HomeMy WebLinkAbout941407.tiff CLERK TO THE BOARD
P.O. BOX 758
GREELEY,COLORADO 80632
(303)358-4000 EXT.4225
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COLORADO
January 4, 1994
Mr. Frank M. Canepa
11621 WCR 13
Longmont, CO 80504
Dear Mr. Canepa:
In response to your inquiry dated December 15, 1993, I offer the
following. Per State record retention regulations, taped recordings of
board meetings and hearings should be retained one year plus the current
year. A copy of the policy of the Board of County Commissioners, as
adopted March 24, 1992, is attached for your information. If no legal
action is pending, and both the Director of Planning Services and County
Attorney approve, the tapes are destroyed after that time.
Hearing Certifications (similar to minutes) are completed by the Clerk to
the Board for all land-use hearings held by the Board; however,
transcripts are completed only when requested. The cost of transcription
is $20.00 per hour for actual time spent on the transcription, with a
deposit of three time the clock time of the tape to be transcribed when
the transcription is ordered. The cost is borne by the individual
requesting the transcript. If you wish to order a transcript, please
call. Copies of the Hearing Certification, Resolution, etc. are available
at a charge of $1.25 per page. Any Development Standards or Conditions of
Approval required by the Board are attached and made a part of the
Resolution approving the facility.
If you have further questions regarding this matter, please call at
Extension 4217.
Verx truly your
Carol A. Harding ✓
Deputy Clerk to the Board
CH/ks
cc: Donald D. Warden
941407
ori4 r.,n(7)
ERASURE OF ELECTRONIC TAPES
OF BOARD MEETINGS AND HEARINGS
On March 24, 1992, the Board of County Commissioners approved the following
procedure for disposition of taped recordings of Board meetings and hearings
after being retained one year plus current year, per State record retention
regulations.
1. At the end of each year, Clerk to Board will send a memo to the
County Attorney's Office and the Director of Planning Services to
identify tapes which are scheduled for disposition.
2. County Attorney and Department of Planning Services will list any
specific tapes or hearings which should be permanently retained.
3. Tapes to be retained will be pulled by Clerk to the Board staff, and
a list compiled.
4. Tapes to be destroyed will be sent to the landfill for burial
(through Building & Grounds work order process) .
R:\OPMAE\EECrAPE
10/7/93
December 15, 1993
Ms. Carol Harding
Clerk to the Board
of Weld County Commissioners
P. O. Box 758
Greeley, CO 80632
Ms. Harding:
The purpose of this letter is to confirm the availability of the minutes of the County Commissioners
public hearing held on 08 DEC 93, specifically relating to their approval of the prison facility in
Southwest Weld County.
I should like to have written clarification concerning the status of transcribing the tape recordings of the
meetings in order to ensure that the information is available to the public both now and in the future.
My experiences in this area cause concern since tape recordings of hearings have been lost and/or
damaged in the past. It is critical to the interests of the community that this information be duplicated
in written form so that it may be recovered, reviewed and photocopied at any time in the future.
During the hearing,the developers made very specific statements and commitments relative to the
security of the facility,their willingness to interact with the community relative to prison issues, and
specifically stated that visitors to the facility would be reviewed prior to their visits. It is important that
the minutes be available in a format more permanent and secure than merely copies of the tapes.
I await your reply to this issue, and request a copy of the minutes upon completion of the transcription.
Sincerely,
Frank M. Canepa
11621 WCR 13
Longmont, CO 80504
9Z12 19
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