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J-01-244
3/27/01
ORDINANCE NO. 12058
AN ORDINANCE OF THE MIAMI CITY COMMISSION
ESTABLISHING A NEW SPECIAL REVENUE FUND
ENTITLED: "MIAMI'S PHOTOGRAPHIC COLLECTION
PROJECT: 1940 THROUGH 1980" AND
APPROPRIATING FUNDS IN THE AMOUNT OF $8,000,
CONSISTING OF A GRANT ADMINISTERED BY THE
FLORIDA DEPARTMENT OF STATE, DIVISION OF
LIBRARY AND INFORMATION SERVICES;
AUTHORIZING THE CITY MANAGER TO ACCEPT THE
GRANT AND TO EXECUTE ANY NECESSARY
DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY
ATTORNEY; CONTAINING A REPEALER PROVISION
AND A SEVERABILITY CLAUSE, AND PROVIDING FOR
AN EFFECTIVE DATE.
WHEREAS, the Miami's Photographic Collection Project, a
collaborative initiative between the City and the Historical
Museum of Southern Florida which brings together public and
private sectors in community -wide coalitions, identifies,
organizes and makes accessible a collection of historical
photographs that illustrate people, places and events
significant to the City of Miami between 1940 and 1980; and
WHEREAS, in 1996, noted historian Arva Moore Parks
discovered the photographs in a closet at the Coconut Grove
Exhibition Center and former City photographer George Detrio
took possession and protected the photographs until the
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collection was relocated, with the assistance of the Miami
Police Department, to rental storage space; and
WHEREAS, after a review of applications, the State of
Florida, Department of State, Division of Library and
Information, ranked the City's application second out of 42
submitted and awarded the City a grant, in the amount of $8,000;
NOW, THEREFORE, BE IT ORDAINED BY THE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Ordinance are adopted by reference and
incorporated as if fully set forth in this Section.
Section 2. The following new Special Revenue Fund is
established and resources are appropriated as described herein:
FUND TITLE: MIAMI'S PHOTOGRAPHIC COLLECTION
PROJECT: 1940 THROUGH 1980S.
RESOURCES: Florida Department of State $8,000
Division of Library and
Information Services.
APPROPRIATION: $8,000
Page 2of4 1205;8
Section 3. The City Manager is authorizedl� to accept
the grant from the State of Florida, Department of State,
Division of Library and Information, and to execute the
necessary documents, in a form acceptable to the City Attorney.
Section 4. All ordinances or parts of ordinances
insofar as they are inconsistent or in conflict with the
provisions of this Ordinance are repealed.
Section 5. If any section, part of section, paragraph,
clause, phrase or word of this Ordinance is declared invalid,
the remaining provisions of this Ordinance shall not be
affected.
Section 6. This Ordinance shall become effective thirty
days after final reading and adoption thereof .21
PASSED ON FIRST READING BY TITLE ONLY this 29th day of
March 2001.
1� The herein authorization is further subject to compliance with all
requirements that may be imposed by the City Attorney, including but
not limited to those prescribed by applicable City Charter and Code
provisions.
2/ This Ordinance shall become effective as specified herein unless vetoed
by the Mayor within ten days from the date it was passed and adopted.
If the Mayor vetoes this Ordinance, it shall become effective
immediately upon override of the veto by the City Commission or upon
the effective date stated herein, whichever is later.
Page 3 of 4 1.2058
0
C.
PASSED AND ADOPTED ON SECOND AND FINAL READING BY TITLE
ONLY this 26th day of April 2001.
JOE CAROLLO, MAYOR
With Miami Code Sec. 2-36, since the Mayor did not Indicate approval of
i ftittation by signing, it in the designated plac provided, said legislation now
kb�es effective with the elapse of ten (10) days , m i7c da e of Comm ion action
arding same, without the Mayor i ' g o.
