HomeMy WebLinkAbout20090202 - VI-05CITY OF
HASTINGS
CITY HALL
101 4th Street East
Hastings, MN 55033-1955
651-480-2350
Fax: 651-437-7082
www.ci.hastings.mn.us
cityhall@ci.hastings.mn.us
Department of
Building Safety
651-480-2342
Engineering/
Planning/HRA/HPC
651-480-2334
Public Works
1225 Progress Drive
651-480-6185
Parks & Recreation
920 10th Street West
651-480-6175
Police
150 3rd Street East
651-480-2300
Fire
115 5th Street West
651-480-6150
Civic Arena
2801 Red Wing Boulevard
651-480-6159
Aquatic Center
901 Maple Street
651-480-2392
TO: Honorable Mayor vl-5
City Council Members
FROM: John Grossman, HPC
Cindy Thury Smith, Pioneer Room
DATE: January 29, 2009
SUBJECT: State Grants-in-Aid Application
Background:
The City of Hastings is fortunate in having original handwritten
minutes books dating back to the incorporation of the City in
1857. Prior to 1925 these minutes are tightly bound in books
in which the pages are not removable for copying, microfiching
or laserfiching. In order to preserve the historical information
in these earlier minutes it is easier, cheaper and more
historically accurate to preserve them in a bound book form.
These early minute books (seven volumes) were bound in
leather, which is very acidic. These leather bindings are
disintegrating but the internal pages are in good shape. We
would like to get new archival covers put on these books and
have applied for a state grant to help cover the cost.
The attached grant application could provide one half of the
cost ($1,487) for this project. We have anon-tax source for
the other half ($1,488) in the HPC Publications Fund.
Recommended City Council Action:
We are requesting the Council approve the attached grant
application.
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Hastings on the Mississippi
MINNESOTA HISTORICAL SOCIETY
9. Budget summary from page 3:
State Grant: $1,487.00
STATE GRANTS-IN-AID PROGRAM
APPLICATION FORM
Issued July 1997
1. Applicant:
Hastings Pioneer Room
Name of organization
City Hall, 101 East Fourth Street
Mailing address
Hastings MN 55033
City State Zip
Dakota
County
2. Check if IIZS Tax-exempt letter is attached
We are federally tax exempt.
3. Authorized Officer:
Signature date
David Osberg City Administrator
Name (please print) title
651-480-23 83
Telephone number (work) (home)
4. Project category:
Artifacts Collections
5. Project duration: one month
(months)
6. Name of project:
Recasing of City Council Minute Books
re-applications: Send one copy only.
final applications: Send one original and 20 copies to:
MHS, Grants Office
345 Kellogg Boulevard West
Saint Paul, MN 55102-1906
7. Project Director
Cynthia Thury Smith
Name
19885 Lillehei Avenue
Mailing address
Hastings MN 55033
City State Zip
651-480-2367 651-437-5304
Telephone number (work) (home)
8. Fiscal Officer:
Charlene Stark, Finance Director
Name
101 East Fourth Street
Mailing address
Hastings MN 55033
City State Zip
651-480-2354
Telephone number (work) (home)
1
MHS Use Only
Date received:
Proj. number:
Applicant match: _$1,488.00
Total Grant Project Budget: _$2,975.00
10. Brief Project Description:
Repair of original handwritten City Council Minute
books from 1857-1925, including removal of acidic,
disintegrating leather covers and recasing in archival
materials.
Minnesota Historical Society ~ Grant Application Form page 2
(Word-processed project descriptions and public benefit statements maybe substituted for this page.)
1. Detailed project description
Follow the Project Guidelines for the particular grant category related to your project, using as many additional
pages as necessary to provide a complete description.
See attached following page.
2. How will the public benefit from the project?
Use as many additional pages as necessary to provide a complete description.
See attached following page.
2
1. Detailed project description.
Located in the former Dakota County Courthouse, the Has#ings Pioneer Room is
acity-specific historical records room funded and staffed by the City of Hastings.
Its collections include books on state, county, and city history; records on city
government and growth; genealogical records on Hastings' citizens; several
scrapbook collections; an extensive map collection of Dakota County and the
City of Hastings; archives of information from all the local newspapers; a photo
collection spanning the establishment of the City (1857) to current; small artifacts
collections and over 200 pieces of artwork from Hastings artists.
The Pioneer Room provides in-person research aid and resources to City
Government and citizens and answers online inquiries via the Internet.
The Pioneer Room is seeking a grant of $1,487.00 to preserve and recase seven
handwritten City Council books dating from City incorporation (1857) to 1925.
The signatures in these books are completely intact, in excellent shape and
legible but the leather covers are disintegrating. !n several books the covers
have completely fallen off in small pieces. We have been advised NOT to rebind
the pages in these covers (acidic leather) but to recase them in archivally safe
materials.
By the dictates of State law and the State Archivist, the City of Hastings is
required to preserve City Council Minutes indefinitely. We feel that conservation
work done now will allow these books to continue to be used for many more
years.
