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IA RES 2012-003 RESOLUTION NO. IA 2012-03 A RESOLUTION OF THE RANCHO PALOS VERDES IMPROVEMENT AUTHORITY AMENDING THE IMPROVEMENT AUTHORITY RECORD RETENTION SCHEDULES AND AUTHORIZING THE DESTRUCTION OF CERTAIN IMPROVEMENT AUTHORITY RECORDS AS PROVIDED BY STATE LAW. WHEREAS, the retention of numerous obsolete records is unnecessary for the effective and efficient operation of the government of the Rancho Palos Verdes Improvement Authority; and WHEREAS, the approval of guidelines for the ongoing disposition of obsolete Improvement Authority records will assist the Commission in the effective management of records, as well as provide for the efficient review of records proposed for disposal; and WHEREAS, Government Code Section 34090 provides a procedure for the destruction of any Improvement Authority record that has served its purpose and is no longer required; and WHEREAS, on March 19, 1985, the City Council of the City of Rancho Palos Verdes approved the first Retention and Destruction Schedules and related policies to facilitate the orderly and efficient transfer, retention and destruction of the records of the City of Rancho Palos Verdes; and WHEREAS, the last time these retention schedules were revised was with the adoption of Resolution No. 2011-03; and WHEREAS, it is again deemed necessary to make certain changes to the retention schedules to reflect current organizational functions and administrative needs. NOW, THEREFORE, BE IT RESOLVED by the Rancho Palos Verdes Improvement Authority as follows: Section 1. Definitions. For purposes of this Resolution and the attached Exhibits, the following definitions shall apply: (a) "Improvement Authority Records": Anything which constitutes an objective lasting indication of a writing, event or other information, regardless of physical form or characteristics (including but not limited to any record, document, instrument, book, paper, map, exhibit, magnetic or paper tape, photographic film, photographic print, optical media, electronically transmitted mail (e-mail), facsimile, or electronic file), which is in the custody of a public officer and is kept either (1) because a law requires it to be kept or (2) because it is necessary or convenient to the discharge of the public officer's duties and was made or retained for the purpose of preserving its informational content for future reference. (b) "Non-Records": Anything which constitutes an objective lasting indication of a writing, event or other information that does not fall under the definition of a Improvement Authority Record, including but not limited to: (1) publications or processed documents; (2) library or museum material intended solely for reference or exhibition; (3) transitory writings, including but not limited to working papers, appointment logs, notes, calculations or preliminary drafts, or interagency or intra- agency memoranda, that are not retained by the Improvement Authority in the ordinary course of business even if they contain information relating to the conduct of the Commission's business; (4) unofficial copies of documents kept only for convenience or reference; and, (5) documents that do not contain information relating to the conduct of the Commission's business. (c) "Legal Hold": the duty of the Rancho Palos Verdes Improvement Authority to preserve and not destroy any records that are potentially relevant to any of the following in which the Commission may be involved: a reasonably anticipated claim or litigation; an ongoing claim or litigation; a pending employee grievance; a pending regulatory or governmental investigation; a pending subpoena; a pending Public Records Act request; a pending audit or other similar legal matter. Any records subject to a Legal Hold must be preserved in all forms in which the record exists, including both paper and electronic format. Section 2. Retention Schedule. (a) The attached Records Retention Schedule for the Rancho Palos Verdes Improvement Authority's Records, which is attached hereto as Exhibit "A" and incorporated herein by this reference, is hereby approved. (b) Improvement Authority Records shall be retained for the minimum periods listed in Exhibit "A" and until approved for destruction in accordance with Government Code Section 34090. (c) Non-Records need not be retained in any form, provided, however, that any Non-Records that are subject to a Legal Hold shall be retained and shall not be destroyed until notice is provided by the responsible attorney for the Rancho Palos