Res No 180-96-9934RESOLUTION NO. 180 -96 -9934
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, RELATING TO AUTHORIZING
THE CITY ADMINISTRATION TO DISBURSE A SUM NOT TO EXCEED
THREE THOUSAND DOLLARS
PAPER RECORDS FOR THE
PROFESSIONAL MICROFILM
($3,000) FOR THE MICROFILMING OF
PLANNING AND ZONING DIVISION BY
SERVICES, INC.; PROVIDING FOR
DISBURSEMENT FROM ACCOUNT NUMBER 001 -1620- 524.34 -801
"MICROFILMING "; AND, PROVIDING AN EFFECTIVE DATE.
WHEREAS, for purchases in excess of $1,000, Article III, §5H
of the City Charter requires Commission approval by competitive
process from at least three different sources of supply, and,
WHEREAS, the City soli
FY 95/96 for the microfilms
cited and obtained three proposals in
ng of paper records; and,
WHEREAS, the lowest price was submitted by the firm of
Professional Microf ilm Services, Inc. and accepted by the City in
late FY 95/96; and,
WHEREAS, Professional Microfilm Services, Inc. has completed
the 11,500 images from the FY.95/96 submittal by the Planning &
Zoning Division and 6,000 images remain to be microfilmed.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The City Administration is authorized to disburse
a sum not to exceed $3,000 to the firm of Professional Microfilm
Services, Inc. for microfilming the remaining records.
Section 2. The disbursement shall be charged to expenditure
Account Number 001 -1620- 524.34 -80, entitled "Microfilming ".
Section 3.
upon approval.
This resolution shall take effect immediately
Microfilm Resolution: November 5, 1996
1
Page 2 of Res. #180-96-9934
PASSED AND ADOPTED this Stn day of November, 1996.
CITY ATTORNEY
Microfilm Resolution: November 5, 1996
Ft'
VICE MAYOR
COMMISSION VOTE:
4-0
Mayor Cunningham:
Not present
Vice Mayor Robaina:
Yea
Commissioner Price:
Yea
Commissioner Bethel:
Yea
Commissioner Young:
Yea
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CITY OF SOUTH MIAMI
INTER= OFFICE MEMORANDUM
'o: Mayor and City Commission Date: October 17, 1996
�rom:
L. liennis Whitt
City Manager
REQUEST:
Agenda Item #
Re: Comm. Mtg. 11/05/96
Microfilm Resolution
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA,
RELATING TO AUTHORIZING THE CITY ADMINISTRATION TO DISBURSE A SUM NOT TO EXCEED THREE
THOUSAND DOLLARS ($3,000) FOR THE MICROFILMING OF PAPER RECORDS FOR THE PLANNING AND
ZONING DIVISION BY PROFESSIONAL MICROFILM SERVICES, INC.; PROVIDING FOR DISBURSEMENT FROM
ACCOUNT NUMBER 001 -1620- 524.34-80, 4MCROFILMING '; AND, PROVIDING AN EFFECTIVE DATE.
BACKGROUND & ANALYSIS:
The proposed resolution is intended to complete the microfilming of records initiated pursuant to
Resolution No. 129 -96 -9883, adopted July 23, 1996, regarding microfilming of permit records.
On July 23, 1996, the City Commission authorized the City Administration to expend $4,000 in
order to microfilm building, electrical, mechanical, plumbing, utility and related plans, permits
and documents for the City's public records files. The Planning & Zoning Division transmitted
records from the period beginning with April 1993 through December 1994. A total of 11,500
images were microfilmed; however, due to the very large number of items, approximately 6,000
images still remain to be microfilmed at an estimated cost of about $2,100.
Funds are available. The FY 96/97 budget provides $3,000 for microfilming this year; however,
a problem arises regarding upcoming microfilming projects budgeted for FY 96/97. Each fiscal
year the previous calendar year records are scheduled to be microfilmed. As a result of the large
number of items from the period beginning with April 1993 through December 1994, funds from
FY 96/97 are being utilized to complete the task. Adequate funds will not be available from this
fiscal year to microfilm records from calendar year 1995. Therefore, funds will be requested for
FY 97/98 to provide for microfilming of records from two calendar years, 1995 and 1996.
RECOMMENDATION: Approval.
