HomeMy WebLinkAboutResolutions - 1985.05.09 - 11115Y APPROVE FOREGOING RESOLUTION
Art
Miscellaneous Resolution # 85151 May 9, 1985
BY: GENERAL GOVERNMENT COMMITTEE-John E. Olsen, Chairperson
RE: BOARD OF COMMISSIONERS-RETENTION PERIOD FOR
ADMINISTRATIVE AND COMMITTEE RECORDS
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS, there is no statutory requirement for maintaining
the Board of Commissioners' administrative and committee files; and
WHEREAS, the Board of Commissioners Administrative Office
can no longer accomodate the ever-increasing number of records; and
WHEREAS, THE County's record retention capabilities are being
fully utilized.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners does hereby determine that all records and files
established and maintained for the Committees and the Commissioners
by its Board staff be retained by the County for a period of six
years except for the minutes of the Board of Commissioners' standing
and special ad hoc committees and subcommittees.
BE IT FURTHER RESOLVED that all such retained records upon
attaining the age of six years shall be disposed of in accordance
with Section 399.5 MCL, as amended by Act 59 of the Public Acts of
1955, and by Act 68 of the Public Acts of 1959, and all rules and
regulations of the Michigan State Archives.
Mr. Chairperson, on behalf of the General Government Committee,
I move the adoption of the foregoing resolution.
GENERAL GOVERNMENT COMMITTEE
DIVISION OF MICHIGAN HISTORY
MICHIGAN STATE ARCHIVES
Lansing, Michigan 48918
Pa ge of
(Signature) Date
(Signature) (Title) (Date)
White — Office
Green — Archives
Pink — Ad. Bd. Blue — Co. Audit
Yellow — Office
12.1
4
(5)
APPROVALS
CERTIFIED RETENTION and DISPOSAL SCHEDULE
c For use by all offices other than state a gencies, )
TO: DIVISION OF MICHIGAN HISTORY
TO: STATE ADMINISTRATIVE BOARD
DIVISION OF MICHIGAN HISTORY
The records noted "to Division of Michigan
History" have historical value and must be trans-
ferred to the Division of Michigan History.
FROM: Oakland County Board of Commissioners
(city, ,county, other) (agency) Director, Division of Michi gan History Date
Date Prepared: 2/14/65 STATE ADMINISTRATIVE BOARD
The records scheduled for destruction as they reach the age
specified herein are certified to be required no longer for the effec-
tive operation of the agency; to have no further administrative, legal,
or fiscal value to the agency; and are no longer required to protect
the rights of the individual or the public. Legal counsel has advis-
ed the agency as to legal value.
DIRECTING, AUTHORITY
My signature attests that I have read
and understand the above statement.
RECORDS TITLE and DESCRIPTION
ITEM List each type of record as a separate item. Include title, form RETENTION PERIOD (For use by
NO. number, inclusive dates, quantity in linear or cubic feet, and tell (Mos. or yrs.) approving a gencies) what activity or function the record performs, and cite its
statutory basis.
Box 1 Personnel Files of'Employees.no longer with the
qx years County —1977 Duplicate of Pers. Dept. Records
k2289 1977 Committee Agendas, 1977 Duplicate record
of Board Action Six years
1978 Master File of Finance Committee
(contains correspondence, reports and related
support documents used by the Committee Six years
1978 Master File of Public Services Committee Six years
(Contains correspondence, reports and related
support documents used by the Committee)
Box 2 Master Files for 1978 Planning & Building, Six years
Personnel, General Government, Health & Human
42290 Resources Committees
(Contains Correspondence, reports and related
• support documents used by the Committee)
MU=
INSTRUCTIONS
.Prepare in quintuplicate; Submit white (1) and carbons (2) (3) and (4) to Division of Michigan History Michigan State Archives, Lansing, Michigan 48918. Retain yellow (5) copy for
file. White copy will be returned after approval.
• NAH-4 - 5/72
RECORDS TITLE and DESCRIPTION
(See page 1 for instruction) RETENTION PERIOD (For use by
approving agencies)
ITEM
NO.
Box 3
RR# 2323
Box 4
RR#3224
SIX YEARS
Six Years
Six Years
Six Years
Six Years
Public Services Committee File 1975-76
SEMCOG FILE 1974-1975 Six Years
Box 6
R# 2333
Box 7
RR#2334
Box 8b
RR# 19639
Six Years
Six Years
Six Years
Six Years
CERTIFIED RETENTION and DISPOSAL SCHEDULE (cont.) Page of
1972-1977 Appointments
General Correspondence Files 1963-1967
General Correspondence Files 1963-1977
Aviation Subcommittee File
Commissioner Expense Reports 1969-74
Duplicates of Accounting Dept. records
Box 5 Board Standing Committee Files 1973-1976
Contains reports, correspondence and informa-
tion received and filed by Committee and used
for back-up information '
Box 9
RR# 19640
Box 12
RR# 19643
General Files 1973-1978
Health & Human Resources Committee File -1979_
Planning & Building Committee File-1979
Commissioner Correspondence Files 1979.
Various Expense Reports 1969-77 - and Meeting
Notices and Meeting Counts 1960775
1976 Board Meeting Files (Duplicates of
Records maintained by County Clerk)
kfl-tc-43A — 6/69
#85151 May 9, 1985
day o May 9 8 5
ALLEN
ath this
Moved by Olsen supported by Skarritt the resolution be adopted.
AYES: Gosling, Hassberger, Hobart, R. Kuhn, S. Kuhn, Lanni, McConnell,
McPherson, Nelson, Olsen, Page, Perinoff, Pernick, Price, Rewold, Skarritt, Webb, Wilcox,
Aaron, Caddell, Doyon, Fortino. (22)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland and having a seal,
do hereby certify that 1 have compared the annexed copy of
Miscellaneous Resolution adopted by the Oakland County Board of Commissioners at
their meeting held on May 9, 1985.
with the orginial record thereof now remaining in my office, and
that it is a true and correct transcript therefrom, and of the
whole thereof.
In Testimony Whereof, I have hereunto set my hand and affixed the
seal of said County at Pontiac, Michigan
Counky Clerk/Register of Deeds