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Home My WebLink AboutRes 12-25 Authorizing the Destruction of RecordsTOWN OF WESTLAKE RESOLUTION NO. 12-25 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE DESTRUCTION OF THE TOWN, ACADEMY, AND TSHA RECORDS IN COMPLIANCE WITH THE TEXAS STATE LIBRARY AND ARCHIVE COMMISSION SCHEDULES. WHEREAS, the Town Council adopted Chapter 2, Administration, Article VI, Records Management; and WHEREAS, it is desirable to reduce the cost of records storage of municipal records; and WHEREAS, the Town Council finds that the agreement from Tarrant County meets the necessary requirements of the records destruction requirements established by State law. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: The Town Council of the Town of Westlake hereby authorizes the destruction of those records that have met the retention requirements hereto as Exhibit "A" and further authorizes the Records Manager, Town Secretary to destroy, the said records in accordance to the State law through an Interlocal agreement with Tarrant County. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 12-25 Page 1 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 27T" DAY OF AUGUST 2012. ATTEST; U Kell Edw , Town Secretary APPROVED ASS -TO L. Stanton rney u�rn.v vt L. Wheat, Mayor Thomas E. Bry er own Manager Resolution I2-25 Page 2 of 2 Res 12-25 813012012 S:%Town Secretary4Records ManagementlRecords Destruction Log TOWN RECORDS inventory August 2012Records Destruction Log TOWN RECORDS lnventory August 2012 1 of 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE Letters of Schedule Reference State Beginning and Ending Dale Off-site location {n {name of facility), Reference State Calculated by State Retention Schedule lstlnitiailLast Date Record was Schedule Assigned Retention HeadinglType Reference Specific Recordord of Materials Enclosed Fire Station, Town Retention according to last date Name of person destroyed number of Record Hall, etc Schedules/Periods in box or file preparing box GR 1000-01a Agendas School Board Agenda Packets 2003 Town Hall 2 Years Jan -06 K Edwards 1000-03b Minute notes Scheduled for 917. Destruction file will in Town Sec Office GR 1000-01a Agendas Town Council Agenda Packets 2003 Town Hall 2 Years Jan -06 K Edwards 1000-03b Minute notes GR 1000-01a Agendas 4A Agenda Packets 2003 Town Hall 2 Years Jan -06 K Edwards 1000-03b Minute notes GR 1000-01a Agendas 4B Agenda Packets 2003 Town Hall 2 Years Jan -06 K Edwards 1000-03b Minute notes GR 1000-01a Agendas Town Council Agenda Packets 2006-2007 Town Halii 2 Years Jan -10 K Edwards 1000-03b Minute notes GR 1000-01a Agendas TSHA and TSHA Denton Agenda Packets 2002-2007 Town Hall 2 Years Jan -10 K Edwards 1000-03b Minute notes GR 1000-01a Agendas School Board Agenda Packets 11/2003 - 1112007 Town Hall 2 Years Jan -10 K Edwards 1000-03b Minute notes GR 1000-01a Agendas Town Council Agenda Packets 4/1212004 Town Hall 2 Years Jan -07 K Edwards 1000-03b Minute notes 1000-01a Agendas GR 1000-03b Minute notes Town Council Agenda Packets 12/1311999 Town Hall 2 Years Jan -02 K Edwards GR 1000-01a Agendas 4A and 4B Agenda Packets 2000-2002 Town Hall 2 Years Jan -06 K Edwards 1000-03b Minute notes GR 1000-01a Agendas Town Council Agenda Packets 1999-2002 Town Hall 2 Years Jan -05 K Edwards 1000-03b Minute notes GR 1000-01a Agendas Planning and Zoning Agenda Packets 1999-2002 Town Hall 2 Years Jan -05 K Edwards 1000-03b Minute notes 1000-01a Agendas GR 1000-03b Minute notes ZBA Agenda Packets 2001-2002 Town Hall 2 Years Jan -05 K Edwards S:%Town Secretary4Records ManagementlRecords Destruction Log TOWN RECORDS inventory August 2012Records Destruction Log TOWN RECORDS lnventory August 2012 1 of 13 Res 12-25 8/30/2012 S:lTowr Secretary4Records ManagennenMecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 2 or 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DAT€5 LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE GR 1000-03b Minute Notes Town Council Meeting Notes 7/1995-7/1999 Town Hall 2 Years Aug -01 K Edwards OR 1000-21 c Affidavits of Public Hearing Notices 1992-2004 Town Hall 2 Years Jan -07 K Edwards Publication OR 1000-21c Affidavits of Public Hearing Notices 2008 Town H0 2 Years Jan -11 K Edwards Publication Contracts OR 1000-25 Various Vendors 1992-1993; 2002 