HomeMy WebLinkAbout3964RESOLUTION 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 Zvc^+uZY , 2006.
OFAUBURN
PE"'f-ER B. LEWIS
MAYOR
ATTEST:
n Da'nielle E. Daskam,
City Clerk
APPR.OVED AS TO F
Daniel B. Hki
City Attorney
Resolution No. 3964
December 27, 2005
Page 2 of 2
` Resolution No. 3964
Grant ID No. 1.06 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 "Grantee".
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
deseribed 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:
.
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 ta
• 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 parry 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 Grant 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 parry 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.
OF AUBURN - CITY CLERK OFFICE OF THE SECRETARY OF STATE
;
Au 6rized Signatory - D te Linda hea Date
Financial Services Manager
Print Name: a 1( ~L~w c`
Title:
EXHIBITS:
A. Grant Application
Page 3 of 3
EXHIBIT A
GRANT APPLICATION
` Rec'd ID NO. 1.06
'
JUL 2 8 2005 OSOS NO. G-3161
Secretary of State
Washington State Archives .~~PTE ARCHIvEs
Local Records Grant Program
2005-2007 Grant A lication ~~~~'~~ary of State
p p SAM REED
State Representative Disfrict: 31 and 47 State Senate District: 31/47
Applicant Agency: City of Auburn City Clerk County: King & Pierce
Agency Head: Mayor Peter B. Lewis
Address: 25 West Main Street, Auburn, WA, 98001
Telephone: (253)931-3041 Fax:(253) 288-3132 E-mail: plewis@auburnwa.gov
Federal Employer ldentification Number (FEIN): 91-6001228
Authorizing Agency (if different from above):
Authorizing Official/Title:
Address:
Telephone: Fax: E-mail:
Primary Project Contact: Danielle Daskam, City Clerk
Address: 25 West Main Street, Auburn, WA, 98001
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@auburnwa.gov
Budget Summary Local Records Grant Program 2005-2007
BUDGET CATEGORY GRANT FUNDS
REQUESTED
Personnel $ 1,755
Su lies
Travel
Vendor $12,642
Consultant
Other: S ecif
Shelvin Standard Metal
Subtotal $14,397
Budget Category Subtotai $14,397
Total Grant Funds Requested: $14,397
Certification of Authority to Secure and Encum
~
Peter 8. Lewis, Mayor
Pnnted Name/Tifle of Aufhorizing Official Pri ted Name/7"itle of Authorizing Official
JUL 27 2005 Peter B. Lewis, Mayor
Date
Project Proposal Narrative Local Records Grant Program 2005-2007
(Attach additional pages if necessary)
Statement of Purpose
The City of Auburn is in need of microfilming its permanent and essential records in
order to provide preservation and security from loss or damage. The City also needs to
convert the microfilmed documents to digital image in order to provide faster and better
access to the public records.
Project Summary
The project proposes to microfilm permanent records consisting of City ordinances,
resolutions, City Council meeting minutes and agendas, budgefs and building permits to
ensure their preservation and protection from loss and to convert them to digital format
to provide ease of access.
The City of Auburn was incorporated in 1891. The original ordinances, resolutions,
minutes and agendas (in their paper form) are stored 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. In the
event of fire the documents are at risk from fire and water damage and could be lost in
the event of a natural disaster. The documents date back to the City's incorporation
and consist of approximately 5,900 ordinances, 3,800 resolutions and volumes of
minutes, agendas and budgets. In addition, building permits dating back to 1922 are
stored in the City's archives.
Since 1998, the City Clerk's Office has utilized Laserfiche, the City's document imaging
software, to convert documents to an electronic format. The City's method of handling
records conforms to generally accepted archival theory and practice. The objective of
the project is to microfilm the permanent and essential records and convert the same to
digital image for day-to-day use and on-line access by the public. The portion of
archiving work that would be accomplished as part of this funding would be used to
define the methodology and practice that other departments would utilize when archiving
documents.
