HomeMy WebLinkAbout5M Adopt General Retention Schedule 04 PRI04,
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4646 Dakota Street SE
Prior Lake, MN 55372
41 SO CITY COUNCIL AGENDA REPORT
MEETING DATE: MAY 26, 2015
AGENDA#: 5M
PREPARED BY: FRANK BOYLES, CITY MANAGER
PRESENTED BY: FRANK BOYLES, CITY MANAGER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ADOPTING THE JULY
2013 MINNESOTA DEPARTMENT OF ADMINISTRATION GENERAL
RETENTION SCHEDULE FOR MINNESOTA CITIES
DISCUSSION: Introduction
Minnesota Statues Section 138.17 requires that the city establish a
records retention schedule. The purpose of this agenda item is for the
city to adopt the current schedule.
History
Public entities in Minnesota, including cities, are required to comply with
the Minnesota Data Practices Act, which, in part, identifies public
documents and the minimum length of time the documents must be
retained. Prior Lake last adopted the May 2013 records retention
schedule.
Current Circumstances
Cities are responsible for adopting and complying with the most recent
data practices schedule. The most recent data practices schedule is
dated July 2013. To be in compliance with the law, the city must adopt
the most recent schedule by resolution.
Conclusion
The City Council should adopt the most recent schedule by resolution.
ISSUES: The July 2013 records retention schedule makes 57 changes to the May
2013 schedule, most of which are very detailed, including changing a
documents name or reference number. A complete copy of the 68 page
retention schedule is available in my office or on line at
http://www.mcfoa.org.
FINANCIAL No additional cost over the present expense as we are required to
IMPACT: comply with data practices as established by the State of Minnesota.
ALTERNATIVES: 1. Adopt a resolution adopting the July 2013 general records retention
schedule for the City of Prior Lake.
2. Do nothing and be out of compliance with the state's statute.
RECOMMENDED Alternative#1.
MOTION:
Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com
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4646 Dakota Street SE
4/ soli" Prior Lake,MN 55372
RESOLUTION 15-xxx
A RESOLUTION ADOPTING THE STATE OF MINNESOTA DEPARTMENT OF ADMINISTRATION
GENERAL DATA RETENTION SCHEDULE FOR CITIES DATED JULY 2015
Motion By: Second By:
WHEREAS, Cities are subject to the provisions of the Data Practices Act; and
WHEREAS, The State Department of Administration establishes retention schedules from time to time; and
WHEREAS, The most recent General Retention Schedule for Cities is dated July 2013; and
WHEREAS, The City of Prior Lake has not adopted the July 2013 Retention schedule.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The City of Prior Lake does hereby adopt the Minnesota Department of Administration General Data
Retention Schedule for Cities dated July 2013.
PASSED AND ADOPTED THIS 26th DAY OF MAY 2015.
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ❑ ❑ ❑ 0 ❑
Nay 0 ❑ ❑ ❑ ❑
Abstain 0 ❑ ❑ 0 ❑
Absent ❑ 0 0 0 0
Frank Boyles, City Manager