Town Hall Exp + 4 yrs Jan -07 K Edwards Agreements OR 1000-25a Contracts Banquet Agreements (hotels) 2000-2003 Town Hall Exp + 4 yrs Jan -08 K Edwards Agreements OR 1000-26 Correspondence Mayor General Correspondence 1985-2004 Town Hall 4 Yrs Max Jan -02 K Edwards OR 1000-26 Correspondence Town Secretary Correspondence 1985-2005 Town Hall 4 Yrs Max Jan -09 K Edwards OR 1000-26 Correspondence Town Manager Correspondence 1999-2005 Town Hall 4 Yrs Max Jan -05 K Edwards OR 1000-26 Correspondence Graham Associates Correspondence 1999-2001 Town Hall 4 Yrs Max Jan -06 K Edwards OR 1000-26 Correspondence Parsons Transportation Correspondence 1996-2000 Town Hall 4 Yrs Max Jan -05 K Edwards OR 1000-26 Correspondence TSHA Correspondence 1998; 2003-2004 Town Hall 4 Yrs Max Jan -09 P Ehrenberg GR 1000-29 Insurance Policies THSA Insurance Policies 0912002-0112003 Town Hall Exp + 4 yrs Feb -07 P Ehrenberg OR 1000-34 ab Public Information Open Records Request 1995-2005 Town Hall fufilled + 1 yr Jan -08 K Edwards Act Requests 2 yrs if exempt OR 1000-34 ab Public Information Open Records Request 2008 Town Hall fufilled + 1 yr Jan -11 K Edwards Act Requests 2 yrs if exempt OR 1000-41a Reports Studies Preliminary Water & Wastewater Rate Study 1/612000 Town Hall 5 years Jan -06 K Edwards non -fiscal S:lTowr Secretary4Records ManagennenMecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 2 or 13 Res 12-25 8/3012012 SATown SecretarylRecards Management4Recurds Destruction Log TOWN RECORDS Inventory August 2012Recurds Destruction Log TOWN RECORDS Invertory August 2012 3 of 13 LOCATION TO STATE DESTRUCTION Inventory DESTRUCTION Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES BESTORED RETENTION DATE Conducted DATE Schedule Number PERIOD GR 1025-01e Fiscal Audit Records TSHA 2007 Audit Working Papers Aug -07 Town Hall 3 Yrs Sep -10 P Ehrenberg GR 1025-09 Investment THSA Trustee Statements 112003-712003 Town Hall FE + 5 Yrs Aug -07 P Ehrenberg Transaction Acounts Payable and GR 1025-26 Disbursement TSHA Accounts Payable Invoices 2000-2008 Town Hall FE + 3 Yrs Oct -11 P Ehrenberg Records GR 1025-28 Banking Records TSHA Check, Bank Statements, canceled checks, check 1999-2006 Town Hall FF + 5 Yrs Jan -12 P Ehrenberg registers, deposit slips (All) GR 1075-01c Bids and Bid Maintenance Proposals - TSHA properties 0912001-0212005 Town Hall 1 Yr Mar -06 P Ehrenberg Documentation 1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P GR Section 2-1 Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 0812003-09/2005 Town Hall 5 years Oct -10 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yrs) - TSH San Marcos Section 2-1 1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P GR Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 0812004-912005 Town Hall 5 years Oct -10 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yrs) - TSH Denton Section 2-1 1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P GR Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 0812005-0912006 Town Hall 5 years Oct -11 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yrs) - TSH Ballpark Section 2-1 1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P GR Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries 1 812004-0912005 Town Hall 5 years Oct -10 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yrs) - TSH Townlake 1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P GR Section 2-1 Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 0812004-0912005 Town Hall 5 years Qct -10 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yrs) - TSH Cambridge GR 1025-31 c Transacion THSA Monthly Reports - All properties 1211996-0512004 Town Hall 2 Years Jun -06 P Ehrenberg Summaries GR 1025-31 c Transacion TSHA Monthly Reports MSU 2005-2006 Town Hall FY + 2 Yrs Jan -09 P Ehrenberg Summaries Financial Aid Award End of Award + JC 3750-011 Records Applications of Student no longer on Scholarship 2009 Off -Site 3 yrs Jun -12 P Ehrenberg SATown SecretarylRecards Management4Recurds Destruction Log TOWN RECORDS Inventory August 2012Recurds Destruction Log TOWN RECORDS Invertory August 2012 3 of 13 Res 12-25 8/30/2012 SATown SecretarylRecords Management4Records Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 4 Of 13 Record Series TYPE TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED DATE