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Res 13-19 Authorizing the Destruction of Texas Student Housing Records TOWN OF WESTLAKE SOLUTION NO. 13-19 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE DESTRUCTION OF THE TOWN, ACADEMY, AND TSHA RECORDS IN COMPLIANCE WITH THE TEXAS STATE LIBRARY AND ARCHIVE COMMISSION SCHEDULES. WHEREAS, the Town Council adopted Chapter 2, Administration, Article VI, Records Management; and WHEREAS, it is desirable to reduce the cost of records storage of municipal records; and WHEREAS, the Town Council finds that the agreement from Tarrant County meets the necessary requirements of the records destruction requirements established by State law. NOW, THEREFORE, DE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: The Town Council of the Town of Westlake hereby authorizes the destruction of those records that have met the retention requirements hereto as Exhibit "A" and further authorizes the Records Manager, Town Secretary to destroy, the said records in accordance to the State law through an Interlocal agreement with Tarrant County. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 13-19 Page 1 of 2 SEC'T'ION 4: That this resolution shall become effective from and after its date of passage. PASSER AND APPROVED ON THIS 17TH DAY OF JUNE 2013. io- Laura Wheat, Mayor ATTEST: 7`E Kelly Edwa s, Town Secretary Thomas E. Brymer, 7ow/Manager APPROVED AS TO FOR L. kanloii Lowr , Tqw Aoey Resolution 13-19 Page 2 of 2 9/4/2013 LOCATION TO STATE DESTRUCTION Inventory DESTRUCTION Schedule Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES RETENTION Number BE STORED PERIOD DATE Conducted DATE Schedule Reference State Off-site location Reference State Calculated by State 1st Initial/Last Letters of Assigned Retention Heading/Type Reference Specific Record Beginning and Ending Date (name of facility), Retention Retention Schedule Name of person Date Record was Schedule number of Record of Materials Enclosed Fire Station Town Schedules/Periods according to last date preparing box destroyed Hall,etc in box or file GR 1000-34 a-c Administrative Public Information Request-Open Records Request 2001-2010 Town Hall 2 yrs Jan-13 K Edwards 7/11/2013 GR 1000-21 c Administrative Publication Affidavits 2002,2003 2005, Town Hall 2 yrs Jan-13 K Edwards 7/11/2013 2007,2009,2010 ic 3750-01(b) Financial Aid Award Application of Students not awarded scholarships Jun-11 Town Hall End of Award+ Jun-12 P Ehrenberg 7/11/2013 Records 1 yr GR 1025-26b AP,Disbursement AP Checks,Disbursements, PEIMS 9/06-8/07 Town Hall FE+5 years Sep-12 D.White not destroyed as Records of 09/04/2013 Public Educaiton not destroyed as SID 3600-01 Information(PEIMS) PEIMS 2007 Town Hall 5 Yrs Sep-12 D.White of 09/04/2013 Data Submissions GR 1050-53B Federal&Tax Forms 941 Emp. Federal Tax Returns 12/31/95-9/30/96 Town Hall 4 YRS Sep-00 AB/TW 7/11/2013 &Reports GR 1050-53 State Tax Form 95 Employernent Tax 01/95-3/96 Town Hall 4YRS Mar-00 AB/TW 7/11/2013 GR 1050-14 Employement WA Applications-Rejected 03,04,08 Town Hall 2YRS Jan-10 AB/TW 7/11/2013 Applications GR 1050-52 Earning&Deduction Earnings&Deduction Records 09/94-09/00 Town Hall 5YRS Sep-05 AB/TW 7/11/2013 Records GR 1050-52 Earning&Deduction Earnings&Deduction Records 1996-1997 Town Hall 5YRS Dec-02 AB/TW 7/11/2013 Records GR 1050-52a Earning&Deduction Med Insurance Payroll Deductions 01/01-12/01 Town Hall 5YRS Jan-06 TL/TW 7/11/2013 Records GR 1050-55a Payroll Action Or Documentation concerning payroll grade 2006-2007 Town Hall 2YRS Jun-09 AB/TW 7/11/2013 Information Notices