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HomeMy WebLinkAbout01-03-2006 ITEM VIII-B-2CITY OF, -� .,*, WASHINGTON UJq AGENDA BILL APPROVAL FORM Agenda Subject: Date: Resolution No. 3964 December 27, 2005 Department: Attachments: I Budget Impact: Legal Resolution No. 3964 ❑ Airport Administrative Recommendation: City Council adopt Resolution No. 3964. Background Summary: Earlier this year the City Clerk applied for a Local Records Grant from the Washington Secretary of State for funding to microfilm the City's permanent and essential records to ensure their preservation and security from loss or damage and convert the same to digital image. The City has been awarded a grant in the amount of $14, 397 to accomplish the project. Resolution No. 3964 authorizes the acceptance of the grant and the execution of the necessary grant documents. A0103-1 F5.2.21 Reviewed by Council & Committees: Reviewed by Departments & Divisions: ❑ Arts Commission COUNCIL COMMITTEES: ❑ Building ❑ M&O ❑ Airport ❑ Finance ❑ Cemetery ❑ Mayor ❑ Hearing Examiner ❑ Municipal Serv. ❑ Finance ❑ Parks ❑ Human Services ❑ Planning & CD ❑ Fire ❑ Planning ❑ Park Board []Public Works ❑ Legal ❑ Police ❑ Planning Comm. ❑ Other ❑ Public Works ❑ Human Resources ❑ Information Services Action: Committee Approval: Council Approval: Referred to Tabled ❑Yes []No [--]Yes []No Call for Public Hearing Until —/—/ Until Councilmember: Backus Staff: Heid Meeting Date: January 3, 2006 Item Number: V111.6.2 AUBURN *MORE THAN YOU IMAGINED RESOLUTION NO. 3 9 6 4 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE ACCEPTANCE OF GRANT FUNDS IN THE AMOUNT OF FOURTEEN THOUSAND THREE HUNDRED NINETY-SEVEN DOLLARS ($14,397.00) FOR THE 2005-2007 WASHINGTON STATE ARCHIVES LOCAL RECORDS GRANT PROGRAM, AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE NECESSARY GRANT AGREEMENT DOCUMENTS WHEREAS, the City Clerk for the City of Auburn submitted an application to the Washington Secretary of State for a grant as part of the 2005 — 2007 Washington State Archives Local Records Grant Program; and WHEREAS, the City has been advised that it has been approved to receive a grant from said program in the amount of Fourteen Thousand Three Hundred Ninety-seven Dollars ($14,397.00); and WHEREAS, acceptance of the grant will benefit the citizens of Auburn. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The City hereby approves the receipt of funds from the State of Washington, Office of the Secretary of State, Division of Archives and Records Management, in the total amount of Fourteen Thousand Three Hundred Ninety- seven Dollars ($14,397.00) and authorizes the Mayor and City Clerk to execute Grant Agreement No. G3161, marked as Exhibit "A" attached hereto and incorporated herein by this reference. Resolution No. 3964 December 27, 2005 Page 1 of 2 Section 2. The Mayor of the City of Auburn is hereby authorized to implement such administrative procedures as may be necessary to carry out the directions of this resolution. Section 3. This Resolution shall take effect and be in full force upon passage and signatures hereon. DATED and SIGNED THIS DAY OF , 2006. CITY OF AUBURN PETER B. LEWIS MAYOR ATTEST: Danielle. E. Daskam, City Clerk City Attorney ------------------------- Resolution No. 3964 December 27, 2005 Page 2 of 2 Grant ID No. 1.06 Resolution No. 3964 Exhibit A � OSOS Grant No. G-3161 GRANT AGREEMENT BETWEEN THE STATE OF WASHINGTON, OFFICE OF THE SECRETARY OF STATE, DIVISION OF ARCHIVES AND RECORDS MANAGEMENT, AND THE CITY OF AUBURN — CITY CLERK This Grant Agreement is entered into between the State of Washington, Office of the Secretary of State, Division of Archives and Records Management, hereinafter referred to as the "Agency', and the City of Auburn — City Clerk, hereinafter referred to as the "Grandee". PURPOSE The purpose of this Grant Agreement is to support local public records management and preservation efforts, as authorized under RCW 36.22.175., through the Archives and Records Management Division's Local Records Grant Program. STATEMENT OF WORK The Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below: The Grantee will perform the work as described and included in the Grantee's application dated July 27, 2005, attached as Exhibit A. The Washington State Archives Grant Program requires both the narrative and financial components of program progress reports be completed during the project period. Documentation of expenditures and bids is required. The Grantee shall submit, by December 31, 2006, an interim project report to both individuals listed below: Jerry Handfield, Washington State Archivist 1129 Washington Street SE P.O. Box 40238 Olympia, WA 98504-0238 Scott Sackett, Assistant Regional Archivist Central