Title
Consideration of and action on an ordinance to amend Section 2-223 of the City of Deer Park’s Code of Ordinances-Records Management Policy to include a records management process for federal grants.
Body
Summary:
The Records Management Program section of the City of Deer Park’s Code of Ordinances needs to be updated to include processes for record retention for U.S. Treasury’s ARPA compliance requirements (2 CFR §200.334-337) for federal grant records in order to close out the ARPA grant. The policy is located in Article VI - Public Records, Division 2 - Records Management Program, Chapter 2 Administration, Section 2-223 - Policy.
The policy has been amended to include the following language:
For all projects funded in whole or in part with federal ARPA (American Rescue Plan Act) funds, the City shall retain all financial, programmatic, procurement, and compliance records for a minimum of five (5) years after submission of the final expenditure report to the U.S. Department of the Treasury. These records shall be made available to the Treasury, the Office of Inspector General, or other authorized federal representatives upon request.
As stated in the attached ordinance, the new policy is effective immediately.
Fiscal/Budgetary Impact:
N/A.
Recommended action
Review and adopt the ordinance amending Section 2-223 of the City of Deer Park’s Code of Ordinances Records Management Policy to include records management process for federal grants.