Chapter 2.01
RECORDS AND DOCUMENTS

Sections:

2.01.010    Documents requiring assent of the city.

2.01.020    Documents to be filed with the state.

2.01.030    Records retention and disposal schedule.

2.01.040    Records available for inspection by public.

2.01.050    Code to be kept on file—Copies furnished.

2.01.010 Documents requiring assent of the city.

All legal documents requiring the assent of the city shall be:

A.    Approved by the city council;

B.    Signed by the mayor on behalf of the city, or in the mayor’s absence, by the mayor pro tempore;

C.    Attested to with seal affixed by the city clerk, or in the absence of the city clerk, by the deputy clerk. (Ord. 77-5 § 2 (part), 1977; Ord. 84-8, 1984; Ord. 86-8 § 1, 1986.)

2.01.020 Documents to be filed with the state.

The city shall file with the State Department of Community and Regional Affairs as necessary:

A.    Maps and descriptions of all annexed or detached territory;

B.    A copy of the annual audit;

C.    Tax assessment and tax levy figures as requested;

D.    A copy of the current annual budget of the municipality; and

E.    A summary of the optional property tax exemptions authorized in the municipality together with the municipality’s estimate of the revenues lost to it by operation of each of the exemptions. (Ord. 77-5 § 2 (part), 1977; Ord. 84-8, 1984; Ord. 86-8 § 1, 1986.)

2.01.030 Records retention and disposal schedule.

A.    The city clerk shall prepare a schedule of records specifying the records to be:

1.    Retained permanently;

2.    Destroyed; or

3.    Disposed of routinely in the regular course of public business.

B.    The record retention schedule shall be adopted by resolution of the council. The records retention schedule shall list, with sufficient detail for identification, records without legal or administrative value or historical interest to be destroyed and periodically disposed of by the city. Records to be destroyed shall be certified by the city clerk as having no legal or administrative value or historical interest.

C.    The city council, by resolution, may authorize the disposal and method of disposal of the records listed in the record retention schedule found by the council to be without legal or administrative value or historical interest, including advance authorization to dispose of routine records. Upon disposal, the city clerk shall file a descriptive list of the records disposed and method of disposal with the department from which the records were drawn and with the permanent city records. (Ord. 77-5 § 2 (part), 1977; Ord. 84-8, 1984; Ord. 86-8 § 1, 1986.)

2.01.040 Records available for inspection by public.

All records and accounts of every office and department of the city shall be open to inspection by any person except that records and documents the disclosure of which would tend to defeat the lawful purpose for which they were intended may be withheld from inspection. Records required by state law or city ordinance to be kept confidential are not open to inspection. Each department head shall be held responsible for the preservation of all public records under his jurisdiction and shall provide a system of filing. No public records, reports, correspondence or other data relative to the business of any department shall be destroyed or removed permanently from the files without the knowledge and approval of the city clerk in accordance with the schedule prepared by the city manager. (Ord. 77-5 § 2 (part), 1977; Ord. 84-8, 1984; Ord. 86-8 § 1, 1986.)

2.01.050 Code to be kept on file—Copies furnished.

This code with amendments is on file with the city clerk and shall be made available at no more than cost to the public for inspection on request. A copy of this code shall be furnished to the courts as needed or requested. (Ord. 84-8, 1984; Ord. 86-8 § 1, 1986.)