Conducted DATE JC 3750-01(b) Financial Aid Award Application of Students not awarded scholarships 2011 Town Hall End of Award + Jun -12 P Ehrenberg Records 1 yr JC 3750-01(b) Financial Aid Award Application of Students not awarded scholarships 2009 Town Hall End of Award + Jun -11 P Ehrenberg Records 1 yr JC 3750-01(b) Financial Aid Award Application of Students not awarded scholarships 2010 Town Hall End of Award + Jun -12 P Ehrenberg Records 1 yr Bldg Trade, Expiration (+) 3 PW 5250-07 Occupational, Contractor Registrations 2004 Town Hall Jan -08 Tlanders License Records yrs Bldg Trade, Expiration (+) 3 PW 5250-07 Occupational, Contractor Registrations 2005 Town Hall Jan -09 Tlanders License Records yrs Bldg Trade, Expiration (+) 3 PW 5250-07 Occupational, Contractor Registrations 2006 Town Hall Jan -10 Tlanders License Records yrs 1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P GR Section 2-1 Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 0812004-0912005 Town Hall 5 years Qct -10 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yrs) - TSH Ballpark Section 2-1 1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P GR Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 08/2005-0912006 Town Hall 5 years Oct -11 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yrs) - TSH Cambridge 1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 AIP GR Section 2-1 Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 0812005-0912006 Town Hall 5 years Oct -11 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yes) - TSH Denton Section 2-1 1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P GR Financial Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 0812005-0912006 Town Hall 5 years Oct -11 P Ehrenberg yrs); 1025-28 Bank Statements (5 Yrs) - TSH Townlake Section 2-1 1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P GR Financial Records (FE+3 yrs); 1025-31 Monthly transaction summaries (2 0812005-09-2006 Town Hall 5 years Oct -11 P Ehrenberg Financial yrs); 1025-28 Bank Statements (5 Yrs) - TSH San Marcos JC 3750-01(a8) Financial Aid Award Applications of Student no longer on Scholarship 2007-2008 Town Hall End of Award + Jun -11 P Ehrenberg Records 3 yrs GR 1025-4c,d,e Budgets and Budget Budgets and Budget working documents 2004-2010 Town Hall 2 yrs Jul -12 J Greenwood Documentation SATown SecretarylRecords Management4Records Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 4 Of 13 Res 12-25 8!3012012 SlTown SecretarylRecards ManagernentlRecords Destruction Log TOWN RECORDS Inventory August 2012Reeords Destruction Log TOWN RECORDS Inventory August 2012 5 of 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE Service PW 5200-2 Request/Work Service RequestfWork Orders 2004-2010 Town Hall 2 yrs Jul -12 J Greenwood Orders Road and Street PW 5275-7a Maintenance Invoices, call logs, notes 2004-2009 Town Hall 3 yrs Jul -12 J Greenwood Records Operation and UT 5000-12 Maintenance Utility billing and meter reading training manuals 2004-2008 Town Hall US Jul -12 J Greenwood Manuals UT 5000-19 Werk Orders Work orders for rereads, meter replace mentlrepair... 2004-2010 Town Hall 2 yrs Jul -12 J Greenwood UT 5000-11 Meter Reading records for reading of meters - rereads, start read, 1999-2006 Town Hall 3 yrs Jul -12 J Greenwood Records terminations... UT 5025-7b Operations Records Flow reports, calibrations, and measurements 2000-2009 Town Hall 3 yrs Jul -12 J Greenwood GR 1075-01b Bids and Bid Unsuccesful Bids (formal) 2006-2010 Town Hall 2 yrs Jul -112 J Greenwood Documentation GR 1000-26b Correspondence General interallextemal engineering correspondence 1999-2010 Town Hall 2 yrs Jul -12 J Greenwood GR 1000-34 Open Records Utility billing open records 2006 Town Hall 1 yr Jul -12 J Greenwood Maintenance, Repair, GR 1075-18a1 and Inspection Routine vehicle inspection records 2004-2011 Town Hall 1 yr Jul -12 J Greenwood Records GR 1 D75 -01c Bids and Bid Informal quoteslestimates 2004-2011 Town Hall 1 yr Jul -12 J Greenwood Documentation Contruction Project GR 1075-16c Delivery tickets, daily work reports... 