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89-149 Mark F. Meier CRM, Records Systems Associates, Inc. for the Review and modification of file index with City Clerk Account # 110-837-761 : AGREEMENT �.- 1�o ®. aped CITY OF CUPERTINO Oap° P.O. Box 580 CPM Cupertino, CA 95015, 252-4505 NO. ' e 13 NON 39 9 B1 THIS AGREEMENT made and entered into on the 1st day of November 1 19 89 by and between the CITY OF CUPERTINO (Hereinafter referred to as CITY) and Name (1) Mark F. Meier,. CRM (2) Records Systems Associates, Inc. Address astena a Court City_ Danville, CA Zip 94526 Phone —55.11 (Hereinafter referred as CONTRACTOR), in consideration of their mutual covenants,the parties hereto agree as follows: CONTRACTOR Shall provide or furnish the following specified services and/or materials: Review and modification of file index with City Clerk. EXHIBITS: The following attached exhibits hereby are made part of this Agreement: 1. Letter dated March 20, 1989. 2". Present file index. / TERMS The services and/or materials furnished under this Agreement shall commence on ,,n L r� COMPENSATION For the full performance of this Agreement,CITY shall pay CONTRACTOR: $1,600.00 GENERAL TERMS AND CONDITIONS Hold Harmless. Contractor agrees to save and hold harmless the City, its officers,agents and employees from any and all damage and liability of every nature, including all costs of defending any claim,caused by or arising out of the per- formance of this agreement.City shall not be liable for acts of Contractor in performing services described herein. Insurance. Should the City require evidence of insurability Contractor shall file with City a Certificate of Insurance before commencing any services under this agreement.Said Certificate shall be subject to the approval of City's Director of.Administrative Services. Non-Discrimination. No discrimination shall be made in the employment of persons under this agreement because of the race, color, national origin,ancestry, religion or sex of such person. Interest of Contractor. It is understood and agreed that this agreement is not a contract of employment in the sense that the relation of master and servant exists between City and undersigned.At all times Contractor shall be deemed to be an independent contractor and Contractor is not authorized to bind the City to any contracts or other obligations in executing this agreement.Contractor certifies that no one who has or will have any financial interest under this agreement is an officer or employee of City. Changes. This agreement shall not be assigned or transferred without the written consent of the City. No changes or variations of any kind are authorized without the written consent of the City. CONTRACT CO-ORDINATOR and representative for CITY shall be: NAME DOROTHY CORNELIUS DEPARTMENT CITY CLERK This Agreement shall become effective upon its execution by CITY, in witness thereof,the parties have executed this Agreement the day and year first written above. J CONTRACTO CITY OF CUP By By Title President//Executive Consultant Title. City Cler �Ein! --e-.#, 9y -239179-9 APPROVALS Depar a ad Date 4, epuluy Date �l � White-City Clerk Copy Green-Finance Canary-Contractor's Copy Pink-Receiving Copy Goldenrod-Department Copy X� Gl RECORDS SYSTEMS ASSOCIATES, INC. 332 CASTENADA COURT, DANVILLE, CALIFORNIA 94526 (415) 820-5511. March 20, 1989 Ms. Dorothy Cornelius City Clerk City of Cupertino 10300 Torre -Avenue Cupertino, CA 95014 Dear Ms. Cornelius: It was a distinct pleasure meeting you during my visit to your offices on March 7, 1989. I. appreciate the time you and the several department heads spent with me to discuss current record keeping practices. I have prepared the enclosed survey report and proposals for Phases 1, 2 and 3 of the comprehensive Records Management Program which I had outlined in my presentation. As information resource management consultants specializing in municipal records systems, we have implemented successful programs for a number of cities in the Bay Area. You would be well advised to seek professional assistance with the design and implementation of this type of program in your city. Please note that all phases of the program will be designed and implemented i by our principal consultants and associates with minimum involvement of city staff. In ppreparation for its installation in yo 'ce and. in response to Bert Viskovich's request, I am available to separa ly e w and modify the present file index with you at a cost o $1,600. We would consider it a privilege to assis i h this important project. Thank you again for your interest in our services. Sincerely, ark F. Meier, CRM President/Executive Consultant Encl . 9 i RECORDS MANAGE�T DEFIl=0NS OF FUNCTIONAL CLASSIFICATIONS 100 AEE=STRATION AND POLICY bVUU =: These files are for the administration of the agency and for the office in which they were created. They include organizational files, policy and precedent, studies and surveys, the jurisdictions and organizations, and all CanTLissions, Boards, and Ccm nittees. 200 FINANCIAL SERVICES: Financial services relate to the administration of the fiscal affairs of the Agency including preparation and execution of the budget, risk management, accounting, purchasing, disbursement and investment of monies, licensing, utility/commercial billings and collection, financial reporting, etc. 300 HEALTH. SAFETY & WELFARE: This function includes activities directly relating to the health, safety and welfare of the City and its residents, other than building conditions. 