pages: OpenGovernmentCommission/2018-02-05.pdf, 10
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OpenGovernmentCommission | 2018-02-05 | 10 | The City Clerk responded the PRI is used to disclose whether documents are public or partially public. Chair Dieter inquired whether the PRI does not include when to destroy records, to which the City Clerk responded in the affirmative. Chair Dieter inquired whether the schedule does not need to come before the Open Government Commission, to which the City Clerk responded the schedule was presented to the Commission in the past. Chair Dieter stated the Sunshine Ordinance does not require the schedule to come before the Commission; inquired where the standards come from and whether there are different types of records; stated the Secretary of State, with the LCC, came up with guidelines; the City Clerk's Association also has guidelines; inquired where the City's standards for disposing of documents was formed. The City Clerk responded the last column has the statutory reference and draws on many different sources, such as the Government Code and Elections Code; stated each department draws from different Codes; the citation of the statutory reference would be very similar in the City's schedule versus the Secretary of State guidelines; the City tried to whittle down its list to inform the public what documents the City has and retains. Chair Dieter stated the schedule is not arbitrary; inquired whether the department heads are not just deciding how long to keep something and actually turn to a statutory reference. The City Clerk responded in the affirmative; stated the City exceeds statutory reference in some instances, but it is never shorter. Chair Dieter stated sidewalk repair requests would be deleted after five years, which means the records could be destroyed before the repair is done. The City Clerk stated the clock starts ticking after the issue is resolved. The Assistant City Attorney stated citizens' complaints for Police Officers have a five year retention period and start at the complaint date as opposed to resolved; the general rule is what the City Clerk indicated, but there are some situations where the clock might start at occurrence. Vice Chair Little inquired how someone could figure out which is the case. The Assistant City Attorney responded it is typically by statute; provided an example of hiring. Meeting of the Open Government Commission February 5, 2018 10 | OpenGovernmentCommission/2018-02-05.pdf |