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224994 ORIGINAL TO CITY CLERK • ^�� , . _ :` - CITY OF ST. PAUL FOENCIL NO �ti `' `�-:: "J OFFICE OF THE CITY CLERK ° � � COUNCIL RESOLUTION-GENERAL FORM ^ IRESENTED SY COMMISSIONE DA� � RESOLVED, That the proper offieers of the City of Saint Paul are hereby authorized and directed to execute cn behalf of said City, an agxeement between said City and the County of Ram�ey pertaining to a Joint City and County microfilming, reproduction, and data processing - program, in accordance with the terms, conditions, and provisions of the agreement approved by Car�poratian Co�msel, dated August 19, 1965 a copy of which has been marked Exhibit "A" and incorporated herein by ref- erence. FORM PROVE � �r ' . Corporatio Counsel . < AuG 2 41 COUNCILMEN Adopted by the Council 19— Yeas Nays Dalglish Holland Appr ed,�, +�+�� 19— Loss � Tn Favor � Meredith 1\ Peterson V �ByOr A gainst Rosen Mr. President, Vavoulis PUBLISHED AUG 2 � 1�� lOM E-62 ' �M' : . � ,�� EXHIBIT 'A' . � s , . ' �� DRAFT � ` r , .� . � REVISED A�10-65 � : � .� � �'. • > , � ,.. 1r �, e � . ACa�rFr��T , ~� •i ' . ' . . , . Y' �' y. � � r �'�.�' , � / �,< '�. THIS A(3REEt�ENT� � �d �ntsred iato by snd.betMe�n th� City af St. �Paui� �,,�- , .' � . . r�. ,throu� a�ction of its Coamon Ca�ail. hsr�inaft�r riferr�d to ai the City, aiil'b�� ;", . . , ua � i.-f� , th� Can�ty o� Reiaaey, acting by and through its Board o! Caoiasia»rs, b��ioaf�• •. :,�,-, ' , x ^. �� y,+� t�r referr�d to e� ths Couaty� both act3Ag pursuant to th� prov�sians of Minp�sota �•,�•, . � , � j� � • . ,tx . . Statutes. S�ctico 471.59. MITHESSE?fit . . • � �- ;� : � �„� , " • 'i 1iHEREAS, tht City and the Catmty •acb hav� ths r�spaasibility and authoPtt�I� Y `�� purauant to Hinnssota Statutes to " � y f ` � �+�� p�z�orid� for u�o�ssary and proper tyca+d ks�p: ' • � ;� '' % �. . itig, and fcz� th� pres�rvatian, custody� and caatrol a� maay and �ari�d public dvaY- � •- � . " �;, , r aNf1tS iAd rCOY`ds� aAd � • ' � f �� :� . �. � . . _ • -�� ` ' � MHEREAS� Pureuaat to ths proviaiau ot Hianesc�ti StaRutea� ttsa City aud �tb� "••. '� � ` . • • . ; , r , ,� , Caw�ty havr th� nscessaay Ls�al autbcoity for tr�r�f�rr3e�a r�cords aad public�`; ; r r a �; � docua�ents to inicrofilm, aad talcin� nsc�aary action to d�str the ort � r-=' : • , ,-+_ • ay► S,inal doon= i, } arnt+e involvrd. aad ' .'� r': �. 'r ''` . • . , i1HEREAS. Th� City �md Coua�7/s t�� dariau c3�partaent�, are psrs�ot�y * . ' . � , _ t. ,, ' � � , � et�sgrd ira pro�raas of �icro�iLing cortain public rscoa�ds and docurat• aad , ,� �i." : , • «z K , r , . dettroyins the origiaals tt�rec�� pur�usat to �sD� st�tutory wtbaa�ity� a�d • �� '^ 9 r • . . � � • „ ' t � r � • # i�HEREAS, Tt�r� ia a nad !or th� spaoe which caa b� 'aar�d through ttN i�L- . , , e _�. . , , - - ��,�� - •� ��,<. ' � t Mntation a� a aicrcd�ilmia� Pra�yo. �c�tt�r.�itb w inar�as� in tl� esauril�r��°r• « ��, �r�`r � " L • . Ik `r _ ' ptrcautiaas Nbich r�sult froa� propor aicrafiloin�, storag� aad srcardiag ot-pup- ��=��° � . .. . . .s, ,�e , . . - . . ; lia doau�ents, aaid • . . �, - _��`•, � �,� . . � a�*� '�` ��'• , �. ..,,. .'.y,..,. s�y::., `' ' wHEREAS, rn. ctty ana count�r throu��vari�rraent. ara pr.asntl�r .n- � � � ._�` '' . r :,. - �!�� p� Vl �pi�W�lii� � �Cr� aad docua�nts ..z. #� .n'� � . purBUant ta stttutciy � � R „ . , � �'"Fw authority and city aharter.. and . , � . . �� ; � .�.�._ ^ ., . ,.� • r _ wliEREA3, The City and CawtY, tnrou$h various clspartmeats are presently �n•: � ,�...,..o� r . � '- `ga�td 3s� p:w�caos o� dat� prooessirig pui�uaat to •tatutory �uthos►ity and city �. �� ` . ....._..�._. .._.�.