Detailed Timeline and Work Plan
January 2006 Consult with vendor (Washington State Archives Imaging and
Preservation Services) in anticipation of transfer of records for
microfilming and imaging
Jan - Feb 2006 Prepare documents (ordinances, resolutions, minutes and
agendas), including removing staples and other bindings, sorting,
preparing lead sheets, and boxing for transfer to vendor for
microfilming and document imaging
March 2006 Transfer prepared documents to vendor for microfilming and
imaging
April 2006 Review status of document microfilming and imaging project with
vendor; prepare remaining records (building permits and budgets)
for transfer of records to vendor for microfilming and imaging
May 2006 Review status of document microfilming and imaging project with
vendor; begin preparation of first interim narrative report
June 2006 Submit first interim narrative report; review status of document
microfilming and imaging project
July - Nov 2006 Receipt of portion of permanent records from vendor and confirm
integrity of microfilm and quality of scanned documents.
Dec 2006 Prepare and submit 2"d interim narrative report
Jan - Mar 2007 Receipt of remaining and last of permanent records from vendor
and confirm integrity of microfilm and scanned documents
April 2007 With microfilming and scanning complete, transfer original of
permanent and essential records to regional archivist
May 2007 Prepare final narrative report
June 2007 Close project and submit final narrative report
Project Objectives
The project will provide a secure storage media (microfilm) for permanent and essential
records and will ensure their protection and preservation. The project will provide digital
images of the same records that will be imported to the City's current document imaging
software (Laserfiche) for day-to-day use and easier access by staff and the public.
The microfilming of permanent and essential records will also allow the paper records to
be transferred to the regional archives thereby increasing the space available in the
City's cramped vault area, which is shared by the City Clerk's Office, Finance
Department and Information Services Department. This move will also increase
available area in the archives and create a staging area for the future documents that
will be prepared for archiving.
Evaluation of Project Results
The expected project result includes the microfilming and scanning of over 100,000
images-approximately 30,000 separate permanent and/or essential documents,
thereby ensuring their protection and preservation as required by law.
Once microfilming of the documents is complete, the original paper documents will be
transferred to the regional archivist resulting in approximately 20 cubic feet of available
space in the City's vault and another 20 cubic feet of available space in the City's
archives.
The conversion of the documents from microfilm to digital image and import to the City's
document imaging system (Laserfiche) wiil 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 inembers 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 of12
Ordinances, resolutions, minutes, agendas
And budgets $ 5,7g2
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) 1 755.20
TOTAL GRANT REQUEST 14 3 7.2
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 purchasetl the document imaging software, Laserfiche, 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 inembers.
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 one
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.j Where are the Records?
What is the phvsical 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 Iocated 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 accessibilitv 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 storaqe facilitv if
it is determined that the area currentlv beinq 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 anv particular reasons the records are where thev are and
in the current shape thev 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 anv of these records sensitive or confidential?
All of the records identified are public records and contain no sensitive or confidential
information.
Are different media interminqled in the files?
All of the records are in paper format.
Are there anv existinq 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 anvone on the staff who knows anvthinq about the historv 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 manv 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 currentiy either in a standard archive storage box or on lateral movabie
shelving. The records comprise approximately 40 standard archive boxes.
Are the records boxes on anv kind of standardized records shelvinq?
The building records are stored in standard archive boxes on heavy-duty metal framed
shelving units.
If so, what is the condition of the shelvinq units?
The metal-framed shelving units were installed in the fate 1980's and additional units
were added in 2001. The units are in good condition.
How manv records are in file cabinets or open shelvinq 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 78,000
pages of letter and legal sized documents.
6.) What is the overall condition of the Records?
What is the phvsical 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 qood condition but the boxes or filinq 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 currentlv in an unsuitable or hazardous location, is
there a suitable location available to move them to for processinq?
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 workinq 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 ReCOYds 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 legisfative 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 of 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 oriqinals, copies or duplicates? Do we need copies or
duplicates, if so, how manv?
The documents are in their original form. Some building permit records are carbon copies.
12.) What is the qrowth 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 lonp are thev 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 qo to the State Archives if properlv 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 phvsical facilitv and equipment issues need to be addressed?
(Example: Will new or additional shelving be needed?)
None.
