Municipal Authority

M3 A&B City of Sand Springs Agenda Form Meeting Date:____________ SEP 22 2025 Agenda:_______________ CC & MA Item:____________ Consent Yes Signature Items:__________ Janice L. Almy, City Clerk Presented by:____________________________ Minutes of meetings Subject:____________________ ____________________________________________________ M3 A&B Item #:_____________ Cost:_________BBBB N/A Approval Recommendation:____________________ )LQDQFH5HYLHZ: No Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Requesting approval, denial, amendment, or revision of August 25, 2025 regular City Council & Municipal Authority meeting minutes, and the September 16, 2025 special City Council/Sand Springs Municipal Authority Trust Public Works meeting. Details: $WWDFKPHQWV: CC2025-08-25 regular meeting minutes MA2025-08-25 regular meeting minutes CC/MA2025-09-16 special meeting minutes  MINUTES Sand Springs Municipal Authority August 25, 2025 – Following City Council Sand Springs Municipal Building 100 East Broadway Street – Council Chambers, First Floor Sand Springs, Oklahoma 74063 www.sandspringsok.gov MEMBERS PRESENT: Chairman Jim Spoon (4-0) Vice Chairman Cody Worrell (4-0) Trustee Matt Barnett (3-1) Trustee Mike Burdge (4-0) Trustee Beau Wilson (3-1) Trustee Brian Jackson (4-0) ALSO PRESENT: City Manager Michael S. Carter Assistant City Manager Brad Bates City Attorney David Weatherford Secretary Janice L. Almy ABSENT: Trustee Erik Stuckey (3-1) The Sand Springs Municipal Authority met in regular session on August 25, 2025, in the Council Chambers of the Sand Springs Municipal Building pursuant to the regular meeting notice and agenda filed with the City Clerk’s office and posted at 3:16 p.m. on August 21, 2025, on the display board located at the front entrance of the Sand Springs Municipal Building (City Hall), 100 East Broadway Street, Sand Springs, Oklahoma 74063. 1. Call to Order Chairman Spoon called the meeting to order at the noted time of 6:17 p.m. 2. Roll Call Chairman Spoon called for an individual roll call with members replying in the following manner: Trustee Jackson, here; Trustee Barnett, here; Trustee Stuckey, no response; Chairman Spoon, here; Vice Chairman Worrell, here; Trustee Burdge, here; Trustee Wilson, here. It was noted for the record that Trustee Stuckey left prior to roll call and was absent from said meeting.  MUNICIPAL AUTHORITY MINUTES August 25, 2025 PAGE 2 3. Consent Agenda (A-E) Chairman Spoon informed Trustees that all matters listed under Consent Agenda to be considered by Trustees are to be routine and will be enacted by one motion. Consent Agenda items are vetted through various committees prior to consideration by Trustees. Chairman Spoon noted that questions or clarification on the Consent Agenda items could be addressed prior to taking action. Chairman Spoon inquired if Trustees had questions, needed clarification on the Consent Agenda items, or whether any item needed to be considered separately. There being none, Chairman Spoon called for a motion regarding Consent Agenda Items No. 3A-3E. A motion was made by Trustee Burdge and seconded by Trustee Barnett to approve Consent Agenda Items No. 3A-3E. A) The minutes of the July 21, 2025 regular Sand Springs Municipal Trust Authority meeting. B) The minutes of the August 6, 2025 special (Chamber State of the Dam) City Council/Sand Springs Municipal Trust Authority meeting. C) The minutes of the August 19, 2025 special City Council/Sand Springs Municipal Trust Authority meeting. D) Resolution No. M26-01, a resolution approving the annual renewal of existing sales tax agreements between the City of Sand Springs and Sand Springs Municipal Authority. E) An agreement with Yamaha Golf Car Company for the purchase of eighty- one (81) fleet, six (6) utility, one (1) beverage, and one (1) range utility gasoline powered golf carts. Chairman Spoon called for the vote recorded as follows: Trustee Wilson, yes; Trustee Burdge, yes; Vice Chairman Worrell, yes; Chairman Spoon, yes; Trustee Barnett, yes; Trustee Jackson, yes. The motion carried 6-0-0.  MUNICIPAL AUTHORITY MINUTES August 25, 2025 PAGE 3 4. Resolution No. M26-02 – Airport Hangar Public Works Director Derek Campbell requested Trustees’ approval, denial, amendment, or revision of Resolution No. M26-02, a resolution approving necessary appropriations and budget amendments, authorizing expenditures by the City Manager, and authorizing the City Manager to enter into contracts and agreements related to the airport, and authorizing the signature of all related documents for the acquisition of a large hangar at Sand Springs-Pogue Airport. A motion was made by Trustee Burdge and seconded by Vice Chairman Worrell that Resolution No. M26-02, a resolution approving necessary appropriations and budget amendments, authorizing expenditures by the City Manager, and authorizing the City Manager to enter into contracts and agreements related to the airport, and authorizing the signature of all related documents for the acquisition of a large hangar at Sand Springs-Pogue Airport, as presented, be approved. Chairman Spoon called for the vote recorded as follows: Trustee Jackson, yes; Trustee Barnett, yes; Chairman Spoon, yes; Vice Chairman Worrell, yes; Trustee Burdge, yes; Trustee Wilson, yes. The motion carried 6-0-0. 5. Financial Report The regular monthly Financial Report and Sales Tax and Use Tax updates were provided to Trustees for their review and information. This item was for informational purposes only. 6. Correspondence (A) The following correspondence was provided to Trustees for their review and information. A) Regular monthly bills. This item was for informational purposes only. 7. Adjournment The meeting adjourned at the noted time of 6:22 p.m. _______________________________ Janice L. Almy, Secretary  SPECIAL MEETING MINUTES Sand Springs City Council and Sand Springs Municipal Authority Trust September 16, 2025 – 11:30 a.m. Sand Springs – Spring Lake Municipal Complex 13101 West 46th Street Conference and Breakroom Sand Springs, OK 74063 www.sandspringsok.gov MEMBERS PRESENT: Mayor/Chairman James O. Spoon Vice Mayor/Vice Chairman Cody Worrell Councilor/Trustee Matt Barnett @ 11:34 a.m. Councilor/Trustee Mike Burdge Councilor/Trustee Erik Stuckey Councilor/Trustee Brian Jackson ALSO PRESENT: City Manager Michael S. Carter Assistant City Manager Brad Bates City/Authority Attorney David L. Weatherford City Clerk/Secretary Janice L. Almy ABSENT: Councilor/Trustee Beau Wilson The Sand Springs City Council/Sand Springs Municipal Authority Trust met in special session on September 16, 2025, in the Conference and Breakroom of the Sand Springs Spring Lake Municipal Complex pursuant to the special meeting notice and agenda filed with the City Clerk’s office and posted at 11:05 a.m. on September 11, 2025, on the display board located at the front entrance of the Sand Springs Municipal Building (City Hall), 100 East Broadway Street, Sand Springs, Oklahoma 74063 1. Call to Order Mayor/Chairman Spoon called the meeting to order at the noted time of 11:32 a.m. 2. Roll Call Mayor/Chairman Spoon noted there was a quorum and City Clerk/Secretary Janice L. Almy noted those in attendance for the record. Mayor/Chairman Spoon, present; Vice Mayor/Vice Chairman Worrell, present; Councilor/Trustee Barnett, not present at the time of calling the meeting to order and arrived at the noted time of 11:34 a.m.; Councilor/Trustee Burdge, present; Councilor/Trustee Stuckey, present; Councilor/Trustee Wilson, not present at the time of calling the meeting to order; Councilor/Trustee Jackson, present.  