Commissioners discuss $72,000 transfer to replace failing archival shelving; item referred to budget committee

Staff reported that an antiquated "Electriever" mechanical shelving system in the clerk/general sessions archive had failed and that several cabinets and volumes remain trapped in the system. Kim Stewart (deputy civil clerk) and other staff described attempts to extricate files and the need to move records into traditional filing cabinets ahead of a building move.

The clerk's office proposed transferring $60,000 from the archives line and $12,000 from clerk data fees (total $72,000) into other contract services and supplies to purchase filing cabinets and cover related costs. Commissioners and staff discussed appropriate chart-of-accounts coding (other supplies and materials vs. other contracted services) to ensure budget lines are correct.

A motion was made to approve the transfer; commissioners asked that the office make a presentation to the budget committee for further review and to provide line-item detail at the next budget meeting. Staff agreed to place the item on the budget committee agenda (June 6) and to coordinate with budget staff (Lavanya) and county facilities. The transcript does not record a final roll-call vote approving the transfer at this meeting; commissioners directed the matter to the budget committee for action and to return with clarified account coding and a list of required services versus capital/supplies.