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Florida Architecture and Design Survey Pilot Project ( Libraries' mini grant proposal )
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Permanent Link: http://ufdc.ufl.edu/UF00103193/00001
 Material Information
Title: Florida Architecture and Design Survey Pilot Project ( Libraries' mini grant proposal )
Physical Description: Archival
Language: English
Creator: Nemmers, John
Publisher: George A. Smathers Libraries, University of Florida
Place of Publication: Gainesville, FL
Publication Date: October 2010
 Record Information
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.
Resource Identifier:
System ID: UF00103193:00001

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Additional project applicants, please give name, email, and brief role for each: The Co-PI will be the
Architecture Archives Curator in the Special & Area Studies Collections department (expected hiring:
Fall 2010). The Co-PI will be responsible for training/supervising two students, creating a survey
instrument, analyzing survey results, and co-authoring a final report.

Title of grant application project: Florida Architecture and Design Survey Pilot Project

Project abstract (no more than 100 words):
Planned as Phase 1 of a multi-phase project, funds will be used to hire two students to gather
historical data about archival architecture records in Florida. The project goals are to: 1) conduct a
survey of cultural heritage repositories to collect information on archival records related to Florida
architects and architecture; 2) prepare the UF Architecture Archives to seek external funding for
Phase 2 to conduct a detailed statewide assessment of holdings, services and practices; 3) establish
relationships with repositories holding architectural materials; and 4) increase awareness about the
Architecture Archives and the importance of documenting Florida's architectural heritage.

Funds requested (Limit of $5,000): $448

Describe how thel0% mandatory cost share will be met (be specific):
The Architecture Archives curator (expected hiring: Fall 2010) will provide 0.025 FTE to the mini-
grant. The minimum salary for the curator position is $45,000, so the minimum cost share amount will
be $865.68, which is almost 20% cost share.

Please list the library resources to be used in this project and the name of the person authorizing the
intended use and date authorized. Each authorizing person must initial their approval and availability of
resources for this project. If you need more room, continue on a separate page.

Resources Required for Project as Authorizing Approving Initials Date Authorized
applicable including cost share Individual
contributions

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2010-2011 Smathers Libraries Mini Grant
APPLICATION COVER SHEET
Application due: October 13, 2010, 5:00 PM


Check here if this is your first grant application where you will be serving as a principal investigator (PI).


Principal Investigator (PI) Name:

Department: Special & Area Studies


John Nemmers


Email: jnemmers@ufl.edu


Phone: 273-2766







Project Proposal Narrative


A. Project Goals, Objectives, Activities
The Florida Architecture and Design Survey Pilot Project will be Phase 1 of a multi-phase proj ect.
Project funds will be used to hire two students to gather historical data about archival architecture
records in Florida. The primary goals of the proj ect are:
1. To conduct a survey of cultural heritage repositories to collect information on extant archival records
related to Florida architects and architecture.
2. To prepare the UF Architecture Archives to seek external funding for a multi-year project (Phase 2) to
conduct a detailed statewide assessment of holdings, services and practices related to archival
architecture records.
3. To establish or strengthen relationships with repositories and organizations holding architectural
materials.
4. To increase awareness within the cultural heritage and architecture and design communities about the
UF Architecture Archives and the importance of documenting Florida's architectural heritage.

B. Project Importance
The UF Architecture Archives in the Department of Special & Area Studies is quickly establishing
itself as the preeminent repository for archival records pertaining to the architecture and architects of
Florida. Although there have been increased efforts in recent decades to preserve Florida's built
heritage, little has been done to identify and preserve the historical drawings and other records that
document that heritage. Since its founding in 2004, the Architecture Archives has sought to rectify this
problem by systematically collecting records with enduring research value. The goals of the Archives
are to preserve and promote archival drawings and other historic materials related to architecture and
design, to support education and scholarship, and to support the preservation of Florida's built
environment.