��.._, _ . ,: �� n r ' i � F�a�: ! C�b�I`�I�� Z" .a .:�+� . . ' � ��, . • ,; � � , � :� . � . , � . . �, , , • -t • 1, � � - . ' . , 'v+• f � � � , . ' .. . a . ��l s..n. . i • .� f • . « • �r1��F • F 't �si{jp' �1 _ " �"' _.___'_'—__.�- .__�__"-__._ _ . _._ _�. . 1 ��_�S''ly :/ . ' . HHEREAS, Efficiency in operatian at the seat of the govomn�ent of the Citq • and the County will be imprav�d and enhanced by tha cambined operatiaaa for , alicrofilming aad recoo�d kespiag and sto�*nge. the. reproductiap of records and docu- meata. and data prooessing. . � NOH� THEItEFORE, Hy mutual agreoment •of the Parties her�to� acting by aad throug� their reapc3ctive �owrniAB bodies as afor�said, the fo1lA+ring agr�eeart ia Qatered into and made effectiw as followrs . l. A �icrofil,miAg� a r�productim. aad a data processing progra�n of the• City and Camty shall be aarried aa �d�r th! sup�rvisiaa and aantrol of a io3ut • _ • City-County �partiaea� to b� knam aad dsscribed v�ficiallq aa the Joiat City- � � ' f� ' . � . , ' • , _ � • , ,,.� COtiAty/ S��s ��l�/ii� DOpax'tms�t� . ' . . : � . } • � � M� J � ' � � , 2. ?!�s operatian� sups__isi,cn�a_d cm_t'rcl ai-��nr��-sw��r�i �` ,tl�sr , � •. , .•� � �� • .�� . , � , -� � ;� �- • � Joint City-County �� Ser�m Dapart�at shall b� uad�r a sti�s��,: �.,�,f,,;.4�� F co�aittes •�-� c�� o be� of tb� Rsaearcb Bureau a� th� City, tbs�t' "��:��'� i � ° . .. • „ w � I County Auditaa� a� the Cw�a�► aad the City Ca�ptroll�r. Tha hsad.o� the R�sa!rch r ' � ; •z i � Hur�au of the Cfty aha�ll be ttw chait�nan �ad �ert►e es aupervisor of the dep�t�t• . — r�nt: The Camty Auditae� shall 8at as SocrstaYy for ths Cammittee. . � A i ;�- ;� , 3. It ahall be the �ty a�d•rQSpoasibility of ths ��nr��t caMittN �,. y, .' ' . • . , ,,. , (a) To scq�lvg► o� termin�o atiW-��raHe ths servicse o� n�osssai!�I.p�t`'a�i � , � , � ' � ' " aannel fa� tbe aperatim ot ttr� Joiut City .-Couaty ��r�i� Se�i�s aP��t.` µ � •� All pereaaael emplay�d 3n thQ dspertmoat �h�llf b� under th� clesaif3�d ci�i�•�� . ` � � . , , � , � asrvice o� the Comty of Ram�ey. and eubiact to all ]�awa and rules and r�auLtiana•E. ' , � � � � preacrib�d leyr th� cl�assifi�d ci�il sarviw of tbe County, and the sup�rvisi� �d�,* � . . � �. ..�R , y � • A a�lo�►ment a� persaanel for ttse d�pa�t�tment shall bs in accardaao� with sitiob, l�s'��;! t 1 •u � , ' � :� * , a y�, � u . , I' • '�I� , ,X N � � � .,. �i�Y ' , . - ' I regulatiala• . . `` .. .+ : ;, ..M.d � I . • �,s• • b a , . . . � • (b) To dsvelap end pra�mul�at� �1ee for the purcbase and use q!`�1�cro-., �' , � ,� . . fiLn squipm3at and nuppliss, ioeluditit �eading� Printing aAd camera macAio�s �ad �..,. � , ' +�y � � �. . - . e • . . � Z` � . Y _ � . , � , � , , , � � �.__�_—_ �� 1 r y, �_� ' d /f,'�'s 7� ;��'-'Yr ' � . V ` • s • • ,� , • aeoessary fila. reprexluation equipn�nt and suppli_ e_`amd data prooessing •quipnent aad supplies by City and Cwnty D�partmeatr. � � (c) To ��rs�i�� d�t_ er`mine�po� of the dApai�traae►t so thnt an elfiaiaat �d effactive �atablishment aad operntiaa is canducted for a joint city-couaty � • ntcrofilning. reproductiaa, and datn $rooe�^irtg Programi �ncluding b��t not limitsd to th� •stablfahtaent of crit��ia laac► �te#�oiAatiaa of xhat' caaterial ahat�ld be�r�-~ � , s dua�d to mic.rv�ilm •c�onsistent xith exi�ting, la�rs and the� dsvelopineAt of au��; # • . , , ... . ,, � - .: ,4 .-+ � � +,, � 1 �•* grated data proc�a„inS sYsten� a-tk�•s�jie�.� `� .�^ i� ; � � ,�.�,�.