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Res 10-21 Authorizing the Destruction of Records TOWN OF WESTLAKE RESOLUTION NO. 10-21 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 academic and municipal and 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, BE 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. SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 30'h day of August,2010. Laura L. Wheat, Mayor Resolution 10-2.1 Page 1 of 2 *14 OF OF ,� ATTEST: * ' m ��4LU,XFCI 0 A N.*,4 S Kell Edwa , Town Secretary T omas E. , T "MaLager APPROVED AS TO RM: L. Stanton L w To Attorney Resolution 10-21 Page 2 of 2 Record STATE Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES BE STORED LOCATION TO RETENTION DESTRUCTION Inventory DESTRUCTION DATE Conducted DATE Schedule Number PERIOD _ Off-site location Calculated by State Schedule Reference State Reference State 1st fnitiallLast Letters of Beginning and Ending Date (name of facility), Retention Schedule Date Record was Assigned Retention Heading/Type Reference Specific Record Retention Name of person 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 1025-27 AIR monthly reports(FY+3 yrs); 1025.31 Section 2-1 Monthly transaction summaries(2 yrs); 1025-28 Bank GR Financial Financial Records Statements 5 Yrs -TSH-Denton 0812003-0912004 Off-Site 5 Yrs Sep-09 KE 1025-27 AIR monthly reports(FY+3 yrs); 1025.31 Section 2-1 Monthly transaction summaries(2 yrs); 1025-28 Bank GR Financial Financial Records Statements 5 Yrs -TSH-Denton(BX46) 0812002-09/2003 Off-Site 5 Yrs Sep-08 KE 1025-27 AIR monthly reports(FY+3 yrs); 1025.31 Section 2-1 Monthly transaction summaries(2 yrs); 1025-28 Bank GR Financial Financial Records Statements 5 Yrs -TSM-Ballpark 0812003-09/2004 Off-Site 5 Yrs SOP-09 KE 1025-27 AIR monthly reports(FY+3 yrs); 1025.31 Section 2-1 Monthly transaction summaries(2 yrs); 1025-28 Bank GR Financial Financial Records Statements 5 Yrs -TSH-Denton&San Marcos 0812002-0912003 Off-Site 5 Yrs Sep-08 KE 1025-27 AIR monthly reports(FY+3 yrs); 1025.31 Section 2-1 Monthly transaction summaries(2 yrs); 1025-28 Bank GR Financial Financial Records Statements 5 Yrs -TSH-Townlake 0812003-0912004 Off-Site 5 Yrs Sep-09 KE Financial Aid Award End of Award+ JC 3750-01 a8 Records Applications of Student no longer on Scholarship 2008-2009 Off-Site 1 3 yrs Aug-1 0 KE Financial Aid Award End of Award+ JC 3750-01 a8 Records Applications of Student no longer on Scholarship 2008-2009 Off-Site 3 yrs Aug-10 KE Financial Aid Award End of Award+ JC 3750-01 a8 Records Applications of Student no longer on Scholarship 2008-2009 Off-Site 3 yrs Aug-10 KE Financial Aid Award End of Award+ JC 3750-01 a8 Records Applications of Student no longer on Scholarship 2004 Off-Site 3 yrs Jun-08 KE Financial Aid Award End of Award+ JC 3750-01 b Records Application of Students not awarded scholarships 2008-2009 Off-Site 1 yr Aug-10 KE Financial Aid Award End of Award+ JC 3750-01(a8) Records Applications of Student no longer on Scholarship 2006 Off-Site 1 yr Jun-09 KE Financial Aid Award End of Award+ JC 3750-01 b Records Application of Students not awarded scholarships 2006 Off-Site 1 yr Jul KE 1025-27 AIR monthly reports(FY+3 yrs); 1025-26 AIP (FE+3 yrs); 1025-31 Monthly transaction summaries(2 Section 2-1 yrs); 1025-28 Bank Statements(5 Yrs)-TSH-All GR Financial Financial Records Properties 2001-2004 Off-Site 5 Yrs Dec-09 P Ehrenberg GR 1000-26 Correspondence General Correspondence-TSH 2001-2004 Off-Site 2 Yrs dee-06 P Ehrenberg PW 5250-08 Maintenance HVAC Inspection report-TSH 1996 Off-Site 3 Yrs Jan-00 P Ehrenberg GR 1025-27 Accounting Records TSH-Month!y reports 1996 Off-Site FY+3 yrs Sep-99 P Ehrenberg GR 1025-28 Baning Records TSH-Checkbook 1996 Off-Site 5 Yrs Jan-02 P Ehrenberg GR 1025-09 Investment Records Trustee Statements-TSH 2003 Off-Site 5 Yrs Sep-08 P Ehrenberg Resolution 10-21 1 of Record STATE Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE Off-site location Calculated by State Schedule Reference State Reference State 1s1 Initial/Last Letters of Beginning and Ending Date {name of facility}, Retention Schedule Date Record was Assigned Retention Heading/Type Reference Specific Record Retention Name of person Schedule number of Record of Materials Enclosed Fire Station,Town ScheduleslPeriods according 10 last date preparing box destroyed Hall,etc in box or file GR 1025-27 Accounting Records TSH-Monthly reports 2002-2004 Off-Site FY+3 yrs Sep-07 P Ehrenberg Financial Aid Award End of Award+ JC 3750-01 a8 Records Applications of Student no longer on Scholarship 2004 Off-Site 3 yrs Jun-08 P Ehrenberg GR 1025-27 Financial Records TSH AIR monthly reports-University Towers 200. 