Survey: Office of Cultural Affairs

Posted August 05, 2010 by Anonymous
Part 1.
Year Founded: 
1b. Primary activity[ies] of the organization.: 
oversee city public art collection, publish educational materials on public art and architecture
1c. Organization's annual budget.: 
$100,001 - $250,000
1b. Primary activity[ies] of the organization.: 
Part 2.
2a. Mission Statement: 
The Office of Cultural Affairs is responsible for a myriad of activities related to the cultural life and vitality of the City along with providing assistance in the marketing and branding of the City as a lively and attractive destination to visit, live, shop, work start a business or be educated. The current ordinance governing the operation of the Office of Cultural Affairs and the Cultural Affairs Commission outline the following duties: Encourage, sponsore or conduct, alone or in cooperation with other public or private agencies, programs to further awareness of, interest in, and development of the fine arts, performing arts and cultural activities; Broaden the awareness of the contribution that culture and the arts can make to the cultural and economic benefit of the city; Develop guidelines for and advise the Mayor and Board of Alderman concerning the receipt of, or purchase of, works of art to be placed on municipal property; Develop guidelines and oversee the care, maintenance and preservation of the City of New Haven’s art collection; Seek out and receive grants for artistic and cultural programs, develop programs for the expenditure of such funds, and assist other public and private agencies and individuals in preparing applications for such funds; Administer the City of New Haven’s Ordinance Establishing a Municipal Fund for Works of Art as set forth in such ordinance; Foster communication and coordination among city, state and federal agencies and other private and public organizations and institutions with respect to artistic and cultural activities and development; Assist in the development of facilities for artistic and cultural activities; Advise and assist the City in connection with such other artistic and cultural activities as may be referred to it by the City.
2c. Exhibition / Programming / Publishing History.: 
Programming: New Haven Jazz Festival, Mayor’s Community Grants program, Fourth of July Fireworks, Mayor’s Halloween Parade, and Annual Tree Lighting. Programming/Publishing: Urban Museum of Architecture (UMA) series of 7 brochures on the architecture of Yale Center for British Art, the Yale University Art Gallery, Ingalls Hockey Rink, Crawford Manor, Dixwell Fire Station, and Beinecke Library. Highlights the work of Colonial through Contemporary architects and architectural sites of significance in New Haven. Newest addition: Housing New Haven brochure. Future Publishing: Inventory of Public Art in New Haven Quinnipiac Trail tour brochure Mural Art tour brochure Colonial New Haven brochure Stained Glass Trail brochure
Part 3.
3a. Names and email addresses of Founders, Board Members, Directors or other key individuals:: 
Barbara Lamb
3b. Could any of these individuals assist in providing an oral history of your organization?: 
Part 4.
4a. Is organization currently active?: 
4b. Year activity suspended if no longer active.: 
Organization Still Active
Part 5.
5a. Type of organization at its founding.: 
Non-Profit [IRS certified]
5b. Type of organization currently, or at the termination of activities.: 
Non-Profit [IRS certified]
Part 6.
6a. Does the organization have an archive?: 
6b. Are there any short or long-term threats to the organization?: 
Fiscal endangerment of organization
6c. Other threats to the organization:: 
In terms of the public art piece of the Office of Cultural Affairs, there is no dedicated staff position or funding. Most of the work accomplished over the past five years has been in piecemeal fashion, and many projects go undone.
Part 7.
7a. How important is to the organization to preserve the organization’s historical material. From 1 – Very Important to 5 – Not Important.: 
1. Very Important
7b. Has planning for the preservation and documentation of archive begun?: 
7c. Does the organization know how and where to seek expertise and assistance?: 
7d. Does the organization have specific concerns regarding starting an archive working with its historic materials?: 
Lack of Staff
Part 8.
8a. Is the organization's archives in the collection of another institution or promised to one?: 
8a. Location: 
IF YES to 8: University (Name)
8b. Archival materials are also located at:: 
Where are these locations?: 
Where are these locations? [I.E. Home / Office of Private Individual(s) (i.e. Former Board, Staff, Funders, etc)]
Part 9.