400 LAND USE PLANNING & DEVELOPMENT Land planning and use control includes the entire range of activities from inception to ccupletion relating to the development or change to property and structures within the City's jurisdiction. It also applies to the General Plan as a part of planning for change, use and development. 500 IEGAL AND =SLATIVE SERVICES: This function relates to the duties of the legal officer and the legally constituted authorities of the agency such as its Municipal Code. It applies to subject which have a basically legal orientation or which are mandated by law, such as elections. 600 PERSONNEL SERVICES: Personnel Services includes.all activities related to the administration of City personnel and related per. 700 PUBLIC SERVICE FACILITIES AND ACTIVITIES: This function includes administration of all facilities owned or operated by the City or constructed and maintained by the City for the use and/or recreation of the public. • t • 800 PUBLIC TRANSPORTATION SYSTEMS: These files are for the administration and regulation of public transportation systems. 900 PUBLIC WORKS AND UTILITIES: - utilities - public works includes construction and maintenance of public facilities and utilities necessary for.the maintenance of life and service to the public. 1000 REAL PROPERTY MANAGEMENT: Real estate includes the purchase, sale and administration of all City-owned property not related to a specific project. 1100 STAFF FACILITIES & SERVICES: This function includes all. services which aid City employees in the discharge of their duties by provision of offices, equipment, vehicles, maintenance, systems, etc. FUNCTION SUBJECT FILE INDEX FUNCTIONAL CLASSIFICATIONS AND ACTIVITIES 100 AII1IJISTRATION AND POLICY NANAGEMENT 101 Administration - City-wide 102 'ministration - Departmental 103 City History 104 City Council 105 City Boards, Commissions & Committees 106 Cities, Counties 107 Federal Agencies 108 Organizations, at Large 109 Organizations, Local 110 Policy and Econcamic-Development 111 Public Infonmation 112 State & Regional Jurisdictions 113 Studies and Surveys 200 FINANCIAL SERVICES �r.✓� 201 Accounting and Billing- Ul, 000 202 Finance Administration 203 Assessing 204 Audits 205 Budget 206 Bonds 207 Federal Revenue Programs 208 Financial Reports 209 Grant Administration 210 Investments 211 Licenses 212 Payroll 213 Purchasing 214 Revenues and Taxation 215 Risk Management 216 State Revenue Programs 300 HEALTH, SAFELY & WELFARE 301 Animal Control 302 Health,/Behavioral Services 303 Emergency Preparedness & Services 304 Environmental Quality Control 305 Fire Protection 306 Police Protection 307 Code Enforcement 400 LAND USE PZANNING & DEVELOPNENT 401 Planning/Land Use Administration 402 CondominiLuns 403 Environmental Review 404 Forestry & Agriculture 405 Historic Sites 406 Hydrology & Topography 407 Mineral Resources 408 Mobile Hanes 409 Use Permits 410 Variances 411 Low-cost Housing 412 Redeveloiament . 413 Roads and Trails 414 Services Areas 415 Subdivisions 416 Transportation Planning 417 Zoning - Rezoning - Prezoning 418 Site Plans 419 Develcp wXrt Plans 420 General Plan 421 Signs 422 Below Market Rate 500 LCL AND LEGISLATIVE SERVICES 501 Annexations 502 Case Files - Litigation 503 Campaign Statements 504 Claims 505 Conflict of Interest Regulations & Filings 506 Contracts (leases, agreements & franchises - see separate system & index) 507 Deeds and Easements (see separate system & index) J I t 508 Elections 509 Legal Operations 513 City Attorney Opinions 514 Publications & Advertising 600 PERSONNEL SERVICES 601 Personnel Administration 602 Benefits and Retirement Programs 603 604 Labor Relations 605 Position Evaluations 606 Recruitment & Selection 607 Staff Training Programs 700 PUBLIC SERVICE FACILITIES AND ACTIVITIES 701 Community Centers 702 703 704 Day Care Services 705 706 Hospitals & Medical Facilities 707 Lakes/Rivers 708 Library System 709 Parks 710 Pools 711 Recreation Areas 712 Recreation Programs 713 Schools 714 Urban Beautification Programs 800 PUBLIC TRANSPORTATION SYSTEM 801 Alt Transit Systems 802 Transit System Administration 803 Parking & Traffic 900 PUBLIC WORKS & UTILITIES 901 Communication System 902. Energy Conservation 903 Electricity & Gas 904 Public Works/Engineering Administration 905 Solid Waste Management 906 Storm Drain/Flood Control 907 Streets & Sidewalks 908 Underground utility Dist 909 Water 909 Wastewater Management S � 1000 REAL PROPERTY 1001 Administration 1002 Facility Maintenance 1003 Leasing of Buildings and Grounds 1004 Property Acquisition and Disposition 1005 Property Licenses & Permits 1100 STAFF FA=TIES AND SEWICFS 1101 Data Processing 1102 Janitorial Services 1103 Mail Service 1104 Records Management 1105 Reproduction and Printing 1106 Vehicle Maintenance 1107 Civic Center 1108 Service Center 1109 Word Processing 1110 Telephone System 1111 Voice Mail s Cit'4 of Cuperti"o 10300 Torre Avenue P.O. Box 580 Cupertino,California 95014 Cupertino,California 95015 Telephone: (408) 252-4505 DEPARTMENT OF THE CITY CLERK November 20, 1989 Mark.F.. Meier Records Systems Associates, Inc. 332 Castaneda Court Danville, CA 94526 We are enclosing to you for your files and information one (1) copy of the Agreement by and between the City of Cupertino and 1) Mark F. Meier and 2) Recoreds Systems Associates, Inc. which has been fully executed by City Officials. Your agreement shall begin on 11/06/89. Thank you for your services. Sincerely, D0FOI'HY S CITY CLERK CITY OF CUPE'lz=0 DC/cs encl.