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KITTITAS COUNTY <br />BOARD OF COUNTY COMMISSIONERS <br />AGENDA STAFF REPORT <br /> <br />AGENDA DATE: September 5, 2017 <br /> <br />ACTION REQUESTED: Approve and authorize the Chair’s signature on Amendment A, <br />Statement of Work No. 2 Service Level Agreement No. 818K- <br />1402 between the Kittitas County Commissioners and the State <br />of Washington, Office of the Secretary of State, Archives & <br />Records Management Division, in the total amount of $1,914.05. <br /> <br /> <br />BACKGROUND: According to the Local Government Common Records Retention <br />Schedule (GS50-05A-16) the Kittitas County Board of <br />Commissioners Ordinances and Resolutions must be retained <br />until no longer needed for agency business and then transferred <br />to the Washington State Archives for permanent retention <br />(microfilm). Commissioner meeting minutes are to be retained <br />for 6 years after the end of the calendar year and then transferred <br />to the State archives for permanent retention (microfilm). The <br />Records Clerk has scanned in all of the Minutes, Resolutions and <br />Ordinances from 2005 – 2010 and converted them to TIF files. <br />The State Archives have microfilmed them for permanent <br />retention. They will also be available to view electronically on <br />the State website. The original documents were previously <br />transferred to the Central Washington Archives. <br /> <br />INTERACTION: Deputy Prosecutor Neil Caulkins reviewed Amendment A to the <br />Statement of Work No. 2 and a copy has been provided to Judy <br />Pless, Budget & Finance Manager who has reviewed and <br />approved the budget amount to be taken out of the Historical <br />Document Fund. <br /> <br />RECOMMENDATION: Approve and authorize Chair’s signature on Amendment A to <br />the Statement of Work No. 2 and Service Level Agreement No. <br />818K-1402 between the Kittitas County Commissioners and the <br />State of Washington, Office of the Secretary of State, Archives <br />& Records Management Division. <br /> <br />HANDLING: BOCC Staff to send originals to State for signature. State to <br />return 1 fully executed original to Clerk of the Board. <br /> <br />ATTACHMENTS: Statement of Work No. 2 Service Level Agreement No. 818K- <br />1402 & Service Level Agreement for Document Preparation and <br />Imaging Services <br /> <br />LEAD STAFF: Julie Kjorsvik, Clerk of the Board