HomeMy WebLinkAbout1991/01/03 - Agenda Packet~ '~ RANCHO CL'CAMONGA
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c: HISTORIC PRESERVATION COMMISSION
AGENDA
1977
THURSDAY dANUARY 3 , 1991 7:00 p.m.
RN~HO CUCN4(XiGA CIVIC CENTER
lOSOO CIVIC CENTL~ DRTVE
RNICHO CUCAIq0a(~A,
I. Pledge of Allegiance
Roll Call
Commissioner Arner ~ Commissioner Haskv~z
Commissioner Banks Commissioner
Commissioner B~ ]~ngs Chairman Schm~dt
C:~miss~oner Coope~
Publ ~c Hearings
The following ~ems are public hear~ngs in ~h~cb concerned
~nd~v~dua~s my voice ~he~ opinion of ~he ~e]a~ed p~o~ec~.
Please wa~ ~o be ~ecogn~zed by ~be ChaPman and address
C~m~ss~o~ by s~a~ing your n~me ~nd address. A]] such opinions
sh~] be ~m~ed ~o 5 m~nu~es per ~nd~v~dua] fo~ each p~o~ec~.
A. CONTINUED PUBLIC HEA~S F0~ LA~K DESZ~HATZON~ 90-03,
90-05, ~D 90-06 - ~eso~u~on ~ec~end~n~ des~na~on of ~be
pro~ec~ s~e of ~he p~oposed Footh~] ~a~ke~p]ace
~n~e~es~ Designation 9~-0~: The Campaneled, ~u~de~, ~nd
D~Ca~]o h~es and v~ney~rds ~oca~ed a~ ~573, ~60~, ~6~7,
~2675, ~705, Z2743, ~2777, ~280~, ~807, ~8~, ~282~, ~nd
~288Z Foo~h~]] Boulevard, AP~: ~9-03~-03 ~h~ough ~3.
O]d ~s~ness
~. ~EY~ 0F A~CHZYES AHD H~STO~Y 6E~TER ~A~ENT ~UAL
C. LEDZ~ HOUSE UPDATE - O~a] ~epo~
V. N~ ~Mness
W. Dt r~tor ' s Reports
WZ. Ca~sMon ~s~ness
W Z ~. ~n~nc~nts
~X. ~b] ~c C~n~
~s ~s the ~me and p~ce fo~ ~be gene~a] public ~o address ~he
C~ss~on. ~ems ~o be discussed here a~e ~hose which do no~
~]ready ~ppe~ on ~h~s ~gend~.
X. ~ou~t
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: january 3, !991
TO: Chairman and Members of the Historic Preservation
Commission
FROM: Larry J. Henderson, AICP, Principal Planner
BY: Anthea M. Hartig, Associate Planner
SUBJECT: CONTINUED PUBLIC HEARINGS FOR LANDMARK DESIGNATIONS 90-03,
90-05, AND 90-06 - Resolution recommending designation of
the project site of the proposed Foothill Marketplace as
an Historic Point Of Interest with mitigations -- Point of
Interest Designation 91-01: The Campanella, Guidera, and
DiCarlo homes and vineyards located at 12573, 12601,
12617, 12675, 12705, 12743, 12777, 12801, 12807, 12811,
12821, AND 12881 Foothill Boulevard, APN: 229-031-03
through 13.
I. BACKGROUND: The Commission reviewed initially these City-
initiated applications at its December 6, 1990 meeting. After
staff's report and input from members of the families who once
owned and worked the land upon which the Foothill Marketplace is
proposed to be built, the Commissioners directed the public
hearing be left open and requested staff to draft a Resolution
recommending to the City Council the designation of the entire 62
acre site as an Historic Point of Interest and specifying six
development mitigations.
II. SITE LOCATION AND DESCRIPTION:
A. Significance - Historical: Members of the Guidera and Vecchio
families supplied a number of new clues which supplement an
understanding of the sites. The Joseph Guidera family first
pioneered in the Rochester community around the year 1914. It
was in 1928 that the family relocated to the southern Etiwanda
region where their home and winery remains today. In the late
1920s the family moved from their Rochester lands the dwelling
now sitting at 12777 Foothill Boulevard. This small structure
housed field workers on the Rochester site but served to
shelter the Guidera family until they purchased the home
located at 12743 Foothill Boulevard. Vito Campanel]la, owner
of the now demolished Big Bear Winery, not only built his
family's home but those to be inhabited by the Guideras and
the Joseph DiCarlos (12811 Foothill Boulevard). According to
joseph Guidera, son of the pioneer Joseph Guidera, the family
winery ceased to make their dry red and white wines in the mid
to late 1960's.
HISTORIC PRESERVATION COMMISSION STAFF REPORT
LD 90-03, 05, 06 - CITY OF RANCHO CUCAMONGA
January 3, 1991
Page 2
Concerning the filling station at 12821 Foothill Boulevard, it
was learned that the Meier brothers owned this and up until
recently the station located on the northeast corner of
Foothill Boulevard and Etiwanda Avenue.
B. Environmental Assessment - This Point of Interest designation
is exempt under CEQA, Article 19, Section 15308.
III. ANALYSIS: Our work as stewards, preservers, and interpreters of
the past can be truly effective if we can translate the sense of
time, place, and community that men and women of the past
created. After intense and sufficient review, staff's opinion is
that the context of these sites has already been altered and
destroyed to the point where recommending landmark designation
over owner objection was not merited. Staff further asserts that
the community that once existed on this large site and on the
north side of Foothill Boulevard is of outstanding importance and
once deserving to be somehow preserved and remembered.
IV. FACTS FOR FINDINGS:
A. Historical and Cultural Significance:
Finding: The proposed Point of Interest is particularly
representative of a historic period, type, style, region, or
way of life.
Fact: The DiCarlo, Schiro, Campanella, Ellena, Columbaro, and
Guidera families forged a community based on shared cultural
background, faith, and way of existence. These women, men,
and children pioneered the growing of grapes and the making
and selling of wine in the eastern Cucamonga/southern Etiwanda
region in the 1920s and 1930s. The homes and winery buildings
stand as reminders of the thriving family-based viniculture
once so prevalent in this area. The Orchard/Meier filling
station is linked historically with the small retail wineries
and homes it 'lies next to through the most popular
thoroughfare of the time, Route 66. The rise of automobile
travel gave way to the parallel development of roadside
diners, gas stations, and repair shops. At one time, this
structure filled all of these needs for travellers as well as
those of the growing community of Etiwanda.
Finding: The proposed Point of Interest is an example of a
type of building which was once common but is now rare.
HISTORIC PRESERVATION COMMISSION STAFF REPORT
LD 90-03, 05, 06 - CITY OF RANCHO CUCAMONGA
January 3, 1991
Page 3
Fact: The two houses remain as testaments to the Craftsman
style as it was interpreted in the area during the 1920s.
Such examples are increasingly rare. Estimated construction
of the filling station dates to the late 1910s.
Finding: The proposed Point of Interest is connected with a
business or use which was once common but is now rare.
Fact: Wineries, large and modest, composed a thriving
majority of the Cucamonga/Etiwanda area's businesses and land
uses in the era from 1915-1950. These once extensive
agricultural enterprises are rapidly disappearing from the
landscape. Furthermore, roadside filling stations/restaurants
are now all but obsolete.
B. Neighborhood and Geographic Setting:
Finding: The proposed Point of Interest materially benefits
the historic character of the neighborhood.
Facts: These buildings form a large part of the overall sense
of place and past in the area.
Finding: The proposed Point of Interest in its location
represents an established and familiar visual feature of the
neighborhood, community, or city.
Fact: Owned by pioneer families whose descendants have stayed
in the community, the home, winery, and filling station have
long been an established and viable element in the area.
V. RECOMMENDATION: Staff recommends that the Commission approve and
forward to City Council the attached Resolution and thereby
designate the Campanella, Guidera, and DiCarlo families' historic
land holdings included in the proposed Foothill Marketplace as an
Historic Point of Interest and specifying the following
mitigations:
1. The project owners shall sponsor a City-approved Oral History
Program of the pioneer wine-making families of the subject
area.
2. The existing structures shall be documented fully according to
HABS/HAER Standards by an architect approved by the City.
3. The project owners shall offer to donate the Guidera and
DiCarlo homes over a period of 180 days and pay for their
relocation to persons demonstrating ownership of a parcel of
HISTORIC PRESERVATION COMMISSION STAFF REPORT
LD 90-03, 05, 06 - CITY OF RANCHO CUCAMONGA
January 3, 1991
Page 4
land within the City of Rancho Cucamonga and suitable for such
a relocation.
4. The project owners shall utilize personal names and those of
associative qualities, such as winery names or wine labels, on
the project site whenever possible.
5. The developer shall incorporate the familial and agricultural
past of the area into some form of commissioned public art
within the project. The final specifications for this artwork
shall be approved by staff.
6. No demolition permits shall be'issued for existing structures
within the project site until the issuance of building permits
for any new structures.
Staff further encourages the Commission to evaluate each of these
proposed mitigations in order to determine whether any of the
items should be strengthened, expanded, or weakened. Commissioner
Arner, for example, suggested after the December 6, 1990 meeting
that the developer could also purchase the land to which the two
Craftsman homes would be moved.
Respectful ly submitted,
Larry J. Henderson, AICP
Principal Planner
LJH:AH:jfs
Attachments: Historic Preservation CommisSion Staff Report dated
December 6, 1990
Resolution Recommending Approval
STAFF REPORT
DATE: December 6, 1990 ~ ~
TO: Chairman and Members of the Hi stori c Preservati on
Commission
FROM: Larry J. Henderson, AICP, Principal Planner
BY: Anthea M. Hartig, Assistant Planner
SUBJECT: LAJ~DMARK DESIGNATION 90-03 - CITY OF RANCHO CUCAMONGA -
Consideration of an application to designate the Guidera
Winery, located at 12737, 12743, 12777 Foothill Boulevard
as an Historic Landmark - APN: 229-031-08.
LANDMARK DESIGNATION 90-05 - ROUTE 66 FILLING STATION AND
RESTAURANT - CITY OF RANCHO CUCAMONGA- Consideration ot
an application to designate 12811 Foothill Boulevard as
either an Historic Landmark or an Historic Point of
Interest - APN: 229-031-12.
LANDMARK DESIGNATION 90-06 - CITY OF RANCHO CUCAMONGA -
Consideration of an application to designate the site
and/or house located at 12811 Foothill Boulevard as either
an Historic Landmark or an Historic Point of Interest -
APN: 229-031-09.
I. BACKGROUND: The above sites came to staff's attention just prior
to the submittal of CUP 90-37 -- Foothill Marketplace -- on
November 14, 1990. The proposed development covers 62 acres on
the south side of Foothil 1 Boulevard from Interstate 15 to
Etiwanda Avenue and specifies the construction of approximately
520,000 square feet of retail space, 22,000 square feet of
restaurant/food use, and a service station. Although most of the
site is included in the 1987 Historic Resources Survey, this
report and subsequent Historic Preservation Commission action will
be the first attention paid to the impact of the Marketplace on
these resources. The Conmnission has reviewed another site on
these 62 acres, namely the Big Bear Winery, in 1989 and determined
that the winery and related structures were not historically
significant.
Of the remaining structures, the Guidera Home and Winery (also
known as the Cucamonga Top Winery) located at 12737 and 12743
Foothill Boulevard was identified as a Potential Local, State, and
National Register Landmark; the filling station at 12811 Foothill
Boulevard was denoted as a Potential Local Landmark but the
Craftsman-styl e home went unsurveyed. Confusi on over the
HISTORIC PRESERVATION COMMISSION STAFF REPORT
LD 90-03, 05, 06 - CITY OF RANCHO CUCAMONGA
December 6, 1990
Page 2
correlation between street addresses and Assessor's Parcel Numbers
led staff to deem this residence 12801 Foothill Boulevard when it
seems that the old gas station an"6'd' the house share the same
number, 12811. This address change is noted in the above public
hearing description. The dwelling at 12777 Foothill Boulevard,
although appearing to be a part of the Guidera property, does not
seem to have been included in the survey forms for the family's
home and winery, and thus, is recorded here as unsurveyed.
Due to a lack of sufficient research and preparation time, this
report is not complete and is intended to be modified and expanded
during the Commission's review process. After the public hearing,
further research, and the Commission's input, staff will make
separate and specific recommendations regarding each structure or
set of structures. Please note that this report does not include
a completed survey on the building at 12777 Foothill Boulevard.
II. SITE LOCATIONS AND DESCRIPTIONS:
A. Location: All of the structures are found on and oriented
towards Foothill Boulevard and lie between Interstate 15 and
Etiwanda Avenue. The surveyed sites in question constitute
6.75 acres (see Exhibit HPC-2 - Site Map) of the total 62
acres of proposed conmnercial development.
B. Site Land Use, Zonin~ and Foothill Specific Plan
Designations: The sites l~ question, and the entire project
site, fall into Subarea 4 and have been designated Regional
Related Commercial. Although rural in character and with
current uses of residential and small commercial/retail
(trucking, auto body) the Foothill Specific Plan singles out
the area for different and more intense uses. Citing the
proximity to Interstate 15 and that "the structures in the
area do not currently have a strong architectural style or
thematic sense" the Foothill Specific Plan mandates that "as a
major entry into the Foothill Corridor...(the area) should
project a strong, design image (sic)" {see Exhibit HPC-3 -
Cited portion of the Etiwanda Specific Plan, IV-g.51a--IV-
9.55).
C. Surrounding Land Uses, Zoning, and Foothill Specific Plan
Desi gnati ons:
North - North of the sites exist the Sacred Heart Church, a
number of vacant and utilized retail structures, likewise a
number of residences, as well as winery-related structures.
The area is zoned, however, as Regional Related Conmnercial and
Community Commercial.
South - Under construction is a Metropolitan Water District
HISTORIC PRESERVATION COMMISSION STAFF REPORT
LD 90-03, 05, 06 - CITY OF RANCHO CUCAMONGA
December 6, 1990
Page 3
processing plant to the south of the sites and its zoning is
Light Industrial.
East and West - The Interstate lies west of the Guidera Home
and Winery and they lie west of the DiCarlo/Duffy Home that
lies west of the Orchard Filling Station. The zoning is
Regional Related Conmnercial.
D. Descri pti ons:
Guidera Home and Winery - Description: The site contains a
Craftsman-style home, altered slightly, with a detached garage
and two porte-cochere of open wooden lattice; a retail shop
consisting of two connected structures; and a winery complex,
built in phases, extending south of the residence and
including a loading dock, a free-standing, poured concrete
grape crusher, a cistern, an equipment shed, and two portable,
smaller field structures (reference also Exhibit HPC-4 - the
DPR 523 on the site, and Exhibit HPC-5 - Photographs, Guidera
Home and Winery ).
Orchard Filling Station - Description: A single-storied,
flat-roofed structure of both slip-form concrete and wood
framing, the filling station fronts onto Old Route 66,
Foothill Boulevard. The original porte-cochere has been
removed, but leaving an un-patched scar. Apparently original
double wooden doors mark the garage entrance while at the
other end of the facade elevation a door centered in a clipped
corner acts as the opening into the restaurant/retail space.
Large, single-paned lights topped by smaller, openable panels
are sJnmnetrical ly placed along the facade and entrance
corner. An early, or small original, rectangular structure
with a gable roof housed two restrooms. A later lean-to
addition and a shed exist at the rear (south) of the original
structure (see Exhibit HPC-6 - Photographs, Orchard Filling
Stati on ).
The Di Carl o/Duffy Home - Descri pti on: Enclosed by an
approximately 4-foot high block and decorative cement wall,
this Craftsman-style home is wood framed and sided. An
exterior field stone fireplace and an interior one of brick
pierce the low-lying, cross-gabled roof. Square columns of
wood atop battered-sided bases of concrete support a partial
front porch. A concrete and wooden-framed storage structure
with a low-pitched gable roof lies behind the dwelling, as
does a garage/stable structure composed of block and wooden
members -- most notably two sliding doors with horizontal
siding. This one-storied, rectangular structure is topped by
a low-pitched gable roof (see Exhibit HPC-7 - Photographs,
DiCarl o/Duffy Home).
