HomeMy WebLinkAbout01/04/2022 06.D. Resolution accepting a grant from the Washington State Archives Office and authorizing a Grant Agreement for records retention improvements 1
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.D.
For Meeting of: January 4, 2022
ITEM TITLE: Resolution accepting a grant from the Washington State Archives
Office and authorizing a Grant Agreement for records retention
improvements
SUBMITTED BY: Scott Schafer, Director of Public Works
David Brown,Assistant Director of Public Works
Mike Price, Wastewater/Stormwater Director(509)249-6815
SUMMARY EXPLANATION:
The City of Yakima was awarded a grant of $16,102.85 from the Washington State Archives
Office to assist in funding supplies, labor, and professional services to improve records handling
within the Wastewater/Stormwater Division. The attached Grant Agreement formalizes the
issuance of the grant and outlines each party's obligations with regard to the funding.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution
ATTACHMENTS:
Description Upload Date Type
0 Resolution Grant Agreement Record Retention 12/16/2021 Resolution
ID Contract 12/16/2021 Contract
2
RESOLUTION NO. R-2022-
A RESOLUTION accepting a grant from the Washington State Archives Office and
authorizing a Grant Agreement for records retention improvements in the
City of Yakima Wastewater Division
WHEREAS, the City of Yakima (City) Wastewater Division was granted $16,102.85 from
the Washington State Archives Office to provide funding for improvements to records retention
in the Wastewater/Stormwater Division; and
WHEREAS, the City Council must accept the grant terms and conditions and approve
the Grant Agreement; and
WHEREAS, the City Council finds that it is in the best interest of the City of Yakima and
its residents to accept the $16,102.85 grant from the State Archives Office, Grant Number G-
7266, and authorize the City Manager to enter into a Grant Agreement with the State Archives
Office to help fund records retention improvements; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Council of the City of Yakima hereby accepts the $16,102.85 grant from the
Washington State Archives Office as awarded and authorizes the City Manager to execute the
Grant Agreement between the City and the Washington State Archives Office (Grant Number G-
7266), as well as any other necessary documents to accept the award and funds. The Grant
Agreement is attached hereto and fully incorporated herein.
ADOPTED BY THE CITY COUNCIL this 4th day of January, 2022.
ATTEST: Mayor
Sonya Clear Tee, City Clerk
3
= n^ Secretary of State Legislative Building
PO Box 0220
{, Olympia,WA 98504-0220
./7 if/ --- Tel:360.902.4151
www.sos.wa.gov
October 8, 2021
Earlene Dillard
City of Yakima Wastewater
2220 E Viola Ave
Yakima, WA 98901
Dear Earlene,
Congratulations on your selection as one of the award recipients of the 2021-2022 Washington
State Archives Local Records Grant Program. An overwhelming 91 applications were received
this grant cycle, requesting a total of$2,047,569.
Due to the volume of quality requests, we were not able to fund all of the worthy projects
submitted, but the Archives Oversight Committee has recommended that your Organizing the
File Room (2021-2022) grant proposal receive up to $16,102.85. I encourage you to continue
working with Washington State Archives staff to answer any questions you may have regarding
your project.
To accept your award, please e-mail recordsmanagement@sos.wa.gov or send a letter of
acceptance to Steve Excell, Washington State Archives, PO Box 40238, Olympia, WA, 98504-
0238. Once your acceptance letter is received, you will be sent a Grant Agreement requiring
your signature. No funds may be promised or expended prior to receiving the executed
grant agreement from my office.
I am very pleased to award this grant to your agency and I look forward to the successful
completion of your very worthwhile project.
Sincerely,
cri."'"'241
KIM WYMAN VE EXCELL
Secretary of State State Archivist
0
DocuSign Envelope ID:A70C76C0-6EB1-41CD-BF75-B7B9BDCD3D93
OSOS NO. G-7266 4
GRANT AGREEMENT
BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
ARCHIVES AND RECORDS MANAGEMENT DIVISION,
AND
CITY OF YAKIMA WASTEWATER
This Grant Agreement (this "Agreement") is entered into between the state of Washington, Office of
the Secretary of State, Division of Archives and Records Management (hereinafter referred to as "OSOS"),
and City of Yakima Wastewater (hereinafter referred to as "Grantee").
