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Meeting Date:
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10/21/2020 - 7:00 PM
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Category:
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SUPERINTENDENT'S REPORTS
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Type:
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Action
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Subject:
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12.5 Record Retention and Disposition – Schedule
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District Goals:
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Enclosure
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File Attachment:
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Rationale:
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Adoption of New Record Retention and Disposition Schedule
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Funding:
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Resolution:
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WHEREAS, pursuant to 8 NYCRR Part 185, the Regulations of the Commissioner of Education, the Board of Education of the Yonkers City School District (“Board”) must develop and coordinate a local records management program in accordance with Section 57.25 of the Arts and Cultural Affairs Law; and,
WHEREAS, Section 57.25 of the Arts and Cultural Affairs Law sets forth the duties of the Board regarding the issuance of records retention and disposition schedules; and,
WHEREAS, pursuant to Section 57.25 of the Arts and Cultural Affairs Law, by Board Report Number 89-5-196, Records Retention and Disposition Schedule ED-1 was adopted; and,
WHEREAS, the State Archives has revised and consolidated its local government records retention and disposition schedules and issued a single, comprehensive retention schedule for all types of local governments including, but not limited to City School Districts, on August 1, 2020; and,
WHEREAS, the new schedule, Retention and Disposition Schedule for New York Local Government Records (LGS-1), must be adopted prior to January 1, 2021 to continue to legally destroy records; and,
WHEREAS, the new schedule, Retention and Disposition Schedule for New York Local Government Records (LGS-1), supersedes and replaces the CO-2, MU-1, Ml-1, and ED-1 Schedules;
NOW, THEREFORE, BE IT RESOLVED, by the Board of Education of the Yonkers City School District that the Retention and Disposition Schedule for New York Local Government Records (LGS-1) issued pursuant to Section 57-A of the Arts and Cultural Affairs Law, and containing legal minimum retention periods for local governments records, is hereby adopted for use by the Yonkers City School District in legally disposing of valueless records as listed therein.
BE IT FURTHER RESOLVED, that in accordance with Section Article 57-A of the Arts and Cultural Affairs Law:
(a) Only those records that are described in Retention and Disposition Schedule for New York Local Government Records (LGS-1) will be disposed of after they have met the minimum retention periods described therein; and,
(b) Only those records will be disposed of that do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond established legal minimum periods;
BE IT FURTHER RESOLVED that this resolution will take effect immediately.
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Approvals:
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Recommended By:
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Signed By:
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Dr. Edwin M. Quezada - Superintendent of Schools
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Vote Results:
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| Original Motion | Member Gail Burns Moved, Member Abdool H. Jamal seconded to approve the Original motion 'WHEREAS, pursuant to 8 NYCRR Part 185, the Regulations of the Commissioner of Education, the Board of Education of the Yonkers City School District (“Board”) must develop and coordinate a local records management program in accordance with Section 57.25 of the Arts and Cultural Affairs Law; and,
WHEREAS, Section 57.25 of the Arts and Cultural Affairs Law sets forth the duties of the Board regarding the issuance of records retention and disposition schedules; and,
WHEREAS, pursuant to Section 57.25 of the Arts and Cultural Affairs Law, by Board Report Number 89-5-196, Records Retention and Disposition Schedule ED-1 was adopted; and,
WHEREAS, the State Archives has revised and consolidated its local government records retention and disposition schedules and issued a single, comprehensive retention schedule for all types of local governments including, but not limited to City School Districts, on August 1, 2020; and,
WHEREAS, the new schedule, Retention and Disposition Schedule for New York Local Government Records (LGS-1), must be adopted prior to January 1, 2021 to continue to legally destroy records; and,
WHEREAS, the new schedule, Retention and Disposition Schedule for New York Local Government Records (LGS-1), supersedes and replaces the CO-2, MU-1, Ml-1, and ED-1 Schedules;
NOW, THEREFORE, BE IT RESOLVED, by the Board of Education of the Yonkers City School District that the Retention and Disposition Schedule for New York Local Government Records (LGS-1) issued pursuant to Section 57-A of the Arts and Cultural Affairs Law, and containing legal minimum retention periods for local governments records, is hereby adopted for use by the Yonkers City School District in legally disposing of valueless records as listed therein.
BE IT FURTHER RESOLVED, that in accordance with Section Article 57-A of the Arts and Cultural Affairs Law:
(a) Only those records that are described in Retention and Disposition Schedule for New York Local Government Records (LGS-1) will be disposed of after they have met the minimum retention periods described therein; and,
(b) Only those records will be disposed of that do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond established legal minimum periods;
BE IT FURTHER RESOLVED that this resolution will take effect immediately.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 7 Nay: 0. | | The motion Carried 7 - 0 | | | | | Gail Burns | Yes | | Rev. Steve Lopez | Yes | | Judith_Ramos Meier | Yes | | Andrea Brown | Yes | | Kevin Cacace | Yes | | Abdool H. Jamal | Yes | | Dr. Rosalba Corrado Del Vecchio | Yes | |
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