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HomeMy WebLinkAbout~Master - Amending Records Retention Schedule RESOLUTION NO. 99-353 RESOLUTION APPROVING AMENDMENTS TO CITY OF AMES RECORDS RETENTION SCHEDULE FOR THE CITY OF AMES,IOWA WHEREAS,the Records Retention Schedule,intended to answer questions about what documents are to be kept,by whom, and for what period of time,was adopted by Resolution No. 98-143 on April 14, 1998; and, WHEREAS, at that time, it was also determined that any changes to the Schedule would be submitted for approval on a semi-annual basis (in March and September); and, WHEREAS, changes are necessary in the"City Clerk Records" section, as follows: 1. The"Council Proceedings"category currently states that the City Clerk's Office microfilms ordinances and affidavits of publication for ordinances. This category should be amended to state that these documents are not microfilmed. Each original document is a permanent record;therefore,to microfilm creates an unnecessary expense and causes duplication. 2. The "General" category currently states that contracts or agreements for services, for purchase of equipment or supplies, and concessions are microfilmed by the City Clerk's Office. This category should be amended to state that these documents are not microfilmed. The retention period for those documents is five years;the documents are destroyed at the expiration of that period, and to microfilm creates an unnecessary expense and causes duplication. 3. The"Engineering Records" category currently states that documents pertaining to capital improvement projects - authorization phase (contract, fidelity or performance bond, certificate of insurance)are permanent records. This category should be amended to state that the retention period is five years as determined by Iowa Code Section 372.13(5). NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Ames,Iowa, that the aforementioned amendments to the City of Ames Records Retention Schedule are hereby approved. ADOPTED THIS 28th day of September, 1999. Diane R. Voss, City Clerk Ted Tedesco, Mayor Introduced by: Hoffman Seconded by: Parks Voting aye: Campbell, Cross,Hoffman,Parks, Quirmbach,Wirth Voting nay: None Absent: None Resolution declared adopted and signed by the Mayor this 28th day of September, 1999.