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August 19, 2013 (Regular Meeting) Page 1647 be used for the 4H STEM program that will be administered by the Cabarrus County Cooperative Extension Department's 4H program. The Cabarrus County 4H Foundation will serve as a pass through agency for this grant. The Foundation received the donation on June 26, 2013. The Cooperative Extension Department will request the funds and will be spending the funds prior to the June 1, 2014 deadline. This budget amendment records the receipt of the grant and the corresponding expenditure line items. Account Number Account Name Approved Budget Inc Amount Dec Amount Revised Budget 00165410- 6806 -4HCAN Donation - Cannon Trust $0.00 $35,000.00 $35,000.00 00195410- 9356 -4HCAN Spec Prog Supp -4HCAN $0.00 $29,000.00 $29,000.00 00195410 - 9445 -4HCAN Purchased Sery -4HCAN $0.00 $6,000.00 $6,000.00 (G -3) County Manager - Adoption of the 2013 County Management Records Retention and Disposition Schedule The North Carolina Department of Cultural Resources, Division of Archives and Records, Government Records Section has issued the 2013 County Management Records Retention and Disposition Schedule. The Department of Cultural Resources is now requiring local government agencies to establish internal policies in regards to setting a minimum retention period for records of short -term value that are scheduled with the disposition instruction "destroy when administrative value ends." Staff met to assign minimum retention periods to the affected records and contribute their recommendations based on their daily practices, procedures and programs. The 2013 Records Retention and Disposition Schedule needs to be adopted by the Board of Commissioners and signed by the Chairman before it can go into effect. UPON MOTION of Vice Chairman Measmer, seconded by Commissioner Burrage and unanimously carried, the Board adopted the 2013 County Management Records Retention and Disposition Schedule; and authorized the Chairman to adopt subsequent amendments to the 2013 County Management Records Retention and Disposition Schedule. County Management Records Retention and Disposition Schedule The records retention and disposition schedule and retention periods governing the records series listed herein are hereby approved. In accordance with the provision of Chapter 121 and 132 of the General Statutes of North Carolina, it is agreed that the records do not and will not have further use or value for official business, research, or reference purposes after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party to this agreement. The local government agency agrees to comply with 07 NCAC 04M .0510 when deciding on a method of destruction. Confidential records will be destroyed in such a manner that the records cannot be practicably read or reconstructed. However, records subject to audit or those legally required for ongoing official proceedings must be retained until released from such audits or official proceedings, notwithstanding the instructions of this schedule. Public records including electronic records not listed in this schedule are not authorized to be destroyed. This local government agency and the Department of Cultural Resources agree that certain records series possess only brief administrative, fiscal, legal, research, and reference value. These records series have been designated by retention periods which allow these records to be destroyed when "administrative value ends." The local government agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." If a county does not establish internal policies and retention periods, the county is not complying with the provisions of this retention schedule and is not authorized by the Department of Cultural Resources to destroy the records with the disposition instruction "destroy when administrative value ends." It is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient reason they may be retained for longer periods. This schedule is to remain in effect from the date of approval until it is reviewed and updated. APPROVAL RECOMMENDED /s/ Michael K. Downs /s/ Sarah E. Koonts