Ord 002-91 1/15/1991 4
ORDINANCE NO. 2-91
ORDINANCE ESTABLISHING A RECORDS MANAGEMENT PROGRAM
FOR THE CITY OF WICHITA FALLS, IN COMPLIANCE WITH
THE TEXAS LOCAL GOVERNMENT RECORDS ACT (TITLE 6,
SUBTITLE C, LOCAL GOVERNMENT CODE)
WHEREAS, Title 6, Subtitle D, Local Government Code
(Local Government Records Act) provides that a City must
establish by ordinance an active and continuing records
management program to be administered by a Records
Management Officer; and
WHEREAS, the City of Wichita Falls desires to adopt an
ordinance for that purpose and to prescribe procedures
consistent with the Local Government Records Act, and in the
interests of efficient recordkeeping.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF
THE CITY OF WICHITA FALLS, TEXAS, THAT:
SECTION 1. DEFINITION OF CITY RECORDS. All documents,
papers, letters, books, maps, photographs, sound or video
recordings, microfilm, magnetic tape, electronic media or
other information recording media, regardless of physical
form or characteristic and regardless of whether public
access to it is open or restricted under the laws of the
state, created or received by the City of Wichita Falls or
any of its officers or employees pursuant to law or in the
transaction of public business, are hereby declared to be
the records of the City of Wichita Falls and shall be
created, maintained, and disposed of in accordance with the
provisions of this ordinance or procedures authorized by it,
and in no other manner.
SECTION 2. ADDITIONAL DEFINITIONS. ( 1) "Division head"
means the officer who by ordinance, order, or administrative
policy is in charge of an office of the City of Wichita
Falls that creates or receives records.
(2) "Essential record" means any record of the City of
Wichita Falls necessary to the resumption or continuation of
operations of the City of Wichita Falls in an emergency or
disaster, to the re-creation of the legal and financial
status of the City of Wichita Falls, or to the protection
and fulfillment of obligations to the people of the state.
( 3 ) "Permanent record" means any record of the City of
Wichita Falls for which the retention period on a records
control schedule is given as permanent.
(4) "Records control schedule" means a document
prepared by or under the authority of the Records Management
Officer listing the records maintained by the City of
Wichita Falls, their retention periods, and other records
disposition information that the records management program
may require.
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( 5) "Records management" means the application of
management techniques to the creation, use, maintenance,
retention, preservation, and disposal of records for the
purposes of reducing the costs and improving the efficiency
of recordkeeping. The term includes the development of
records control schedules, the management of filing and
information retrieval system, the protection of essential
and permanent records, the economical and space-effective
storage of inactive records, control over the creation and
distribution of forms, reports, and correspondence, and the
management of micrographics and electronic and other records
storage systems.
( 6) "Records liaison officers" means the persons
designated under Section 8 of this ordinance.
(7) "Records management committee" means the committee
established in Section 5 of this ordinance.
(8 ) "Records management officer" means the person
holding the position of City Clerk of the City of Wichita
Falls.
( 9) "Records management plan" means the plan developed
under Section 6 of this ordinance.
(10) "Retention period" means the minimum time that
must pass after the creation, recording, or receipt of a
record, or the fulfillment of certain actions associated
with a record, before it is eligible for destruction.
( 11) "Unscheduled record" means a record that has not
yet been listed on an approved records control schedule.
SECTION 3 . CITY OF WICHITA FALLS RECORDS DECLARED
PUBLIC PROPERTY. All City records as defined in Section 1
of this ordinance are hereby declared to be the property of
the City of Wichita Falls. No City official or employee
has, by virtue of his or her position, any personal or
property right to such records even though he or she may
have developed or compiled them. The unauthorized
destruction, removal from files, or use of such records is
prohibited.
SECTION 4. POLICY. It is hereby declared to be the
policy of the City of Wichita Falls to provide for
efficient, economical, and effective controls over the
creation, distribution, organization, maintenance, use, and
disposition of all City records through a comprehensive
system of integrated procedures for the management of
records from their creation to their ultimate disposition,
consistent with the requirements of the Texas Local
Government Records Act and accepted records management
practice.
