HomeMy WebLinkAboutITEM IV-B-4J~I~~~~C~~
The mission of the legal department is to provide accurate and timely legal advice and
information to the City; represent the City with greet tenacity and integrity In all civil and
criminal litigation; and provide considerate and thougl~tfui custarr~er service to other
departments and the public, both individually and as a whole
D~PARTNI~T C~11~RV1~1
This department consists of the Legal Department and the City Clerk's office The Legal
Department represents the City in all litigation, including civil and criminal misderneanar
cases. The department prepares ordinances, resolutions, .petitions, contracts, leases,
easements, deeds, natives and other legal documents; and provides legal counsel and advice
t~ the City The department prosecutes criminal cases in Auburn N~unicipal Court as well as
prosecutes andlor defends civil actions brought by ar against the City
responsibilities of the City Clerk Division include monitoring various legal matters; issuing.
.pet licenses; acting as a central repository far all rriunicipal records; processing insurance
claims and requests for public information; pravessing passport applications, ordinance
codification, City Council agendas and minutes, and LE~l~li~ Board agendas and minutest
~aa Oi 0 AC~N~P~IS~~~ITS
■ 1~ocused on and strived far courteous, prompt and responsible customer service to those
with whore we come in contact in ou~• city responsibilities
r Continued level of customer service by responding to publ€c disclosure requests within five
business days
Continued work with police department and municipal court to develop procedures ~ to
enhance effective pursuit of prosecution cases
■ Provided legal updates to City departments and employees on public records -
■ ~ provided updates and training to the police department on new laws and case decisions to
enhance effective prosecution and to assist police on ever-changing legal issues
■ Continued work with City departments to develop procedures to enhance effective
representation of legal issues on the City's behalf
■ Continued work with the court and public defender hand defense bard to better handle
caseload management and streamline court processes to improve public access to the courts
and adjudication of cases
1~Iarked with the N~ayar and the City's Intergovernmental services Coordinator, 'as well as
the regional and state participants, ta, review ~ ~raposed legislative .bills and to develop
strategies far and responses to legislative bills to enhance the ability of Auburn and cities in the state to carry out their municipal responsibilities
■ l~larked with the police department, attorneys and lain enforcement agencies of
neighboring communities to address regional criminal justice and law enforcement needs
r
Y
1~larked with Informafiion Services and Communication staff to prepare for irnplernentation
of automated agenda preparation software
larked with lashingtvn Sfiate Regional Archivist to relocate archived records to locations
outside the green River flaod threat area
1~Uo~ked v~rith local and regional service providers to address needs of victims of domestic
violence
Developed and proposed new ordinances far adoption by the iffy Council fio address the
ongoing needs of the pity and its citizens
~0~~ & ~~~~T~l1~~
Apply far washingtan State's I~lectranic Imaging Systerrx~ certification which wi1~ allow
creation of rnicrofilrn frarrti scanned images
irnpiement Agenda Manager program to provide faster agenda preparation and improve
work flow Develop and refire prv~ec~tian ~firafiegies, including standard dispositional
. r~comrnendatiahs, to approach cases in the municipal court and fio enhance prosecution
effectiveness
Confiinue working with iocai and regional service providers fia assemble a ~uppor~ network
to address needs of victims of dorr~estic violence, including pursuit of the one-stag concept
1~lark with the Mayor, Council and City departments to proactively develop recommended
language far updating and arnendin~ ordinances and cifiy code sections to assure that the
caries are as useful as they can be to meet the needs of the city within the parameters of
state I aw
1~1ark with the Mayor, pity deparfirnents and risiC management to develop procedures tv
enhance effective representation of legal issues ob the pity's behalf
Continue the level of customer service by responding fio public disclosure requests within
five business days
Continue worE~i~n with attorneys and cifiy clerks from neighboring cities, as well as ~ .
municipal associations, to address regional and statewide municipal issues a continue work with the mayor and the city's Intergovernmental Services Coordinator, as
well as the regional and state participants ,fia develop strategies far legislative bills to enhance the ability of Auburn and cities in the Stafie to carry out their rr~unicipal
responsibilities
continue wor~C with court and public defender hand defense bar} to better handle caseload
management and sfireamline court processes to improve public access to the courfis and
adjudication of cases
continue work with police department and municipal court to develop p~~ocedures fio
enhance effective pursuit of prosecution cases
continuing vuarl~ with local and regional service providers to address needs of victims of
i darrestic violence
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glDPBdg~Rpt Decisiar~ Pacl~age ~~dget Report
81~ ~ ~ ~;~8;~ ~Al~l City of Au~u~n
. .
. . D~ci.ro~ ~a~ka~g~: LC~,~D~~~ R Recards I~Ianagemenf ~rogram~ ,:o_ wee
Dade Budget Year group Verson Priority ~ura~ion Approval talus
oG1~41~g~ a ~f~~ ddakam ~ ~ ~ne~Ti~e Pending
Titie
Records Management vllorkflaw Prcgrarn Software
Deso~ip~io~ of Emprnvement .