2003-2007 Town Hall 5 yrs Jul -12 J Greenwood Records PS 4450-02 Emergency Medical Emergency Medical Service Run Reports 112005-1213112005 Fire Station Paper Copy Immediately L. Lee Service Run Reports Only Paper Copy Only PS 4450-04 Incident Reports Incident Reports 112005-12131/2005 Fire Station Paper Copy Immediately L Lee Only Paper Copy Only PS 4100-05 Dispatch Reports Dispatch Reports 112008-4/2009 Fire Station Paper Copy Immediately L. Lee Only Paper Copy Only SlTown SecretarylRecards ManagernentlRecords Destruction Log TOWN RECORDS Inventory August 2012Reeords Destruction Log TOWN RECORDS Inventory August 2012 5 of 13 Res 12-25 8/30/2012 SATown SecretarylRecords ManagernertWecords Destruction Log TOWN RECO ROS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 6 of 13 LOCATION TO STATE DESTRUCTION Inventory DESTRUCTION Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES BE STORED RETENTION DATE Conducted DATE Schedule Number PERIOD PS 4450-02 Emergency Medical Emergency Medical Service Run Reports 112008-412009 Fire Station Paper Copy Immediately L. Lee Service Run Reports Only Paper Copy Only PS 4450-02 Emergency Medical Emergency Medical Service Run Reports 1/2007-12/31/2007 Fire Station Paper Copy Immediately L. Lee Service Run Reports Only Paper Copy Only PS 4450-04 Incident Reports Incident Reports 1/2007-12/31/2007 Fire Station Paper Copy Immediately L. Lee Only Paper Copy Only Correspondence, GR 1000-26c Internal Memoranda Routine Email Correspondence and Internal Memoranda 511991-512009 Fire Station AV Immediately L. Lee and Subject Files (Routine) Grant Development GR 1025-08a and Administrative Fire/ EMS Grant Material and Records 312002-612007 Fire Station FE+ 3 Yrs 9/31/2010 L. Lee Records Accounts Payable GR 1025-26a and Disbursement Fire/ EMS Invoices 6/2002-312008 Fire Station FE+ 3 Yrs 9/3112011 L. Lee Records GR 1050-56 Time and Employee Time Sheets 112004-1112004 Fire Station 4 Yrs 11/1/2008 L. Lee Attendance Reports GR 1050-56 Time and Employee Time Sheets 312007-412007 Fire Station 4 Yrs 4/1/2011 L. Lee Attendance Reports PS 4025-01a Activity and Daily Log 9/2042-1126/2004 Fire Station 1 Yr 1/26/2005 L. Lee Statistical Reports PS 4500-02 Breathing Apparatus SCBA Inspections 9/2004-512006 Fire Station 3 Yrs 5/1/2009 L. Lee Inspection Records Conflict Disclosure GR 1000-43 Statements and Conflict of Interest Questionnair and Affidavit (P.Steger & 03/20007-0812007 Town Hall Date of filing + Sep -12 K Edwards Conflict of Interest L.Grawunder) 3 Yrs Questionnaires LC 2350-03 Civil and Criminal 2005 - Case Files 2005 Focal Point 5 Years from Jan -12 A.DeGan Records Solutions closure date LC 2350-03 Civil and Criminal 2006 - Case Files 2006 Focal Point 5 Years from Jan -12 A.DeGan Records Solutions closure date 4yrs after GR 1000-29 Insurance Policy Insurance Policy: Workers Comp 6115!1997 TH Jun -01 ABolivar expiration SATown SecretarylRecords ManagernertWecords Destruction Log TOWN RECO ROS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 6 of 13 Res 12-25 B130/2012 S:1Town SecretaryWecords ManagemenllRecords Destruction Log TOWN RECORDS Inventory August 2012Records Destructior Lag TOWN RECORDS Inventory August 2012 7 of 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO 'STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE GR 1000-29 Insurance Policy Insurance Policy: Crime Coverage 7114/1997 TH 4yrs after Jul -01 ABolivar expiration GR 1000-29 Insurance Policy Insurance Policy: Renewal 5/22/1996 TH 4yrs after May -00 ABolivar expiration GR 1000-29 Insurance Policy Insurance Policy: Proposal 913/1997 TH 4yrs after Sep -01 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities 1/14/1996 TH 4yrs after expiration Jan -00 ABolivar GR 1000-29 Insurance Policy Insurance Liabilities 4/18/1996 TH 4yrs after Apr -00 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities 10/1811996 TH 4yrs after Oct -00 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities 1123/1997 TH 4yrs after Jan -01 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities 411511997 TH 4yrs after Apr -01 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities 711511997 TH 4yrs after Jul -01 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities 1/14/2000 TH 4yrs after Jan -04 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities 10/20/1997 TH 4yrs after Oct -01 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities and Workers Comp 4/2512401 TH 4yrs after Apr -05 ABolivar expiration 4yrs after GR 1000-29 Insurance Policy Insurance Liabilities and Workers Comp 1112/2001 