Schedule No. 45 Governing Body
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Issued: July 2012
General Description: Records regarding the composition, operation, proceedings, and enactments of the governing body (Board of Trustees, City and County agencies or City Council).
No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and usable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.
45.010* AGENDAS AND SUPPORTING DOCUMENTATION
Listings showing date, time and locations of official meetings and agenda order of items to be discussed. Supporting documentation includes material such as agenda item summaries and documentation explaining the rationale for staff recommendations, presenting financial or background information or the history of agenda items.
Retention: Permanent for governing body and quasi-judicial entities and 2 years for other entities
45.020 APPOINTMENTS
Applications and other documentation regarding the filling of interim governing body vacancies by appointment.
Retention: 2 years after term of appointment ends
45.030 BYLAWS
Documents adopted by the governing body to set out guidelines regarding operation of the governing body.
Retention: Permanent
45.040 COMMITTEE RECORDS – GOVERNING BODY
Records of ongoing and ad hoc committees made up of only governing body members. Examples of committees include finance or budget committee, ethics committee, legislative affairs committee, etc.
Retention: Follow retention periods set forth for comparable records of governing body (i.e., agendas, minutes, notices of meetings, recordings, etc.)
45.050 GOALS AND WORK PLANS
Formally adopted strategic plans or policy agendas.
Retention: Permanent
45.060 GOVERNING BODY AS ANOTHER DECISION-MAKING BODY
Records of the governing body constituted and convened as another decision-making body, such as the Board of Directors of a general improvement district, the Enterprise Board of Directors for a water or wastewater utility enterprise, a Housing Authority, an Urban Renewal Authority, etc.
Retention: Follow retention periods set forth for comparable records of governing body (i.e., agendas, minutes, notices of meetings, recordings, etc.)
45.070 LIST OF MEMBERS
Listings of individuals appointed or elected to the governing body or as Mayor, dates of service, last known address, and similar information.
Retention: Permanent for cumulative lists; until superseded for lists of current members
45.080* MEMBER RECORDS
- Conflict of Interest Disclosure Statements
See Schedule 90.040*
- Councilmember Files
Files documenting the service dates of members of the governing body, including appointments to various committees and bodies, resignations, facsimile signature certificates (if any), etc.
Retention: Permanent
- Financial Disclosure Statements
Statements of financial interest filed by members of the governing body.
Retention: 2 years after service ends
- Oaths of Office
Oaths of office taken and subscribed to by elected or appointed officials at the time of assuming office. [CRS 31-4-401]
Retention: 2 years after term expires
45.090* MINUTES AND SUPPORTING DOCUMENTATION
- Official record of the proceedings of the governing body and its entities
The official record of proceedings of meetings and all supporting documentation of a substantive nature such as exhibits referenced in the minutes.
Retention: Permanent, provided that routine material submitted at meetings may be destroyed after 2 years as long as summary description is included in the minutes [Important Note: Minutes of the governing body are considered to be essential Denver records, and it is therefore recommended that the "record" copy be retained in electronic format.]
45.100 NOTES TAKEN AT MEETINGS
Handwritten or other notes made at meetings to facilitate meeting follow-up or the preparation of meeting minutes.
Retention: Until meeting minutes are approved
45.110 NOTICES OF MEETINGS
Documentation of compliance with laws requiring posting, mailing, publication, or other distribution of public notice of meetings.
Retention: 2 years
Legislative enactments of the governing body adopted to enact a Denver law, amend the municipal code or take other legislative actions such as annexing property, appropriating funds, vacating streets, etc.; supporting documentation includes agenda item summaries and other documentation explaining the rationale for staff recommendations or presenting financial or background information or the history of the ordinance.
Retention: Permanent
45.121* PETITIONS
Petitions from the public to the governing body or subsidiary boards or commissions of Denver.
Retention: 3 years after submission [CRS 1-40-133, applies to initiative and referendum only. Retention does not include petitions noted elsewhere in this or other commission schedules or a petition presented to commissioner’s court that state law requires a county clerk to record.]
45.130 PROCLAMATIONS
Documents issued by the Mayor to proclaim support for municipal or community events, activities, programs or in connection with dedications or other ceremonial occasions, etc.
Retention: Permanent
45.140* RECORDINGS OF MEETINGS
Audio or video recordings of official meetings used to prepare minutes or transcripts of the meeting.
- Executive Sessions [CRS 24-6-402(2)(d.5)(II)(E)]
Retention: 90 days after approval of minutes by the governing body or 2 years for meetings in which vote are not made and written minutes are not required by law.
- Open Meetings
Retention: 6 months after approval of minutes
- Study Sessions
Retention: 6 months after meeting
45.150 REMOVAL FROM OFFICE – INITIATED BY GOVERNING BODY
Records of removal of members from office for cause by majority vote of the governing body, including hearing notices, correspondence, transcripts of proceedings, findings and records relating to any follow-up proceedings. [CRS 31-4-307]
Retention: 3 years after removal vote, provided that findings are recorded in the minutes
45.160 RESOLUTIONS AND SUPPORTING DOCUMENTATION
Enactments of the governing body which are not legislative in nature and which may be used for various types of approvals, policy statements, statements of position and similar actions; supporting documentation includes agenda item summaries and other documentation explaining the rationale for staff recommendations or presenting financial or background information or the history of the resolution.
Retention: Permanent
Cross References
Correspondence – Schedule 145, Correspondence Records
Policies and procedures – 40.220*, Policies and Procedures Documentation Rules, regulations, and standards– 40.310, Rules, Regulations and Standards