A principal activity undertaken by Archives staff, students and volunteers to date has been the
identification and solicitation of potential acquisitions. This has been a serendipitous process at times,
relying on word of mouth and referrals by donors or faculty in the College of Design, Construction &
Planning. One major difficulty is that currently there is no easy way to determine which collections
already have been acquired by other cultural heritage repositories. Many of the repositories holding
archival architecture collections have not described those collections online or have not contributed
their catalog records and archival collection descriptions to union databases such as OCLC's WorldCat
and ArchiveGrid. The collection development process for the Archives would be aided considerably
with the identification of those collections already residing in repositories.

Architecture Archives personnel also intend to conduct a future, statewide comprehensive assessment
of archival architecture records held by repositories, architects, firms and other individuals in Florida.
Planned as Phase 2, this anticipated multi-year proj ect will require external funding to conduct on-site
assessments of historical records at numerous locations around the state. Proj ect staff in Phase 2 will
determine the extent and condition of archival holdings in the state, and examine the practices and
activities related to the collecting, processing and promotion of those holdings. Granting agencies will
need information about the number of site visits and the estimated length of time required to conduct
the assessments, but the number and duration of the visits is almost impossible to predict without
information that Phase I will provide.

The information collected during Phase I will satisfy multiple needs. First, Archives personnel will use
the collected information to direct future collection development activities, particularly the solicitation
and acquisition of materials. Second, the information will be published and maintained on the
Architecture Archives site as a Guide to the Architecture and Design Collections ofFlorida, for use by
students, scholars, and other researchers interested in locating primary historical resources. Third, the







information will be used in the preparation of the external grant proposal for the Phase 2 statewide
comprehensive assessment project. Finally, the survey process allows the Archives to develop
relationships with many, if not all, of the repositories that would be asked to host site visits in Phase 2.

This Phase 1 proj ect supports the mission and goals of the Libraries and in a variety of direct and
indirect ways. The information collected by the survey will enable the Architecture Archives to
support the research needs of faculty and students in multiple colleges, departments and programs,
including the School of Architecture, the Department of History, and the Historic Preservation
program in the College of Design, Construction of Planning. The information will be used to guide
future collection development activities, as Archives staff will be able to identify architects, firms,
subj ects, or geographic regions lacking archival documentation. During the subsequent Phase 2
proj ect, staff will seek to acquire new collections by encouraging records creators and owners to
donate their holdings to the Archives. This proj ect also establishes the UF Libraries as a leader in the
effort to preserve the documentation of Florida's rich and diverse historic and architectural heritage. In
the future, when researchers look for information on Florida's built environment, the Libraries will be
the go-to resource, both for collections held by the Archives and for information about the holdings of
other repositories. The proj ect also increases the potential for collaborative proj ects with other
repositories, including collaborative collecting, digitization, preservation and access projects. Finally,
the proj ect facilitates the ongoing discussion about the need for the preservation of archival
architecture materials.

C. Similar Projects
A handful of similar proj ects have been undertaken by other academic libraries in recent years. The
collaborative Baltimore Architecture Project (http ://www.baltimorebuildinns .orn/pab-new/) provides
researchers with a database listing historical collections. Eastern Michigan University's Documenting
M~ichigan2 Architecture Project (http://www. archives. nov/nhprc/annotati on/septemb er-9 8/mi chi nan-
architecture.html), involved the creation of a survey to collect statewide information. North Carolina
State' s Built Heritage of North Calrolina (http://www.1ib. ncsu. edu/specialcollections/builtheritane/) and
Architects & Builders (http:.//ncarchitects.1ib .ncsu.edu/) both include information collected by a
previous records survey (http://www.1ib .ncsu. edu/specialcollections/dinital/text/architcsidxhtml).

D. Resources Needed / Impacts
Grant funds will be used to hire two student assistants for 28 weeks (January-July 2011). The proj ect
will not require any additional resources and will not impact other departments, with one minor
exception. The survey will be created using SurveyMonkey.com, and the IT Department will facilitate
the creation of the online survey form (this is routine work handled through a Grover request). The
publication of the online guide will not require new software or IT support, and the students will use
existing computers in Special Collections.

