HomeMy WebLinkAbout4E, Records Retention Schedule
~
~l-IILLS
Request for Council Action
~
Prepared By:
Rebecca Brazys
Council Meeting Date: April 27, 2009
Motion to approve Resolution No. 2009-006 to adopt the Minnesota General Records
Retention Schedule for Cities.
Budgeted Amount:
NA
Actual Amount:
Funding Source:
NA
Recommendation
NA
Motion to approve Resolution No. 2009-006 to adopt the Minnesota General Records Retention
Schedule for Cities.
SUDDortin!! Documents:
1. Resolution No. 2009-006
2. Memo from Sue Iverson and Rebecca Brazys.dated April 27, 2009.
RESOLUTION NO. 2009-006
A RESOLUTION ADOPTING THE MINNESOTA GENERAL RECORDS RETENTION
SCHEDULE FOR CITIES
Whereas, Minnesota Statutes Chapters 138 and 529 reqUIre that the disposal and
preservation of public records be controlled; and
Whereas, the Minnesota Clerks and Finance Officers developed a General Records
Retention Schedule for Cities, for records common to most Minnesota municipalities, which has
been approved by the Minnesota Department of Administration, the Minnesota Historical
Society, the Minnesota State Auditor and the Minnesota Attorney General; and
Whereas the City of Arden Hills did not adopt the General Records Retention Schedule
for Cities which it has been referencing and using since 1987; and
Whereas, the City of Arden Hills can use the General Records Retention Schedule for
Cities as a minimum guideline for records retention.
NOW THEREFORE BE IT RESOLVED that the City of Arden Hills, Minnesota, does
hereby adopt the approved General Records Retention Schedule for Cities developed -by the
Minnesota Clerks and Finance Officers as its records retention program and authorizes the
Deputy City Clerk to submit the appropriate Notification of Adoption Form to the State of
Minnesota.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS
THIS 27th DAY OF APRIL, 2009.
Stanley D. Harpstead
Mayor
ATTEST:
Ronald J. Moorse, City Administrator
~
MEMORANDUM
DATE:
April 27, 2009
TO:
Mayor and City Council
Ron Moorse, City Administrator
FROM:
Sue Iverson, Finance Director
Rebecca Brazys, Deputy Clerk
SUBJECT:
Records Retention Guidelines
BACKGROUND
In an effort to maintain all City records in a system that is well organized and which allows
efficient access to critical City documents, the Minnesota Statute Chapters 138 and 529 require
that the disposal and preservation of public records be controlled.
The Minnesota Clerks and Finance Officers developed a General Records Retention Schedule for
Cities which has been approved by the Minnesota Department of Administration, the Minnesota
Historical Society, the Minnesota State Auditor, and the Minnesota Attorney General.
A copy of the Records Retention Schedule (approximately 100 pages) is available for the
Council's review upon request.
RECOMMENDED COUNCIL ACTION
The City Council is asked to make a motion to approve Resolution No. 2009-06 to adopt the
Minnesota General Records Retention Schedule for Cities.
\ \Metro-inet\ardenhills\Admin \Council\Agendas & Packet Information \2009\04-27 -09 Regular\Packet Information \4.E Resolution 2009-006
Memo.doc