AGENDA CAPTION:
Title
Consider approval of Ordinance 2025-23, amending Section 2.506 of the San Marcos City Code to substitute the Chief of Police with the Director of Information Technology on the Records Management Committee under the city’s Public Records Management Program; including procedural provisions; and declaring an effective date; and consider approval of Ordinance 2025-23 on the first of two readings.
Body
Meeting date: July 1, 2025
Department: City Clerk
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Background Information:
Staff is requesting to update the Records Management Committee by substituting the Police Chief with the Director of Information Technology, given the department’s close collaboration with the IT department regarding city records.
The City Council approved Ordinance 2020-27 on May 19, 2020 that revised and updated the Records Management Ordinance that is required by Title 6, Subtitle C, The Local Government Code (Local Government Records Act).
The Texas Local Government Records Act (“Act”) was first enacted by the Texas Legislature in 1989. Enacted with the same legislation in 1989 was the authority of the Texas State Library and Archives Commission (“State Library”) to participate in the preservation and management of local governmental records. The essence of the Act is its requirement that every local government have a records management program, designate a records management officer, and observe the time periods within which records must be retained pursuant to a retention schedule adopted under the regulatory authority of the State Library.
The Act defines the broad duty of a city council to: (1) establish, promote, and support an active and continuing program for the efficiency and economical management of all local government records and (2) cause policies and procedures to be developed for the administration of the program under the direction of the records management officer.
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Recommendation:
City staff recommends approval