Commissioners approve records‑room buildout, opt for alarm/climate package and defer full fire suppression

Rick presented two options to convert a county room into secure records storage. Option 1 included climate control (Mitsubishi units and two wall units), wiring, LED lighting and minor demo work; Rick's figures for that package came in at roughly $36,400 (racking and moving costs were not included). Option 2 would add full fire‑suppression capacity but would require a panel upgrade and itemized costs that exceeded $200,000.

Rick noted the ARPA allocation available for the project (—rom the meeting record: roughly $285,000 remaining) and that the higher‑cost option could consume most of that balance leaving little for moving and racking. "If my math is correct, I have it at $215,876.33," Rick said of the full fire suppression option.

Commissioners discussed humidity control (important for paper records), preference for metal racking, and access control (fob door entry). They approved Option 1 by motion; the motion passed. The board directed Rick to bring invoices and further details about racking, transporting records and door‑access pricing as invoices arrive.

Clarifying points recorded in the meeting: the chosen option does not include the cost of racks or moving the records; staff estimated fob access at roughly $1,200——6$1,400 (approximate), and the Mitsubishi climate units will control humidity —a priority for paper preservation. Commissioners noted records also will be digitized in the county scanning project.

Next steps: staff to process invoices, procure racking and access control as needed, and report remaining ARPA balances to commissioners.