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3 <br />• A purge program would be developed and agreed to among departments to <br />ensure records are kept in compliance with records retention requirements. <br />¦ A process for the annual disposal of records no longer meeting the <br />retention requirements would be implemented as part of the policy, <br />o Chain link, or other suitable material, would be used to create lockable, secure <br />areas for departmental storage. Emergency Management has agreed to be <br />responsible for ensuring access and logging visits to the general storage areas, <br />however, departments would maintain keys to their individual storage areas. <br />A floor plan and storage policy will be shared with the Board at such time they are completed, <br />following approval of the proposed lease. <br />FINANCIAL IMPACT: The first year lease amount is $51,674, plus approximately $5,000 for <br />taxes and insurance. The approximately $12,918 needed for the lease through June 30, 2004 <br />will be funded through funds in the Rents and Insurance and Emergency Services current year <br />funds. 2004-2005 budget requests for the referenced departments will reflect full year costs for <br />the lease year July 1, 2004 through June 30, 2005. <br />Upfit costs will be determined at such time the floor plans are established following lease <br />approval. Building infrastructure and systems are new or have been well-maintained, so the <br />primary upfit costs will be centered around the chain link or other suitable material enclosures <br />needed for departmental secure storage areas and the cosmetic upfit that may be needed for <br />the office area. Efforts will be made to fund these expenses through existing budgets or Capital <br />Investment Plan funds. However, should sufficient funds not be available, any overages will be <br />included in upcoming budget requests for Board consideration within the next few months. <br />RECOMMENDATION(S): The Manager recommends that the Board: <br />o Approve a lease beginning April 1, 2004 through June 30, 2009 with Efland Leasing <br />Company, for a building at 3501-A Forrest Ave, Efland, NC, substantially in compliance with <br />the lease terms and conditions cited in the attached lease, contingent upon Attorney and <br />staff review; and <br />o Authorize staff to prepare a floor plan and corresponding policy governing storage in the <br />facility, complete with cost estimates for upfit, which overage, if any, shall be included for <br />consideration in the 2004-2005 budget process; and <br />o Authorize the Chair to sign the lease on behalf of the Board.