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HomeMy WebLinkAboutReso 1982-10772 RESOLUT ION NO. 10772 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AGREEMENT BE'IWEEN THE CITY OF CHULA VISTA AND JOYCE SNIDER SEMINARS, RECORDS MANAGEMENT PROFESSIONAL, FOR RECORDS MANAGEMENT PROGRAM IN THE CITY CLERK'S OFFICE AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT The City Council of the City of Chula Vista does hereby resolve as follows: NCM, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista that that certain agreement between THE CITY OF CHULA VISTA, a municipal corporation, and JOYCE SNIDER SEMINARS, Records Management Professional, for records management program in the City Clerk's office dated the 9th day of February , 19~, a copy of which is attached hereto and incorporated herein, the same as though fully set forth herein be, and the same is hereby approved. BE IT FURTHER RESOLVED that the Mayor of the City of Chula Vista be, and he is hereby authorized and directed to execute said agreement for and on behalf of the City of Chula Vista. Presented by Approved as to form by #~~ I' George D. Lindberg, City Attorney ADOPTED AND APPROVED CHULA VISTA, CALIFORNIA, this 198 2 , by the following vote, by the CITY COUNCIL of 9th day of February to-wi t: the CITY OF AYES: Councilmen Scott, Cox, Gillow, Campbell, McCandliss NAYES: Councilmen None ABSENT: Councilmen None R~ ATTE ity of Chula Vista / / L--'/ STATE m' CALIFORNIA) COUNTY OF SAN DIEGO) ss. CITY OF CHULA VISTA) I, , City Clerk of the City of Chula Vista, California, DO HEREBY CERTIFY that the above is a full, true and correct copy of Resolution No. and that the same has not been amended or repealed. DATED-- City Clerk Form No. 342 Rev. 7/81 B. Thorough review of develcprrent and uS3je of Master Topic Index, Functional Filing System, alphabetical cross index to filing system, and legislative history. C. Review of all procEdures being usEd by records man3jement staff and correction of system as necessary. EXPLANATION OF PROCEDURES - PHASE I Initiation of inventory and destruction procedures for existing inactive records of the City Cle:rk presently being held in storcge. A. Survey and identification of inactive records. 1. Identify generally the contents of each carton. Generate subject heading for each carton, lab'!e carton with subject heading. Canpute volurre of records in carton expressing volurre in cubic feet. Tape all information for transfer to 015/140, Wang word processor. 2. Divide cartons by general subject matter: Personnel, Legal, Finance, etc., into blocks. Number each carton in each block sequentially. 3. Place information regarding each carton of records on the 015/140. When this process has been canpleted, the information gained will be 1) the volurre of inactive records being storEd, 2) the cost of replacEment space and 3) the location of various types of records, Le., Personnel, Finance, etc, B. Training of personnel in inventory procEdures and initiation of inventory. 1. Instruction of City Cle:rk I s staff in theory and practical procEriures regarding inventory. 2. Initiation of inventory by clerical staff of City Cle:rk with vendor monitoring staff while continuing staff training until procedures have been sufficiently clarifiEd to ensure a clear and complete inventory. 3. PlaCEment of inventory data on 015/140 as it is completEd, vendor working with City and Wang representatives to install appropriate systEm. City Cle:rk I s staff will be trainEd to understand and complete all procedures. C. Initiation of a systEm for the disp:lsition of the inactive, oooolete records of the City Clerk. 1. Section 34090 of the California Cbverrment Code requires ccrnpletion of certain procedures in order to destroy municipal records. ProcEdures will be initiated as follON's to rreet City and legal requirements. 2. A nurrerical identifier system will be develcped by v.hich to place inventory on the 015/140, working with City and Wang representatives. 3. As the inventory of each block of records by general subject is completed, a paper copy of the inventory will be produced. 4. The canpleted inventory will be reviewed by the City Cle:rk who will indicate on the inventory all records which should be retained for legal, vi tal and historical purposes. Vendor will assist in this process. !?-/()77:Z -2- 5. The inventOl:Y will be reviewed by the City Attorney to indicate on the face of the inventory those records that may be destroyed, and the retention period for those records \>hi&. cannot be destroyed. The inventory will then be returned ill tbe '-L~:I Clerk who will make the final decision re:Jardirrj the disfOsition of the records under review, working within the legal retention requirements. 