CITY COUNCIL/SAND SPRINGS MUNICIPAL AUTHORITY MINUTES September 16, 2025 PAGE 2 It was noted that Councilor/Trustee Wilson was absent from said meeting. 3. Review of Anticipated Agenda Item(s) for the next meeting (A-E) The subject agenda items were for discussion purposes only by Councilors/Trustees and staff, with no action requested or taken. A) City Manager Michael S. Carter provided an overview of proposed Ordinance No. 1440, an ordinance amending Section 9.12.010 of the Code of Ordinances of the City of Sand Springs, concerning disturbing the peace, loud noise, music, and amplified sound, repealing all ordinances or parts of ordinances in conflict, establishing a penalty, and declaring an emergency. B) Assistant City Manager Brad Bates provided an overview of the proposed Right-of-Way (ROW) Encroachment Agreement for 10 West Broadway Street. C) City Clerk Janice L. Almy provided a brief overview of proposed Resolution Nos. 26-05 and M26-03, resolutions relating to the retention of public records of the City of Sand Springs, Sand Springs Municipal Authority, and related entities. D) GIS and Infrastructure Planning Administrator Chad DuBois provided an overview of a Supplemental and Modification Agreement No. 1, Project Maintenance, Financing, and Right-of-Way Agreement between the City of Sand Springs and the Department of Transportation of the State of Oklahoma, as it relates to the Sand Springs 81st West Avenue Connector Trail project. E) Public Works Director Derek Campbell provided a brief overview of the bids received relating to the Sheffield Crossing Phase 4A – Concrete Box Extension project, City of Sand Springs Project No. R-2502. This item was for informational purposes only. 4. New and Ongoing Projects and Events Discussion – Informational Only (A-L) Council/Trustees and staff discussed the following new and ongoing projects and events: A) No additional updates were provided relating to the trail on Wekiwa Road a/k/a Apple Creek Trail project. B) No additional updates were provided relating to the West 41st Street Overlay – 129 West Avenue to SH-97 project. th  CITY COUNCIL/SAND SPRINGS MUNICIPAL AUTHORITY MINUTES September 16, 2025 PAGE 3 C) Staff Engineer Cody Blair provided a brief update relating to The Trails Residential Subdivision project. D) No additional updates were provided relating to the Highway 51 Sewer Lift Station Pump Replacement project. E) Assistant City Manager Brad Bates provided an update regarding the Animal Welfare Facility project. F) Assistant City Manager Brad Bates provided a brief update regarding the Downtown Streetscape – Phases 2 and 3 project. City Manager Michael S. Carter presented the new holiday banner and The Box District banner and plaque for the Downtown Streetscape area. G) No additional updates were provided relating to the AWOS and Beacon Rehabilitation project. H) No additional updates were provided regarding the 113th West Avenue and 43rd Street 2-inch Water Line Replacement project. I) Parks Project Manager Tyrel Rogers provided a brief update regarding the following items: Sand Springs Sports Fields Grading and Resurfacing project; Page Park project; Dog Park project; parking lots, neighborhood trails, and park maintenance building, as well as the Museum drainage project which falls under the direction of Parks. J) Councilor/Trustee Mike Burdge, Councilor/Trustee Matt Barnett, Vice Mayor/Vice Chairman Worrell, and City Manager Michael S. Carter provided a brief update relating to the City’s rental properties, specifically 205 North McKinley Avenue – the Veterans Center. K) No additional updates were provided regarding street signage. L) No additional updates were provided regarding future agenda items. This item was for informational purposes only. 5. City Manager’s and Council/Trust Members’ Report (A-J) The City Manager and Council/Trust Members provided updates regarding recent and upcoming events and projects, events of interest, and the general operations of the City, as follows: A. No additional updates were provided regarding the Sheffield Crossing development area.  CITY COUNCIL/SAND SPRINGS MUNICIPAL AUTHORITY MINUTES September 16, 2025 PAGE 4 B. No additional updates regarding the South Main development area were available. C. No additional updates regarding the Urban Renewal Plans were provided. D No additional updates relating to OmniTrax and the related Development Area were provided. E. No additional updates relating to the Debris Management Site and Disaster Response Events were provided. F. No additional updates relating to projects relating to City/Municipal Authority Facilities/Properties were provided. G. No additional updates relating to Airport property or operations were available. H. City Manager Michael S. Carter provided a brief update relating to City/Authority infrastructures (water, wastewater, and stormwater) regarding future land use and economic development. I. City Manager Michael S. Carter provided a brief update relating to city streets, drainage, and sidewalks regarding future land use and economic development. J. City Manager Michael S. Carter provided a brief update regarding the training component of Land Use for the October 14, 2025, Council Workshop. This item was for informational purposes only. 6. Adjournment The meeting adjourned at the noted time of 12.48 p.m. ________________________________ Janice L. Almy City Clerk/ Secretary  M3C City of Sand Springs Agenda Form Meeting Date:____________ SEP 22 2025 Agenda:_______________ CC & MA Item:____________ Consent No Signature Items:__________ City Clerk Janice L. Almy Presented by:____________________________ Resolution No. 26-05 and____________________________________________________ Subject:____________________ M26-03 - Records Retention Policy (Updates) M3C Item #:_____________ Cost:_________BBBB N/A Approval Recommendation:____________________ )LQDQFH5HYLHZ: No Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Approval, denial, amendment or revision of Resolution No. 26-05 and M26-03, resolutions relating to the retention of public records of the City of Sand Springs, Sand Springs Municipal Authority, and related entities. Details: The proposed resolution(s) would allow for the update of the City of Sand Springs/Sand Springs Municipal Authority's Records Retention Policy. Proposed changes to the policy were received by the City Clerk's office on or before the September 2, 2025, deadline. The attached spreadsheet includes the various records on file, as well as the following noted changes (highlighted in yellow or red font): Ballots - for the disposal of ballots for the election of Mayor/Vice Mayor