�� ,� . � , � r 3 (d) To assiat at�d coc�perat� w3tb dapartmeats ip batb the Cit� and �Caiwty j� ' . gowrament i�► dewloping recard managassbt studiea aad �urv�eys, to the end that:� � • . . - , � Y r � ' " { ; � proper and effici�nt methods of �ecord lua�piag aa�¢ #tidsx3n� a�ad coatrol ie e�oar- ` . � • E � . � � � � ' � 1 � cised over the public documaats, instruments aud other records o�f tt�e variau aity � - aod caunty dspartments. inclv�g but nat li�itmd to: tbe wse of�miarofilmia�� <�,, � .� . _ � . • � - ty��roductfo�_ a�nd data proc�asing techniquea at►d �qu3pmant. : ' ` , y� - ,� , • . . � r• �� 4 (e) To •w��-wh�r��y establieA:volic�► f�the caatrol ovar oi'�at�o=k � -�� • •�fL, r�praduction �d data rocoas� equigm�t aiid suppl'3�• purchased and u�ed = , �, � , ,� .= , � .�. - , ` � �y tlse depas�moAt or by any ather dmpartmonts of the eity at�d the camty. � ' ' �.• � h . .. , , , � (f) To provi�e micro�iln. r��roduaticn. aad dnta prooes�ine�se�_as �. '.'' " ,_ . � � . a,k ' .. to_ga�r�rnmental. agencies, aubdiviaioaa or units of gaverameat operatir�g in Rams�y � ' �' — ' .'� �� - . � �•_ . Cauaty upon such term3 aad canditia�s as the�u�rvisae�y committe� raay determi��.•} "� :� � �M i � � 'W M� .� X \ � ;' (g) To reque�t l+egal aer�vices fron •ithor tha Cwnty Attoraey or tt�e*� ,�' ;_ �� . . ', { ' Cc�poratia� Caunsel ar both'i ead bo4h �uch o�fica� are authorizad to fumish.iiiahe �.,.�x , .1 ' � `• � • x,,� � .. � , ' ;��• w r • .. � � �. � w '. . 'i `f v., � a, i y,` 1 , o i ''4 s * . � �r ' ., _ F � � , .'t f. : - '� �h) Pursuent to the prwisiaa� of.'Ninn�sota� &tatit�et ssatipo 138.,L7 ,tbr��, ;��' � vids far► the atara of secur"it c ies of recor�s .aut � � �, ��s�a, � :� , . Pl'o 8'� Y � , s,�ds the aucLar tar�'�'� ;. ` .� arsa a� !letropolitan Saint Paul. _ .� - t • .° "�''`` ` . a � • , 1 ' � . � , � � , . f a , � ,� , � . r �•�. a . �. . : . .., u� -�. � x. . • � i.�.gMj.rt #� = i � � ] T + ' � �' • ,, ;v.�+r�'1 i •�`. '�r� a � r � .. . ^ . � . « �. •_t\ I� �l i' '� � Y } � , � . j � � . � � ' ' . . . r `_ � _ ' �. ,� , ¢�� . r r . � `• � , ' ' ' y � � . � . . •, ,,�.a i ,�, • c�7'.i i :i , . � . `'�f.'4 y'. _ . _ _ , . �;c. �� _u � • � ` � � � . • . 4. (a) it i� �re�d tbat the pro�r� for th� operatian od` tbe JaiAt City- , County S�i_s IijsNii,t� Dapartosnt aad tbo aati+►itigs ot th� sup�rviso�r ao�it• • •� • . . , � . , tis� ahall be finasced and paid for aa a baais a� one-half of the •xpensa to b� am- ,T . � . �. � tribut�d by each, the City and th� Ca�ty. It is amtamplated that the initial oast y - � . , , . . � fo� eetabliehing the p:+agram, �ncli�dina tbo-inixi�l purchase o� the variaw n�a�s-� "K 1 f . , . ,. q ;� � ,, �a=y equip�nt ead auppliQS, will �aowt to tti� app�ootimate s�w o! SSO�000.00�x� �n ' },��y I ita budpt for the yaar 1964� the city end aau�ty �ill �act� appropriat� ta thir •; ' � �} ; ' � _ , , . . _ . .��_�i;�' � function the sim o! S2S.000.00. M aAaual budg�t �aill b��pr�par�d aad prapo�d D� ; ;_�� . . ttr sup�r�risory coau�ittiee aud st�mitted 40 't4#e City Camcil aod the Couity goar'd_ . , - + , ,�r . .,� ji . '� ;x =� : . ,� , i . � •��1 * , .. I . � ' Yi `� aimualiy for ro�ri�r ewd" a�+rl��' '�'r •iI �,� , •� j r ,• . • 1�� t�'.`�',h. �i • � r 4 � -. � � � . ,. '' '� - .. � �'� A�F �� ,� '�n 'M- '" 5 . 5• '� , . „� � .4, ..s 't . � �"'� :. s,�'�':, z � � , , �, . • (b) Ths •�aq�•cd�ttt��r��°hav�astba� autharity and respan�ib='�: ,�' � . • . `•, . , . ... , � . � •f't ' � * � �• a k '�� ; , � � � F � ' " �ility to establieb � fe• ae�tadule �oac�asthrioit to variaus adoQbrt�aeata o� tl� r�;ty� � � � : . � � . .:t, -� , x , � . ,•� •j�.' y �� • a: k � i ' , • , , � � 1 � ,��°. � ana ca�ty to p�avias •loar pa�r�on� froa��'a �+i�s�rt3�.pai�relwoiit• for in. s.rv�l�iir;�� f' � •� " _' • � . ' ,�t .. i �' '� ' + �,4 . , � - e • �,: w�p:r�! ; k4►�! . render�d, a. reacm�ended by t�be�s ��erv� fsae►. Sot�tiae i� b� p�rfoYwd laac� t�r,di�� , .