6. A new list containirrj only the records to be destroyed to be generated fram the OIS/140. A staff report and resolution to be prepared and the list of records to be destroyed attached. This material to be submitted to the City Council for approval. 7. After approval for destruction by the City Council, a ccpy of the list of records to be sent to the Department of Special Collections of L'1e university Research Library, of the University of California with a cover letter. If the University desires to retain any of' the City's records, which are not confidential, the list of those records will be listed on a receipt which will be signed by the University representive. The receipt will be retai.ned permanently. 8. The obsolete records to be prepared for destruction by the City. There are several alternatives generally available for destruction 0f records, includirrj shredding, burial, burning, etc. The vendor will investigate the alternatives and the City staff will wake the final decision regarding method of disposal. 9. As each block of obsolete records is destrCijed, a statEment of destruction to be completed by the City and permanently maintained. The disfOsition of re<Xlrds to be noted on L'1e inventory lists held on the OIS/140. 10. Thlrirrj the course of develcping documentation, the vendor will initiate appropriate subject file headings for the paper documentation of the records management progran. D. Development of a Records Retention and Disposition Schedule. The schedule is based on legal, vital and historical retention requirEments. . 1. The inventory lists held on the OIS/140 will be designed to be called up by subject and an alphabetical list of subject hea:Jirrjs with the disposition notation will be generated. 2. The retention periods stated will be used as a guide for future disposition of records. NOI'E: The existence and/or approval of a retention schedule will not negate the necessity of oompletion of appropriate procedures for the disposition of eacb future block of obsolete records. E. Initiation of vital Records Program for the retention of the vital, legal and historical records of the City Clerk. 1. The City presently has space for retention of vital records. All retired records will be housed in that space. 2. As obsolete records are destroyed, the retired records to be retained will be placed in durable transfer files, cataloged and placed on shelves. A list of these vital records showirrj their new location will be generated on the OIS/140. 3. Vital Record files to be microfilmed and the film roles designated for separate storage off-site by City staff. 4. An index of the vital records wi! 1 be provided to apprcpriate management staff for informational purposes. 1?-//J77;L -3.- AGREEMENT FOR RECXJRDS MANAGEMENr PRCFESSIONi'\L THIS AGREEMENT, made and entered into in the City of Chula Vista, California, this 9th day of February , 1982, by and between the CITY OF CHUIA VISTA, a municipal corpJration, hereinafter referred to as "CITY", and JOYCE SNHER SEMINARS, Records Manajement Professional, hereinafter referred to as "PROFESSIONAL"; WITNESSETH ----------- WHEREAS, the City, in the operation and conduct of t.he City Clerk's Office in said City, re::ruires the seJ:Vices of a records '1l."na:jement professional, and JOYCE SNIDER SEMINARS is a records <,'.'.nagement professional capable and able to render the seJ:Vices require::! by the City. New, THEREFORE, in consideration of the premises and ur-on the terms and condi tions contained herein, the City and the Professional a:jree as follcws: 1. The term of the agreement shall be twenty (20) days beginning on February 22, 1982, and ending on or about Mardl 19, 1982, or unless sooner terminated as hereinafter provided. This time period encompasses on-site activity by the Professional. The days mayor may not be consecutive calendar days. This time period does not preclude the use of telephone or other long-distance communications media re::ruesting advice and guidance. 