Washington Branch Grant Project Manager 400 East University Way, MS 7547' Ellensburg, WA 98926-7547 The reports must detail the activities performed or in progress toward the successful completion of the work described in Exhibit A. A final report, which provides a complete summary of the project and of all grant activities, shall be submitted to the above parties by the Grantee no later than June 15, 2007. PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance of this Agreement shall commence on date of execution, and be completed on June 30, 2007, unless terminated sooner as provided herein. PAYMENT In consideration for the work conducted as described in Exhibit A, the Agency agrees to reimburse the Grantee an amount not to exceed $14,397.00 as prescribed in the Budget as described in Exhibit A, and incorporated by reference herein. The Grantee Will receive 60 percent of the grant amount as a first grant payment approximately by the end of January 2006. The remaining funds due, up to the final 40 percent of the grant award, will be distributed as follows: Page 1 of 3 Grant ID No. 1.06 OSOS Grant No. G-3161 • Up to 20 percent of the grant amount upon submission and approval of the interim report due December 31, 2006, and • Up to 20 percent of the grant amount after completion of the project, upon submission and approval of the final report due June 15, 2007. A check for unexpended, previously forwarded grant monies and unexpended interest earned on those monies, must be returned to the Washington State Archives within 60 days of the completion of the project. Costs incurred prior to the effective date of the Grant Agreement shall be disallowed under the Grant. Should the Grantee incur costs prior to the effective date of the Grant Agreement, it does so at its own risk. RECORDS MAINTENANCE AND MONITORING PROJECTS FOR PROGRAM AND FISCAL COMPLIANCE The Grantee must comply with the accounting and auditing requirements set forth in WAC 434- 670-070 and WAC 434-670-080, respectively. Specific accounting requirements for the Local Records Grant Program include but are not limited to: • Grant money must be deposited in an auditable, interest-bearing account. Interest received must be applied to the project. • Grant work must be monitored in progress. The Washington State Archives staff may visit the work site for review at any time during the project. • Changes in the approved project, including changes of personnel, must be requested in writing to and approved by the Washington State Archives. • The Grantee must submit copies of all invoices with the final report. • The Grantee must adhere to local and state bid requirements. INDEPENDENT CAPACITY AND INDEMNIFICATION The employees or agents of each party who are engaged in the performance of this Grant Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. Each party to this Grant Agreement shall be responsible for its own acts and/or omissions and those of its officers, employees and agents. BUDGET REVISIONS Budget revisions are permitted only with official written approval from the Washington State Archivist. TERMINATION Either party may terminate this Grant Agreement upon 30 days' prior written notification to the other party. If this Grant Agreement is so terminated, the parties shall be liable for performance rendered or costs incurred in accordance with the terms of this Grant Agreement prior to the effective date of termination. TERMINATION FOR CAUSE If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Grant Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within 15 working days. If failure or violation is not corrected, this Grant Agreement may be terminated immediately by written notice Page 2 of 3 Grant ID No. 1.06 OSOS Granit No. G-3161 of the aggrieved party to the other. In the event of a termination for cause, all unused funds must be returned to the Agency's Local Records Grant Program. In the event that the Termination of Cause occurs due to any violation of these contract provisions by the Grantee, the Grantee may be required to reimburse the Agency's Local Records Grant Program for the expended portions of the funds. The rights and remedies of the Agency provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law or under this contract. DISPUTES Except as otherwise provided in this Grant Agreement, when a dispute arises between the parties and it cannot be resolved by direct negotiation, either party may request a dispute hearing with the Secretary of State. Nothing in this Grant Agreement shall be construed to limit the parties' choice of a mutually acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute resolution procedure outlined above. GOVERNANCE In the event of any inconsistency in the