��` . I ' , , , � , . , r� � , . .w � � � • . � T �t ' !' � n �� . i , ;� �:Pert�ei�t. hu�.au.� eoara, aoa�ttc�; aao�..ico.-�r a�tna�ity► f�aaAOea by ths cs�r,a��;.A. . � i� . � . ` COUfI�/ or tt�e City and Camty iaint],jra �1 �ti��Zl�I1g t�� ,�A SCtlQdll� t�N �,� �q . � • � �4 1 .,;a.., . . . � ;• ,. I + ` 'l r � �• Y� � � �r�s�r cam,�tae Msu � Suiaaa by tbe �rsncis�O tbat,-aa near a� �► b� � .pra��0a1 f- *�� . . � ' ths' chaz�e to oach d�pa�tmn� �or oicrolils3a� � r�produotiao, and deta p"r�sil�t'�"-= � . • • . . . ._ -� - � aarvias ahall reflect tks aatual aoit of pat+�'o�g th� servioa by tbe j oint �ity� `� � 1 � . . . i�� T C .. . r • • . � * "rrr� ,�..b - �� o�n`_rni�s w[�� ci�par�t. �Ho pri�b�a�i�iiaei shall bs mad� !ar capit6l��n= ' �� _ . s p. , � ,, . ��r:w � � -� ; � t � .,w� , •ttiiL'1'I�Dt• HaMOVei�•�-th0 Ch�t`� 6�1'j#O 1'iS83a''Y�'II � rAtt�'Sl Of �='rODt OQlrlt�l�""' '� '� °�,'• � 'r � . � � . ,�� ti y , ., t �_ '�r� � b',4,�� . i - � ' expenae �or tbe departmeat. The char�+. rpaa �d�e, s�all br o'srtitt�d by ths�� r� `a° ;. I !' ' . .� . � . ' � � r �� 5��T' � , - �3�ar �i,i�-i�p�aa��1► to tha',�oparti�ant �sad cancoraed. and p�y��t�iha�,�-h�es�:1- ;�x�. I r c a ` ��i�' . y'. _� . - y.,b } � 4.� e�:> Y�Le y.�� t i I `,� . S lAds faf Clii� i��QSt t� C�l�1`. OAd,CQl�Lt,� t�pb�!tt�fili ai"� bp�'Ai3�� pY'OO�t�'��aiA�;#,�.t`+��` �c 7 • r 1� „j 4 ' r J ' ' �r�rl• ,� �;'r�,��1� 1 . , . �k..�s'�.i dwr`y'e' . ! ' � paid. 'Cbar�s �ay, be �s� a�eit�st ;elrp�rt�onts aa 6 v�yip� biu��a vhen Li tb�, iud`-±'�,� � I " : �' ( � r -. ` • ' • �, .t.v iti i�i',�..` -�.� b�� '7a.4.' �-a,. .,i .rl�f � ,M"t � 'ai��h� •! � �i�i.�.��+�-. ��, ,� � �...nt ;o� �n4 co��e. tn.��iae is ius�ifie�d :bY�l�Y' i�risqvi or a�-et�oa.i�:�o�C= ��` K�� , yrv7,a ` ��g�, ir.v �°. , �. . �1� .i . �. ��` dF'z��'SL;�";.:J, ¢° R 1{ !►•Mv t� va _,r. � �, . i .'�%1"ir`-�� 1 � ' ! . .14 . _ ' , "Sg� �y''{'',.,� �': J. u �r l �.,}r��t��s• � � '� •` � f�� , -" _A.''�'� .t � � . 1, � � T {4.�� ;�r� i� � . r w . y1;' p i' . '� � ' � , ' � * ' . xd�t•, .�, .�.i�:n'j..� �.� r a`�,tt;°g� , ' 113,}''Y�Ap� rK'ia�i�+�.��5 . ��' yc ,�,• � °�1� ... �t yy f�!a � • , �i♦ • , • '� `�r ^' �� ',.., '� j M " � . . !J, •t '�E �F .i-4 C�� 7 l,r. +' . ,� • � '��.��, , * -.f� : tt . � �.� !. C-�� I �y�," ! � Ib ." � ,,,1 . . . � '� r tM�oy n +,� �;y;��' � � » �i ,rk�, .t �t� 3 �jw � v 1% �1 w!' �y � � . r t � �+, �. ^ �� . " � {1 J� �. �. �`f•� `.�r,�� • k N� ,�g.' f ;� l� �}r ,�� +� � S b � ��°.,��y Y i' M"'t o�'�1 , „ �� ; S i . . ,� # ' _ "1��...5� .- _ �'i �A �a � `p-�.^i�l'•� , ._`. ��' � . . " 4 _ . •��`f�y'�'.Y�t�e��+A.� � , „ � . J � � - • (c) The accoea�ting for the d�partment shall be by the Caurty Audito�. Char�ea againat the depart�oent budgat shall bs paid initially by the Cotnt�I and all billiAgs will be aa a noath�y basie. Rae:�ipts shall be paid to tha Camty Treasurer. 5. In the evaat it ia tDe d�tera�inatiaa oi either Party that �y of th� - .......��. ........�� activitiea, deacribed h�rein, ahall oease to b• a caabined functirn of thi� d�- .__. .�. partn�ent,. the value of equipwant and supplia8 ahall be autuel v agreed by the� ait� ��_..�.._.....�......_....._....._.�.. couneil aad caa�ty board and�ga�ernm�ntal uait crntiriu�ing to uae such s�` Dy this department shall reimbursa the other goas�mantal unit for its S0� �hars. �r �.��++�w�w��s.��r�.�r ��.�� r�� 6. It shall be the duty aad r�sprnsibility of the superviaory comadtt� to raaomead neossssry legialatiaa. if s�y is famd to b� desirnbLe, to the City , Camcil +md the Camty Board for aaasid�t�atian and subnaiaaian to the Lgislatur� - Li th� regular l,��islativ�o proganem o� th� aity and canty. � . . � '_ . . � � . . . _ . . , . � . � . . r �a� . , { . . � , F . ' � N• • � � h � . _ `n [ • , 1 , • 1. ^ . r � � � j ' + _i. , . � _, � •. . � � � r � � � p . � � � � , •-,� • / ' „ • ' • .