HomeMy Public PortalAboutAB 06-167 Records Management AgreementMcCALL CITY COUNCIL
AGENDA BILL
Number
Meeting Date September 14, 2006
AB 06-167
216 East Park Street
McCall, ID 83638
AGENDA ITEM INFORMATION
SUBJECT:
Records Management Agreement
between Janet Matson Consulting
and The City of McCall
Approvals: Department/
Committee/Individual
Initials
Remarks
(Originator/
support)
Mayor /Council
City Manager
Community Development
Treasurer
Clerk
Originator
Police Department
Public Works
Golf Operations
Parks & Recreation
COST IMPACT:
Not to Exceed $5,000 - Fiscal Year 05-06
Not to Exceed $10,000 - Fiscal Year 06-07
Airport
FUNDING SOURCE: City Clerk
Line Item 10-46-150-300.0 Professional Services
Library
City Attorney
TIMELINE: asap
Grant Coordinator
Other:
SUMMARY STATEMENT:
Staff has recognized a need to completely re -organize the record -keeping system at City Hall,
including the current filing system as well as the archive files. There have been many efforts in
the past to update and organize the files but due to the fact that the City was often understaffed,
there has been neither the time nor the personnel to complete this task. Janet Matson, of Janet
Matson Consulting, is a trained and experienced records management consultant. She has
made a proposal to the City, which is attached for your review.
Due to salary savings in the Clerk Department, there are sufficient funds to cover the cost this
fiscal year. However, since $10,000 in FY06-07 was budgeted for furniture for Legion Hall, staff
would like to advance that purchase to this fiscal year and pay only one-third of the Records
Management Proposal at this time. The Records Management Proposal would then be
completed after October 1, 2006.
Considering the amount of work to be done, this would be a very worthwhile investment for the
dollars spent. An efficient filing system and records management system would benefit every
City department. With the sheer volume and complexity of the City's files, the best option is to
hire a professional to accomplish these goals.
RECOMMENDED ACTION:
Approve the Records Management Agreement between Janet Matson Consulting and the City of
McCall and authorize the Mayor to sign all necessary documents.
RECORD OF COUNCIL ACTION
Meeting Date
ACTION