 |
ITEM NO. 9e |
TOWN OF PRESCOTT VALLEY
STAFF REPORT
STAFF REPORT
DATE: 10/08/2026
TO: Mayor & Town Council
THROUGH: Gilbert Davidson, Town Manager
FROM: Fatima Fernandez, Town Clerk
DEPARTMENT: Town Clerk
AGENDA TYPE: Consent Agenda
SUBJECT: Designating Town Clerk Records Officer to State Library - Consideration & Possible Action (Approve) [Fatima Fernandez, Town Clerk]
TO: Mayor & Town Council
THROUGH: Gilbert Davidson, Town Manager
FROM: Fatima Fernandez, Town Clerk
DEPARTMENT: Town Clerk
AGENDA TYPE: Consent Agenda
SUBJECT: Designating Town Clerk Records Officer to State Library - Consideration & Possible Action (Approve) [Fatima Fernandez, Town Clerk]
| VISION 2024 FOCUS AREA: High Performing Team - How we conduct our business and ourselves through our culture, diversity, communication, delivery, outreach, processes, and values. What we do, how we do it, and who we do it for. |
SUMMARY/BACKGROUND:
ARS §41-151.14(A)(6) requires the head of each state and local agency to designate to the Arizona State Library of Archives & Public Records (ASLAPR) an individual within the agency to be its Records Officer Liaison. The agency should reaffirm this designation every other year. The Liaison Officer must be at a level of management sufficient to direct the records management program in an efficient and effective manner.
The Liaison Officer is responsible for creating and implementing systematic controls for records and information activities from the point where they are created or received, through final disposition or archival retention (including distribution, use, storage, retrieval, protection and preservation, and disposal) in compliance with local requirements and state mandates.
The Town Council has previously designated the Town Clerk as the Town's Records Officer Liaison. Recently, it did so on October 8, 2020 (confirmed on October 13, 2022 and October 10, 2024). It is now proposed that the designation be reconfirmed.
The Liaison Officer is responsible for creating and implementing systematic controls for records and information activities from the point where they are created or received, through final disposition or archival retention (including distribution, use, storage, retrieval, protection and preservation, and disposal) in compliance with local requirements and state mandates.
The Town Council has previously designated the Town Clerk as the Town's Records Officer Liaison. Recently, it did so on October 8, 2020 (confirmed on October 13, 2022 and October 10, 2024). It is now proposed that the designation be reconfirmed.
RECOMMENDED MOTION:
Motion to designate the Town Clerk as the Prescott Valley Records Officer Liaison with the Arizona State Department of Library, Archives and Public Records (ASLAPR). VOTE.
STAFF RECOMMENDATION:
Staff recommends designating the Town Clerk as the Town's Records Officer with the Arizona State Department of Library, Archives and Public Record (ASLAPR).
FISCAL ANALYSIS:
There is no anticipated direct fiscal impact due to the requested action.