� . � . F , � ' �F � ' ' p � '� - � f , . • . - , , � � . ( • . 5 � ' ' , ` ♦'� . � "f., � . - f, � . , .. . } �, ,* ' ��.1 . � � • } i �( � y y * � • . � •� � � '� • � �.'!. � ' •-r 1� u_ _ �� . � � �- �� - , JOINT CITY COUNTY `' � ° MICROFILM DEPARTMENT � CITY OF SAINT PAUL � RAMSEY COUNTY 6O CITY HALL AND COURT HOUSE SAINT PAUL, MINNESOTA 55102 TELEPHONE 223-5334 �22 August 9, 1965 Honorable George J. Vavoulis Members of the City Council Members of the Board of County Commissioners Dear Sirs: , Under your direction the Microfilm Supervisory Committee has planned, developed, and is operating a joint city-county microfilm program. The micro- film center has been completed, equipment purchased, and service has been pro- vided to city-county departments and bureaus for several months. Based upon the work and studies of the committee to date and in accor- dance with the provisions of legislation submitted by the county board and city council to the 1965 legislature , as well as consistent with the recommendations of the citizens' committee studying data processing, the microfilm supervisory committee, in a nnanimous action on June 21, 1965, requests the city council and ' county board to amend the present agreement for joint city-county microfilming � by expanding the auth ority of the committee to include the development and opera- tion of joint city-county reproduction and data processing programs. The committee believes this action will mean maximum efficiency an d ef- fectiveness £or these related programs as well as providing for meaningfui and proper development in implementing systems concepts. Attached for your consideration is a copy of the suggested changes in the agreement. If you have further questions on this suggestion, the committee will be happy to discuss them with you at your convenience. " Sincerely yours, �` ��2-E� John W. Connelly - CH RMAN ^ CU es C. Stroud ECRETARY .�'.�"� Encl. Clemens . Schleck M�M��l NM A �„� .�„ � � ,. . � i a �� . �' 9 � � � � , August 6, 1965 To the Honorable George J. Vavoulis Members of the City Council Members of the Board of County Commissioners Dear Sirs: The following report is made pursuant to the request of the City Co�cil and County Board that the Mayor!s Citizen Study Committee for Centralized Data Processing continue its studies and make recommendations concerning the organizatice� and operation of a centralized data processing program. . Previous recommendations of the Committee were contained in City Bill No. 34 which was approved by the City Council, the County' Board, and the State House of Representatives� but not adopted by the State Senate. Th� Committee has reviewed and considered a proposed agreement between the City and County for the establishment of a Joint Services Department to i.nclude microfilmi.ng, reproduc- tion, and data processing. The Committee finds that this proposed agreement is in accordance with the basic objectives and recommendations con- tained in our Committee reports to your Honorable bodies dated April 24, 1964 and July 9, 1964. Therefore, the Committee un- animously endorses and recommends the execution of this agree- ment by the City Council and County Board. Further, at the suggestion of our committee, the city council and county board each provided $12�600 in the. 1965 bud- get for the purpose of employing systems and programming person- , nel and conducting an educational program. The Committee would again like to request that the city council and county