Contracts - to include the increased City Manager's spending authority Elections - to separate/distinguish between Charter elections and regular Council, GO Bonds, and misc. elections Insurance Policies - to include the policies, as well as the claims against the policies Resolutions - to include Council, Authority, and other boards and trusts resolutions Payroll Earnings Statements - to distinguish between general and union employees Payroll Time Records - to distinguish between general and union employees Employee Personnel Files - to distinguish between general and fire personnel Employee Training Files - to distinguish between general and fire personnel FMLA - to distinguish retention time between FMLA and FMLA running concurrent with Workers Comp Harassment and Disclosure Surveys - to determine a retention time Hiring Files - to include/add Promotion Files Insurance Policy - to include/add COBRA records Parks Annual Disclosure Forms - to determine a retention time Retirement Plan Records - to determine a retention time and distinguish between 457(b) plans and Pension plan Retirement Pension Records - to determine a retention time for the new pension plan $WWDFKPHQWV: Proposed Resolution(s) No. 26-05 and M26-03 and the 2025 Records Retention Policy spreadsheet  RESOLUTION NO. 26-05 and M26-03 A RESOLUTION RELATING TO THE RETENTION OF PUBLIC RECORDS OF THE CITY OF SAND SPRINGS, SAND SPRINGS MUNICIPAL AUTHORITY, AND RELATED ENTITIES WHEREAS, state statute, 11 O.S. 22-131, provides specific guidance for a number of public records, but allows each local municipality to determine the retention policy for records not specifically regulated by state law; WHEREAS, some electronic records are not currently covered by any state law or city/authority policy and a clear policy in regard to those records is in the best interest of the residents of the City of Sand Springs; WHEREAS, flexibility to determine a retention process for unidentified records will assist with the overall operations of the City and the Sand Springs Municipal Authority and better serve the public. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAND SPRINGS, OKLAHOMA, AND THE TRUSTEES OF THE SAND SPRINGS MUNICIPAL AUTHORITY TRUSTEE, AS FOLLOWS: 1. The attached updated records retention schedule is adopted as the records retention schedule of the City and Municipal Authority. 2. The City Manager is authorized to enact additional policies for any records not listed or regulated by state law to ensure an adequate retention time period. 3. The City Manager is authorized to scan municipal records as originals as authorized by 11 O.S. 22-132, and to retain electronic copies in lieu of paper copies, and the destruction of the paper copy is authorized upon retention of the electronic copy. 4. The City Council and the Sand Springs Municipal Authority exercises the discretion authorized by 51 O.S. 24A.7.A, and further finds that all personnel records of all employees should be maintained as confidential personnel records and should not be publicly disclosed without an affirmative vote to do so by the City Council and Municipal Authority or by a signed release by the employee directing the public disclosure of their confidential personnel records, except those records designated as available for public inspection by the Open Records Act.  5. For all employees of the City and Municipal Authority who report to the City Manager, the City Manager is authorized to establish those procedures that are necessary to protect the confidential nature of personnel records, and to only release records in accordance with state law, the policies of the City and Municipal Authority, and/or the consent of employee, all as determined within the sole discretion of the City Manager. 6. The policies set forth herein shall apply to the Sand Springs Municipal Authority and all other components of municipal government in which records are maintained by the City. This resolution is approved in open meeting of the City Council of the City of Sand Springs and the Trustees of the Sand Springs Municipal Authority on the 22nd day of September, 2025. CITY OF SAND SPRINGS SAND SPRINGS MUNICIPAL AUTHORITY _________________________________ James O. Spoon, Mayor/Chairman ATTEST: __________________________________ Janice L. Almy, City Clerk/Secretary APPROVED AS TO FORM: ____________________________________ David L. Weatherford, City/Authority Attorney  2024 Record Retention Policy RETENTION TIME/STORAGE DEPARTMENT DESCRIPTION LOCATION CITATION Action Center Records - Complaints (work orders) regarding service All Departments and requests for service. 2 years Contracts totaling $5,000 and below - Contracts $5,000 and below Term of the contract plus five (5) years may be signed by Department Head; said department responsible for from the last transaction date; stored in All Departments retention and storage of contract departmental files Open Records Act Electronic Mail and Text Messages, Electronic Audio Files and Browsing History - Including any message or electronic message sent or received by a public official or employee using a city email account or electronic device paid by public funds, or while created while on duty with the city, may be deleted upon receipt unless May be deleted upon receipt unless All Departments required to be maintained by state law. required to be maintained by state law City of Sand Springs, Resolution No. 19-33 Policy and Procedure and/or Training Manuals - Internal rules and regulations of the municipality sometimes separated by department. May include step-by-step procedures used as training manual for Indefinite until replacement by new policy; All Departments job. stored in departmental files Current Practice Press Releases - All official news or press releases issued by the May be deleted upon publishing unless All Departments municipality. required to be maintained by State law Current Practice Social Media - Including but not limited to Facebook, LinkedIn, Twitter, Instagram or other similar platforms, any post, content, message or comment initiated on behalf of the City is authorized to be removed, destroyed and not retained after one (1) day. The City is not responsible for maintaining posts, comments or messages by All Departments any person not affiliated with the City 1 day/On the hosted platform City of Sand Springs, Resolution No. 19-33 Voice Mail - Messages recorded on the city phone system may be May be deleted upon receipt unless All Departments deleted upon receipt unless required to be maintained by state law. required to be maintained by state law City of Sand Springs, Resolution No. 19-33 Page 1  2024 Record Retention Policy Website Content - Any content hosted on websites owned and Any website material removed from any All Departments managed by the City. City website may be deleted upon removal. Current Practice Animal Bite Records - Includes date, investigating officer, type of animal, animal's history and owner if known, name and address of victim, including parent or guardian, location of wounds(s), treatment, location and results of rabies quarantine