terms of this Grant Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: a. Applicable state and federal statutes and rules; and b. This Grant Agreement and any and all attached exhibits GOVERNING LAW This Grant Agreement shall be construed and interpreted in accordance with the laws of the State of Washington, and the venue of any action brought hereunder shall be in the Superior Court for Thurston County. IN WITNESS WHEREOF, the parties have executed this Grant Agreement. CITY OF AUBURN — CITY CLERK Authorized Signatory OFFICE OF THE SECRETARY OF STATE Date Linda Shea Date Financial Services Manager Print Name: Title: EXHIBITS: A. Grant Application Page 3 of 3 EXHIBIT A GRANT APPLICATION Washington State Archives Local Records Grant Program 2005-2007 Grant.Application Ree'd ID NO. 1.06 JUL 2 8 2005 OSOS NO. G-3161 Secretary of State a$TATE ARCHIVES o° ar/,C;ia Secretary of State "'"° SAM REED State Representative District: 31 and 47 Applicant Agency: City of Auburn City Clerk Agency Head: Mayor Peter B. Lewis Address: 25 West Main Street, Auburn, WA, 98001 Telephone: (253)931-3041 Fax:(253) 288-3132 State Senate District: 31/47 County: King & Pierre E-mail: plewis@auburnwa.gov Federal Employer Identification Number (FEIN): 91-6001228 Authorizing Agency (if different from above): Authorizing Official/Title: Address: Telephone: Fax: Primary Project Contact: Danielle Daskam, City Clerk Address: 25 West Main Street, Auburn, WA, 98001 E-mail: Telephone: (253)931-3037 Fax: (253)804-3116 E-mail: ddaskam@auburnwa.gov Application Prepared by: Name/Title: Danielle Daskam, City Clerk Date: 7/18/05 Telephone: (253) 931-3037 Fax: (253) 804-3116 E-mail: ddaskam@auburriwa.gov Budget Summary Local Records Grant Program 2005-2007 BUDGET CATEGORY GRANT FUNDS REQUESTED Personnel $ 1,755 Supplies Travel Vendor $12,642 Consultant Other: Specify Shelving Standard Metal Subtotal $14,397 Budget Category Subtotal $14,397 Total Grant Funds Requested: $14,397 Certification of Authority to Secure and P_eterB. Lewis, Mayor Printed Name/Title of Authorizing Official Date JUL 2 7 2005 Encum o' ?ds L� Pri ted Name/Tifle ofAuthorizing Official Peter B. Lewis, Mayor The conversion of the documents from microfilm to digital image and import to the City's document imaging system (Laserfiche) will add approximately 30,000 public documents to the City's scanned documents library. The public documents will then be available to the public and other staff members on-line through web publishing. This will reduce the amount of time spent by City Clerk staff retrieving documents from the vault and archives and expedites the public access of documents. Budget and Financial Considerations Local Records Grant program 2005-2007 Budget Detail, Explanation, and Justification Vendor Microfilming Services Approximately 78,200 images of 12 Ordinances, resolutions, minutes, agendas And budgets $ 5,792 Vendor Microfilming Services Approximately 24,000 images of Building permits $ 1,740 Vendor Scanning Services Approximately 78,200 images of Ordinances, resolutions, minutes, agendas And budgets $ 3,910 Vendor Scanning Services Approximately 24,000 images of Building permits $ 1,200 SUBTOTAL (VENDOR EXPENSES) $12,642.00 Personnel Costs Personnel costs (overtime hours) associated with document prep Cathy Richardson, Deputy City Clerk, 40 hours at $24.59 per hour (without benefits) $ 979.60 Stephanie Fuller, Records Clerk, 40 hours at $19.39 per hour (without benefits) $ 775.60 SUBTOTAL (PERSONNEL COSTS) 1,75 ;.20 TOTAL GRANT REQUEST AJA�MLQ Interest-bearing Account Information Key Bank 15 Auburn Avenue Auburn, WA 98001 Accounting Methods and Audit Procedures The City of Auburn is annually audited by the Washington State Auditor's Office. The 2004 audit is ongoing. The annual budget of the City is prepared by the Mayor and Finance Department staff and is ultimately adopted by the City Council. Budget revenues and expenditures are monitored by the City's Finance Department and the Mayor. Quarterly revenue and expenditure reports are provided to the City Council. Related Evaluation Factors Local Records Grant Program 2005-2007 Statement of Previous Actions The City has no microfilming capabilities and there has been no budget allocation for document microfilming. In 1998, the City Clerk's Office purchased the document imaging software,"Lasenfiche, in order to enhance access to ordinances, resolutions, minutes and agendas. The City Clerk's Office has been able to convert the latest ordinances, resolutions, minutes, and agenda documents to electronic format utilizing the City's document imaging software, Laserfiche. However, because of staffing and budget constraints, scanning of the older records has not been possible. Impact