board each again provide in the 1966 budget $12,500 for the same above- �1 mentianed purposes. - 1 - J • � � • .. ' � r . M �. , w August 6, 1965, As we stated previously in our reports, the committee feels it is important t o understand that such joint efforts should not be expected to be developed and organized to produce great results in a short period of time. Nevertheless, with full cooperation and careful planning, an orderly transition pariod with minimum conversion prob lems, maximum efficiency and effectiveness in the fields of microfilming, data processing, and reproduction will be reaLized, with the elected officials, employees, and taxpayers alike sharing in the benefits and savings. Sincerely yours, � �j. Howard Guthmann Chairman ,��.�.,,�,,-�- �� -'-� Edward G. Ziegler Vice Chairman �Z// � Robert Fry ��:�� Charles Arner � v • liillriE:Y'IR3Il - 2 - � - A . Z.z'� 9 9 _ � . , �OUIlt� �ll�t�Or'� c�f f ice COUMTY BOA � file Mo. 1313 - S� Paul, :Ylinn.. -- -�� ResoluGon �_7,��j ' No.-- -- - - Microfilm Supervisory Co�ittee August 30, 19 65 Mayar's �itizen Stuc�y Co�ittee The attention ot „i�y �o�cil - '� City Clerk kr. N.onick, County Auditor, attention Mr'. Peters ^ity Comptroller ia respectfully called to the following Resolution of the Board of County Commissioners of Ramsey Connty, biinnesota, adopted at the meeting held on August 30, 1965 By Commissioner Wiegand RESOLVED That the Board of Ramaey County Co�issionera hereby rescinds its c�ction of August 16, 1965, and does hereby reconsider a proposed draft of a �utual. agreement between the Lity of 3t. Pau]. and the County of Ramaey for a micrpf'ilming, a repros�uction and a data processing program; arxl Be It F�rther R�:50I�VED That the Board of Ramsey �ounty Commissioners hereby approvea a draft of e,aid mutual. a�3reement dated Auguat 19, 1�65 and made a part hereof by reference and the �hairman of the Board of Ramaey ^ounty Commisaioners and the �ounty Auditor are hereby authorized to execute same. EUGENE A. MONICg. ('oun�r �ludrtor f3y .. ._ Dep�it�. � _ � 2 � �q .,. �l�y . . . DRE1F'T 8_19-L6 REVISEll �8-�8-6�5 � • AGREE[-lEidT TiiIS HGRF:Et9ENT, macie and entered into by and between the City of St. Paul, through action of its Common Council, hereinafter referred to as the City, and , the County of Ramsey, acting by and through its Board of Commissioners, hereinaf� ter referred to as the County, both acti.ng p�rsuant to the provisions of I�9innesota Statutes, Section �+72.59. �•IIiidESSETi�: j•�HEREf�,S, the City and the County each have the respansibility and authority, pursuant to Minnesota Statutes, to provide for necessary and proper record keep- in�, and for the preservation, custaiy, and control of many and varied public docu- ments and records, and [�1HEItEAS, Pursuant to the provisions of flinnesota Statutes, the City and the County have the necessary le�al authority for transferring records and public � documents to microfilm, and taking necessary action to destroy the original docu- ments involve�i, and �•�HEREAS, Tt�e City and County, through various departments, are presently engaged in programs of microfil;ning certain public records and documents and destroyin� the originals tk�ereof, pursuant to s�eel� statutory authority� and ��TH�:REAS, Thera is a need for the spac� v�hich caa he saved throu�h the imple- mentation of a microfilming program, together witl� an inerease in the securi�Gy precautions which result from proper microfilming, stora�e and recording of pub- lic documents, and :•7HEREAS, The City and County through various departments are presently en- gaged in pro�rams of reproduction of records ancl documents, pur�uant to statutory