observations, Animal Control and disposition of animal. Permanent 11 O. S. § 22-131 (A)(3) Animal Control Records/Animal Adoption Records - To be kept by Animal Control Animal Control. Permanent 11 O. S. § 22-131 (A)(3) Animal Cruelty/Abuse Reports - Officers investigative report detailing abuse/cruelty, findings, veterinary reports, animal description, owner information, follow-ups, pertinent dates, Animal Control adjudication, and judicial order for destroy/release. Permanent 11 O. S. § 22-131 (A)(3) City Clerk Abstracts - Abstracts for City owned real estate. Permanent/Vault Accident Reports Involving City Property - Report documenting damage to city property, date and time of accident, and a complete narrative regarding circumstances, name of principals, witnesses and 5 years or until litigation is concluded; 2 CONFIDENTIAL 12 O.S. § 95; 47 O.S. § 10-117; 51 City Clerk addresses. years after termination of employment O.S. § 24A.7; 51 O.S. § 24A.8B Accident Reports Involving City Vehicles - Records documenting 5 years or until litigation is concluded; 2 CONFIDENTIAL 12 O.S. § 95; 47 O.S. § 10-117; 51 City Clerk traffic accidents involving City-owned vehicles. years after termination of employment O.S. § 24A.7; 51 O.S. § 24A.8B Accident Reports Involving Personal Injury - Reports describing injury accidents involving City employees, excluding vehicular incidents. May include copies of Workers' Compensation claims 5 years or until litigation is concluded; 2 CONFIDENTIAL 12 O.S. § 95; 47 O.S. § 10-117; 51 City Clerk (Official Injury Report). years after termination of employment O.S. § 24A.7; 51 O.S. § 24A.8B Page 2  2024 Record Retention Policy Accident Reports Involving Private Vehicles and City Property - Record of damage and loss sustained by employee negligence and/or defective equipment, where private vehicles are involved in collision 5 years or until litigation is concluded; 2 CONFIDENTIAL 12 O.S. § 95; 47 O.S. § 10-117; 51 City Clerk with City property. years after termination of employment O.S. § 24A.7; 51 O.S. § 24A.8B City Clerk Agendas - Agendas for Public Meetings. Permanent/Vault and electronic folder 41 O.S. § 24A et seq. City Clerk Annual Meeting Schedules - Schedules for all City Boards/Trusts. Permanent/Vault and electronic folder 51 O. S § 24A et seq. Audio Tapes, Video, and/or Electronic Recordings - Tapes of Public 10 days from minutes approval/Audio tape City Clerk Meetings. file City Policy CAP12-001 City Clerk Ballots - Election of Mayor/Vice Mayor 30 days Amended Resolution No. 25-17 Bids - Capital Improvements - Includes bids, bid price, name of bidder and cost of capital improvement project. Also may include copy of advertisement services or memorandum requesting bidders, and specifications. Informal bidding information is similar; all quotes City Clerk should be documented. 5 years from bid opening 11 O. S. § 22-131 (A)(3); 61 O. S. § 112 City Clerk Bonds - Employees and elected officials. Forfeit upon resignation or termination/Vau 11 O. S. § 22-131 (A)(3) City Clerk Budget - Adopted. Permanent/Vault 11 O.S. § 17-205 Campaign Contributions and Expenditure Reports - Reports for City Clerk Council elections/Council candidates. 5 years from the election year/Vault 51 O.S. § 301-325 Claims - Damage and injury claims against the City pursuant to the City Clerk GTCA. 5 years following conclusion of litigation 51 O. S. §§ 151 et seq. 11 O. S. § 22-131 (A)(3) Code of Ordinances - Including municipal codes, rules and City Clerk regulations. Permanent/Vault 11 O. S. §14-108 (B) Contracts - Contracts totaling $5,001 to $50,000 Contracts $5,001 to $50,000 may be signed by the City Manager; City Clerk responsible Term of the contract plus five (5) years City Clerk for retention and storage of contract. from the last transaction date/vault 12 O.S. 22-131(A)(3) Contracts - Contracts totaling $50,001 and above Contracts $50,001 and above must be approved by a vote of the City Council or Municipal Authority; City Clerk responsible for retention and storage Term of the contract plus five (5) years City Clerk of contract. from the last transaction date/vault 12 O.S. 22-131(A)(3) City Council Handbook - A reference tool for elected officials, Most recent/current version kept on file in City Clerk providing essential information on the operations of the City. the office of the City Clerk Current Practice Page 3  2024 Record Retention Policy Damage & Loss Report (Claims Management for City Property) - Record of damage and loss sustained by City, including but not limited to, theft, arson, vandalism, employee negligence, defective equipment, damage to structures and building, money and security City Clerk losses, vehicle accidents involving citizens and City-owned property. 5 years from close-out of claim/Vault 11 O.S. § 22-131 (A)(3) 5 years from the election certified 11 O.S. 22-131(A)(3) allows for five years for regular City Clerk Elections - City Council, General Obligation Bonds, etc. results/Vault election records; 11 O.S. 22-131(B) 12 O.S. 22-131(A)(3) allows for five years for regular City Clerk Elections - Charter Amendments Permanent election records; 11 O.S. 22-131(B) City Clerk Guidelines - Guidelines for committee meetings. Disposal after said committee meeting Current Practice 5 years following the end of the calendar City Clerk Insurance Policies - Property, General Liability, year the year covered Current Practice (Claims 11 O.S. 22-131(A)(3) Leases & Agreements - Signed leases and agreements with parties providing city services or having other legal relationships with the 5 years from end of FY in which final City Clerk City. payment was made or project accepted 11 O. S. § 22-131 (A)(3) Minutes - Minutes for public meetings if required by Open Meeting City Clerk Act. Permanent/Vault 51 O.S. §§ 24 A.1 et seq. City Clerk Oaths - Oaths for elected officials and appointed board members. Term of office/Vault 51 O. S §§ 24 A.1 et seq. Ordinances - Ordinances includes ordinance number, title, text, passage date, signatures, proof of publication, and any associated City Clerk documents. Permanent/Vault 51 O. S. §§ 24 A.1 et seq. City Clerk Petition (Miscellaneous). 2 years from litigation concluded/Vault 11 O.S. § 22-131(A)(2) Disposal after completion and/or City Clerk Proclamations - Official proclamations issued by the Mayor. presentation Current Practice Public Affidavits - Original, notarized affidavit showing proof of City Clerk publication in a local newspaper of general circulation. Permanent - filed with Ordinances/Vault Current Practice Request for Records - Written requests for records per the City Clerk Oklahoma Open Records Act 1 year Current Practice Real Estate Purchase Contracts - Including warranty deed, City Clerk easement, and contract for purchase. Permanent/Vault Current Practice Page 4  2024 Record Retention Policy City Clerk Resolutions - City, Municipal Authority, other boards and trusts Permanent/Vault Current Practice Complaint Files - Citizen's comments about services, maintenance, 2 years unless a Tort Claim is filed or City Manager repairs, etc. Litigation is initiated. CONFIDENTIAL 11 O. S. § 22-121 (A)(3) City Policies - Rules and regulations of the governing body or City City Manager management. Permanent 51 O. S. § 24 A et seq. Court Clerk Expunged Court Records Permanent CONFIDENTIAL 5 years - DUI; 5 years other. Following Court Clerk Municipal Court - Misdemeanor Criminal Convictions disposition. Permanent electronic. 