GR 1050-56 Time&Attendance Time Sheets and Attendance Records 2007/06-2008 Town Hall 4YRS Jun-12 AB/TW 7/11/2013 Records I Res 13-19 9/4/2013 LOCATION TO STATE DESTRUCTION Inventory DESTRUCTION Schedule Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES RETENTION Number BE STORED PERIOD DATE Conducted DATE GR 1050-56 Time&Attendance Time Sheets and Attendance Records 10/1999-09/2000 Town Hall 4YRS Sep-04 AB/TW 7/11/2013 Records Training& Records documenting the planning,development and GR 1050-28B Educational implementation oftraining program 07/2004-07/2008 Town Hall 2YRS Jul-10 AB/TW 7/11/2013 Acheivement Record GR 1075-01B Bids&Bid Proposal-Unsuccesful 2001-2002 Town Hall 2YRS Jun-04 AB/TW 7/11/2013 Documentation GR 1000-29 Insurance Policies Box Insurance Binders 2003-2007 Town Hall 4YRS Jun-11 AB/TW 7/11/2013 Requests& GR 1050-58 Authorizations to Request Day Off With Subs 2007-2008 Town Hall FE+3 YRS Jun-12 AB/TW 7/11/2013 Engage in GR 1050-14 Employement Employment Applications 01/2006-12/2008 Town Hall 2YRS Jan-11 AB/TW 7/11/2013 Applications GR 1050-55B Payroll Action Or Documentation Adjustments to Payroll 2007-2008 Town Hall FE+5 YRS Jun-12 AB/TW 7/11/2013 Information Notices Accounts Payable& Seminar/Conference Invoice,Copies of Checks, GR 1025-26a Disbursement Disburement Documentation 05/2004-07/2008 Town Hall FE+3YRS Jul-11 AB/TW 7/11/2013 Records Verification of GR 1050-30 Employement 1-9 Forms 08/2008-12/2009 Town Hall 3YRS Dec-12 AB/TW 7/11/2013 Eligibility Verification of GR 1050-30 Employement 1-9 Forms 03/2003-04/2008 Town Hall 3YRS Apr-11 AB/TW 7/11/2013 Eligibility GR 1000-29 Insurance Policies Insurance Policy Docs relevant to implementation change 06/25/2009-09/26/2005 Town Hall 4YRS Sep-09 AB/TW 7/11/2013 renewal or replacement GR 1025-28 Banking Records WA Bank Reconciliation 2002-2003 Town Hall FE+5 YRS Aug-09 AB/TW 7/11/2013 GR 1050-14 Employment Employment Applications 01/2011-5/31/2011 Town Hall 2YRS Jun-13 AB/TW 7/11/2013 Applications Verification of GR 1050-30 Employement 1-9 Forms-Current WA 10/2001-05/31/2010 Town Hall 3YRS Jun-13 AB/TW 7/11/2013 Eligibility Res 13-19 9/4/2013 LOCATION TO STATE DESTRUCTION Inventory DESTRUCTION Schedule Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES RETENTION BE STORED DATE Conducted DATE Number PERIOD GR 1025- Fiscal Audit Records Town of Westlake and Westlake Academy: Audit 2003 thru 2007 Town Hall FY+5 years 09/01/2012 S.Whigham not destroyed as Ole/1025-01a Workpapers Records Room of 09/04/2013 GR 1025-04c Budgets/Budget Westlake Academy&Town of Westlake: Budget 1994 thru 2007 Town Hall FY+5 years 09/01/2012 S.Whigham not destroyed as Document (workpapers) Records Room of 09/04/2013 Accounts Payable& Town of Westlake and Westlake Academy: Invoices and Town Hall not destroyed as GR 1025-26a Disbursement Copies of Checks 1991 thru 2007 Recrods Room FY+5 years 09/01/2012 S.Whigham of 09/04/2013 Records GR 1025-27a Accounts Receivable Town of Westlake,Foundation,and Westlake Acdemy 2006 thru 2007 Town Hall FY+5 years 09/01/2012 S.Whigham not destroyed as Records Deposits Records Room of 09/04/2013 GR 1025-27b Accounts Town: AR-Sales Tax 1997 thru 1998 Town Hall FY+5 years 10/01/2003 S.Whigham not destroyed as Receivable Records Records Room of 09/04/2013 GR 1025-27d Accounts Utility Fund 2006 thru 2007 Town Hall FY+5 years 09/01/2012 S.Whigham not destroyed as Receivable Records Records Room of 09/04/2013 GR 1025-28 Banking Records Town: Monthly CD Bank Statements 1994 thru 2007 Town Hall FY+5 years 10/01/2012 S.Whigham not destroyed as Records