HomeMy WebLinkAboutOrdinance 1396ORDINANCE NO. 136
AN ORDINANCE AMENDING PORTIONS OF CHAPTER 2.24
OF THE CENTRAL POINT MUNICIPAL CODE
RELATING TO RETENTION OF RECORDS
THE PEOPLE OF THE CITY OF CENTRAL POINT DO ORDAIN AS
FOLLOWS:
Section 1. Section 2.24.010 of the Central Point
Municipal Code is hereby amended to read as follows:
2.24.010 Records and time of retention designated..
City officers shall be required to keep the following records or
records of a similar nature for the period set forth below:
A. Records to be retained permanently:
Annexation files;
Annual reports;
Annual building permit summary;
Assessment district files;
Audit reports;
Cash receipt journals;
Certificates of records destroyed;
Check and warrant registers;
Council minutes and resolutions;
Deeds and property files;
Cash receipts duplicates except water cash stubs;
Employees° earning and. withholding record;
Engineer's and surveyor°s field notes;
Foreclosure and sale files;
General journals;
General ledgers;
Lien dockets, bonded and unbonded;
O. S. checks and warrants not presented for
payment list;
Master maps, water, sewer, and street records;
Copy of published budget for each period;
Original ordinances;
Ordinance records;
Municipal building plans;
Police department arrest reports;
Vacation and dedication files;
Water production records;
Water users index.
B. Records to be retained seven years:
Building permits;
Budget ledgers;
Official oath of office;
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Canceled checks and warrants and bank statements;
Water users records;
Deposit books and check stubs;
Budget files;
Committee reports;
Expired contracts and leases;
Expired insurance policies;
Monthly payroll records;
Officers° monthly reports;
Paid bills with finance committee approval
attached;
Records of bids on equipment and construction
projects;
Redeemed bonds and interest coupons
Water department water books;
Water department new service orders;
Monthly time sheets;
Tax and withholding reports;
Miscellaneous correspondence;
Water ledger records;
Magnetic tape or sound recordings of meetings of
the City Council and Planning .Commission.
C. Records to be retained three yearss
Water department cash receipt stubs;
Water department connections and disconnections;
Election records;
Police department citations;
Daily time slips.
Section 2. Section 2..24.040 of the Central Point
Municipal Code is hereby amended to read as follows:
2.24.040 Record of proceedings of Council and Planning
Commission meetings.
A. The city recorder shall keep written minutes of all
City Council and Planning Commission meetings at which a quorum
is present, which minutes shall provide a true reflection of the
matters discussed at the meeting and the views of the participants,
and which shall be made available to the public within a reasonable
time after the meeting. Said minutes shall include the following,
(1) The names of all members of the public body present.
(2) All motions, resolutions, orders, ordinances and
measures proposed and their disposition.
(3) The results of all votes and the vote of each member
by name.
(4) The substance of any discussion on any matter.
(5) A reference to any document discussed at the meeting.
B. In addition to the requirements of paragraph A above
the city recorder shall record or cause to be recorded all of the
proceedings of all regular, special or adjourned meetings of the
City Council and Planning Commission, at which a quorum is present,
by means of magnetic tape or other sound recording device. All
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such records, with the exception of executive session records,
shall be maintained as public and official records, and possession
thereof may be retained by either the city recorder or the city
administrator at the direction of the Council. The record of
executive sessions may be retained by either the city recorder
or city administrator at the direction of the Council and shall
not. be released to the public unless directed by the Council or
unless such disclosure is required by a court in the course of
legal proceedings.
C. B~eetings such as study sessions, committee meetings,
advisory board meetings or budget committee meetings need not be
recorded unless the Council expressly so directs, but minutes
shall be kept thereof as required by this ordinance and by law.
Passed by the Council and signed by me in authentication
of its passage this ~-Of~' day of
dimly , 1980.
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ATTESTs
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~~C'ty corder
Approved by me this lOfh day of duly 1980.
or
Page 3 - Ordinance No. 196