20 O.S. § 1005.6; O.S. § 22-131 (A)(3) Court Clerk Bail Bonds & Surety 5 years. Permanent electronic. 11 O.S. § 22-131 (A)(3) Municipal Court Records - Municipal Court records consist of 5 years or until litigation is final, whichever Court Clerk misdemeanor offenses, traffic violations, and juvenile records. is greater. Permanent electronic. PARTIALLY CONFIDENTIAL 11 O.S. § 22-131 (A)(3) 5 years or until litigation is concluded, whichever is greater. Permanent Court Clerk Municipal Court - Traffic Citations electronic. 11 O.S. § 22-131 (A)(3) Arrest Warrant Register - List of arrest warrants in chronological Court Clerk order by date and time filed. Permanent Current Practice Arrest Warrants - Arrest Warrants signed by the judge directing an Court Clerk officer to arrest and deliver the defendant to court. 2 years 11 O.S. § 22-131 (A)(2) Bids - Includes bid tabulation, bid price, percentage rates, periods of pay, name of bidder and cost. May include copy of advertisement services or memorandum requesting bidders, specifications. Quote information is similar but may be obtained by telephone; all quotes 5 years following the end of fiscal year in Engineering should be documented. which submitted 11 O. S. § 22-131 (A)(3) Page 5  2024 Record Retention Policy Blueprints-City Property - Includes as-built engineering drawings and Engineering blueprints of all facilities owned or managed by the City. Permanent Current Practice 11 O. S. § 22-131 (A) Building Plans-City Property - Includes plans and specifications for Engineering City buildings. Permanent 11 O. S. § 22-131 (A) Maps (Emergency Equipment, Traffic Lights, etc.) - Includes maps of streets maintained for reference regarding placement of fire Engineering hydrants, traffic lights, locations, etc. Permanent until superseded 11 O. S. § 22-131 Plans - Comprehensive, neighborhood, and master plans adopted by Engineering the governing body. Permanent Current Practice Proposals - Includes requests for proposals, notice, proposal submittal statements, committee recommendations, and Engineering memorandums. 5 years from proposal opening 11 O. S. § 22-131 (A)(3) Street Improvements Files - Files include bids, advertisements, contracts, and assessment of property owners for street improvements. May also include resolutions and engineering Engineering reports. 15 years 11 O. S. § 22-131 (A)(5) Technical Submissions All signed and sealed including supporting documentation prepared by in-house professional engineers or land Engineering surveyors. 10 years after date of preparation 59 § 475.15.D Engineering Water Line/Sanitary Sewer Maps. Permanent until superseded 11 O.S. § 22-131 Environmental Compliance Water Quality Reports 12 years Current Practice Accounts Payable Files Includes records to pay the City's bills. Files often consist of check copy, invoice, purchase order, receiving reports and requisition. May include correspondence with vendors Finance and departmental officials and computer printouts. 5 years 11 O. S. § 22-131(A)(3) Page 6  2024 Record Retention Policy Audit Reports Reports prepared by external auditors examining and verifying the City's financial activities. Audit investigating reports and annual financial statements may be included. Used for fiscal Finance analysis and evaluation. Permanent - kept in rolling files on site Current Practice 11 O. S. § 17-105 Finance Bank Statements/Recon Files 5 years Current Practice Bonds, General Obligation Issue Records relating to the financing of Finance municipal projects through bonded indebtedness. Length of Bond plus 5 years 11 O. S. § 22-131(A)(4) 11 O. S. §22-131 (A)(3) IRS Bond Compliance Bonds, Maintenance, Bid Performance, and Surety Capital 5 years after maintenance bond expires (If Regulations; IRS Code §6001 and §6001-1(a) of the Finance improvement and private projects. bond proceeds, life of bond plus 3 years) Regulations Finance Budget, Adopted. Permanent/Vault 11 O. S. § 17-205 Finance Budget Amendments Permanent/Finance files 12 O.S. § 17-205 Budget Amendments Records documenting Council's approval for the transfer of or supplemental appropriation to departmental Permanent - 5 FY books kept in rolling file Finance monies during the fiscal year. on site 11 O. S. § 17-205 Canceled Checks Records of the daily transactions showing deposits and withdrawals of all accounts or funds. Includes the original Finance canceled checks, bank statements, and account reconciliation. 5 years 11 O. S. § 22-131(A)(3) Certificates of Deposit, T-Bills Records relating to original financial instruments executed to invest City funds. Records state amount of Finance certificate or treasury bill, term and rate of interest. 5 years Current Practice Check Registers Books containing a chronological or numerical listing Finance of all checks or warrants drawn on City accounts. 5 years 11 O. S. § 22-131(A)(4) Daily Cash Report File A record of cash balances, receipt and Finance disbursements completed during the day. 5 years 11 O. S. § 22-131(A)(4) Financial Statements Financial data reflecting the general fiscal position of the City. Includes monthly statements recording monies allocated and spent against revenues from various sources. May Finance also include quarterly, semiannual, and annual reports. 5 years 11 O. S. § 22-131(A)(4) Page 7  2024 Record Retention Policy Fixed Asset Inventory Lists List of City's personal property inventory Finance file. 5 years 11 O. S. § 22-131(A)(4) Grant Accounting File Documentation for each State or Federal grant project. Includes monthly expenses and requests for payment, check copies, copy of grant applications, financial status reports, advance reports, special audit and bookkeeping requirement instructions, and other working papers accumulated in the process 3 years unless superseded by Federal of preparing accounting information to meet State and Federal statute or regulation or until a disputed Finance regulations. matter is resolved 11 O. S. § 22-131(A)(3) Grant-In-Aid Files (State, Federal) each city must check with the 3 years unless superseded by federal administering government agency for the retention requirements for statute or regulation or until a disputed Finance specific programs. matter is resolved 11 O. S. § 22-131(A)(3) Journal Entries/Journal Vouchers Files consist of adjustments to financial accounts showing the debits and credits, reason for Finance adjustment, date amount. 5 years 11 O. S. § 22-131(A)(4) Ledgers & Journals Accounts containing a summary of receipts and Finance disbursement by account fund. 5 years 11 O. S. § 22-131(A)(4) Payroll Bank Statements/Reconciliations, Payroll Checks, Cancelled Checks Bank statements showing electronic deposits and cancelled payroll checks for receipts of wages, vacation pay, or other Finance payments for services rendered. 