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CC SR 20170221 05 - City Clerk's Office Retention ScheduleRANCHO PALOS VERDES CITY COUNCIL AGENDA REPORT AGENDA DESCRIPTION: MEETING DATE: 02/21/2017 AGENDA HEADING: Regular Business Consideration and possible action to revise and approve the City Clerk's Office Records Retention Schedule. RECOMMENDED COUNCIL ACTION: (1) Revise and approve City Clerk's Office Records Retention Schedule. FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Lorna Cloke, Administrative Analyst II Lc REVIEWED BY: Gabriella Yap, Deputy City Manager J -r APPROVED BY: Doug Willmore, City Manager r',•/ ATTACHED SUPPORTING DOCUMENTS: A. January 17, 2017 Staff Report regarding Records Retention (page A-1) B. 2017 City Clerk's Office Records Retention Schedule (Redline Version) (page B-1) C. 2017 City Clerk's Office Proposed Records Retention Schedule with all changes accepted (page C-1) D. 2011 Adopted City Clerk's Office Records Retention Schedule (page D-1) BACKGROUND AND DISCUSSION: The records retention schedule was presented to the City Council for their review on January 17, 2017. The City Council expressed a desire to review each department in depth and directed Staff to bring back each department section one at a time. This is the second of six department schedules to be presented to the City Council. See Attachments B, C, and D for the proposed and current City Clerk's Office retention schedules. 1 RANCHO PALOS VERDES CITY COUNCIL AGENDA REPORT AGENDA DESCRIPTION: MEETING DATE: 01/17/2017 AGENDA HEADING: Regular Business Consideration and possible action to approve the Citywide Records Retention Schedule. RECOMMENDED COUNCIL ACTION: (1) Adopt Resolution No. 2017-_, a Resolution of the City Council of the City of Rancho Palos Verdes, Adopting a Records Retention Schedule and Authorizing Destruction of Certain City Records. FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Lorna Cloke, Administrative Analyst II Dan Landon, IT Manager REVIEWED BY: Gabriella Yap, Deputy City Manage APPROVED BY: Doug Willmore, City Manager ATTACHED SUPPORTING DOCUMENTS: A. Resolution No. 2017- (page A-1) B. 2017 Records Retention Schedule (Redline Version) (page B-1) C. Secretary of State Electronic Mail guidelines (page C-1) The City's previous Records Retention Schedule (Resolution No. 2011-03) may be reviewed on-line at http://documents. rpvca.gov/WebLink/0/doc/12631/Page1.aspx. BACKGROUND AND DISCUSSION: The purpose of the Records Retention Program is to implement an efficient and economical process for the utilization, maintenance, retention, preservation and disposal of all records managed by the City. The City's Records Retention Schedule was last adopted in February 2011. Over the past six years, the City has made considerable strides in improving transparency through online access to records. Current City agreements, resolutions, ordinances, financial and budgetary information, agendas and accompanying staff reports are all available to anyone with Internet access. A-1 A City's records retention is largely dictated by State and Federal law. The California Secretary of State, our state's official record keeper, has specifically created records management guidelines for local governments'. The guidelines can be found online at http://www.sos.ca.gov/archives/admin-programs/local-gov-program/. The City Attorney's office has compared our retention schedules to the Secretary of State's guidelines and found that they meet or exceed the recommended retention. With evermore reliance on technology and the use of email as a form of communication and/or record-keeping, the Secretary of State has also issued guidelines regarding what constitutes a record kept in email form (Attachment C). Currently, the City's policy is not consistent with these guidelines because we are retaining every email and treating them all as records, rather than recognizing that emails are not a category of records in and of themselves. The Secretary of State recommends that an email's retention period be based on the content of the email, and that it match the document retention policy for that subject matter. Adhering to a Records Retention policy can limit the City's liability in the long run by decreasing the possibility of documents being lost or inadvertently not disclosed to discovery or Public Records Act (PRA) requests. Any records retention policy adopted by the City Council would