GENERAL RECORDS OF SOUTH PLAINS COLLEGE

PART 1:  ADMINISTRATIVE RECORDS

SECTION 1-1:  RECORDS OF GOVERNING BODIES

1000-01           

AGENDAS

I.                Open meetings.

2 years.

II.               Closed sessions.        

2 years.           

1000-02           

DEDICATIONS

PERMANENT. 

1000-03           

MINUTES (the use of the term audiotape in (c)-(e) includes videotapes with sound)

I.                Written minutes.

PERMANENT.

II.               Notes taken during meetings from which written minutes are prepared.

90 days after approval of minutes by the governing body.

III.             Audiotapes of open meetings, except as described in (d), for which written minutes are not prepared.

PERMANENT.

IV.             Audiotapes of workshop sessions of governing bodies in which votes are not made and written minutes are not required by law to be taken.        

2 years.

V.              Audiotapes of open meetings for which written minutes are prepared.

90 days after approval of minutes by the governing body.

VI.             Audiotapes of closed meetings.

2 years.

VII.           Supporting documentation - One copy of each document of any type submitted to a meeting of a governing body for consideration, approval, or other action; if such ac­tion is reflected in the minutes of the meeting.

2 years.

1000-04           

OPEN MEETING NOTICES     

2 years.           

1000-05           

ORDINANCES, ORDERS, RESOLUTIONS (including those that have been re­pealed, revoked, or amended)       

PERMANENT. 

1000-06

PETITIONS - Petitions from the public to the governing body or subsidiary boards or commissions of a local government

Consideration of the petition + 2 years

1000-07           

PROCLAMATIONS      

2 years.           

SECTION 1-2:  GENERAL RECORDS             

1000-20           

ACCIDENT REPORTS - Reports of accidents to persons on local government property or in any other situation in which a local government could be party to a law suit.

I.                Reports of accidents to adults.

5 years.

II.               Reports of accidents to minors.          

5 years; or 2 years after the minor reaches the age of 18, whichever later.           

1000-21           

AFFIDAVITS OF PUBLICATION (including any accompanying clipping proofs or tear sheets)

I.                Publication of municipal ordinances.

PERMANENT.

II.               Election notices.

A.              Notices of election in which candidates for federal office are not involved.

60 days after election day.

B.              Notices of election in which candidates for federal office are involved.

22 months after election day.

III.             All other published legal notices.        

2 years.           

1000-22           

ANNEXATION, DISANNEXATION, ABOLITION, AND OTHER JURIS­DICTIONAL RECORDS - Records relating to the annexation or disannexation of territory to or from a local government, to its abolition, or to other actions which af­fect its territorial jurisdiction or ser­vice area, including reports, correspondence, records of public hearings, agreements, and similar records.

5 years.           

1000-23           

CHARTERS     

PERMANENT. 

1000-24           

COMPLAINTS - Complaints received from the public by a governing body or any officer or employee of a local government relating to government policy.

Resolution or dismissal of complaint + 2 years.  

1000-25

CONTRACTS, LEASES, AND AGREEMENTS - Contracts, leases, and agree­ments, including reports, correspon­dence, performance bonds, and similar records re­lat­ing to their negotiation, adminis­tration, renewal, or termination, except construc­tion contracts (see item number 1075-16).

4 years after the expiration or termination of the instrument according to its terms.           

1000-26           

CORRESPONDENCE AND INTERNAL MEMORANDA (includes incoming and copies of outgoing correspondence and internal correspondence and memo­randa)

I.                Policy and program development - Correspondence and internal memoranda pertain­ing to the formulation, planning, implementation, modification, or redefi­nition of the policies, programs, services, or projects of a local government.     

5 years.           

II.               Administrative - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, ser­vices, and projects of a local government.

2 years.

III.             Routine - Correspondence and internal memoranda such as letters of transmittal, re­quests for publications, internal meeting notices, and similar routine matters.     

AV      

1000-27           

DEEDS (including title opinions, abstracts and certificates of title, title insurance, documentation concerning alteration or transfer of title, and similar records evidencing public ownership of real property)

PERMANENT. 

1000-28

EASEMENTS - Documentation relating to easements and rights-of-way for public works or other local government purposes, including releases.

PERMANENT.

1000-29           

INSURANCE POLICIES - Liability, theft, fire, health, life, automobile, and other policies for local government property and personnel, including supporting documen­tation relevant to the implementation, modification, renewal, or replacement of poli­cies.       

4 years after expiration or termination of the policy according to its terms.          

1000-30           

LEGAL OPINIONS - Legal opinions rendered by counsel for a local government or the Attorney General, including any written requests for opinions, concerning the governance and administration of a local government.        

PERMANENT. 

1000-31           

LITIGATION CASE FILES (including all cases to which a local government is a party unless the case file is of a type noted elsewhere in this or other commission schedules)

AV after final disposition of the case.  

1000-32           

MINUTES (STAFF) - Minutes of internal staff meetings.        

AV      

1000-33           

NEWS RELEASES      

AV      

1000-34           

OPEN RECORDS REQUESTS - Open records requests, including correspon­dence and other documentation relating to the request.

1 year after final decision on request.  

1000-35           

ORGANIZATIONAL CHARTS  

UNTIL SUPERSEDED 

1000-36