ATTEST: Wali® _m %n, City Clerk
WALTER J. FOEMAN
CITY CLERK
KJANDRO VILARELLO
TY ATTORNEY
W1037:BSS:db
AND CORRECTNESS &
Page 4 of 4 12058
TO
FROM
•SECOND READING
ORDINANCE 26
Honorable Mayor and
Member§,of the City Commission DATE:
UBJECT
EFERENCES
Walter J inan-0
City Clerk ENCLOSURES:
RECOMMENDATION
March 30, 2001
FILE:
Accept Grant Award;
Establish Special Revenue
Fund "Miami Photographic
Collection Project: 1940s
through 1980s
It is respectfully recommended that.the City Commission adopt the attached ordinance
accepting a grant award from. the State of Florida, Department of State, Division of
Library and Information Services and establishing a new special revenue fund entitled
"Miami Photographic Collection Project: 1940s through 1980s and appropriating grant
funds in the amount of $8,000.
It is also appropriate to authorize the City Manager to accept said grant funds and to
execute the necessary documents for this purpose.
Ke-ITINTO-111
The Florida Department of State, Division of Library and Information Services is
authorized to provide grant awards under the Florida Historical Local Historical Records
Grant Program. Organizations may apply for funds for up to $10,000.
Through assistance from the City's Budget Department's Grant Division, the City Clerk's
Office submitted a grant application entitled "Miami Photographic Collection Project:
1940s through 1980s and was ranked second out of forty-two applications submitted. -
Funding was recommended in the amount of $8,000.
This project is a massive collection of photographs and negatives which were stored and
protected from destruction by former city photographer, George Detrio. Later discovered
in a closet at the Coconut Grove Exhibition Center by noted historian Arva Parks, the
collection was moved to a rented storage space. Ms. Parks, renowned local historian,
helped by a few volunteers, began the task of inventorying said collection.
The goal for the grant project is to create finding aids and improve preservation of the
photographic collection to make it accessible to the public. Rebecca Smith and Dawn
Hugh, architect for the Historical Museum, will ensure that proper preservation methods
are applied. The grant award conveys the period of June 2001 through March 2002.
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A.r
Miami's Photographic Collection: 1940s through 1980s
a partnership of The City Cleft's Office
and The Historical Museum of Southern Florida
G�'CY...OF
Pie
An Application to the
Florida Local Historical Records Grant Program
January 2001
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w FLORIDA
LOCAL HISTORICAL RECORDS GRANT NOGRAM
STATE HISTORICAL RECORDS ADVISORY BOARD
GRANT APPLICATION
Bureau of Archives and Records Management
Department of State, Mail Station 9A
Tallahassee, FL 32399-0250
1
PROPOSED PROJECT
Project Title: Miami's Photographic Collection: 1940s through 1980s
From: June 2001 To :March 2002 Amount Requested: $10,000
Beginning Date of Project Completion Date of Project TOTAL
2
SUBMITTED BY The City of Miami and The Historical Museum of Southern Florida
Name of Applicant Organization
Address: Office of the City Clerk - 3500 Pan American Drive
Street
Miami FL 33133 305/250-5360
city State zip Telephone
Authorizing Official: Carlos A. Gimenez City Manager cgimenez(a ci.miami.fl.us
Name Title Email
Address: 444 Southwest 2 Avenue
Street
Miami FL 33130 305/416-1025 305/400-5043
City State zip Telephone Fax
Project Director: Walter J. Foeman City Clerk wfoemanQ-ci.miami.fl.us
Name Title Email
Address: 3500 Pan American Drive
Street
Miami FL 33133 305/250-5360 305/858-1610
City State zip Telephone Fax
3
INTRODUCTION {Attach additional sheets if necessary.}
Miami was incorporated in 1896 as a municipal corporation chartered by the State of Florida. Miami's Charter
states that the city is "a public institution designed to promote the common interests of the inhabitants in their
organized capacity as a local government, and its objects are governmental, not commercial."
The Office of the City Clerk will manage this historical records grant project. Responsibilities of this Office
include keeping official City records and administering the records management program for all City
departments and agencies. Two of the four primary objectives of this Office for the current fiscal year are to
create an infrastructure that ensures accessibility, security and preservation of the City's records, and to
improve access to public records for all interested parties.