apply to all documents—including emails—of Staff, elected officials, and appointed officials. Updating the Records Retention Program would positively impact the City's costs, responsiveness, and liability exposure when handling PRA requests. A PRA request may seek any records "relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics." (Gov't Code §6252 (e).) This broad language allows a requestor to seek any records retained by the City, even if they are decades old. A written response to the PRA request must be provided by the City within ten (10) days, regardless of the size of the request. The City's response may assert that the request is vague or overbroad, but the PRA requires the City to assist the requestor in identifying records or information that is responsive to the request, and to provide suggestions for overcoming any practical basis for denying access to the records or information sought. (Gov't Code §6253.1 (a).) All potentially responsive records must be searched, and in some cases, reviewed by the City Attorney. The City must then determine whether any of the records found are exempt from disclosure under the PRA. Records found to be responsive and not exempt must be produced to the requestor. Keeping records beyond their useful life not only increases the Staff time needed to search and produce the records, but also increases attorney review costs since some PRA requests require the attorney to review thousands of emails. For example, the attorney review of all emails potentially relevant to PRA requests related to Green Hills 1 The 1999 State Legislature added Section 12236 to the Government Code, which states in Section 12236 (a) "The Secretary of State shall establish the Local Government Records Program to be administered by the State Archives to establish guidelines for local government retention and to provide archival support to local agencies in this state." 011 A-2 Memorial Park alone amounted to approximately $18,000 in 2015. These costs are not recoverable from the requestor. In addition, keeping records beyond their useful life results in a slower response to PRA requests. When City Staff needs to dig through years and years of potentially responsive records, the City is not able to respond to records requests as expeditiously as Staff would like. An effective Records Retention Program enables the City to produce all responsive records in a timely manner, meeting the statutes set by the PRA and providing good customer service. Without these updates, the City will continue to accumulate massive amounts of documents, requiring more time to retrieve records and review by the City Attorney's office. Potential liability exposure is created when the City believes it has found all responsive documents, but there were more records unbeknownst to them. While the PRA does not allow a requestor to seek damages if the City does not provide all responsive documents, the PRA does allow a court to award attorney's fees to a PRA requestor who files a lawsuit to enforce the PRA. California courts have awarded attorney's fees in amounts up to $260,000. (See Pacific Merchant Shipping Association v. Board of Pilot Commissioners (2015) 242 Cal.AppAth 1043 [upholding a $260,608 attorneys' fee award]; Bernardi v. County of Monterey (2008) 167 Cal.App.4th 1379 [upholding a $244,287.50 attorneys' fee award.) Updates to the City's Records Retention Policy are also important to insure proper functioning of the server database. Because the City has been treating all emails as records, the City's email datastore is very large at over 1.3 terabytes (1,300 gigabytes). Based on a recent listsery survey with 13 California municipalities responding, the average retention period is 156 days and the datastore size is 346 GB. Only one other City is retaining records indefinitely; their datastore is 1.5TB (1,500GB) and, because of similar issues the City is experiencing, they are working on implementing a two-year retention policy to reduce the datastore size. Of prime importance is direct relationship between the size of the City's datastore and the time it takes for maintenance or to restore the email server in case of failure or disaster. Smaller datastores help insure fast search and email access speeds, and limit the likelihood of data corruption. The larger the datastore, the higher the likelihood of increases in recovery time needed, changing from hours to days and creating disruption in City services. In addition, the primary and backup email storage currently consume approximately two (2) terabytes of tier -1 storage at approximately $900 per terabyte and six (6) terabytes of tier -2 storage space at approximately $500 for each terabyte, almost $6,000 in data storage alone. The revised Citywide Records Retention Schedule (Attachment B) is department specific. It was written interactively with representatives from all departments participating in the project. Care was taken to identify which department is responsible for maintaining the original record and to establish clear retention periods for each category of records. 