REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Travis Hopkins, Acting City Manager
VIA: Ashley Wysocki, Director of Community & Library Services
PREPARED BY: Charlene Gomez, Senor Administrative Assistant
Subject:
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Approve and authorize execution of a License Agreement between the City of Huntington Beach and the Orange County, California Genealogical Society (OCCGS) for the Use of City-Owned Genealogical Materials
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Statement of Issue:
The Community and Library Services Department, together with the Orange County, California Genealogy Society, provides genealogical resources, services, and education to our community through a License Agreement. The prior License Agreement expired December 31, 2023, and an updated and renewed License Agreement is recommended to continue these services.
Financial Impact:
The proposed agreement will continue to generate $7,000 in annual revenues to the General Fund based on a monthly rental rate of $700 over a ten month period and represents no monetary change to the prior agreement.
Recommended Action:
recommendation
Approve and Authorize the Mayor and City Clerk to execute the License Agreement by and between the City of Huntington Beach and Orange County, California Genealogy Society for the Use of City-Owned Genealogical Materials for a term of three years with the option to renew for two additional one-year periods.
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Alternative Action(s):
Do not approve, and direct staff accordingly.
Analysis:
In 1975 the Orange County, California Genealogy Society (OCCGS) entered into an agreement with the City of Huntington Beach to house and maintain a City-owned genealogy collection (Collection) at the Huntington Beach Central Library (Library). OCCGS has been updating and maintaining the Library’s genealogy collection since that time.
OCCGS has over 400 members and maintains the non-circulating genealogy collection of over 20,000 books, periodicals, and maps which is freely available to the public, and provides classes on researching your genealogy. The initial term of the License Agreement is three years, with two additional one-year extensions upon mutual consent of both parties.
The proposed License Agreement provides a framework for the following:
City Obligations:
• Provide meeting room space the first Saturday of each month for up to ten months per year for membership meetings
• Provide meeting room space on one Saturday per year for an annual event
• Provide space for Collection and OCCGS office and storage space
• Provide photocopying equipment and supplies for Collection
• Provide digital marketing assistance
• Retain ownership of the Collection
OCCGS Obligations:
• Pay a monthly rental fee of $700, based on ten months of meeting room space
• Maintain and improve Collection, which shall be made available to the public at no cost and is non-circulating.
• Provide genealogy classes
• Provide volunteers to operate Collection space and all other OCCGS needs
• Provide quarterly circulation and volunteerism statistics to City
Environmental Status:
Not applicable.
Strategic Plan Goal:
Non Applicable - Administrative Item
Attachment(s):
1. License Agreement between the City of Huntington Beach and Orange County, California Genealogy Society.