18.) Are there environmental issues havinq to due with safetv durinq 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
prograrn 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
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' '~a ;e89 ~°y SAM.REED
Imagirrg & PreseN~tiorr Services Mati~jer ~
' Tel 360 58B 2~~'7 i'"
Waafring~on Stafe krohives FEix 360 6669fi02
- p Q Btiz 40240 ymen~egar~sBCState v~1a•94~
~ 711~TumwAter.BlVd SV~ ~ ~~,~e~state.w~.c~ovfaroFuves '
Tumwaler, WA 98504 0240•
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srAr8o~ DNISION OF ARCHIVES & RECORDS MANAGEMENT
SEC~T~nI.L~..Y 711 Tumwater Boulevard SW MS: 40240.
~ - PO Box 40240
Olympia, WA 98504-0240
L) Tel: 360.586,2487
Fax: 360.586.9602
Sam Reed gmennegar@secstate.wa.gov
Imaging Services Price List
coo sE SERVICES UNIT PRICE UNIT
11 Document Pre aration $26.00 Per Hour
CONVERT PAPER DOCUMENTS TO MICROFILM
21 16mm Planeta Microfilm U to 11"' X 17" Pa es $0.06 Per Pa e
22 16mm Planetar Bound Books $0.20 Per Pa e
23 35mm Planetar Microfilm - Flat Plans, Ma s, Drawin s& Bound Books $0.45 Per Pa e
24 35mm Planetary. Microfilm - S ecial Handlin $0.55 Per Pa e
CONVERT DIGITAL FILES TO MICROFILM
31 16mm Microfiim - TIFF Ima es to Microfilm $0.0175 Per Ima e
33 Conversion of MS Word, Excel, PDF, and other files fo Microfilm $0.025 Per Ima e
34 Set u 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 Roil
53 35mm x 100 ft. $7.00 Per Roll
MICROFILM DUPLICATING/LOADING
81 16 mm x 100/131 ft. Diazo $8150 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 Ma azines/Cartrid es $3.50 Each
74 ANSI Cli s/Sna Case $1.25 Each
CONVERT MICROFILM TO DIGITAL FILES
41/42 16 mm scannin 200 DPI / 300 DPI ood ualit $0.04 !$0.05 Per ima e
43/44 16 mm scannin 200 DPI / 300 DPI oor ualit $0.06 /$0.08 Per Ima e
45/46 35 mm scannin 300 DPI / 600 DPI ood ualit $0.10 /$0.15 Per Ima e
47/48 35 mm scannin 300 DPI / 600 DPI oor ualit $0.15 /$0.20 Per Ima e
49 Grayscale Scanning for faded and hard to read documents $0,20 Per Image*
* In addition to scannin char e CONVERT PAPER DOCUMENTS TO DIGITAL FILES
104/106 Scan Letter and Le al size a er 200 DPI / 300 DPI $0.04 /$0.06 Per Ima e
105/107 Scan Led er 11" X 17" size a er 200 DPI / 300 DPI $0.07 /$0.095 Per ima e
109 Fiatbed / Color Scans $0.25 /$0.15 Per Ima e
101 Indexin /Data Ent /PDF Bookmarkin $30.00 Per Hour
102 Convert Sin le Pa e TIFF files to Multi- a e $0,02 Per Pa e
103 Convert TIFF to searchable PDF $0.03 Per Pa e
108 Jumbo Scan $50.00 Per Hour
88 CD/DVD $15.00/$25,00 EACH
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~ PICKUP AND DELIVERY
Zone 1- Thurston Count $15.00 Per sto
Zone Z- Lewis, Mason, Gra s Harbor, Pierce, Kin , Kitsa $25,00 Per sto
Zone 3- Clallam, Jefferson, Snohomish, Skagit, Whatcom, Skamania, Cowlitr, $40,00 Per stop
Clark, Wahkiakum, Pacific
Zone 4- San Juan, Island, Okanogan, Chelan, Douglas, Kittitas, Grant, Yakima, $75,00 Per stop
__713enton, 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 MicrofilmJMicrofiche Destruction $0.65 Per Pound
92 Production Sam le No Char e
93 Minimum Production Char e $100.00
94 Shi in and Handlin Cost Plus 30%
96 S ecial Labelin $1.00 Each
Prices are subject to change. The Kodak Microfilm Processing Program monitors our microfilm processing services.
These services are performed to specified professional standartls for guaranteed safeguards of product quality and
reliability.