E. Plan of Work

JJJJJJJJJJJJJJJJJJanuar -M rc 2011
The PI (Nemmers) will hire and train two student assistants to survey Florida's cultural heritage
repositories. The students will disseminate a survey instrument created by the PI and Co-PI
(Architecture Archives Curator expected hiring Fall 2010). The survey population will include
hundreds of cultural heritage repositories identified using a variety of guides and lists, including but
not limited to:
Archival repositories listed in the Guide to Florida Archives &; Mlanuscript Repositories
http ://liibrar.uucfedu/Spe cial Collections/GuidetoRepo sitorie s/
Florida Association of Museums database of Florida museums http://www.flamuseums.ore,/museums/







Florida History Directory maintained by the Florida Historical Society
http ://www.myfloridahistory.ore,/1ibrarv/bluebok20
Florida' s county clerk offices. http://www.flclerks.com
Directory of Florida historic parks. http://www.floridastateparks.orp.
List of libraries maintained by the State Library of Florida: http://dlis.dos.state.fl.us/fpails/fl lib.html

In addition to the lists above, the students will identify potential survey participants by conducting
online queries to discover archives, libraries and museums with architecture and design holdings. In
addition to searching catalogs and union databases including WorldCat and ArchiveGrid, the students
will conduct queries using Google or other search services. As time allows, the students also will
consult historical publications pertaining to the architects and architecture of Florida, specifically
looking for citations for archival collections to identify holding repositories.

April-May 2011
Once the students have identified the targeted survey population, they will disseminate the survey
instrument directly via email to those repositories. The survey also will be disseminated broadly using
email lists, sites and newsletters of pertinent organizations. The proj ect will not include non-Florida
repositories holding pertinent materials, but the students will make note of any they identify. The
survey will ask the respondents to:
Indicate whether or not archival architecture records are held.
List the names of architects, firms or projects represented.
Describe or estimate the extent/size of the collections.
Indicate whether or not the collections are processed and accessible.
Provide links to online descriptions (e.g., online guides, databases, catalog records, etc.).
Identify critical issues requiring attention (e.g., preservation issues).
*Indicate willingness to participate in future statewide assessment project.
Anticipating that some of the repositories known to hold archival architecture records will not respond
to the survey, the students will attempt to gather information about their holdings by researching
repository websites and/or catalogs.

June-July 2011
The students will be responsible for publishing the Guide to the Architecture and Design Collections of
Florida. They will confirm links submitted by survey respondents for online descriptions, gather
additional information about the repositories or collections if necessary, and publish the information
online. This guide will be published as a wiki so that other repositories can register in order to submit
or edit their own entries in the future. The entries will be tagged with the names of each repository,
each creating architect/firm, and each geographic city/region, ensuring multiple points of access for
users.

August-October 2011
The co-PIs will publicize the availability of the guide using direct email and email lists, and will solicit
feedback from participating repositories. The co-PIs will create a final report that will be used later in
seeking external funding for the Phase 2 statewide comprehensive assessment proj ect. The report will
include an evaluation of the success of the proj ect based on the survey response rate and the
comprehensiveness of the guide. The report also will identify the possibility of any other future,
externally funded projects, particularly any collaborative preservation or processing proj ects
specifically addressing critical issues reported by survey participants.










Mini Grant Budget Form

Please add lines to table as needed. If you need help completing this form, please contact Bess de Farber, PH# 273-2519.


1. Salaries and Wage no fringe benefits reuired)
Name of Person Saaytimes % of effort Grant Funds Cost Share Total
Survey Student $8/hr x 28 weeks x 0.25 FTE $2,240.0 $0.0 $2,240.0
Survey Student $8/hr x 28 weeks x 0.25 FTE $2,240.0 $0.0 $2,240.0
Archives Curator (to be
hired Fall 2010) $45,000 x 40 weeks x 0.025 FTE $0.0 $865.6 $865.6

Nemmers (PI) $60,268 x 40 weeks x 0.025 FTE $0.0 $1,159.0 $1,159.0
$0.00 $0.00 $0.00
SUBTOTAL $4,480.00 $2,024.68 $6,504.68

