City and the Culver City Historical Society (Historical Society) for long term use of the Overflow Room in the Veterans Memorial Building (Attachment 1) for a term ending December 31, 2020.
BACKGROUND / DISCUSSION
On June 22, 2006 the City received a letter from the Historical Society requesting that the City work with the Historical Society to find a City facility where the history of Culver City could be archived, worked on, visited and displayed. Thereafter, the City Manager directed the Director of Parks, Recreation and Community Services (PRCS) to work with the Honorary City Historian, liaison of the Historical Society to the City, regarding the possibility of the Historical Society using space within one of the City’s PRCS facilities.
The elements that the Historical Society identified as necessary for a prime location were: 1) a safe and secure environment, 2) local access, 3) electricity/internet access (to be paid by the Historical Society), 4) work/office space for cataloguing, research, scanning, and, 5) storage space. In return, the City would benefit from; 1) development of historic resources in one place, 2) cost savings to the City in cataloguing and preserving important City records, 3) economic development, 4) continuing displays for special events, 5) orientation programs for the City and/or visiting dignitaries, 6) continuing development of tours and docent training.
At that time, after much discussion and consideration, the Overflow Room in the Veterans Memorial Building was seen to fulfill all of the desired elements. Thereafter, at the September 25, 2006 and February 26, 2007 City Council meetings, respectively, the City Council authorized a long term Lease Agreement and Memorandum of Understanding with the Historical Society for rental of the Overflow Room at the Veterans Memorial Building. (The existing Lease Agreement and Memorandum of Understanding shall hereinafter be collectively referred to as the “Lease Documents”.)
The initial terms of the Lease Documents expired on December 31, 2011. Pursuant to the terms of the Lease Documents, the City and Historical Society have extended the Lease Documents for additional one-year terms, the most recent of which will expire on December 31, 2015. The Historical Society has requested the City consider a new five-year Lease and MOU under the same terms and conditions as the existing Lease Documents. The new Lease and MOU would expire on December 31, 2020 and, as with the current Lease Documents, the terms of the new Lease and MOU would automatically renew, annually, for additional one-year terms; provided, that the Historical Society provides written notice to the City of its intent to renew the Lease and MOU. Either party may terminate the Lease and MOU upon 30-days’ notice. The indemnification and insurance provisions of the proposed Lease have been updated to reflect the City’s standard requirements. The proposed Lease and MOU are included with this report as Attachments 1 and 2, respectively.
FISCAL ANALYSIS
The City would be paid a rental fee of $1.00 per year and would be reimbursed for the estimated cost of utilities for the room in the amount of $2,000 per year.
ATTACHMENTS
1. Proposed Lease
2. Proposed Memorandum of Understanding
RECOMMENDED MOTIONS
That the City Council:
1. Approve a five-year lease with the Culver City Historical Society for use of the Overflow Room at the City’s Veterans Memorial Building for a term ending December 31, 2020; and,
2. Approve a Memorandum of Understanding with the Culver City Historical Society for use of the Overflow Room at the City’s Veterans Memorial Building for a term ending December 31, 2020; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.