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TOWN OF LEXINGTON 2006 REQUEST FOR Community Preservation Funding Cary Memorial Building — Vault Shelving Project Requested Funding: Shelving replacement $60,000 The generation of records and documents occurs daily in the course of municipal operations. Resources to ensure proper maintenance and archiving of these records have been limited. Commitment to this initiative will provide for better retention and access to Lexington's historical materials. The Cary Memorial Building contains two vaults in which official town records and documents are archived. Both vaults are situated in the building's lower level; the smaller vault in the front and main vault in the rear of the building. Shelving in the main vault is configured in a manner that does not provide for optimal use of space to properly store records created for which long- term or permanent archiving is required. Re- shelving of the vault with moveable state -of -the -art shelving will maximize use of space and provide for increased storage capacity to accommodate records, including: board and committee minutes and records; town reports; payroll & retirement records; financial records; election & town meeting records; police & fire logs, and other records from as early as the 1700s. Proposals for the climate control work, for which CPA funding was authorized at the 2006 ATM, will proceed this winter, with anticipated work in 2007. Should vault shelving also be funded, the two vault projects would be coordinated as best possible for maximum benefit and minimal disruption. Completion of one project is not anticipated to preclude completion of the other should the projects be done independently. Donna M. Hooper Town Clerk/Records Manager November 2006