HISTORIC PRESERVATION COMMISSION STAFF REPORT
LD 90-03, 05, 06 - CITY OF RANCHO CUCAMONGA
December 6, 1990
Page 4
III. ANALYSIS:
A. Historical Background: Through its physical remnants, a way
of life can be discovered; that of a tight-knit group of
inmnigrant families who grew grapes for wine, built homes for
their families and churches for their faith, and who were a
distinctive element of the culture of Route 66 in the 1930s,
1940s, and 1950s. Families such as Campanella, Masi, Guidera,
DiCarlo, Barrile, Ellena, Schiro -- to name a few -- created
here a conmnunity. The structures along both sides of Foothill
Boulevard in this area still denote the ways in which work,
family, play, and the larger regional context intertwined {see
Exhibit HPC-8 - Photographs and Wine Labels).
B. Significance:
Guidera Home and Winery: The Guidera family played an
integral role in the development of the eastern
Cucamonga/southern Etiwanda winery industry in the 1930s-
1950s. Thus the site represents one of the very few remaining
family wineries that, like the Guidera's Cucamonga Top Winery,
served both local residents and Route 66 travellers. The
family not only lived and worked in this area but also
worshiped, as they along with others founded the Sacred Heart
Catholic Church in the 1950s. The significance of the home
and winery is most powerful and coherent when viewed as a
working unit -- the physical backdrop for a complex chain of
work patterns and daily activities -- the production,
marketing, sales, and way of life associated with wine making
in this area. This spatial importance does not rely on
outstanding individual structures but rather on their
integration as a unit.
The Guidera structures have been altered to varying degrees
throughout the years. The illustrative example of a local
interpretation of the Craftsman-style, the residence, has lost
some of its integrity with the replacement of the center porch
columns with pipe sections, but remains a significant example
of the styles through the retention of exposed roof beams,
field stone foundation and porch supports, wooden porch
railings, trellised porches or porte-cocheres, and wooden
siding of alternating wide and narrow members. The retail
portion of the site was constructed in phases, seemingly to
allow for expansion, and retains a number of decorative wooden
elements, including bottle silhouettes and shelves, but has
lost a number of the original windows. The winery-related
structures have also undergone additions but also appear to
maintain much of their original integrity.
HISTORIC PRESERVATION COMMISSION STAFF REPORT
LD 90-03, 05, 06 - CITY OF RANCHO CUC/~MONGA
December 6, 1990
Page 5
Orchard Filling Station: As one of the two filling stations
in historic Etiwanda, this structure serviced local residents,
con~nercial drivers, tourists, and other travel 1 ers along the
main trans-county and trans-country route of the 1930s through
1960s, U.S. 66. Initial research indicates that a descendant
of the pioneering Orchard family operated the garage in the
1920s and that vinicul ture-rel ated families, DiCarl o and
through marriage Duffy, owned the structure until this past
summer. The building survives as one of the few reminders of
a commercial and service-oriented business firmly rooted in a
tight-knit group of families existing in a small agricultural
community.
The DiCarlo/Duffy Home: The structure served as the residence
of members of the DiCarlo family, producers of DiCarlo and
Eti-Vista brand wines. Active participants in the wine-making
culture of south Etiwanda, the family lived across Foothill
from their winery. The domestic structure itself survives a
clean and concise example of the Craftsman-style. Exposed
rafters, decorative sti ckwork, vent grating, over-hangi ng
eaves, a varied roof line, and the clustering of one-over-one,
double-sashed windows all indicate use of the architectural
vocabulary of the Craftsman-style as it was translated into
the area in the 1920s.
C. Issues: The submitted plans for the Foothill Marketplace do
not acknowledge the future existence of any of the structures
discussed here. The Foothill Specific Plan leads the path for
such 1 arge-scal e development by stating that, quoting at
length:
Subarea 4 is much less urbanized that the other
three subareas. Due to the amount of vacant land
and nondescript architectural legacy, there was
no purpose in developing a design analysis map.
However, all of the architectural, landscape
architectural and streetscape elements will come
directly from the other sub-areas (sic) to ensure
the design continuity of Foothill Boulevard
(Foothill Specific Plan, IV-9.52).
The revenue from a project as potentially large as this -- 62
acres with over hal f-a-mi 11 i on square feet of new
commercial/retail space -- is of course desired by the City.
However, further research is needed to broaden our knowledge
of this project site's past and enable a more informed
decision regarding the level of historical significance of
the structures and an examination of the need and/or
practical ity of adaptive reuse, rel ocation, and/or
environmental mitigation measures in general.
HISTORIC PRESERVATION COMMISSION STAFF REPORT
LD 90-03, 05, 06 - CITY OF RANCHO CUCAMONGA
December 6, 1990
Page 6
D. Environmental Assessment: Any future landmark designation(s)
would be exempt from CEQA under Article 19, Section 15308.
IV. CORRESPONDENCE: These items have been advertised in the Inland
Valley Daily Bulletin, owners within 300 feet have been not~,
staff has visited the properties, and the owners are aware of
these review processes.
V. RECOMMENDATION: Staff recommends that the dwelling at 12777
Foothill Boulevard be surveyed and the DiCarlo home, 12811
Foothill Boulevard, be added to the Historic Resources Survey as
Surveyed Undetermi ned Si gni fi cance. Further recoa~nendati ons
include the continuation of any landmark designation decisions and
level of historical significance under the California Quality Act
until January 3, 1991, unless the Con~nission finds sufficient
evidence is presented to make appropriate findings.
Respectful ly submitted,
Larry . n erson,
Principal Planner
LJH: AH/j fs
Attachments: Exhibit HPC-1 - Landmark Applications
Exhibit HPC-2 - Site Map
Exhibit HPC-3 - Cited Portion of the Etiwanda Specific
Plan, IV-9.51a--IV-9.55
Exhibit HPC-4 - DPR 523 for the Guidera Site
Exhibit HPC-5 - Photographs, Guidera Home and Winery
Exhibit HPC-6 - Photographs, Orchard Filling Station
Exhibit HPC-7 - Photographs, DiCarlo/Duffy Home
Exhibit HPC-8 - Historic Photographs and Wine Labels
City of Rancho Cucamonga
Application for
HISTORIC LANDMARK DESIGNATION
HISTORIC POINT OF INTEREST DESIGNATION
Historic Landmark Historic Point of Interest
IDENTIFICATION
1. Common Name: Guidera Home & Winery
2. Historic Name, if known: Guidera Home & Winery (known as The
Cucamonga Top Winery)
3. Street or Rural Address: 12737, 12743 FOothill Blvd.
City: Etiwanda zip: 91739 county:San Bernardino
Assessor's Parcel No. 229-031-08 zone:Regional Related Conwnercial
~6~aL~s~r~tfi~ Sub part N 1/2 N 1/2 NE 1/4 SEC 8 TP 1S
4. present o~er, if known: The Wattson Co. Address:840 Newport Cntr. Dr. #655
public
City: Newport Beach Zip: 92660 Ownership is: private X
5. Present use: Dwelling/Vacant Original use: dwelling/wine making/retail
Other past uses: wine making/retail
DESCRIPTION
6. Briefly describe the present physical appearance of the site or
condition
slightly. with a detached garage: a retail shed consisting
Of two connected structures: a winery complPx: h, milt in
phases, extending behind (south) of the home. and including
*See be)Ow
7. Location sketch map (draw & label 8. Approximate property size:
site and surrounding streets, Lot Size (in feet)
roads, and prominent landmarks): Frontage
Depth
or approx. acreage 4.64
9. Condition: (check one)
a. Excellent b. Good ~
c. Fair d. Deteriorated
e. No longer in existence__
:::a/ 10. Is the feature: a. Altered? X
b. Unaltered? ~
11. Surroundin2s: (check more than
~_/__~__~ ~J~~ one if necessary)
.~. ~ ', a. Open land X
b. Residential X
,~~~~ c. Scattered buildings, X
~~~ d. Densely built-up__
- e. Co erciaI X
~s~C~l~l(~h~.~l~,, f. Industrial
g. Other OnCe agricultural
*loading docks, a free-itandinq
grape crusher, a cistern, an
· , and t~i portable,
EXHIBIT HpC-1-LANDMARK AP L_IF TI(}NS am ern ise dstructu es.
12. Threats to Site:
a. None known b. Private development × c. Zoning__
d. Public Norks Project__ e. Vandalism__ f. Other__
13. Dates of enclosed photograph(s) November~ 1990
NOTE: The following (Items 14-19) are for structures only.
14. Primary exterior building material: a. Stone__ b. Brick
c. Stucco X d. Adobe__ e. Wood X f. Other poured concrete
15. Is the Structure: a. On its original site? X
b. Moved? c. Unknown?
16. Year of Initial Construction: 1935
This Date is: a. Factual b. Estimated X
17. Architect (if known): U~knOWD
18. Builder (if known): Unknown
19. Related Features: a. Barn b. Carriage house
c. Outhouse d. Shed(s) X e. Formal Garden(s)
f. Windmill g. Watertower/tankhouse
b. Other Winery i. None
SIGNIFICANCE
20.Briefl~ sta~e historical and/or architectural importance (include
da=es, even=s, and persons associated wi~h ~he site when known):
The Guidera family played an integral role in the development
of the eastern CucamonVa/southern Etiwanda winery industry in
the 1930's and 1940's. The site represents one of the very
few remaining family wineries that, like the Guidera's
*See below
21.Main theme of the historic resource: (check only one):
a. Architec~ure b. Arts & Leisure
c. Economic/Industrial X d. Government
e. Exploration/Settlement f. Military
g. Religion ~. Social/Education
22.Sources: Lts= books documents, ~urveys- ~ersonal interviews,
and their dates: In{erviews with Mar~ ~u~dera Vecch~0~ Bob
Hickcox, Melicent Arner - Nov.90; Etiwanda, The First One
** See Below
23. Date form prepared 28 NOV 90 B~y (nsJne): Anthea Har~i9- '.
address:lOS00 Civic Center Dr. city:Rancho Cucamon~a .~ip:g172g
pbone:(Tl4) 989-1861 Organization:
city use only
*Cucamonga Top Winery, served both locals and Route 66 travellers.
The family not only lived and worked in this area but also worshiped,
as they along with other families founded Sacred Heart Church in the 1950's.
**Hundred Years; Hickcox, A HistotN of Etiwanda; additional research
performed by Melicent Arner. HPC-I-b
City of Rancho Cucamonga
Application for
HISTORIC LANDMARK DESIGNATION
HISTORIC POINT OF INTEREST DESIGNATION
Historic Landmark Historic Point of Interest
IDENTIFICATION
1. COmmOn Name: Bustillos Home
2. Historic Name, if kno~m: PiCario/Puffy Home
3. Street or Rural Address: ]28]] Foothill BIrd.
city: Etiwanda zip: 9]739 County: San Bernardino
Assessor's Parcel No. 229-03]-09 Zone: Regional-Related Commercial
Legal Description:
4. Present Owner, if known: The Wattson Co. Address: 840 Newport Center Dr. #655
city: Newport Beach Zip: 92660 (i~ership is: public
private X
5. Present Use: Residence Original Use: Residence
Other past uses:
DESCRIPTION
6. Briefly describe the present physical appearance of the site or
conditio.: an approximately s rigi al
decorative plaster wall~ this Craftsman-style home is wood
framed and sided. An exterior field stone fireplace and an
interior one of brick pierce the low lying, cross-gated roof.
7. Location sketch map (draw & label 8. Approximate property size:
site and surrounding streets, Lot Size (in feet)
roads, and prominent landmarks): Frontage
Depth
or approx. acreage__ljJ,__
I 9. Condition: (check one)
a. Excellent X b. Good
c. Fair d. Deteriorated
Z L e. No longer in existence__
10. Is the feature: a. Altered?
~ b. Unaltered? X
11. Surroundings: (check more ~han
one if necessary)
b. Reslden{lal X
c. Sca~ered buildln~s X
d. Densely ~uil{-u~
e. Co~erclal X
~~ f. Industrial
~. O~her
-)3 HPC-I-c
12. Threats to Site:
a. None known__ b. Private development X c. zoning.__
d. Public Works Project__ e. Vandalism f. Other
13. Dates of enclosed photograph(s) November ]990
NOTE: The following (Items 14-19) are for structures only.
14. Primary exterior building material: a. Stone b. Brick__
c. Stucco d. Adobe e. Wood X f. Other Concrete
15. Is the Structure: a. On its original site? X
b. Moved? c. Unknown?
16. Year of Initial Construction: ]927
This Date is: s. Factual b. Estimated X
17. Architect (if known): Uuk~ow~
18. Builder (if known):
19. Related Features: s. Barn b. Carriage house
c. Outhouse d. Shed(s) ~ e. Formal G~rden(s)
f. Windmill g. N~tertower/tankhouse
h. Other i. None
SIGNIFICANCE
20. Briefly state historical and/or architectural importance (include
dates, events, and persons associated w~th the site when known):
This structure served as the residence of members of the
DiCarlo family, producers of DiCarlo and Eti-Vista brand wines.
Active participants in the wine-making culture of South Etiwanda,
{he family lived across Foothill from their winery. The domestic
*{Continued on attached sheet)
21. Main theme of the historic resource: (check only one):
a. Architecture b. Arts & Leisure
c. Economic/Industrial X d. Government
e. Exploration/Settlement f. Military.
g. Religion 'h. Social/Education
Robert Hickcox, Etiwanda: The First One Hundred Years and
*{Continued on att bed s et)
23. D~te form preprated )a ,OV ~ B~ (.ram,): Anthea Hartiq
Address: 10500 Civic Center Dr.cit~=Rancho Cucamonga z~p: 91729
Phone: ~714) 989-1861 organlzltlon:
City Use Only
/q -lq
HPC-1 -d
Historic Landmark Designation
Bustillos Home (Continued}
6. Square columns of wood atop battered bases of concrete support
a partial front porch. Exposed rafters, decorative stickwork and
vent grating, over-hanging eaves, a varied roof line, and the
clustering of one-over-one, double sashed windows all indicate
use of the architectural vocabulary of the Craftsman style. A
concrete and wooden framed storage structure with a low-pitched
gabled roof lies behind the dwelling, as does a garage/stable
structure composed of block and wooden members, most notably two
sliding doors with horizontal siding. This one-storied
rectangular by a low-pitched gabled roof.
20. structure itself survives as a clean and concise example of the
Craftsman style as it was translated to the area in the 1920's.
22. A History of Etiwanda; interviews with Don Duffy, Bob Hickcox-
Nov. 1990; research ~ssistance provided by Melicent Arner.
City of Rancho Cucamonga
Application for
HISTORIC LANDMARK DESIGNATION
HISTORIC POINT OF INTEREST DESIGNATION
Historic Landmark Historic Point of Interest
IDENTIFICATION
1. Common Name: Ranch0 Auto Body
2. Historic Name, if known: Orchard Filling Station
3. Street or Rural Address: ]28]] Foothill Boulevard
city: [tiwanda zip: 9]739 county: San Bernardino
Assessor's Parcel No. 229-03]-]2 Zone:
SUB PTW N 12 N 1/2 8 TP S R CW
W 108.9 FT E 573 known: Isee.appl. ~or A s 12373 Foothill)
4. Present Owner, if ddres:
public
City: Zip: Ownership is: private
5. Present use: Auto Body Shop Original use:Garage, filling station
Other past uses: Possible restaurant in NW corner of structure.
DESCRIPTION
6. Briefly describe the present physical appearance of the site or
form concrete and wood-Yramin9, the fillin9 station fronts onto
old Route 66, Foothill Blvd. The original porte-cochere has
been removed, but it's scar went un-patched. Apparently oriqinal
7. Location sketch map (draw & label 8. Approximate property size:
site and surroundin2 streets,
Lot Size (in feet)
roads, and prominent landmarks): Frontage.
Depth
or approx. acreage U,8/b
9. Condition: (check one)
a. Excellent b. Good X
1 i c. Fair d. Deteriorated
e. No longer in existence__
10.Is the feature: a. Altered? X
b. Unaltered?