3 A-3 While the general standard for records retention under Government Code Section 34090 is two years, the proposed Resolution (Attachment A) includes an exception for certain records to be retained beyond two years based on other statutory or practical concerns. Any record subject to a legal hold or potentially relevant to any reasonably anticipated or ongoing claim, litigation, grievance, audit, pending governmental investigation, regulatory matter or PRA request will have its normal retention period suspended until the matter is settled or resolved. The City Council's adoption of the proposed Schedule ensures a systematic approach to continued compliance with State and Federa ALTERNATIVES: Resolution and revised Records Retention managing the life cycle of City records and I law. In addition to the Staff recommendations, the following alternatives are available for the Council's consideration: 1. Approve the proposed Resolution and Records Retention Schedule with changes. 2. Do not approve the proposed Resolution and Records Retention Schedule. n i P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5 years after sale of vehicle.), CU= Current Year JANUARY 2017 RECORDS RETENTION SCHEDULE CITY CLERK'S DEPARTMENT NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1. Annexation P P GC 34090(a) Secretary of State, Certificate of Incorporation, Back round Information 2. Budget Files 2S 2S G-5-�49g8 Information regarding development of department budget and copies of approved budget. GC 34090.7 3. Elections 3A. Campaign Statements — Elected P P P GC 81009(a) Includes FPPC forms 410, 460, 461 470, 496, 497, 501 3B. Nomination Papers — Elected Expiration of term + 4 years Expiration of term + 4 years EC 17100 Records held longer if the subject of judicial proceedings. Includes the "Nomination Paper" 3C. Ballots Applications for Vote -By -Mail Ballots 6 months after Election date 6 months after Election date EC 17505; EC 17302I(be )i[A11 4. Elections — Non -elected Candidates 4A. Campaign Statements — Not Elected E4 EE±54 -5 E+5 GC 81009(b) Includes FPPC forms 410, 460, 461, 470, 496, 497, 501 4B. Nomination Papers — Not Elected Expiration of term + 24 ears Expiration of term + 42 years EC 17100 GC 81009(b) Records held longer if the subject of judicial proceedings. Includes the "Nomination Paper" 5. City Incorporation Documents P P GC 34090 (Stored in Vault, Historical value) 6. Contracts P P CCP 337, 343; GC 34090 Official signed copy of contracts & related documents, including insurance certificates and endorsements. Includes memoranda of agreement (MOAs) and labor agreements such as MOUs, side letter's and any other labor agreements. (For contracts/agreements affecting real property, see 21.) As P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5 years after sale of vehicle.), CU= Current Year NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 7. Council Legislative Action Files 2 5 7 GC 34090.7 All back up material presented to Council in agenda packets (This category is Obsolete from 2010 forward. Duplicates material in Council Agenda Packet) 8. Council Agendas P P GC 34090 (Note: Electronic record only - retained electronically dating back to 2001; partial records from 1996-2001. 9. Council Agenda Packets P P 34�099/0� (Note: Electronic record only.) YtY Up R P- GG 34090 dtr�90 dote. €kec M-RiG. reserd-O„y _ retained nlon+rnninan„ dating honk to 2001; partial repnrd-s from 19-96-2004-.) 4 City Council Minutes Books P P GC 34090, 36814,40801 Original document. Vital Record - Historical Value City C.,unGil Minutes Refe..enGe Copies P- P- GG 34090 34 990-7, 36814, 40801 - (Note. D niiGate FeGeFd) City Council Ordinance Books P P GC 34090, 40806 Original Documents. Includes codes adopted by reference (Building Code, Fire Code, etc.) Vital Record - Historical value 44 Rpfpr-pnr-p Copies and Control Rprnrcl Shp P- ` C �` C ie: n n�ira+o rnnioo of n1-innnroc nnrJ rornrlJ ref parties roroivinn rnnv r,f Arrlinonroc frGm (`i}y GIorU'c 4, City Council Resolution Books P P GC 34090; GC 40801 Original Documents. Vital Record - historical value 446-. 