Verdes Improvement Authority that such Non-Records no longer need be retained. Section 3. Excepted Records. The provisions of Section 2 above and Section 6 below do not authorize the destruction of: (a) Records affecting the title to real property or liens thereon. (b) Court records. Resolution No. IA 2012-03 Page 2 of 4 (c) Records required to be kept by statute. (d) Records less than two (2) years old with the exception of duplicate records or unless otherwise provided by law. (e) The minutes, ordinances or resolutions of the City Council of the City of Rancho Palos Verdes, the Improvement Authority, or any City Committee or Commission. Section 4. Destruction of Duplicates. Pursuant to Government Code Section 34090.7, the Rancho Palos Verdes Improvement Authority hereby authorizes destruction of duplicates of Commission Records if such duplicates are no longer required, provided that the original is retained in accordance with the Records Retention Schedule and Destruction Schedule. Section 5. Destruction of E-mail and Electronic Records. Unless retention in electronic format is otherwise required by law, Exhibit A, or a Legal Hold, the Rancho Palos Verdes Improvement Authority hereby authorizes destruction of e-mail and electronic records as duplicates, provided that printed copies are retained as follows: (a) In lieu of retaining an e-mail in electronic format, an e-mail printed on paper may be retained as the original Improvement Authority Record in accordance with its appropriate retention schedule so long as the printed e-mail includes the identity of the sender and recipient, the date and time of the e-mail, and any attachments. If a printed e-mail is retained as the original Improvement Authority Record, the electronic version is deemed to be a duplicate and may be destroyed after the e-mail is printed, without further approval by the Improvement Authority or the Authority Attorney, provided, however, that any such e-mail in electronic format that is subject to a Legal Hold shall not be destroyed until notice is provided by the responsible attorney for the Commission that such electronic record no longer need be retained. (b) In lieu of retaining any letter, memorandum or report in electronic format, the final version of a letter, memorandum or report printed on paper may be retained as the original Commission Record. If a printed letter, memorandum or report is retained as the original Commission Record, the electronic version is deemed to be a duplicate and may be destroyed after the original is printed, without further approval by the Improvement Authority or the Authority Attorney, provided, however, that any such electronic record that is subject to a Legal Hold shall not be destroyed until notice is provided by the responsible attorney for the Commission that such electronic record no longer need be retained. (c) The authorization to destroy duplicates provided by this Section shall not permit the destruction of those electronic files that are routinely used, edited and updated by the Commission on an on-going basis, such as a financial accounting database. Resolution No. IA 2012-03 Page 3 of 4 Section 6. Approval of Destruction of City Records. (a) The Improvement Authority Records set forth in the departmental Destruction Schedules attached hereto as Exhibit "B" are hereby authorized to be destroyed as provided by Section 34090 of the Government Code upon the Commission Secretary's receipt of the Authority Attorney's written consent to such destruction. (b) Commission Records that are subject to a Legal Hold shall be retained and are not authorized for destruction, even if their general category is included on the "Destruction Schedules" listed in Exhibit "B", until notice is provided by the responsible attorney for the Improvement Authority that such Commission Records subject to a Legal Hold no longer need be retained. (c) All Improvement Authority Records that are approved for destruction that are in paper format of a sensitive or confidential nature shall be shredded. Section 7. Destruction of Records Mandated by Law. If state or federal law mandates that a Rancho Palos Verdes Improvement Authority Record must be destroyed within a certain period of time or by a specified date, the Commission Secretary, with the written consent of the Authority Attorney, is hereby authorized to destroy such records as required by state law. PASSED, APPROVED and ADOPTED this 7th day of February 2012. 