HomeMy Public PortalAbout2006-139 (08-01-06)RESOLUTION NO. 2006.139
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD AUTHORIZING
STAFF TO NEGOTIATE WITH FILEKEEPERS TO PROVIDE TRANSPORT,
STORAGE, ARCHIVE AND RETRIEVAL SERVICES FOR HARD COPY RECORDS
AND TO CARRYOVER FUNDS FOR THE IMPLEMENTATION OF THE RECORDS
RETENTION SCHEDULE AND RECORDS MANAGEMENT POLICY AND
AUTHORIZE THE MAYOR TO EXECUTE A CONTRACT FOR A TERM NOT TO
EXCEED THREE (3) YEARS IN AN AMOUNT NOT TO EXCEED $17,000 A YEAR
WHEREAS, the City of Lynwood recognizes that the residents of Lynwood
have a right to expect, and the city has an obligation to foster, efficient and cost-
effective government and further recognizes the central importance of city records in the
lives of its residents; and
WHEREAS, on February 7, 2006, the City Council adopted a records retention
schedule which formalizes the retention and disposition of the City and Agency's
records; establishes the City and Agency's "normal course of doing business" and
certifies the life, care and disposition of all City and Agency records; and
WHEREAS, on February 7, 2006 the City Council adopted a policy to provide for
efficient, effective and economical controls over the creation, utilization, maintenance,
retention, preservation and disposal of all records of the City of Lynwood; and
WHEREAS, on February 7, 2006, the City Council authorized the appropriation
of $82,000 from the general fund, water fund, and redevelopment fund to implement a
records management program as follows:
General Fund 50% $41,000
Water Fund 25% $20,500
(City Resolution No. 2006.018)
~j Redevelopment Fund 25% $20,500
(LRA Resolution No. 2006.007)
WHEREAS, on May 16, 2006 the City Council adopted Ordinance No. 1576
which codified the remaining duties of the Office of the City Clerk and clarified that the
function of the administration of the City's records retention policy including retention of
the budget, financial, grant and contract documentation, real property records such as
title insurance policies and grant deeds, and the performance of the said responsibilities
to be carried out separate from, but in close coordination with the City Clerk's mandated
functions; and
WHEREAS, the use of the off-site storage facility will not hinder the conversion of
certain paper records into digital format for the expeditious, cost-efficient,- and
convenient retrieval of records by the members of the public and staff.
NOW, THEREFORE the City Council of the City of Lynwood does hereby find,
determine, order and resolve as follows:
Section 1: That the City authorizes staff to negotiate with Filekeepers for the
transport, storage, archive, and retrieval services and authorizes the Mayor to execute a
contract in an amount not to exceed $17,000 a year for a term not to exceed three (3)
years.
,1 ~ Section 2: That the City Council authorizes the carryover of the funds
originally set aside in FY 05/06 under Resolution No. 2006.018 to be used for FY 06/07.
Section 3:The City Clerk shall certify to the passage and adoption of this
resolution.
PASSED, APPROVED and ADOPTED this 1st day of August 2006.
TICIA VASQUE , M
ATTEST:
~, ~~
ANDREA L. HOOPER
CITY CLERK
.: ~_
N. EN~j QU RT N
CITYQtAANAGER
APPROVED AS TO FORM:
Os_-.,..a-dZ~ ~
ARNOLDO BELTRAN
ITY ATTORNEY
RRY HL. PE
ASSISTANT CITY MANAGER