authority and city et�arter, and 47Ii�RFAS, Tlie Cit� and County, throu�h various denartments are pr�sently an- . � �aged in programs of data processing pursuant to statutory authority and city charter, and - 1 - , 4 " � , , . • �•�HEREAS, Efficiency in operation at the seat of the government of th� City and the County will be improved and enhanced by the combined operations for microfilming and record keepin� and storage, the reproduction of records and docu- ments, and data processin�. NOW, THEREFORE, By mutual agre�ment of the Parties hereto� actin� by and through their respective governing bodies as aforesaid� tho following agrezment is entered into and made effective as follows: 1. A microfilming� a reproductionL and a data processin� program of the City and County shall be carried on under the supervision and control of a joint • City-County depa�tment to be known and described officially as the Joint City- County Services ��e�e�� Departrnent. 2. The operation, supervision, and cantrol s�d-st��e�vseerg-eoe��e� of the Joint City-County �f�e�e��3� Services Department shall be under s st�ge�r�►3ee�y • cammittee �e-be- composed of the head of the Research Bureau of the City, tl�e County Auditor of the County and the City Comptroller. The head of the Research Bureau of the City sha11 be the chairman and serve as supervisor of the depart- ment. The County Audit or shall act as Secretary for tho Committee. 3. It shall be the duty and responsibi.lity of the sa�ea�►�ee� committee : (a) To employ e�-�e�ae�e-a�ci-se��e��ee ttie necessary personnel £or the operation of the Joint City-County e9�e�€��r+- Services Department, �1�� eree��e�-e�g�e�e�-�a-#ke-dega�#�ex�-e�e��-be under the classified civil service of the County of Ramsey� and subject to all laws and rules and regulations prescribed for the classified civil service of the County, and the supervision and employment of personnel for the department shall be in accordance with such laws and regulations. (b) To develop and promul�ate rules f or the purchase and use of micro- • film equipment and supplies, including reading� printing and camera machines and • - 2 - • r j J � necessary film, reproduction equipment and supplies, and data processing equipment and supplies by City and County Departments. • (c) To s�ge�v�se recommend policy of the department subject to approval by the governing body so that an efficient and effective establishment and operatior� is canducted for a joint city-county microfilming, reproduction, and data processing program; including but not limited to the establishment of criteria for determination of what material should be reduced to microfi Ln consistent with existing laws and the development of an integrated data processi.ng system. ea-�ke-e�9ee�. (d) To assist and cooperate with departments in both the City and County government in developing record manage�nt studies and surveys� to the end that proper and efficient methods of record keeping and indexing and control is exer- cised over the public documents, instruments and other records of the various city and county departments, including but not limited to the use of microfilmi.ng, reproducti�, and data processing techniques and equipment. � (e) �e-e�cere�se-s�ge�+v3ser}-eea��e�-e*+e�-�e�e��-eqe��r�e��-ar��-ee��g��es �e��ep,aee�-ax�-dee�-b�-�t�e-dega��s�e�t-e�-b�-aay-e�e�-�e�ar��ae��s-e€-�ke-e3�y-aFr� �ke-eet�a�}*� (e) To recommend programs to the city council, county board, and departments for the purchase of microfilm,repraluctian and data processing equipment and supplies proposed to be used by city or county departments to assure compatibility wherever �assil�le. (f) To provide microfilm, reproductian, and