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agreed we could use some expert assistance in developing a Citywide records maintenance and storage system before the City gets any larger. A Ramsey resident named Beverly Swanson has retired from her position as records manager for the City of Minneapolis. Being familiar with her work, Ms. Waite Smith reported that she invited Ms. Swanson to meet with staff to discuss this. At that meeting, each department explained its current system and its needs. Ms. Swanson explained some of the options that may work for us. Consensus of staff was to get a cost estimate to at least begin with the Police Department. A proposal was submitted by Ms. Swanson, negotiations took place, and the end proposal price was $2,900. This would include developing a records retention schedule specific to the Police Department for both paper and computer records, assist staff with reviewing all existing files and purging about 30% of them, develop a manual that staff can use to purge records and keep the retention schedule current, design a file system, and color code all folders and put them in place. Ms. Waite Smith stated it is staffs expectation that this contract will allow the City to gauge its budgetary needs for the other departments for 1997 or 1998. Motion by Councilmember Beyer and seconded by Councilmember Beahen to recommend that Council adopt the resolution authorizing a budget amendment allocating $2,900 from the Council contingency for Police Records Management Services Contract. Motion carried. Voting Yes: Councilmembers Beyer, Beahen, Peterson and Zimmerman. Voting No: None. Absent: Mayor Hardin. Motion by Councilmember Beyer and seconded by Councilmember Beahen to recommend that Council authorize the Mayor and City Administrator to enter a contract with Beverly Swanson to provide Police Department Records Management services for the fee of $2,900. Motion carried. Voting Yes: Councilmembers Beyer, Beahen, Peterson and Zimmerman. Voting No: None. Absent: Mayor Hardin. Case #3: Consider Budget Amendment to Allocate Funding from the Council Contingency for the League of Minnesota Cities Rights-of-Way Work Plan Finance Officer Hart commented that the Committee may be aware of the rights-of-way issue facing cities in Minnesota. US West's challenge to local management of the public rights-of-way is one of the most critical issues cities have faced in years. It was a topic of considerable discussion at the Annual Conference, where member cities supported the League Board of Directors decision to move forward with an aggressive work program and financing plan to counter this challenge. The League is asking all member cities to make a special payment to the fund and help put the work plan into action. This plan could cost $325,000 or more, assuming a large portion of the plan will be coordinated and implemented through League staff. The Board agreed to allocate $125,(X)0 from the current League budget and they are asking cities to voluntarily pay $200,000. Based on Ramsey's 1995-96 League dues, our voluntary suggested minimum would be $1,008. It is unlikely that all cities will join the effort, therefore, the league is encot, raging allocations of more if possible. The League believes that the prospect of losing local control of public property warrants this extraordinary effort and realizes it is a complicated issue that must be weighted against other priorities in the City. The League has provided an information sheet to assist in answering questions that might arise regarding this issue. Motion by Councilmember Beyer and seconded by Councilmember Beahen to recommend Council adopt the resolution allocating $1,008 from the Council Contingency for Voluntary Participation in the Funding of the League of Minnesota Cities Rights-of-Way Work Plan. Finance Committee/July 23, 1996 Page 2 of 4