These seven books measure 16 inches long by 11 inches wide, with depths
ranging from 2 to 3.5 inches. The original leather covers are generic in design
(see attached photo) and do not have any decorative distinction; they were
commercially available "blank books". We feel protecting the contents of these
books is of the utmost importance and outweighs any historic significance of the
original covers. However, we would like to retain the book structure, hence we
would like to recase them.
The condition of the seven books is as follows:
(1) on all books all edges are completely worn through to the bookboard,
which has splayed open,
(2) all seven books have pieces of the leather cover missing ranging from
small corner pieces to chunks as big as your palm;
(3) two books have the covers completely detached, the other five books
have the covers partially detached or held in place by masking tape;
(4) all the books are missing some endleaves,
(5) all the books have had some repairs (taping mostly) done to them to
hold them together.
We would like to have them all rebound at the same time in the same materials
for a uniform look, since they will be on public display for research use in the
Hastings Pioneer Room.
Three firms were contacted for this repair work but only one had several options
for the binding that would result in a volume that combined a historic look with
archival materials. After a visit and consultation, the Campbell-Logan Bindery
was selected because of the quality and variety of binding options they could
provide. They have done repair, restoration and conservation work for clients
ranging from St. John's University, the Minneapolis Institute of Arts, the Walker
Art Center to the Library of Congress. Their written estimate is attached to this
application. The Campbell-Logan Bindery is the preferred service provider for
this restoration work.
After discussing with Mr. Gregor Campbell the various materials available, we
would like to recase these books using an ecru colored linen on the covers with
brown leather spine and leather corners on the books. The title would be
stamped onto the spine. Marbled paper endsheets would be inserted into each
volume to replace missing sheets. The cost per book would be $425.00.
2. How will the public benefit from the project?
The handwritten information in these books is not available in any form anywhere
else. They have never been transcribed (although the writing is very legible).
Because the pages are in such good shape and tightly bound, these books were
not copied, microfilmed or laserfiched.
Currently these books are kept out of the public use area of the Pioneer Room;
the curator handles them when requests are made by the public. They are also
used by City staff and Administration. Public requests include various research
projects including genealogical or property research, researching city history,
development of City infrastructure, costs of services, development of City
ordinances, elections results, etc. Recently they were used to research the dates
of installation of City water and sewage pipes for verification for a State award (to
prove installation of water and sewers more than a century ago).
If these volumes are recased they will be on display in the Pioneer Room, where
they will be easier to access (the Pioneer Room is staffed and public access is
supervised).
Minnesota Historical Society * Grant Application Form page 3
Applicant Match
Budget Item Grant Cash In-Kind Donated Total
Recasing Services _$1,487_ $1,488 _$2,975
Totals (A)1,487 (B)1,488 (C) (D} (E)_$2,975
~) + (C) + ~) - -$1,488
(Equals the Grand Total Applicant Match shown on Page 4)
TOTAL GRANT PROJECT BUDGET: $2,975
Column (A) must not exceed the total of columns (B) + (C) + (D)
ASSURANCES
The applicant agrees to hold harmless the Minnesota Historical Society and the State of Minnesota for any action,
complaint, discriminatory proceedings or mitigation of any kind whatsoever, and warrants that the governing body
of this organization or subdivision of state government has by a recorded vote approved this application. The
applicant shall conform with and agree to the provisions of Minnesota Statutes, Section 181.59, which prohibits
discrimination in hiring of labor and/or contracting by reason of race, creed, or color. The applicant further warrants
to be in compliance with Section 363 (1976) as amended.
AUTHORIZED OFFICER:
signature
_David O:
typed name
date
3
Minnesota Historical Society * Grant Application Form page 4
BUDGET WORKSHEET FOR APPLICANT MATCH
1. Applicant's Cash Match
List here the sources and amounts of funds to be used for the project. Under "Status" indicate for each source
whether these are anticipated funds or funds that are already in-hand.
Source
City of Hastings Publications Fund
Amount Status
$1,488 in hand
Total Applicant's Cash Funds: $ 1,488
2. In-Kind Services
List here the approximate work hours of employees of the applicant organization, the type of work to be performed,
and the dollar value (including fringe benefits).
Employee Project role Rate of pav Hours Wage value
Total In-Kind Services: $
3. Donated Services
List here the approximate work hours of individual volunteers, the type of work to be performed, and the dollar
value. Note: Professionals, technicians, or clerical persons working in their area of training and expertise will be
credited for financial matching purposes at their current hourly rate of pay. Volunteers not working in their area of
training or expertise will be credited for financial matching grant purposes at the current state minimum hourly rate
of pay.
Employ
Project role
Rate of pav Hours
Wa eg_value
Total Donated Services: $
4. Donated Materials
List here donated items and their current market value.
Item
Value
Total Donated Materials: $
Grand Total Applicant Match: $ 1,488
4
(~ The Campbell-Logan Bindery
Telephone 612.332.1313
212 Second Street North, Minneapolis, MN 55401
(FAX) (001 )1-612-332-1316 (Wats) 800-942-6224
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