TH expiration Jan -05 ABolivar GR 1000-29 Insurance Policy Insurance Liabilities and Workers Comp 7/14/2000 TH 4yrs after Jul -04 ABolivar expiration GR 1000-29 Insurance Policy Insurance Liabilities and Workers Comp 10/13/2000 TH 4yrs after Oct -04 ABolivar expiration S:1Town SecretaryWecords ManagemenllRecords Destruction Log TOWN RECORDS Inventory August 2012Records Destructior Lag TOWN RECORDS Inventory August 2012 7 of 13 Res 12-25 8/3012012 S VTown SecretarylRecords ManagemenARecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 8 of 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE GR 1000-29 Insurance Policy Insurance Workers Comp Oct -97 TH 4yrs after Oct -01 ABolivar expiration GR 1000-29 Insurance Policy Insurance Workers Comp 111412000 TH 4yrs after Jan -04 ABolivar expiration 4yrs after GR 1000-29 Insurance Policy Insurance Workers Comp 411511997 TH expiration Apr -01 ABolivar GR 1000-29 Insurance Policy Insurance: Renewal 05115/95-05115196 TH 4yrs after May -00 ABolivar expiration GR 1000-29 Insurance Policy Insurance Doc. Audit 1/30/1997 TH 4yrs after Jan -01 ABolivar expiration 4yrs after GR 1000-29 Insurance Policy Insurance Exposure Summaries 05/3199-4127102 TH Apr -06 ABolivar expiration GR 1000-29 Insurance Policy Insurance Change Request 61112003 TH 4yrs after Jun -07 ABolivar expiration GR 1000-29 Insurance Policy Insurance Surety Bond Cancelation 111311999 TH 4yrs after Jan -01 ABolivar expiration GR 1000-29 Insurance Policy Certificate of Coverage 1/15/1999 TH 4yrs after Jan -03 ABolivar expiration GR 1050-53b Federal Tax Forms 941 Emp. Federal Tax Return 12131195-9130196 TH 4yrs Sep -00 ABolivar and Reports GR 1050-53 Federal Tax Forms State Tax Form; 1995 Employment Tax 3195-3196 TH 4yrs Mar -00 ABolivar and Reports GR 1050-14 Emplolyment Applications Mar -10 TH 2yrs from Mar -12 Tlanders Applications receipt GR 1050-52a Earning & Deduction Med Insurance Payroll Deductions ,tan 2001- Dec 2001 TH 5 yrs .tan -06 Tlanders Records GR 1000-41A Reports Studies TSHA Marketing Reports (Denton, Townlake, Ballpark) Nov -06 TH 5 Yrs Dec -11 P Ehrenberg non -fiscal iP1W 5250-08 Inspection Reports Sunwater Village Report Mar -08 TH 3 Yrs Apr -11 P Ehrenberg S VTown SecretarylRecords ManagemenARecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 8 of 13 Res 12-25 8130/2012 SATown SecretarylRecords ManagennenARecords Destruction Log TOWN RECORDS Inventory August 2012Recards Destruction Log TOWN RECORDS Inventory August 2012 9 of 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE PW 5250-01b Blueprints & Specs Residental building permits or certificates of occupancy 2000 -Present TH AV Asjob is completed E Edwards PW 5250-01c Blueprints & Specs For mise permits (see items number PW5250-10) 2000 -Present TH AV As job is completed E Edwards GR 1050-11-1050 Employee Selection Employment Applications (Fire Department) 0512007-0712010 TH 2 Yrs from Jul -12 T Wood 14 Records Receipt GR 1025-26a Accounts Payable AP: Check Register October 2005 thru Town Hall FY + 5 years 10/1/2011 S. Whigham January 2006 Records Room GR 1025 27a Accounts Receivable AR; GF/MC/Westlake Academy October 2005 thru Town Hall FY + 5 years 1011f2011 S. Whigham Records January2006 Records Room GR 1025-27d Accounts Receivable AR: OF October 2005 thru Town Hall FY + 5 years 101112011 S. Whigham Records January2006 Records Room GR 1025-28 Banking Records AR: TexPoollMonth End October 2005 thru Town Hall FY + 5 years 10/1/2011 S. Whigham January2006 Records Room GR 1025-26a Accounts Payable and Disbursement Academy AP: Invoices and copies of check #s: #1400 November 2004 thru Town Hall FY + 5 years 911/2010 S. Whigham to #1899 August 2005 Records Room Records GR 1025-26a Accounts Payable and Disbursement Academy AP: Invoices & Copies of Check #"s: 1202 thru November 2003 thru Town Hall FY + 5 years 911/2009 S. Whigham 1239/500 thru 799/1000 thru 1399 Sepember 2004 Records Room Records Accounts Payable September 2005 thru Town Hall GR 1025-26a and Disbursement Westlake Academy: Check #1900-2499 August 2006 Records Room FY + 5 years 1 011 12 01 1 S. Whigham Records GR 1025-26a Accounts Payable AP: Check Register June 2006 thru Town Hall FY + 5 years 101112011 S. Whigham September 2006 Records Room GR 1025-27a Accounts Receivable AR: GF/MC/Westlake Academy June 2006 thru Town Hall FY + 5 years 1011/2011 S. Whigham Records September 2006 Records Room GR 1025-27d Accounts Receivable AR: OF June 2006 thru Town Hall FY + 5 years 10/1/2011 S. Whigham Records September 2006 Records Room GR 1025-28 Banking Records AR: TexPoollMonth End June 2006 thru Town Hall FY + 5 years 10/1/2011 S. Whigham September 2006 Records Room GR 1025-26a Accounts Payable AP: Check Register Feb 2006 thru May Town Hall FY + 5 years 10/1/2011 S. Whigham 2006 Records Room SATown SecretarylRecords ManagennenARecords Destruction Log TOWN RECORDS Inventory August 2012Recards Destruction Log TOWN RECORDS Inventory August 2012 9 of 13 Res 12-25 813012012 S:VTown SecretagkRewrds ManagementlRecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Leg TOWN RECORDS Inventory August 2012 10 of 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE GR 1025-27a Accounts Receivable AR: GF/MC1Westlake Academy Feb 2006 thru May Town Hall FY + 5 years 101112011 S. Whigham Records 2006 Records Room GR 1025-27d Accounts Receivable AR: OF Feb 2006 thru May Town Hall FY + 5 years 101112011 S. Whigham Records 2006 Records Room GR 1025-28 Banking Records AR: TexPool/Month End Feb 2006 thru May Town Hall FY + 5 years 101112011 S. Whigham 2006 Records Room GR 1025-26a Accounts Payable AP: Check Register June 2005 thru Town Hall FY+ 5 years 101112010 S. Whigham September 2005 Records Room GR 1025-27a Accounts Receivable AR: GFIMCIWestlake Academy Foundation June 2005 thru Town Hall FY + 5 years 1011/2010 S. Whigham Records September 20D5 Records Room OR 1025-27d Accounts Receivable AR: OF June 2005 thru Town Hall FY + 5 years 10/l/2010 S. Whigham Records September 2005 Records Room GR 1025-28 Banking Records AR: TexPoollMonth End June 2005 thru Town Hall FY + 5 years 10/1/2010 S. Whigham September 2005 Records Room Ledgers, Journals, June 2005 thru Town Hall GR 1025-30d And Entry YF - Journal Entires 2005 September 2005 Records Room FY + 5 years 10/1/2010 S. Whigham Documentation GR 9025-26a Accounts Payable AP: Check Register February 2005 thru Town Hall FY + 5 years 10/1/2010 S. Whigham May 2005 Records Room GR 1025-27a Accounts Receivable AR: GFIMCIWestlake Academy Foundation February 2005 thru Town Hall FY + 5 years 10/1/2010 S. Whigham Records May 2005 Records Room GR 9025-27d Accounts Receivable AR: OF February 2045 thru Town Hall FY + 5 years 1011/2010 S. Whigham Records May 2005 Records Room GR 1025-28 Banking Records AR: TexPoollMonth End February 2005 thru Town Hall FY + 5 years 10/1/2010 S. Whigham May 2005 Records Room GR 1025-26a Accounts Payable AP: Check Register October 2004 thru Town Hall FY + 5 years 10!1!2010 S. Whigham January 2005 Records Room GR 1025 27a Accounts Receivable AR: GF/MC/Westlake Academy Foundation October 2004 thru Town Hall FY + 5 years 1011/2010 S. Whigham Records January 2005 Records Room GR 9025-27d Accounts Receivable AR: OF October 2004 thru Town Hall FY + 5 years 1019/2010 S. Whigham Records January 2005 Records Room GR 1025-28 Banking Records AR: TexPoollMonth End October 2004 thru Town Hall FY + 5 years 10/1/2010 S. Whigham January 2005 Records Room S:VTown SecretagkRewrds ManagementlRecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Leg TOWN RECORDS Inventory August 2012 10 of 13 Res 12-25 813012012 S:1Town SecretarylRecords Management4Records Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 11 of 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE GR 1025-26a Accounts Payable AP: Check Register May 2004 thru Town Hall FY + 5 years 10/l/2009 S. Whigham September 2004 Records Room GR 1025-27a Accounts Receivable AR: GF/MC/Westlake Academy Foundation May 2004 thru Town Hall FY + 5 years 10/1/2009 S. Whigham Records September 2004 Records Room GR 1025-27d Accounts Receivable AR: OF May 2004 thru Town Hall FY + 5 years 10/1/2009 S. Whigham Records September 2004 Records Room GR 1025-28 Banking Records AR: TexPool/Month End May 2004 thru Town Hall FY + 5 years 101112009 S. Whigham September 2004 Records Room GR 1025-26a Accounts Payable AP: Check Register January 2004 thru April Town Hall FY + 5 years 10/1/2009 S. Whigham 2004 Records Room GR 1025-27a Accounts Receivable AR: GF/MC January 2004 thru April Town Hall FY + 5 years 10/112009 S. Whigham Records 2004 Records Room GR 1025-27d Accounts Receivable AR: OF January 2004 thru April Town