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SECTION 5. ESTABLISHMENT OF RECORDS MANAGEMENT
' COMMITTEE; DUTIES. A Records Management Committee
consisting of the City Manager, City Attorney, City Clerk,
and Personnel Officer is hereby established. The committee
shall;
(a) assist the Records Management Officer in the
development of procedures governing the records management
program;
(b) conduct meetings to review the performance of the
program on a regular basis and propose changes and
improvements if needed;
(c) review and approve records control schedules
submitted by the Records Management Officer; and
(d) give final approval to the destruction of records
in accordance with approved records control schedules.
SECTION 6. RECORDS MANAGEMENT PLAN TO BE DEVELOPED;
APPROVAL OF PLAN; AUTHORITY OF PLAN. (a) The Records
Management Officer and the Records Management Committee
shall develop a records management plan for the City of
Wichita Falls for submission to the City Council. The plan
must contain procedures designed to improve the efficiency
of recordkeeping, to adequately protect the essential
records of the City of Wichita Falls, and to properly
preserve those records of the City of Wichita Falls that are
of historical value. The plan must be designed to enable
the Records Management Officer to effectively carry out his
or her duties prescribed by state law and this ordinance.
(b) Once approved by the City Council the records
management plan shall be binding on all offices, department,
division, programs, commissions, boards, committees, or
similar entities of the City of Wichita Falls, and records
shall be created, maintained, stored, microfilmed, or
disposed of in accordance with the plan.
(c) State law relating to the duties, other
responsibilities, or recordkeeping requirements of a
division head does not exempt the division head, or the
records in the division head's care, from the application of
this ordinance and the records management plan adopted under
it, and may not be used by the division head as a basis for
refusal to participate in the records management program of
the City of Wichita Falls.
SECTION 7. DUTIES OF RECORDS MANAGEMENT OFFICER. In
addition to other duties assigned in this ordinance, the
Records Management Officer shall:
(1) administer the records management program and
provide assistance to division heads in its implementation;
(2 ) plan, formulate, and prescribe records disposition
systems, standards, and procedures;
( 3 ) in cooperation with division heads, identify
essential records and establish a disaster plan for each
City of Wichita Falls office and division to ensure maximum
availability of the records in order to re-establish
operations quickly and with minimum disruption and expense;
(4) develop procedures to ensure the permanent
preservation of the historically valuable records of the
City of Wichita Falls;
(5) study the feasibility of and, if appropriate,
establish a uniform filing system and a forms design and
control system for the City of Wichita Falls;
(6 ) establish standards for filing and storage
equipment and for recordkeeping supplies;
(7) monitor records retention schedules and
administrative rules issued by the Texas State Library and
Archives Commission to determine if the records management
program and the City of Wichita Falls ' records control
schedules are in compliance with state regulations;
( 8) disseminate to the City Council and division heads
information n concernin state law and administrative rules
relating to local government records;
( 9) instruct Records Liaison Officers in procedures of
the records management plan and their duties in the records
management program;
(10) instruct Records Liaison Officers in the conduct
of records inventories in preparation for the development of
records control schedules as required by state law and this
ordinance;
( 11) ensure that the maintenance, preservation,
microfilming, destruction, or other disposition of the City
of Wichita Falls is carried out in accordance with the
procedures of the records management program and the
requirements of state law.
SECTION 8. DESIGNATION OF RECORDS LIAISON OFFICERS.
Each division head shall serve as Records Liaison Officer
for the implementation and maintenance of the records
management program in his or her division. Records Liaison
Officers shall be thoroughly familiar with all the records
created and maintained by the division, and shall have full
access to all records of the City or Wichita Falls
maintained by the division.
SECTION 9. DUTIES AND RESPONSIBILITIES OF RECORDS
LIAISON OFFICERS. In addition to other duties assigned in
this ordinance, division heads shall:
( 1) cooperate with the Records Management Officer in
carrying out the procedures established in the City of
Wichita Falls for the efficient and economical management of
records and in carrying out the requirements of this
ordinance;
( 2 ) adequately document the transaction of government
business and the services, programs, and duties for which
the division head and his or her staff are responsible; and
(3 ) maintain the records in his or her care and carry
out their preservation, microfilming, destruction, or other
disposition only in accordance with the procedures of the
records management program of the City of Wichita Falls and
the requirements of this ordinance.
