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HomeMy WebLinkAbout4.5 Appropriation for Records Mgmt Program CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 26, 1990 SUBJECT: Supplemental Appropriation for Records Management 0;6 Program eport Prepared by Kay Keck, City Clerk EXHIBITS ATTACHED: None RECOMMENDATION: Authorize Budget Transfer in the amount of $2, 140.75 from the Contingent Reserve to the 4'. Records Management Program Account. FINANCIAL STATEMENT: $26,500 was budgeted in Fiscal Year 1989-90 for the implementation of a Records Management Program. The total project cost was $27,369.85. Fiscal Year 1989-90 Expenses Fiscal Year 1990-91 Expenses Supplies $ 1,955.70 Consultant Charges $ 2, 140.75 * Consultant Charges 23 ,273 .40 (includes $869. 85 additional work) Total FY 1989-90 $25,229.10 Total FY 1990-91 $ 2 , 140.75 Total Amount Over Budget $ 869.85 Since no funds were budgeted in Fiscal Year 1990-91, a budget transfer in the amount of $2, 140.75 from the Contingent Reserve is necessary. DESCRIPTION: In June, 1989, the City entered into an Agreement with Norma J. Hislop & Associates for implementation of a Records Management Program in the City Clerk's Office. In accordance with the terms of the Agreement, additional work was subject to agreement between the Consultant and the City. Additional time and expenses were incurred as a result of several situations somewhat unique to Dublin. These included, among other things, records related to the transfer of assets and real property as a result of the City assuming services which were formerly provided by the Dublin San Ramon Services District, the formation of a Joint Powers Authority with the City of, San Ramon for the provision of Fire Services, and corporate records related to Dublin Information, Inc. , for the financing of the Civic Center. It was impossible to determine the amount of time required to inventory these records until the project was actually underway. The Records Consultant has completed the work under the terms of the Agreement and Staff recommends that a budget transfer be authorized in order that final payment can be made. Total Expenses Incurred for Records Program $27,369.85 Total Amount Budgeted for Records Program $26,500. 00 Staff recommends that the City Council authorize the payment of two remaining invoices ($1,270.90 & $869.85) to Norma Hislop & Associates and authorize a budget transfer of $2, 140.75 from the Contingent Reserve to the Records Management Program account. COPIES TO: ITEM NO. 44. 5r J.1.,& (p6Q,.. 0