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
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' is Amigoedm Comcilot Pelmr October 28. 2002
k CITY OF BANGOR
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(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
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(TITLE,)Hours; an Aperoprfntfoo to the
Nangor MuseCervtar for NfstoU from
rhe Cenral P,ar'S Umdesigoated Rwd Defaoce
Assigned to Councilor Pe'N/
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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.
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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.
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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
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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
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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"
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FUNDING OF
1.0 PURPOSE
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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;
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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.
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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
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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