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HomeMy WebLinkAboutAgenda - 06-16-2009 - 6-2-dORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 16, 2009 Action Agenda Item No. ~ - a - d SUBJECT: Heritage Center Work Group Charge and Composition DEPARTMENT: Library PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Lucinda Munger, Director, 245-2528 Gwen Harvey, Asst County Manager, 245-2307 PURPOSE: To establish the charge and formalize composition of the Heritage Center Work Group as follow up to the May 5, 2009 Board meeting. BACKGROUND: During the Orange County Library North Carolina Room report at the May 5, 2009 BOCC Meeting, one area mentioned was the Heritage Center concept and facility. During the Library Services Task Forces of 2000, 2004 and 2007, there were recommendations to establish a Heritage Center, either in a new or expanded facility, to accommodate historical records. The Library Services Task Force of 2000 defined the "Center" as "a facility which houses the records of the Social Services Department, the Health Department, the NC Room of the Orange County Public Library and the collections of the Historic Hillsborough Commission (Burwell School), the Hillsborough Historical Society, and the Orange County Historical Museum. This center will protect and make historic records available to the public." In September of 2000 an Archival Task Force, organized in response to concerns for historical record keeping, proposed to the Board of Commissioners that the NC Room of the Orange County Public Library be expanded to address the needs and concerns identified by the Archival group. The Archival group was comprised of members of the Historic Hillsborough Commission (Burwell School), Hillsborough Historical Society, Orange County Historical Museum, and county directors of the Register of Deeds and Public Library. The Archival Task Force identified the following areas of concern: The nature and extent of the various collections, • Conservation issues, • Accessibility to collections, • And, space requirements. The 2000 Library Services Task Force incorporated the request into the November 2001 Library Services Task Force Report as a significant capital expenditure recommending atwo-story records center in Hillsborough. In 2004 the Library Services Task Force Report again addressed major areas and opportunities, which included Establishment of an Orange County Heritage Center as noted below: 2 Recommendation #5 - "That an Orange County Heritage Center be established to make accessible the local history materials now located in the central library as well as appropriate materials from other archival collections in the county such as from NC Room of the Orange County Public Library, Burwell School, Carrboro Branch Library archives, Orange County Historical Museum, and Hillsborough Historical Society. " In December 2007 the Library Services Task Force presented the Standards for Library Services in Orange County and related Capital and Operating budget requests as defined by their charge. The charge requested the Task Force to present the Southwest Regional Library, Main Library and the Heritage Center capital requests to assist the Board in preparing for future facilities. 1. Southwest Regional Branch Building - $2,560,000 Furnishings and Equipment - $376,805 Operating Budget - 6.4 FTEs and Materials - $410,000 2. New Main Library Furnishings and Equipment - $753,610 Additional Operating Budget - 2.5 FTEs and Materials - $162,600 3. Heritage Center Furnishings and Equipment - $72,930 Operating Budget - $180,000 The Main Library on Tryon Street currently houses the `North Carolina Room' dedicated to local and regional history referred to as the "local history collection." With the move of the Main Library to W. Margaret Lane conversations and questions emerged regarding the future home of the collection and future development of a proposed Heritage Center. At the May 5th BOCC meeting, there was approval for staff to relocate a `core collection' of the NC Room to the new library facility on W. Margaret Lane. The BOCC also heard comments and concerns from members of the community regarding a Heritage Center. In order to review the original recommendations and assess the current status of other possible partners, the BOCC directed the County Manager and staff to convene a work group of partners to explore and evaluate a potential Heritage Center. Such a facility, if developed, could become the focus for increased tourism and economic development within Orange County and enhance the historical importance and experience of Hillsborough. The Orange County Public Library recognizes the following duties as core library services: Technical Services, Circulation, Adult, Youth (children & teen), and Outreach. While maintaining and providing access to a local history collection is part of the service role of Adult collections, a separate Heritage Center is not recognized as a `core function'. This cultural resource for the community would best be created as an independent entity with a goal of long- term sustainability. County and Library management