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271380 WHITE - CITV CLERK COUIICII `r� PINK - FINANCE `�J CANARV - DEPARTME . G I Y F NT PAZT L . � �y �," BIUE -MAVOR � Flle NO. ` ' t 'on Presented By � Referred To C mittee: Date Out of Committee By Date ° ' RESOLVED, That the proper City officials are hereby authorized and directed to execute an agreement between the County and City for the services of the County in providing records management services to the City to include; coordination, movement and destruction of inactive records, monitoring records retention and destruction in compliance with the Data Privacy Law, off-site records center storage space and microfilming subject to the terms and conditions as set forth in said agreement, a copy of which is to be kept on file in the Department of Finance and Management Services. COUNCILMEN Yeas Nays Requested by Department of: utl r �u!!et � a �, In Favor H t HuM L 'ne Levfne � _ Against BY oe ler #�laddoz ylv ter Showalter edes o �e co 6 1978 �` For pprov by C' to Adopte Council: Date � Ce ied Pass y Council Secreta� B G Appr by ;Nayor: Date Approved b Mayor for Sub i ' n o Council I � / By gY 1 ��'Z.i puslcS�ED ,1UL 1519� From the oJyict oj June 2, 19 7 8 PAUL F.McCLOSKEY ��w� �� DICK MANNING: I approved the proposed contract for con- tracting record management services with the County and prepared the appropriate resolution that needs to be passed authorizing the signing of the agreement. Contact Peter Hames regarding the procedure. PFM:er Att. E ,� �� .�� ,�.w �� t g . ��t�,, _ ,.. ..-, .� ,. .....R %t'7 , . < fr:�i � ,..:�'�,.., � ,,., ,.�;"��i �1NI �ls 12/19T5 Rav.s 9/B/76 �� 6'-1`i-7� ' ,EXFi,ANA� OF AL�NINISTRATIVE ORDER$, �� `s .......,.... ,............�...,...� �_..._._ . �ES�'�QNS. AND t�ROIl�ANCES � : ._._.�....... �.�.�.__. �Oa'te t June� 20, 1978 . ,�� \ _ r To: M�►YoR r�e�r� ��sr�� ' . �6�� i Bernard Carlson, Director, Finance and Managetaent,Sexvices � � REt Execution of Jaint Powers Agreement for Services , ,�+CTI,QN,REGUE� Dx Adoption of the attached City Couneil Resolutian wi1.1 pexini.t the� � City to enter into a Joint Powers Agreement for recor.ds management services with :fi.t�e- Ramsey County Office of Central Services. The Caunty of Ramsey has aTreadp ex+eautec� the agreement. . ; • PIJRPOSE AI��I N�,l�`� TM�B AGTIONs This is an excellent example o� not dupli�ati,nq mr r� wr�r�'. it��e s af servs.ces provided by the County. It is a necessary service that the City musst have performed`if it is to reduce the amount of dead storage being used in the active � operational areas of city depaxtments. It is a way of reducing �the�' life costs of spaee use by reduding the amount of space devoted to file storage. It will provide staff services to city departments who axe reluctant to delve into the my$texies of records management, record retention, destruction, storage and/or microfilming. • _ .A _ AC , NTSt Council Re�olution Joint Powers Agreement ' cc/Charles Wollan . . u� oi: 12/i9�s Rev.t 9/8/76 .EXPLANATION OF AD�IINISTRATIUE ORDERS, �r+�� l`�� y RESOLUTIONS. AND ORDINANCES Dates June 20, 1978 TOs �1AYOR GEORGE LATI�1ER FRs Bernard Carlson, Director, Finance and Management Services REi Execution of Joint Powers Agreement for Services ACTION REQUESTE�t Adoption of the attached City Council Resolution will permit the City to enter into a Joint Powers Agreement for records management services with the Ramsey County Office of Central Services. The County of Ramsey has already executed the agreement. PURPOSE AND RATIONALE FOR THIS ACTI�N; This is an excellent example of not duplicating the staff services provided by the County. It is a necessary service that the City must have performed if it is to reduce the amount of dead storage being used in the active operational areas of city departments. It is a way of reducing the life costs of space use by reducing the amount of space devoted to file storage. It will provide staff services to city departments who are reluctant to delve into the mysteries of records management, record retention, destruction, storage and/or microfilming. .ATTACH�1ENTS s Council ResolUtion Joint Powers Agreement cc/Charles Wollan ' e 0� Olt 12/1975 Rev.: 9/8/76 ��N � � �� EXPLANATION OF RD�IINISTRATIVE ORDERS, RESOLUTIONS, AND DRDINANCES 2`7�.