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Home My WebLink AboutResolution No. 2018-04Sponsored by: City Clerk CITY OF KENAI RESOLUTION NO. 2018-04 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING THE CITY OF KENAI PUBLIC RECORDS MANAGEMENT AND RECORD RETENTION POLICY ADOPTED ON MAY 17, 2017 BY RESOLUTION NO . 2017-22 BY AMENDING RETENTION LENGTHS ON MEETING PACKETS AND PROVIDING FOR RETENTION FOR BUSINESS LICENSE RECORDS AND MAKING OTHER HOUSEKEEPING CHANGES. WHEREAS, as directed in KMC 10.30 .040(e), the Clerk shall submit proposed reduction in retention periods and record series additions to Council for adoption; and , WHEREAS, it is not the recommendation of the City Clerk to maintain meeting packets permanently, due to duplication , physical space constraints, and the expense of future maintenance and data migration; and , WHEREAS, it was discovered that the retention for business license records had been inadvertently omitted in the May 2017 update; and, WHEREAS, the City Attorney has reviewed the amendments to the Public Records Management Schedule and Record Retention Policy. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That the City Clerk section of the City of Kenai Public Records Management and Record Retention Policy is amended as attached. Section 2. That this resolution takes effect immediately upon adoption. PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 71h day of February , 2018. BRIAN GABRIEL SR., MAYOR Attachment "A" RECORD SUBJECTS DESCRIPTION DATA I RETENTION I CITATION I COMMENTS/NOTES SERIES OWNER CLK1000 Councils, Boards, or Including, but not limited to: City Clerk I Act + 6 years I LGM#300.1 I Master list of appointments is Commissions -• Appointments, and 2.6 kept permanently, see CLK1100 Appointments to Boards and Commissions • Resignations CLK1100 I Councils, Boards, or Including, but not limited to: I City Clerk I Permanent I LGM#300.1 Commissions -• /\ElepteEI ageAElas, Minutes, 2.4, 2.5 , 2.6 AEleflleEI AgeAElas . Minutes. ordinances , and resolutions , Ordinances and • Charter, code supplements, Resolutions ; ordinance and resolutlon Indexes, . Master list of names, terms, and Master List of Board , dates of service, Commission, Commission, • MeetiAg iAfeFmatieA ~ Pasket&, and Committee Members; • Oaths of office , • Proclamations, and Oaths of Office . ?1il:llis Aetises, aAEI • Any other records that constitute official accounts of the proceedings and actions of the bodv. CLK1200 I Councils, Boards, or I Including, but not limited to : City Clerk /\61 + 6 yeaFS LGM #300.1 C = Until minutes have been Commissions -• AudioMsual Recordings , c + 10 years 2 .1.2 approved. Supporting Documentation • \tasaAsies, aAEI *Paper versions and Correspondence, recordings are destroyed after • Meeting Information I packets, and C + 1 O years, electronic flies • Public Notices . are maintained for the life of the electronic file. CLK2000 I Elections -Permanent I Including, but not limited to: City Clerk Permanent KMC 6.05.280 • Canvass board reports , Council certificate of election. LGM#300.1 • Preclearance records . 8.3, 8.6 CLK2100 I Elections -General I Including, but not limited to: City Clerk Act+ 6 years AS 15.15.470 • Candidate lists, AS 29.26 • Financial Disclosure Statements, AS 15.25 .230 • Correspondence, • Election officials ' records, I I I KMC 6 .05.280 • Initiative, referendum , and recall I I records filed by private citizens or I LGM#300.1 groups requesting governing body 2 .3, 8.4, 8 .7, action, 8.11 , 8.13 Materials for absentee. early, questioned voter, or special needs voting, and, Postin notices/materials. CLK2200 I Elections -I Includes : City Clerk C + 4years KMC 6.05.280 C = Until election is certified Registers & Tally Books • Precinct, final voting, questioned I voter, special needs voting , and I Retain longer if election is absentee voter. contested per AS 15.15.470 New Text Bolded; QeleteEI tellt stRisk thFe1igh Attachment "A" RECORD SUBJECTS DESCRIPTION DATA I RETENTION I CITATION I COMMENTS/NOTES SERIES OWNER CLK2300 Elections-Declarations of Candidacy and Nomination City Clerk I C + 3years I KMC 6 .05.280 I C = Until term expires Declarations of petitions