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INTRODUCTION (Continued)
This project is a collaboration between the City and The Historical Museum of Southern Florida
(hereinafter referred to as The Museum). The Museum is one of the largest private regional history
museums in the Southeast. Founded in 1940, The Museum was accredited by the American
Association of Museums in the late 1970s. Its collections are expansive and include more than 28,000
three-dimensional artifacts. The Research Center contains more than one million historical images
and more than 500 linear feet of manuscripts.
In addition to its permanent exhibition, which presents 10,000 years of South Florida and Caribbean
history, The Museum offers changing exhibitions. An ongoing publications program includes an annual
scholarly journal, a popular history quarterly, and a selection of exhibition catalogs, books and historical
reference works. The Museum's educational programs serve students from ages 3 to 93 across five
counties.
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PROJECT PROPOSAL (Attach additional sheets if needed.)
a. Overview
The purpose of this project is to identify, organize and make accessible a collection of historical
photographs that illustrate people, places and events significant to the City of Miami in the decades
between 1940 and 1990. This massive collection of photographs and negatives had been stored and
protected from destruction by City Photographer George Detrio. They were discovered in a closet at
the Coconut Grove Exhibition Center by Arva Moore Parks in 1996. With help from the Miami Police
Department, the collection was moved to rented storage space. During the past several years, Ms.
Parks, renowned local historian,, helped by a few volunteers, began the task of inventorying the
collection.
The goal for this project is to create finding aids and to improve the preservation of the photographic
collection in order to make it accessible to the public. The grant project being proposed will not be
sufficient to complete all the required work as more extensive processing will be needed. Future plans
include identifying the negatives worthy of being made into contact prints.
Under the direction of Ms. Parks a group of volunteers will complete the task of identifying and
captioning the collection. Rebecca Smith and Dawn Hugh, archivists for The Historical Museum will
ensure that proper preservation methods are applied. The collection will be then transferred to The
Museum where a student intern, supervised by the archivists, will work on database creation.
The City plans to display thematically related photographs from the collection on its website. The
pictures will be stored on computer disk so they can changed periodically.
The project's benefit to Miami and its people will be the preservation of photographic evidence of the
City's cultural, social and political progress during the last part of the twentieth century.
b. Justification
Problem Statement
We are seeking State funding of $10,000 because neither the City Clerk's Office nor The Museum has
the resources to purchase the supplies and equipment needed to preserve these photographs and
negatives, and the equipment to scan the photos to make them available to the general public via the
City's website. Additionally, to rehouse the collection and to make it accessible, The Museum will need
to provide supplies such as acid free boxes, file folders, and sleeves for slides and negatives. These
costs are included in the grant budget.
Proiect Goal and Obiectives
The project's goal is to develop finding aids and preserve the photographic collection in order to make
it accessible to the public. Our objectives include:
Completing the task of reviewing and identifying the collection by subject;
Providing access to the collection for historians, researchers and others through The Historical
Museum in downtown Miami;
Obtaining the supplies and equipment necessary to accomplish the overall goal; and,
Once open for use, educating the public about the collection.
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b. Justification (Continued)
Description of the Collection
A rough and preliminary inventory reveals that there is a series of 4X5 negatives in metal cabinets
numbered approximately 1-12,500. These appear to be City of Miami and County events and activities
from the 1940s through 1960s. There are also:
Roughly 15,000 envelopes of 35 mm film negatives and 2X2 negatives organized_by date and
event from the 1960s through 1980s.
Numerous boxes of color transparencies and color film from 1970.
Approximately 60 boxes of unsorted 4X5 negatives containing at least 200 negatives per box.
Seven boxes of contact prints.
Three acid -free boxes of un -numbered negatives containing approximately 125 per box in acid -
free envelopes.
And other negatives not enumerated above.
The Appendix contains a partial list of some of the topics covered by this collection.
Staffing and Technical Methods
The volunteers will initially meet at the warehouse to estimate the scope of the work to be done and will
assign specific tasks. The only paid consultant will be George Detrio, retired City photographer, who
will play a pivotal role in identifying the locales in the photographs, supplying information about the
photographers who produced the collection, scheduling the volunteers to assure that the work is
completed on time, and overseeing the actual transfer to The Historical Museum at the grant project's
conclusion.