The decision package provides for the purchase and implementation of electronic retard r~anagement software to meet
the standards set by the State of vvahington far electronic imaging systems that may legally be used for recording, . producing, reproducing,~maintining, ar~d storing public records
and allow the early destruction of source paper documents
after digitization, ~
Tha City currently uses Laserfiche aft~vare for electronic document irnagi~g, I-iowever, conversion to an imaging system
does not automatically authorize the destruction of the source documents for which images have been created. The City rr►ust apply fa the vl~ashingtan State Archives far approval of
its document imaging system prior to destruction of the paper
retard. In order to receive vUashington State Certification of the City's electronic imaging system, the City will need to
upgrade our current system with Laserfiche Records Managerr~ent module and ~Norkflaw, State certification will allow
electronic images to serve as prlrnary record copies. To obtain certification, the City must be able to perform the sane
essential reto~ds management functions Frith the electronic images as are performed v~ith paper records.
Per ~V~C ~43~4~5~~~7~, the systen~.ued to stare and access tl~e imaged records must allow classification by retard series,
.ensure their proper retention and transfer ar disposal per approved schedules, and protect from unauthorized access to the
recard~ Laserfiche Records Management module Includes an audit trail feature to ensure the cantir~ued authenticity of the
records, by keeping a record of the circumstances of their creation, alteration and disposition. Laserfiche VIlorkflow enables
the abilities such as approvals ar routing based on conditions retaining to therecord series, 11Vorkflow transforms the static I*aerfiche repository into a dynamic content managementsolution
that ensures the records processes are performed
consistently and efficiently~~ once a record series has been apprav~d and certified by the Mate, the City can Image the
documents and paper copies of that retard series can be destroyed
This request gill be funded by fund balance in the Infarmatian Services Fund and will have a zero net effect on the General
Fund.
Alte~nafives
Continue v~ith existing practice of retaining paper recards~dacuments far the foil retention period per the vUashington State
L.acal overnrnent Recards Retention schedule, ~ .
Advantages o~ Apprava~; .
The irn lamentation of the document ir~aging system and electronic records management system will provide improved p access and better control over the records. Currently, the City staff
must manually, re#rieve records either from active
records storage or roan-native records ire the archives. Implementation of the document imaging system and electronic
retards management system will enable staff to conduct record searches and retrieve records from their desktops. The
project will also improve the identification of retards that no longer have retention value and ensure their legal destruction in
timely manner
The project will provide: s .
r
Decreased physical storage space. The City currently has aver ~,D00 square feet of archii~e area with aver ~,O~g of the area
below street g rode,
Mare efficient retrieval of records. ~lectranic recovery is moth ~ mare cost effective and faster then recovering paper
documents,
insure that the City is meeting the legal requirements for authenticity and retention of public records
I rrrprove access to recardslinfarmation for internal and eacternal customers increasing efficiencies.
i n~prove use of current Laserfiche Records Management system
gIDPBd~tRpt Decision Package Budged epar~ S~~ D ~ ~:5~:2A~1 City of Auburn
.
p f~ . . , ~ L~~000~ ~ Ro~r ~~a~na:-~~~nen~ fro ra~~,~~ftv~are ~ _ . _ eCl~~r~ r
Da#e Budget Year rasp 1lersion ~rlo~i#y Darr#ion Approval sta#us
a~1~41~~~ D 20~ ~ ddaskarn 0 ~ ~r~e,Time Pending
in case of disaster such as the ongoing k~o~rard Hansen Dane situation, electronic storage ensures our records v~ill be
protected.
Minimize discovery costsw i'ailure to meet public discioure requirements ar~d result in penalties of up ~o ~a4 per docur~ent
per day.
Meets the requirerrients of the ~ Mayors climate Protection Agreer~ent as endorsed by the 73rd annual U conference of Mayors meeting, ~hicaa ~~a~ end ratified by pity of Auiaurr~ ouncll,
I~t~p~#ca#i~ns o~ Denial
Illlore staff time~~il1 he s ent retrievin records from off-site records locations. There i no ability to reduce facilities P ~
expenses and the cast of off-site storage of paper records. There is an increased potential far loss of paper records during
disaster, such a floodlr~g. Potential far increased discovery costs.
taf~ln~c
Narrative Not Defined
~~u:gent Male model
Narrative Not Defined
` F#CA~. DBTAIt, ~ ~
~perafing ~~cpenditures
518.D0.5~ 5,88~,~8 REPAlP AiNT~NAN~E ~.aa 7,~Da~aa
Total operating ~xpendi#ures ~.Op 7',~~O.~D
~api~al expenditures
5~8.Dg.~~8,880.41~ACHiNBRY & EQUiPNiir~lT 3,000.0 ~•~D Total apltal ~xpendi#ures 03,aD~.DO Q.00
To#a! Expendi#ures ~ 03}OD~.00 T,~DO.OD
Net ~udge# 03x~DB~Q4 ~ 7,200,0