Agenda - 04-01-2004-2 - Laserfiche WebLink

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