N ~ 11. Surroundings: (check more than
one if necessary)
a. Open land X
~ ~ E~. V b. Residential X
· c. Scattered buildings X
d. Densely built-up__
e. Commercial X
f. Industrial
g. Other once aaricultural
-J/o HPC-I-f
12. Threats to Site:
a. None known b. Private development X c. Zoning__
d. Public Norks Project__ e. Vandalism__ f. Other__
13. Dates of enclosed photograph(s) November ]990
NOTE: The following (Items 14-19) are for structures only.
14. Primary exterior building material: a. Stone__ b. Brick
c. Stucco X d. Adobe__ e. Wood X f. OtherS]ip-fOr~l ooured
concrete
15. Is the Structure: a. On its original site? X
b. Moved? c. Unknown?
16. Year of Initial Construction: ]925
This Date is: a. Factual b. Estimated X
17. Architect (if known): Unknown
18. Builder (if known): Unknown
19. Related Features: a. Barn b. Carriage house
c. Outhouse d. Shed(s) X e. Formal Garden(s)
f. Windmill g. Watertower/tankhouse
h. Other i. None
SIGNIFICANCE
20.Briefly state historical and/or architectural importance (include
dates, events, and persons associated with the site when known):
As one of the two filli~9 stations in Etiwanda, the structure
serviced local residents, commercial drivers, tourists and
other travellets along the main trans-county route of the
1920's--1950's, U.S. 66. Initial research indicates that a
*{Continued - See attached sheet}
21. ~a~n theme of the historic resource: (check only one):
a. Architecture b. Arts & Leisure
c. Economic/Industrial X d. Government
e. Exploration/Settlement f. Military
g. Religion h. Social/Education
22.Sources: List books, documents, surveys, ersonal interviews,
and their dates: Interviews w~th Don Du~.y~ Frank Vecchi0,
and Bob Hickcox-all November 1990; much research assistance
supplied by Melic t Arn .
23. Date forIn prepared ~ NOV B~ By ~name)= Anthea Hartiq
Address: ]0500 Civic Center Dr.c~ty:Rancho Cucamonga zip: 91729
Phone: (714) 989-1861 Organization:
City Use Only
HPC-1 -g
:v-~.s'u,, EXHIBIT HPC-3-CITED PORTION O]
THE ETIWANDA SPECIFIC PLAN, IV-9.51a - IV-9.5
9,a SUBAREA FOUR -- DESIGN 9.8.2
GUIDELINES Community Design Priority Area
9.8.1 The Community Design Plan for the urban
Background activity center will relate to the CC,
RRC, MU/C and CVC land use designa-
Subarea Four is the final subarea within lions at the intersection of Etiwanda
the Foothill Boulevard Specific Plan Area Avenue and Foothill Boulevard.
and is physically separated from the other
subareas. This physical separation, how- Subarea four is much less urbanized than
ever, should not be allowed to disrupt the the other three subareas. Due to the
overall design continuity of Foothill amount of vacant land and non-descript
Boulevard. architectural legacy, there was no purpose
in developing a design analysis map.
This 'Etiwanda Gateway" subarea is the
least urban of the four subareas. Struc- However, all of the architectural.
lures in the area do not currently have a landscape architectural and streetscape
strong architectural style or thematic elements will come directly from the
sense. other sub-areas to ensure the design
continuity of Foothill Boulevard.
This Subarea serves as a major entry into
the Foothill Corridor, and as such, should Unlike the other activity centers along
project a strong, design image. Foothill Boulevard, the activity center at
Etiwanda will not require detailed
pedestrian arechilies. |t is recommended
that landscape and rolling berms be
utilized instead of hardscape materials.
SUB-AREA DESIGN STANDARDS
AND LAND USE REGULATION
IV-9o52 ~UIdARI=A FUUI(
HPC-3-b
9,8,3 9.8.6
Buildincj Siting Design Palette
The concept for the Etiwanda Gateway is ARCHITECTURAL CHARACTER
to create character which portrays a re- DETERMINANT
gional commercial oriented image.
Contemporary interpretations of the
Building setbacks along Foothill Boulevard winery or barn prototype:
will be twenty-five feet from the curb,
with hardscape and landscape treatments o Wall Materials:
predominant in this area. Parking is pro-
hibited in this twenty-five foot setback Textured stucco
area for properties at this intersection. Smooth stucco
Stained or painted woods (clapboard,
9.I.q board $ batten)
Architectural Imacjery Brick
Cobblestone, river rock, fieldstone
As with other subareas, no fixed archi-
tectural "style" is mandated for the o Roofs/Pitches:
Etiwanda Gateway area. Buildings in this
area should reflect the community design Gable, hip or shed roofs (flat roofs
palette established generally for Foothill for three story structures only}
Boulevard. This palette incorporates the Pitch 3:12 to 6:12
architectural "medels" provided for by the Wood shingle
Thomas Brothers Winery and Sycamore Asphalt shingle
Inn. SIate
Metal (colored earthtone}
Buildings and structures shall incorporate
such architectural elements as brick, o Accents:
wood, tile and stucco details in order to
maintain a "l-uman" scale witbin this re- Exposed rafter tails
gional oriented area. Cement block, tilt- Warm color accents
up concrete, and similar "industrial-type" Towers, cupolas
materials are prohibited from the activity Multi-lighted windows
center properties. Vine arbors
Curved parapet walls
9 .I .S Covered wal kways
Landscape/Streetscape Imagery Aw n i ngs
The landscape/streetscape concept for the o Scale:
EtiwandalFoothill intersection node is
same as the concept for Cucamonga Three story heights.
Towne Center with exception of
pedestrian amenitles.
IV -9.53
HPC-3-c
o Colors:* Greenway through the interior boundary
near the northwest corner of the site
Warm earthtones with bright color for future connection to the Community
accents Trail system and Miller Park.
Pastel s
White (stucco only)
* These color ranges are only
examples and are only encouraged to
be util ized.
LANDSCAPE ARCHITECTURAL
o Crape Myrtle (primary activity
center node and median species)
o Honeylocust Gleditsia Triacanthos
(secondary activity center node and
median species)
o London Plane Tree (primary
suburban parkway and medlan
species )
o Carolina Laurel Cherry (major
median species)
o Flowering Plum (secondary suburban
parkway and median accent tree)
In order to prevent a barren wintertime
streetscape, street, parkway and median
trees have been selected to avoid a
completely deciduous palette.
Activity center trees planted in a regi-
mental style shall be at a minimum 30
inch box in size.
Northwest Corner of Foothill BIrd, and
East Avenue
This site has been selected for a
Community Commercial use with specific
intent to allow for partial preservation of
the existing Euclyptus grove. The site
plan for such use shall Incorporate as
many existing trees as possible, but no
less than 60% of the area of grove nor
less than 25% of the trees. Provisions
shall also be made for a 20' wide
SUB-AREA DESIGN STANDARDS
AND LAND USE REGULATION
IV-9.Szl SUBAREA FUUK
HPC-3-d
9.9 SUBAREA FOUR
LAND USE REGULAT|ONS
9.9.1
Primary Function/Location
Subarea Four-is located contiguous to the
Foothill Corridor, between the Devote
1-15 Freeway and East Avenue. Subarea
Four acts as a major gateway into the
city of Rancho Cucamonga and is char-
acterized by a variety of commercial,
residential, industrial uses, and mixed
use/residential. Regional related uses will
be provided adjacent to the Devote Free-
way, designed to compliment the Victoria
Gardens Regional Shopping Center.
The following matrix establishes the uses
which are permitted ( X), conditionally
permitted (O), or not permitted in each
of the five affected land use
subcategories.
NOTE: Site Development Standards
Section 9.5.3.2 and 9.5.3.3 shall apply to
shaded areas only.
IV-9.55
HPC-3-e
State of Californil --The Reso~ ~s Agency ~r. No. 1730 ' 36 '
DEPARTMENT OF PARKS AND RECREATION HABS__HAER__Loc__SHL No .... NR Stat~s.__
UTM: A 11-452390-377z~845 c
HISTORIC RESOURCES INVENTORY 8 D
IDENTIFICATION Gui de~
1. Common name:
2. Historic name: Cucamonga Top Wi ner,y ~ Bonded VJi ner,y 4360
3. Street or rural address: 12737 Foothill Blvd.
City Rancho Cucamonga zip 91739 County_ San Bernardino
4. Parcel number: 229-031-08 '
5. Present Owner: Sara Moyors etal ? ~lary G. Vecchi o Address: 12737 Foothi 11 B1 vd.
City Rancho Cucamonga . zip 91739 _Ownership is: Public Private X
6. Present use: Residential Original use: Residential and Winery ...
DESCRIPTION
7a. Arc~hitectural sWle: Craftsman style
7b. Briefly describe the present physicJI ~ppearance of the site or stru~ure and describe any major aimrations from its
original condition:
A single story structure of wood construction in the Craftsman style. Low front
gable roof with crushed rock covering, Exposed rafters with knee braces and ex-
posed beams on gable ends. Exterior stone chimney on east side. Siding is alter-
nating wide and narrow boards. ' Front windows are large rectangular panes extending
to ceiling on ends, central pillars have been replaced with metal pipes. Porte
Cocnere's located on east and west sides. Side gable with bay window.
To east of structure is small winery store. Original structure low gable roof with
with composite shingle and exposed rafters. Clapboard siding. Appears to have
been open area, now enclosed. Double sliding barn doors with four glass lites
and a single wood panel. Second addition on east or original with high gable
roof, exposed rafters with composite shingles. Stucco siding, two large display
windows on either side of a centrally located standard wood door with glass pane.
Arr~cl~ ~oto Enveloi~e Here B. Conftruction date:
Eszimated 1921 Factual __------
10. Builder_JOe CamDanP11 a
11. Approx- propertV size (in feet)
Frontage __-------- Depth
or approx. acreage._ 4.64
12. Date(s) of enclosed photogral~lq(s)
EXHIBIT HPC-4-DPR 523 FOR THE GUIDERA SITE
13. Condition: Excellent X Good Fair Deteriorated No longer .xistence
14. Alterations: BoRe apparent
15. Surroundings: (Check more than one if necessaP/) Open land X .. Scalered buildings X Densely built-up __
Residential Industrial Commercial X ....Other:
16. Threats to site: None known Private development X Zoning Vandalism
Public Works project Other:
17. Is the Stru~ure: On its original site? X Moved? ~ Unknown?
11~ Related features: _ Vii nery store
SIGNIFICANCE
19. Briefly rcate historical and/or architectural importance (include dates, events, and persons associated with the site.)
Joseph Guidera and Joseph Jr. were early grape growers in Etiwanda.
One of the smaller wineries started in the area.
One of the founding families of the Sacred Heart Catholic Church in Etiwanda.
Locationai sketch map (draw and label site and
surrounding streets, roads, and prominent landmarks):
2Q.. Main theme of the historic resource: (If more than one is NORTH
checked, number in order of importance.)
Architecture . Arts &Leisure ·
Economic/Industrial X Exploration/Settlement
Government M i lira ~/
Religion Soc~al/Educmtmo~
21. Sources (List books, documents. mrvwy~. personal interviews
and l~eir dates). /
"A Field Guide to American House" by
Virginia &Lee McAlestor; San Bernardino ~
County Assessor Records.
Date form prepared September 9, 1987
By (name) Lynn Merri 11
Organization
Address:
City Zip _
Phone:
HPC-4-b
Stite of California _ The Rlsourcss Agency
DEPARTMENT OF PARKS AND RECREATION
MASTER FILE HI, JRIC RESOURCES DATA ENCODING ~EET
NOTE: The number~ in parsetheses indicate either the number of characters (letters, numbers, punctuation marks, spaces} that may
be entered or the mm~ber of line that may be checked.
Ser. No. 1730 _ 36 _ 10. Registration Status (1):
City Zip (4) Form No. (14) Prop. No. (0-4) __1) listed -- date (6) / / __4) may become eligible
USGS Quad MaD No. (4) 245? __2) determined eligible -- __5) eligible local listing
year (2)- __6) ineligible for above
__x3) appears eligible __7} unclerefrained
2. UTM Zone {2)411. Property Given Registration Status as ( 1 ):
C __1 ) part of district
D __x2) individual property
__3) both of above
3. Property Name:
Common Name (30): 12. NR Class Category (1):
Guidera Winery
1) district -- No. of properties (0-3)
Historic Name (40):
Cucamonqa Top Winery Bonded Winery 4360 'X'2) site
, __3) building
__4) structure
Parcel No, (0-17) 229-031-08 ----5) object
4. Address:
13. Other Registration (0-9)
:12737 Foothal] Blvd.
Numiner (0-5} Street Name (4-20) 1 )Historic Am. BIg. Survey __6) Cal. Historical Landmark
2) Historic Am. Eng. Rec. x__7) County PL of HisL Interest
Nearest Cross Street (0-2g} __3) National Hast Landmark.2L_8) Local Listing
Rancho Cucamonga __4) State Historic Park __9) County/Regional Park
City/Town (3-20) __5) other
917 3 9 Vicinity of
Zip code (5} City/Town (,w/) 14. Property Attributes:
,County 3-letter designator (3) SBD
__ 1 ) unknown ,,, 22) lake/river/reservoir
X 2) sino~ family Prop. ~3) ship
5. 'Type of Ownership (1-7): ~3} mull family prop. ~4) lighthouse
4) ancillary big, ?5) amusement park
1) unknown X 4) private 5) hotel/motel ._jl6) monument/mural/gravestone
2) federal 5) county . 6) comm. big. 1-3 st __27) folk art
3) state 6) city 7) comm. big. over 3 st __28) street furniture
· 7} special direract __ 8) industrial big, __29) landscape architr.
__ 9) public utility big. __30) trees/vegetation
6. Present Use (1-6): __10) theatre __,31} urban open space
__11 ) engineering ru'uct J2} rural open space
lr} unknown . 4) pdvate non-comm. __12) civic auditorium __33) farm/ranch
2} commercial 5) public __13l cmnty cntr/soc. hall __34) military properly
X 3) residential . 6) none __14) govemment bl(~ __35) CCC/WPA structure
__15) educational big. __36) ethnic minority property
:7. Year of Initial Constructiron: __16) religious big. ethnic group (5-20)
__17) R/R depot
Individual Property (4) 192;L estimated _18) train __37) highway/trail
District (8) - , 19) bridge __38) women's properly
?0) canal/aqueduct __40) cemetery
8. Architect(s) (0-25): 71 ) dam .. -19) other
unknown
Iq;uilder($)(0-25): : 15. Architectural Ran$
Joe Campanel 1 a -- and Specifications: Yes X No
~. Year of Survey (2): 1987
A' 'Z. 5"
DPt~ eeo {Re,,. '~2/83> HPC-4-c
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address :127377 12743 FOOTHILL BLVgE# 229-031-08
View Looking SOUTH .
Date of Photol3 NOVEMB. ER 1990
View Looking EAST .
Date of Photo 13 NOVEMBE. R 1990
Page ~ of Pagel~ LJH3
EXHIBIT HPC-5-PI-IC)TC)GR ~P~; GtT!Dlcp A II."h,L~r ^ ~,~r~ !~,,~,r~Dx~'
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address:J2737, ]2743 FOOTHILL BLVI~P# 229-03]-08
view Looking SOUTH .
Date of Photo 13 NOVEMB. ER 1990
View Looking. EAST
Date of Photo13 NOVEMBER 1990
Page ~- of Page~ LJH3
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address:J2737, ]2743 FOOTHILL BLVI~P# 229-03]-08
Date of Photo 13 NOVEM.BER 1990
Ill
View LookingSOUTHEAST
Date of Photo ]3 NOVEMBER 1990
Pages of PagelD LJH3
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address :]2737, ]2743 'FOOTHILL BLV~ 229-03]-98
View Looking SOUTHEAST
Date of photol3 NOVEMB. ER 1990
i'
View LookingSOUTHWEST.
