HomeMy WebLinkAboutESTABLISH APPOINTMENT PROCESS FOR CITY HISTORIAN APPOINTMENT cc__
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Council/Agency Meeting Held: 'A '000 7'
Deferred/Continued to:
INLAppr ved o ditionally A roved ® Denied Cit erk' Signa
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Council Meeting Date: 7/2/2007 Department ID Number: CS07-018
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL
SUBMITTED BY: P LOPE�LBR� , D A, CITY ADMINISTRATOR
PREPARED BY: JOAN FLYNN, CITY CLERK
JIM B. ENGLE, DIRECTOR, COMMUNITY SERVIC
SUBJECT: APPROVE APPOINTMENT PROCESS FOR CITY HI ORIAN
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue: There is a need to appoint a City Historian.
Funding Source: Not applicable.
Recommended Action: Motions to:
1. Approve the five recommendations of the Historic Resources Board concerning the
appointment of a City Historian; and
2. Direct the City Clerk to participate with the Council liaisons on the selection
committee for the City Historian.
Alternative Action(s): Do not approve the appointment process for a City Historian; direct
staff accordingly.
Analysis: At its November 20, 2006 meeting, City Council directed staff to work through the
Historic Resources Board (HRB) on a process for selecting a City Historian. The HRB met
and formulated recommendations (Attachment 1) for selection of a City Historian as follows:
1. Use city's standard application for board/commission members. Note: staff adapted
standard application form for use for City Historian (see Attachment 3).
2. Require that applicants be residents of Huntington Beach for at least five years.
3. Set a term limit of four years, renewable by City Council.
4. Demonstrate knowledge of city history through a written essay.
5. Require skills in writing, research, archiving, and customer service. Note: staff will
create method to evaluate skills.
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 7/2/2007 DEPARTMENT ID NUMBER: CS07-018
The HRB also reviewed and approved a draft job description for City Historian (Attachment
2). While the board indicated that it would like to review and select the applicants to be
interviewed before applications are forwarded to the Council liaisons, staff feels that the
Council liaisons should have an opportunity to review all applications in order to make their
decision, with final approval by the entire Council. In addition, because the City Historian will
function as a non-paid employee within the City Clerk's Office, staff feels the City Clerk
should be part of the selection process with the Council liaisons. Staff will advertise the City
Historian opening through Channel 3, standard newspaper posting and city website.
Strategic Plan Goal: Hiring a City Historian would meet Strategic Plan Goal C-2, provide
quality public services with the highest professional standards to meet community
expectations and needs, assuring that the city is sufficiently staffed and equipped overall.
Appointment of a City Historian will meet this goal by assuring that the city's history is
preserved properly, thereby providing a needed and quality service to the community.
Environmental Status: Not applicable.
Attachment(s):
City Clerk's
Page Number No. Description
1. Historic Resources Board Memorandum
2. Job Description for City Historian
3. 1 Application for City Historian
-2- 6/18/2007 2:22 PM
ATTACHMENT #1
fli ,storie R soureq, board
An advisory board to the Huntington Beach City Council
February 16, 2007
To: Joan Flynn, City Clerk
From: Historic Resources Board
Re: Recruitment of new City Historian
At the February 16, 2007 meeting of the Historic Resources Board, board members discussed
the application process for a new city historian and identified criteria for consideration. Their
recommendations include the following:
1. Use standard city board/commission application.
2. Suggest a term to be set for four years, renewable with council approval.
3. Requirements to include being a local resident for at least five years.
4. Knowledge of city history as demonstrated through an original, written essay.
5. Require skills in writing, research, archiving and customer service.
The board agrees with the draft job description, although they felt that it was somewhat
intimidating for a non-paid position. They did not suggest changes, however. They would like
to receive and review the applications before forwarding on to the council liaisons. They also
agreed with the process of selection by the council liaisons for recommendation to the full
council.
We hope this meets the needs of the City for this selection process. Please let us know if
there is anything else we can do to facilitate the process.
Cindy Morgan, Chair
C:J E/kh
Huntington Beach Art Center
538 Main Street ♦ Huntington Beach , California ♦ 92648
Phone ( 714 ) 536 - 5258
ATTACHMENT #2
CITY OF HUNTINGTON BEACH
JOB DESCRIPTION: CITY HISTORIAN
PURPOSE: The City Historian assists the public, media and government in
historical research and may teach regional history through lectures and
publications.
