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HomeMy WebLinkAbout2002-10-28 02-389 RESOLVEItem NO, 02-389 Date: October 28, 2002 Item/Subject: RESOLVE - Making an Appropriation to the Bangor Museum and Center for History from the General Fund's Undesignated Fund Balance Responsible Department: Finance Commentary: On October 9, 2002, representatives of the Bangor Historical Society d/b/a the Bangor Museum and Center for History (BMCH) presented a request for funding to the Finance Committee. The BMCH has recently acquired additional space at 6 Stam Street. The additional space was necessary to due to the limitations "a Thomas A. Hill House fadllty. The funds requestel will be used to renovate the new space "museum appropriate". This will allow for net only the protection of the current mlledion, but to allow far hEure solicitation, acceptsme of artifacts and to provide accessible exhibits and Interpretative Programs for the public. The initial request was for $90,000 over a three-year period. In making its recommendation the Frame Committee ated the financial uncertainty facing the City. Therefore the recommendation of the Finance Committee was to provide $25,000 naw and another $15,000 before jure 30, 2003. The source of the funds was Identified as the General Fund's Undesignated Fund Balance. Managees Comments: The France Committee recommends approval. Oty Manager Associated Information: BMCH's Non Profit Fund Requi(k Farm Funding of Non Profit Organizations Policy Budget Approval: Adequate funds are available from the undesignated fund balance. Fn be Director Introduced for Passage 2 First Reading Page_ of_ Re/erral 02-389 ' is Amigoedm Comcilot Pelmr October 28. 2002 k CITY OF BANGOR q (TITLE.) Resolve, Making an Appropriation to the Bangor Museum and Center for History from the General Fund's Undesignated Fund Balance RE90WEprT Tte amount 0$40,M00 a hereby appiopnated hone Use General FurdIs Untlalgmtal F od Baance to prnnoe fuMbg to one Bangor Museum and Center f a History in aomNerre wah a proposed! agnemes. The France 0lr k auderieetl to establish such aamms as nary be massy for MK pumoss. IN CITY COUNCIL October 28, 2002 First Aeadfng p 02-389 YqR R 9 0 i v x IN CITY COUNCIL November 13, 2002 Notion Nade and Seconded fPassed or Passage /n/ �TT CL88[ (TITLE,)Hours; an Aperoprfntfoo to the Nangor MuseCervtar for NfstoU from rhe Cenral P,ar'S Umdesigoated Rwd Defaoce Assigned to Councilor Pe'N/ fw6 D2-389 Non -Profit Funding Request Special Projects Organization Name: Bangor Museum and Center for History Amount Requested: $90,000 over three years 1. Briefly describe Me special project or program for which funding is requested. The Bangor Museum and Center for History proposes to utilize am collection end programs as an important community=come. We envision highly visible and accessible facilifies, analogically located in relation to Bangor's downtown and newly developed waterfront. In order to achieve the highest quality of museum practices, our museums require generous climate controlled and secure spaces for exhibition, interpretation, collection conservation and storage. To be responsive to the needs of Me community we requite additional space for educational programs and a research center. We have an immediate need to build audiences and gain community support through an increase in membership, visitation and participation at our special events and progrmms. We have a responsibility to create meaningful outreach end educational programs and quality exhibits in an inviting, handicapped -accessible, and convenient location that Provides a professional museum experience while being responsive to Me needs of Me community. dbese are attributes that our cunaot facility, the Thomas A. Hill House does nm possess. Our newly renovated downtown location affords the opportunity to maximize the impact of our exhibits, partner with other cultural organisations end insure Must am visitor's needs are met. 2. Please provide information on the number of individuals who will directly benefit from the project or program, including the number of Bangor residents. As the keeper of the history of Bangor and the Penobscot River region, the Bangor Museum and Center for History's activities aheady benefit indirectly every community member. Our collection documents every facet of our local history, and contains archives and surfaces that are priceless reminders of our past. We expect that an initial =net audience of 10,000 visitors will directly benefit from our ability to use our collection in exhibits and educational programs in a downtown location. We furter expect that, in year We, our audience will reach 20,000, end in year theca it will reach 30,000. At least one-half of am audience is expected to be Bangor residents, many of which will be students in Bangor schools. Our plans call for an aggressive program of educational outreach designed to engage students in local history and create pride in the community. We expect, within five years, to reach annual audience levels exceeding 50,000 people 3. Please provide information on the total cat of the project and program and other sources of funding already available or which are anticipated to be steed. We request that the City of Bangor appropriate $90,000 in funds, to be paid to the Bangor Historical Society, d.b.a. Bangor Museum and Center for History in three mucus] installments, commencing before December 31, 2002. We do not anticipate the need to request financial funding from the City's budget after 2004. 