Agenda

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19.

City Council Regular Meeting

Meeting Date:

10/27/2020

BACKGROUND

In reviewing and updating the City of Schertz retention schedules with the Texas State Library and Archives Commission, we were informed that they still had on file and in their records Ms. Evelyn Boggess as the City of Schertz designated Records Management Officer.

Title 6, subtitle C, Local Government Code (Local Government Records Act) provides that the City Council must establish by Ordinance an active and continuing records management program to be administered by a Records Management Officer. The City of Schertz by Ordinance 04-M-13 adopted a Records management policy for that purpose and to prescribe policies and procedures consistent with the Local Government Records Act and in the interests of cost-effective and efficient recordkeeping.

At the time the Ordinance was approved the City of Schertz had a Records Department and named a Records Management Officer which was different from the City Secretary. In October 2009 the Records Management Officer moved to a different department and a Designation of Local Government Records Management Officer (RMO) form was sent to the Texas State Library and Archives Commission designating the City Secretary. At that time we believed the change was in effect.

Per the Texas State Library and Archives Commission they require some form of governing body approval to change the Records Management Officer for the City of Schertz. By approving this Ordinance a copy will be sent to the Texas State Library and Archives Commission designating the City Secretary as the City of Schertz Local Government Records Management Officer.

GOAL

Designate the City Secretary as the Records Management Officer for the City of Schertz, as per the City's practice. By naming the City Secretary to serve as the Records Management Officer as opposed to an individual it would not require action on the City Council’s part in the future.

COMMUNITY BENEFIT

Be consistent with the forms which are available and for use on our website for contact information.

SUMMARY OF RECOMMENDED ACTION

Approve first reading of Ordinance 20-M-34 designating the City Secretary as the City of Schertz Records Management Officer.

FISCAL IMPACT

N/A

RECOMMENDATION

Approval of Ordinance 20-M-34.

Attachments
Ordinance 20-M-34
04-M-13
2009 Designation form