DUTIES SUMMARY
Under general supervision of the City Clerk, the City Historian collects, manages,
maintains, digitizes, and permits reproduction of historical photographs or
photographic files of the city for use by its citizens and other interested parties.
The Historian also collects and maintains original and reprinted city documents,
maps, books, and related publications. The Historian may write articles and give
presentations on the city's history.
EXAMPLES OF ESSENTIAL DUTIES
Collects, identifies, and maintains city historical photographs, manages
photographic files and documents. Conducts photo searches for city department
staff and the public such as the Chamber of Commerce, the Fourth of July
Parade committee, Bella Terra activities, Pacific City, Shipley Nature Center, the
city's 100th Parade anniversary celebrations.
Optional duties may include update and issuance of the "Huntington Beach
History Book" and coordination and issuance of"History Notes." The Historian
may also develop and prepare reports and databases for special projects such
as photo collection, photo scanning and identification. Develop methods to utilize
historical photographs for revenue. As needed, secure copies of photographs
for requestors. Search city newspapers for pertinent historical articles and files
them in the numeric file. May prepare historically interesting articles for
publications and give presentations on the city's history to audiences.
Replies to interview requests regarding the city's history. Determines best
method of photo loans: downloading from website; reproducing originals;
allowing requestors to remove photos for reproduction.
TERM
Four year term, renewable with City Council approval.
(continued)
D � � f
CITY HISTORIAN
JOB DESCRIPTION
PAGE 2 OF 2
MINIMUM QUALIFICATIONS
Knowledge of: Good language and writing skills including grammar and
spelling. Ability to write clearly and concisely and to proofread such work.
Effective communication and customer service principles and practices.
Ability to: Utilize general office equipment such as telephone, fax, printers,
copiers and computers; research issues, compile data and prepare a report of
findings.
Experience: A working knowledge of the city and its history, as demonstrated
through an original, written essay.
Requirements: Local residency for a minimum of five years.
PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS —Work involves
light to moderate work in an office setting.
ATTACHMENT #3
APPLICATION FOR APPOINTMENT
CITY HISTORIAN
(Please type or print clearly)
NAME DATE:
OCCUPATION:
HOME ADDRESS BUSINESS ADDRESS
PHONE PHONE
E-MAIL
EDUCATIONAL BACKGROUND
PROFESSIONAL LICENSES AND/PR ASSOCIATIONS
PROFESSIONAL EXPERIENCE
SPECIAL KNOWLEDGE OR SKILLS(as it relates to City Historian)
CIVIC AND/OR SERVICE MEMBERSHIPS
CIVIC INTERESTS
AVAILABILITY(DAYS&TIMES)
HOW WILL YOUR QUALIFICATIONS BEST SERVE THE COMMUNITY IN THIS POSITION?
WHY DO YOU WISH TO SERVE AS VOLUNTEER CITY HISTORIAN?
It is the policy of the City Council to make appointments to based on the interests and qualifications of each applicant.
Selection will be made without discrimination based on the race, creed, gender, or sexual orientation of the applicant.
Additional information is available from the City Clerk.