RECITALS
WHEREAS, a local government grants program was authorized and funded by Chapter 303, State of
Washington Laws of 2017; and
WHEREAS, the purpose of this program is to help local governments use technology to improve their
records retention, management and disclosure of public records processes, as authorized under RCW
40.14.026, through the Archives and Records Management Division's Local Records Grant Program
(hereinafter referred to as the "Program");and
WHEREAS, the Program was established to provide funds to local entities to accomplish the
Program's purposes; and
WHEREAS, by virtue of a competitive process, Grantee was conditionally identified for award of the
Grant Amount(as hereinafter defined); and
WHEREAS, OSOS and Grantee desire to set forth in detail the terms and conditions governing the
award and disbursement of the Grant Amount to Grantee.
NOW, THEREFORE, in consideration of the terms and conditions contained herein, or attached and
incorporated and made a part hereof, OSOS and Grantee mutually agree as follows:
1. STATEMENT OF WORK
Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the
performance of the work. Grantee will perform the work as described in the Award Determination attached
hereto as Exhibit A and incorporated herein by this reference.
The Program requires both the narrative and financial components of Program progress reports be completed
during the project period. Documentation of expenditures is required. Grantee shall submit reports to:
Marnie McGrath, Coordinator
Local Records Grant Program
Washington State Archives
1129 Washington St SE
Olympia, WA 90504-0238
Upon completion of the project work and prior to disbursement of the Grant Amount, Grantee shall participate
in a survey conducted by OSOS.
2. PERIOD OF PERFORMANCE
Subject to the other provisions of this Agreement, the period of performance of this Agreement shall commence
on date of execution and be completed no later than 12/2/2022, unless terminated sooner as provided herein.
3. PAYMENT
Page 1 of 3
DocuSign Envelope ID:A70C76C0-6EB1-41CD-BF75-B7B9BDCD3D93
OSOS NO G-7266 5
No grant funds will be disbursed in advance to Grantee. All grant funds will be held by OSOS. In consideration
for the work conducted as described in Exhibit A, and Grantee's compliance with the other terms and conditions
of this Agreement, Grantee shall submit invoices for completed work to the OSOS Project Manager for
processing by OSOS. Subject to the other provisions of this Agreement, this grant is not to exceed the amount
of$16,102.85 (the "Grant Amount") as set forth on Exhibit A.
Payment for approved and completed work will be made by warrant or account transfer by OSOS within 30
calendar days of a satisfactorily completed invoice and Grantee's compliance with all other terms and conditions
of this Agreement. Satisfactorily completed is defined as having all the information required for processing by
OSOS Financial Services. In addition to a Federal Tax ID number, Grantee must provide OSOS a Statewide
Vendor Number(SWV#). Payment cannot be made without these numbers on file. The Contract number G-
7266 and Statewide Vendor number must be referenced on each reimbursement claim in order for the
claim to be processed.
Costs incurred prior to the effective date of this Agreement shall be disallowed. Should Grantee incur costs
prior to the effective date of this Agreement, it does so at its own risk. WAC 434-670-020.
4. RECORDS MAINTENANCE AND MONITORING PROJECTS FOR PROGRAM AND FISCAL
COMPLIANCE
Specific accounting requirements for the Program include but are not limited to:
• All changes to the approved project (project scope, budget, personnel), must be requested in writing
to, and approved by, the State Archivist.
• Imaging completed as a result of this grant must meet the Washington State Standards for Production
and Use of Microfilm.
• Grant work must be monitored,in 'progress. OSOS staff may visit the work site for review at any time
during the project.
• Grantee is responsible to adhere to its own applicable purchasing policies and requirements.
• Grantee must participate in a survey conducted by OSOS following completion of the project work.
5. GRANT MANAGEMENT •
The Project Manager for each of the parties identified below shall be the contact person for communications
regarding the performance of this Agreement. Invoices shall be sent to the OSOS Project Manager. Should
questions arise during the processing of invoices, send inquiries to payables(a�sos.wa.gov.