Room of 09/04/2013 Ledgers,Journals, Town Hall not destroyed as GR 1025-30a and Entry Westlake Academy: GL 2004 Records Room FY+5 years 09/01/2009 S.Whigham of 09/04/2013 Documentation Ledgers,Journals, Deposits: Town&Westlake Academy Foundation(and) Town Hall not destroyed as GR 1025-30d and Entry Transfers/Month End/ACH-EFT's&Westlake Academy 2006 thru 2007 Records Room FY+5 years 09/01/2012 S.Whigham of 09/04/2013 Documentation Deposits/JE's Civil and Criminal 5 Years from LC 2350-03 Records 2000-2007 Deposits 2000-2007 Town Hall closure date Jan 12 A.DeGan 7/11/2013 LC 2350-03 Civil and Criminal 2004-2007 Misc.Case Paperwork 2004-2007 Town Hall 5 Years from Jan-12 A.DeGan 7/11/2013 Records closure date LC 2350-03 Civil and Criminal 2000-2007 Officer's copy of citations 2000-2007 Town Hall 5 Years from Jan-12 A.DeGan 7/11/2013 Records closure date LC 2350-03 Civil and Criminal 2000-2007 Receipt Books 2000-2007 Town Hall 5 Years from Jan-12 A.DeGan 7/11/2013 Records closure date LC 2350-03 Civil and Criminal 2000-2007 Cash Bond Paperwork 2000-2007 Town Hall 5 Years from Jan-12 A.DeGan 7/11/2013 Records closure date Civil and Criminal 5 Years from LC 2350-03 Records 2000-2007 Refund Request&Check copies 2000-2007 Town Hall closure date Jan-12 A.DeGan 7/11/2013 Res 13-19 9/4/2013 LOCATION TO STATE DESTRUCTION Inventory DESTRUCTION Schedule Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES BE STORED RETENTION DATE Conducted DATE Number PERIOD LC 2350-03 Civil and Criminal 2000-2007 Receipt Books/Citation Overpayments 2000-2007 Town Hall 5 Years from Jan-12 A.DeGan 7/11/2013 Records closure date LC 2350-03 Civil and Criminal 2000-2007 Cash Bond&Refund Docs 2000-2007 Town Hall 5 Years from Jan-12 A.DeGan 7/11/2013 Records closure date LC 2350-03 Civil and Criminal 25 Boxes of Citations Closed in 2007 2007 Town Hall 5 Years from Jan-13 A.DeGan 7/11/2013 Records closure date GR 1025-27 Financial Records TSHA 8)A Accounts Receivables(all in one box with 1025- 08/2006-08/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 GR 1025-31 Financial Records THSA Transactions Summaries(all in one box with 1025- 09/2006-08/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 28) GR 1025-28 Financial Records TSHA Bank Statements 08/2005-12/2007 Off-site storage 5 Yrs Jan-13 P Ehrenberg 7/14/2013 GR 1025-27 Financial Records TSHA Accounts Receivables-Cambridge(all in one box 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 with 1025-28) GR 1025-31 Financial Records THSA Transactions Summaries-Cambridge(all in one 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 box with 1025-28) GR 1025-28 Financial Records TSHA Bank Statements-Cambridge 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 GR 1025-27 Financial Records TSHA Accounts Receivables-Ballpark(all in one box 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 with 1025-28) GR 1025-31 Financial Records THSA Transactions Summaries-Ballpark(all in one box 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 with 1025-28) GR 1025-28 Financial Records TSHA Bank Statements-Ballpark 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 GR 1025-27 Financial Records TSHA Accounts Receivables-San Marcos(all in one box 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 with 1025-28) GR 1025-31 Financial Records THSA Transactions Summaries-San Marcos(all in one 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 box with 1025-28) GR 1025-28 Financial Records TSHA Bank Statements-San Marcos 08/2006-09/2007 Off-site storage 5 Yrs Oct-12 P Ehrenberg 7/14/2013 Res 13-19