HomeMy WebLinkAboutItem 24 Amend Springfield Municipal Code 2.340 AGENDA ITEM SUMMARY Meeting Date: 7/18/2016
Meeting Type: Regular Meeting
Staff Contact/Dept.: Amy Sowa/CMO Staff Phone No: 541.726.4666
Estimated Time: 05 Minutes
S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Mandate
ITEM TITLE: AMEND SPRINGFIELD MUNICIPAL CODE 2.340
ACTION
REQUESTED:
Conduct a first reading on the following ordinance: AN ORDINANCE AMENDING
CHAPTER 2, “GOVERNMENT AND ADMINISTRATION” SECTION 2.340 “RECORDS RETENTION SCHEDULE” OF THE SPRINGFIELD MUNICIPAL CODE
(SMC) TO MATCH UPDATED OREGON ADMINISTRATIVE RULES AND UPDATING THE DEFINITION OF CITY RECORDS (FIRST READING)
ISSUE
STATEMENT:
Following an update to the Oregon Administrative Rules governing the City
Retention Schedule, the Springfield Municipal Code needs to be amended with the new Administrative Rule reference.
ATTACHMENTS: Attachment 1: Proposed Ordinance
DISCUSSION/ FINANCIAL IMPACT:
Following a year-long review of Oregon Administrative Rule (OAR) 166, Division 200, which governs the retention of records produced and maintained by cities in the State of Oregon, the revised OAR was formally adopted in the summer of
2014.
Under Springfield Municipal Code Section 2.340 Records Retention Schedule,
reference is made to the OAR for the City Retention Schedule. This amendment updates this to the current OAR reference, and also expands on the definition of a
city record to include all formats.
Attachment 1, Page 1 of 2
ORDINANCE NO. _____ (General)
AN ORDINANCE AMENDING CHAPTER 2, “GOVERNMENT AND ADMINISTRATION”
SECTION 2.340 “RECORDS RETENTION SCHEDULE” OF THE SPRINGFIELD MUNICIPAL
CODE (SMC) TO MATCH UPDATED OREGON ADMINISTRATIVE RULES AND UPDATING
THE DEFINITION OF CITY RECORDS
The City Council of the City of Springfield finds that:
WHEREAS, the City of Springfield maintains and stores public records as required by
ORS Chapter 192 and Oregon Administrative Rules as set by the State; and
WHEREAS, the Springfield Municipal Code references OAR 166-40-1200 as the
administrative rule that governs the City Retention Schedule under Chapter 2, Section
2.340 “Records Retention”; and
WHEREAS, the Oregon Administrative Rules regarding the City General Records
Retention Schedule were updated and adopted by the State Archivist in the summer of
2014 and OAR 166-40-1200 has been repealed and replaced;
NOW THEREFORE, to update the City Retention Schedule in the Springfield Municipal
Code in accordance with the updated OARs, the City Council of the City of Springfield
ordains as follows:
2.340 Records Retention Schedule.
All city records, regardless of medium or physical format, in each department of the
city shall be retained in accordance with Oregon Administrative Rule (OAR) Chapter
166, Section 200, adopted by the State Archivist under the control and supervision
of the Oregon Secretary of State, who serves as the public records administrator of
the state of Oregon. The OAR Chapter 166, Section 200, known as the City General
Records Retention Schedule, is hereby adopted by the city by reference and made
a part of this code as fully and completely as though set forth in full herein. The
schedule so incorporated shall be adhered to and shall govern the retention and
disposal of all records of the City. A current copy of the City General Records
Retention Schedule shall be kept on file in the office of the City Recorder at all
times.
Adopted by the City Council of the City of Springfield this ____ day of ______________,
2016 by a vote of _____ in favor _____ against.
Approved by the Mayor of the City of Springfield this ____ day of _________________,
2016.
Attachment 1, Page 2 of 2
______________________________
Christine Lundberg, Mayor
ATTEST:
_______________________________
Amy Sowa, City Recorder