Earlene Dillard
City of Yakima Wastewater
2220 E Viola Ave
Yakima, WA 98901
509-249-6811
earlene.dillard@yakimawa.gov
Marnie McGrath
Office of the Secretary of State
Washington State Archives and Records Management
1129 Washington St. SE
Post Office Box 40238
Olympia, Washington 98504-0238
Phone: 360-586-7810
E-mail address: marnie.mcgrath(sos.wa.gov
6. INDEPENDENT CAPACITY
The employees or agents of each party who are engaged in the performance of this Agreement shall continue to
be employees or agents of that party and Shall not be considered for any purpose to be employees or agents of
Page 2 of 3
Docusign Envelope ID:A70C76C0-6EB1-41CD-BF75-B7B9BDCD3D93
•
OSOS NO. G-7266 6
the other party. Each party to this Agreement shall be responsible for its own acts and/or omissions and those of
its officers, employees and agents.
7. EXCEPTIONAL CIRCUMSTANCES
In the event of exceptional circumstances as determined by OSOS in its sole discretion, the funds available for
the work to be performed under this Agreement may be increased by an amount not to exceed 10%of the original
Grant Amount, and the period of performance may be extended by up to 30 days beyond the original period of
performance stated in this Agreement. The parties agree that such an increase in available funds or extension
of time due to exceptional circumstances shall not require a formal amendment to this Agreement, but instead
may be effectuated by OSOS after notice to Grantee.
8. TERMINATION
Either party may terminate this Agreement upon 30 days' prior written notification to the other party. If this
Agreement is so terminated, the parties shall be liable for performance rendered or costs incurred in accordance
with the terms of this Agreement prior to the effective date of termination.
9. TERMINATION FOR CAUSE
If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Agreement,
or if either party violates any of these terms and conditions, the aggrieved party will give the other party written
notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or
failure within 15 working days. If the failure or violation is not corrected, this Agreement may be terminated
immediately by written notice of the aggrieved party to the other.
The rights and remedies of OSOS provided in this section shall not be exclusive and are in addition to any other
rights and remedies provided by law or under this Agreement. Except as otherwise provided in this Agreement,
when a dispute arises between the parties and it cannot be resolved by direct negotiation, either party may
request a dispute hearing with the Secretary of State. Nothing in this Agreement shall be construed to limit the
parties' choice of a mutually acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute
resolution procedure outlined above.
10. GOVERNANCE
In the event of any inconsistency in th'e terms of this Agreement, or between its terms and any applicable statute
or rule, the inconsistency shall be resolved by giving precedence in the following order:
A. Applicable state and federal statutes and rules; and
B. This Agreement and any and all attached exhibits
11. GOVERNING LAW
This Agreement shall be construed and interpreted in accordance with the laws of the state of Washington, and
the venue of any action brought hereunder shall be in the Superior Court for Thurston County.
IN WITNESS WHEREOF, the parties have executed this Agreement.
CITY OF YAKIMA WASTEWATER OFFICE OF THE SECRETARY OF STATE
Authorized Signatory Date Date
Print Name: Bob Harrison Sheri Nelson
Title: City Manager Deputy Secretary of State
Page 3 of 3
DocuSign Envelope ID:A70C76C0-6EB1-41CD-BF75-B7B9BDCD3D93
OSOS NO. G-7266 7
APPROVED AS TO FORM
Attorney General's Office
Page 4 of 3
DocuSign Envelope ID:A70C76C0-6EB1-41CD-BF75-B7B9BDCD3D93
8
GRANT # 2021CN642 OSOS Contract No. G-7266
EXHIBIT A
AWARD DETERMINATION
CITY OF YAKIMA WASTEWATER
The following table illustrates the grant budget as proposed by your agency -with the items that were
funded, and the items that were awarded with conditions.
Budget Item Amount Amount Stipulations/Conditions
Requested Funded
Increased hours for existing part-time staff, boxes,
shelving, and records destruction services required to
inventory and organize the agency's paper/analog
records, and to disposition any paper/analog records
that have met minimum required retention period.
Upon approval from Washington State Archives,
Agency may reallocate funding to cover:
• File cabinets
• Washington State Archives boxes
• Other supplies necessary for project
Temporary
Personnel/ Funds will not be used for any ineligible expenses,
including but not limited to:
Supplies/ $16,102.85 $16,102.85
Destruction • Existing FTE hours
Services • Overtime hours (any time exceeding 40 hours
per week)
• Any staff time spent:
o scanning/digitizing records
o organizing digital records
o responding to public records requests
• Capital improvements
• Non-Washington State Archives records boxes
• Unapproved shelving
All reimbursement requests to be submitted by
December 2, 2022.
TOTAL $16,102.85 Not to exceed amount listed.
DS