of this Project and its Importance in Terms of Long -Range Planning The City Clerk of the City of Auburn is the custodian of all the minutes, ordinances, resolutions, and other permanent, essential and archival records of the City. The proposed project provides the funding needed to ensure that the permanent and essential records of the City are properly preserved and managed in accordance with State law and retention schedules. Additionally, by converting the documents to digital images and utilizing the City's document imaging software, the digital images of the documents are readily available to the public and other staff members. Future Records Management and Preservation Actions It is anticipated that once the backlog of permanent and essential records have been microfilmed and converted to digital image, current and future records will be microfilmed and scanned using current staffing resources and general budget allocations. SUPPORT MATERIAL Required: Check Payee form Resumes of project personnel, consultant, volunteers, etc. Required Project Specific: Identification of services, equipment, supplies, etc. Other relevant information/materials as applicable Washington Secretary of State Washington State Archives Local Records Grant Program 2005-2007 Grant Application CHECK PAYEE FORM This form identifies the agency/institution/organization grant checks will be made payable to and the individual designated to receive mailed checks. Check Payee Information: List the name and address of the check payee — do not include an individual's name, only the name and address of the agency to which the check must be made payable. AGENCY: CITY OF AUBURN ADDRESS: 25 WEST MAIN STREET, AUBURN, WA, 98001 (Include city, state, and zip) Please indicate the individual to whom grant payments should be mailed. This person may be the project contact, or other designated individual representing the applicant or authorizing agency. The check and/or other payment information will be mailed directly to this individual. NAME: DANIELLE DASKAM, CITY CLERK ADDRESS: 25 WEST MAIN STREET, AUBURN, WA, 98001 (Include -city, state, and zip) TELEPHONE: (253) 931-3037 Washington Secretary of State Washington State Archives Local Records Grant Program 2005-2007 Grant Application GRANT APPLICATION QUESTIONAIRE Local Records Grant Program 2005-2007 The grant application process revolves around a series of questions developed to determine the type, value and location of your records management needs. The following specific questions have been developed for your use. Your regional archivist will be available to assist you with questions on the familiar and unfamiliar aspects of this evaluation process. This information will be used in the grant application review. 1.) Who owns the Records? (Examples: Do the records belong to more than ones agency or jurisdiction?) The records that are the subject of this proposal are City of Auburn records and are maintained by the City Clerk's Office. 2.) Where are the Records? What is the physical location of the records? (Examples: Are they in an office, storeroom, vault, basement, loft, or warehouse? What floor of the facility are they on?) The ordinances, resolutions, minutes and budgets are currently located in the City's vault located on the main floor of the City Hall building. The vault is located within the Finance Department and is shared by the City Clerk's Office, the -Finance Department, and the Information Services Department. The building permit records and some of the agendas are located in the archives area, which is located in the basement of the City Hall building. What is the accessibility to the records? (Examples: Do you have to climb stairs up or down to get to the records? Is there elevator access? Do you have to climb a ladder to get to them? Are they in a secured area requiring special access? Are there times during the day that access to the records would not be possible?) The original ordinances, resolutions, minutes, agendas and budgets are secured in the vault located in the Finance Department. City Clerk staff as well as Finance Department and Information Services Department have access to the vault. The documents are located on movable shelving units and in archive storage boxes. Building permit records are maintained in the archives area located on the basement floor of City Hall. The records are stored in archive storage boxes on metal shelving units. The building records were previously stored off-site in a rented commercial storage unit. . Local Records Grant Program 2005-2007 Questionnaire page 2 Can the records processed be moved to a different storage facility if it is determined that the area currently being used in inadequate or detrimental? The records in question are permanent and/or essential records that do not have security microfilm backup. The current storage facilities are cramped and expansion of the facility is not an option. 