AGENDA CAPTION:
Title
Consider approval of Ordinance 2020-27, on the first of two readings, amending Article 6, Divisions 1 and 2 of Chapter 2 of the San Marcos City Code to revise and update the City’s public records management program; including procedural provisions; and declaring an effective date.
Body
Meeting date: May 5, 2020
Department: City Clerk
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Background Information:
The City Clerk’s staff has reviewed Ordinance 2007-30 adopted on May 15, 2007. The staff has determined that the ordinance needs to be updated in the City Code to reflect modern practice and continue to be in full compliance with the rules and regulations set by the Texas State Library and Archives Commission.
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