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RES 2016-03 - Board
:TRUCKEEDONNERdPublicUtihtyDistrictflResolutionNo.2016-03_______________\—-AdoptingDistrictWideRetentionSchedulesandAuthorizingDestructionofCertainDistrictRecordsWHEREAS,themaintenanceofnumerousrecordsisexpensive,slowsdocumentretrieval,andisnotnecessaryafteracertainperiodoftimefortheeffectiveandefficientoperationofthegovernmentoftheTruckee-DonnerPublicUtilitiesDistrict;andWHEREAS,CertaincodesoftheStateofCaliforniaprovidesthatthelegislativebodyofaspecialdistrictmayauthorizeatanytimethedestructionordispositionofanyduplicaterecord,paper,ordocument,theoriginalorapermanentphotographicrecordofwhichisinthefilesofanyofficerordepartmentoftheDistrict;andWHEREAS,theDistricthasaproceduretomaintainalistofthetypesofrecordsdestroyedordisposedofthatreasonablyidentifiestheinformationcontainedintherecordsineachcategory;NOW,THEREFORE,THEBOARDOFDIRECTORSOFTHETRUCKEE-DONNERPUBLICUTILITIESDISTRICTDOESRESOLVEASFOLLOWS:Section1.TheBoardofDirectorsfindsthatthedestructionordispositionoftherecordsseriesthathaveexceededtheretentionperiodsassetforthintheRecordsRetentionScheduleExhibitAwillnotadverselyaffectanyinterestoftheDistrictorthepublic.OSection2.Allpreviouslyadoptedresolutionandordinancesrelatedtorecordsretentionsareherebyrescinded.Section3.TherecordsoftheTruckee-DonnerPublicUtilitiesDistrict,assetforthintheRecordsRetentionScheduleExhibitA,attachedheretoandincorporatedhereinbythisreference,areherebyauthorizedtobedestroyedperStatecodeandinaccordancewiththeprovisionofsaidscheduleinaccordancewithDistrictpoliciesandprocedures,andwiththeapprovaloftheGeneralManager,DeputyDistrictClerk,andDistrictCounsel.Section4.WiththeconsentoftheGeneralManager,DeputyDistrictClerk,andDistrictCounsel,updatesareherebyauthorizedtobemadetotheRecordsRetentionSchedulewithoutfurtheractionbytheBoardofDirectors.Section5.Theterm‘records”asusedhereinshallincludedocuments,instructions,books,microforms,electronicfiles,magnetictape,opticalmedia,orpapers;asdefinedbytheCaliforniaPublicRecordsAct.PASSEDANDADOPTEDbytheBoardofDirectorsatameetingdulycalledandheldwithintheDistrictonthetwentiethdayofJanuary,2016bythefollowingrollcallvote:AYES:Directors:Ellis,Bender,Warmerdam,Laliotis,andPresidentAguera.NOES:None.ABSENT:None.MichaelD.Ho1iey,DistrictClerkDISTRICTATTEST: