Fees charged by the city secretary's office for certified copies
of death certificates and birth certificates shall be as authorized
by V.T.C.A., Health and Safety Code § 191.0045(d), plus
a $1.00 preservation fee as authorized by Health and Safety Code § 191.0045(h)
or, if greater, as may otherwise be authorized for a municipality,
it being the intent of this section that such fees shall automatically
increase as applicable with any amendment to state law providing for
such fees.
(1966 Code, § 2-10; Ordinance 2003-65, § 1, adopted 9/22/2003; Ordinance 2006-013, § 5,
adopted 10/9/2006)
All papers, correspondence, memoranda, accounts, reports, maps,
plans, photographs, sound and video recordings, files, microfilm,
magnetic or paper tapes, punch cards or other documents, regardless
of physical form or characteristic, which have been or shall be created,
received, filed or recorded by any city office or department or its
lawful successor, or officials thereof in pursuance of all ordinances,
or in the conduct, transaction or performance of any business, duty
or function of public business, whether or not confidential or restricted
in use, are hereby declared to be public records of the city and shall
be created, maintained and disposed of in accordance with the provisions
of this article or procedures authorized by this article, unless provided
for in other codes or chapters of this Code. Library and museum materials
acquired solely for reference, exhibit or display and stocks of publications
shall not constitute records for purposes of this article.
(1966 Code, § 2-120)
(a)
The
city secretary's office shall be the office of records management,
and shall be responsible for administering records management and
for citywide files management and the direction and control of the
city's records disposition program. The city secretary as records
manager shall report to and be responsible to the city manager. The
records manager shall be responsible for providing efficient, economical
and effective control over the creation, distribution, organization,
maintenance and use and disposition of all city records through a
comprehensive system of integrated procedures for the management of
records from their creation to their ultimate disposition. The records
manager shall be responsible for formulating policies and procedures
relating to the carrying out of the duties as aforesaid.
(b)
The
city manager is hereby authorized to name and appoint a specific person
to be the records management officer from time to time at the discretion
of the city manager, and upon so naming and appointing a specific
person to be designated records management officer for the city, the
city manager will cause the designation of the records management
officer to be entered on the minutes of the board of commissioners
and thereafter to notify the director and librarian of the state library
of such designation within 30 days after the date of designation as
required under V.T.C.A., Local Government Code § 203.025.
(c)
The
records management officer shall be responsible for carrying out all
the requirements of Chapter 203, Management and Preservation of Records,
Subchapter B, All Other Local Government Offices, V.T.C.A., Local
Government Code § 203.021 et seq., which pertain to the
responsibilities of the local records management officer as such requirements
presently exist or as may be amended.
(d)
All
custodians of records in the city shall comply with the provisions
of V.T.C.A., Local Government Code § 203.022 relating to
the duties and responsibilities of custodians of governmental records.
To that end the city manager is hereby authorized to issue standard
operating procedures to the various departments for the purposes of
carrying out the policies and procedures of the city for the efficient
and economic management of records and meeting the provisions of state
statutes relating thereto. The records manager shall designate specific
custodians of records for each department of the city.
(1966 Code, § 2-121)
(a)
Retention
periods to be included in records schedules shall be submitted by
the records manager to the city manager's office and the city attorney,
who shall notify the records manager within ten working days of their
approval or of any objection to a retention period. At the expiration
of the ten-day period, if no objection has been submitted, the records
schedule shall be final and shall have full force as sufficient authorization
for records destruction or other action. If an objection is made,
the records manager shall determine a retention period satisfactory
to the city manager and to the city attorney. Copies of records retention
schedules shall be submitted to the board of commissioners at least
ten days prior to the next regularly scheduled board of commissioners
meeting for the purposes of general review by the board of commissioners.
Should any commissioner have any objection to any record retention
schedule, then such commissioner shall cause the city manager to place
such item on the agenda for review prior to the adoption by the records
manager.
(b)
Records
retention and disposition schedules adopted under this section shall
thenceforth constitute full authority to the records manager or department
head to destroy, transfer, microphotograph or take other actions,
and the board of commissioners hereby directs that such action be
taken by the records manager or under its supervision. The records
manager shall notify the state librarian of intended destruction,
as required by law, but no further notice to the board of commissioners
or other city office shall be required.
(c)
Revision
of retention periods shall be submitted for review to the city manager,
city attorney and to the board of commissioners in the same manner
as the original retention periods.
(d)
The delineation of the records as defined in section 2-351 shall in no way amend the right of the public to have access to public records as provided for under state law nor shall the delineation of the definition of public records as provided for in this article or any other provisions relating to this article enlarge or otherwise make available to the public documents which are not disclosable under the requirements under state law.
(e)
The
records management officer for the city shall prepare and file with
the director and librarian of the state a records control schedule
as promulgated under this article, establishing the records retention
period as required under V.T.C.A., Local Government Code § 203.042.
All custodians of records in the city shall cooperate with the office
of records management for the purposes of ensuring that the provisions
of this article and V.T.C.A., Local Government Code § 203.041
are adhered to.
(1966 Code, § 2-122)
The records manager shall develop a procedure to ensure the
permanent preservation of the historically valuable records of the
city. The records manager shall provide housing for records no longer
required in the conduct of current business by any office of the city,
and such records shall be promptly transferred to the records center
or to the storage facilities or archives of the state library or to
be destroyed, whichever is applicable, at the time such action is
designated on an approved records schedule.
(1966 Code, § 2-123)
(a)
A centralized
microfilm program shall be implemented by the records manager to serve
all city offices and departments. No office or department with the
exception of the police department shall operate a separate microfilm
program without the express consent of the city manager. Microfilm
use for archival or security purposes, as provided in this section,
must meet the technical standards for quality, density or resolution
and definition of the American National Standards Institute (formerly
the United States of America Standards Institute) as required by law.
The public is hereby given identical access to records on microfilm
as to which they would be entitled under law for records in any other
medium.
(b)
The
records management officer is hereby directed and authorized to comply
with the provisions of V.T.C.A., Local Government Code ch. 204 as
it presently exists or as may be amended in relationship to microfilming
of city records. The city manager, along with the records management
officer, is hereby authorized to promulgate standard operating procedures
for the purposes of establishing the microfilming program in accordance
with this section and V.T.C.A., Local Government Code ch. 204. A schedule
of the specific classification of records which will be microfilmed
will be prepared by the records management officer and city manager
and presented to the board of commissioners for its review and approval.
(1966 Code, § 2-124)
