HomeMy WebLinkAboutAGENDA REPORT 1997 0115 CC REG ITEM 07DAGENDA REPORT
CITY OF MOORPARK
TO: The Honorable City Council
FROM: Lillian E. Hare, City Clerk I *
DATE: January 6, 1997 (CC Meeting 1/15/97)
SUBJECT: CONSIDER ADOPTION OF RESOLUTION 97 -_
OFF -SITE STORAGE WITH VENTURA COUNTY
L
AUTHORIZING
The County of Ventura has contacted the City relative to their
providing off -site records storage at their new Central Stores
Records Storage Center at the County Government Center.
Although we are in the process of scanning to optical all permanent
records and have completed the scanning of vital records consisting
of minutes, resolutions, ordinances, recorded documents (except
maps), certificates of insurance, and agenda reports (all packets
that were maintained by previous City Clerk's through the present),
there is still a significant backfile consisting of Community
Development documents and Engineering files. There is little room
at City Hall as presently constructed to contain these files.
A comparison of storage and storage related charges shows the
County's prices to be very competitive.
SERVICE
PROPOSED
YORK FEES
TRI -CITY
PROVIDED
COUNTY FEES
ARCHIVES
Storage per box
$0.20 /mo
$0.33 /mo
$0.25
Receiving
$1.10 plus
$1.50
$0.85 plus
charge (1 box)
$0.15 data
$0.25 /line
entry per
data entry
folder if
required
Retrieval of
$1.50
$1.25
$3.75
record or box
Transportation
Free if by
$35.00
$20.00
Brown Mail
Filing /refiling
$1.50
$1.50
$1.85 refiling
of record or
$3.50
box
interfiling
OW(A `.b
Agenda Report
January 6, 1997
Page 2
The cost of storage of the proposed items below, including a $0.15
entry fee per file for each file in a box (staff is estimating on
average 10 files per box) , at the County Records facility is
summarized as follows:
TYPE OF FILE
NUMBER
MONTHLY
DATA ENTRY
ONE TITLE
BOXES
COST
FEE PER
RECEIVING FEE
FILE
Community
125
$25.00
$222.15
$137.50
Development
Engineering
85
$17.00
$127.50
$ 93.50
TOTALS
210
$42.00
$349.65
$231.00
To summarize, the one time fees for receiving and data entry would
be $580.65. The monthly storage cost would be $42.00. Annualized
over the remaining six months of fiscal year 1997, the storage cost
would be $252. Staff would like to request an additional
contingency of $100 for any additional records that might be
determined to be a candidate for off -site storage.
Staff anticipates that when updating the Miscellaneous Fee
resolution next, a charge of $1.50 will be added for providing
documents that require retrieval from off -site storage.
STAFF RECOMMENDATION: ROLL CALL VOTE
Adopt Resolution 97- authorizing off -site storage with Ventura
County and appropriating $932.65 from the General Fund Reserve to
100.300.0000.000.9191. (Contractual Services).
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