2. Equipment
Item Quantit times Cost Grant Funds Cost Share Total
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

3. Suppies
Item Quantit times Cost Grant Funds Cost Share Total
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

4. Travel
From/To # of people/# of days Grant Funds Cost Share Total
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

5. Other (services vended, etc.)
Item Quantity times cost Grant Funds Cost Share Total
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

Grant Funds Cost Share Total
Total Direct Costs (add subtotals of items 1-5) $4,480.00 $2,024.68 $6,504.68


MINI GRANT PROGRAM DOCUMENTATION







W g |UNIVERSITY of
U "IFLOR IDA~

College of Design, Construction and Planning 331 Architecture Building
Office of the Dean PO Box 115701
Historic Preservation Programs Gainesville, FL 32611-5701
352-392-4836
352-392-7266 Fax

October 11, 2010

TO WHOM IT MAY CONCERN:

I am writing to strongly endorse the application of the UF Architecture Archives in the
Department of Special and Area Studies in its initiative to develop a Florida Architecture and
Design Survey Pilot Project. This important project will allow the department to continue its on-
going and valuable work to preserve and promote archival drawings and other historic materials
related to architecture and design, to support education and scholarship and to support the
preservation of this state's built environment.

The Historic Preservation Program of the College of Design, Construction and Planning has more
students in research at the PhD and Master's level than almost any other program of its type in
the country, and the dissertations and theses being prepared by our students have increasingly
been dependent on the collections already developed or in the process of being accumulated by
the this archive in the library on Florida architects, landscape architects, and other designers. It is
imperative to their studies that these collections be identified and collected and at the same time
linked in electronically with other depositories and organizations holding architectural materials
related to our state.

I am very familiar with the fine work that the archives have been accomplishing under the
direction of John Nemmers and his associate and urge the University of Florida George A.
Smathers Library to make the funds available for this worthy initiative.

Sincerely,







Roy Eugene Graham, FAIA, Fellow US/ICOMOS
Beinecke-Reeves Distinguished Professor
Director, Historic Preservation Programs
CENTER FOR WORLD HERITAGE RESEARCH AND STEWARDSHIP
College of Design, Construction and Planning



The Foundation for The Gator Nation
An Equal Opportunity Institution







W Wp UNIVERSITY of

Ur IFLORD
College of Design, Construction and Planning 231 Architecture Building
School of Architecture PO Box 115702
Gainesville, FL 32611-5702
352-392-0205
352-392-4606 Fax


12 October, 2010

RE: Letter of Support for Florida Architecture and Design Survey Pilot Project

Dear Libraries Grant Management Committee,

I am pleased to have the opportunity to write on behalf of the UF Architecture Archives in the Department of
Special & Area Studies. The growing archive team is doing phenomenal work toward establishing UF as
'the' architectural archive in the State of Florida. There are competitors, including the University of Miami;
however Mr. Nemmers and his team, in collaboration with the School of Architecture, have achieved great
advances in their collection and negotiations continue with leading architects who have shaped the first 50
years of Florida architecture we still have a long way to go. The Florida Architecture and Design Survey
Pilot Project is one of the next critical actions that will continue the current momentum and provide needed
foundational support to build and expand on the important work already completed. Many artifacts,
drawings, models and publications have been collected but still must be cataloged to be accessible to
architecture students, historians or others who will contribute to the dialogue on Florida architecture.

This grant will directly support students and scholars by providing an accessible catalog for all of the
architectural collections in Florida; as well as support our mission to expand acquisitions by targeting those
arch itects/firms/projects that a re not presently arch ived. Most importantly, it provides i important i information
needed to garner federal funds that will allow us to conduct a comprehensive statewide assessment of
archival collections. This 'mini-grant' will seed this important initiative and is expected to generate a high
return from the federal government as well as through private philanthropy to include heritage estate
owners, architectural foundations and municipal governments.

The mini-grant will specifically support a survey of cultural heritage repositories, the development of a multi-
year project (Phase 2) to conduct a detailed statewide assessment of holdings, services and practices
related to archival architecture records and develop collaborations with repositories and organizations
holding architectural materials. Not only will this increase awareness of the cultural heritage nested within
Florida's architecture but will also contribute to the growing body of heritage tourism and economic
opportunities nested within this important period in Florida's history.