5 years 11 O. S. § 22-131(A)(3) Payroll Earnings Statement Includes employee's name, address, 5 Years-General Employees, hours worked, gross pay, withholdings, social security number, net Union Employees (Police & Fire) Finance pay, and deduction. Indefinitely 11 O. S. § 22-131(A)(3) Payroll Time Records Includes employee's name, department, 5 Years-General Employees, amount and type of leave time, compensatory time, and including Union Employees (Police & Fire) Finance overtime records. Indefinitely 20 CFR § 516 Finance Petty Cash Records 5 years 11 O. S. § 17-102 11 O. S. § 22-131(A)(3) Purchase Order File Usually consists of purchase orders, invoices, documenting number, date, department, description, and quality of 5 years after termination of purchase order Finance item, account number, unit price, amount, and signature or agreement, whichever is later Page 8  2024 Record Retention Policy Refund File Records documents the issuance of a refund to the payee for the overpayment, incorrect billing, etc. for services, Finance permits, or licenses. 5 years 11 O. S. § 22-131(A)(3) Rental Schedules Files consisting of contract agreements with parties providing city services or having other legal relationships with Finance the City, including options to purchase property. 5 years after expiration 11 O. S. § 22-131(A)(3) Finance Sinking Fund 10 years 11 O. S. § 22-131(A)(4) Special Assessment Files Files used to account for paving, water, and sewer improvement districts funds. They verify revenue Finance contributions from citizens. 15 years 11 O. S. § 22-131(A)(5) Finance Surplus List City-owned property declared surplus. 10 years 11 O. S. § 22-131 (A)(4) Finance Surplus Records for City owned assets. 5 years/Finance files 11 O. S. § 22-131(A)(4) Finance Tax Increment Districts Permanent 11 O.S. §22-131 (B) Travel Expense Reimbursement File Consists of employee expense report, expense receipts, check vouchers, authorizations to pay, and other supporting papers necessary to document expenses incurred for employee travel. Includes mileage reimbursements to City Finance employees or officials. 5 years 11 O. S. § 22-131(A)(3) Finance Trustee Indentures Record establishing the various City trusts. Permanent Current Practice Finance Utility Accounts Receivable 2 years Current Practice Finance Utility Billing Ledger 2 years Current Practice Finance Utility Cash Receipts 2 years Current Practice Utility Customer Account File Records show billing, and payment history of all customers using City utilities. Information includes customer name and address, consumption, billing and payment history. May also include list of customers who have changed Finance addresses, bills owed, cash stubs, and booking listings. 2 years after close of account 11 O. S. § 22-131(A)(3) Page 9  2024 Record Retention Policy Arson Reports Report containing all investigative information Fire relating to a fire. Permanent PARTIALLY CONFIDENTIAL Current Practice Fire Fire Hydrant Hydrostatic Test Records Permanent 29 CFR § 1910.157 (f)(16) Fire Incident Run Reports & Non-Fire Emergency Report Files Records from incidents which the Fire Department responds. Fire, EMS, and Hazardous Materials incidents, service calls, false alarms, Fire natural condition (i.e. flood, lightning strike, earthquake, etc.). Permanent Current Practice Hazardous Materials Accident Report Reports pertaining to the Fire spilling or combustion of hazardous chemicals or other materials. Permanent FEMA Current Practice Training Files Official training records of all employees who receive 5 years upon termination of employment. Fire training, whether on or off the job. Electronically archived. Current Practice Maintenance Records All maintenance records pertaining to City- 10 years-buildings; 5 years-personal Fleet & Facilities owned and operated real and personal property. property 11 O. S. § 22-131(A)(3) Fleet & Facilities Fuel Usage Records Records of the fuel usage of each fleet vehicle. 5 years 11 O. S. § 22-131(A)(3) CONFIDENTIAL 12 O.S. § 95; 47 O.S. § 10-117; 51 O.S. Human Resources Accident/Incident Reports including Property Damage Close Date + 5 years § 24A.7; 51 O.S. § 24A.8B; OSHA 3 years; may be permanently archived for Human Resources Collective Bargaining Agreements historical purposes DOL Human Resources DOT Records Drug and alcohol testing 5 years 49 CFR Part 40 §40.333 Human Resources Employee Background Investigation Termination + 1 year Current Practice Employee Personnel Files (General and Fire) Including personnel Human Resources actions and evaluations Termination + 3 years Current Practice; Part 1602, under Title VII (§1602.14) Employee Training Files (General and Fire) Transcripts, Human Resources Certifications, Licenses, etc. Termination + 3 years Current Practice Human Resources Equal Employment Opportunity - EEO-4 Reports 3 years 29 CFR §1602.32 Page 10  2024 Record Retention Policy Exposure Medical Records Results of exposure to chemicals, noise, infectious disease, harmful physical agent, or toxic substance as CONFIDENTIAL 29 CFR § 1910.1020 (c)(5); Current Human Resources defined by OSHA. Duration of employment + 30 years Practice Human Resources Fair Labor Standards Act (FLSA) Documentation No less than 3 years DOL No less than 3 years; or 5 years following the end of the calendar year the records cover if FMLA ran concurrent with Workers Human Resources Family Medical Leave Act (FMLA) Compensation CONFIDENTIAL 29 CFR § 825.500; DOL Human Resources Harassment and Disclosure Surveys 5 years Current Policy Title VII of the Civil Rights Act, the Americans with Disabilities Act, the Genetic Information Nondiscrimination Act and the Age Discrimination in Human Resources Hiring Files and Promotion Files Close date + 1 year Employment Act (ADEA) 3 years after date of hire or 1 year after Human Resources I-9 Verification of Right to Work termination, whichever is later USCIS Full period of the plan + 3 years after Human Resources Insurance Policy Files Including COBRA records termination Current Practice Human Resources Interest Arbitration Awards Permanent Current Practice Human Resources Job Descriptions Until superseded C29 CFR § 16-2.31; Current Practice 5 years following the end of the calendar Human Resources OSHA 300/300A Log detailing workplace injuries and illnesses year the records cover DOL; OSHA Parks Annual disclosure Forms for Employees and Volunteers (Sex Human Resources Offenders/Vilent Crime) 5 years Current Practice Until superseded; former policies and procedures may be kept up to 3 years for Human Resources Personnel Policies & Procedures reference purposes only Current Practice Human Resources Police Personnel Files Including background, discipline, training, etc. Permanent electronic archive Current Practice Retirement Plan Records Plan documents and any recent Human Resources amendments related to 457(b) plans. Permanent archive Current Practice Page 11  2024 Record Retention Policy Retirement pension Records initial employee enrollment records for OPPRS & OFPRS (Retirement Fund correspondence related to the Employee), and OkMRF DB Plan (Form D.B. 110 enrollment & Human Resources beneficiary form) Permanent archive Current Practice 5 years following the end of the calendar Human Resources Workers' Compensation Documents and Files year the records cover DOL; OSHA Legal Civil Litigation Case Files 5 years following conclusion of litigation CONFIDENTIAL 11 O. S. § 22-131 (A)(3) Claims Damage and injury claims against the city pursuant to the Legal GTCA. 5 years following conclusion of litigation 51 O. S. §§ 151 et seq.; 11 O. S. § 22-131 (A)(3) Confidential Reports All documents that are deemed confidential in accordance with the Oklahoma Open Records Act or State and 5 years or until litigation is concluded. Legal Federal law. Police may be permanent. 