2. The Professional will, on the effective date of this agreement, enter up::m the performance of the duties as records mana:jement consultant in the City of Chula vista and in particular conduct: PHASE I Initiate the inventory and destruction procedures for existing inactive records of the City Clerk presently being held in storage, A. Survey and identification of inactive records. B. Train personnel in inventory procedures and initiation of inventory process. C. Initiation of disp:lsition procedures of inactive records. D. Development of Records Retention and Disposition Schedule. E. Initiation of Vital Records Program for the retention of the vital, legal and historical records of the City Clerk. PHASE II Install a canputerized Master 'Itpic Index, Functional Filing Syst6l1 with index, cross index, and legislative history, indices to have city-wide capabili ty. A. Theory and application of l1aster 'Itpic Index. B. Installation of Functional Filing System with index and cross index. C. Develcpment of legislative history. PHASE III Complete all project tasks initiated in Phases I and II. A. Destruction of obsolete records th,it have been invertori.ed am approved for destruction by the City Cl(,rk, the City Attorney, and the City Council. 1!-/tJ7l;;L EXPlANATION OF PROCEDURES - PHASE II Initiation of computerized comprehensive Master Topic Index, Functional Fili03 Systen with index, cross indb, "" "~c~"slative history, indices to have City-wide capability. A. Master Topic Index designed by the Consultant and implemented by the City by which to index the subject fili03 system of the City Clerk. 1. 'Ihe Master Topic and Functional Fili03 Systen will have the following features: -Modular, allo.ving any function or activity to be added or deleted; -Three digit numbering system (without decimals or other complicated mechanisms) which allows then to be computerized and expedi tes retrieval of information; -Color coded by function, thus aidifB the retention of files in the appropriate location; -Cross indexed alphabetically; -Designed to be used universally in all City departments of the City, or they can be used in one or rrore designated departments; -Three-tiered, pointing the user to a specific group ot files, thus narro.ving the search field quickly; -Completely written, each file beifB indexed and cross indexed as it is created, allowi03 the use!:" to retrieve quickly any file needed; -Method to access specific records relati03 to Council action; , . -Conduitlve to autanation; -Designed for use by small and medium sized United States cities; -Used in a number of cities throughout the United States comprising a proven and objective systen; B. Installation of a Functional Filing System using the Master Topic Index which will tie into other departments. The City will: 1. Set date for retirement of present subject filing system. 2. Purchase appropriate materials as outlined in list entitled, "Equi]:rnent and Materials List". 3. Set aside all letters and correspondence dated after January 1, 1982 for installation of new system. 4. IDeate file cabinet space for new systen. If necessary, remove a block of records that are seldan accessed in the present filing systen. 5. 'I'fFe labels for functional classification and activity dividers and place in designed file cabinet space or generate on OIS/140. 6. Retrieve letters and corresp:mdence to be placed in new systen and define placement of each, using numerical portion of index. -4- 11- /0 IlL- 7. Define apprc:priate hecdings for file folders. Make up file folders and place papers in folders. As folders are made up, list file folder titles with their numben: on the OISj140. \'.hen the foregoing procedures are completed th<c l"""S~el' .n,pic Index will be in place. C. Develc:pIrent of a canputerized legislative history, designed by the Professional and implemented by the City. 1. An alphabetical index of actions taken by the governing body otherwise known as a Council Minute index. 2. '!he legislative history will also serve the purpose of retrieving documents filed in the Functional Filing system am the systems will be set up to include that function. PHASE III Completion of all project tasks initiated in Phases I and II. A. The process in use for the destruction of obsolete records will be reviewed on a step--by-step basis, B. A thoroogh review will be made of the develc:pIrent and uSaje of the Master Topic Index, Functional Filing System, alphabetical cross index and legislative history. C In swnmary, a review of all procedures be ing used by records manajement staff and correction of system as necessary will be made to ensure that the system is functioning oampletely. AS A RESULT OF THIS CONTRACT, THE CITY WILL HAVE THE FDLLCWIN3 SYSTEMS AND CAPABILITIES: L en the word processing system, the OISj140, available to City staff members, the following: A. A Master Topic Index showing the location of all subject files of the City Clerk. B. A legiSlative history ootlining all actions of the City Council. C. A complete inventory of the retired files of the City Clerk. D. A list of the vital records of the City Clerk retainEd by the City. E. A Records Retention and Disp:>sition SchEdule for the retirEd records of the City Clerk. 