3.) Why are the Records where they are? Are there any particular reasons the records are where they ares and in the current shape they are in? (Examples: inadequate facility space, audit, fire, natural disaster, criminal investigation, lawsuit, neglect?) The ordinances, resolutions, minutes, agendas, and budgets are maintained in the vault which provides some protection but not necessarily full protection from disaster. Building permit records are maintained in the archive area due to lack of space in a more protected and secure area. 4.) What are the Records? What records exist? (Examples: correspondence, reports, audits, budgets, licenses, drawings, maps, payroll, receipts, time cards, artifacts, photographs, microfilm, microfiche, photos, videos, movies, slides etc.) The records include original ordinances, resolutions, minutes, and agendas dating back to date of incorporation (1891). Building permits from 1922 to 1986 are also part of the project proposal. Are any of these records sensitive or confidential? All of the records identified are public records and contain no sensitive or confidential information. Are different media intermingled in the files? All of the records are in paper format. Are there any existing file indexes or records inventories available for these records units? A partial inventory of the ordinances and resolutions exists and dates from approximately 1987 to current date. Is there anyone on the staff who knows anything about the history of these records? The City Clerk and Deputy City Clerk have the greatest knowledge of the subject records. 5.) How many Records are we talking about? How many records boxes are there? (Example: How many boxes are there in these various sized boxes: records letter, records legal, moving, copy paper?) Local Records Grant Program 2005-2007 Questionnaire page 3 The records are currently either in a standard archive storage box or on lateral movable shelving. The records comprise approximately 40 standard archive boxes. Are the records boxes on any kind of standardized records shelving? The building records are stored in standard archive boxes on heavy-duty metal framed shelving units. If so, what is the condition of the shelving units? The metal -framed shelving units were installed in the late 1980's and additional units were added in 2001. The units are in good condition. How many records are in file cabinets or open shelving units? (Example: How many file cabinet drawers and/or open shelves are there?) Ordinances, resolutions, minutes and agendas are maintained on open movable lateral shelving units in the City's vault area. The shelving units contain approximately 73,000 pages of letter and legal sized documents. 6.) What is the overall condition of the Records? What is the physical condition of the records? (Examples: Are they clean, dirty, dry, water damaged, pest damaged, etc.?) Most of the ordinances, resolutions, minutes, agendas, and budgets are in good condition. However, older documents, such as minutes from the years 1891 through 1926 are fragile and feel brittle to the touch. The building records, stored in the City's inactive archive area, are in fair condition. Are the records in good condition but the boxes or filing cabinets that house them in poor condition? The records are in good to fair condition, with some older records (1891-1926) in fragile condition. The boxes and storage facilities are in good condition. 7.) What working space is available? The records can be processed preferably in the City Clerk's Office area or the archive storage area. If the records are currently in an unsuitable or hazardous location, is there a suitable location available to move them to for processing? Suitable space would include: ❑ An open and reasonably ventilated area. ❑ Acceptable lighting. ❑ Adequate security. Local Records Grant Program 2005-2007 Questionnaire page 4 ❑ Loading dock or pallet access. ❑ Access to electrical outlets for laptop computers. ❑ Is there access to recycling and garbage pick-up and shredding services? 8.) What working equipment is available? (Examples: hand -trucks, ladders, step stools, working tables and chairs, pallet jack, etc.) The City Clerk's staff has access to hand -trucks, ladders and step stools. Tables and chairs are also available. Laptop computers are also available for inventorying purposes. 