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JEFFERSON COUNTY
STATE OF WASHINGTON
In the Matter of Allowing the Purchase
ofthe JA VS Materials/Training Based
on the Emergency Exception found at
RCW 39.04.280(I)(e)
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RESOLUTION NO. 94-07
WHEREAS, the Superior Court for Jefferson County has as one of its primary
obligations the creation of a permanent record ofthe proceedings that occur in that court; and
WHEREAS, those recordings are often quite important to persons litigating both civil
and criminal matters and are often listened to for the creation of transcripts, said transcripts being
crucial to appeals; and
WHEREAS, several years ago the Superior Court, as a cost-saving measure, chose to
record the court proceedings electronically rather than rely upon the services of a certified
shorthand reporter as the official record-keeper; and
WHEREAS, the electronic recording system chosen at that time to serve the Superior
Court has proven to be unreliable and not easily brought back to a status of continuous reliability;
and
WHEREAS, the County Clerk and her staff cannot, with the current electronic
technology, be certain that every minute of every court proceeding is being recorded; and
WHEREAS, this unreliability presents a real immediate threat to the proper performance
of essential functions in the opinion of the County Clerk; and
WHEREAS, there is another firm, Jefferson Audio Visual Systems, Inc, or JA VS, based
in Louisville, KY, that can offer the Superior Court for Jefferson County and other agencies
within the County a reliable system for electronic recordings of court proceedings; and
WHEREAS, the JA VS system is well-regarded by the County Clerks of other counties
within this state, and is in use in Clark, King, Yakima, Whatcom, Cowlitz, Spokane, and
Skamania Counties at this time;
NOW, THEREFORE BE IT RESOLVED by the County Commission for Jefferson
County as follows:
I. The County Clerk has provided the County Commission with sufficient evidence
that an emergency situation exists because "unforeseen circumstances beyond the
control of the municipality ... present a real, immediate threat to the proper
performance of essential functions," specifically assuring that every minute of
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Resolution No. 94-07re: Purchase of JA VS MaterialslTraining
Page: 2
every court proceeding in the Superior Court for Jefferson County is electronically
recorded for the purposes of creating a permanent record; and
2, Since such "unforeseen circumstances" constitute an "emergency" as emergency
is defined in RCW 39.04.280(3), the County Commission hereby invokes RCW
39.04.280(I)(e) to allow agencies within the County to contract with JA VS for the
prompt installation ofthe system proposed by JA VS, with associated training.
3. The agencies authorized by this Resolution to contract with JA VS for installation
and training are Superior Court ($29,497.49), District Court ($21,876.89) and the
Commissioners' Office ($14,375,52).
APPROVED this 5th day of November, 2007.
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JEFFERSON COUNTY
BJO~ f I~F ,OMMISSIONERS
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P I JOM on, Chairman
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DaVidSUlliv~er
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ATTEST:
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Udulie Matthes, CMC
Deputy Clerk of the Board
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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO:
Board of Commissioners
FROM:
Michelle Moore, Superior Court Administrator
DATE:
October 30, 2007
SUBJECT:
Agenda Item Request
STATEMENT OF ISSUE:
Sufficient evidence has been provided to show that an "emergency" exists as defined in RCW
39.04.280(3) and the Superior Court respectfully requests the BOCC invoke RCW
39.04.280(1)(e) allowing the SC, DC & BOCC to contract with JA VS for the prompt
installation of the recording system proposed with the associated training, This Agenda item
also requests that the Chair of the County Commission execute the documents that
memorialize the agreement between JA VS and the County.
ANALYSIS:
FISCAL IMPACT:
Superior Court $29,497.49
District Court $21,876.89
BOCC $14,375.52
RECOMMENDATION:
I recommend that the Resolution be adopted allowing the purchase ofthe JA VS
materials/training based on the emergency exception. The recommendation also includes
having the Chair of the County Commission sign or inital three (3) documents: I) JA VS Sales
Contract and Agreement, 2) JA VS Standard Terms and Conditions and 3) JA VS Limited
Warranty Statement.
REVIEWED BY:
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County ministrator
JO Pf/07
Date