51 O. S. §§ 24 A.1 et seq Legal Options Contains copies of legal opinions and memoranda 5 years or until the legal matter is Legal prepared by the City Attorney concluded. CONFIDENTIAL Current Practice Legal Open Records Request 1 year. Current Practice Blasting Permits Permits bought in order to complete work authorized by customers. Includes date, permit number, name of party whom issued, location , fee, owner, agent, tenant, and work description. May also include inspection data, notes of compliance, Neighborhood Services and inspector's name. 5 years 11 O.S. § 21-131 (A)(3) Neighborhood Services Building Code Inspection/Enforcement 5 years 11 O.S. § 22-131 (A)(3) Page 12  2024 Record Retention Policy Building Permit Records Includes applications from property owners to erect new structures or make modifications to existing structures. Applications contain personal information of owner, name of contractor, location of building; type and cost of building, zoning information; topographical compliance data and the municipal permit allowing the construction. May include required inspections prior to issuance of business permits such as foundation, frame, and final inspections, with data remarks and signatures of inspectors; Neighborhood Services denial appeals; and certificate of occupancy. 5 years 11 O.S. § 22-131 (A)(3) Neighborhood Services House Number Lots List of current streets and house numbers. Permanent Current Practice Inspection Services Records pertaining to building, plumbing, mechanical, electrical, safety inspection records, electrical devices, lifting and hoisting devices, construction sites, permits, refuse, Neighborhood Services water, sanitary sewer, and storm sewer. 5 years 11 O.S. § 22-131 (A)(3) Landfill Permits May include application, insurance, regulations, and Neighborhood Services reports of local, state, or federal agencies. 5 years 27A §§ 2-10-901 et seq. - 11 O.S. § 22-131 (A)(3) Licenses Applications All occupational licenses issued by the City Neighborhood Services such as kennel, auctioneer, barterer, food handler, electrical, etc. 5 years 11 O. S. § 22-131 (A) (3) Nuisance Abatement Files Records relating to weed, trash, graffiti, Neighborhood Services inoperable vehicles on private property. 5 years 11 O. S. § 22-131 (A) (3) Nuisance Abatements of Private Properties Records relating to the demolition and boarding of buildings deemed unfit for human Neighborhood Services habitation. 5 years 11 O. S. § 22-131 (A) (3) Permits All permits issued by the City such as electrical, plumbing, Neighborhood Services gas fitters, building, and elevator. 5 years 11 O. S. § 22-131 (A) (3) Neighborhood Services Sign & Banner Permits 5 years 11 O. S. § 22-131 (A) (3) Neighborhood Services Special Assessment Letters Requests and generated invoices only. 2 years/electronic files Current Practice Page 13  2024 Record Retention Policy Event Files Records relating to the leasing of municipal facilities to Parks various groups. 1 year after expiration 51 O. S. §§ 151 et seq. Keystone Ancient Forest Ambassador Handbook Handbook Parks provided to all new guides. Updated annually as needed Current Practice Parks & Recreation Fee Collection Records Listing of all rental or Parks deposit fees for use of City facilities. 3 years - REC-PRO Server 11 O. S. § 22-131(A)(4) and current practice Parks Volunteer Disclosure Forms Background checks Conclusion of active participation + 3 years Current Practice Garnishment Files Summary of garnishment with names of defendant and plaintiff and signed by the employee and form Payroll documenting the amount withheld from the employees wages. 5 years or until pay out of garnishment 11 O. S. § 22-131(A)(3) Annexation Records Used to annex/de-annex property in/out of city boundaries. Files usually contain citizens petitions, correspondence, 5 years; digital copies may substitute for maps, and official annexation/de-annexation action (does not hard copies being located in the Planning Planning include ordinance). Department after 5 years. 11 O.S. § 21-112 Permanent - kept in file cabinets in Planning Department or in offsite storage; Application Files Includes BOA (Variances & Special Exceptions) and digital copies may substitute for hard Planning Commission Files (Lot-Splits, Lot-Combos, Plats, Rezonings, copies being located in the Planning Planning etc.). Department after 5 years. Current Practice Maps & Plans General reference maps of City development areas. Planning Shows existing zoning. Permanent until superseded 11 O.S. § 22-131 Permanent - kept by the City Clerk's office; Minutes & Agendas Includes Planning Commission, Board of Planning staff keeps digital copies after 5 Planning Adjustment, and Sand Springs Development Authority. years Current Practice; 51 O.S. §§ 24.A.1.et sequ. Page 14  2024 Record Retention Policy Permanent - kept in Planning Department Plats Includes Plat Books of 8 1/2 x 11 copies of Plats; and large filed in Plat Map drawers and Plat Map books; Planning copies of newer Plats. also keep a digital copy Current Practice 5 years for all audio after July 1, 2019; 90 Police 911 Audio days for all prior audio Current Practice 5 years or until litigation is concluded; Police Abandoned Vehicle Records original to DPS 11 O.S. § 22-131 (A)(3) Accident Reports (Police) All reports, investigations, diagrams and 10 years or until litigation is concluded; Police statements involving accidents and incidents. original to DPS 47 O.S.§ 10-117; 51 O.S.§ 24A.8B Arrest, Booking & Jail Files, Reports, and Photos Includes a summary of daily, monthly and yearly totals of arrests within the Police City. 10 years - paper Current Practice Arson Reports Reports containing all investigative information Police relating to a fire. Permanent PARTIALLY CONFIDENTIAL Current Practice 5 years for all video after January 1, 2020; Police Body Cam Video 90 days for all video prior Current Practice Breath Test Intoxillizer Records Includes inspections, verifications, 5 years or until litigation is concluded; EPS Rules of the Board of Tests; OAC 40:30-1-3€; 11 Police and maintenance records for intoxillizer machine. original to DPS. O.S. § 22-131 (A) Breath Test Reports Includes photosynthesis reports stating the name, date, case number, time of test, testing officer, permit number, witness, instrument, serial number, and test results. May 5 years or until litigation is concluded; EPS Rules of the Board of Tests; OAC 40:30-1-3€; 11 Police also include a log of tests given. original to DPS. O.S. § 22-131 (A) Police Building Video 30 days Current Practice Confiscated Evidence Records Logs of all confiscated evidence, listing date received, movement, collecting investigator, description Police of item, disposition, and signature of all handling parties. 