111111k_fr C'air Attest: g2i4, Commission Secretary STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF RANCHO PALOS VERDES ) I, Carla Morreale, Secretary to the Rancho Palos Verdes Improvement Authority, hereby certify that the above Resolution No. IA 2012-03 was duly and regularly passed and adopted by the said Rancho Palos Verdes Improvement Authority at a regular meeting thereof held on February 7, 2012. Commission Secretary Resolution No. IA 2012-03 Page 4 of 4 FEBRUARY 2012 RANCHO PALOS VERDES IMPROVEMENT AUTHORITY COMMISSION SECRETARY RECORDS RETENTION SCHEDULE NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES _ ACTIVE INACTIVE TOTAL 1. Improvement Authority Agendas P P GC 34090 (Note: Electronic record only-retained electronically dating back to 2001; partial records from 1996-2001.) 2. Improvement Authority Agenda 2 5 7 GC 34090 Packets Agendas; staff reports; attachments; late correspondence; Follow-Up Agendas 3. Improvement Authority Follow- P P GC 34090 Up Agendas (Note: Electronic record only-retained electronically dating back to 2001; partial records from 1996-2001.) 4. Improvement Authority Minutes P P GC 34090, Books 36814, 40801 Original document. Vital Record - Historical Value 5. Improvement Authority Minutes P P GC 34090, Reference Copies 34090.7, (Note: Duplicate record) 36814, 40801 6. Improvement Authority P P GC 34090; Resolution Books GC 40801 Original Documents. Vital Record - historical value 7. Improvement Authority P P GC 34090, Resolution Reference Copies 40801 Duplicate copies of resolutions and record of parties and Control Record Sheet receiving copy of resolutions from City Clerk's Office P=Permanent Improvement Authority Retention Schedule Resolution No. IA 2012-03-Exhibit A Page 1 of 1 RESOLUTION NO. IA 2012-03 EXHIBIT "B" FEBRUARY 2012 RANCHO PALOS VERDES IMPROVEMENT AUTHORITY DESTRUCTION SCHEDULE DEPARTMENT: SECRETARY TO THE IMPROVEMENT AUTHORITY The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The written consent of the Authority Attorney to such destruction must be received by the Commission Secretary before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the Improvement Authority. Records Eligible for Record Number Record Series Description Destruction 2 Improvement Authority Agenda Packets 2004 and prior Resolution No. IA 2012-03 Exhibit B 1 of 11 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: CITY MANAGER The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney's written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Records Eligible for Record Record Series Description Destruction Number 1 Weekly Administrative Report 2007 and prior 2 Budget Files 2009 and prior 3A Subject Files — General Topics and Unbuilt 2005 and prior Capital Improvements 3B Subject Files — Capital Improvements Completed in 2001 and prior 4 Correspondence — Chronological Files 2005 and prior 5 Grant Files Expired in 2005 and prior 6 Legal Opinions 2001 and prior 8 Proclamations and Certificates of 2007 and prior Recognition/Appreciation Film Permits 2007 and prior 10 Parking Citation Reports 2009 and prior 12B Workers Compensation Claims Claims closed in 2001 and prior, except records similar to those listed under 25B of the City Clerk's Schedule 12C Employee Training Records Employment terminated in 1991 and prior 12D Accident Reports — Non-Employee Injured 2006 and prior 12E Accident Reports and CaIOSHA Forms — Cases closed in 2001 Employee Injured and prior, but see note Resolution No. IA 2012-03 Exhibit B 2 of 11 on Retention Schedule under 12B 13 Personnel Applications (not hired) ' 2009 and prior 15 Personnel Records, Full-time Employees' Employment terminated (except Employee Exposure Record, if any) in 1991 and prior 16 Personnel Records, Part-time Employees Employment terminated (except Employee Exposure Record, if any) in 1991 and prior 17A Health and Benefits Reports 2005 and prior 17B Benefit Policies Superseded in 2004 and prior 18B Employee Relations Correspondence 2005 and prior 19B Cable Television Advisory Board — Staff 2004 and prior Reports 20B Emergency Preparedness Committee— 2004 and prior Agenda Packets/Staff Reports 20C Emergency Plans Superseded in 2004 and prior 20E Disaster Council —Agenda Packets/Staff 2004 and prior Reports 21A Regional Law Enforcement Committee— 2004 and prior Agenda Packets Reports ' No relevant personnel file may be destroyed while an employment complaint, grievance or litigation is pending. Confer with attorney representing City in matter before destroying any personnel files if such a matter is pending. Resolution No. IA 2012-03 Exhibit B 3of11 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: