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HomeMy WebLinkAboutR-1988-037 i i i RESOLUTION NO. 37-88 A RESOLUTION OF THE CITY OF DANIA, FLORIDA REQUESTING THE NATIONAL HISTORICAL PUBLICA- TIONS AND RECORDS COMMISSION, TO INCLUDE THE CITY OF DANIA'S APPLICATION AMONG THOSE RE- QUESTING FINANCIAL ASSISTANCE FROM THE FEDERAL GOVERNMENT 'S RECORDS GRANT PROGRAM FOR THE 1989 PROGRAM YEAR; AND PROVIDING THAT ALL RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH BE REPEALED TO THE EXTENT OF SUCH CON- FLICT; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Dania, Florida has recognized a need to provide for an Archival Program for the organization and maintenance of its historical records ; and WHEREAS, the Federal Government has recognized a need to assist local governments in establishing this program. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA, FLORIDA: s. Section 1 . That the City Commission of the City of Dania, Florida, requests the National Historical Publications and Records Commission to include the application of the City of Dania , Florida, among those requesting financial assistance from the Records Program Grant for the year 1989. Section 2. That the City Commission of the City of Dania, Florida does hereby indicate its commitment to comply with the appropriate and applicable rules and regulations for the administration of this program, which are more fully described in the regulations of the National Archives and Records Administration published in 41 CFR 10.1-6. 2 issued under the provision of Title II of the Civil Rights Act of 1964, Public Law 88-352 ( 78 Stat . 241 ; 42 U. S.C. 2000d ) . Section 3 . That all resolutions or parts of resolutions in conflict herewith be and the same are hereby repealed to the extent of such conflict . Section 4. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED and ADOPTED on this 13th day of September , 1988. .JI a J M OR—COMMISSI R ATTEST: CITY CLERK — AUDITOR RANK C. ADLER, CITY ATTORNEY 1. RESOLUTION NO. 37-88 KIMA 1 National Historical Publications and Records Commission I National Archives Building, Washington, DC 20408 Phone 702 S?3 5385 RECORDS PROGRAM GRANT APPLICATION 1. Institution or Organization (name, address) City of Dania s. Budget Office of the City Clerk A. Outright grant (NHPRC) $ 26,368 Dania City Hall 100 West Dania Beach Boulevard B. Matching grant (NHPRCJ $ Dania, Florida 33004 C. Total from NHPRC (A+B) $ 26,368 2. Project Director (name, address, phone) D. Matching (Other donor)Marie Jabalee (D must equal B) s 100 West Dania Beach Boulevard E. cost sharing $ 21,289 Dania, Florida 33004 (305) 921-8700 Ext. 215 F. Total project budget (c+D+E)s 47,657 6. Dates of Requested Grant Period 3. Authorizing Official (name, address, phone) October, 1989 thru September 30, 1990 Wanda Mullikin City Clerk 7. Other Federal Agencies Considering Request 100 West Dania Beach Boulevard Dania, Florida 33004 (305) 921-8700 Ext. 202 Non-Federal 4. Payee (name, address,. phone) City of Dania Finance Department 8. Project category Howard Richards 100 West Dania Beach Boulevard state Project X Regional Project Dania, Florida 33004 National Project (305) 921-8700 Ext. 217 9. Project Title Systemization of a records management and Retention Pro am 10. Project Summary Purpose Due to the loss of Federal Revenue Sharing Funds, as well as unprojected expenditures and revenues that were short of the projected amounts during the 1986-87 and 1987-88 fiscal years ,and the fact that the City Commission does not wish to overburden the tax payers with a large tax increase and that the priority of this type of project ranks very low on their list, the purpose of this grant request is to enable the City to fund hiring of an Archivist to set up an Archival program for the City of Dania. Significance The City of Dania has records dating back to 1904 when it was first founded. It has a population of 13,068 as of the latest census and is the oldest city in Broward County, Florida. Therefore the establishment of a system that will preserve the historical records which are at the present time in danger of deteriorating, is essential to the history of our city. These records include minutes , ordinances and resolutions dating back to 1904, personnel records and all other records governed by the rules and regulations of the Division of Archives, History and Records Management of the State of Florida. At this time these records are not being maintained properly due to the lack of personnel in admini- stration to initially set up a system that can be maintained by existing staff. Plan of Work (including references to techniques): The office of the City Clerk and project director sill supervise the one hired as the Archivist in the following: 1 . The inventory of all records 2. The preparation of a retention schedule 3. The disposal of all records according to State approved schedules 4. Microfilming all records according to State approved schedules and preparing a retrieval system for same. 5. Store and organize and schedule all records for retention of 10 years or less. 6. Preparing all permanent historical records for storage and preservation in fireproof vault of County Library. intended Product An established Records Retention Program and a written procedure booklet on same. Rey Personnel: Wanda Mullikin, City Clerk Project