This application should be returned to the City of Huntington Beach, City Clerk's Office, P.O. Box 190, Huntington Beach,
CA 92648 or in person to the City Clerk's Office on the 2nd Floor of Huntington Beach City Hall, 2000 Main Street(at
Yorktown) by
RCA ROUTING SHEET
INITIATING DEPARTMENT: CITY CLERK/COMMUNITY SERVICES
SUBJECT: APPROVE APPOINTMENT PROCEDURE FOR
HISTORIAN
COUNCIL MEETING DATE: July 2, 2007
RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable ❑
Resolution (w/exhibits & legislative draft if applicable) Attached ❑
Not Ap licable ❑
Tract Map, Location Map and/or other Exhibits Attached ❑
Not Applicable ❑
Contract/Agreement (w/exhibits if applicable) Attached ❑
(Signed in full by the City Attome ) Not Applicable ❑
Subleases, Third Party Agreements, etc. Attached ❑
(Approved as to form by City Attome ) Not Applicable ❑
Certificates of Insurance (Approved by the City Attorney) Attached ❑
Not Applicable ❑
Fiscal Impact Statement (Unbudgeted, over $5,000) Attached ❑
Not Applicable ❑
Bonds (If applicable) Attached ❑
Not Applicable ❑
Staff Report (If applicable) Attached
Not Ap licable ❑
Commission, Board or Committee Report (If applicable) Attached
Not Ap licable ❑
Findings/Conditions for Approval and/or Denial Attached ❑
Not Applicable ❑
EXPLANATION FOR WSSING ATTACHM EHTS
REVIEWED RETURNED FORWARDED
Administrative Staff ( )
Deputy City Administrator Initial
City Administrator Initial
City Clerk ( )
EXPLANATION FOR RETURN OF ITEM:
(Below • . For Only)
RCA Author:
Ins Nov 13 31
Council/Agency Meeting Held: L
Deferred/Continued to:
Ap rov d Conditio ally A2= ❑ D HiedCity a Si` ``tub . _`"'�
Council Meeting Date: 11/20/2006 Department ID umber: CK 2006-4
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL
SUBMITTED BY: J AN L. FLYNN,
O L NN, CITY CLERK
PREPARED BY: JOAN L. FLYNN, CITY CLERK
SUBJECT: APPOINT DUANE WENTWORTH A CITY HISTORIAN AND
DIRECT CITY ATTORNEY TO DRAFT RESOLUTION TO
FORMALLY ESTABLISH THE COUNCIL-APPOINTED POSITION OF
CITY HISTORIAN AND ESTABLISH PROCESS FOR FUTURE
HISTORIAN APPOINTMENTS,AND AUTHORIZE THE CITY CLERK
TO APPROPRIATE AND ADMINISTER FUNDS ANNUALLY TO
SUPPORT RESEARCH, STORAGE AND REPRODUCTION OF
HISTORICAL RECORDS,
Statement ofissue,Funding Source,Recommended Action,Alternative Action(s),Analysis,`Environmental Status,Attachment(s)
Statement of Issue: Request City Council consideration'to formally establish the Council-
appointed position of City Historian, and authorize the City Clerk to appropriate and
administer annual` funds to support the City Historian's efforts to research, store and
reproduce historical records.
Funding Source: No funds are needed in the area of personnel expenses since this
position is filled on a voluntary basis with no compensation. Funds in the amount of $18,000
were budgeted for FY 2006/07, Account No. 10010101.69300, City Clerk, to help defray the
initial costs for proper storage and/or optical imaging of historical photographs and
documents.
Recommended Action: Motion to:
1) Appoint Duane Wentworth as City Historian, and
2) Direct the City Attorney to draft a resolution to formally establish the Council-appointed
position of City Historian and authorize the City Clerk to administer funds annually to support
the City Historian's efforts to research, store and reproduce historical records; and establish
protocol for the replacement/appointment of future historians.
Alternative Action(s): Deny motions listed above and direct staff accordingly.
REQUEST FOR COUNCIL ACTION
MEETING DATE: 11/20/2006 DEPARTMENT ID NUMBER: CK 2006-4
Analysis: At the January 2, 1968 City Council meeting, the Council directed the City
Attorney to prepare a resolution establishing the position of City Historian and the
appointment of Delbert G. (Bud) Higgins (retired Fire Chief) to the position, along with
providing the Historian availability to City records and establishing annual funding in the
amount of $500 for research purposes, to be administered ,by the City Administrator. Our
research of legislative history indicates that this Council-directed action never occurred. Staff
requests that Council reissue the 1968 direction to the City Attorney with appropriate
revisions to allow the position to function in an organization that has evolved over the near'39
years since the initial request was made.
At the February 6, 1989 City Council meeting, Mayor Wes Bannister appointed retired City
Clerk Alicia Wentworth as City Historian. Over the last 17 Y2 years Ms. Wentworth had spent
valuable time collecting historical data, publishing chronicles and educating the public on the
City's rich history and interesting timeline of development. Unfortunately, with the recent
passing of Ms. Wentworth, the position is vacant.
The City Clerk's Office currently assists the City Historian support volunteers by providing
use of department office space and housing for historical documents and photographs. One
of the City Clerk's Departmental Goals for FY 2006/07 is to increase involvement with the
City Historian by providing financial assistance for research, document preservation and
indexing and digitizing of historical photos. To allow this to take place, the City Clerk
requested and was granted $18,000 in this fiscal year's budget to purchase
adequate/specialized storage for the photos and to begin the imaging process which' will
allow easier access to the photographs. Currently, individuals check out the original
photographs and return same when they have made copies. The new procedure would allow
individuals access to the photos through the internet, and the originals would remain safe in
the vault.