9.) What are the Records used for? (Examples: What are the records' function, purpose & contents? Do they serve different purposes for different users?l The records consist of ordinances, resolution, minutes, agendas, budgets and building permit records. The ordinances are the local laws of a municipal government enacted by the legislative authority for the City. The resolutions are also an act of the legislative authority, but are less formal than ordinances and generally deal with matters of special or of a temporary nature. Minutes are the official record of proceedings and are a historical record cf what was done at a meeting. Agendas consist of an outline of the subjects to be discussed and/or acted on at a public meeting. Budgets are the attachments to the budget ordinances that adopt them. Building permits are the official record of permitted building construction or modification. 10.) How old are the records? The records date as far back as 1891 (the City's incorporation) to current date. 11.) Are they originals, copies or duplicates? Do we need copies or duplicates, if so, how many? The documents are in their original form. Some building permit records are carbon copies. 12.) What is the growth rate of the records series? The growth rate is approximately two to four percent per year depending on the record series. 13.) How are the Records asked for? (Example: How often are the records asked for and by whom? The City Clerk's Office routinely receives public requests for ordinances, resolutions, minutes, agendas, and building permit records. The City Clerk's staff responds to approximately 3,000 public records requests annually. Approximately, ten percent of the requests are for documents related to ordinances, resolutions, minutes and building permits. In addition, the City Clerk's Office responds to several hundred requests annually from City staff for ordinances, resolutions, minutes, and agendas. Local Records Grant Program 2005-2007 Questionnaire page 5 14.) What is the value of the records and how long are they to be kept? (Example: What are the retention and disposition regulations governing the records .and their copies?) All of the records identified in this grant proposal are permanent, essential records and/or of archival value. 15.) Are the records essential (vital) records? The records identified (ordinances, resolutions, minutes, budgets, and building permits) are essential records as provided for in Chapter 40.10 RCW, 16.) Could the records go to the State Archives if properly boxed and indexed? Yes, the records could be transferred to the state archives for preservation. However, staff members and the public routinely request access to the documents. 17.) What physical facility and equipment issues need to be addressed? (Example: Will new or additional shelving be needed?) None. 18.) Are there environmental issues having to due with safety during clean- up and disposition of records after clean-up? (Example: Will staff need to wear protective masks, aprons and gloves?) None 19.) What resources will the applicant need? (Example: State Archives personnel training for project development, new archives boxes, labels temporary staffing?) The City Clerk staff will utilize archive/record center storage boxes purchased from the State's Central Stores. Other standard business supplies will be used for preparation of the documents. CITY OF AUBURN PROJECT PERSONNEL Danielle Daskam, is the primary project contact and is the current City Clerk for the City of Auburn. She has held the position of City Clerk since 1997. As City Clerk, Ms. Daskam is responsible for the custody and management of all official records and legal documents of the City. She supervises the collection, dissemination and storage of all public records and works with departments to determine their records management needs. She has held various positions in the Auburn City Clerk's Office since 1991, including that of Records Clerk, and has over 25 years of municipal experience related .to records management. Ms. Daskam achieved her Certified Municipal Clerk status in 2003. As primary project contact, Ms. Daskam will be responsible for monitoring the progress of the project, supervising staff involved in preparation of the documents for microfilming and scanning, and preparing the narrative reports. Cathy Richardson, is the Deputy City Clerk for the City of Auburn and has held the position since 1998. Prior to taking a position with the City Clerk's Office, Ms. Richardson worked in Auburn's Building Division. The Deputy City Clerk position has various responsibilities including assisting in the maintenance of the City's permanent records and maintenance of the City Clerk's record index and filing systems. The Deputy City Clerk acts in the capacity of the City Clerk in her absence. Ms. Richardson achieved her Certified Municipal Clerk status in 2004. Ms. Richardson