02-389 We are happy to report that the Davis Family Foundation, which fracases primarily on southern Maine, awarded us $7,500 to partially fund this year's immunity outreach Programs. A proposal is currently pending at the Mame Community Foundation and proposals will be submitted to several other private and government foundations within the next 60 days. 4. Specify and, to the extent possible, quantify the benefits which the City of Bangor or its residents, taken as a whole, may anticipate receiving from Ne project or program. With a heritage w rich, the residents of Bangor have a unique opportunity to understand and cormect with their past The City deserves in have its important artifacts stay Bangor, where residents and visitors can ]earn from and appreciate Nem. A city of this size and importance nceds an institution that can conserve, Preserve, and interpret its history and provide resources to insure future preservation. Without such a resource, our assets migrate to communities whose cultural institutions have the capacity to support Nem. Bangor Museum and Center for History is committed in contributing to Downtown's renewed vitality. Its presence provides yet another reason for community members to visit downtown repearedly. Collaborative programs with the University of Maine Museum of Art, the Maine Discovery Museum, Hose 5 Fire Museum and Police Museum, as well ae other cultural organizations, will increase the impact of each of the institutions. With increased national interest in Heritage Tourism, Bangor is uniquely positioned to attract visitors interested in exploring our colorful and dynamic past The Bangor Museum Sk Center for History is dedicated m becoming an important cultural assay and to make Ne City proud m be aparner in Nis growth. Please attach any other information Nat you (eel would be helpful in evaluating this request or provide this Information in the space below. Early in 2001, the Bangor Historical Society faced ahuman and financial crises But threatened its very survival. Believing that an understanding of our community's past is critical for a sense of place in the Present, and the shaping of a Positive fume, additional members joined a Eo of Doctors committee to the future success of me organization and the quality of life in the region we serve. This Board developed a very detailed strategic plan. By focusing on and meeting key strategic objectives, we have stemmed the ammunition's decline and set the organization on a new course that involves the community as never before. In avery short time we have advanced the public's awareness and appreciation of our organization with our new more (Bangor Museum and Center for History), image, strategic plan, staff, outstanding exhibit, additional location in the heart of downtown, and refreshing menu of tours and programs. Since February 2002, we have enjoyed a steady sham ofpositive media coverage. The Bangor Historical Society was incorporated in 1874 and is believed to be one of the oldest historical societies on the country. For our fast 110 years, the Society was located in the Bangor Public Library. Since 1974, the Bangor Historical Society has managed the Thomas A. Hill House under a trust agreement with the Grand Anny of the Republic. -03889 Overtime the Society's collections have grown. While Me Thomas A. Hill House represents a way of life during Bangor's proud pas, it lacks the storage capacity and workspace to properly conserve and protect the existing collection of exceptional historic artifacts. Because of the inadequate collections'storage space, we ace unable to solicitfor and accept many artifacts that may unfortunately leave the Bangor area and enter the collections of other museums. Its limited space and handicapped inaccessibility thwart our efforts to provide exhibits and interpretative programs for the public. While preserving our collection is a critical component of our mission, public service and educahoaareequallynapormnt. We doure not only to be arepository for objects ofthe pest, but to also be a dynamic community, resource for future growth. We have launched an intensified membership drive, developed new marketing materials to attract visitors and created new programs