KMC 6 .10.040 Candidacy/Nomination Petitions CLK2400 I Elections -I Includes: City Clerk C + 1 year I KMC 6 .05.280 I C = Until election is certified. Recount Petitions & • Candidate requests for recount of Election Contests individual machine or paper ballot I LGM #300.1 tallies ; includes cand idates' reason for 8.5 request • Contested election and runoff data CLK2500 Elections-Including, but not limited to: City Clerk 130 days after I LGM#300.1 Ballots • Ballot stubs , election is 8.1 • Ballot transport envelopes , certified Counted questioned, early, and absentee by mail ballots. • Destroyed and unused ballots and • Official election ballots . CLK2600 Elections -Rejected Includes ballots rejected for counting by the City Clerk C + 1 year KMC 6 .05 .280 C = Until election is certified. Ballots canvass board. CLK3000 Annexation/Consolidation Petition and supporting files City Clerk Permanent LGM #300.1 1 5 year retention if fail; 2.9 permanent if passed I CLK4000 I Records Management -Adopted retention schedules and destruction City Clerk Permanent LGM #300.1 I Permanent documentation 1.1, 1.16 CLK4100 I Records Management -Completed inventories, record storage forms , City Clerk Act +6 years LGM #300.1 General and training materials 1.32 CLK4200 I Public Records Requests Public records request forms and related City Clerk 1 year LGM #300.1 I material produced with response 1.14 CLKSOOO I Cemetery/Memorial Park Includes: City Clerk Permanent LGM #300.1 Records • Diagrams . 2 .12 Maps and indices of burial plots, • Record of plot sales, and • Burial permits . CLK6000 I Licenses and Permits I Including but not limlted to: City Clerk C + 3 years LGM #300.1 C = Until license or permit -Business License • Applications, 14.1 expires. • Correspondence, Supporting documentation, Alcohol Beverage Control Board Applications, and • Marijuana Control Board Aoollcatlons. New Text Bolded; Qelelell lelll BIFYBk llU9Y!Jl1 'Vttl~ "'/t~ a Pa~~ tt'tf "'/t~ a Fv.tu.t"e" MEMORANDUM 210 Fidalgo Ave, Kenai , Alaska 99611-7794 Telephone: (907) 283-7535 I Fax: (907) 283-3014 www.kenai .city TO: Mayor Brian Gabriel and Kenai City Council FROM: ~mie Heinz, City Clerk DATE: January 22 , 2018 SUBJECT: Resolution No. 2018-04-Amending the Record Retention Policy The City of Kenai Public Records Management and Record Retention Policy adopted in May indicated that meeting packets were to be kept permanently. I am recommending changing the retent ion on paper versions of meeting packets to ten years. As for the electronic versions, I'm recommending they be kept for the life of the electronic file. This provides that staff won 't actively delete electronic packets stored in Laserfiche, but if a file becomes corrupt or illegible after the ten year retention , the electronic file won 't be recreated . The reasons behind my recommendation are as follows: • Duplication; all packet items have their own retention elsewhere in the Policy and most items are retained permanently (ordinances, resolutions, and minutes). Additionally , since ordinances are included in two or more packets, permanent packet retention makes it possible for them to be kept in three places. • Space ; there is limited space in the record room for boxes of paper records and meeting packets will quickly dominate the space we have and we will have to look for space, which may come at a cost, elsewhere . • Cost; a permanent retention designation requires the retention of the paper records, the records be converted to microfiche or Laserfiche so when paper degrades, the records can be recreated and still be accessed and, if kept electronically, the electronic files need to be migrated as technology changes. When reviewing the Local Government Model Record Retention Policy, the recommendation is to keep packets until the minutes have been approved, and to keep public hearing files for ten years. I also reviewed other communities' policies and found packet retention anywhere from three to ten years. In addition to amending the retention on packets , I've included retention for business license records which was inadvertently omitted in May, and made other housekeeping changes . Your consideration is appreciated .