SR-6-J (68)
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Counc1l Meeting May 24, 198 Santa MOnlca, Ca11forma b -T
MAY 2 4 1983
TO: Mayor and Councilmembers 1 ti3-00/-0/
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FROM' C1ty Clerk
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SUBJECT: Transfer of Funds
INTRODUCTION
This report requests the transfer of funds within the Records
Management D1vision budget to complete the work plan of the Records
Management Program as presented in a prev10us report to Council in
January, 1983.
BACKGROUND:
In October, 1982, Council d1rected that the C1ty Clerk Department
1mplement an improved records program with C1ty departments.
In addition, Counc1l was advlsed in January, 1983 that through the
lack of a records retention schedule unnecessary volumes of materials
were being stored in the 1nactive records area and primaryjhlstoric
records had not been microfilmed with a security copy removed to a
location out of potent1al Soutnern Ca1iforn1a dlsaster area. Estab 11 sh-
ment of records-retent1on schedule is crucial in that it provldes a
bas 1 c stru .__the transfe.r-~storage of i nact1 ve records as
well as the1r destruction. Council was advlsed a Records Consultant
had been engaged to des1gn, in1t1ate and guide the tasks necessary to
address these circumstances.
The tasks have been in1tiated as reported, and under d1rect10n of
the Records Coordinator are in the m1ddle stage of complet1on.
Funds are available in the Equipment I Account No. 01-100-214-000-801
for the final payment to the Record Consultant for aSs1stance in the
completion of these tasks.
RECO~1MENDATION :
Staff recommends Council approve the transfer of Sl,OOO from Account
No. 01-100-214-000-801 to Account No. 01-100-214-000-501 to complete
payment of this proJect. ?;;-T
Prepared by: Joann Jelly, MAY 2 4 1983
Clty Cl erk
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"'" - ----...-- . . sePt~er 28, 1982 .
COUNCIL MEETING: Santa Monica, California
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TO. Mayor and Councl1members SEP 2 8 1982
FROM: C1ty Staff
SUBJECT: Electronic Scale for Mailroom
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INTRODUCTI ON
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This report requests a transfer within the City C1erkfs budget for the
purchase of an electronic scale for the mailroom.
BACKGROUND
Due to the wide variety of mall WhlCh goes out of City Hall, an accurate
scale is necessary in determlning correct postal charges. Considering
the large and growing amount of mall handled daily in City Hall, it has
b~come more and more difficult and tlme consuming to properly handle the
mall, especially ln view of the fact that the mail function is the
responsibi'11ty of only one person on the City Clerk's staff.
The City Clerk's Offlce has been ~ble to test and review a variety of
electronic scales and has found that accuracy, efficiency, and savlngs
of time and money in the mailr~om are greatly enhanced by the use of thls
type of weighlng device. After determining speclflcations to meet City
Hall's needs, and reviewing vendor proposals and bids, the Frlden Alcatel
8610 electron1c scale was selected as best meet1ng the specified require-
ments. ThlS scale can be purchased for $1911.68, lnc1uding tax. There
are enough funds in the City Clerk's budget to cover this cost, but
because the electronic scale falls under the category of capital equip-
ment, for which no funds were allotted, a transfer to this category
within the department budget 1S necessary for the purchase.
RE COMr~EN DA TI ON
Staff recommends that Council approve transfer within the City Clerkls
budget of $1911.68 from Mail Account No. 01-100-211-000-232 to Capital b-I
SEP 2 8 1982
...~- fA SeptembJllt8, 1982 .
COUNCIL MEETING:
Equipment Account No. 01-100-211-000-802 for the purchase of an electronic
scale to be used ln the City Hall mailroom.
Prepared by: Connle L. McNeely
Actlng City Clerk
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