R-91-1619 - 6/27/1991RS06271H
RESOLUTION NO. 6/9R.
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WHEREAS, the Open Records Act, Article 6252 -17a, V.A.T.S.,
provides that the correspondence received and sent by the Mayor and
Council in their official capacities are public records, and
WHEREAS, Chapter 201 Local Government Code (the Local Government
Records Act) requires the City to efficiently manage and preserve
public records, and
WHEREAS, in order to accomplish the goals and directives of the
two statutes the Council deems it desirable to establish certain
procedures for the administration of Council mail and of original
public records, Now Therefore,
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the City Council hereby adopts the following procedures:
(1) All correspondence addrecRed to the Mayor or a
Councilmember, not marked "personal and /or confidential,"
will be opened and stamped received by the City Secretary or
he'r designee. If correspondence received requires immediate
action, the City Sec ?:etary or her designee will notify the
named recipient. If no immediate response is required, the
correspondence will be placed in the recipient's box in the
Council's office. Copies of all correspondence will be made
and kept in appropriate files as public records. Correspon-
dence marked "personal and /or confidential" will be placed
unopened in the recipient's box. After opening, if it is
determined that the correspondence is in fact not personal .
or confidential;' copies will be maintained- as public
records. s .
(2) Correspondence sent on City letterhead is considered to be
official and shall not be sent unless a copyehas been
provided the City Secretary to be maintained as public
records. No correspondence on City letterhead regarding
pending, threatened, or contemplated litigation shall be
sent without the prior approval of the City Attorney.
(3) In order to assure the integrity of public records, the
originals of same are not to be removed from City Hall or
other City facilities except when required by legal
proceedings. If a Councilmember desires to review public
records, either originals shall be brought to the Council's
office or copies shall be made.
ATTEST:
RESOLVED this 27th day of June, 1991.
Aid
L IAIA» ♦ /JI .I
E LAND, City Secretary
MIKE ROBINSON, Mayor
City of Round Rock, Texas
2.
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DATE: June 25, 1991
SUBJECT: City Council Meeting, June 27, 1991
ITEM: 9.C. Consider a resolution establishing Council
procedural policy concerning certain administrative
functions.
STAFF RESOURCE PERSON: Joanne Land
STAFF RECOMMENDATION:
The Council requested this resolution
during the June 18 -19, 1991 Retreat. The
resolution simply states administrative
procedures concerning opening of mail, use
of City stationary, and the review of
public records.