HomeMy WebLinkAboutRequest to Purchase - BOCCGRANT COUNTY
COMMISSIONERS AGENDA MEETING REQUEST FORM
(Must be submitted to the Clerk of the Board by 12:00pm on Thursday)
REQUESTING DEPARTMENT.Commissioners Office
REQUEST SUBMITTED BY: B VaSCjU@Z
CONTACT PERSON ATTENDING ROUNDTABLE: B Vasquez
CONFIDENTIAL INFORMATION: ❑YES ® NO
DATE: 1 0/8/24
PHONE:2g28
❑Agreement / Contract
❑AP Vouchers
❑Appointment / Reappointment
❑ARPA Related
❑ Bids / RFPs / Quotes Award
❑ Bid Opening Scheduled
❑ Boards / Committees
® Budget
❑Computer Related
❑County Code
El Emergency Purchase
El Employee Rel.
❑ Facilities Related
® Financial
❑ Funds
❑ Hearing
® Invoices / Purchase Orders
❑Grants — Fed/State/County
❑ Leases
❑ MOA / MOU
❑ Minutes
❑ Ordinances
❑ Out of State Travel
❑ Petty Cash
❑ Policies
❑ Proclamations
❑ Request for Purchase
❑ Resolution
❑ Recommendation
❑ Professional Serv/Consultant
❑ Support Letter
❑ Surplus Req.
❑Tax Levies
❑Thank You's
[]Tax Title Property
❑WSLCB
MMA
" ol,
Request for a budget extension in the total amount of $9,320.97 to complete the
Laserfiche software implementation to automate the BOCC agenda process,
utilizing Megan Gregor and Cities Digital (CDI).
If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A
If necessary, was this document reviewed by legal? 0 YES ❑ NO ❑ N/A
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DATE OF ACTIONI
DEFERRED OR CONTINUED TO.
WITHDRAWN:
APPROVE: DENIED ABSTAINZ)ec
- �G
D1.
D2: -
EIVED
T.0
4/23/24 ,
T 0 9 2024
1
�� NT COUNTY COMMISSIONERS
FINANCIAL REQUEST
Requestor* Barbara J. Vasquez Requestor's Fund.Dept* (ex. 001.104) BOCC
Date* 10/8/2024 Request Fund.Dept* (ex. 126.168) 001.135
Capital Asset Approval* (Y/N) No Budget Extension* (Y/N) Yes
Establish/Close Fund* (Y/N) No Cash Transfer* (Y/N) No
Notes: Budget extension request to the 2024 Historical Preservation Fund to complete the automated BOCC agenda process within Laserfiche
utilizing consulting from Megan Gregor Consulting and Cities Digital (CDI)
CAPITAL ASSET PURCHASE APPROVAL
BUDGET REQUIREMENT
Asset Description
Additional Expense 91321
Total Purchase Expense -
Additional Revenue -
Less: Existing Approval -
Additional Cash Requirement -
Additional Funding Source
Additional Approval Required -
Capital Facility Related
Grant Funded
Documentation
BUDGET EXTENSION REQUEST
Fund Name Revenue code/s Account Description Amount
Fund Name Expense code/s Account Description Amount
Historical Preservation 001.135.00.0000.514304100 Prof Services 91321
9,321
CASH TRANSFER REQUEST
Fund Name (From) Code Account Description Amount (From)
Fund Name (To) Code Account Description Amount (To)
FORWARD TO ACCOUNTING FOR APPROVAL - APPROVED FORMS WILL BE RETURN TO DEPT FOR SUBMISSION TO BOCC
Accounting Notes: Historical Building Funds are currently co -mingled with current expense and need to be moved to a Special Revenue Fund;
estimated Fund Balance upon transfer will be subsequent this transfer request.
FUND CASH SUMMARY (completed by Acct)
Budget Hearing:
Resolution Required:
Beginning Cash 236,735
Expense Bdgt (w/amendments) 2,000
Accounting Review:
Expense Ext. Requested 9,321
Revenue Bdgt (w/amendments) 12,000
Department Approval:
Revenue Ext. Requested (excl 308) -
Estimated Ending Cash 237,414
CDI Services Quote
Bee Dishman
CDI
2000 ONeil Rd., Suite 100
Hudson, WI 54016
Services
Prepared for: Grant County, WA
Quote #: 26252v.1
Quote Date: 10/2/2024
Quote Expiration: 11/1/2024
CDI 12000 O'Neil Rd., Suite 100 1 Hudson, WI 54016 1 P. 855.714.2800 1 cdi.support
2.71 2024
September 25
N- ext Steps Addiotil onal 1---lours
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'o lovv xa , productive on -site visit, �Ve suevesgfull completed the tasks o itli ed n the A e °
.A.ction- Pevieto. while significant progress was made in a short ti n�efram � fe�,v tasks remain to
achieve full project eomple on: M4 Consulting Sep* ces (MGC) will be responsible for some of. this
work, which includes develop in workflow automation maps and detailed process docun�entatlon to
guide the automation proven. Upon compI Lion of these tasks, it �� recox��in�nd d that ��e Couzat
- Y
Tro cure professionO service hours from CD1 the Couty's , n�cro Ie tent the
processes documented by MGC,,Additioiially,.MGC NAll need a fever hours to final* e olicies
p.
discussed. with staff -duriu. the visit.
September 25 — 27, 2024
AFT 0 NT
ER ACTI w,. REVIEW
Electronic and Phvs 'I 'Records Mana
event
Revie,- wctron*c Records: Provided naming convention', foldres, and
folder strutu' ed El e
in lez nt tiara plan for electronic records -he n
or to .1p facilitate transfer of files to
SharePoin.t and Laserfi.che; created. future goals for improved develo-pment and use' of
Laserfiche.
o Reviewed Paper Records in Off -Site Storage: Contacted State Archive's regarding
potential trarisfer; provided guidance on next steps for physic- al records pr- *-ng e ocessi
41
Governance: Polie Draftin. anal Ina. lena.entation
• Met with Records Officers: Discussed preparation and re n-ts I for de M
quireme velop eAt of the
following policies:
o Transitory, Records Policy
Q Record's Retention and Disposition Policy
o Electronic Records Management Policy
0 Physical Records Management Policy