All documents, papers, letters, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic media, or other information-recording media, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by the city or any of its officers or employees pursuant to law or in the transaction of public business are hereby declared to be the records of the city and shall be created, maintained, and disposed of in accordance with the provisions of this article or procedures authorized by it and in no other manner.
(Ordinance 2019-03, sec. 1, adopted 3/5/19)
Department head
means the officer who by ordinance or administrative policy is in charge of an office of the city that creates or receives records.
Essential record
means any record of the city necessary to the resumption or continuation of its operations in an emergency or disaster, to the re-creation of its legal and financial status, or to the protection and fulfillment of obligations to the people of the state.
Permanent record
means any record of the city for which the retention period on a records control schedule is given as permanent.
Records control schedule
means a document prepared by or under the authority of the records management officer listing the records maintained by the city, their retention periods, and other records disposition information that the records management program may require.
Records management
means the application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the development of records control schedules; the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics, electronic and other records storage systems.
Records management officer
means the person designated in section 2.09.005 of this article.
Records management plan
means the plan developed under section 2.09.006 of this article.
Retention period
means the minimum time that must pass after creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.
(Ordinance 2019-03, sec. 2, adopted 3/5/19)
All records as defined in section 2.09.001 of this plan are hereby declared to be the property of the city. No official or employee of the city has, by virtue of his or her position, any personal or property right to such records even though he or she may have developed or compiled them. The unauthorized destruction, removal from files, or use of such records is prohibited.
(Ordinance 2019-03, sec. 3, adopted 3/5/19)
It is hereby declared to be the policy of the city to provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, and disposition of all records of this office through a comprehensive system of integrated procedures for the management of records from their creation to their ultimate disposition, consistent with the requirements of the Local Government Records Act and accepted records management practice.
(Ordinance 2019-03, sec. 4, adopted 3/5/19)
The city secretary and the successive holders of said office shall serve as records management officer for the city. As provided by state law, each successive holder of the office shall file his or her name with the director and librarian of the state library within thirty days of the initial designation or of taking up the office, as applicable. The records management officer will ensure that the maintenance, destruction, electronic storage, or other disposition of the records of this office are carried out in accordance with the requirements of the Local Government Records Act.
(Ordinance 2019-03, sec. 5, adopted 3/5/19)
(a) 
The records management officer shall develop a records management plan for the city for submission to the city council. The plan must contain policies and procedures designed to reduce the costs and improve the efficiency of recordkeeping, to adequately protect the essential records of the municipality, and to properly preserve those records of the municipality that are of historical value. The plan must be designed to enable the records management officer to carry out his or her duties prescribed by state law and this article effectively.
(b) 
Once approved by the city council, the records management plan shall be binding on all offices, departments, divisions, programs, commissions, bureaus, boards, committees, or similar entities of the city and records shall be created, maintained, stored, microfilmed, or disposed of in accordance with the plan.
(c) 
State law relating to the duties, other responsibilities, or recordkeeping requirements of a department head do not exempt the department head or the records in the department head’s care from the application of this article and the records management plan adopted under it and may not be used by the department head as a basis for refusal to participate in the records management program of the city.
(Ordinance 2019-03, sec. 6, adopted 3/5/19)
In addition to other duties assigned in this article, the records management officer shall:
(1) 
Administer the records management program and provide assistance to department heads in its implementation;
(2) 
Plan, formulate, and prescribe records disposition policies, systems, standards, and procedures;
(3) 
In cooperation with department heads, identify essential records and establish a disaster plan for each municipal office and department to ensure maximum availability of the records in order to re-establish operations quickly and with minimum disruption and expense;
(4) 
Develop procedures to ensure the permanent preservation of the historically valuable records of the city;
(5) 
Establish standards for filing and storage equipment and for recordkeeping supplies;
(6) 
Study the feasibility of and, if appropriate, establish a uniform filing system and a forms design and control system for the city;
(7) 
Monitor records retention schedules and administrative rules issued by the state library and archives commission to determine if the records management program and the municipality’s records control schedules are in compliance with state regulations;
(8) 
Disseminate to the city council and department heads information concerning state laws and administrative rules relating to local government records;
(9) 
Ensure the maintenance, preservation, microfilming, destruction, or other disposition of the records of the city are carried out in accordance with the policies and procedures of the records management plan and the requirements of state law;
(10) 
Maintain records on the volume of records destroyed under approved records control schedules or through records destruction authorization requests, the volume of records microfilmed or stored electronically, and the estimated cost and space savings as the result of such disposal or disposition;
(11) 
Report annually to the city manager on the implementation of the records management plan in each department of the city, including summaries of the statistical data compiled under subsection (10); and
(12) 
Bring to the attention of the city manager noncompliance by department heads or other municipal personnel with the policies and procedures of the records management program or the Local Government Records Act.
