SUBJECT:
title
Approval of a resolution authorizing the President & CEO, or her designee to finalize and execute an Interlocal Agreement (ILA) with the State of Texas through its government entity, Texas State Library and Archives Commission, for digital document scanning and future document storage services starting November 1, 2024 with a termination date of August 31, 2026 in an amount not to exceed $3,500.
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FISCAL IMPACT:
Funding for this action is available in the FY2025 Operating Budget.
STRATEGIC PLAN:
Strategic Goal Alignment:
☐ 1. Customer ☐ 2. Community
☐ 3. Workforce ☒ 4. Organizational Effectiveness
Strategic Objectives:
☐ 1.1 Safe & Reliable Service ☐1.2 High Quality Customer Experience ☐ 1.3 Accessible System
☐ 2.1 Support Sustainable Regional Growth ☐ 2.2 Become a Carbon Neutral Agency
☒ 2.3 Responsive to Community and Customer Needs ☒ 2.4 Regional Leader in Transit Planning
☐ 3.1 Diversity of Staff ☐ 3.2 Employer of Choice ☐ 3.3 Expand Highly Skilled Workforce
☒ 4.1 Fiscally Responsible and Transparent ☐ 4.2 Culture of Safety ☒ 4.3 State of Good Repair
EXPLANATION OF STRATEGIC ALIGNMENT: CapMetro’s Real Estate & Right-of-Way Department (the “Department”) manages a record inventory consisting of 162-miles of railroad right-of-way, real property and land assets. Preserving these archives to the “highest standards” by partnering with the Texas State Library and Archives Commission demonstrates CapMetro’s commitment to excellence and ensures CapMetro’s archives are properly maintained for future generations.
BUSINESS CASE: Authorization is required to execute the ILA for the Texas State Library and Archives Commission to commence the work. The funding for these services is included in the FY2025 operating budget and will be included in the operating budget for future fiscal years. The maximum amount of this ILA shall not exceed $3,500 for records storage and imaging related services. For Year 1 of the ILA, $500.00 of the not to exceed amount is designated for storage services and $2,500.00 is designated for imaging services. For Year 2, fiscal year 2026, an estimated $500.00 of this amount is designated for storage services and $0.00 for imaging services. Any unspent funds from Year 1 of the ILA are automatically added to the estimated total for Year 2. However, the total ILA amount can only be increased by executed written amendment to the ILA approved by CapMetro’s Board of Directors. The funds for these services are in the approved FY 2025 Operating budget and the funds required for FY 2026 will be included in the budget request for that year.
COMMITTEE RECOMMENDATION: This item will be presented to the full board on October 28th, 2024.
EXECUTIVE SUMMARY: The Real Estate Department takes great pride in being a regional leader and steward of these “legacy archives”. Many of these archives, railroads in particular, date back to the late 1800’s and were established by some of our predecessor railroads that transported materials for the early development of the Greater Austin Region. The execution of the ILA will allow CapMetro’s Real Estate & Right-of-Way Department the ability to preserve its railroad archives in a professional digital format and state of the art facility utilizing the services of the Texas State Library and Archives Commission.
DBE/SBE PARTICIPATION: Does not apply.
PROCUREMENT: Does not apply.
RESPONSIBLE DEPARTMENT: Real Estate and Right-of-Way Department
RESOLUTION
OF THE
CAPITAL METROPOLITAN TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS
STATE OF TEXAS
COUNTY OF TRAVIS
AI-2024-1243
WHEREAS, the Capital Metropolitan Transportation Authority (“CapMetro”) Board of Directors and CapMetro management endeavor to provide accurate and efficient records management; and
WHEREAS, the CapMetro Board of Directors and CapMetro management recognize the need to approve execution of the Texas State Library and Archives Commission Interlocal Agreement (ILA); for this purpose.
NOW, THEREFORE, BE IT RESOLVED by the CapMetro Board of Directors that the President & CEO, or her designee, is authorized to finalize and execute an Interlocal Agreement with the State of Texas through its government entity, Texas State Library and Archives Commission, for digital document scanning and future document storage services starting November 1, 2024 with a termination date of August 31, 2026 in an amount not to exceed $3,500.
____________________ Date: ____________________
Secretary of the Board
Becki Ross