`�� Datet June 20, 1978 TOt �1AYOR GEORGE LATI�IER FRS Bernard Carlson, Director, Finance and Management Services REt Execution of Joint Powers Agreement for Services ACTION REQUESTEDt Adoption of the attached City Council Resolution will permit the City to enter into a Joint Powers Agreement for records management services with the Ramsey County Office of Central Services. The County of Ramsey has already executed the agreement. . PURPOSE AND RATIONALE FOR THIS AGTI�Ns This is an excellent example of not duplicating the staff services provided by the County. It is a necessary service that the City must have performed if it is to reduce the amount of dead storage being used in the active operational areas of city departments. It is a way of reducing the life costs of space use by reducing the amount of space devoted to file storage. It will provide staff services to city departments who are reluctant to delve into the mysteries of records management, record retention, destruction, storage and/or microfilming. ATTACHMENTS� Council Resolution Joint Powers Agreement cc/Charles Wollan a "� ' � ^ � . R a m s e y C o unt y 0 f f i c e DUPLICAiING SERV. Yerrq Cucchiarella Room 38 298-5621 op lMESSENCER SEftV. 1 ��' �� MICROFI:.MZ��V344 �� C e n t r a 1 S e r v i c e s �omJ60 GeiZ98-5534 RECORDS MsMT. Charl.es Wollan DIRECTOR Court House �om sze 298-5944 Thomas J. McDonough St. Paul� RECORDS CENTER 160 Kellogg Blvd. Room 328 298-5944 Minnesota. 55102 298-4308 2nd flooz Proposed schedule of Fees to be charged the City of St. Paul by Ramsey County Records Management Division: I . Record Center Storage Archive boxes (1 cubic ft .) 70�/ea. *Record Center Storage space per cubic ft . $1.80/yr, (minimum 25 cubic feet) Transportation (truck, including portal to portal) $2 .50/hr. Labor for packing and transporting records $5 .28/hr. Record Center Retrieval , inquir�.es and copies Phone Lookups : First 20 lookups in each quarter are at no charge . additional .50� each. Deliveries : First 15 delivered pieces (files) in each quarter are at no charge. Additional $1.00 each. Duplicated copies (including book pages) .15� each II . Microfilm Schedule established by previous agreement III. General Services Archive boxes .70� each Transportation $2 .50 per hr. Personnel - Records alignment and purging per person $5 .28 per hr. Personnel - Records Manager/consultation $12 .50 per hr. *Storage space is billed quarterly with first quarter in advance. _ _�1 Respectfu]:Iy Su'bmitted, ? ��%J�` ��1��f9`:�i�-i� � • � Tho�s _J.,_...NleDanou h g Director, Gentral Services � �� . Resolution N�. �� g---- � Board of �- `` ��C'Qmse �ounf �ommissioners .� .� Presented By CoBrnissioner Orth Date May 9�,1978 Attention� rnie Carlson, City of St. Paul; Tom McDonough, Central Services; Budget & Accounting; RESOLVED, That the Board of Ramsey County Commissioners hereby approves the Joint Powers Agreement between the City of St. Paul and Ramsey County, pertaining to .�ecords management services; and Be It Further _ RESOLVED, That the two (2) page Joint Powers Agreement is made a part hereof by reference and is on file in the Office of the Board of Ramsey County Commissioners; and Be It Further � RESOLVED, That the proper County Officials are authorized to execute this agreement on behalf of Ramsey County. � � � � � � � . � �� ir � � � � 1� � .. � _ m _ o°,�,� '�q �cF�l� f � M fi ' r �. �.-� qti FA �� o �'l FO . , �k F tiiq'�r�F�.y 2l9, q�F��o�o�� 8 „ -,;? �T �� To S�c. '9i�, �P : .. , _ '�`i��S � „_..� ; wARRFN w. sct+a��, c�n � � sy - :v�. � cu.t,c.ve Secn2tcvc