(Ordinance 2019-03, sec. 7, adopted 3/5/19)
In addition to other duties assigned in this article, department heads shall:
(1) 
Cooperate with the records management officer in carrying out the policies and procedures established in the city for the efficient and economical management of records and in carrying out the requirements of this article;
(2) 
Adequately document the transaction of government business and the services, programs, and duties for which the department heads and his or her staff are responsible; and
(3) 
Maintain records in his or her care and carry out their preservation, microfilming, destruction, or other disposition only in accordance with the policies and procedures of the records management program of the city and the requirements of this article.
(Ordinance 2019-03, sec. 8, adopted 3/5/19)
(a) 
The records management officer, in cooperation with department heads, shall prepare records control schedules on a department-by-department basis listing all records series created or received by the department and the retention period for each series. Records control schedules shall also contain such other information regarding the disposition of municipal records as the records management plan may require.
(b) 
Each records control schedule shall be monitored and amended as needed by the records management officer on a regular basis to ensure that it is in compliance with records retention schedules issued by the state and that it continues to reflect the recordkeeping procedures and needs of the department and the records management program of the city.
(c) 
Before its adoption a records control schedule or amended schedule for a department must be approved by the department head and the city council.
(d) 
Before its adoption a records control schedule must be submitted to and accepted for filing by the director and librarian as provided by state law. If a schedule is not accepted for filing, the schedule shall be amended to make it acceptable for filing. The records management officer shall submit the records control schedules to the director and librarian.
(Ordinance 2019-03, sec. 9, adopted 3/5/19)
(a) 
A records control schedule for a department that has been approved and adopted under section 2.09.009 shall be implemented by department heads according to the policies and procedures of the records management plan.
(b) 
A record whose retention period has expired on a records control schedule shall be destroyed unless an open records request is pending on the record, the subject matter of the record is pertinent to pending lawsuit, or the department head requests in writing to the records management officer that the record be retained for an additional period.
(c) 
Prior to the destruction of a record under an approved records control schedule, authorization for the destruction must be obtained by the records management officer and the city council.
(Ordinance 2019-03, sec. 10, adopted 3/5/19)
A record that has not yet been listed on an approved records control schedule may not be destroyed if its destruction has not been approved in the same manner as a record destroyed under an approved schedule and the records management officer has submitted to and received back from the director and librarian an approved destruction authorization request.
(Ordinance 2019-03, sec. 11, adopted 3/5/19; Ordinance adopting 2021 Code)
(a) 
Appropriate records control schedules issued by the state library and archives commission shall be adopted by the records management officer for use in the city, as provided by law. Any destruction of records of the city will be in accordance with these schedules and the Local Government Records Act.
(b) 
The city hereby adopts the state library and archives commission (TSLAC) local government retention schedule and will continue to use this schedule as it is regularly amended by the commission.