9. Does the organization maintain archives for any other organization.: 
IF YES to 9: 10a. Please describe:
Part 10a.
10a. Is the archive accessible to scholars, curators or researchers?: 
Part 10b.
10b. Are there conditions of access for scholars, curators or researchers?: 
Part 10c.
10c. How are arrangements made for access to archive?: 
Through the Director of the Office of Cultural Affairs on a case-by-case basis.
Part 11.
The following questions address the historical materials (type, quantity and storage) of the organization. 11a. Paper Files and Documents: 
Artist Files
Board Minutes
Exhibition or Production Files
Financial Records
Legal Documents
By-laws / Incorporation Documents
Other Paper Files
11b. Artwork and Documentation: 
Prints / Lithographs / Etchings / Screenprints / etc.
Unique Art Objects
Other Artwork
11c. Press and Promotional Materials: 
Announcements, Mailing Cards, etc.
Newspaper / Magazine / Media Clippings
Posters / Flyers
Other Press or Promotional Materials:
11d. Printed Publications: 
Checklists / Performance Programs / Price Lists
Programs of Events
Other Printed Publications
Part 12.
12. What years does the materials cover?: 
Part 13.
13a. How is the material stored?: 
File Cabinets
Other - Please describe below.
Please describe: 
13b. Are some or all of these storage units “archival”?: 
Part 14.
14a. Estimated Number of Boxes or Milk-Crate Sized Storage Units: 
14b. Estimated Number of Archive Drawers: 
1 - 10
14c. Estimated Number of Archive Notebooks: 
14d. Estimated the total Linear Feet. ["Linear Feet" is standard measure of the quantity of archival materials on the basis of shelf space occupied or the length of drawers in vertical files or the thickness of horizontally filed materials. For example, a: 
I don’t know
Part 15.
15. Is the historical materials - or archives - inventoried or catalogued in any way, either formally or otherwise?: 
Part 16.
16a. Is there a key, index or finding aid to the materials inventoried?: 
Part 16 / Electronic Files & Archival Management
16f. Does the organization have a back-up program, or back-up schedule, for its electronic records and perform monitoring of its removable media (i.e. floppies, ZIP disks, CD-ROMs, DVDs, portable hard drives, etc.)?: 
16g. Who is responsible for working with the archival material?: 
General Staff
Part 17.
17. How are new materials processed?: 
Manual System (Card File, File Folders)
Part 18.
18. What, if any, conservation methods are in place for both physical materials and electronic data?: 
None or Limited
Part 19.
19. What type of climate-controls are present in the area[s] in which the archives are stored?: 
Limited climate-controls
Part 20.
20a. What are the goals for the historical materials for the next year?: 
continue arranging materials
20b. What are the biggest challenges to reaching these short-term goals?: 
Lack of funding
20c. What goals are in place for the historical materials for the next three to five years?: 
To grow the collection and have someone on staff to care for collection
20d. What are the biggest challenges to reaching these long term goals?: 
City of New Haven is under hiring freeze and will not expand staff
20e. Are there any additional goals for the organizations historic materials?: 
To use them for educational/interpretive purposes
Part 21.
21. Estimated cost to achieve these archival goals for the next year.: 
$7,001 - $10,000
Part 22.
22. Estimated cost to achieve these archival goals for the next five years.: 
Part 24.
24. What archival issues could / should visual arts organizations address collectively in the next three to five years? Ranked from 1 (highest priority) to 5 (lowest priority).24a. Shared standards / protocols for digitization: 
Promote professional standards / protocols for digitization
Part 25.
25a. Is the organization a member of, or in contact with, any organizations concerned with archival issues?: 
25b. Who?: 
Connecticut League of History Organizations (CLHO) Connecticut Trust for Historic Preservation (CTHP)
Who executed this survey.: 
Laura A. Macaluso
I wish to defer payment and allow AS-AP to use these funds to further AS-AP’s efforts to preserve the history of the alternative and avant-garde movement in America.
Is this survey complete and all appropriate questions answered?: