RES 1975-2019 Interlocal for Mailroom Services 1
INTER - OFFICE COMMUNICATION
City of Omaha, Nebraska
Finance Department
Date July 22J 1975
To: Members of the City Council
cc: Mayor Zorinsky
From: �� �i2f��
hGeorD. Richar son,
Finance Director
City-County Central Mail Room
The City and County have established a Central Mail Room on the
Harney Street Level in the Omaha-Douglas Civic Center to provide
more efficient and prompt mail receiving and distribution.
In order to accomplish the operation of the Mail Room, it has been
necessary to hire part time personnel to make a 6:00 AM mail
distribution.
The additional cost is to be shared by the City and County; the
City's share is estimated to be $150.00 per month to be paid from
available funds in the Office Service and Supply Working Capital
Fund Account.
This resolution is believed to be in the best interest of the
City Administration and your favorable consideration is urged.
1
C-25A
CITY OF OMAHA
COUNCIL CHAMBER
Omaha, Nebr July 22, 1975 19
RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA
Whereas, the City of Omaha and Douglas County have established a central mail and
and distribution room on the Harney Street Level of the Omaha-Douglas Civic Center;
and
Whereas, it has been determined to be in the best interests of the City to share
in the operation of the mail room; and
Whereas, it has been estimated that the City's share of the operating costs will be
$150.00 per month; and
Whereas, there are available funds in the Office Service and Supply Working Capital
Fund Account to pay the costs for the mail room service.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA
That the City of Omaha will share in the use of the Central Mail Room with Douglas
County located on the Harney Street Level of the Omaha-Douglas Civic Center.
BE IT FURTHER RESOLVED: That the Finance Director is hereby authorized to pay the
City's share of the costs from available funds in the Office Service and Supply
Working Capital Fund Account
/
("if .
By
Councilman
JUL 2 1975
Adopted
7/).;'. 24/ Lae' 4ea4.,/,W1r—
City
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Approved' .- �- ----- ---
,ACTING M yor
Na
Resolution by Mr ... ... ....
That the City of Omaha will share in the
use and costs with Douglas County for
the 'Central Mail ReceiVing ana
Distribution Room on the Harney Street
Level—of—ttti-rmacha-,,D-ourIla-g-CiVieC-renter.
Presented to City Council
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19
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City Clerk.
BOARD OF
County Commissioners
DOUGLAS COUNTY
NEBRASKA
1975
ROLL CALL
ADOPTED jUN 4 1975
Yeos Nay
V ALBERT I
( GREEN
LYNCH afr
L� MORGAN
VMR. CHAIRMAN
Motion by Albert ;
Seconded by Green
I move acceptance of the
following recommendation re-
garding mail delivery as pre-
sented by the Office of the
Douglas County Clerk:
a) Request the U. S .
Postal Service to deliver all
mail for the Hall of Justice
and Omaha-Douglas Civic Center
to the Civic Center Mailroom
at approximately 6 : 00 a .m. each
working day .
b) Hire part-time per -
sonnel for a maximum of three
hours per day to sort the mail ,
Com Form I
(over)
manpower costs to be equally
shared by Douglas County and
the City of Omaha. •
c) Accept the offer of
the U. S . Postal Service to
supply the equipment necessary
to set up this mail sorting
activity.
ADOPTED :
YEAS : 4
ABSENT : 1
BOARD OF COUNTY COMMISSIONERS
DOUGLAS COUNTY, NEBRASKA
Resolved
Motion by Albert; Seconded by Green
I move acceptance of the following recommendation
regarding mail delivery as presented by the Office of the
Douglas County Clerk:
a) Request the U. S. Postal Service to deliver all mail
for the Hall of Justice and Omaha-Douglas Civic Center to the
Civic Center Mailroom at approximately 6:00 a.m. each working
day.
b) Hire part-time personnel for a maximum of three hours
per day to sort the mail, manpower costs to be equally shared
by Douglas County and the City of Omaha.
c) Accept the offer of the U. S. Postal Service to supply
the equipment necessary to set up this mail sorting activity.