(c) 
The following TSLAC schedules shall be utilized:
Schedule EL (Records of Elections and Voter Registration)
Part 1: Election Records
Part 2: Records of Candidacy and Campaign Finance
Part 3: Voter Registration Records
Schedule GR (Records Common to All Governments)
Part 1: Administrative Records
Part 2: Financial Records
Part 3: Personnel and Payroll Records
Part 4: Support Services Records
Part 5: Information Technology Records
Schedule HR (Records of Public Health Agencies)
Part 1: Records Common to Public Health Agencies
Part 2: Records of Local Public Health Authorities
Part 3: Records of Local Public Hospitals
Part 4: County Indigent Health Care Records
Part 5: Animal Control and Health Records
Part 6: Records of the County Inspector of Hides and Animals
Schedule LC (Records of Justice and Municipal Courts)
Part 1: Civil and Criminal Records
Part 2: Inquest Records
Part 3: Vital Statistics Records
Part 4: Miscellaneous Records
Part 5: Juvenile Records
Schedule PS (Records of Public Safety Agencies)
Part 1: Records Common to Public Safety Agencies
Part 2: Law Enforcement Records
Part 3: Records of County Medical Examiners
Part 4: Records of Fire Fighting and Emergency Medical Service Agencies
Part 5: Records of Community Supervision and Corrections Departments
Part 6: Records of County, District and Criminal District Attorneys
Schedule PW (Records of Public Works and Services)
Part 1: General Records
Part 2: Planning and Zoning Records
Part 3: Building Permit and Inspection Records
Part 4: Public Transportation and Engineering Records
Part 5: Soil and Water Conservation Records
Part 6: Agriculture Extension Agent Records
Part 7: Environmental Hazards Records
Part 8: Weights and Measures Records
Part 9: Library and Museum Records
Part 10: Parks and Recreation Records
Part 11: Zoo Records
Part 12: Public Broadcasting Records
Part 13: Social Services Records
Part 14: Veterans Service Officer Records
Part 15: Gaming Records
Part 16: Cemetery Records
Part 17: County Historical Commission Records
Part 18: Miscellaneous Records
Schedule TX (Records of Property Taxation)
Part 1: Appraisal Records
Part 2: Property Tax Collection Records
Part 3: Motor Vehicle and Boat Licensing and Registration Records
Part 4: Liquor Licensing Records
Part 5: Occupation Tax Records
Part 6: Miscellaneous Records of County Tax Assessor-Collectors Appendix
Schedule UT (Records of Utility Services)
Part 1: General Records
Part 2: Water and Wastewater
Part 3: Solid Waste and Hazardous Waste Management Records
Part 4: Electric Utility Records
Part 5: Gas Utility Records
(Ordinance 2019-03, sec. 12, adopted 3/5/19)
(a) 
Annual time limit. Pursuant to Texas Government Code, sec. 552.275(a) and (b), thirty-six (36) hours is hereby established as the reasonable limit on the amount of time that personnel of the city are required to spend producing public information for inspection or duplication by a requestor in any given twelve-month period commencing on October 1 of each year, without recovering the city's costs attributable to that personnel time.
(b) 
Monthly time limit. Pursuant to Texas Government Code, sec. 552.275(a) and (b), fifteen (15) hours is hereby established as the reasonable limit on the amount of time that personnel of the city is required to spend producing public information for inspection or duplication by a requestor in any given one-month period, without recovering the city's costs attributable to that personnel time.
(c) 
Records of time spent fulfilling requests. The city secretary and/or his or her designee shall be responsible for maintaining records of the cumulative amount of personnel time spent complying with requests for public information from each individual requestor.
(d) 
Charges for personnel time spent in excess of time limits. Subject to the provisions of Texas Government Code, sec. 552.275, when the 36-hour fiscal year or 15-hour monthly limit is met or exceeded, the city will require a requestor to pay costs attributable to costs of materials, overhead, and personnel time necessary to comply with the request prior to furnishing any responsive information for inspection or duplication by a requestor or providing copies of public information to a requestor. The city secretary shall be responsible for providing all notices to the requestor as required by law, including written statements of accrued time required by Texas Government Code, sec. 552.275(d) and written estimates of charges required by Texas Government Code, sec. 552.275(e).
(e) 
Requestor defined. For purposes of this section, requestor shall have the meaning set forth in Texas Government Code, sec. 552.003(6).
(Ordinance 2023-04 adopted 3/7/2023)