0ate of Photo13 NOVEMBER ]990
Page ~ of Page ~O LJH3
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address:J2737, 12743 FOOTHIkI, ~I.VI~.P# 229-031-08
View Looking SOUTHEAST
Date o~ photo13 NOVEMB. ER 1990
view Looking NORTHEAST.
Date o~= Photo 13 NOVEMBE. R 1990
Page5 of Page|O LJH3
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address:J2737, 12743 FOOTHILL BLVIIP# 229-031-08
View Looking WEST .
Date of Photo 13 NOVEMBER 1990
I
view Looking NORTHEAST.
Date of Photo13 NOVEMBER 1990
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address :] 2737~ ]2743 FOOTHILL BLVI~pe 229-03]-08
View Looking NORTH .
Date of Photol3 NOVE~4BER ]990
View Looking EAST
Date of Photo]3 NOVE~4BE.R ]990
A - 37-- Page ~ of Page [__0 LJH3
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address:J2737, ]2743 FOOTHILL BLV]~p# 229-03]-08
View Looking NORTH; .
Date of Photo13 NOVEMBE. R 1990
i~'~3 Pag~! of Page_~p_ LJH3
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address:12737~ ]2743 FOOTHILL BLVI~pm229-03]-08
View Looking EAST .
Date of Photo 13 NOVEMBE. R 1990
I~ISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address:12737, 12743 FOOTHIkE BI.Vlb.P! 229-031-08
View Looking EAST ·
' Date of Photo 13 NOVEMBER 1990
Page [0 of Vage3_~
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address:J28]] FOOTHILL BLVD. AP# 229-03]-]2
View Looking SOUTHEAST
Date of .hotol3 NOVEN[B. ER 1990
View Looking SOUTHEAST .
Date of Photo 13 NOVEMBER 1990
/d~ --~ Pa9~L of PaQe 5 LJH3
EXHIBIT HPC-6-PHOTOGRAPHS, ORCHARD FlY,LING STATION
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address: ]28]] FOOTHILL BLVD. AP# 229-03]-12
view Looking EAST ·
Date of Photo 13 NOVEMB. ER 1990
view LookingSOUTHWEST.
[ Date of Photo 13 NOVEMBER 1990
~4ISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Addre~s:128]l FOOTHILL BLVD. APe 229-031-12
View Looking SOUTHWEST ·
' Date of Photo 13 NOVEMBER 1990
page__5 ot Paqe ~
¶
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address: ]28]] FOOTHILL BLVD. AP! 229-03]-12
View Looking EAST .
Date of PhotO. 3 NOVEMB.ER ]990
View Looking. SOUTH
] Date of Photol3 NOVEMBER 1990
A- ~C} Page j_ of Page3 LJH3
FYt--I1RIT HPC-7-PHC)TOGF~,(PIJ.q ~!CAR! G/~!JFF~' ]'~O~L
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address :12811 FOOTHILL BLVD, AP#229-031-12
View Looking EAST ·
Date of Photo13 NOVEMBER 1990
View Looking NORTH -
Date of Photo13 NOVEMBER 1990
A'""fO Page2- o~ Page_~_~ L3H3
HISTORIC PRESERVATION COMMISSION LANDMARK SURVEY
Address: ]28]] FOOTH|LL BLVD. AP# 229-03]-]2
View Looking EAST . I
Date of Photo]3 NOVEMBER 1990
View Looking NORTH -
Date of Photo13 NOVEMBER ]990
Pages of Page3 LJH3
Nick Dicarlo, Joe Guidera. Tony Ptzzuw, Nat IMCarlo and Joe Norc~a in
foreground. Eftvista Winery, 12752 Foothffi Boulevard, 1938
F. P. BARF-xL~- J. GUIDERA, SR.
CUCAM ONGA TOP WINERY
"Tops in Quality"
Phone Etiwanda 616 Bonded Winery 4360
Box 47, Foothill Boulevard
Cucaxnonga California
onga
O~
HPC-S-HISTORIC PHOTOGRAPHS AND WIN~ LABI~LS
Choice and Yinla.qe ~;ines
by Quality Vintne~ ~mm o~ on
in ~e H~ of CMifo~a's ~
Valley, in our ~y ~d~
W~e~ and Vine~~
ENJOY--
DI CARLO WINES
Fine Southern California
Sweet a.d Dry ~Vines
PRODUCED BY
Di Carlo Wine & Vineyard Co.
Phone Etiwanda 618
ETIWANDA ...... CALIFORNIA
SOURCE: Etiwanda, The First One Hundred Years, 46, 62-64.
r onia
n
HPC-Sb
RESOLUTION NO.
A RESOLUTION OF THE HISTORIC PRESERVATION COMMISSION OF
THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, RECOMMENDING
APPROVAL OF HISTORIC POINT OF INTEREST 91-01 TO
DESIGNATE THE CAMPANELLA, GUIDERA, AND DICARLO HOMES AND
VINEYARDS, LOCATED AT 12573, 12601, 12617, 12675, 12705,
12743, 12777, 12801, 12807, 12811, 12821, AND 12881
FOOTHILL BOULEVARD, AS AN HISTORIC POINT OF INTEREST -
APN: 229-031-03 THROUGH 13.
A. Recital s.
(i) The City of Rancho Cucamonga has filed an application for a
Point of Interest designation as described in the title of this Resolution.
Hereinafter in this Resolution, the subject Point of Interest is referred to
as "the application."
(ii) On December 6, 1990 and January 3, 1991, the Historic
Preservation Commission of the City of Rancho Cucamonga conducted duly noticed
public hearings on the application.
(iii) All legal prerequisites to the adoption of this Resolution have
occurred.
B. Resolution.
NOW, THEREFORE, it is hereby found, determined and resolved by the
Historic Preservation Commission of the City of Rancho Cucamonga as follows:
1. This Commission hereby specifically finds that all of the facts
set forth in the Recitals, Part "A", of this Resolution are true and correct.
2. The application applies to approximately 62 acres of land,
basically a rectangular configuration, located along the south side of
Foothill Boulevard east of Interstate 15 and yest of Etiwanda Avenue.
3. Based upon substantial evidence presented to this Commission
during the above-referenced public hearings on December 6, 1990 and January 3,
1991 including written and oral staff reports, together with public testimony,
and pursuant to Section 2.24.090 of the Rancho Cucamonga Municipal Code, this
Commission hereby makes the following findings and facts:
A. Historical and Cultural Significance:
Finding 1: The proposed Point of Interest is particularly
representative of a historic period, type, style, region, or way of
life.
Fact: The DiCarlo, Schiro, Campanella, Ellena, Columbaro, and
~=~i'~era families forged a community based on shared cultural
background, faith, and way of existence. These women, men, and
children pioneered the growing of grapes and the making and selling
HPC RESOLUTION NO.
POI 91-01 -Campanella, Guidera, DiCarlo Homes
January 3, 1991
Page 2
of wine in the eastern Cucamonga/southern Etiwanda region in the
1920s and 1930s. The homes and winery buildings stand as reminders
of the thriving family-based viniculture once so prevalent in this
area. The Orchard/Meier filling station is linked historically with
the small retail wineries and homes it lies next to through the most
popular thoroughfare of the time, Route 66. The rise of automobile
travel gave way to the parallel development of roadside diners, gas
stations, and repair shops. At one time, this structure filled all
of these needs for travellets as well as those of the growing
community of Etiwanda.
Finding 2: The proposed Point of Interest is an example of a type of
building which was once common but is now rare.
Fact: The two houses remain as testaments to the Craftsman style as
it was interpreted in the area during the 1920s. Such examples are
increasingly rare. Estimated construction of the filling station
dates to the late t910s.
Finding 3: The proposed Point of Interest is connected with a
business or use which was once common but is now rare.
Fact: Wineries, large and modest, composed a thriving majority
t'~'~'Cucamonga/Etiwanda area's businesses and land uses in the era
from 1915-1950. These once extensive agricultural enterprises are
rapidly disappearing from the landscape. Furthermore, roadside
filling stations/restaurants are now all but obsolete.
B. Neighborhood and Geographic Setting:
Finding 1: The proposed Point of Interest materially benefits the
historic character of the neighborhood.
Facts: These buildings form a large part of the overall sense of
~ and past in the area. _
a ished and familiar visual feature of the neighborhood,
community, or city.
Fact: Owned by pioneer families whose descendants have stayed in the
community, the home, winery, and filling station have long been an
established and viable element in the area.
Finding 3: The properties are on the City's historical inventory.
Fact/s: The properties are listed thus.
FindinV 4: The properties stand out as having outstanding
historical, architectural, cultural, or aesthetic significance.
Fact/s: The area's disruption as caused by the widening of Foothill
Bou)evard, the construction of Interstate 15, and the increasing
obsolescence of agri cultural uses in the regi on has reduced
HPC RESOLUTION NO.
POI 91-01 -Campanella, Guidera, DiCarlo Homes
January 3, 1991
Page 3
significantly the context of these structures. Since the proposed
project cal 1 s out for the demol i ti on of al 1 of the remaining
buildings and the developer expressed initial objection to any
retention or landmarking of the structures, the matter of overriding
significance must be determined. Thus, this Point of Interest
Resolution with mitigations recognized the great historical value of
the area as a unit and not specific structures.
Finding 5: Designation could help protect it.
Fact/s: Regardless of the review process called into play by
o3'b'j~ion, the proposed Foothill Marketplace would impact greatly a
historic site with strong cultural and ethnic significance. Thus,
per CEQA, the project would Have some negative environmental
effects. These effects can be ameliorated by the acceptance of the
mitigations outline in Paragraph 4 of this Resolution.
4. This Commission hereby finds that this designation for Historic
Point of Interest has been reviewed and considered in compliance with the
California Environmental Quality Act of 1970 and has been determined to be
categorically exempt and further, this Commission hereby reconmnends that the
following mitigations be included with the environmental review and
determinations for the overall Foothill Marketplace projec.~..-
1) The project owners shall sponsor a City~ral History
Program of the pioneer wine-making famll-iesI-Of the subject
area.
2) The existing structures shall be documented fully according
to HABS/HAER Standards by an architect approved by the City.
DiCarlo h~es over i 180 days and pay for their
relocation to persons d~onstrating ~nership of a parcel of
land within the City of R~.ncho Cucamonga and suitable for
such a rel ocati on.
4) )e project ~ners shall utilize personal names and those of
associative qualities, such as winery names or wine labels,
on the project site whenever possible.
5) ~e developer shall incorporate the familial and agricultural
past of the area into s~e fo~ of c~issioned public art
~~. ~ ~' ~---~ .... pro~t. ~e final specifications for this
~~~. ~.~> ar~ork shall be approved by staff.
"' ~6) No d~olition pe~its shall be issued for existing structures
~_ ~. within the project site until the issuance of building
~~% ~~pemits for any n~ structures
HPC RESOLUTION NO.
POI 91-01 -Campanella, Guidera, DiCarlo Homes
January 3, 1991
Page 4
5. Based upon the findings and conclusions set forth in paragraphs
1, 2, 3 and 4 above, this Commission hereby resolves that pursuant to Chapter
2.24 of the Rancho Cucamonga Municipal Code, that the Historic Preservation
Commission of the City of Rancho Cucamonga hereby recommends approval on the
3rd day of January, 1991, of Point of Interest Designation.
6. The Chairman of this Commission shall certify to the adoption of
this Resolution.
APPROVED AND ADOPTED THIS 3RD DAY OF JANUARY, 1991.
BY:
Bob Schmidt, Chairman
AYES: COMMISSIONERS:
NOES: C(~ISSIONERS:
ABSENT: COMMISSIONERS:
CITY OF RANCHO CUCAMONGA
MEMORANDUM
DATE: January 3, 1990
TO: Chairman and Members of the Historic P.reservation
Commission
FROM.'~//~/Larry J. Henderson, AICP, Principal Planner
BY: Anthea M. Hartig, Associate Planner
SUBJECT: REVIEW OF ARCHIVES AND HISTORY CENTER MANAGEMENT MANUAL
Attached please find Chuck Wilson's, of C.W.A. Consultants, draft manual
for the management of the City's Archives and History Center. This
manual provides an excellent foundation for the building of the
necessary repository for our area's rich and varied past.
The manual will be discussed in depth at the January meeting.
LJH:AH:sp
Attachment
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
and
CUCAMONGA REGIONAL HISTORY CENTER
CONTENTS
What is An Archives
What is An Archival Program
What is the City of Rancho Cucamonga Municipal Archives
What is the Cucamonga Regional History Center
What Do You Keep
Archives
History Center
What is the Role of Volunteers
ANSWERS - THE "HOW TO" - PROCEDURES
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
Collection Policy
Records Retention Schedule Review
Transfer of Records
Accessioning
Processing
Getting Started
Arrangement and Description
Reboxing and Refoldering
Labels and Labeling
Description
Disposition
Conservation
Reference
Reference Usage Rules
Outreach
~VCAMONGA REGIONAL HISTORY CENTER
Collection Policy
Donations
Accessioning
Reference
Outreach
FORMS AND FILES
APPENDEX
A. Glossary of Archival Terms
B. Functional Categories of Records Grouped by
Relative Importance
QUESTIONS
WHAT I2 ~d~sd~CHIVES?
A commonly held definition for the term archives is
provided in "A Basic Glossary for Archivists, ManUscript
Curators, and Records Managers,,, reprinted from The American
Archivist Vol. 57, Number 3, July 1974. It reads, in part:
1) The noncurrent records of an organization or institution
preserved because of their continuing value; also referred
to, in this sense, as archival materials or archival
holdings. 2) The agency responsible for selecting,
Preserving, and making available archival materials. 3)
The building or part of a buildir&g where such materials are
located; also referred to as an archival repository. (In
American usage archives is generally a plural or collective
noun.)
Note some of the qualifiers in the above definition.
Records are noncurrent, of continuing value and from an
organization or institution.
WHAT IS THE CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES?
The basis for the City of Rancho Cucamonga Municipal
Archives collection is found in the early records of the
city itself. Some of these may have been transferred to the
Historic Preservation Commission or directly to the Archives
through the records management program.
The municipal archives shall appraise, collect, organize,
describe, preserve and make available to municipal'employees
and the public the records of the City of Rancho Cucamonga
which have Permanent historical value.
The City of Rancho Cucamonga Municipal Archives collects
material in the following categories:
1. The official records of the City of Rancho
Cucamonga. These consist of documents and other materials
generated or received by the various municipal departments
in the conduct of their business and will include, but not
be limited to, materials on paper, Photographic materials,
machine readable records such as microfilm, microfiche,
optical discs, etc. and sound recordings.
2. Official papers produced by leading municipal
officials which have resulted from the activities of
municipal government.
Page - 1
QUESTIONS
WHAT IS AN ARCHIVAL PROGRAM?
An archival program consists of more than just an archival
repository - more than just a place for the records to
"repose".
It must include:
* An efficient and reliable means of obtaining records
for the repository
* Scheduled and reliable reference access to the
records - taking into consideration adequate
security and preservation procedures
* Legal as well as physical custody of the records
* Procedures for the disposition of processed material
which has been determined to be nonarchival
* Outreach activities
IF MATERIAL IS NOT ARCHIVAL, WHAT IS IT?
Much of the material collected by the Historic Preservation
Commission prior to the establishment of an archival program
was historical but not archival. It related to the history
of the Alta Loma, Cucamonga, and Etiwanda area, but did not
come from a single agency or institution and did not
directly relate to the municipality known as the City of
Rancho Cucamonga.
This material has a legitimate historical importance and has
been organized as the Cucamonga Regional History Center
collection.
WHAT IS THE CUCAMONGA REGIONAL HISTORY CENTER?
The Cucamonga Regional History Center is the repository for
historical materials relating to the growth and development
of the Alta Loma~}Cucamonga, and Etiwanda area.
These are nonarchival materials which have historical and
reference value. They may consist of printed material,
Paae - 2
QUESTIONS
manuscripts, the records of businesses or organizations
related to the area, personal papers and similar material.
Records from the oral history program will be included
in the regional history center. This will include, but not
be limited to, tapes, transcripts, research material, and
administrative records.
All material in the regional history center will be
identified as such will be housed separately from the
material which constitutes the City of Rancho Cucamonga
Municipal Archives.