( 4) conduct or supervise the conduct of inventories of
the records of the division in preparation for the
development of records control schedules;
(5) in cooperation with the Records Management Officer
coordinate and implement the procedures of the records
management program in their division; and
(6) disseminate information to division staff
concerning the records management program.
SECTION 10. DESTRUCTION OF UNSCHEDULED RECORDS. A
record that has not yet been listed on an approved records
control schedule may be destroyed if its destruction has
been approved in the same manner as a record destroyed under
an approved schedules and the Records Management Officer has
submitted to and received back from the director and
librarian an approved destruction authorization request.
SECTION 11. The Records Management Officer shall file a
copy of this ordinance with the Director and Librarian of
the Texas State Library, the Executive and Administrative
Officer of the Texas Library and Archives Commission.
PASSED AND APPROVED this 15th day, January, 1991.
011°-
MAY • R
ATTEST:
CI CLERK
/
Ad 200858
ORDINANCE NO.1-91 .
ORDINANCE CLOSING HEAR- THE STATE OF TEXAS
LNG AND FINDING CERTAIN .
BUILDINGS AND/OR STRUC-
TURES COUNTY OF WICHITA
TO BE DANGEROUS:
COMMANDING PROPERTY
OWNERS TO REPAIR OR DE-
MOLISH SAID BUILDINGS a g
:' AND/OR STRUCTURES WITHIN p
• ✓tr el-1.6._G'?U
THIRTY THIS DAYS OF THE DATE O r -----—
OF THIS ORDINANCE AND "n t.i.
DECLARING AN-EMERGENCY
ORDINANCE NO.t-91 1,991
ORDINANCE ESTABLISHING A ,Li.< s s u a pers0`;°.l:'.' 2 2a_£ u �C ni`, t' ihd_isin ''t i'i "'`_
RECORDS MNAGEMENT PRO-
, . .
GRAM,FOR THE CITY OF Y'�
WICHITA FALLS, IN COM- Da -CB Ming bookkeeper
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—
PLIANCE WITH THE TEXAS_
LOCAL GOVERNMENT RECORDS', _ � _- i!c *? �lisl Cry cf tl 8 ti''.%1?itu Fal1S
ACT(TITLE 6,SUBTITLE C,LOCAL 1 i00. the Times Publishing Company at iaita , publishers u
GOVERNMENT CODE) ; e t' Wichita t�
ORDINANCE NO.3-91 Ti'Te t-L0rd 1\c\'s, a ne spapfr published t v.ichita Falls in _:011,^:ty,
ORDINANCE WAIVING APPEN-
DIX A, SUBDIVISIONS SECTION Teas, and upon being d ily sworT by coo, on oath states that the attached
9(.B) (2) (a) OF THE CODE OF
ORDINANCES WITH RESPECT TO a i !'
PLACING CURB AND GUTTER
advertisement is a true and c'Orr=r `opy Of aovertiSing �; ,;.SO:.CI
ON EAST SCOTT STREET,LOT 2- one (-1) following
A,BLOCK 20,JOSEPH A. KEMP in sslies thereof on the dates:
ADDITION
ORDINANCE NO.4-91 u CZY"U_Qi i./ G 8, _1;1 y-1
AN ORDINANCE CORRECTING ____
THE SPELLING OF "NORRIS � -'.-� -
ROAD",WICHITA FALLS,TEXAS 1`\
ORDINANCE NO.5-91
AN ORDINANCE REZONING �� � �
LOTS 1-3, BLOCK 1, BENT TREE i
ESTATES, SECTION 1, WICHITA
FALLS, TEXAS FROM SINGLE- ookkeeper _`•Or Times Publishing COmpa:',
FAMILY RESIDENTIAL(SF-2) TO
MULTI-FAMILY RESIDENTIAL Of Wichita Falls
(MFR) ZONE (REZONING
R-90-10)
ORDINANCE NO.6-91 EAL)WAIVING SEC- AL) Subscribed and sworn to before roe this the day and year first above written.
TION 27-29 OF THE CODE OF
ORDINANCES WITH RESPECT TO
PLACING A SIDEWALK ALONG c
THE SOUTH LINE OF LOT 1-B, v-�Z
BLOCK 92, ORIGINAL TOWNS- - _ V --t-
ITC
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