13. City Council Resolution Reference Copies and Control Record Sheet P P GC 34090, 40801 Duplicate copies of resolutions and record of parties receiving copy of resolutions from City Clerk's Office 14. Vehicle ownership records L L+5 VC 9900 et seq. Retain records until 5 years after sale of vehicle P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5 years after sale of vehicle.), CU= Current Year NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 44. 15. History Archives P P GC 34090 Material showing the development and history of the City- Historical value 4$ 16. Petitions 8 months after eleGtiGR [A21 certification of 8 months after eleEtieR date certification EC 17200, 17400 Referendums, Recalls and Initiatives. Petitions to be destroyed 8 months after certification of results, unless subject to judicial proceedings election of election 2-0-. 17. Petitions (other than in 19) AR 1 CU 21 2--3 CU+1 GC 34090 GC 50115; GC6253 24-. 18. Real Property Files P P • Deeds GC 34090(a) • Covenants running w/land GC 34090(a) • Index of sewer hook-ups GC 34090 • Deeds for the City Parks/Trails GC 34090(a) • Easements GC 34090(a) • Street Vacations GC 34090(a) • Road Deeds GC 34090(a) • Agreements GC 34090(a) -o Right of Way Agreements GC 34090(a) — Recorded Covenants GC 34090(a) Related to encroachment permits in rights-of-way • CDBG 22A. 19A. Statement of Economic Interest – GC 87200 Filers 2 2 4 GC 34090.7 City Council, Planning Commission, City Manager, City Attorneys, City Treasurers, City Finance Director (Duplicate records: original statement filed with FPPC, Sacramento) (FPPC Form 700 GC 81009(e) �7 P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5 years after sale of vehicle.), CU= Current Year NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 22-9-. 19B. Statement of Economic Interest — Designated Filers 2 5 7 GC 81009(e) Officials designated in City's Conflict of Interest Code - Original Statements 23 20. City Newsletter P P GC 34090 Copy of each Newsletter published - Historical value 21. Bonds C T T+3 GC 34090 Closing documents Note 1: Agreements should be retained permanently pursuant to "6. Contracts". Note 2: 7+3" means Bond records other than agreements must be retained while any bonds of a bond issue are outstanding and during the three-year period following the final maturity or redemption of the bond issue or, if later, while any bonds that refund bonds of that original issue are outstanding and for the three year period following the final maturity or redemption date of the latest refunding bond issue. 22. Public Records Act Requests PRAs CLAa 2 C+2 GC 34090 23. Subpoenas C [A4 1 2 C+2 GC 34090 24. Summons [M] C 23 C+23 GC 34090 25. General Liability Claims C C+5 C+5 GC 34090 Retain all original claims and city's answer to claims, settlements, judgements, final awards, and similar final recordsJA61. 26. Litigation Settlements, Judgements, Final Awards P P GC 34090 27A. CJPIA Reports — Annual P P GC 34090 27B. CJPIA Reports — Monthly 2 2 GC 34090 28. Finance Advisory Committee Minutes P P GC 34090, Finance Department provides the minutes to the City 40801 Clerk for permanent retention. P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5 years after sale of vehicle.), CU= Current Year NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 29. Storm Drain Oversight Minutes P P GC 34090, Finance Department provides the minutes to the City 40801 Clerk for permanent retention. 30A. Community Forum Inc — Organizational documents, Agendas and Minutes P P GC 34090 Organizational documents: Records establishing the Community Forum including bylaws, filings, and similar records. 30B. Community Forum — General Correspondence and Proiects 2 _ 2 GC 34090 31 A. Redevelopment Agency — Organizational Documents, Agendas and Minutes P P GC 34090 Organizational documents: Records establishing the Community Forum including bylaws, filings, and similar records. 31 B. Redevelopment Agency — Agenda Packets / Staff Reports P P GC 34090 31C. Redevelopment Agency — Resolutions P P GC 34090 32A. Successor Agency to the Rancho Palos Verdes Redevelopment Agencv — Organizational Documents Agendas and Minutes P P GC 34090 Organizational documents: Records establishing the Community Forum including bylaws, filings, and similar records. 