The material will be available to the public at the same
time as and under the same conditfons as that in the
municipal archives.
HOW DO YOU KNOW WHAT TO KEEP AND WHERE IT GOES?
WHAT DO YOU KEEP - Archives
The question of what to keep and what to reject or discard
is basic to all archival operations. In this sense the
functioning of the archives parallels that of a municipal
department.
The municipal department must decide which records to retain
and for how long and which are available for disposition.
It does so using three guidelines:
· Do the records have an ongoing administrative value?
Are they necessary for the everyday functioning of
the office?
· Do the records have a fiscal value? Will they be
needed for audit purposes in the future?
· Do the records have some legal value? Are they
likely to be needed for litigation in the future?
The answers to these three questions will determine whether
a department retains the records - and the type of storage
it finds best for them - or makes the records available for
disposition.
These are relatively easy answers. The question of
determining what to keep for the permanent archival
collection is somewhat more difficult. We can all agree
that the basis for an archival collection is an association
with history. We want to save the historic records of the
city.
QUESTIONS
Actually, it would be more correct to state the need to save
the valuable historic records of the local government
entity. This raises the question of what values should be
applied and brings us to two terms found in Appendix A -
evidential and intrinsic value. Evidential value refers to
records which are necessary to provide "an authentic and
adequate documentation" of a department's organization and
functioning.
Intrinsic or inherent values are more difficult to deal with
because they so often involve a judgment by the processing
archivist. Some years ago the National Archives formed a
committee to deal with the problem of defining intrinsic
value in archival records. The committee report noted that
the term "intrinsic value" had a long history of use by
archivists and was generally understood to describe
historical materials that should be retained in their
original form rather than as copies.
These records have certain qualities or characteristics that
dictate the retention of the material in its original form.
The committee listed these characteristics. To be
considered as having intrinsic value, the records should
have one or more of the following characteristics:
, Physical form that may be the subject for study, if
the records provide meaningful documentation or
significant examples of the form.
Examples of this characteristic might be early
photographs or recordings. This is a category which
lends itself to sampling rather than the retention
of all objects which demonstrate this
characteristic.
, Aesthetic or artistic quality
Examples of this characteristic might include
artwork, sketches, maps, photographs, and engraved
or printed forms
* Unique or curious physical features
Examples might include unusual papers or bindings,
seals, imprints and inks.
Paae - 4
QUESTIONS
* Age that provides a quality of uniqueness
Generally records of earlier date are more
significant than records of later date. This, it
should be noted, is quite a relative quality. Early
records of the municipality, showing the growth and
development of a new local government entity are
likely to be more important that those showing the
daily functions of an established department. The
later records are not without value, but are more
likely to be subject to sampling.
¥
, Value for exhibits
These records tend to convey the immediacy of an
event, depict a significant issue or provide a feel
for the personal qualities of the individual who
originated the record. If records are retained
primarily for exhibit value, they should be so
identified and separated from the rest of the
archival collection.
, General and substantial public interest due to the
direct association with famous or historically
significant people, places, things, issues, or
events.
There needs to be a significant middle ground when
applying this criterion. It can not be used to
justify the retention of nearly all records nor for
the destruction of nearly all records. This is a
judgement call with the emphasis on general and
substantial public interest and direct association.
, Significance as documentation of the establishment
or continuing legal basis of an agency or
institution.
Records documenting the shifts in function of
departments or institutions illustrate the ebb and
flow of local government. Departments which
originally had many functions may have fewer, more
specific responsibilities as the government has
grown.
Page - 5
QUESTIONS
* Significance as documentation of the formation of
policy at the highest executive levels when the
policy has significance and broad effect throughout
or beyond the department.
Most policy decisions have a relatively limited
impact and reflect a fairly small area of authority.
The characteristics that give policy records
intrinsic value are the origin of the records at the
highest executive levels, breadth of effect and
importance of the subject matter.
WHAT DO WE KEEP - HISTORY CENTER
Material retained in the history center is directly related
to the scope of the collection policy for the center.
A specific collection policy can be developed in cooperation
with the Historic Preservation Commission, local historical
organizations and individuals with a concern for the
preservation of the area's history.
In the formulation of the collection policy, consideration
should be given to the following factors:
, Relationship of the material to the geographical
area. Family papers for individuals who lived in
and helped develop the area are generally better
candidates for inclusion in the collection than
those of relatives who preceded the local family
members or remained elsewhere.
, Ability to adequately maintain the material. This
includes the adequate storage of both paper
documents and artifacts, as well as sound
recordings, etc. Receiving material which then must
be stored in conditions which will ultimately lead
to the deterioration of the material is not
responsible collecting.
* Ability to make the material accessible, keeping in
mind the needs of preservation and conservation, as
well as those of the public.
Page - 6
QUESTIONS
* The authenticity of the material - and the ability
to determine this authenticity.
* Potential for exhibit or outreach activities
More specific detail on the collection policy for the
Cucamonga Regional History Center can be found in the
procedures section.
WH~T IS THE ROLE OF VOLUNTEERS?
Volunteers are the mainstay of many small archival
organizations. In Rancho Cucamonga they are likely to be
used to provide reference services in both the municipal
archives and the history center. They may also be used to
process incoming materials and do some elementary
conservation work, if they are properly trained.
The general rules for working with volunteers will apply.
Volunteers should be treated in a professional manner and
the work they are assigned should be reasonable both in
terms of the time allotted and the resources available.
Volunteers should be expected to provide a quality product
whether it is in directly serving the public or providing
some "behind the scenes" assistance. Schedules should be
developed and adhered to.
Volunteers should be recognized for the work they have
performed and should be compensated whenever possible.
Training for volunteers should include both ways in which to
deal with the public and ways in which to deal with the
collection.
In dealing with the public, volunteers and all other staff
members, should take into consideration the needs of the
researchers and the resources available to meet those needs.
This should be done, however, with a clear understanding
that there are also security and conservation needs which
must be considered. The convenience of the research should
not take precedence over the protection of the collection.
QUESTIONS
Volunteers should be trained by professionals whenever
possible. If they are assigned to do some processing of the
records as part of their work, they should be trained by a
professional archivist who has worked in and has a.thorough
knowledge of how material is processed. The same is true
for reference, conservation, or any other work.
A readily available source of training is provided by the
Society of California Archivists workshops and the Western
Archives Institute two-week long annual summer seminar. The
workshops usually are only 1 day long.
Some special considerations apply,when dealing with
volunteers who have access to the municipal archives
collection. While it is assumed there is an interest in the
content of the collection, care must be taken to encourage
the volunteers to clearly separate their personal collection
interests from that of the municipal archives.
A clear policy with respect to individual collections will
serve to reduce the prospect of a conflict of interest
between an individual's personal collection preference and
that of the municipal archives.
It is also important to have a clearly-worded policy on the
disposition of records from the municipal archives - i.e.
those records which have been processed and have been
determined to lack archival value.- and the determination of
who has access to these deaccessioned materials.
Page - 8
SECTION I
CITY OF RANCHO CUCAMONGA
MUNICIPAL ARCHIVES
¥
MUNICIPAL ARCHIVES
POLICY AND PROCEDURES
Clear and firmly established policies and procedures provide
the means with which to reach stated goals.
COLLECTION POLICY
1. The archives will collect the following:
a. The official records of the City of Rancho
Cucamonga. These records consist of the
documents and other materials generated or
received by the various'municipal departments
and offices in the conduct of their business.
Such records include, but are not limited to,
items on paper, photographic materials,
machine readable records, and sound
recordings.
b. Official papers which have been produced by
leading city officials and which have
resulted from their activities with the
municipal government
2. The Archives reference library will consist of the
following:
a. Historical reference materials which are used
in conjunction with the archival collection.
This material may be available in other
repositories and should be replaceable. It
may include publications which have drawn
upon the archival collection and inventories
of or guides to related archival materials.
b. Archival reference material for use by the
staff. This may include archival manuals,
writing manuals, and examples of
administrative materials from other archival
programs.
3. To avoid the possibility of conflict of interest,
Archives staff and volunteers who maintain
personal historical or archival collections
are asked avoid collecting the same material
as the Archives.
4. Use of the archival collection is subject to the
Freedom of Information and Right to Privacy
~ legislation.
Paue - 9
MUNICIPAL ARCHIVES
REVIEW OF RECORDS RETENTION SCHEDULES
The City Clerk's office has primary responsibility~for the
municipal records management program. The municipal
archives program must work closely with personnel in the
Clerk's office who are responsible for the records
management function.
1. A representative or agent of the municipal archives
program is responsible for the periodic review of records
retention schedules filed with th~ City Clerk by individual
departments and units. This review should take place on a
quarterly basis and should include inspection of all new
schedules as well as the established schedules.
The current records retention schedules are retained by the
City Clerk as part of the computerized records management
package. An initial review of the schedules was conducted
by an archival consultant and records which need to be
reviewed by the archives were indicated with an "A"
designation.
This designation.will be used to indicate all records which
are subject to archival review before disposition.
2. Transfer of records to the jurisdiction of the archives
will not take place until the retention period indicated on
the schedules has elapsed.
3. Archives staff may review department or unit records in
the unit and prior to transfer at the request of the
originating department. Such a review could provide the
department with more immediate information on what is
actually of archival value in the terminated records and
lessen the quantity of material sent to the archives for
screening and processing.
MUNICIPAL ARCHIVES
TRANSFER OF RECORDS
Departments and units should transfer to the archives only
those records which no longer have an administrative, legal,
or fiscal value. They should be aware that records
transferred to the municipal archives will be processed in
accord with archival standards and will be evaluated for
their historic value.
The transfer of records involves more than just physically
moving material from a department to the archives. It also
involves the transfer of legal ~ustody. The archives must
be the legal custodian of the rec6rds. It must have the
right to process - and dispose of - records according to
archival standards. It must have the right to restrict
access to the records to maintain the integrity of the
archival collection.
This restriction may not be unreasonable - regular hours and
procedures for access must be established. It does,
however, prevent the collection from being accessed without
supervision from the archival staff and reduces the
likelihood of materials being lost, stolen, or misplaced.
With legal custody also comes legal responsibility for the
records. Maintaining the appropriate provisions of the
freedom of information and right to privacy legislation
becomes the responsibility of the archives - not the
originating department - with the transfer of legal custody.
It should be obvious that these legal considerations are in
addition to the archives' responsibility to maintain and
preserve the records in its keeping.
Procedures for transferring records follow:
1. A representative of the municipal archives should be
contacted prior to any transfer of records. This will
facilitate the smooth transfer of materials.
2. It is the responsibility of the originating department
or unit to physically transfer the materials to the
municipal archives.
MUNICIPAL ARCHIVES
3. All materials being transferred to the municipal
archives should be listed and fully described on the
appropriate records transfer form. The form should be
completed in triplicate and signed by both the
representative of the department transferring the records
and the representative of the municipal archives.
One copy of the form is retained by the department for its
files. One copy is physically retained with the records
until they are processed. The final copy is retained in the
municipal archives files. This copy is filed by department
and chronologically by date of transfer therein.
Page
MUNICIPAL ARCHIVES
ACCESSIONING
1. Archives staff should check incoming materials to
determine that they are accompanied by the appropriate forms
and the materials match those on the transfer list. Boxes
should be at least spot checked to confirm the contents
match the information on the transfer list.
If there is a discrepancy between the contents and the list,
the transferring department or unit should be contacted
immediately. This will usually result in a new transfer
list being developed or improperly transferred materials
being returned to either the department or the records
center.
2. An accession number should be assigned the materials as
quickly as possible. This number will consist of a two
digit number representing the current year followed by a
dash and a single or multiple digit number representing the
specific lot of materials received, followed by a dash and a
one or multiple digit number representing the box or item
identification within that lot.
Thus, material received in the calendar year 1990 would
carry "90" as the initial two numbers. The one hundred
fiftieth accession of that year would be designated
"90 - 150" and the second box (or item) within that lot
would complete the accession number, "90 - 150 - 2".
A register of accession numbers will be developed and the
next available number will be assigned as new material is
received. The name of the department transferring materials
and the date of the transfer will be entered after the
assigned accession number, e.g. "90 - 15~ - 2 Publio Works
December 5, 199.0ee.
3. Accession numbers will be placed on boxed materials and
individual items, taking care not to damage the latter.
Multiple boxes or items will be identified with an item or
box number which corresponds to that on the transfer list.
4. Properly identified accessioned material will be placed
on the shelving designated for unprocessed records. The
specific location of the material will be added to the
notation in the Accessions Register. This location
information will be removed when the material has been
processed and assigned a permanent location.
MUNICIPAL ARCHIVES
PROCEBBIN~
GETTING STARTED
Any group of records transferred to the municipal archives
is likely to include a significant amount of non-archival
material. This may be due to the nature or content of the
records (See "How Do I Know What To Keep", pages a-~.) or to
duplication. Incoming records must be "processed" to
determine what will become a permgnent archival record.
1. The municipal archivist should develop an overall plan
for the processing of a collection. The Processing
Worksheet should be used in this planning stage and remain
with the records throughout the processing stage. If there
will be several staff members working with the records, all
should be included in the preparation of a processing plan.
2. The records should be organized in a logical fashion to
facilitate processing. If there are multiple boxes and they
have been numbered sequentially by the originating
department, that is the initial arrangement which should be
employed.
If no sequence is apparent from the exterior of the boxes,
check the contents. If there is a chronological order
within the boxes, organize the boxes by date and assign a
sequential number to each of the boxes. If there is no
apparent order, assign an arbitrary sequential numbering
system to the material.
Remember: The object at this point is to obtain a working
organization of the material.
3. The municipal archivist will briefly study the material
to obtain a rough evaluation of its type and content.
4. Next, the records will be analyzed to determine its
importance and the level of processing to be completed will
be determined. The importance of the records will be a
determining factor in choosing the level of processing.
Three levels of processing could be used:
* Level 1 - Basic description and arrangement
, Level 2 - Preparation of inventories
, Level 3 - Item listing and indexing
PaGe - 14
MUNICIPAL ARCHIVES
All records will be processed to Level 1. In many
instances, that may be the only level employed. In some
cases - records which are frequently used, or which it is
anticipated will be frequently used - a higher level of
processing may be employed.
It is also possible that a mixture of these levels might be
employed to meet the needs of a collection which contains a
variety of materials. One might, for instance, find Level 1
adequate for printed materials in a collection, but wish to
go to Level 2 or 3 for photographic material.
5. Once a sense of the contents of the records has been
obtained, a work plan for processing can be developed. The
development of the work plan should take note of the
following:
* Materials which will be "weeded out" as nonarchival
this might include duplications, nonsubstative
materials, blank forms, photocopies, etc.
* Materials which require special storage - this might
include photographs, maps and oversize documents.
The work plan should include a description of how the
records are arranged - or a suggestion for such an
arrangement. However, records should be retained in their
original order whenever it is practicable to do so.
The work plan should also consider whether the records
should be sampled, and what, if any, conservation measures
will be needed.
ARRANGEMENT
Once the basic work plan has established the parameters for
processing, work can begin on developing a meaningful
arrangement which will be useful for researchers - and
providing an understandable description of the materials.
This work is commonly referred to as "Arrangement and
Description,, - and there is a reason the two items are
commonly dealt with as one. The processor must be working
on the ultimate description of the materials while dealing
with arrangement considerations.
Page - 15
MUNICIPAL ARCHIVES
REBOXING AND REFOLDERING
Once the records have been organized they are ready to be
placed in acid-free file folders and storage containers.
Note: It is at this stage that the actual "weeding" or
separation of the archival and nonarchival material takes
place.
1. The appropriate acid-free storage container should be
selected. The physical nature of the records will determine
the type of container.
2. Material which is not archival in nature should be
removed from the files. (See Processing - Disposition of
Records)
3. Archival material which can be stored in folders is
placed in an acid-free folder and properly identified on the
top edge of the folder. Initially this identification can
be done with an No. 2 pencil, but a more permanent acid-free
label should be used before the material is placed in
permanent storage.