The UF Architecture Archives in the Department of Special & Area Studies is at an important launching
phase, the infrastructure is in place, the staff is emerging and there is a strong track record of achievement.
This 'mini-grant' will catalyze this early investment. We expect this archive to be the leading repository and
the clear destination for those pursuing research on Florida architecture such as, Fulbright scholars, PhD
candidates and post-doctoral students. I hope you will find this initiative exciting and compelling in terms of
growth, future value and worthiness in terms of continued funding from other sources.

Sincerely,



Martin A. Gold, AIA
Director




The Foundation for The Gator Nation
An Equal Opportunity Institution







W g |UNIVERSITY of
Ur |FLORD
201 Fine Arts A
George A. Smathers Libraries PO Box 117017
Departmental Libraries Gainesville, FL 32611-7017
Architecture & Fine Arts Library http://www.uflib .ufl.edu/afa



October 12, 2010

To members of the G ra nts Ma nagement Committee,

I a m ha ppy to provide a letter of support of the mini-gra nt proposalI submitted by John Nemmers of the
Special and Area Studies Department. The project, to conduct a survey of cultural heritage repositories to
document existing collections of materials related to Florida architects and architecture, is an ambitious and
needed undertaking.

This research will serve to inform strategic planning for the collecting and fundraising activities of the UF
Architecture Archives. In addition, and of particular interest to me as an architecture librarian, is the
promise of the resulIting publication: Guide to the Architecture and Design Collections of Florida. We
currently lack such a tool, and so the process of answering questions about architectural drawings and
documentation of the built environment in Florida is often difficult and extremely time-consuming.I
predict that this guide will become an invaluable reference tool for librarians and researchers across the
state and beyond.

If I can answer any questions, please feel free to contact me.

Best regards,

Ann Lindell
Head, UF Architecture & Fine Arts Library










Revision Questions & Answers


What does it mean "as time allows"? (Plan of work) The majority of the searching that
the students will conduct will be queries in online catalogs and web search engines to
identify repositories holding architecture/design collections. If, and only if, they have
completed all online querying ahead of schedule (i.e., we decide that there's no point in
continuing online searching), they will spend any remaining time in those first 3 months
examining print sources to identify holding repositories.

Does this project need IRB approval?
I am awaiting a response from the IRB office, but if the IRB office does want us to submit
a research application for approval, then we will do so in January 2011. This will allow
plenty of time for the approval process, including revision of the survey protocol if
needed.

How will success be measured for Phase I?
Success will be evaluated based on the comprehensiveness of the Guide to the
Architecture and Design Collections of Florida and the survey response rate. Specifically,
evaluation will be measured by: 1) the number of repositories identified for inclusion in
the guide, 2) the percentage of those repositories that respond to the survey
instrument, and 3) the quality of the responses generated by the survey instrument.
We're primarily interested in compiling a comprehensive list of repositories and
collections that will be published as the guide. The searches conducted by the students
and the survey instrument disseminated to other repositories are the methods we will
use to collect information that will be included in the guide. Even if we only get a 25%
response rate in the survey instrument, for example, we still will be able to list all of
those repositories that we had identified but that didn't respond. Of course, we're
hoping that we will get a high response rate so that we can confirm and expand on the
basic information that we have about extant records.

Can you provide a letter of commitment from an example repository that has reviewed
proposed plan? The proposal appears to need partnership support to provide survey
information and it is unclear that this will be forthcoming.
Adva nce com mitme nt is u nnecessa ry for th is type of su rveyi ng beca use the su rvey
population has not previously agreed to participate and there are no partner
repositories. It's not purely a random sample, of course, since we're starting with a list
of targeted repositories, but the survey instrument is going out broadly via lists,
websites, etc. For phase 2 (assuming we get past phase 1), we will conduct site visits
with selected repositories so that future grant application would include at least one
commitment letter from a participating repository.