Acid -free paper envelopes and boxes will be used for storing prints and negatives. Negatives will be
kept in an acid free, dust free, dark environment using stable (low pH, low acid) envelopes and stored in
acid free boxes once they are moved to the Museum. Any protective sheets used will be made of non -
PVC archival plastic and Mylar transparent sleeves as appropriate.
c., Plan of Work
Timeline
QTR.1 QTR.2 QTR.3 QTR.4
ActivttiesRasks
Orders supplies for delivery to warehouse XXX
Expand volunteer group to include Museum staff j X
Meet at warehouse for orientation & scheduling X
Conduct inventory and apply preservation tools XXXXXXXXXXXXXXXXXX
Scan and store selected photographs )OOCX
The Museum obtains storage equipment X
Transfer collection to Museum XX'
Public event to acknowledge volunteers ! X
Solicit media coverage for the collection
XIX.
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c. Plan of Work (Continued)
Details
The activities outlined in the chart will begin as soon as the grant is awarded by the State and accepted
by the Miami City Commission. The City Clerk, using the City's purchasing process, will order the
supplies as described in the budget. Concurrently, the volunteer group will be expanded to add at least
one staff person from the Historical Association of Southern Florida. During the project's second
month, a training session for volunteers will take place at the warehouse. The training will be
conducted by Rebecca Smith and Dawn Hugh, the archivists from The Historical Museum and by Arva
Parks, Historian Consultant for the project. Resumes for all these individuals can be found in the
Appendix.
Mr. Detrio, as Project Coordinator, will have overall responsibility for ensuring that volunteers show up
as scheduled and that the inventory is conducted on a timely basis and successfully transferred to The
Museum. As a former City photographer, he will work on identifying the photographers who produced
the collection and assemble biographical information wherever possible. Ms. Parks will oversee the
captioning process.
The volunteers with advice from the consultants will select photographs for display on the Museum and
the City websites. This will provide access to a broader general audience. Mr. Detrio will take the
selected photos to the City Clerk's Office to scan and store them on computer disks. Using the
computer disks, it will be a simple matter to change the City's website display monthly. Examples of
proposed topics include Miami's evolving skyline, holiday celebrations, the Miami River and its bridges,
the City's 50th birthday celebration, festivals, and regattas on Biscayne Bay. Copies of a small sample
of these photographs can be found in the Appendix.
As the project proceeds and plans are finalized to physically relocate the collection to The Museum, the
City Commission will ratify legislation officially_ transferring custodianship to The Historical Association
of Southern Florida. A Resolution accomplishing this is included in the Appendix. Before the physical
transfer occurs, the Museum will order the storage equipment needed as reflected in the attached
budget.
At the project's conclusion, press releases will be sent to the media. The volunteers will be formally
recognized at a City Commission meeting and presented with Certificates of Appreciation. The City
Clerk will propose developing a permanent Public Records Advisory Board to advise the City on
matters related to records management, creating a permanent records storage facility, and -ensuring
that historical records are preserved and made available for use.
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•
4
PROJECT PROPOSAL (Continued.)
d. Specific result(s) or product (s)
CJ
The end result of this project will be the professional preservation of an important photographic
collection available to generations to come who want to know whAt Miami was like in the last half of the
Twentieth Century.
e. Post -project evaluation
At the conclusion of this twelve-month project, figures will be compiled on the number of negatives
resleeved, prints rehoused, photographs reboxed, and records entered into the database. At that time,
staff from The Museum and the City of Miami will determine further work to be done on this collection
and will identify ways to accomplish it. During the coming years, use of the collection by the public will
provide informal feedback on the success of the project.
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5
RELATIONSHIP OF THE PROJECT TO THE PROGRAMS' GOALS
This proposed project meets the Level One SHRAB funding priority: Preservation and Access. It directly
relates to the following goals expressed in the guidelines for this grant program:
Preserve, make available and protect local historical records that are endangered or inaccessible.
For many years the photographic collection was forgotten and hidden away in the Coconut
Grove Convention Center. This facility is directly on Biscayne Bay and suffered severe roof
damage and water intrusion from Hurricane Andrew in 1992. Fortunately, most of the materials
were in usable condition when they were discovered and moved to the public storage
warehouse in 1996. Although no longer threatened by weather disasters, the collection
remains endangered because old photographs are subject to deterioration if not preserved and
maintained in ideal archival condition. Additionally, the collection is certainly inaccessible to the
public in its current storage location. This project will accomplish both goals: preservation and
protection as well as accessibility.