data processin� services to governmental agencies, subdivisions or units of government operating in Ramsey County upon such terms and conditions as the supervisory committee may determine. (g) To request legal services from either the County Attorney or the Corporatic� Counsel or both; and both such offices are authorized to furnish such service. • (h) Pursuant to the provisions of t•7innesota Statutes Section 138.17 to provide for the storage of security copies of records outside the nuclear target 0 area of Metropolitan Saint Paul. - 3 - b � r �. • ' ,. � 4. (a) It is agreed that t1�e program for the operatior; of the Joint City- Co�n�cy 5ervices !�l$era��ta Dep3rtment and th� aativities of the supervisory commit- ___.r__� tee shall be financed and paid for on a basis of one-lialf of the expe�se to be con- tributed by each, the City and the County. It is cantemplated tl�at the initial cost for establishing the program, including the initi�Z purchase of the various neces- sary equipment and supplies, will amount to the approximate sum of $50�000.00. In its budget for the year 19��4, tne city and county will each appropriate to tliis function the sum of $25,000.00. An annual budget will be prepared and proposed by the supervisory committee and submit�ed to the City Council and the County �3oard in time annually for review and action. (b) The s�ge�*��ae��•�cammittee shall have the authority and respo�sib- ility to establish a fee s;:tiedule for services to various departments of the City and County to provide for payi�nt from the various departments for the services • rendered, as recommended by the supervisor. Service may be performed for any de- partment, bureau, board, committee, commissian or �uthority financed by the City or County or the City and County jointly. In establishin� this foe schedule the st��e�-- �}se�� committee wi11 be �uided by tYie principle that, as near as may be practical, the char�e to each departinent for microfiLning a�� reproductio�n, and data processing services shall ref lect the actual cosrt of performin� the sez^vica by the joint city- county services �+�eQe�� department. No provisica� shall be made for capital in- vestment. However, the charge shall be based upon a return of current operating expense for the department. The charge; when made, shall be certified by the su er- visor r��epe€��-de�a��eA� to the department head concerned, and payment shall be _, made as claims against the City and County departments are normaliy processed and - paid. Charges may be made agai.nst departments an a varying basis when in the judg- • ment of the committee the variance is justified by any unique or non-standard cir- cumstances. - 4 - ..�� ,� :. " . � . • (c) The acc.ounting for the department shall be by tt�e County Auditor. • Charges a�ainst the department budget shall be paid initially by the County and all billin�s will be on a monthly basis. Receipts s7ia11 be paid to the County Treasurer. 5. In the event it is the determir.atiori of either Party that �y of the activities, described herein, shall. cease to be a combined function of this de� -- ... �artment, ttie value of equipment and supplies shall be mutually agreed by the city . council and county board and tlie �overnmental unit continuin� to use such service � this department sha].1 reimburse the other �overnrr�ntal unit foi^ its 50% share. 6. It shall be the duty and respansibility of the supervisory committee to rnco�rtend necessary legisiation, if any is found to be desirabl�, to the City Council anc� the Caunty Boarci for consideration and submissia� to the l�gislature in the re�ular ?egislative program of the city and county. • • - 5 - d