03-499Council File # o3
Resolution #
Green SheeC #'1 � 75 ��
Presented By
Referred To
RESOLUTION
OF SAINT PAUL, MINNESOTA
3
Committee: Date
WHEREAS, the current Saint Paul Office of License Inspec6ons and Environmentai Protection (LIEP)
Archival Storage Space currently controlled by the City of Saint Paul has been sold and is scheduled to be
remodeled into housing; and
WHEREAS, the City of Saint Paul does not have the resources to maintain these records in a proper
historical archive condition; and
WHEREAS, the Ramsey County Historical Society is interested and prepazed to take custody of the LIEP
Building Pernut Archive dated August,1883 to September, 1975 and store them under proper historical archive
conditions; and
WHEREAS, the long term goal of the Ramsey County Historical Society is to make these documents easier
for the public to access via. the Internet; and
WHEREAS, it has been agreed to by the Ramsey County Historical Society that the City of Saint Paul shall
continue to haue access to these records in perpetuity and is guuanteed that these records will not be destroyed per a
Government Records Depository Agreement; and
WIIEREAS, this transfer is subj ect to approval of the Minnesota Historical Society's Records Disposition
Panel; and
WHEREAS, there will be no costs incurred by the City of Saint Paul in either the storage or moving of these
docuxnents; now, therefore be it
1
RESOLVED, that the Saint Paul City Council authorizes the transfer of the LIEP Building Permit Archive
dated August, 1883 to September, 1975 to the Ramsey County Historical Society. � q �
O� r
2
� oFFrcE oF ziEp � nate: GREEN SHEET�
�� � Janeen Rosas, Director � May 9, 2003 �
a66-9ois No . 4 03 511 oz -K�
' CONTACT PERSON & PAONE: 1 $p��r DIRHC117R i�rr mvxcxz
aneeu Rosas (266-9013) ,;,,�,,, 2 IT� A11bRNSY xz c�"sax
ust be on Council Agenda • � �mcEx nzxacrox IN. 6 MGT. SVC. DIR.
. �
s Soon As Possible 3 xox rox nssisTaNx)
'. OTAL # OF SIGNATIIRE PAGES 1 (CLIP ALL LOCATIONS FOR SIGNATURE)
CTION REQUESTED:
pproval of a resolution authorizing the City of Saint Paul to transfer the
,,_. IEP;Building Permit Archive to the Ramsey County HistoricaT Society.
COMMENDATZONS: APPROVH (A) OR RESECT �) � SRSONAL 3&RVICS CONTRACP$ MQST ANSW&R THS FOLLOSVING:
PLANNING COFPAISSION� CIVIL SERVICE CONQIISSION 1, Has the pensonffix'm eves woiked under a contsact for thia depaxtment?
. CIB COMMIITEE HUSINESS RSVIHW COUNCIL ' YES NO '
STAFF DISTRICT COUNCIL Has this person/fixm ever been a City employee?
. DISTRICT COUAT _ Y6S NO �
` 3. Does this person/fimi possess a skill not�normally possessed by any
-�UPPORTS WHICH COUNCIL OBJ&CTIVE? Curreiit City employee? ' ' �
YES NO
� , � lain all Y8S aaswers oa a separate sheet aad attach.
: INITIATING PROBLEM, ISSUE, OPPORTUNITY (Who, What, When, Where,, Why):
<;,The current storage space LIEP has for its BuiTding Permit Archives at 494
, Sibley Street is inadequate as well as scheduled for renovation into housing in
: the near future. The Ramsey County Historical Society has agreed to accept
',�,these permiCs and care for them in pe•rpetuity and in accordance with a State of
innesota Historical Society Government Records Depository Agreement.
VANTAGES TF APPROVED:
he LIEP.Historical Building Permit Archive will be preserved and LIEP will
cont-inue to have access to these permits..
ISADVANTAGES IF APPROVED:
one.
ISADV$NTAGES IF:NOT APPROVED:'
'The LIEP_Archives will deteribrate or even.be destroyed for lack of financial
> resources , to care for tliem properly.
�� i
;,.TOTAL AMOUNT'OF TRANSACTIOFT S COST/REVENUE BUDGETED YES NO
;:FUNDING SOURCE ACTIVITY NUMBER
' FINANCSAL INFORMATION: (EXPLAIN)
D R"
sl � � :
OFFICE oF LIEP Date: �REEN SHEET
Janeen Rosas, Director May 9, 2003
266-9013 No.403512 a�-y�g
CONTACT PERSON & PHONE: 1 Epa�xT'�c'T nit�crox x� mmaczr.
Janeen Rosas (266-9013) '�°' 2 I � " 3 a 't` u `
��
uSt be on Council Agenda: �cET nr�cxox IN. & MGT. SVC. DIR.
s Soon As Possible g xox cox asszsraNx)
OTAI, # OF SIGNATIIRfi PAGES 1 ECLIP ALL LOCATIONS FOR SIGNATURE)
C2ION REQUESTED:
pproval of a Government Records Depository Agreement authorizing the City of
Saint Paul to transfer the LIEP Building Permit Archive to the Ramsey County
istorical Society.
COMMENDATIONS: APPROVE (A) OR REJECf �) SBSONAL 58RVIC8 CONTHACTS MffST ANS9t8R T88 POLLOWING:
PI.ANNING WMMISSION CIVIL SSRVICE COMMISSIOH 1. ftas the penson(fizm ever wosked under a conttact fox this depattment?
CIB COFIMITT&E HUSINESS REVIEW COIINCIL YHS NO
STAFF _ DI5IRTCT COUNCIL 2. Has this person/firm ever been a City employee?