10 years after case is resolved. Current Practice Page 15  2024 Record Retention Policy Impounded Vehicle Reports Report used to record the impoundment and release of vehicles. Also a computer generated report of all impounded vehicles over the previous 24-hour period, 5 years or until litigation is concluded via Police which is forwarded to the State as per State Law. teletype to DPS 11 O.S. § 22-131 (A)(3) Incident Reports A report containing pertinent information concerning a particular incident or crime or all reports containing information concerning a criminal investigation or incident. May be Police handwritten or computer generated 10 years Current Practice Case file 5 years. Summary - Permanent. Internal Investigations Investigations by Personnel Department or 10 years if findings are unfounded. Police any other department regarding personnel conduct. Permanent otherwise. CONFIDENTIAL 51 O. S. § 24A.7 Police Monthly Activity Report - Police 3 years Current Practice Radio Dispatch Log Computer-aided dispatch printout of a specific call or the line item summary of all calls for a specific time and/or Police place. 3 years; permanent electronic. 12 O.S. § 95 Teletype Administrative messages containing information that the Police Department received and disseminates to various law Police enforcement agencies through the teletype. Immediate (original with DPS) Current Practice Training Files Official training records of all employees who receive 5 years upon termination of employment. Police training, whether on or off the job. Electronically archived. Current Practice Incident Based Reporting (IBR) Monthly and yearly reports complied for all reported crime in Sand Springs. The report is forwarded to Police OSBI for the inclusion in the State report to the FBI. 5 years; permanent electronic 11 O.S. § 22-131 (A)(3); Current Practice Page 16  2024 Record Retention Policy Bids Includes bid tabulation, bid price, percentage rates, periods of pay, name of bidder, and cost. May include copy of advertisement services or memorandum requesting bidders, specifications. Quote information is similar but may be obtained by telephone; all quotes 5 years following the end of fiscal year in Public Works should be documented. which submitted 11 O.S. § 22-131 (A)(3) Manufacturer/Product Information Documents Including load tests, Duration of use and ownership of Public Works repair documents, etc. for listing devices (cranes, slings, etc.). equipment 29 CFR § 1910.179(k) Plans Comprehensive, neighborhood, and master plans adopted by Public Works the governing body. Permanent Current Practice Proposals Includes requests for proposals, notice, proposal submittal Public Works statements, committee recommendations, and memorandums. 5 years from proposal opening 11 O.S. § 22-131 (A)(3) Public Works Sewer Line Maps Permanent Current Practice Sewage Treatment Applications & Permits Wastewater treatment reports filed with state and federal agencies monitoring the City's Public Works compliance with government regulations. 10 years Current Practice Sewage Treatment Monitoring Reports Contains records used to monitor and report on the operations of the City sewage treatment plant and sewage treatment, including lab reports, and amounts of Public Works waste processed by the system. 3 years 40 CFR 122.41 (j)(2) Titles & Other Ownership Information to Vehicles & Equipment Includes certificates of titles to City-owned motor vehicles and Public Works equipment providing proof of ownership. Until replaced Current Practice Traffic & Signal Studies May include product literature and studies related to traffic, such as drawings of traffic controllers, drawings of intersections, traffic signals, and timing progressions. May also Public Works include turning count totals used for studies of traffic flow. 5 years Current Practice Public Works Wastewater Monthly Operating Reports 10 years Current Practice Page 17  2024 Record Retention Policy Wastewater Treatment Sludge Compliance Reports Treatment reports filed with state and federal agencies monitoring the City's compliance with government regulations. Includes applications, permits, for solid water and sewer lagoons, including lab report, and Public Works amounts of sludge processed by the system. 5 years 40 CFR 503.17 (a) Water Treatment Applications Water treatment reports filed with Public Works State and Federal agencies monitoring the City's compliance. MOR's Permanent Current Practice Public Works All Water Quality Reports 12 years Current Practice Water Treatment Monitoring Records Lab reports, water reports, Public Works samples. 10 years 40 CFR 141.33 Damage & Loss Report (Claims Management for City Property) Record of damage and loss sustained by City, including but not limited to, theft, arson, vandalism, employee negligence, defective equipment, damage to structures and building, money and security Risk Management losses, vehicle accidents involving citizens and City-owned property. 5 years 11 O.S. § 22-131 (A)(3) Risk Management FEMA Federal Emergency Management Agency Permanent FEMA Insurance Policy File Copies of all insurance policies, signed agreements, claims, and documents related to coverage for city Risk Management employee, city officials, and city property. Permanent 12 O. S § 95 (1); Current Practice Risk Management Interest Arbitration Awards Permanent 11 O. S. Chapters 49 & 50 Safety, Environmental & Health Inspection & Consultation All City Risk Management facilities and work sites; contractor procedures; UST's and AGT's, Permanent Current Practice Risk Management (Safety Program Safety Training Records Employee listing of safety training attended Administrator) in Risk Management Length of Employment + 3 years OSHA; Current Practice Risk Management Trust Indenture Record establishing the various City trusts. Permanent Current Practice Page 18  2024 Record Retention Policy Sewage Treatment Applications & Permits Wastewater treatment reports filed with state and federal agencies monitoring the City's Wastewater Treatment compliance with government regulations. 10 years Current Practice Sewage Treatment Monitoring Reports Contains records used to monitor and report on the operations of the City sewage treatment plan and sewage treatment, including lab reports, and amounts of Wastewater Treatment waste processed by the system. 3 years 40 CFR 122.41 (j)(2) Wastewater Treatment Wastewater Monthly Operating Reports 10 years Current Practice Water Treatment Applications Water treatment reports filed with Water Treatment State and Federal agencies monitoring the City's compliance. MOR's Permanent Current Practice Water Treatment Monitoring Records Lab reports, water reports, Water Treatment and samples. 10 years 40 CFR 141.33 Page 19