Director, Marie Jabalee Archivist (to be hired) (job description attached) Budget summary: (;X years) NHPRC COST SHARING TOTAL CITY OF DANIA Personal Services $16,883 $20,789 $37,672 Operating Costs 900 900 Contractural Services 8,585 500 9,085 TOTALS $26,368 $21 ,289 $47,657 We agree that ( 1 ) the program for which any grant is made will be conducted in compliance with, and we will comply with, all requirements imposed by or pursuant to the regulations of the National Archives and Records Administration published in 41 CFR 101-6.2 issued under the provisions of Title VI of the Civil Rights Act of 1964; Public Law 88-352 (78 Stat. 241 ; 42 U.S.C. 2000d); (2) this agreement shall be subject in all respects to the provisions of said regulations; (3) we will immediately take and continue to take such action as may be necessary to effectuate this agreement; (4) this agreement shall be effective for the period during which any Federal financial assistance is extended pursuant to any grant; and (5) the United States of America shall have the right to seek judicial enforcement of this <Lgreement. To the best of my knowledge and belief, data in this application are true and correct, the document has been duly authorized by the governing body of the applicant institution, and the applicant will comply with all procedures and regulations of the National Historical Publications and Records Commission if the grant is awarded. b By // / ! ✓ Wanda Mullikin (Authorizing Official in N3, page 1) Title City Clerk-Auditor Date DETAILED GRANT BUDGET: OCTOBER 1, 1989-SEPT. 30, 1990 COST SHARING NHPRC CITY OF DANIA TOTAL PERSONAL SERVICES: Salaries : Archivist -100% of time based on a rate of $7. 44 per hr. for 52 weeks ( 40 hrs . per week ) $15, 704 $15, 704 City Clerk-5B of time $2, 252 2, 252 based on an annual salary of $45, 038. Estimate an average of two hrs . per week to assist archivist with any questions or problems that might arise Project Director-40% of time 11 , 840 11, 840 based on an annual salary of $29, 598. Estimate an average of 16 hours per week to work with Archivist in compiling and locating records, explaining records retention requirements, and other information that may be needed „t Fringe Benefits F. I .C.A Tax For Archivist based on 7. 51% of gross wages 1, 179 1 , 179 Fringe Benefits for City Clerk based on 40% of $2, 252. 900 900 Fringe Benefits for Project Manager based on 40% of $11, 840. 4, 736 4, 736 OPERATING EXPENSES Archival Supplies Misc. Office Supplies 100 100 Microfilm film & Processing 500 500 Acid free Storage Boxes for records with a retention of 10 years or less 300 300 NHPRC COST SHARING TOTAL CITY OF DANIA Equipment Shelving for storage room 500 500 ( 5 units @ $100 each ) Contractural Services Division of Archives, State of Florida : Deacidify and Laminate historical minutes (1904-1925 ) , ordinances (6/20/27-3/29/48 ) ,resolutions ( 6/20/27-4/28/48 ) , original charter and etc. that cannot be microfilmed. Approx. 2, 020 documents in total at $4. 25 per sheet 8, 585 8, 585 INDIRECT COSTS 1% of City Construction Crew's time to build shelves and help prepare �. storage and microfilming area (3 men totaling $36. 42 per hr. ) with total annual salary of $75, 754 for all three ) 758 758 Fringe Benefits for Construction crew based on 40% of $758 303 303 GRAND TOTAL: $26, 368. 00 $21, 289 $47, 657 ARCHIVIST KIND OF WORK: Reponsible, complex clerical work which involves systemization of a records management and retention program in accordance with state regulations. EXAMPLES OF DUTIES: * Establishes and maintains system for the indexing, cataloguing, storage and destruction of records in accordance with Florida Statutes as amended. * Develops forms for use by departments in submitting records for retention. * Corresponds with the ap concerning retention and desptruction of records,als * Provides information and responds to questions from departments involving records management policies . * Performs various clerical functions relative to ordering or purchasing materials or supplies . * Operates a ty pewriter and CRT for data entry and wordprocessing. * Performs other duties required. KNOWLEDGE, SKILLS & ABILITIES: * Knowledge of modern office methods with emphasis on establishment of a system to manage a variety of record types. * Some proficiency in use of microfilming machine, microfilm reader, typewriter, wordprocessing equipment. * Ability to make decisions in accordance with state laws and regulations , city and departmental policy and to apply these to everyday work procedures. * Ability to carry out oral and written instructions . * Ability to establish and maintain effective working relationships with other employees and the general public. DESIRED QUALIFICATIONS : Graduation from High School supplemented by post graduate business management coursework and some experience in general office work including use of wordprocessing and microfilm equipment. Specific experience in records system management or library science highly desirable; or any equivalent com- bination of training and experience which provides the required knowledge, skills and abilities . SUPERVISION RECEIVED: General assignment and instructions are received from a supervisor subject to audit and review. SUPERVISION EXERCISED: May supervise temporary or summer help on an occasional basis as required.