At the time the material is placed in the folders, it should
be unfolded or unrolled, paper clips, rubber bands, brads,
pins, etc. should be removed and notes made of any need for
future conservation work.
4. Archival material which can not be placed in a file
folder may be identified in the following manner:
· Oversize maps, and photographs may have an
identification number placed directly on them.
Be sure to use only a No. 2 pencil. The location
number should be placed on the back of the item, in
the upper right corner.
· Artifacts may have an acid-free label adhered to the
surface in an unobtrusive location.
MUNICIPAL ARCHIVES
Two basic principles are applied in this phase of
processing.
, Provenance - the concept that records from one
record creator should not be intermingled with those
from another record creator - must be respected.
· Original order must be maintained. It is not only
the content of the records which tells the
researcher about a given department, but also the
order in which the records were filed.
In some cases it may be impossible to determine original
order for specific records. This would justify the
development of an artificial order, which should be as close
to original as possible. (Some concept of original filing
order may be obtained either through inspection of related
files or through contact with the originating department.)
1. If the processor can determine the order of the records,
that order should be maintained and the records checked to
determine if the material in the files matches the labeling
on the files. If this is the case, the overall order of the
file folders should be checked against the established
organizational scheme.
If the overall organization exists, but some exceptions also
exist, the latter should be noted and dealt with during the
refoldering and reboxing process.
2. If material is not organized and it is not possible to
determine a prospective organization, an artificial
organization may be imposed. This may be developed around
the physical status of the records i.e records bound
together may constitute a group which can be broken down
into subgroups and series. Within the series some logical
organization - chronological, alphabetical, etc. - may be
imposed.
pa ~e - ] 6
MUNICIPAL ARCHIVES
LABELS AND LABELING
Labels should be clear and accurate. Labeling information
will reflect the type of storage available e.g. shelving,
map cases, file cabinets, etc.
Initially the municipal archives will have only shelving
available for storage. While the initial labels will show
only a shelving designation, the format for identifying
locations on labels will be usefu~ when additional types of
storage may be acquired in the future.
1. File folder labels will consist of four sections.
* The first will be the number assigned to the
particular group of records being processed. This
is an arbitrary number, taken on the next available
basis from a list of file numbers.
* The second part of the identification will be the
number of the specific file. These are assigned in
sequence to each file folder in the group. An
example of a file folder number would look like
this, 599:19 and would indicate this is group 599
and the 19th file folder in that group.
* The third part of the label consists of the
identification of the office of origin and the
materials in the folder.
* The fourth part of the label consists of the dates
covered by the material in the folder.
An example of this labeling follows:
599:19 CITY CLZRK ADMIN. CORR. 1985 - 90
This indicates the contents of file folder number 19 in
group number 599 originated in the Office of the City Clerk
and is administrative correspondence covering the years 1985
through 1990.
2. Box labels will consist of two parts - a shelf
identification and a box or item identification.
The shelf identification will always come first and be
followed by a dash and the box identification. (e.g. 5-12
would indicate box 12 on shelf number 5).
Page - 18
MUNICIPAL ARCHIVES
3. When additional equipment is acquired to store records
an appropriate two letter prefix can be added to the
location identification. MC can be used to designate a map
case and FC a file cabinet. (MC5-4 would indicate.the
fourth drawer of map cabinet number 5).
4. Box labels should be completed in the following manner:
, Upper left-hand corner - Location number (5 - 12)
· Center of label - Identification of contents,
including file numbers (Phblic Works Department,
Administrative files, 567:1 - 567:35. These should
be on three separate lines.
, Lower left-hand corner - Accession number (90-45)
NOTE: Box labels used for the municipal archives should be
distinctively different from those used for regional history
center material.
5. After the information has been completed on the label,
it should be affixed to the storage container in a manner
which is uniform and easily readable.
6. Having weeded out the non-archival materials, identified
and labeled the file folders and labeled the storage
containers, there is nothing left to do but put the files in
the containers.
This is just about as simple as is implied. However, a
cautionary note is necessary. Neither file folders nor
boxes should be "stuffed" with records. The object is not
to see how ful~ne can pack a box, but rather to place the
records in a s environment in which they can be easily
retrieved for use.
A good rule of thumb would be to put no more than 30 -35
sheets in any given folder. A standard records center or
archives storage container (15"x12 1/2"x10") will hold
between 50 and 60 folders. The container should be filled
only to the point that the processor can comfortably get a
hand between the last file folder and the back of the box.
7. Once the storage container has been filled, it can be
placed in its designated location and the appropriate
description forms can be completed.
Pa~e - 19
MUNICIPAL ARCHIVES
DESCRIPTION
"Arrangement and Description", you may recall, is the common
term here. Information about the content - and now the
location - of the records must be maintained. This can be
done in a number of ways, using a number of tools.
The two most common would be the development of written
finding aids and the development of a computer system for
retrieval of information from a data base. In either case,
certain common elements exist.
1. Some information will be obtafnable from the Accessions
Sheets and Accessions Register. This will be very
preliminary information.
2. More detailed information is usually found on a
reference card. This could take the form of a typed or
printed catalog card similar to those often found in
libraries or it could be something found in a computer
database.
This information usually includes:
, Location notation
, Name of originating department and subdivision
· A general description of the materials within this
particular collection.
· Inclusive dates of the materials
A typical reference card might appear as illustrated.
Planning Division Admin Corr
9-(2-7) General corr. relating to the 1987-89
16:1-180 operation of the Planning Department.
Does not include corr. relating to
specific projects or regulations.
This reference card provides the name of the originating
department or division (Planning), the subdivision within
that department (Administration) and the type of material in
the files (Correspondence). In addition the shelf number ~
(9) and the box numbers (2-7) are provided to make retrieval
easy.
PaGe - 2 0
MUNICIPAL ARCHIVES
A record group number (16) and the file numbers (1-180)
provide a researcher with a fair idea of how much material
is available. The description supplies additional.detail on
the contents of the boxes, as does the date span.
3. Once the reference card entry has been made, additional
procedural information may be developed. Cross reference
cards or fields can be developed, as well as individual
topic cards or fields. These are largely a factor of how
much time can be spent with the collection and how much
additional information is needed ~o adequately serve the
public.
4. If much more information is desirable, an archival
inventory can be developed. This would include a history of
the department of origin and more detailed information about
the records.
CONSERVATION
Conservation considerations must be taken into account
during the processing stage. Damage and the need for
conservation must be noted on a Conservation Worksheet as
the materials are processed.
Page - 21
MUNICIPAL ARCHIVES
DISPOSITION
Disposal of material which has been "weeded out" during
Processing should be fairly easy - and sometimesrit is!
The key here is understanding who has legal custody of the
records - remember they are still municipal government
records, even if they have been deemed to be nonarchival -
and who should have access to the records which are
available for disposal.
1. If the municipal archives has the responsibility for the
disposal of nonarchival materials, it must also have legal
custody. This is a key issue in'many local governments, as
departments are often reluctant to give up legal custody of
their records, despite the fact that it has been determined
they have no administrative fiscal or legal value to the
department. '
If the archives is given legal custody of the materials, it
may dispose of the nonarchival materials in accordance with
-e~the disposal policy of the city.
If the archives does not have legal custody, it will have to
return the records to the originating agency for disposal.
2. Any aPPropriate disposal policy should take the
following into consideration:
* The records have been generated in the Performance
of official municipal work and are the Property of
the municipality.
* Even the most menial of records will have some
monetary value, if only for recycled paper.
* The disposal policy of the municipality should be
fair to all concerned. If nonarchival materials are
made available to the general public - either as a
revenue measure or as a public service - they should
not be made available to a select group, such as
volunteers or staff before being Presented to the
public. '
Page - 2 2
MUNICIPAL ARCHIVES
CONSEleVATION
Documents do not always arrive in or continue to. survive in
Pristine condition. Paper may become dirty, dog'~eared or
torn, books may have damaged bindings, computer tapes and
disks may also be damaged.
The m.ost im.Portant rule in conservation is: o
· ° · t unde take
Some routine conservation such as dusting and surface
cleaning can be undertaken by trained staff but more serious
Problems should be left for Professional archival
conservators.
1. A Conservation Worksheet will be completed for all
materials as a part of the Processing work.
2. The worksheet will be completed in No. 2 Pencil during
the Processing stage. Once Processing has been completed
the worksheet will be typed in duplicate, one copy remaining
with the records and the other going to the Conservation
file.
3. The worksheet will contain the following information:
· Accession number - assigned by Processor
· Location number - assigned by Processor
· Agency - name of city department which transferred
records to the archives
· Quantity - amount of material in the collection,
usually expressed as cubic feet or individual items
· Title of collection\group _ name of originating
department and subdivision
· Inclusive dates of material
· Condition report - description of the collection
indicating specific conservation needs.
· Treatment _ suggested treatment\remedies for the
material
· Work Completed _ description of treatment applied
and the dates the work was undertaken
· Remarks - any additional information needed
Page - 22~
MUNICIPAL ARCHIVES
REFERENCE
The archives has the responsibility of providing access to
the collection. However, it also has the responsibility of
protecting the collection for use long into the future. At
times these two responsibilities may conflict. A well
developed reference policy can reduce the friction and help
protect the records.
All researchers must register with a member of the municipal
archives staff or a volunteer assigned to reference duty.
, Researchers must complete a "Research Information
Form" This form will be placed in the "Researchers"
file and retained for not less than five years.
, Researchers must provide adequate identification
· Those using the collection for the first time must
read and abide by the Reference Usage Rules. They
should be provided a copy of these rules, which
should also be displayed prominently in the area in
which research is being conducted. All researchers
must abide by these rules.
· Reference staff must never allow researchers to work
in the archives without a staff member present.
· City employees are not exempted from these rules,
even if they happen to be working with material
formerly in their jurisdiction or have an
administrative relationship with the municipal
archives.
REQUEST SLIPS
Reference request slips must be completed in triplicate for
all material being requested. The slips will contain
* The name and address of the researcher
, Date
, Description and location of the materials being
requested
, Space for comments
Pa~e - ~
MUNICIPAL ARCHIVES
* Space for the initials of the staff member providing
the materials.and another for the staff member
refiling the materials.
Reference request slips should be col '~ coded - top sheet
white, middle pink and bottom yellowl-~and should be on
carbonless paper. Once the material has been located, the
staff member should initial the request slip in the
appropriate place.
The white slip should be placed in the file for material
currently being used.
The pink slip should accompany the records to the researcher
and be attached in such a way as to not damage the records.
The Yellow slip should be placed in the file container or on
the file shelf from which the records were removed. This
will serve as a marker for the proper refiling of the
mateials once the researcher has finished.
When the materials are being refiled, the pink slip should
serve as a location guide and be matched with the yellow
slip. No material should be refiled without matching these
two slips. Once the proper location has been found, the
staff member will initial the request slips in the
appropriate refile box.
When the material has been returned to its proper location,
the pink and yellow slips will be matched with the white and
all three be placed in an inactive file, which will be
retained no less than five years.
REPRODUCTION
While original archival material may not leave the municipal
archives, arrangements can be made to have the material
reproduced. The following procedures will apply:
1. Reproduction of the record must in no way lead to damage
to the record.
2. Reproduction may not violate donor agreements, copyright
restrictions or the provisions of the Right to Privacy
legislation.
3. Reproduction Request Forms must be completed and
submitted to the staff member on duty.
Page
MUNICIPAL ARCHIVES
4. ReProduction requests will be completed as quickly as
Practical. However, researchers must be made aware that
reference staff may not leave the archives to Provide
copies, if there is not sufficient supervision for
researchers.
CITATION
Information found in the municipal archives may, if not
Prohibited by corpright laws, be used in reports and
Publications. APPropriate credit must be given to the
source of the material. The correct citation for such usage
is as follows:
Title of record group or series, Subdivision (if any) City
of Rancho Cucamonga Municipal Archives, date, Page(s).
Page
REFERENCE USAGE RULES
1. There will be no eating, drinking, smoking or gum
chewing in the reference area of the municipal archives.
2. All briefcases, purses, coats and other personal items
should remain outside the archives area. The archives
reserves the right to inspect all articles taken into the
archives space.
3. The use of ink pens is forbidden in the archives area.
4. Records will be supplied to t~e researcher one box at a
time. At no time should the researcher be allowed to obtain
material directly from the shelves.
5. Researchers will request records by completing the
Research Information Form and presenting it to the staff
member or volunteer on reference duty.
6. Once records have been provided to a researcher, they
are to stay with that individual. Records may not be shared
with other researchers.
7. Records should be removed from boxes one folder at a
time. Lift the folder carefully from the box. When
finished, return the folder carefully to the storage
container.
8. Do not lean on the documents or use writing materials on
top of the documents. Pads, paper, and pencils should be
used in a space adjacent to the document(s).
9. Do not damage or mutilate the documents.
10 Documents must returned to the folder in the order in
which they. were removed. Do not attempt to repair or alter
the order of the documents. If you feel a document has been
misfiled, bring it to the attention of the municipal
archives staff or volunteer on duty.
11. Documents must be returned to the file folders in a
neat and tidy manner. They must be totally within the
folder - no edges sticking out - before the folder is
returned to the storage container.
12. White cotton gloves, furnished by the municipal
archives, will be worn by researchers working with
particularly sensitive materials and photographs.
13. Inappropriate handling of books and documents to
facilitate reading is not allowed.
REFERENCE USAGE RULES - 2
14. Records must be returned to a staff member or volunteer
when the research has been completed, at the end of the
reference day and when leaving the reference area for more
than a short time.
15. Staff of the municipal archives will check the content
of folders and boxes before and after researchers use them
to confirm that the Reference Usage Rules have not been
violated.
MUNICIPAL ARCHiVES
Outreach is an essential part of an archival Program. It
both "advertises for customers,, and alerts Prospective
donors. Outreach can take a number of forms, but it should
be Presented at regular intervals.
In developing an outreach Program the following factors
should be considered:
* What is the constituency? For the municipal
archives this would be both the municipal
departments and the general public.
* How does one best reach this constituency?
Consideration should be given to using existing
organizational Publications - municipal newsletters,
employee organization newsletters, etc. - as well as
those available to the general public - daily and
weekly newspapers, regional magazine Publications,
etc.
* Can the archives "live up to" the advertising? It
doesn,t take the public long to determine whether or
not an office can provide the needed service
effectively. There is always a concern that one has
"Promised more than can be delivered,,. Be honest.
If you are dealing with a limited Program, don't
advertise it as a something else.
* Don't forget to send information on your
Program to the Professional organization
newsletters.
* Explore the prospect of regular exhibits of archival
materials. The Purchase of a trade-show type
exhibit system will provide for interchangeable
exhibits which can be developed and recycled through
the years. Existing exhibit cases in the City Hall
complex should also be considered for archival
displays on a regular basis.
* Include the community in the development of outreach
materials. Schools can be contacted for the
development of Projects in art, history, computers,
set building, etc. which could utilize materials or
themes highlighting the archives.
* Keep in touch with the "natural constituency,, _
historical and genealogical organizations, senior
citizen groups, historic Preservationists, etc.
Page - 23
SECTION II
CUCAMONGA REGIONAL HISTORY CENTER
REGIONAL HISTORy CENTER
P~OLICy AND PROCEDURE~
Clear and firmly established Policies and Procedures Provide
the means with which to reach stated goals.
COLLECTION POLICy
1. The history center will collect the following:
a. Records and artifacts directly relating to
the history of the Alta Loma, Cucamonga and
Etiwanda area. · ,
b. The above may include, but is not limited to,
business records, Personal records and
recollections, oral histories, Published
materials, and artifacts.
2. Materials may be collected both for research
and reference use and for exhibit use.
a. Materials collected solely for exhibit
Purposes will be so designated and stored
separate from the remainder of the
collection.
3. Materials from the Cucamonga Regional History Center
will NOT be interfiled with material from the City of
Rancho Cucamonga Municipal Archives.
4. Use of the history center collection is available to the
Public at specified times and by aPPointment.
5. Freedom of Information and Right to Privacy
legislation applies to the use of these materials.
