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Home My WebLink About09 Schedule 20 - Entities Appointed by Municipality20-1 Schedule 20 — Entities Appointed by Municipality Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §20.010 General Description: Records regarding the composition, operation, proceedings and enactments of boards, commissions, committees, authorities, task forces and similar bodies appointed by the governing body or municipal officials. 20.10 AGENDAS AND SUPPORTING DOCUMENTATION Listings showing date, time and locations of official meetings and items to be discussed. Support- ing documentation includes material such as agenda item summaries and documentation explain- ing the rationale for staff recommendations, presenting background information or the history of agenda items being presented to the appointed entity for a decision. A. Quasi-Judicial Entities Appointed entities that are able to remedy a situation or impose legal penalties on a person or organization or have powers of adjudication in specific matters, usually limited to a specific area of expertise. Retention: Permanent B. Other Entities With Advisory Powers and Duties Only Retention: 2 years 20.20 APPOINTMENTS AND RESIGNATIONS Records of appointments and resignations, including applications, recruitment information, etc. A. Appointed Applicants Retention: 2 years after end of service B. Unsuccessful Applicants Retention: 2 years after conclusion of appointment process 20.030 BYLAWS Documents adopted to set out rules and guidelines regarding how the entity operates. Retention: Permanent No record may be destroyed under this Retention Schedule if it is pertinent to any current, pending or anticipated investigation, audit or legal proceeding. The minimum retention periods specified in this schedule apply to the information contained within the record copy, regardless of the physical format of the record copy (paper, microfilm, electronic). Each municipality must decide on the physical format for each type of record, ensuring authenticity, readability and accessibility for the entire retention period. Duplicate Copies: Retain duplicated copies until no longer needed but not longer than the record copy. SCHEDULE NO. 20 ENTITIES APPOINTED BY MUNICIPALITY COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §20.040 20.040 GOALS AND WORK PLANS Formally adopted strategic plans, work plans or policy agendas. Retention: Permanent 20.050 MEMBER LISTS Permanent for cumulative lists; until superseded for lists of current members 20.060 MINUTES AND SUPPORTING DOCUMENTATION The official record of proceedings of meetings and all supporting documentation such as exhibits or other material referenced in the minutes. Retention: Permanent 20.070 NOTICES - MEETINGS Documentation of compliance with laws requiring posting and distribution of notices of public meetings. Retention: 2 years 20.080 OATHS OF OFFICE Oaths taken by appointed officials upon taking office. Retention: Term of office + 1 year 20.090 RECOMMENDATIONS, FINDINGS AND SUPPORTING DOCUMENTATION Written findings or recommendations to the municipality, governing body or other entities rendered in an advisory or decision-making capacity; supporting documentation includes agenda item summaries and other documentation explaining the rationale for staff recommendations or pre- senting background information or the history of the recommendation. Retention: 3 years, except retain those that have enduring historical or policy value permanently 20.100 RECORDINGS OF MEETINGS Audio or video recordings of official meetings. A. Executive Sessions Retention: 90 days after meeting [CRS 24-6-402(2)(d.5)(II)(E)] B. Open Meetings Retention: 6 months after approval of minutes C. Study Sessions Retention: 6 months after meeting Cross References Building Board Case Files - 05.040, Building Review Board Case Files Correspondence and general documentation - 40.100, Correspondence and General Documentation Internal committees - 40.080, Committees - Internal Supp. 13 20-2 Schedule 20 — Entities Appointed by Municipality 20-3 Schedule 20 — Entities Appointed by Municipality Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §20.100 Policies and procedures - 40.220, Policies and Procedures Documentation Reports - 40.290, Reports Rules, regulations and standards - 40.310, Rules, Regulations and Standards