all of which are adding earned income dollars to our budget The Bangor Museum and Center for History entered a serious sinkhole before it righted itself and or anew course for success. To assist us in continuing upstream, we need a dependable short term funding source for the next dues years. This funding will insure that we meet our strategic objectives for education, exhibits and programs, and our responsibilities to our collection, membership, and the citizens of Burger. Our calendar yearbudget for 2002 is $127,000 Which is up $50,000 from 2001. Our budget for 2003 will ="ad$200,000, and for 20M will exceed$250,000. During that gerund of none, we expect first our endowment will grow by the implementation of a planned giving program, that membership revenues will grow through an aggressive member campaign, that program revenues will grow by increasing quality programming and promotion, that visitation will grow due to a new location downtown and marketing efforts, and that operating revenues will increase via successful gent writing. In order to retrofit the space at 6 State Sheet into aprofessiorml museum there are hard costs for consultants and materials ro create a space that satisfies museum standards. It is irmemtive that we do this in order to protect the integrity of our present collection and future donations, as well as to allow us the opportunity to borrow from other museums. 17;I7T3eZa:aA� Year Oae 1. Lightcontrol a. UN film for front window $1,750 b. Surveyofexisting lighting in exhibitarea Consultant fee $2,500 c. Developrteedsassessment Lighting $4,500 pfee d. Replace lighting pursuant to consultant recommendations Materials $7,500 02-389 Electrician 25 hours Q$55 per how $1,125 Sub Total $17,375 2. Security System a Installation of alum system $4,750 b. Maintenance $1,800 Sub Total $6,550 3. A Quality Purchase of hydrothermagraphs to measure temperature /humidity in exhibit and collection space$8011 each $3,200 4. Exhibit Designer Needs assessment for exhibit inbo nd 40 hours per month for 3 months 9 $50 per how $6,000 $33,125 Year Two 1. Retrofit space for storage of photo collection a. Materials (drywall, shelving) $4,335 b. Labor 80 he= Q $45/hr $3,600 c. Temperature/Humidity controls $10,000 SO Total $17,935 2. Moving collection from Hill House 35-40 boxes $1,380 3. Photo cousermunto catalogue and conserve photos 20 hoax per month for 6 mond,s Q$65Arr $7,500 4. Tablet, Files, Light boxes $5,000 $32,115 Year Th 1. Exhibit Designer Design and installation of exhibit material 20 home per month for 6 months( aj$50/lu $6,000 2. Fabrication a. Exhibitcases $17,500 b. Risers $4,350 c. Temporary Panels for hanging exhibits 15 Q $250 each $3,950 Sub Total $25,600 02-389 3. Imeend Access for interactive exhibits a. Installation $750 b. Maintemance $1200 Sub Total $1,950 3. Computers for inter rtive exhibits 3 Q $1,500 each 54,500 4. Chairs for lectures and programs I00 Q $5.00each $500 $3MM Name of Authorized 12epresentative: Linda Jaffe, Executive 1 or Address: 156 Union StexvL Bangor, Maine 04401 Telephone: 942-1900 or 469-6922 Email: n norofitsolutionsfalvahoo com Councilor Signaler" M-389 FUNDING OF 1.0 PURPOSE 01-300 The purpose of this policy is to outline the circumstances under which the City of Bangor will consider making a wntribution to a non-profit organization or cause and to outline a procedure and guiding principles for considering such requests for support. 2.0 POLICY It is the policy of the City of Bangor to not contribute funds to non-profit organizations for general or unspecified operating purposes. Generally, non- profit organizations do not pay property taxes, and the City meets its obligations to these agencies through the provision of standard municipal services. From time to time, the City also receives requests for support from such organizations for special projects or purposes. Here again, It Is the general policy of the City to not provide such support unless an overriding municipal interest is involved and the conditions specified below are met 3.0 PROCEDURES FOR PRECESSING REQUESTS 3.1 Operating Requests When a request for general operating assistance is received from a non- profit organization, the City Manager is authorized to respond to that request with a standard form letter indicating the City's policy as outlined above. 3.2 Special Project Requests Should a request be contemplated for a special project or program, the requesting organization must provide the following information to the City Managers Office: 3.2.1 A brief description of the special project or program; 3.2.2 Information on the number of individuals who will directly benefit from the project or program, including the number who are Bangor residents; 3.2.3 The total cost of the project or program and other sources of Funding already available or which are anticipated to be raised; 09-389 01-300 3.2.4 The benefits which the City of Bangor or its residents, taken as a whole, may anticipate receiving from the project or program; 3.2.5 The amount of funding requested. 