Preserve the local documentary history of Florida.
The Appendix has a partial eight page list of the topics covered in the collection. The
photographs document South Florida's cultural, social and political progress during the last half
of the twentieth century.
Increase public awareness and use of Florida historical records.
Both the City and The Historical Museum will publicize the availability of the collection after
everything has been identified, transferred and the database with the finding aids is completed.
This assures public awareness and use.
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6
BUDGET SUMMARY (Round all amounts to the nearest dollar.)
Salaries/Wages
City Clerk
Project Coordinator
Student Intern
Fringe Benefits
Student Intern @ .765%
Supplies/Materials
Acid free envelopes, storage boxes,
-Computer discs, etc. see page 103
Consultant Fees
Historian
Archivists two
Travel
NA
Equipment
Flatbed scanner
Photoshop Software
Other
Certificates for Volunteers
3RAND TOTALS
Grant Funds
$ 220
$ 3,410
S
$ 330
S
$ 10,000
Cost -Sharing
$ 2,200
S
$ 30
d
S
$ 168
$ 15,998
Total
$ 220
$ 3,440
$ 9,600
$4,000
$ 330
$ 168
$25,998
N
BUDGET NARRATIVE (Attach additional sheets if necessary.)
Salaries/Wages
City Clerk as Project Director to provide general oversight and administration including ordering supplies and
equipment, producing monthly financial and programmatic reports, securing transportation to transfer the
collection, preparing and presenting legislation, ordering certificates, establishing the City's Public Records
Advisory Committee. The Clerk's annual salary is $114,490 or $55 hourly. He will spend an average of 4 hours
monthly on this project for the entire ten month project. $55/hr x 4/hrs x 10 mos. = $2,200.
Project Coordinator to schedule volunteers and to carry out all the other functions described in Section c — Details.
Salary will be $20 per hour. Total is calculated as $20/hr x 16 hours per month average x 8 mos. = $2,560.
Student Intern at the Museum to create the data base for the finding guide to be paid $12/hr x 80 hrs/month x 3
mos. = $2,880.
Fringe Benefits
FICA @ 7.65% will be paid for the Student intern. $3,096 x .0765 = $237. No one else is budgeted for fringes.
Supplies/Materials
(The total for supplies is $3,440 as itemized on the attached page.)
Consultant Fees
(NOTE: These services are critical to the project and will be provided as in-kind match.)
Historian Consultant @ $75/hr x 16 hrs per month average x 8 months = $9,600.
Two Archivists from The Museum @ $25/hr each x 20 hours per month average x 4 months (represents
approximately 2 months during Quarter 1 and 2 months from end of Quarter 2 through mid Quarter 3 — refer to the
timeline on page 4) x 2 Archivists = $4,000.
Equipment
Flatbed color and monochrome scanner for photos will be 1200 dpi optical, 36 -bit color, and capable of unlimited
scaling. Cost for an HPScanJet 6300C with the City's discount is $330.
Adobe Photoshop 6.0 software will be ordered as it is the best for photo production. Cost is $600. _
Other
Certificates of Appreciation for 14 volunteers @ $12/each = $168.
1E
AUTHORIZING OFFICIAL Carlos A. Gimenez, City Manager
Typed Name
Signature
Date
9
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BUDGET NARRATIVE (Continued)
Supplies/Materials
Acid free envelopes to store approx. 26,000 negatives @ $.08 per envelope = $2,080
Approx. 180 acid free storage boxes for negatives and contact prints @ $3.55 per box = $640
Sleeves for approx. 2,000 slides @ $15.95 per 1,000 = $32
Photo archive albums for the sleeves' @ $16 for 60 pages, 2,000 slides would require 33 albums x $16 = $528
Cost of freight on the supplies = $130
One box of 50 blank CD -R discs for storing the scanned photos @ cost of $30 will be provided as in-kind
by the City Clerk's Office
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