will be participating in the project by preparing the permanent and essential records for microfilming and scanning. Stephanie Fuller, is the Records Clerk for the City of Auburn City Clerk's, Office and has held the position since 2002. The Records Clerk position is responsible for maintaining and monitoring the City's active and inactive records retention program and for arranging records for destruction upon the expiration of their retention period. The Records Clerk routinely transports, searches, sorts, indexes, and files records. Ms. Fuller will be participating in the project by preparing the permanent and essential records for microfilming and scanning. VENDOR INFORMATION FOLLOWS SECRET J SrI / 1889 Sam Reed ;/ U- U J DIVISION OF ARCHIVES & RECORDS MANAGEMENT 711 Tumwater Boulevard SW MS: 40240 PO Box 40240 Olympia, WA 98504-0240 Tel: 360.586.2487 Fax: 360.586.9602 gmennogar@secstate.wa.gov Imaging Services Price List -TE- E cone CODE SERVICES UNIT PRICE UNIT 11 Document Preparation $26.00 Per Hour CONVERT PAPER DOCUMENTS TO MICROFILM 21 16mm Planetary Microfilm (Up to 11" X 17" Pages) $0,06 Per Page 22 16mm Planetary Bound Books $0.20 Per Pa e 23 35mm Planetary Microfilm - Flat PlansMa s, Drawings & Bound Books $0.45 Per Pa e 24 35mm Planetary Microfilm - (Special Handling) $0.55 Per Page CONVERT DIGITAL FILES TO MICROFILM 31 16mm Microfilm - TIFF Images to Microfilm $0,0175 Per Ima e 33 Conversion of MS Word, Excel, PDF, and other files to Microfilm $0.025 Per Image 34 Set up Fee waived for orders over $500.00 $100,00 Per Order MICROFILM PROCESSING 51 16mm x 100!131 ft. $5.00 Per Roll 52 16mm x 215 ft. $6.50 Per Roll 53 35mm x 100 ft. $7.00 Per Rall MICROFILM DUPLICATING/LOADING 81 16 mm x 1001131 ft. Diazo $8.50 Per Roll 82 16 mm x 215 ft. Diazo $9.25 Per Roll 83 35 mm x 100 ft. Diazo $9.75 Per Roll 84 16 mm x 100/131 ft. Silver $20.50 Per Roll 85 16 mm x 215 ft. Silver $26.75 Per Roll 86 35 mm x 100 ft. Silver $26.75 Per Roll 87 Microfiche Diazo $1.00 Per Fiche 73 Magazines/Cartridges $3.50 Each 74 ANSI Clips/Snap Clips/SnapCase $1.25 Each CONVERT MICROFILM TO DIGITAL FILES 41142 16 mm scannin 200 DPI / 300 DPI(goodquality) $0.041$0.05 Per Ima e 43/44 16 mm scanning 200 DPI / 300 DPI(poorquality) $0.06 / $0.08 Per Image 45/46 35 mm scanning 300 DPI 1600 DPI(goodquality) $0.10 / $0.15 Per Ima e 47/48 35 mm scanning 300 DPI / 600 DPI(poorquality) $0.15 / $0.20 Per Image 49 Grayscale Scanning for faded and hard to read documents * $0.20 Per Image* In addition to scanning charge CONVERT PAPER DOCUMENTS TO DIGITAL FILES 104/106 Scan Letter and Legal size paper 200 DPI 1300 DPI $0.04 / $0.06 Per Ima e 105/107 Scan Ledger 11" X 17" size paper @ 200 DPI / 300 DPI $0.07 / $0.095 Per Ima e 109 Flatbed /Color Scans $0.25 I $0.15 Per Ima e 101 Indexin /Data Entry/PDF Bookmarklqg $30.00 Per Hour 102 Convert Single Pae TIFF files to Multi -page $0.02 Per Pa e 103 Convert TIFF to searchable PDF $0.03 Per Page 108 Jumbo Scan $50.00 Per Hour 88 CD/DVD $15.00/$25.00 EACH ........ ,.,,. --JVI ,,, l,. -a„ vv. iiia r.uudm Inuuimn Processing Program monitors our microfilm processing services. These services are performed to specified professional standards for guaranteed safeguards of product quality and reliability. PICKUP AND DELIVERY Zone 1 - Thurston County - $15.00 Per sto Zone 2 - Lewis, Mason, Gras Harbor, arbor Pierce, King, Kitsap $25,00 Per sto Zone 3 - Clallam, Jefferson, Snohomish, Skagit, Whatcom, Skamanla, Cowlitz, $40.00 Per stop Clark Wahkiakum, Pacific Zone 4 - San Juan, Island, Okanogan, Chelan, Douglas, Kittitas, Grant, Yakima, $75.00 Per stop Benton, Franklin, Klickitat Zone 5 - Ferry, Stevens, Pend Oreille, Lincoln, Spokane, Adams, Whitman, -$100.00 Per stop Garfield, Columbia; Walla Walla, Asotin Each additional box over 10 boxes $3.00 Per box SPECIAL SERVICES 91 Microfilm/Microfiche Destruction $0.65 Per Pound 92 Production Sample No Char e 93 Minimum Production Charge 45100.00 94 Shipping and Handling Cost Plus 30% 96 Special Labelin $1.00 Each Prleec Ira mihienf 4n nhnn . TG. V...J.J. Ac--_t!i—-- ........ ,.,,. --JVI ,,, l,. -a„ vv. iiia r.uudm Inuuimn Processing Program monitors our microfilm processing services. These services are performed to specified professional standards for guaranteed safeguards of product quality and reliability. Auburn Tourism Board The reappointment of Susie Sourwine to a three-year term to expire on December 31, 2008. Park Board The reappointment of Michael Hassen to a three-year term to expire on December 31, 2008. White Rive Valley Historical Society The appointment of Ronnie Beyersdorf to a three-year term to expire on December 31, 2008. The appointment of Terry Davis to a three-year term to expire on December 31, 2008.