1 Off-Site FY+3 yrs Se -04 P Ehrenberg AV after final GR 1000-31 Litigation Case Files TSH Tax Litigation with Denton Count 2001-912002 Off-Site disposition Jul-10 P Ehrenberg GR 1025-26 Financial Records Accounts Payable-TSH 2001-2004 Off-Site FE+3 Yrs Sep-07 P Ehrenberg Contracts, Leases, Student Lease Agreements-TSH(Melrose& 4 Yrs after GR 1000.25 Agreements University Tower 2002 Off-Site termination Jan-07 P Ehrenberg TSH AIR monthly reports-University Towers; Forum; GR 1025-27 Financial Records Colon 1996-1997 Off-Site FE+3 yrs Sep-00 P Ehrenberg GR 1000-26 Correspondence General Correspondence-TSH 1996 Off-Site 2 Yrs Jan-99 P Ehrenberg TSH Ail monthly reports-University Towers;Forum; GR 1025-27 Financial Records Colon 1997-1999 Off-Site FE+3 yrs Sep-02 P Ehrenberg Financial Aid Award End of Award+ JC 3750-01 a8 Records Applications of Student no longer on Scholarship 2007 Town Hall 3 yrs Au -10 K Sutter Financial Aid Award End of Award+ JC 3750-01 a8 Records Applications of Student no longer on Scholarship 2003 Town Hall 3 yrs Jun-07 P Ehrenberg Financial Aid Award End of Award+ JC 3750-01 b Records Application of Students not awarded scholarships 2006-2007 Town Hall 1 yr Jul K Sutter Financial Aid Award End of Award+ JG 3750-01 b Records Application of Students not awarded scholarships 2007-2008 Town Hall 1 yr Feb-10 K Sutter GR 1000-26(b) Correspondence Town Secretary Correspondence 2005-2007 Town Hall 2 Yrs Jan-09 K Edwards GR 1000-26(b) Correspondence Mayor Correspondence 2005-2007 Town Hall 2 yrs Jan-09 K Edwards GR 1000-26 Correspondence Mayor Correspondence 2009 Town Hall 2 yrs to 5 yrs Jan-10 K Edwards GR 1000-26 Correspondence Town Secretary Correspondence 2010 Town Hall 2 yrs to 5 yrs Jan-10 K Edwards GR 1000-26(b) Correspondence General Cons ondence with the HOC 2004-2005 Town Hall 2 yrs Jan-07 K Edwards GR 1000-26(b) Correspondence TSHA General Correspondence 2004 Town Hall 2 yrs Jan-07 K Edwards EL 3125-01 a Election Records Campaign Finance Reports and Filings 1995-2008 Town Hall Election+2 rs Jul K Edwards EL 3125-02(a) Election Records Candidacy Applicatoins 1995-2008 Town Hall Election+2 rs Jun-10 K Edwards GR 1000-07 Administrative Proclamations 1997-2007 Town Hall 2 Yrs Jan-10 K Edwards GR 1000-01 a Administrative Agenda Postings 2007 Town Hall 2 Yrs Jan-10 K Edwards GR 1000-01 a Administrative Agenda Postings 2006 Town Hall 2 Yrs Jan-09 K Edwards GR 1000-34 Administrative Oen Records Request 2005-2007 Town Hall 1 Yr Jan-09 K Edwards Resolution 10-21 2 of Record STATE SeriesLOCATION TO DESTRUCTION Inventory DESTRUCTION TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES BE STORED RETENTION DATE Conducted DATE Schedule Number PERIOD O F-site location Calculated by State Schedule Reference Slate Reference State 1st Initial/Last Letters of Assigned Retention HeadinglType 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!!eriods according to last date preparing box destroyed Hall,etc in box or file GR 1000-34 Administrative Oen Records Request TSHA 1998 Town Hall 1 Yr Jan-00 K Edwards GR 1000-34 Administrative Oen Records Request Medical 2002-2005 Town Hail 1 Yr Jan-07 K Edwards GR 1000-21© Administrative Publication Affidavits 2006-2007 Town Hail 2 Yrs Jan-09 K Edwards Financial Aid Award End of Award+ JC 3750-1 0 b Records Application of Students not awarded scholarships 2005 Town Hall 1 Yr Jan-07 K Edwards Section 2-1 GR Financial Financial AIR Expenses TSHA 2002-2004 Town Hall FY+3 yrs Aug-07 K Edwards Section 2-1 GR Financial Financial A/P Expenses TSHA 2002-2004 Town Hall FY+3 yrs Aug-07 K Edwards GR 1000-34 Administrative Open Records Request TSHA 2001 Town Hall t Yr Jun-02 K Edwards GR 1000-01 Administrative Agenda Packets TSHA 1112/04-1 211 2105 Town Hall 2 Yrs Jan-08 K Edwards Civil and Criminal Focal Point 5 years from LC 2350-03 Records 2000-Case Files 2000 Solutions closure date Jan.2006 A. DeGan Civil and Criminal Focal Point 5 years from LC 2350-03 Records 2001 -Case Files 2001 Solutions closure date Jan.2007 A.DeGan Civil and Criminal Focal Point 5 years from LC 2350-03 Records 2002-Case Files 2002 Solutions closure date Jan.2008 A,DeGan Civil and Criminal Focal Point 5 years from LC 2350-03 Records 2003-Case Files 2003 Solutions closure date Jan.2009 A.DeGan Civil and Criminal Focal Point 5 years from LC 2350-03 Records 2004-Case Files 2004 Solutions closure date Jan.2010 A.DeGan Resolution 10-21 3 of