32B. Successor Agencv to the RPV Redevelopment Agencv — Agenda Packets / Staff Reports P P GC 34090 32C. Successor Agency to the RPV Redevelopment — Resolutions P P GC 34090 33A. Improvement Authority — Organizational Documents, Agendas and Minutes P P GC 34090 Organizational documents: Records establishing the Community Forum including bylaws, filings, and similar records. IBJ P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5 years after sale of vehicle.), CU= Current Year NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 33B. Improvement Authority — Agenda Packets / Staff Reports P P GC 34090 33C. Improvement Authority — Resolutions P P GC 34090 P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5 years after sale of vehicle.), CU= Current Year i • AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until 5 years after sale of vehicle.); S=Superseded RECORDS RETENTION SCHEDULE CITY CLERK'S DEPARTMENT NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1. Annexation P P GC 34090(a) Secretary of State, Certificate of Incorporation, Background Information 2. Budget Files S S GC 34090.7 Information regarding development of department budget and copies of approved budget. 3. Elections 3A. Campaign Statements — Elected P P P GC 81009(a) Includes FPPC forms 410, 460, 461 470, 496, 497, 501 3B. Nomination Papers — Elected Expiration of Expiration EC 17100 Records held longer if the subject of judicial term + 4 of term + proceedings. Includes the "Nomination Paper" ears 4 years 3C. Ballots 6 months 6 months EC 17505; Applications for Vote -By -Mail after after EC 17302(b) Ballots Election date Election date 4. Elections — Non -elected Candidates 4A. Campaign Statements — Not E E+5 E+5 GC 81009(b) Includes FPPC forms 410, 460, 461, 470, 496, 497, Elected 501 4B. Nomination Papers — Not Expiration of Expiration EC 17100 Records held longer if the subject of judicial Elected term + 2 of term + GC 81009(b) proceedings. Includes the "Nomination Paper" years 2 years 5. City Incorporation Documents P P GC 34090 (Stored in Vault, Historical value) 6. Contracts P P CCP 337, Official signed copy of contracts & related documents, 343; GC including insurance certificates and endorsements. 34090 Includes memoranda of agreement (MOAs) and labor agreements such as MOUs, side letter's and any other labor agreements. (For contracts/agreements affecting real property, see 21. C-1 AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until 5 years after sale of vehicle.); S=Superseded NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 7. Council Legislative Action Files 2 5 7 GC 34090.7 All back up material presented to Council in agenda packets (This category is Obsolete from 2010 forward. Duplicates material in Council Agenda Packet) 8. Council Agendas P P GC 34090 (Note: Electronic record only - retained electronically dating back to 2001; partial records from 1996-2001. 9. Council Agenda Packets P P GC 34090 Note: Electronic record only.) 10. City Council Minutes Books P P GC 34090, 36814, 40801 Original document. Vital Record - Historical Value 11. City Council Ordinance Books P P GC 34090, 40806 Original Documents. Includes codes adopted by reference (Building Code, Fire Code, etc.) Vital Record - Historical value 12. City Council Resolution Books P P GC 34090; GC 40801 Original Documents. Vital Record - historical value 13. City Council Resolution Reference Copies and Control Record Sheet P P GC 34090, 40801 Duplicate copies of resolutions and record of parties receiving copy of resolutions from City Clerk's Office 14. Vehicle ownership records L L+5 VC 9900 et seq. Retain records until 5 years after sale of vehicle 15. History Archives P P GC 34090 Material showing the development and history of the City- Historical value 16. Petitions 8 months after certification of election 8 months after certification of election EC 17200, 17400 Referendums, Recalls and Initiatives. Petitions to be destroyed 8 months after certification of results, unless subject to judicial proceedings `A AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until 5 years after sale of vehicle.); S=Superseded NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 17. Petitions (other than in 19) CU 1 CU+1 GC 34090, GC 50115; GC6253 18. Real Property