Duane Wentworth, son of Alicia, and grandson of the City's first Mayor, Ed Manning, has
expressed interest in continuing the family tradition of historical interest in the City. Duane is
familiar with the files and the processes set by his mother, and has a keen interest in moving
forward with new technology which will allow greater access to the historical data now in the
vault. Duane has been a city employee since 1974, so along with his family history, he has
had personal experience with many activities which have taken place in the last 30 years.
Environmental Status: Not applicable.
Attachment(s):
City Clerk's
Page Number No. Description
1. ` "Excerpts from City Council Minutes of January 2, 1968 and
s February 6, 1989.
C:\Documents and SettingsT1ynnJ\Desktop\Ck2006-4 City Historian.doc -2-
11/13/2006 4:35 PM
(10) November 20, 2006 -Council/Agency Agenda -Page 10
E-9. (City Council) Approve Amendment to Personal Services Agreement
with City Administrator, Dr. Penelope Culbreth-Graft, Amending Sections
"Employment" and"Compensation 1)Approve Amendment to Agreement for
Personal Services City Administrator, Dr. Penelope Culbreth-Graft; and 2)Authorize
execution of the Amendment by the Mayor and City Clerk. Submitted by the City
Attorney. Funding Source 10030101.51110.,
Approved 7-0
E-10. (City Council) Appoint Duane Wentworth as City Historian and Direct City '
Attorney to Draft Resolution to Formally Establish the Council-Appointed Position of
City Historian and Establish Process for Future Historian Appointments, and Authorize
the City Clerk to Appropriate and Administer Funds Annually to Support Research,
Storage and Reproduction of Historical Records Submitted by the City Clerk. Funding
Source: No funds are needed in the area of personnel expenses since this position is filled
on a voluntary basis with no compensation. Funds in the amount of$18,000 were budgeted
for FY 2006/07, Account No. 10010101.69300, City Clerk, to help defray the initial costs for
proper storage and/or optical imaging of historical photographs and documents.
Councilmember Cook suggested developing a process for selection. Motion as
L
nded to direct the Historical Resources Board to develop a process for
ction of City Historian and present recommendations to Council.
roved 6-1 (Green- No)
E-11. (City Council) Approve and Authorize the Mayor and City Clerk to
Execute a Professional Services Contract with NUVIS Landscape Architecture
and Planning for an Amount Not-to-Exceed One Million Dollars Over a Three
Year Term for As-Needed Landscape Architectural Services-Approve and
authorize the Mayor and City Clerk to execute a Professional Services Contract
Between the City of Huntington'Beach and NUVIS Landscape Architecture and
Planning for as-needed landscape architectural services for an amount not to exceed
$1 million over a three-year term. Submitted by the Director of Community Services. -
Funding Source: Funds are budgeted in Park Acquisition and Development Fund 209
in FY 2006/2007 for capital improvement projects, and additional funds will be
budgeted in future years' budgets for the multi-year contract.
Pulled to date uncertain.
E-12. (City Council) Approve and Authorize the Mayor and City Clerk to
Execute a Professional Services Contract with RJM Design Group, Inc. for an
Amount Not-to-Exceed One Million Dollars Over a Three-Year Term for As
Needed Landscape Architectural Services-Approve and authorize the Mayor and
City Clerk to execute a Professional Services Contract Between the City of Huntington
Beach and RJM Design Group, Inc. for as-needed landscape architectural services for
an amount not to exceed $1 million over a three-year term. Submitted by the Director
of Community Services. Funding`Source: Funds are budgeted in Park Acquisition and
Development Fund 209 in FY 2006/2007 for capital improvement projects, and
additional funds will be budgeted in future years' budgets for the multi-year contract.
Pulled to date uncertain.
ATTACHMENT # 1
Page #11 <Minutes January 2, 1968
CITY HISTORIAN ® BUD HIGGINS APPOINTED
On motion by Kaufman, Council directed the City Attorney and the
Staff to prepare a Resolution establishing the position of City
Historian, with the -.appointment by Council of Delbert G. Higgins ,
further directed the City records be made available to him as needed
and that a fund not to exceed $500 annually be made available to him
for research purposes , with said fund to be administered by the
City Administrator, Motion carried.
MEAN HIGH .TIDE LINE
On motion by Kaufman, Council directed the City Staff to survey and
extablish a mean high tide line along the City beach. ` Motion carried.
