FIN 2021-06-14 Item 1A - Discussion - Continued Discussion on Prioritizing Restoration of Service Levels

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INFORMATIONAL MEMO Page 6 potential funding plan later this year. Any allocation of these funds would help to offset the cost of acquisition and/or design. b. Digitizing Permit Records to respond to better respond to public records requests i. The Fire Department and Public Works Department has paper records of fire and life safety permits and public work permits that are designated as "Essential" in the State Records Retention Schedule. These permit records would greatly benefit from being digitized and microfilmed to provide convenient access and redundancy for long-term protection. Digitizing these records would make records key word searchable, reduce staff time in responding to public records requests and potentially reduce storage overhead. When properly digitized and microfilmed, through a third - party vendor, these records would have multiple layers of redundancy, thereby making destruction of paper records possible. The proposal is to utilize ARPA funds to bring in a temporary employee for up to one year to prepare the records for digitization and microfilming, including assembling the files in sequential order, creating lead sheets, and compiling metadata for populating the digital files. The following permit types are currently in paper format and add up to roughly 180 cubic feet of current storage space in the Fire Marshal's Office: residential permits, commercial permits, and tank permits. This was calculated based on 28 legal sized vertical filing drawers and 84 banker -sized boxes. c. Facility planning to address significant unmet needs in City facilities - $300,000 - $400, 000 i. While over the past few years the City had addressed public safety facility needs, we recognize that there is a backlog of other facility issues that need to be addressed. In addition, with more than 100 staff members moving out of the 6200 and 6300 buildings, as well as the reality of the post -pandemic workforce, which will include more remote work options for employees, the City has too much office space on the City Hall campus at this time. In addition, the Community Center was built 25 years ago and has critical infrastructure nearing the end its useful life, including the HVAC/boiler system, as well as the keying throughout the facility. As previously discussed with the Council, Fire Stations 54 and 53 also have capital needs. The Court also requires a new scanner for packages to limit exposure to the Court security guard. A facility plan would allow the City to make decisions about existing immediate needs, as well as develop a long-term plan for the City Hall campus. RECOMMENDATION Information only at this time. 6