recognize a catalytic role for County government in helping to convene diverse community interests committed to creating a local heritage center. However County and Library management emphasize long term participation by the County should mean being a peripheral partner to anon-governmental entity with its own means of financial support and administrative capacity. Because the Library Services Task Forces of 2000, 2004 and 2007 addressed the Heritage Center question, Library management has the background needed to involve stakeholders in the next level of evaluation. However, to heighten objectivity and widen opportunities for equal input and ideas from both business and cultural persuasions, Library management proposes to engage a community leader with organizational experience, historical expertise, and proven skills in group dynamics to serve as facilitator for the Heritage Center Work Group. The Heritage Center Work Group Charge and Composition are shown below. Charge: The BOCC requested at the May 5, 2009 meeting that the Library Director, as the representative of the County, identify and organize potential partners to evaluate and explore the potential for a Heritage Center. While conversations about a Heritage Center concept have occurred since 2000, the collections, accessibility, and visions of the potential partners have evolved with time and circumstance. In order to provide the BOCC with a clear snapshot of the financial and operational support needed to support the needs and expectations of such a facility, the Work Group would evaluate and provide recommendations on the following: • Scope -The physical breadth and design concept, featuring square footage, collection size and storage of materials • Organization -The structure and detail regarding partners and their responsibilities, staffing considerations, business planning, and likely, the formation of a 501 c3, • Financing -The identification of funding sources, including projections of revenue and operational expenses, start up and continuing • Administration - A recommended plan of board governance, fiscal controls, and executive leadership • Collection Development -The future growth of the collection and ongoing financial stewardship requirements • Public /Private Support for the Center -The necessity of private capital to develop and sustain a viable and quality operation The Work Group would report back to the BOCC in the fall prior to the approval of the CIP at the October 20, 2009. The Work Group would be scheduled to sunset by the end of 2009. Proposed Partners and Work Group Composition: In order to organize a workgroup that is representative of previous archival task forces and subsequent Heritage Center discussions, the following organizations are suggested. In 2000, the original archival task force representatives were the following organizations: • Orange County Library Director, current Director Lucinda Munger, • Alliance for Historic Hillsborough, current Exec Director Elizabeth Read, • Orange County Historical Museum, current representative Darcy Beecroft, • The Burwell School, current representative Katherine Paulhamus, During the 2004 Library Services Task Force, a representative of the Durham-Orange Genealogical Society was included in discussions regarding a Heritage Center. • Durham -Orange Genealogical Society, current representative Richard Ellington, 4 In order to be inclusive of all organizations within Orange County that currently provide historical preservation of local .materials or support of these organizations, the following partners were selected: • Orange County Historic Preservation Commission, representative Christina Moon, • Chapel Hill Museum, representative Traci Davenport, • Preservation Society of Chapel Hill, representative Ernest Dollar, • Chapel Hill Historical Society, representative Linda Jacobson, • Chapel Hill /Orange County Visitor's Bureau, current Director Laurie Paolicelli. The following workgroup partners were included to provide expertise in the areas of creating a business plan, working with non-profit models and long-term financial sustainability of the facility: • Town of Hillsborough, Assistant Town Manager Nicole Ard • SCORE, Service Core of Retired Executives, Carl Baumann • Allen Financial Services, Carl Allen • Buckingham Business Services, Tamia Buckingham • Cardinal State Bank, Danny Lloyd As stated a community leader with expertise and experience in historical/cultural enterprises and group process would be named to work with Library management to carry out the Charge. The Director will develop an initial schedule of meetings after the BOCC takes action on June 16. FINANCIAL IMPACT: There is no financial impact associated with engaging the Heritage Work Group as proposed other than costs of general administrative and staff support from within the Library operating budget. RECOMMENDATION(S): The Manager recommends the Board adopt the proposed Charge and Composition of the Heritage Center Work Group with an understanding this action does not obligate the County to assume ownership or financial support of such an enterprise.