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HomeMy WebLinkAboutOrdinance 17137-09-2006Ordinance No. 17f37-D9-2006 AN ORDINANCE INCREASING ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE GRANTS FUND IN THE AMOUNT OF $152,508, SUBJECT TO RECEIPT OF THE GRANT TO PRESERVE AND CREATE ACCESS TO HUMANITIES COLLECTIONS FROM THE NATIONAL ENDOWMENT FOR THE HUMANITIES, FOR THE PURPOSE OF FUNDING THE RESTORATION OF HISTORICAL RECORDS; PROVIDING FOR A SEVERABILITY CLAUSI=; MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES IN CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE BATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS: SECTION 1. That in addition to those amounts allocated to the various City departments for Fiscal Year 2006- 2007 and in the Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the Grants Fund in the amount of $152,508, subject to receipt of the Grant to Preserve and Create Access to Humanities Collections from the National Endowment for the Humanities, far the purpose of funding the restnratinn of historical records. SECTION 2. That should any portion, section nr part of a section of this ordinance be declared invalid, inoperative ar void for any reason by a court of competent jurisdiction, such decision, opinion or judgment shad in nn way impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining provisions shall be and remain in full farce and effect. SECTION 3. That this ordinance shall be incorporated into the ordinance of the municipal government of the City of Fort Worth for the ensuing Fiscal Year beginning October 1, 2006, and ending September 30, 2007 and alt other ordinances and appropriations amending the same except in those instances where the provisions of this ordinance are in direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed. SECTION 4 This ordinance shall take effect upon adoption. APPRO A5 FORM AND LEGALITY: sistant City Attorney ADOPTED AND EFFECTIVE: September 12, 2006 ~l i~ ~f ~C).rf' VV®1'~'fB, ~e)CaS Mayor and Council Communication C®UNCiL ACT!®N: Approved on 9/12/2006 -Ordinance No. 17137-09-2006 ®ATE: Tuesday, September 12, 20Q1a LOG NAME: 11 CSOGRANT REFERENCE NC}.. *~G-15387 SUiaJECT: Confirm Submission and Approve Acceptance of a Grant Application to the National Endowment for the Humanities and Adopt Appropriation Ordinance for Restoration of Historical Minute Books RECOMMENDATION: It is recommended that the City Council: 1. Confirm and subsequently approve the City Manager's submission of a grant application on behalf of the City Secretary's Office to the National Endowment fnr the Humanities (NEH) on July 25, 2006; 2. Authorize the City Manager to apply for and accept, if awarded, a grant of up to $111,659.00 from the NEH for restoration of historical minute books with matching funds from the City required; 3. Authorize the transfer of $30,000 from the Genera[ Fund, City Secretary Department, to the Grant Fund #o be used as matching funds; and $1fl,849.fl0 as "in-kind" matching funds from the General Fund, City Secretary Department salaries; and 4. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations in Grants Fund by up to $152,5fl8.Ofl; subject to the receipt of the grant. ©ISGUSSION. The (NEH) Natrona! Endowment for the Humanities has issued a notice for grants to preserve and create access to humanities collections. The City Secretary's Office desires to apply far $111,659.00 in grant funds in order to restore historical minute books. Digital imaging of these documents will also be performed, with associated electronic indexing, in order to provide enhanced access by researchers, historians and the general public. Microfilming of these records fnr nffsite storage will be done to address disaster recovery of historical records. The City Secretary's Office maintains all minute books fnr the City of Fort Worth dating back to 1873. These documents are the official historrcal records of the City and are considered permanent and archival. To ensure that these historical and rmpartant documents are kept in good condition, and that the books and minute paper da not further deteriorate, a process of deacidification (chemical treatment) needs to be completed on pages of these documents, as well as the repair and reinforcement of paper as necessary, resewing, rebinding andlnr Mylar encapsulation, as appropriate. The deacidification process, which halts the inevitable self destruction of acidic paper, should be considered whenever conservation ar long term storage of unique records is considered. If this process is not completed on these documents, they will continue to deteriorate and will eventually crumble into dust. Same of the older minute binders are already in very poor condition. Once restored, these documents will continue to be maintained in the vault area of the City Secretary's Office for safe keeping. There are an estimated 92 minutes books and associated index books containing over 49,flflfl pages of Logname: 11 CSOGI~.NT Page 1 of 2 handwritten and typed proceedings that will need to be restored. The restoration of these documents will have to be accomplished through a contract with a professional vendor that specializes in this type of restoration. Therefore, staff had to meet with the vendor fio obtain a quote for the project, which was not obtained until July 10th. The estimated cast for this restoration is $152,508.00, with the project to be completed in two to six months. City staff believed that this grant was worth pursuing and therefore submitted the application on .tiny 25th. The NEH grant is for their grant year 200712008. The City Council approved $30,000.00 to begin this project in the FY 05105 budget for the City Secretary's Offce. The $30,000.00 will be reapprapriated to the FY 06107 budget and used far the required matching funds for the grant. Another part of the grant match is $10,849.00 which represents a portion of the City Secretary's salary to administer the project. FISCAl. INFORMATIONICERTIFICATIQN: The Finance Director certifies that upon approval of the above recommendations, receipt of the grant and adoption of the attached appropriation ordinance, funds will be available in the current operating budget, as appropriated, of the Grants Fund. TO FundlAccauntlCenters (4) GR76 451521 011439130000 $111,659.DD .4~GR76 472001 p1143913000a ~3D 000_x__00 (4) GR76 488120 011439130000 X10 849.00 4 GR78 5 $141659.00 ARIOUS 011439130010 GR76 517040 011439130020 $1 Q 849.00 .{3) CG01 538070 0910000 30 000.0(1 3 GR76 472001 011439130000 30 000.00 FROM liundlAccountlCenters GG01 53912D 011000 GG01 538070 011'1000 $30,000.00 $30, 000.00 Submitted far City 'IVlarragler"s ©ffice b~ Marty Hendrix (6161) Originating Department Heart: Marty Hendrix (6161) Additional Information Contact: Marty Hendrix (6161) Lognaze: l ICSOGRANT Page 2 oft