Files P P • Deeds GC 34090(a) • Covenants running w/land GC 34090(a) • Index of sewer hook-ups GC 34090 • Deeds for the City Parks/Trails GC 34090 a • Easements GC 34090(a) • Street Vacations GC 34090(a) • Road Deeds GC 34090(a) • Agreements GC 34090(a) o Right of Way Agreements GC 34090(a) o Recorded Covenants GC 34090(a) Related to encroachment permits in rights-of-way • CDBG 19A. Statement of Economic Interest — GC 87200 Filers 2 2 4 GC 34090.7 GC 81009(e) City Council, Planning Commission, City Manager, City Attorneys, City Treasurers, City Finance Director (Duplicate records: original statement filed with FPPC, Sacramento) (FPPC Form 700 19B. Statement of Economic Interest — Designated Filers 2 5 7 GC 81009(e) Officials designated in City's Conflict of Interest Code - Original Statements 20. City Newsletter P P GC 34090 Copy of each Newsletter published - Historical value 21. Bonds C T T+3 GC 34090 Closing documents Note 1: Agreements should be retained permanently pursuant to "6. Contracts". Note 2: 7+3" means Bond records other than agreements must be retained while any bonds of a bond issue are outstanding and during the three-year period following the final maturity or redemption of the C-3 AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until 5 years after sale of vehicle.); S=Superseded NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL bond issue or, if later, while any bonds that refund bonds of that original issue are outstanding and for the three-year period following the final maturity or redemption date of the latest refunding bond issue. 22. Public Records Act Requests PRAs C 2 C+2 GC 34090 23. Subpoenas C 2 C+2 GC 34090 24. Summons C 3 C+3 GC 34090 25. General Liability Claims C C+5 C+5 GC 34090 Retain all original claims and city's answer to claims, settlements, judgements, final awards, and similar final records 26. Litigation Settlements, Judgements, Final Awards P P GC 34090 27A. CJPIA Reports —Annual P P GC 34090 27B. CJPIA Reports — Monthly 2 2 GC 34090 28. Finance Advisory Committee Minutes P P GC 34090, 40801 Finance Department provides the minutes to the City Clerk for permanent retention. 29. Storm Drain Oversight Minutes P P GC 34090, 40801 Finance Department provides the minutes to the City Clerk for permanent retention. 30A. Community Forum Inc — Organizational documents, Agendas and Minutes P P GC 34090 Organizational documents: Records establishing the Community Forum including bylaws, filings, and similar records. 30B. Community Forum — General Correspondence and Projects 2 2 GC 34090 31 A. Redevelopment Agency — P P GC 34090 Organizational documents: Records establishing the `W1 AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until 5 years after sale of vehicle.); S=Superseded NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL Organizational Documents, Agendas and Minutes Community Forum including bylaws, filings, and similar records. 31 B. Redevelopment Agency — Agenda Packets / Staff Reports P P GC 34090 31 C. Redevelopment Agency — Resolutions P P GC 34090 32A. Successor Agency to the Rancho Palos Verdes Redevelopment Agency — Organizational Documents Agendas and Minutes P P GC 34090 Organizational documents: Records establishing the Community Forum including bylaws, filings, and similar records. 32B. Successor Agency to the RPV Redevelopment Agency — Agenda Packets / Staff Reports P P GC 34090 32C. Successor Agency to the RPV Redevelopment — Resolutions P P GC 34090 33A. Improvement Authority — Organizational Documents, Agendas and Minutes P P GC 34090 Organizational documents: Records establishing the Community Forum including bylaws, filings, and similar records. 33B. Improvement Authority — Agenda Packets / Staff Reports P P GC 34090 33C. Improvement Authority — Resolutions P P GC 34090 AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until 5 years after sale of vehicle.); S=Superseded **Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is C-5 not retained in the ordinary course of business. Me FEBRUARY 2011 RECORDS RETENTION SCHEDULE CITY CLERK'S DEPARTMENT NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1. Annexation P P GC 34090(a) Secretary of State, Certificate of Incorporation, Background Information 2. Budget Files 2 2 GC 34090.7 Information regarding development of department budget and copies of approved budget. 