Hall FY + 5 years 101112009 S. Whigham Records 2004 Records Room GR 1025-28 Banking Records AR: TexPoollMonth End January 2004 thru April Town Hall FY + 5 years 10/112009 S. Whigham 2004 Records Room GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check March 2006 thru Town Hall FY + 5 years 10/1/2011 S. Whigham Records #'s: 5000 thru 5699 August 2006 Records Room GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check December 2005 thru Town Hall FY + 5 years 101112011 S. Whigham #'s: 4500 thru 4999 February 2006 Records Room Records GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check September 2005 thru Town Hall FY + 5 years 10/112011 S. Whigham #'s: 4099 thru 4400 November 2005 Records Room Records GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check January 2005 thru May Town Hall FY + 5 years 10/1/2010 S, Whigham Records #'s: 3000 thru 3499 2005 Records Room GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check September 2004 thru Town Hall FY + 5 years 10/112010 S. Whigham Records #'s: 2500 thru 2999 January 2005 Records Room GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check April 2004 thru Town Hall FY + 5 years 10/1/2009 S. Whigham #'s: 2000 thru 2499 September 2004 Records Room Records GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check May 2005 thru Town Hall FY + 5 years 10/1/2010 S. Whigham #'s: 3500 thru 3999 September 2005 Records Room Records GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check January 2004 thru April Town Hall FY + 5 years 10/1/2009 S. Whigham Records #'s: 1500 thru 1999 2004 Records Room S:1Town SecretarylRecords Management4Records Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 11 of 13 Res 12-25 8130/2012 S:STown Secretary4Records Managemen6Records Destruction Log TOWN RECORDS inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 12 of 13 LOCATION TO STATE DESTRUCTION Inventory DESTRUCTION Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES BE STORED RETENTION DATE Conducted DATE Schedule Number PERIOD GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check October 2003 thru Town Hall FY + 5 years 10/9/2009 S. Whigham #'s: 1001 thru 1499 January 2004 Records Room Records GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check October 2002 thru Town Hall FY + 5 years 10/1/2008 S. Whigham #'s: 9501 thru 10300 March 2003 Records Room Records GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check June 2003 thru Town Hall FY + 5 years 10/112008 S. Whigham #'s: 10801 thru 11345 October 2003 Records Room Records GR 1025-26a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check March 2003 thru June Town Hall FY + 5 years 1011/2008 S. Whigham #'s: 10301 thru 10800 2003 Records Room Records Accounts Payable Town Accounts Payable: Invoices & Copies of Check July 2002 thru October Town Hall GR 1025-26a and Disbursement #'s: 9001 thru 9500 2002 Records Room FY+ 5 years 1011/2007 S. Whigham Records Accounts Payable Town Accounts Payable: Invoices & Copies of Check December 2001 thru Town Hall GR 1025-26a and Disbursement FY + 5 years 1011/2007 S. Whigham #'s: 8456 thru 9000 July 2002 Records Room Records GR 1025-26 a Accounts Payable and Disbursement Town Accounts Payable: Invoices & Copies of Check October 2000 thru Town Hall FY+ 5 years 10!1!2009 S. Whigham #'s: 7721 thru 8343 October 2004 Records Room Records Accounts Receivable Town Accounts Receivable Franchise Fees: 1012001 October 2000 thru Town Hail GR 1025-27a thru 09/2002 and Bank Deposits: 2003 thru 2004 and FY + 5 years 101112009 S, Whigham Records October 2004 Records Room Hotel Tax Fees: 912001 thru 8/2002 GR 1025-28 Banking Records TexPool: 512003 thru 912003 October 2000 thru Town Hall FY + 5 years 101112009 S. Whigham October 2004 Records Room Accounts Payable Town Accounts Payable: Invoices & Copies of Check October 1, 2000 thru Town Hall GR 1025-26a and Disbursement FY + 5 years 101112006 S. Whigham #'s: 7719 thru 8324 September 2001 Records Room Records GR 1025-27a Accounts Receivable Town Accounts Receivable: Franchise Fees & Hotel Tax October 1, 2000 thru Town Hall FY + 5 years 1011/2006 S. Whigham Records Fees: 2000 thru 2001 September 2001 Records Room Accounts Payable Town Accounts Payable: Invoices & Copies of Check October 2000 thru Town Hall GR 1025-26a and Disbursement FY + 5 years 