2. 4>timum use of storaje space throogh destruction of obsolete records. 3. A vital Records program whereby all vital records of the City can be inventoried, destroyed as appropriate, am the remainder stored within a clear and safe system for easy retrieval throogh the use of the OISj140. 4. A II'Odel and the systems for a uniform City-wide records manajement program which contains all the elements necessary for a clear and canpetent system alrecdy written and in use. 5. Well-trained staff members who understam the records management system and who will be able to aid other personnel in records management functions to develop a City-wiele program. !f-/tJ77;;L -5- 6. Increased staff productivity throogh a canprehensive prCX]ram v.hich provides gcod systems for r2cx..-,', cl;~::J functions an:] freeirg of space by destruction of records. 7. The City will be prepared to examine microfilmirg alternatives and make viable decisions to install an apfrcpriate prCX]ram in the City. TIME SCHEDULE FOR CO'IPLETION OF PROJECT VENCOR: PHASE I - ten working days PHASE II - five working days PHASE III - five working days The vendor will be on-site for 15 workirg days at the inception of the project and for 5 working days at its canpletion. COST FOR SERVICES It is the intent of the Professional to provide all professional expertise, including initiation of systems and training of personnel for canpletion of the project. All clerical am other staff services, equipment am materials are to be prOlTided by the City Clerk. In consideration of the services to be remered by the Professional, t.he City will provide remuneration to the Professional in the total amount of $6, ODD, Terms: First payrrent - $1,000. 'Ib be paid follClNing appr-oval of contract. Second Payment - $3,000. 'Ib be paid at the em of the first 15 days spent onsite. Third payrrent - $2,000. 'Ib be paid up:m canpletion of the remalmng onsite period. If Phase III is not concluded at that time, the City reserves the right to retain 10% of the total amount until oompletion. CI'IY: It is estimated that full implementation (col1llersion) will tal(e fran three to six months, depending on the hours staff can utilize in implementirg the system. No sub-agreement covering any part of the work will be permitted unless approved by the City Clerk. The Consultant shall coordinate her activities with the City Clerk ....no, at the expense of the City, will assign clerical personnel to assist the Consultant as necessary. The City shall have the right to susperxl or abarxlon the project in ....nole or in part at any time arxl the City shall have the right to terminate this agreement for reasonable cause at any time upm five days written notice. In such event, the Consultant shall be paid all costs due up to the time of suspension of the project. -6- Il-/t?77;2- This agreenent may be amended at any time by mutual consent. Dated: February 9, 1982 ~""!'^ V<STj () DY,/ ll~ Hayor, C' y ~l i a. Attes . ~J'12G<!<J)JC;t;Le~{.d~ Cl 'ty Clerk V APPROVED FS TO FDRM: ~9' /1-/1)77;;2- -7- SNIIER SEMINARS By~~ ~~4'-t../ ;Jo. e "nider, (title) Page Item No. Meeting Date 2 10 2-9-82 Snider Seminars was selected because of the thoroughness of its proposed Records Manage- ment system and the completeness of its methodology. Mrs. Snider's extensive experience and excellent reputation with other cities having contracted for the firm's services were also factors. The Dyer firm was not fully responsive to the City's needs in the area of filing systems, while the Hislop firm indicated less extensive experience in records management and corresponding word processing applications. For these reasons, Snider Seminars is recommended by staff. It is anticipated that the establishment of this program will require a m~nlmum of 20 on-site staff days by the consultant. However, much of the actual inventory work and training will require a considerable amount of my time and of my staff's time in order to utilize and maintain the system after its initial implementation. For this reason, the on-going work activities will have to be structured so as to minimize interruptions. The public and the Council will continue to be served in our best manner. However, less critical items may be deferred to a later time. FISCAL IMPACT: The total budgeted funds are $6,000. Approval of the staff recommendation will result in expenditure of this amount. MEL:JMF:eac t-/ () 77;2- ~f bY le , ", ' Chu\a Vista, CaiicOrma l 2 -2/ ~2::-! ,- I, Oated -' ~~- ---'