3.2.6 Such other information as may be deemed useful in addressing the criteria and guidelines outlined in Section 3.4 below. The City Manager or his/her designee shall provide requesting organizations a standardized form or application format to insure that the necessary information is available to the Council. 3.3 Procedure for Processing Requests 3.3.1 Upon receipt, the City Manager shall forward the request to the members of the City Council with a request that those members of the Council Interested In formally considering the request Indicate that interest within seven calendar days. 3.3.2 A request for funding will be forwarded to the finance Committee only in instances where three or more Councilors request that funding be considered. 3.3.3 Should three or more Councilors not request consideration within seven calendar days, the City Merger shall respond to the questioning organization In writing informing them that the request will not be considered by the City Council. 3.4 Finance Committee Consideration Should the request be scheduled for Finance Committee consideration, the Committee will evaluate the request based on the following criteria: 3.4.1 The extent to which City support is essential for the program or project to take place. Support should generally be provided only in Instances where It is or Is anticipated to be essential for the project or program to occur. 3.4.2 The benefit which the City or its residents will receive. This should Include an evaluation of the need for the program and project an Its anticipated Immediate and long-term Impact. 3.4.3 The number of City of Bangor residents to be directly benefited. The extent to which the program or project is open or available to the largest possible number of the class or targeted beneficiaries should be taken into account. Programs or projects which benefit small or select numbers of individuals shall generally be denied funding. 02-389 01-300 3.4.4 The extent to which the program or project will further the goals, objectives, and priorities of the City. The Council should evaluate the extent to which the program or project specifically addresses an established Council goal, objective, or priority. In addition, consideration will be given to whether and the extent to which the program or project can be reasonably expected to reduce the demand for City services or direct expenditures. 3.5 Council Approval Should the Finance Committee recommend City support for the program or project, the Committee shall recommend a source of funding and an item shall be placed on the City Council agenda. The final decision will be made by the full City Council at the point where it approves or disapproves of the necessary funding. 4.0 EXCEPTIONS AND CLARIFICATIONS 4.1 Traditionally Funded Requests The City Council has traditionally funded the following organiutions and programs as an element of the annual budget process and may continue to do so: 4.1.1 a of July Corporation 4.1.2 Bangor Convention and Visitors Bureau 4.1.3 Private School Transportation, Books, and Testing Materials 4.1.4 Bangor Public Library 4.1.5 Maine Shakespeare Festival 4.1.6 East/West Highway Association 4.2 Purchase of Goods and Services Nothing in the policy shall be construed so as to limit the ability of the City of Bangor to purchase goods or contract for services from non-profit agencies. 4.3 Memberships Nothing In this policy shall be construed so as to limit the ability of the City of Bangor to participate in membership organizations such as the Maine Municipal Association or National League of Cities or to provide financial support to non-profit agencies working 02-389 01-300 specifically on City of Bangor legislative or programmatic issues where such support either directly supplements or replaces staff efforts or the efforts of contracted for profit agencies. 4.4 In -land Support The City Manager is authorized to provide in-kind services or support to specific projects or programs sponsored by non-profit agencies where: 4.4.1 Such projects or programs meet the intent of this policy; 4.4.2 Existing City staff and resources are available for the purposes requested and can be provided within authorized budget levels; 4.4.3 The total anticipated support costs are not anticipated to exceed $5,000; 4.4.4 The provision of such support will not violate any other administrative policy, rule, or regulation governing Cly operations; and 4.4.5 The Manager finds that the support provided is in the general interest of the citizens of Bangor. 5.0 RESPONSIBILITY FOR REVIEW The City Manager shall review this policy as necessary and recommend such changes as may be appropriate to the full Council. Passed: 7-23/2001 by CO 01-300