Page - 24
REGIONAL HISTORy CENTER
DONATIONS
Donations to the Cucamonga Regional History Center may be
received from private individuals, organizations~
businesses, government or other sources. They will be
received in accordance with the donation Policies
established by the City of Rancho Cucamonga.
1. Staff members will work with Prospective donors to
evaluate the value of the Potential donation to the
collection.
2. A Collection Evaluation shee~ will be completed in
cooperation with the Prospective donor. A total score of
less than 24 will generally be considered unacceptable.
Special circumstances could apply to Prospective donations
which received higher or lower scores.
a) Materials which were of very high historical value,
but in poor condition, might be considered for the
collection, even though they did not make the usual cut-off
score.
b) Some records may be in such poor condition that
they could not reasonably be salvaged and useful, given the
available resources of the history center, and these may
have to be declined, even though they have a high historic
value.
One of the keys to receiving donations is determining
whether or not they could be used by the public - either as
a reference tool or as part of an interpretire exhibit.
3. If a Potential donation has been determined to be of use
to the history center, the donor must complete and sign a
4. Once the above has been completed donations may be
accessioned. ,
5. Donations should be recognized in writing by the head of
the history center, with the donor receiving an aPPropriate
letter of aPPreciation.
Page - 25
REGIONAL HISTORY CENTER
ACCESSlONING
1. History Center staff should check incoming materials to
determine that they are accompanied by the appropriate forms
and the materials match those on the transfer list and\or
Deed of Gift.-~Boxes should be at least spot checked to
confirm the contents match the information on the transfer
list.
If there is a discrepancy between the contents and the list,
the transferring department or donor should be contacted
immediately. This will usually result in a new transfer
list being developed or improperly transferred materials
being returned to either the department, the records center,
or the donor.
2. An accession number should be assigned the materials as
quickly as possible. This number will consist of the
letters "HC", a two digit number representing the current
year, followed by a dash and a single or multiple digit
number representing the specific lot of materials received,
followed by a dash and a one or multiple digit number
representing the box or item identification within that lot.
Thus, material received into the History Center in the
calendar year 1990 would carry the "HC" designation
indicating the material was for the Cucamonga Regional
History Center, followed by "90" as the initial two numbers.
representing the year, followed by the lot and box numbers.
The Cucamonga Regional History Center's one hundred
fiftieth accession for 1990 may be designated "HC90 - 150"
and the second box (or item) within that lot would complete
the accession number, "HCg0 - 150 - 2".
A register of accession numbers will be developed for the
history center and the next available number will be
assigned as new material is received. The name of the
department transferring materials and the date of the
transfer will be entered after the assigned accession
number, e.g. "HCg0 - 150 Cucemonga winery December 5,
1990".
Page - 26
REGIONAL HISTORy CENTER
3. Accession numbers will be Placed on boxed materials and
individual items, taking care not to damage the latter.
Multiple boxes or items will be identified with an item or
box number which corresponds to that on the transfer list.
4. Properly identified accessioned material will be placed
on the shelving designated for unprocessed history center
location information will be removed when the material has
been Processed and assigned a Permanent location.
Page - 27
REGIONAL HISTORY CENTER
REFERENCE
The history center has the responsibility of providing
access to the collection and protecting the collection for
use long into the future. At times these two
responsibilities may conflict. A well developed reference
policy can reduce the friction and help protect the records.
All researchers must register with a member of the history
center staff or a volunteer assigned to reference duty.
* Researchers must complete a "Research Information
Form" This form will be placed in the "Researchers"
file and retained for not less than five years.
* Researchers must provide adequate identification
* Those using the collection for the first time must
read and abide by the Reference Usage Rules. They
should be provided a copy of these rules, which
should also be displayed prominently in the area in
which research is being conducted. All researchers
must abide by these rules.
, Reference staff must never allow researchers to work
in the archives without a staff member present.
, City employees are not exempted from these rules,
even if they happen to be working with material
formerly in their jurisdiction or have an
administrative relationship with the municipal
archives.
REQUEST SLIPS
Reference request slips must be completed in triplicate for
all material being requested. The slips will contain
, The name and address of the researcher
* Date
, Description and location of the materials being
requested
, Space for comments
Pace - 28
REGIONAL HISTORy CENTER
* Space for the initials of the staff member Providing
the materials.and another for the staff member
refiling the materials.
Reference request slips should be color coded - top sheet
white, middle pink and bottom Yellow.- and should be on
carbonless paper. Once the material has been located, the
staff member should initial the request slip in the
aPPropriate place.
The white slip should be placed in the file for material
currently being used.
The pink slip should accompany the records to the researcher
and be attached in such a way as to not damage the records.
The Yellow slip should be placed in the file container or on
the file shelf from which the records were removed. This
will serve as a marker for the Proper refiling of the
mateials once the researcher has finished.
When the materials are being refiled, the pink slip should
serve as a location guide and be matched with the yellow
slip. No material should be refiled without matching these
two slips. Once the proper location has been found, the
staff member will initial the request slips in the
aPPropriate refile box.
When the material has been returned to its proper location,
the pink and yellow slips will be matched with the white and
all three be Placed in an inactive file, which will be
retained no less than five years.
REPRODUCTION
While original archival material may not leave the municipal
archives, arrangements can be made to have the material
reproduced. The following Procedures will apply:
1. ReProduction of the record must in no way lead to damage
to the record.
2. ReProduction may not violate donor agreements, copyright
restrictions or the Provisions of the Right to Privacy
legislation.
3. ReProduction Request Forms must be completed and
submitted to the staff member on duty.
Page - 29
REGIONAL HISTORy CENTER
4. ReProduction requests will be completed as quickly as
Practical. However, researchers must be made aware that
reference staff may not leave the archives to Provide
copies, if there is not sufficient supervision for
researchers.
Information found in the regional history center may, if
not Prohibited by corpright laws, be used in reports and
Publications. APPropriate credit must be given to the
source of the material. The corFect citation for such usage
is as follows:
Title of record group or series, Subdivision (if any)
Cucamonga Regional History Center, date, Page(s)
ORIGINAL
POOR QUALITy
Page - 30
REGIONAL HISTORY CENTER
OUTREACH
Outreach is an essential part of an active history:center
program, just as it is for an archives program. It both
"advertises for customers" and alerts prospective donors.
Outreach can take a number of forms, but it should be
presented at regular intervals.
In developing an outreach program the following factors
should be considered:
* What is the constituency?' For the ' rosy hlSt/'4'
cemter, the major constituency would be the general
public, but municipal departments should also be
considered. Particular attention should be given to
the groups and organizations with a demonstrated
interest in history.
, How does one best reach this constituency?
Consideration should be given to using existing
organizational publications as well as those
available to the general public daily and weekly
newspapers, regional magazine publications,
etc.
Since the history center is likely to have artifacts
in its collection, consideration should be given to
displaying these both in a permanent location and as
short term exhibits. Care should be taken for the
preservation of this material just as it is with the
archival material.
The regional history center may wish to join with
some already established historical organizations
in the area to produce some joint exhibits which
could be installed in places such as the Los
Angeles County Fair or other local fairs.
* Can the history center "live up to" the advertising?
It doesn't take the public long to determine whether
or not an office can provide the needed service
effectively. There is always a concern that one has
"promised more than can be delivered". Be honest.
If you are dealing with a limited program, don't
advertise it as a something else, but don't neglect
to promote it!
REGIONAL HISTORY CENTER
* Don't forget to send information on your
program to the professional organization
newsletters~nnd those of the service clubs and other
civic organizations. ·
, Explore the prospect of regular exhibits of
documentary or promotional materials. The purchase
of a trade-show type exhibit system will provide for
interchangeable exhibits which can be developed and
recycled through the years. Existing exhibit cases
in the City Hall complex should also be considered
for history center as well as archival displays on a
regular basis. '
, Include the community in the development of outreach
materials. Schools can be contacted for the
development of projects in art, history, computers,
set building, etc. which could utilize materials or
themes highlighting the history center material.
* Keep in touch with the "natural constituency" -
historical and genealogical organizations, senior
citizen groups, historic preservationists, etc.
Page - 32
FORMS
INDEX OF
C YO RANCHO CUCAMONGA ICIPA~
Accession Register
Reference Card
Check List for Archival Retention
CUCAMCN A R GIONA HI 0 R
Accession Register ,
Deed of Gift
Conditions of Acceptance of Gift
Processing Worksheet
Conservation Worksheet
ReProduction Request Marker
Reference Request Slip
ReProduction Request Form
ReProduction Request Procedures
Reference Rules
Research Information Form
CITY OF RANCHO CUCAMONGA
MUNICIPAL ARCHIVES
ACCESSION REGISTER
Year Accession
Number DePartment/Agency Date Red'd
CITy OF RANCHO CUCAMONGA
DePartment\Division\Section:
Location
Description
Date
SAMPLE REFERENCE CARD
CITY OF RANCHO CUCAMONGA
MUNICIPAL ARCHIVE2
HIGH
1. Administrative level of origin for 1 2 3 4 5
records.
2. Breadth of Effect of Policies 1 2 3 4 5
3. Importance of subject matter , 1 2 3 4 5
4. Is this a unique example of a physical Yes No
form?
5. Does this record have aesthetic or Yes No
artictic value?
6. Does this record have unique or curious Yes No
physical features?
7. Does the record's age add to its Yes No
value?
8. Is this a record which has potential Yes No
exhibit value?
9. Is there general public interest in Yes No
the record?
10. Does the record deal with the legal Yes No
basis for an agency or institution?
11. Does the record deal with policy at Yes No
a high level of government?
REMARKS:
ACCESSION REGISTER
Accession DONOR Date Rec' d
Number
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
CUCAMONGA REGIONAL HISTORY CENTER
REFERENCE REQUEST SLIP
~;Location of Record:
:"COyly o~e l~a~ion ~r r~est slip)
Description of RecordSCollection Title: Record
Date ( s
Name
Address
Organization Telephone ( )
Comments:
Pulled by: ~ Date Refiled: [ Refiled by:
CITY OF RANCHO CUCAMON6A MUNICIPAL ARCHIVES
CUCAMON6A REGIONAL HISTORY CENTER
REFERENCE REQUEST SLIP
Date of Request: ~~~~,.~,',~'-11~;77~-,,'~-"~~' "~' ...... '
s~Location of Record:
a(Onty one Location per request slip)
Description of Record\Collection Title: Record
Date ( s
Address
rganization Telephone ( )
Pulled by: Date Refiled: Refiled by:
FORM TITLE: Reference Request Slip
DESCRIPTION: The Reference Request Slip is a three part,
three color form printed on Pressure
sensitive paper - no carbon will be used.
The three colors will be distinct. The top
copy in the three sheet pack will be white.
PURPOSE: 1. Provide identification of researcher using a
specific record.
2. Identify record to be used by researcher.
3. Identify location of record being requested.
4. Mark the location from which the record was
taken.
5. Provide for easy refiling of the record.
COMPLETION: Researcher completes all sections above
"Comments ,,
1. Location of Record is to be taken from finding
aid e.g. card catalog.
2. DescriPtion\Collection Title and Record
Date(s) are to be taken from finding aid.
3. Comments are to be completed by reference
staff. If a record is not found, it should
be noted in this space.
4. Staff member retrieving record for researcher
should initial "Pulled by" section.
5. Staff member refiling record should provide
appropriate information in "Date Refiled:,,
section and initial in "Refiled by" section.
USE: After the researcher has provided the necessary
information, the slip is given to a member of the
reference staff, who locates the requested material.
The slip is initialed by the staff member, and split
into three parts. The bottom sheet replaces the
record in the file. The middle sheet is attached to
the requested record with a paper clip and stays with
the record until it is refiled. The top (white) sheet
is placed in the active file.
When the researcher has completed the work with the
record, it is returned to a reference staff member who
is responsible for refiling the material. The
location will be noted from the attached Reference
Request Slip. Once the location has been found, the
record will be placed in the appropriate storage
container in place of the middle portion of the
reference slip packet. No record will be refiled
unless the middle section of the packet is located.
REFERENCE REQUEST SLIP - 2
USE: The reference staff member sill date and initial
the slips in the appropriate place, remove the top
(white) copy from the active file and add all three
copies to the inactive file.
Completed Reference Request Slips should be filed
by request date.
RETENTION: Completed Reference Request Slips should be
retained not longer than 5 years.
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
CUCAMONGA REGIONAL HISTORY CENTER
DATA ENTRY FORM
NAME:
ADDRESS:
TELEPHONE:
REQUEST DATE:
DESCRIPTION:
RECORD DATE:
LOCATION:
PULLED BY:
REFILED BY:
REFILE DATE:
ACCESSION NO:
CONSERVATION NEEDS:
REQUEST NO:
RESTRICTIONS:
The Data Entry Form provides the basic information about the
condition and use of a record for the database. It is used
in conjunction with the Reference Request Slip. The link
between the two would be very close, if a computer were used
to provide finding aids and generate request slips.
Not only does this allow for the security of assigning
specific records to a specific researcher, it also provides
the opportunity to easily determine overall use of records -
which records are used most frequently and by which
constituency - and appropriate locations. (More frequently
used materials could be transferred to more easily
accessible locations.)
COLLECTION EVALUATION
]DONOR:
ADDRESS:
TELE:
OBJECT:
NEGAT I V~ POS I T Z VE
CONDITION *
1 2 3 4 5
CONSERVATION NEED # 1 2 3 4
('CURRENT\LONG TERN) 5
DOCUMENTATION
('ORAL\~RITTEN) 1 2 3 4 5
HISTORICAL SIGNIFICANCE 1 2 3 4 5
(ALTA LONA, CUCANONGA, ETIt,/ANDA)
3UPPORTING INFOFMATION i 2 3 4 5
E;(HIBIT POTENTIAL 1 2 3 4 5
SUPPORT OF EXISTING COLLECTION 1 2 3 4 5
NEW COLLECTION POTENTIAL 1 2 3 4 5
O COLLECTED O REFUSED i TOTAL
ADDITIONAL COMMENTS
* 1 DETERIORATED 2 POOR 3 FAIR 4 GOOD 5 EXCELLENT
# 1 EXCESSIVE 2 SUBSTANTIAL 3 MODERATE 4 NORMAL 5 MINIMAL
STAFF SIGNATURE: DATE:
CUCI~fONGA REGIONAL HISTORY CENTER
DEED OF GIFT
Accession No.
I (we) the undersigned, as donor(s), hereby vest all incidents
of absolute ownership of the following described property to the
City of Rancho Cucamonga for inclusion in the Cucamonga Regional
History Center. This includes all rights to copyright and the
absolute and unrestricted right to reproduce, make available for
research, adapt, publish or exhibit the property.
It is understood that.the Cucamonga Regional History Center will
take reasonable measures to ensure the perservation of the above
described property. I (we) also have read the Conditions of
Acceptance of Gift on the reverse of this form and agree to any
and all conditions thereof.
Signed Date
Name
:Street Address
City State Zip
Telephone
Accepted by Date
CONDITIONS OF ACCEPTANCE OF GIFT
1. The Cucamonga Regional History Center will not be required
to carry insurance against the loss or destruction of, or damages
to, the materials described in the Deed of Gift, or in other
respects to exercise greater Precautions for the care and safety
of said materials than it exercises with respect to its own
property of the same or similar nature.
2. In no event shall the Cucamonga Regional History Center be
liable for the destruction of, or damage or injury to, said
materials caused by an act of civil commotion, natural disaster
or other causes beyond its control. ·
3. The Cucamonga Regional History Center will consider materials
in this Deed of Gift as an unrestricted gift offer without
limiting conditions, except as stated, to be used in any manner
which is deemed to be in the best interest of the Cucamonga
Regional History Center.
