Loading...
July 8, 1997 CITY OF AVENTURA AMENDED PUBLIC NOTICE All interested persons are hereby advised that on Tuesday, July 8, 1997, beginning at 2 p.m., three or more members of the City of Aventura City Council will meet to discuss the formation of an historical society. This event is open to the public. NotiCEfpursLiant to Section 286.0105, Florida Statutes, if \, applicable, is hereby incorporated by reference. ,itWJ(1 k ~ Teresa M. Smith, CMC, City Clerk In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and who need special accommodations to participate in this proceeding because of that disability should contact the Office of the City Clerk, 466- 8901, not later than two business days prior to such proceedings. .:- \.. CITY OF AVENTURA OFFICE OF THE CITY CLERK MEMORANDUM FROM: Councilmember Patricia Rogers-Libert Councilmember Arthur Berger Councilmember Harry HOIZb:9 ~ ( Teresa M. Smith, CMC, C~ \ yg) TO: DATE: August 26, 1997 SUBJECT: Records Management and Archives Program Per your direction at the sub-Committee meeting on July 2, 1997, I have researched the costs involved in an archives program for the City of Aventura and would offer the following: A Records Management Program is presently in place in the Office of the City Clerk which includes collection, storage, maintenance and retention of all documents relating to the City, including correspondence, agreements, ordinances, resolutions, newspapers, photographs, etc. from the date of incorporation forward. If it is Council's direction that records prior to the date of incorporation be collected, stored and maintained, it would then be appropriate for Council to establish a policy governing the type of information, documents, etc., that would be collected and become a part of the City's archival program and the time period involved. For example, do we wish to collect and maintain every piece of history available pertaining to every building and business which has or presently exists within the municipal boundaries of the City of Aventura? If that is Council's direction, the following would be necessary: 1 . At least one additional position would need to be provided for in the Office of the City Clerk to collect, catalogue and process the records collected. 2. On-site temporary storage and off-site permanent storage would have to be provided for. The estimated annual cost for off-site storage, including placement, retrieval, delivery and destruction, would be approximately $10,000. An office and storage facilities would have to be provided for in Government Center and no space is presently available for such collection and storage. , Councilmembers Rogers-Libert, Berger and Holzberg Page 2 3. Photographic database equipment may need to be purchased, the exact cost of which cannot be determined at this time, but would be estimated between $2,000 - $5,000. Please note that from the time of the City's receipt of archival records, they become public documents and property of the City and must be maintained in accordance with State Law. These records would be catalogued and placed in permanent storage off- site and would not be on display for the public. Should a member of the public wish to view these records or any portion thereof, costs for delivery and retrieval would be incurred. In addition, the majority of Dade County cities surveyed do not preserve records or paraphernalia prior to their incorporation. Historical Societies that have been established in a small number of Dade County cities, such as Miami Shores and Coral Gables, are mainly for the purpose of preserving and maintaining landmarks, structures, museums and sites of historical value. It would be my recommendation not to proceed with an archival program or historical society for the collection, storage and maintenance of documents and other paraphernalia prior to the date of incorporation. Should you have any questions, please let me know. cc: City Council Eric M. Soroka, City Manager CITY OF AVENTURA PUBLIC NOTICE All interested persons are hereby advised that on Wednesday, July 2, 1997, beginning at 3 p.m., three or more members of the City of Aventura City Council will meet to discuss the formation of an historical society. This event is open to the public. Notice pursuant to Section 286.0105, Florida Statutes, if applicable, is hereby incorporated by reference. ,~~~~ Teresa M. Smith, CMC, City Clerk In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and who need special accommodations to participate in this proceeding because of that disability should contact the Office of the City Clerk, 466- 8901, not later than two business days prior to such proceedings.