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CITY COUNCIL AGENDA ITEM NO. 19

Meeting Date: March 28, 2006

Subject/Title: Adopt a Resolution amending the 2005/06-2009/10 Capital Improvement Program by adding the City Archive / Storage Project into the program.

Prepared by: Margaret Wimberly, City Clerk

Submitted by: Pamela Ehler, Director of Finance and Information Systems


RECOMMENDATION
Adopt a Resolution amending the 2005/06-2009/10 Capital Improvement Program by adding the City Archive / Storage Project into the program.

PREVIOUS ACTION
None.

BACKGROUND
The City currently contracts with various public storage agencies with space adding up to 3,135 SF, with a monthly expenditure of $3,096. The new City owned storage facility will be located adjacent to the Police Department; therefore saving the City in off site storage costs. The City will also gain 3,365 SF, that will allow for growth and have a centralized secure location for all City documents and stored in accordance with the City's records retention policy.

The City Archive Center will house heavy duty racks that can hold up to 32 standard storage boxes per shelf and pallets for those bulky items. This will enable the City to maintain its records in a higher density. Each department (Administration, Attorney, City Clerk, HR, Engineering, Finance, Community Development, Economic Development, Housing, Parks & Recreation, Arts and Police) will have their own secure space with a 10’ high chain link fence and a locking gate. The City Archive will have security cameras on the outside perimeter of the building and will only be accessed by authorized personnel.

FISCAL IMPACT
The fiscal impact associated with the City Archive Project is $160,000; however the annual savings will recoup this cost in four years or less. Funding is identified within the CIP budget sheet.

Attachments:
Resolution
Exhibit A – CIP Project Worksheet


RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AMENDING THE 2005/06-2009/10 CAPITAL IMPROVEMENT PROGRAM BY ADDING THE CITY ARCHIVE PROJECT INTO THE PROGRAM.


WHEREAS, the City currently contracts with various public storage agencies with space adding up to 3,135 SF, with a monthly expenditure of $3,096.

WHEREAS, the new City storage facility will be located adjacent to the Police Department of which the City owns; therefore saving the City in off site storage costs.

WHEREAS, each department (Administration, Attorney, City Clerk, HR, Engineering, Finance, Community Development, Economic Development, Housing, Parks & Recreation, Arts and Police) will have their own secure space with a 10’ high chain link fence and a locking gate.

WHEREAS, the City Archive will have security cameras on the outside perimeter of the building and will only be accessed by authorized personnel.

NOW, THEREFORE BE IT RESOLVED that the 2005/06 – 2009/10 Capital Improvement Program will be amended to add the City Archive Project into the program.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 28th day of March 2006 by the following vote:

City Administration
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