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
and
CUCAMONGA REGIONAL HISTORY CENTER
PROCESSING WORKSHEET
Accession No: Location:
Department\Donor:
Address:
Record Group\Collection Title: volume\Quantity:
Dates: Records Schedule No.:
Description of Materials:
Restrictions:
STATUS: O Transfer List O Conditions of Transfer\Deed of Gift
O Agency\Donor Register O Accession Register O Conservation Worksheet
.O ]Finding Aides completed:
O ]Inventory
Level of Processing: Desired O 1 O 2 O 3
Current O 1 O 2 O 3
Con~ents:
Processor(s): Date Assigned:
PROCESSING WORKSHEET (CONT)
Background Information:
Types of Materials:
Subjects Covered:
Record Series:
F CONSERVATION WORKSHEET
J
DATE
COMPLETED
Surface clean
Fumigate
Humidify, flatten
Remove fasteners
Remove tape ,
Mend
Deacidify
Encapsulate
Acid-free interleaving
Refolder
Rebox
COMMENTS
Conservation work completed by:
(INCLUDE NAME, TYPE OF WORK CClqPLETED AND DATE)
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
and
CUCAMONGA REGIONAL HISTORY CENTER
CONSERVATION WORKSHEET
Accession No: Location:
Department \ Donor:
Address:
Record Group\Collection Title: volume\Quantity:
Dates: Records Schedule No.:
CONDITION (OES~ZBETYPEANOEXTENTOFPROBLEM)
Surface dirt
Insect damage
Mold damage
Folded, rolled
Staples, clips, brads, etc.
Rubberbands
Pressure sensitive tape
Glues, adhesives
Fire damage
Water stains
Torn, brittle
Other
OVER .....
. u Rancho Cucamonga Rancho Cucamonga
M a s Municipal Archives Municipal Archives
a~ a~ a~
,acamonga Regional Cucamonga Regional Cucamonga Regional
History Center History Center History Center
REPRODUCTION REPRODUCTION REPRODUCTION
REQUEST MARKER REQUEST MARKER REQUEST MARKER
Rancho Cucamonga Rancho Cucamonga Rancho Cucamonga
Municipal Archives Municipal Archives Municipal Archives
.r~ a~
Cucamonga Regional Cucamonga Regional Cucamonga Regional
History Center History Center History Center
REPRODUCTI ON REPRODUCTION REPRODUCT I ON
REQUEST MARKER REQUEST MARKER REQUEST MARKER
CITY OF RANCHO CUCAMONGA MUNICIPAL
CUCAMONGA REGIONAL HISTOR ARCHIVES YC
Location of Record
(Only one location per request slip)
]Description of Record
Record
Date(s)
Name
Date
Ad[dress
Organization
Telephone
Pulled by: Comments:
Refiled by:
CITY OF RAMCHO CUCAMONGA MUNICIPAL ARCHIVES
CUCAMONGA REGIONAL HISTORy CENTER
REFERENCE REQUEST SLIP
Location of Record
(Only one location per request slip)
Description of Record
Record
Date(s)
Name
Date
Address
rganization
Telephone
Pu~_ed by: Comments:
Refiled by:
CITY OF RANCHO CUCAMON~A MUN
Name
PLEASE PRXNT
Address
Telephone
Collection Title:
:Description of Material: ~
Location Pages
Special Instructions:
~ Total Pages
':':.~-':~'t,-.,,~.~.~. . ..
Mail O Pick up Payment: O Cash O Check Number
Copy O Photo O Sound\Other
~taff Member Signature
Date
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
CUCAMONGA REGIONAL HISTORY CENTER
REPRODUCTION REQUEST PROCEDURES
Reproduction of materials in Municipal Archives and the Cucamonga
Regional History Center is to be done only by an authorized
staff member or volunteer.
Some material may be covered by copyright laws. It is the
responsibility of the researcher to know the general provisions
of these laws. Researchers must read the copyright information
below and sign their name, indicating they understand the
statement. After signing the statement follow the procedure
below.
1. Obtain a reproduction request marker from the reference
staff.
2. Place the marker in the folder in front of the document(s)
to be copied. If several pages are to be copied, indicate
that information, in pencil, on the marker before placing
it in the folder e.g. Pages 6-10; Pages 6, 7, 10-13.
3. DO NOT REMOVE the documents from the file folder.
4. Complete the Reproduction Request Form on the reverse of this
sheet. Include information on whether you want the materials
mailed or will pick them up in person.
5. Give the Reproduction Request Form to the reference staff
member on duty. Copies will be provided as expeditiously
as possible.
6. Payment may be made by check payable to "City of
Rancho Cucamonga".
NOTICE OF COPYRIGHT RESTRICTIONS
Under certain conditions, libraries and archives are authorized to
provide a reproduction of material in their holdings. One of these
conditions is that the reproduction is not to be "used for any
purpose other than private study, scholarship, or research."
[Title 17, U.S. Code]
~ have read and understand the statement on copyright standards.
Signature Date
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
AND
CUCAMONGA REGIONAL HISTORY CENTER
RESEARCH INFORMATION FORM
Name
Address
Occupat i on Te 1.
TO ASSIST the staff in providing all the Televant material on your
research topic, please provide the information requested below.
PURPOSE OF RESEARCH
O City Government Business O Local History
O Genealogy O Legal Investigation
O Article O Book
O Research Paper O Thesis
O Dissertation O Other
Brief Description of Topic:
I have read and agree to abide by the "Reference Rules" and the
"Reproduction Requst Procedures", including the information on
copyright. I agree to indemnify and hold harmless the City of
Rancho Cucamonga, its officers, employees, and agents from any and
all claims resulting from the use of materials in the Municipal Archives
or Regional History Center. I understand that failure to comply with
these rules may result in the denial of access of the collections.
Signed Date
If it appears that your research parallels that of another researcher,
do you wish the staff to provide your name and address to the other
-eaearcher?
O Yes O No
Received by Date
CITY OF RANCHO CUCAMONGA MUNICIPAL ARCHIVES
AND
CUCAMONGA REGIONAL HISTORY CENTER
REFERENCE RULES
1. Researchers must complete a Research Information Form
for every research project and provide acceptable identification.
2. Researchers must sign the register at the beginning of
each visit.
3. All briefcases, purses, coats and other personal items are
to be placed in the area provided for them.
4. Only staff may remove records from the shelves.
5. Records must be requested through the use of a Reference
Request Slip which is given to a staff member. A staff member will
bring the records to the researcher in the reference area.
6. Records may not be transmitted from one researcher to another.
Each researcher must complete a Reference Request Slip.
7. Records must be returned to a staff person in proper order.
8. PENS ARE NOT PERMITTED IN THE REFERENCE AREA
9. All records must be handled with care. Do not add or remove
marks. Do not lean on or place note pads upon the documents.
10. Loose sheets and volume pages should be handled by their edges.
Cotton gloves must be worn when handling particularly sensitive records
and photographs.
11. Remove only a single folder from the box at a time. DO NOT
remove the records from the folders. The exact order of records in a
folder and folders within a box must be maintained. If you feel there
is a mistake in the arrangement, please notify a staff member.
12. Mutilation, destruction and theft of records will be subject
to prosecution.
13. Smoking, eating drinking and chewing gum are prohibited in
the Municipal Archives and Regional History Center.
14. Records may be reproduced only if this can be accomplished
without damage to the record and when copyright and donor restrictions
are respected.
15. Reproduction Request Forms must be completed and submitted
"o reference staff.
Records which are being processed, are not arranged, are execeptionally
valuable or fragile, or are subject to donor provisions may be restricted.
In some cases duplicates may be available.
APPENDEX
APPENDIX A
GLOSSARY OF ARCHIVAL TERMS
Note: The distinction between the following two terms needs
to be clearly understood and therefore they have been
separated from the main body of the Glossary.
ARCHIVES - (1) The noncurrent records of an organization or
institution preserved because of ~heir continuing value;
also referred to, in this sense, as archival materials or
archival holdings. (2) The agency responsible for
selecting, preserving, and making available archival
materials. (3) The building or part of a building where
such materials are located.
COLLECTION - (1) An artificial accumulation of manuscripts
or documents devoted to a single theme, person, event, or
type of record. (2) A body of manuscripts or papers,
including associated printed or near-print materials, having
a common source. (3) In singular or plural form, the total
holdings - accessions and deposits - of a repository.
**** **** **** **** **** ****
ACCESSION - (1) The act and procedures involved in a
transfer of legal title and the taking of records or papers
into the physical custody of an archival agency, records
center, or manuscript repository.
APPRAISAL - The process of determining the value and thus
the disposition of records based upon their current
administrative, legal, and fiscal use; their evidential and
informational or research value; their arrangement; and
their relationship to other records.
ARRANGEMENT - The process and results of organizing
archives, records, and manuscripts in accordance with
accepted archival principles, particularly provenance, at as
many as necessary of the following levels: repository,
record group, series, file unit and document. The process
usually includes packing, labeling, and shelving of
archives, records, and manuscripts, and is intended to
achieve physical or administrative control and basic
identification of the holdings.
Appendix A - 2
CUBIC FEET - A measurement of volume for records, archives,
and manuscripts. Commonly associated with a storage
container approximately 15" x 12 1/2" x 10" (One cubic
foot).
CURRENT RECORDS - Records necessary for conducting the
current business of an office and which therefore must be
maintained in office space and equipment. In U.S.
government useage records are regarded as current or active
if there is at least one reference use per cubic foot per
month.
CUSTODY - The guardianship of records, archives, and
manuscripts which, in a strict sense, includes both physical
possession and legal title.
DEED OF GIFT - A signed, written instrument containing a
voluntary transfer of title to real or personal property
without a monetary consideration. This frequently takes the
form of a contract establishing conditions governing the
transfer of title and specifying any restrictions on access
or use.
DISPOSITION - The actions taken with regard to noncurrent
records following their appraisal. The actions include
transfer to a records center for temporary storage, transfer
to an archival agency, donation to an eligible repository,
reproduction on microfilm or optical disk, and destruction.
EVIDENTIAL VALUE - A phrase that refers to the value of
those records of an agency that are "necessary to provide an
authentic and adequate documentation of its organization and
functioning.,, Modern Archives: Principles and
Techniques (Chicago: University of Chicago Press, 1956)
INTRINSIC VALUE - Inherent value and, in manuscript
appraisal, the worth, in monetary terms, of a document
dependent upon some unique factor, such as its age, the
circumstances regarding its creation, a signature, or an
attached seal.
MACHINE-READABLE RECORDS/ARCHIVES - Records and archives
whose informational content is usually in code and ~as
been recorded on media such as magnetic discs, optical
disks, etc. The coded information is retrievable only by
machine.
Appendix A - 3
MANUSCRIPT - A handwritten or typed document, including a
letter-press or carbon copy. A mechanically produced form
completed in handwriting or typescript is also considered a
manuscript.
PRESERVATION - (1) The basic responsibility to provide
adequate facilities for the protection, care, and
maintenance of archives, records, and manuscripts.
(2) Specific measures undertaken for the repair,
maintenance, restoration or protec, tion of documents.
PROCESSING - The activities intended to facilitate the use
of personal papers and manuscript collections generally
comparable to arrangement, description, and preservation of
archival material.
PROVENANCE - (1) In general archival and manuscript usage,
the "office of origin" of records, i.e., that office or
administrative entity that created or received and
accumulated the records in the conduct of business.
(2) In archival theory, the principle that archives of a
given records creator must not be intermingled with those of
other records creators.
PUBLIC RECORDS - In general usage, records accumulated by
government agencies.
RECORD - Recorded information regardless of media or
characteristics.
RECORD GROUP - A body of organizationally related records
established on the basis of provenance with particular
regard for the administrative history, the complexity, and
the volume of the records and archives of the institution or
organization involved. Collective and general record groups
represent modification of this basic concept for convenience
in arrangement, description, and reference service.
RECORDS MAFAGEMEFE - That area of general administrative
management concerned with achieving economy and efficiency
in the creation, use and maintenance, and disposition of
records.
RECORDS RETENTION SCHEDULE - A document governing, on a
continuing basis, the retention and disposition of the
recurring records series of an organization or agency.
REPOSITORY - A place were archives, records, or manuscripts
are kept.
~pp~ndix ~ - 4
SERIES - File units or documents arranged in accordance with
a filing system or maintained as a unit because they relate
to a particular subject or function, result from the same
activity, have a particular form, or because of some other
relationship arising out of their creation, receipt, or use.
WORKING PAPERS - Documents such as rough note, calculations,
or drafts assembled or created and used in the preparation
or analysis of other documents.
This glossary is extracted from a much more extensive work
titled A Basic Glossary for Archivists, Manuscript Curators,
and Records Managers by Frank B. Evans and Donald F.
Harrison and published in The American Archivist, vol 37
Number 3, July 1974. ' '
APPENDIX B
FUNCTIONAL CATEGORIES OF RECORDS
GROUPED BY RELATIVE IMPORTANCE
NOTE: The following information is reprinted from Archives
& Manuscripts: Appraisal & Accessioning by Maynard J.
Brichford, c. 1977 The Society of American Archivists,
pp. 22 - 23. The lists are more extensive than the
immediate needs of the municipal archives, but are helpful
in understanding the types of materials which may be found
in archives in general.
USUALLY VALUABLE
Academic record cards Manuals, policy
Acts, legislative Manuals, procedure
Addresses Memo irs
Albums Memorials
Autobiographies Messages, official
Briefs Militia lists
Broads ides Minutes
Brochures Muster rolls
Budgets News letters
Bulletins Orders
By-laws Organizational charts
Cadasters Platforms
Calendars Poll lists
Cata logs Proceedings
Census rolls Proclamations
Constitutions Recollections
Credences Regulat ions
Diaries Reports, annual
Digests Reports, audit
Directions Reports, research
Direct ires Resolut ions
Directories Rolls
Dockets Rosters
Elections, certificates, Rules
and returns Speeches
Guides Statutes
Handbooks Studies
Histories Summaries
Indexes Surveys
Interviews Synopses
Journals, research Tax returns
Laws Testimonials
Legal opinions Wills
Logs
Appendix B - Page 2
FUNCTIONAL CATEGORIES OF RECORDS
GROUPED BY RELATIVE IMPORTANCE - CONT.
OFTEN VALUABLE
Abstracts Letters, personal
Agendas Lists
Agreements , Maps
Announcements Memoranda
Awards Monographs
Books Motion picture films
Cables Music
Certificates Negatives, photograph
Charts Order books
Circulars Papers, personal
Collections Pardons
Contracts Payroll summary cards
Correspondence Petitions
Course outlines Photographs
Despatches Plans
Diagrams Poems
Disk recordings Posters
Documents Publications
Drawings Recommendations
Field notes Registers
Files Reports, progress
Files, personal Schedules
Files, research Scrapbooks
Film strips Specifications, building
Financial statements Subject files
Issuances Tape recordings
Journals Tariffs
Kinescopes Telegrams
Ledgers Videotapes
Letterbooks
Appendix B - Page 3
FUNCTIONAL CATEGORIES OF RECORDS
GROUPED BY RELATIVE IMPORTANCE - CONT.
OCCASIONALLY VALUABLE
Assessment records Materials Reprints
Bonds Nominations Returns
Cards Notebooks Schedules
Case files Notices , Scrapbooks
Catalogs Oaths Sketches
Clippings Payrolls Statements
Committee files Press releases Statistical
Course materials Program tables
Examination Questions documentation, Tabulations
Folders ADP Tapes,
Instructions Inventories transcribed
Jackets Property control Transcripts
Lectures listings
Lists Recommendations
Appendix B - Page 4
FUNCTIONAL CATEGORIES OF RECORDS
GROUPED BY RELATIVE IMPORTANCE - CONT.
QFTEN WITHOUT VALUE
Account books Payroll deductions, authorizations,
Accounting statements and notices
Addresses, manuscript Property inventories
version of published Purchase,orders
Applications Reading files
Appointments Receipts
Authorization of Releases
actions posted to Requests
permanent records Requisitions
Ballots Sales literature
Bank statements Slips
Bill, financial Shorthand notes
Budget work papers Speeches, manuscript
Cash books version of published
Checks, cancelled Tickets
Claims Tickler files
Classbooks Time books and
Day books records
Invoices Trial balances
Leases Vouchers
Manuscripts Warrants
Mortgages Work orders
Notes, lecture Work papers
Notes, research Worksheets
Orders, financial
Outlines
USUALLY WITHOUT VALUE
Duplicate copies
Stencils
Supplies