1011/2006 S. Whigham Records #'s: 7724 thru 8454 December 2001 Records Room Town (Court) AP: Invoices/Check Requests & Copies of Accounts Payable Checks: FY 2002-Ck #1001-1035/FY 2003-Ck #1036- January 2002 thru May Town Hall GR 1025-26a and Disbursement FY + 5 years 101112010 S. Whigham Records 11281FY 2004-Ck #1001-11101FY 2005-Ck #1111-1146 & 114700-114778 2005 Records Room GR 1025-27a Accounts Receivable Town: Hotel TaxlPayment Tech (Credit Card)/Franchise FY 2003-2004 Town Hall FY + 5 years 10/1/2009 S. Whigham Records Fees Records Room GR 1050-53b Federal & State Tax Town: W9 Forms FY 2003-2004 Town Hall FY + 5 years 101112009 S. Whigham Forms & Reports Records Room Town Bank Statements & Reconciliations (General GR 1025-27a Accounts Receivable Fund/CourUUtllity Fund) and Westlake Academy Bank September 2flfl4 thru Town Hall FY + 5 years 101112010 S. Whigham Records September 2fl05 Records Room Statements S:STown Secretary4Records Managemen6Records Destruction Log TOWN RECORDS inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 12 of 13 Res 12-25 813012012 S:1Towr SecretarySRecords ManagementlRecards Destruction Log TOWN RECORDS Irventury August 2012Records Destruction Log TOWN RECCRDS Inventory August 2012 13 of 13 Record Series TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO STATE RETENTION DESTRUCTION Inventory DESTRUCTION Schedule Number BE STORED PERIOD DATE Conducted DATE GR 1025-28 Banking Records TexPool Statements and Bank One Analysis September 2004 thru Town Hall FY + 5 years 10/1/2010 S. Whigham September 2005 Records Room GR 1025-28 Banking Records Town Bank Statements & Reconciliations (General February 200 thru July Town Hall FY +5 years 1011/2009 S. Whigham Fund146/Utility Fund/Court) 2004 Records Room 1. Town Bank Statements & Reconciliations: General September 2005 thru Town Hall GR 1025-28 Banking Records Fund/Court/Utility Fund/TexPool) and 2. Westlake September 2006 Records Room FY + 5 years 1011/2011 S. Whigham Academy Bank Statements 1. Town/Utility Fund/Court/General Fund - Bank GR 1025-28 Banking Records Statements & Reconciliations: 1012003 thru 912004 and September 2003 thru Town Hall FY + 5 years 10/1/2009 S. Whigham 2. Westlake Academy Bank Statements: 0912003 thru September 2004 Records Room 0812004 and 3. TexPool Statements: 112004 thru 912004 1. Town Bank Statements: 10/1999 thru 12/2003 and 2. GR 1025-28 Banking Records TexPool Statements (General FY's: 1999-2005 Town Hall FY + 5 years 10/1/2010 S. Whigham Fund/4A14BIVisitors/Lonestar): 2001-2003 and 3. Chase Records Room Bank Depository Proposal: 2005 t. General Fund/Court/Utility Fund Bank Statements: 11/2001 thru 0312003 and 2. Court Sercurity Bank November 2011 thru Town Hall GR 1025-28 Banking Records Statements: 1012002 thru 1112002 and 3. Court March 2003 Records Room FY + 5 years 10/112008 S. Whigham Technology Bank Statement: 112002 and 4. TexPool 4A/4B/Civic Campus 2002: 912002 thru 0212003 January thru December Town Hall GR 1025-28 Banking Records Town Bank Statements & Cancelled Checks for FY's: Records Room FY + 3 years 10/112008 S. Whigham 20001200112002/2003 GR 1025-26a Accounts Payable and Disbursement Town (Utility Fund) AP: Invoices & Copies of Check #'s: October 2011 thru April Town Hall FY + 5 years 10/1/2010 S. Whigham 1072 thru 1232 2005 Records Room Records GR 1025-27a Accounts Receivable Town: Hotel TaxlFranchise Fees/Payment Tech (Credit October 2004 thru Town Hall FY + 5 years 10/112010 S. Whigham Records Card) September 2005 Records Room GR 1025-27d Accounts Receivable Town: Month End Utility Billing Summary October 2004 thru Town Hall FY + 5 years 10/1/2010 S. Whigham Records September 2005 Records Room GR 1050-53b Federal & State Tax W9 Forms October 2004 thru Town Hall FY + 5 years 1011/2010 S. Whigham Forms & Reports September 2005 Records Room GR 1025-27d Accounts Receivable Town: Month End Utility Billing Summary FY 2005-2006 Town Hall FY + 5 years 101112011 S. Whigham Records Records Room GR 1025-27a Accounts Receivable Town: Hotel Tax/Franchise Fees and Court & FY 2005-2006 Town Hall FY + 5 years 101112011 S. Whigham Records Foundation: Credit Card Statements Records Room S:1Towr SecretarySRecords ManagementlRecards Destruction Log TOWN RECORDS Irventury August 2012Records Destruction Log TOWN RECCRDS Inventory August 2012 13 of 13