Attachments:
Proposed Resolution for Adoption
Resolution adopted on July 23, 1996
Letter dated October 10, 1996 from Professional Microfilm Services
City Manager's Report: Microfilm Resolution (Consent Agenda)
1
f
RESOLUTION NO, 129 -96 -9883
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, RELATING TO AUTHORIZING
THE CITY ADMINISTRATION TO DISBURSE A SUM NOT TO EXCEED
FOUR THOUSAND DOLLARS
PAPER RECORDS FOR THE
PROFESSIONAL MICROFILM
DISBURSEMENT
"MICROFILMING
($41000) FOR THE MICROFILMING OF
PLANNING AND ZONING DIVISION BY
SERVICES, INC.; PROVIDING FOR
FROM ACCOUNT NUMBER 1610 -3480, ENTITLED
if AND, PROVIDING AN EFFECTIVE DATE.
WHEREAS, for purchases in excess of $1,000, Article III, §5H
of the City Charter requires Commission approval by competitive
process from at least three different sources of supply; and,
WHEREAS, the City has sol
for the microfilming of paper
4'ted and obtained three proposals
records; and,
WHEREAS, the lowest price was submi
Professional Microf 6 1M services, Inc.,
tted by the firm of
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA.
Section 1. The City Administration is authorized to disburse
a sum not to exceed $4, 0 0 0 to the f irm of Professional Microf ilm
Services, Inc. for microfilming of paper records.
Section 2. The disbursement shall be charged to account
number 1610 -3480, entitled "Microfilming ".
Section 3.
upon approval.
ATTEST
This resolution shall take eff ect immediately
PASSED AND ADOPTED this 23 ra day of July, 1996.
CITY CLERK
READ AND APPROVED AS TO FORM:
Y
CITY ATTORNEY
APPROVED:
�o
1q; y6
COMMIS
Mayor
Vice M
Commis
Commis
Commi s
lee�
SION
Cunni
ayor
sione
sione
sione
VO
ng
Ro
r
r
r
TE:
ham:
baina
P ri ce
Bethe
Young
i•
L
5-0
Yea
Yea
Yea
c: ... reports jr}iecroofilm.r
Yea
FRW : PROM I SE
Clc: tuber 10, 1 996
r• i d is Fernandez
Building & Zoning
CITY OF SOUTH MIAMI
fi130 Sunset Drive
South Miami , FI, 33143
Fax 666 .4591
a
305 591
5957
ti
M �
Oct. 10
1996 11:16AM P1
re: Extension for AdditiAna1 Microf' •
ilm.ing for B & Z records
Dear Lidia:
Fo 11 owing our telephone c onve •
rsati�n T .
that we have completed the am hereby informing you
filming o f the 11, 500 i�na es • g covered
in Your work order for $ 4000.00 and t •
delivered to ou next he final product will be
Y xt week •
There are an estimated 6 , o 0 0 •
to be Pilme additional images �approximat
d that were not contemplated Q1Y)
esta.naate, incYudin Bore P in your Qriginal
Miscellaneous. s 7, 8. 9 Permits and Drawings
neous To film these docuYnents w� g
same conditions and wzil �aa�nta3n the
In or prices as with your original
der tr, c:cimplete the 69000 ad . purchase order.
be $ 2.085.80 f ditionai images the cost would
or the extension, please advIs ci
this additional work or if w e if You authorize
e should return these doCUme t
you without f i. lWing •
To dispose Of your old and microfilmed rofllmed records •
Florida Department of State
Bureau of Archives and Records Man
Mail Section 9A Management
The Capitol
Tallahassee, FL 32399 -0250
Tel (904) 487 2180
n s to
please contact ;
Here you may request the book**
forms: "Records - - ° • "Records Schedule Book"
Dl and th
spositYOn Request Forms" e
of Your old and microfilms documents. to properly dispose
d
I take this oppo
at the City of S
Sincerely,
MIg
cc
rtunity to congratulate you on
outh Miami an Y your achievements
_ d wish you the best,
400e c4wwaraw
uel A- Schonenberg
file_mas_ tm_ snuthm19a- .1 t4
2834 N.W. 79th Avenue, MOM FL 331220 (3051591-2324.9 Fax t3nS1941_C0c•7
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