La Porte UEA directs staff to digitize records, considers new logo format

The La Porte City Urban Enterprise Association directed staff June 18 to proceed with digitizing the association’s paper records and to produce a logo in formats suitable for digital use.

Mary Anne (staff member) reported she had begun reviewing physical files and had “gotten through 2 drawers” with about 16–18 drawers left to inventory. Board members discussed whether to sort files before digitization or send all boxes for scanning. The board agreed to digitize everything, pull out enabling or historical corporate documents for retention, and then shred records older than five years.

Staff told the board two vendor quotes had been received for scanning: the lowest was in the approximately $6,000 range and the other around $8,000. The board agreed to move forward with the low bid unless objections were raised before the next meeting. Members emphasized the need for usable logo files (JPEG/PDF) and asked staff to consult with Jess (unspecified) about whether to recreate the logo or convert the existing artwork into standard digital formats.

Board members said the work would cover roughly 23 years of records and that digitization would allow the association to have electronic copies of entity documents, which may already be obtainable from the state. The board noted docked encumbrances and other items will be unaffected by the digitization work and that staff should proceed based on the previously approved budget.

The board did not take a separate recorded motion on the logo; the digitization direction was treated as a staff authorization under the board’s previously approved budget.