DISTRICT COURT __ ygg .Vp
noes this pezson(firm posaess a skill not nozmally possessed 6y any
SUPPORTS WHICFI COUNCIL OBJ&CTIVE? CLrrent City ¢mployee?
YES NO
8xplaia all YSS answers oa a separate sheet aad attach.
INITIATING PROBLEM, ISSUE, OPPORTUNITY (Who, What, When, Where, Why):
The current storage space LIEP has for its Building Permit Archives at 494
Sibley Street is inadeguate as well as scheduled for renovation into housing in
the near future. The Ramsey County Historical Society has agreed to accept
these permits and care for them in perpetuity. The State of Minnesota needs to
approve this transaction as a formality.
VANTAGES IF APPROVED:
The LIEP Historical Building Permit Archive will be preserved and LIEP will
continue to have access to these permits.
ISADVANTAGES IF APPROVED:
one.
ISADVANTAGES IF NOT APPROVED:
The LIEP Archives will deteriorate or even be destroyed for lack of financial
resources to care for them properly.
TOTAL AMOIINT OF TRANSACTION � COST/REVENUE BUDGETBD YES NO
FUNDING SOURCE ACTIVITY NUMBER
FINANCIAL INFORMATION: (EXPLAIN)
a3 -`�q�
GO�ERNMENT RECORDS DEPOSTTORY AGREEMENT
This ACzREEMEiNT is entered on the last day of execution below befween the City of Saint PauF, the
Ramsey CoLmty Historical Society, and the Minnesota Historical Society and is made for the purpose of
the transfer of the Saint Paul Offrce of License, Inspecrions and Environmental Protection (LIEP)
Building Permit Archive.
RECITALS
Whereas, the following facts support this Agreement:
�
A. The government officials of the City of Saint Paul have prepared and maintained the LIEP Building
Permit Archives, dated from August, 1883 to September, 1975 as official records, as required by
Minnesota Statutes Chapter 15.17.
B. Pursuant to Minnesota Statutes Chapter 138161 through 138.25, the Minnesota Historical Society
administers the State Archives and may accept government records as a gift.
C. The Ramsey County Historical Society is prepazed to take custody of the LIEP Building Permit
Archive, dated August,l883 to September, 1975, to preserve and maintain them for future research.
NOW, THEREFOl2E, it is hereby agreed by and between the parties:
A. That the City of Samt Paul will donate the LIEP Building Pernut Archives dated August, 1883 to
September, 1975, as a gift to the Ramsey County FIistorical Society.
B. It is further agreed that the City of Saint Paul shaIl transfer custody of the LIEP Building Pernut
Archive, dated August, 1883 to September, 1975 to the Ramsey County HistoLical Society to be kept and
managed in accordance with the requirements of law and subject to the following conditions:
1.) CUSTODY. Custody of the records will be transferred to the Ramsey County Historical
SocieTy.
2.) ItEVERSION OF CUSTODY. The records will not be transferred to the custody of another
insritufion without authorization from the City of Saint Paul and from the Minnesota Historical
Sociery. If the Ramsey County Historica] Society seeks to relinquish custody of the records and
its depository rights, it will nofify the City of Saint Paul and the Minnesota Historical Society, in
writing, of its intent to destroy, or otherwise dispose of the records. Within 90 days of receiving
such a notice, the City of Saint Paul and the Minnesota Historical Society shall advise the
Ramsey County Historical Society in writing as to whether or not the records may be destroyed
or otherwise disposed of.
3.) PUBLIC USE. The records will be available for public use during normal business hows,
and access to the records will be provided subject to Minnesota Statutes Chapter 138.17, and
Chapter 13 (Minnesota Govemment Data Practices Act).
4.) STORAGE. The records will be placed in a storage azea that meets archival storage
guidelines as recommended by the Minnesota Aistorical Society.
5.) DISPLAY. The records may be used by the Ramsey Counry Historical Society or Minnesota
Historical Society for display purposes, provided that standard security precautions are followed
in regard to the display.
6.) RELEASE OF INTERE5T. The undersigned do mutually agree and aclrnowledge that the
63 `��1
City of Saint Paul shall release all interests therein and shall give over to the Ramsey County
Historical Society the LIEP Building Pemrit Archive dated August, 1883 to September, 1975 for
the purpose of research. The exception to the above shall be that one City of Saint Paul, LIEP
employee shall be granted uniimited access to these files in perpetuity.
7.) REPRODUCTION OF ItECORAS. The City of Saint Paul agrees that the zecords or any part
thereof may be reproduced by the Ramsey County Historical Society at any time without
compensarion to the City of Saint Paul.
8.) COSTS. The City of Saint Paul shall pay no costs associated with the maintenance, retrieval
or storage of the records. The Ramsey County Historical Society, in accepting custody, care and
control of said records, accepts no liability related to the condirion, completeness, maintenance
and use of the records; the Ramsey County Historical Society accepts only the costs related to the
physical storage of the records as an archival repository.
9.) GUIDELINES. The Ramsey County Historical Society and the City of Saint Paul agree to
follow all guidelines issued by the state Records Disposirion Panel and the Minnesota Historical
Society goveming the disposition of govemment records to other repositories.
C. It is further agreed that each party shall work cooperatively to assure the continued preservation of the
LIEP Building Pernut Archive as official records.
Dated: City of Saint Paul
���elly, Mayor (or designee)
By `r" .
Don Luna, City
By ��tIA
Jan en Rosas, Direct , ice of LIEP
By �w� (approved as to form)
Ginger lmer, City Attomey's Office
Dated: Ramsey County Historical Society
By
Prescilla Farnham, Executive Director
By
Dated: Minnesota Historical Society
�
By