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SCHEDULE NO. 8
GOVERNING BODY RECORDS
General Description: Records regarding the composition, operation, proceedings and enactments of the governing body of the special district. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.). See Schedule 7 Committees - Internal for records of staff and other internal committees and Schedule 7 External Groups and Agencies for records kept by the district of outside groups and entities not appointed by the district.
Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy.
8.10 Agenda Supporting Documentation
Material such as agenda item summaries and supporting documentation, memos or other material presented to the governing body relating to decisions to be made at meetings; supporting documentation for minutes. See also Schedule 8 Minutes and Supporting Documentation and Packets Distributed to Governing Body.
Duplicate Copies: Until meeting is over
Listings showing date, time and locations of official meetings and items to be discusses by the governing body at regularly scheduled, special and emergency public meetings.
Duplicate Copies: Until meeting is over
Applications and other documentation regarding the filling of interim governing body vacancies by appointment.
Retention: 1 year + current after term of appointment ends
Documents adopted by the governing body to set out guidelines regarding operation of the governing body.
Duplicate Copies: Until superseded
8.45 Committee Records - Governing Body
Records of ongoing and ad hoc committees made up of only governing body members. Examples of committees include finance or budget committee, ethics committee, legislative affairs committee, etc.
Retention: Follow the retention periods set forth in the schedule for comparable records of the governing body (i.e., agendas, minutes and supporting documentation, notices of meetings, recordings, etc.)
8.50 Enterprise Board Records
See Schedule 8 Governing Body as Another Decision-Making Body.
Formally adopted strategic plans or policy agendas set out by the governing body.
8.70 Governing Body As Another Decision-Making Body
Records of the governing body constituted and convened as another decision-making body, such as the Board of Directors of a district or the Enterprise Board of Directors for a water or wastewater utility enterprise, etc. See also Schedule 4
Retention: Follow Schedule 8 for specific types of records
8.80 Legislative Lobbying Records
Records of official positions taken by the special district and lobbying efforts with regard to state or federal legislation or ballot measures of interest to the district.
Retention: 4 years, except that Resolutions adopting legislative positions are permanent.
8.90 List of Members
Listings of names of individuals appointed or elected to the governing body, dates of service, last known address and similar information.
Retention: Until superseded
8.100 Member Records
Files documenting the service and tenure of members of the governing body, including appointments to various committees and bodies, resignations and other documentation relating to the member's service to the district. See also Schedule 8 Oaths of Office
Conflict of Interest Disclosure Statements
Statements of perceived conflicts of interest filed by members of the governing body for public inspection.
Retention: 2 years + current after service ends or the conflict of interest no longer exists
Financial Disclosure Statements
Statements of financial interest filed by members of the governing body for public inspection.
Retention: 1 Year + current after service ends
8.110 Minutes and Supporting Documentation
Official record of the proceedings of the governing body prepared by the board secretary and supporting documentation of a substantive nature such as exhibits referenced in the minutes.
Routine Supporting Documentation Submitted at Meetings
Routine letters, nonbinding petitions and other written materials submitted at meetings and referenced in summary form (title, date and brief description) in the minutes. See also Schedule 7 Complaints, Routine Service requests and Nonbinding Petitions.
Retention: 1 years + current after meeting provided summary description is included in minutes
8.120 Notes Taken At Meetings
Handwritten or other notes made at meetings to facilitate the preparaton of meeting minutes.
Retention: Until meeting minutes are approved
8.130 Notices of Meetings
Documentation of compliance with laws requiring posting, mailing, publication or other distribution of public notice of meetings of the governing body.
Retention: 1 year + current
8.140 Oaths of Office
Oaths of office taken and subscribed to by elected or appointed officials within 30 days of election or appointment. [CRS 32-1-901]
Retention: 1 years + current after term expires.
8.160 Orientation And Training Information
See Schedule 8 Packets Distributed to Governing Body.
8.170 Packets of Information Distributed To Governing Body - Convenience Copies
Convenience copies of batches of information periodically distributed to members of the governing body for informational purposes, including correspondence, copies of agenda materials and minutes for review, copies of staff memos, etc.
(Note: This listing applies to convenience copies of such information that may be retained intact by some municipalities for ready reference. Other copies of material included in this type of information packet, such as agenda item summaries, minutes, correspondence, etc., may also be retained elsewhere as a different record with a different purpose for a different retention period
Retention: 3 years + current
Duplicate Copies: 1 year or until no longer needed for reference, whichever is first
Documents issued by the district to proclaim support for district, municipal, county or community events, activities, programs or in connection with dedications or other ceremonial occasions, etc.
Enactments of the governing body which may be legislative or non-legislative in nature and which may be used for various types of legislative actions, appropriations, approvals, policy statements, statements of position and similar actions.
8.210 Signature Certificates
Facsimile signature certificates that are filed with the Secretary of State's office for authentication and verification of the signature on district documents
Retention: 1 year after term of office ends
8.220 Recordings or Meetings
Audio, video or other recordings of official meetings typically used to prepare minutes or transcripts of the meeting
Retention: 90 days after the meeting [CRS 24-6-402(2)(d.5)(II)(E)]
Retention: 6 months after approval of the minutes
Retention: 6 months after the meeting
2008 Colorado Special Districts Records Retention Schedule Main Page
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