ADOPTED: June 24, 1975
YEAS: Albert, Green,
Morgan, Buglewicz
ABSENT: Lynch
(CERTIFIED COPY)
LLOYD W. KILMER
COUNTY CLERK,
ti
By G� �i�i
Chief Deput Cou Clerk` -
Certified Copy to: County Clerk,
County Commissioners, U. S. Postal Service,
City Clerk, Purchasing, A. Jaworski ,
Civil Service
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DOUGLAS656 Er,
S 31 lr_r COUNTY
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LLOYD W. K I LMER
COUNTY CLERK - COUNTY COMPTROLLER
F. E. KEYPORT
CHIEF DEPUTY
June 23, 1975
Mr. George Buglewicz, Chairman
Douglas County Board of Commissioners
Omaha Douglas Civic Center
Omaha, Nebraska
Dear Mr. Buglewicz :
Per your instructions of June 17 , 1975 , I have contacted
the Omaha Post Office Department and have secured an analysis
of their VIM routes, totaling seven from the downtown station.
Attached to this letter is a copy of the present through June,
1975 VIM routes. It was pointed out to me that each of these
routes require a full eight hour shift.
I have asked your purchasing agent, Mr. Cuff, under whose
supervision the Douglas County Mail Department operates, to
assist me in determining the maximum number of mail delivery
areas in the Douglas County Hall of Justice and in the Civic
Center. We have determined that when the Hall of Justice is
completely remodeled, there will be approximately thirty-five
delivery areas . We have also determined that in the Civic
Center there now exists approximately thirty-nine City delivery
areas and twenty County delivery areas. This would make a total
of ninety-four delivery areas in the Hall of Justice when remodeled
and the existing Civic Center. As you can see, this falls short in
total delivery numbers to the present seven established VIM routes.
We also feel relative to total shift time, that our requirements
would only be from one-fourth to a very maximum of one-half shift
per day.
204 COURT HOUSE. OMAHA, NEBRASKA 68102 402, 348-7143
- 2 -
Mr. Johnson, Director of Customer Service, United States
Postal Service, made an additional study of Friday, June 20th,
mail. His study showed that the mail that we are discussing
took one and one-half hours to sort the regular mail. An addi-
tional half hour to sort and deliver the parcels was required
and fifteen to twenty minutes maximum looking for "unknowns" .
This comes up to a maximum of two and one-half hours for this
Friday and the County Clerk' s office knows from experience that
Friday is one of the two heaviest mail days for our office.
Again, working with Mr. Cuff, we have determined that a
majority of the major departments not only would like to have
but feel they have a definite need to have their mail available
to them to be picked up by their personnel between 7: 30 and 8:00
a.m. We feel and many of the elective officials and department
heads are very emphatic, that their mail be available as indicated
above in order that we provide the timely service on these various
important documents that the citizens of Douglas County need and
deserve.
You did not ask that I draw any conclusions , but I have
taken the liberty to look at the possible alternatives, and in my
opinion, there are two. Number One, for those departments wanting
to go to the Woodmen Tower and pick up their early morning mail and
have the post office department deliver the balance in mid or late
morning. Number Two - this alternative I like. Have the postal
service deliver the mail for the Hall of Justice and Civic Center
to the Civic Center mailroom at approximately 6 : 00 a.m. each working
day. Hire part time personnel for a maximum of three hours a day
to sort the mail. In this way, a large portion of the mail would
be available after 7: 30 to any user department who wished to pick
it up. If this alternative were implemented, the City of Omaha
has agreed to pay half the cost for a part time mail sorter. Also,
Mr. Johnson informed me that Mr. Munnelly was very emphatic that the
Post Office Department would provide us with the necessary cases ,
sorting racks and other equipment that we needed and would provide
whatever help was necessary to get us started.
I trust the above will help the Board of Commissioners in
making their decision.
Yours v�r )truly, _i?...---_____
gF. E. Keyp,,ri.
Chief Depu Clerk
FEK:rg
cc: Mr. M. L. Albert
Mr. William Green
Mr. Daniel C. Lynch
Mr. P. J. Morgan
Mr. William Cuff
VIM ROLES (DO : : ;;`_J STATIuN) Jun 75
Route Location Del to 31dg Other 31dgs Served Total Del
205 First Natl Cen 31 • Capitol Plaza 7 179 •
207 City National, 56' 239
•
211 Grain Exchange 49 Aquila Court 43
Electric 31dg 2
USC Center 5
Empire State 5 357
212 Medical Arts . 50 Executive 16
Baird 5
Faidley 4 268 i
.216 ''oodman Tower • 55 Masonic Temple 5 157
218 goodman Tower 1st Natl 3k 31dg 24
Farnam 31dg 17
NE Say & Loan 7
Keeline 31dg 33 358
221 Farm Credit Bldg 44 Continental 25
Service Life 21 240
CUSTOMER SERVICE OFFICE
MAIN PO.ST �'r ._ ., c:.: 2CS
1124 PA :::. S"a C;E i
QMAI-L, N .E RA\CKA G.31O3