Title
A resolution to authorize destruction of Fire District #1 records (DISP 2018-290 Fire District #1 1998-2016).
Body
Recommended Action: Approve the resolution and direct the Fire Chief and the Records Manager to destroy the records.
Background: This records disposal follows the same model as disposals previously approved by the Board of County Commissioners (BOCC) and applies the Fire District Policy adopted by the governing body on August 27, 2008. Kansas law (K.S.A. 45-404(c)) requires that destructions of Fire District records be authorized by the Board of County Commissioners sitting as the Governing Body of Fire District #1. Approval at this time would free space in the Courthouse Records Center (CRC) and in the Fire District records room to accommodate additional boxes for storage.
Records proposed for destruction total 181 boxes/rolls, and are comprised of Fire District #1 (FD#1) records such as training records, rolled building plans review fire copy, timesheets, banking records, accident reports, accounts payable records, station journals, adult and child care licensing records, and hiring promotion process records for the years 1998-2016. A detail inventory is available in hard copy, PDF, and MS Excel formats and will be maintained permanently by Records Management as part of the documentation for the destruction case. All records are currently palletized in the CRC.
Analysis: Fire District Records Management Policy is to destroy at the earliest opportunity records identified (1) as eligible under State law, and (2) that lack continuing value adequate to offset costs to retain and make accessible. Custodian for the records proposed for destruction, Fire District #1 Chief Tavis Leake, has determined they have no continuing administrative value for operation of the Fire District. Chief Financial Officer Lindsay Poe-Rousseau has determined that they have no continuing fiscal value for Fire District operations. The Records Manager has confirmed ...
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