3. Elections 3A. Campaign Statements — Elected P P GC 81009(a) Includes FPPC forms 410, 460, 461 470, 496, 497, 501 3B. Nomination Papers — Elected Expiration of term + 4 ears Expiration of term + 4 years EC 17100 Records held longer if the subject of judicial proceedings. Includes the "Nomination Paper" 3C. Ballots Applications for Vote -By -Mail Ballots 6 months after Election date 6 months after Election date EC 17505; EC 17302(c) 4. Elections — Non -elected Candidates 4A. Campaign Statements — Not Elected 1 4 5 GC 81009(b) Includes FPPC forms 410, 460, 461, 470, 496, 497, 501 4B. Nomination Papers — Not Elected Expiration of term + 4 ears Expiration of term + 4 years EC 17100 Records held longer if the subject of judicial proceedings. Includes the "Nomination Paper" 5. City Incorporation Documents P P GC 34090 (Stored in Vault, Historical value) 6. Contracts P P CCP 337, 343; GC 34090 Official signed copy of contracts & related documents, including insurance certificates and endorsements. (For contracts/agreements affecting real property, see 21. 7. Council Legislative Action Files 2 5 7 GC 34090.7 All back up material presented to Council in agenda packets (This category is Obsolete from 2010 forward. Duplicates material in Council Agenda Packet City Clerk's Department Retention Schedule Resolution No. 2011-03 - Exhibit A D-1 NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 8. Council Agendas P P GC 34090 (Note: Electronic record only - retained electronically dating back to 2001; partial records from 1996-2001. 9. Council Agenda Packets (Except Ordinance -Related Staff Reports) 2 5 7 GC 34090 Agendas; staff reports; attachments; late correspondence; Follow -Up Agendas 9A. Council Agenda Packets — Ordinance -Related Staff Reports P P P GC 34090 Staff reports relating to ordinances that are adopted. 10. Council Follow Up Agendas P P GC 34090 (Note: Electronic record only - retained electronically dating back to 2001; partial records from 1996-2001. 11. City Council Minutes Books P P GC 34090, 36814, 40801 Original document. Vital Record - Historical Value 12. City Council Minutes Reference Copies P P GC 34090, 34090.7, 36814, 40801 (Note: Duplicate record) 13. City Council Ordinance Books P P GC 34090, 40806 Original Documents. Includes codes adopted by reference (Building Code, Fire Code, etc.) Vital Record - Historical value 14. City Council Ordinance Reference Copies and Control Record Sheet P P GC 34090, 40806 (Note: Duplicate copies of Ordinances and record of parties receiving copy of ordinances from City Clerk's Office) 15. City Council Resolution Books P P GC 34090; GC 40801 Original Documents. Vital Record - historical value 16. City Council Resolution Reference Copies and Control Record Sheet P P GC 34090, 40801 Duplicate copies of resolutions and record of parties receiving copy of resolutions from City Clerk's Office 17. Vehicle ownership records L L+5 VC 9900 et seq. Retain records until 5 years after sale of vehicle City Clerk's Department Retention Schedule Resolution No. 2011-03 - Exhibit A D-2 NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 18. History Archives P P GC 34090 Material showing the development and history of the City - Historical value 19. Petitions 8 months after election date 8 months after election date EC 17200, 17400 Referendums, Recalls and Initiatives. Petitions to be destroyed 8 months after certification of results, unless subject to judicial proceedings 20. Petitions other than in 19 AR 2 2 GC 34090 21. Real Property Files P P • Deeds GC 34090(a) • Covenants running w/land GC 34090(a) • Index of sewer hook-ups GC 34090 • Deeds for the City Parks/Trails GC 34090(a) • Easements GC 34090(a) • Street Vacations GC 34090(a) • Road Deeds GC 34090(a) • Agreements GC 34090(a) • Right of Way Agreements GC 34090(a) • Recorded Covenants GC 34090(a) Related to encroachment permits in rights-of-way 22. Statements of Economic Interest 22A. GC 87200 Filers 2 2 4 GC 81009(e) City Council, Planning Commission, City Manager, City Attorneys, City Treasurers, City Finance Director (Duplicate records: original statement filed with FPPC, Sacramento) (FPPC Form 700 22B. Designated Filers 2 5 7 GC 81009(e) Officials designated in City's Conflict of Interest Code - Ori final Statements 23. City Newsletter P P GC 34090 Copy of each Newsletter published - Historical value P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5 years after sale of vehicle.) City Clerk's Department Retention Schedule Resolution No. 2011-03 - Exhibit A D-3