HomeMy WebLinkAboutReso 18-1977 RESOLUTION NO. 18-77
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
A RESOLUTION APPROVING AMENDMENT
0-4, 1976/77 OPERATING BUDGET
BE IT RESOLVED by the City Council of the City of South San
Francisco that after duly considering the staff report dated
February 16, 1977, Subject' Microfilming: Police Records and
Library Newspapers, which is attached hereto as Exhibit A, the
Council does hereby order the sum of Two Thousand Dollars ($2,000)
be transferred from Account No. 12-4399-152-20 to Account No.
12-4399-493-20 for Library microfilming of backfiles of the
Enterprise-Journal from 1895 through 1938.
I hereby certify that the foregoing Resolution was regularly
introduced and adopted by the City Council of the City of South
San Francisco at a regular meeting held on the 16th day of
February, 1977, by the following vote:
AYES, COUNCILMEN Richard A. Battaglia, William A. Borba, Emanuele N.
Damonte, Terry J. Mirri and Leo Padreddii
NOES, " None
,, None
ABSENT, ~
ATTEST' ~
Clerk
HIll 11 lill]l ]1 II
EXHIBIT A
February 16, 1977
TO RESOLUTION
No. zs-?? ADOPTED 2/16/77
i.
To"' The Honorable City Council
Subject' MICROFILMING' POLICE RECORDS AND LIBRARY NEWSPAPERS
ACTION' Resolution
RECOMMENDATION:
It is recommended that Council adopt the attached resolution authorizing the
transfer' of funds from the Non-departmental Budget to the Police Department
.in the,amount of $8,000, and' to'the Library Department in the amount of
$2,000 for the purpose· of microfilming records.
l- .
D__ISCUSSION:
· .
The. City Council allocated $35,000 in the 1976/77 Oper. ating.Budget, Non'depart--
mental, with the intent of microfilming municipal records: The original concept
provided for contracting with a firm to film the records of the Ci'ty Clerk and
City Attorney with the possible inclusion of other departments. This approach
is .a monumental under, taking which requires extensive preparatory work. It now
appears that a comprehensive program is not immediately feasible and that an
incremental approach to our record storage problems is preferable.
Areas of particular needs have been identified in the Lib)ary and Police Depart-
ments. Both departments are in a pOsition to immediately implement-microfilming
projects which satisfies their particular needs.
It is the 'opinion of,staff thai~ the implementation of the proposed projects
should not be delayed by the indecision surrounding the other city departments
This i's not to indicate that the desirabilit,v of up-grading other departmental
systems.has diminiShed, nor should they be ignored. Staff will continue to
explore the alternatives available to other departments.
SUMMARY OF REQUESTS-
.-.
1. Police Department- Enter into a ~ontractural agreement for temporary
help to microfilm in excess of 75,000 documents which'the department
is. required;by law, to maintain. Work would occur on-site, utilizing
city equipment.
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February 16, 1977
Sub' MICROFILMING- POLICE RECORDS & LIBRARY NEWSPAPERS
Page 2
2. Library Dep~rtment' Retain the services of a firm to microfilm the
City's backfiles of Enterprise-Journal~ from 1895 through 1938.~The
possibility of modifying the existing city equipment and having it
operated by Library'Staff was investigated but 'r. ejected due to the
expense and deterioting nature of the newspapers.
The attached memoranda from the Library Administrator and the Police Chief
discuss their respective proposals in greater depth.
FUNDING'
Operating Budget, Account 12-4399-152-20.
C. Walter Birkel° ~ /~
City Manager
. .
Assistant to City Manager
MAW:ad
Attachment
Ilill II 1[11'1 ~111
DX£E' February 16, 1977.
Microfilming of Police Records
Transfer of Funds
RECO,\'5~zNDATION: It is recommended that the City Council authorize the transfer of
$8,000 from the non-Departmental Fund, controlled by the City
~hnager's Office, to the Police Department.
DISCUSSION:
1. Upon Council's approval, these' monies will be utilized to hire
temporary help to microfilm in excess of 75,000 documents
which the Police Department is required by law to maintain.
2. Council ~ms already reco~_~nized the need for 'the microfilming
project by appropriating $5,S00 for the necessary equipment
which has recently been delivered. The demands upon limited
manpower resources within the Police Department do not provide
the time necessary to complete the project.
3. The Police Department has exhausted its storage space for-the
'' filing 'of records. Two clerks have already incurred'minor
injuries as a result of attempting to ret.rieve documents
from stacked boxes.
4. There are approximately 75,000 documents that must be microfilmed
requiring 1,925 manhours @ 59 documents an hour @ $4.00 per hour
($4.00 x 1,925 = $7,692). The request is for $8,000.
5. The request for funds for temporary help is based upon the
anticipation that the microfilming backlog is non-~ecurring
and is in conformance with Council's direction of no new
additional permanent' employees~
FONDING'
$8,000 - Transfer of funds from Non-Departmental Fund.
C. Walter Birkelo
City ~hnager
Jame~iOatzman, Ch'~ef of P~ice
:./D-pt
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January 27,1977
HonOrable City' Council
SUBJECT:. Microfilming of old local newspapers
FROM: A~ministrative Staff
RE CO~.~DATION:
It is the staff's recommendation that the Public Library's backfiles of the
Enterprise-Journal, from 1895 through 1938, be microfilmed as soon as possible to
complete the fibaing and preservation of this priceless store of 16cal history
material. It is further recommended that the job of micro-filming the 34 volmmes
involved be given to Library .WLicrofilms of Palo Alto who quote a price, of $1,940'
DISCUSSION: . .
·
The baCk files' of the local newspaper provide a unique and most valuable record
of the' people and the life and events of this city over the past 81 .years. The p~rs
for the years t939-to-date are on film, but the earlier years_from 1895 to 1938 re-
~ in their original form, deteriorating day-by-day' with no way of replacing the
:arts of the pages that flake away with every turning'of the pages.. The city should
~ait no longer to put these older papers on film so that their contents will always
be available to the people of the commr~nity. The older papers are of wood pulp which
disintegrates much faster than the rag p~per which ~was used for the more recent years.
· The library director has talked to Mr.Mager of the Enterprise'Journal and he
seemed most interested in the suggestion that the paper share the cost of this filming.
They can't provide their half of the total cost this year but the suggestion that they
could several years to pay this amount drew a positive response. The filming comp~uy
will be happy to receive their money over a two-year period, or the cit~ could pay the
total amount and let the newspaper reimburse it over a two or three-year period. The
important thing is that we start now to get the filming done, if only because the
price.goes up about 10% in the middle of March... If the n~spaper wants a second set
of the film, as seems probable, the total price would be increased by $220, plus tax.
·
Walter Birkelo ·
City° Ma!3ager
Robert S. Alvarez
Library ~istrator