9/
COMPLAINT = TRASH PICKUP
Mrs . Ann,F"ancher, 18041 Gulf Lane, City, addressed the Council and
complained about the trash .pickup during the past-two-weeks . She
informed the Council the that the lack of trash pickup was very
inconvenient, especially during the Christmas holidays . She urged ,
the Council to think seriously of -establishing a better holiday
system when passing the proposed trash contract.-
INFORMAL MEETING
The Clerk reminded the Council of the informal meetings called by .
Mayor Shipley for January 8, 1968 and January 11, 1968.
ADJOURNMENT
On motion by Bartlett, the regular meeting of the City Council
of the City of Huntington Beach adjourned. Motion carried.
Paul . Jones
City Clerk and ex-officio Clerk
of the City Council of the City
of Huntington Beach, California
Donald D. Shi le
er
Mayor
ATTEST
MINUTES
CITY COUNCIL/REDEVELOPMENT AGENCY
s Council Chamber, City Hall
Huntington Beach, California
Monday, February;6, .1989
A tape recording of this meeting is
on file in the City Clerk's Office.
Mayor Bannister called the regular meeting of the City Council and the Rede-
velopment Agency of the City of Huntington Beach to order at 7 p.m.
ROLL CALL
Present: MacAllister, Green, Winchell, Bannister, Mays, Silva, Erskine
Absent: None
PLEDGE OF ALLEGIANCE AND INVOCATION
The Flag .. Ceremony was conducted by Boy Scout Troop #134, Duane Garver,
Leader. The Pledge of Allegiance and Invocation was led by, Chris Bradbury.
(City Council) CITY HISTORIAN APPPOINTED - ALICIA M WENTWORTH
Alicia M. Wentworth, Retired City Clerk, was appointed City Historian by Mayor
Bannister.
PROCLAMATION - CITY INCORPORATION WEEK - FEBRUARY 17 1989
Mayor Bannister presented a proclamation designating the week of
February 17, 1989, as "City Incorporation Week" to Alicia M Wentworth, City
Historian.
PROCLAMATION - BURN AWARENESS WEEK - FEBRUARY 5-11 1989
Mayor Bannister presented a proclamation designating February 5-11 1989, as
"Burn Awareness Week" to William Bennett of the Orange County Burn Association.
PROCLAMATION - CHILD ABUSE PREVENTION WEEK - APRIL 10-16 1989
Mayor Bannister presented a proclamation designating April 10-16, 1989, as
"Child Abuse Prevention Week to Carol Neustadt, Chairwoman of Child Abuse
Prevention Week.
COUNCILWOMAN WINCHELL - PRESENTATION TO COUNCIL BY SCAG (SOUTHERN CALIFORNIA
ASSOCIATION OF GOVERNMENTS) RE: THE AIR OUALITY MANAGEMENT PLAN
Barbara Sullivan and Carolyn- Green presented a report on the Air Quality Man-
agement Plan.
5
RCA ROUTING SHEET
INITIATING DEPARTMENT: City Clerk
SUBJECT: Adopt Resolution to formally Establish the Council-
Appointed Position of City Historian
COUNCIL MEETING DATE: November 20, 2006
a
Ordinance (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable 2
Resolution (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable
Tract Map, Location Map and/or other Exhibits Attached ❑
Not Applicable
Contract/Agreement (w/exhibits if applicable) Attached ❑
(Signed in full by the City Attorney ) Not Applicable E
Subleases, Third Party Agreements, etc. Attached ❑
(Approved as to form by City Attomey) Not Applicable
Certificates of Insurance (Approved by the City Attorney) Attached
Not Applicable
Fiscal Impact Statement (Unbudget, over$5,000) Attached ❑
Not Applicable z
Bonds (If applicable) Attached ❑
Not Applicable E
Staff Report (If applicable) Attached ❑
Not Ap licable E
Commission, Board or Committee Report (If applicable) Attached ❑
Not Applicable
Findings/Conditions for Approval and/or Denial Attached ❑
Not Applicable
Illf ► MEIT
REU � L RILED. �RUA►R1 .
Administrative Staff ( ( )
Assistant City Administrator initial
City Administrator Initial
City Clerk
XP#;:A IAt C?N FOR RETURN M}`'
Only)(Below Space For City Clerk's Use
RCA Author: Robin Lugar