COMMUNITY DEVELOPMENT The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney's written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Records Eligible Record Record Series Description for Destruction Number 1, 2, 3 Notice Envelopes returned by the post office 2009 and prior and 4 (obsolete category) in Address and Project Files 1B Address Files— Residential Plans except Completed in Approved Site Plans and Health & Safety Code 2009 and prior § 19850 5A Public Notices and Public and Applicant Completed in Correspondence in Address Files, Planning 2006 and prior Application Project Files, Legislative Application Project Files for Non-City Projects 5B Consultant and other Interoffice Correspondence Completed in in Address Files, Planning Application Project 2006 and prior Files, Legislative Application Project Files for Non- City Projects. 5C Research, and Preliminary and Administrative Completed in Drafts, in Address Files, Planning Application 2006 and prior Project Files, Legislative Application Project Files and Subdivision Application Project Files for Non- City Projects 5D City Projects — Public Notices and Public and Completed in Applicant Correspondence in Address Files, 2001 and prior Planning Application Project Files, and Legislative Application Project Files 5E City Projects — Consultant and other Interoffice Completed in Correspondence in Address Files, Planning 2001 and prior Application Project Files, and Legislative Resolution No. IA 2012-03 Exhibit B 4 of 11 Application Project Files. 5F City Projects - Research and Preliminary and Completed in Administrative Drafts in Address Files, Planning 2001 and prior Application Project Files, Legislative Application Project Files, and Subdivision Application Project Files. 6B Environmental Impact Report (EIR) Files - Public Final approval in and Applicant Correspondence 2008 and prior 6C Environmental Impact Report (EIR) Files — Final approval in Consultant and other Interoffice Correspondence 2008 and prior 6D Environmental Impact Report (EIR) Files — Final approval in Preliminary and Administrative Drafts 2008 and prior 7 Chronological Files 2009 and prior 8A Code Enforcement Case Files Completed in 2006 and prior 8C Escort and Massage Permits Terminated in 2009 and prior 11 Miscellaneous City Project Files — Initiated but not Last activity in approved . 2006 and prior 13 Reference Maps — Group A 2006 and prior Copies of Tract Maps unless no Copies of Parcel Maps update; always Copies of Record Surveys RETAIN last Permit History Maps updated map or survey despite date 15 Budget Files 2009 and prior 17A Consultant Files (Contracts) — Specific Tasks Completed in 2007 and prior 17B Consultant Files (Contracts) — General Tasks Expired in 2007 and prior 17C Consultant Files - Non-selected Proposals 2009 and prior 18A Litigation Files - Background Case closed in 2009 and prior 19 Animal Control Files 2009 and prior N/A Planning Commission Agenda Packets (Duplicate 2011 and prior records that are filed with record series 1, 2, 3, 4, 5A, 5B, 5D, 5E, 6, 6A, 6B, 11 and 12A) Resolution No. IA 2012-03 Exhibit B 5 of 11 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: FINANCE AND INFORMATION TECHNOLOGY The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney's written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Accounts Payable Audit finalized in 2004 and prior 2 Accounts Receivable Audit finalized in 2004 and prior 3 Finance & Information Technology 2009 and prior Department Budget Files 5 Bank Reconciliation Audit finalized in 2004 and prior 6 Organization-wide Budget Files 2009 and prior 7 Business License Applications Expired in 2006 and prior 8 Business License Reports 2004 and prior 9 Regular Cash Receipts at Cashier's Desk Audit finalized in 2004 and prior 10 Special District Files 2000 and prior 11 Detailed & Summary General & Subsidiary 2001 and prior Ledgers 12 Journal Entries 2001 and prior 13 Ledger Reconciliations 2008 and prior 15 Payroll Records Audit finalized in 2004 and prior 16 W-4 Audit finalized in 2004 and prior 17 Non-regular Revenue Receipts through Audit finalized in Other Channels 2004 and prior Resolution No. IA 2012-03 Exhibit B 6 of 11 18 Trust Deposit Records 2001 and prior 19 Finance Advisory Committee Agenda Packets 2004 and prior 22 Storm Drain Oversight Committee Agenda 2004 and prior Packets 25 Monthly Cash Balance Reports 2001 and prior 26A Investment Accounts 2001 and prior 27 Fixed Asset System Audit finalized in 2004 and prior 28 Vendor Records — 1099 Tax Forms Audit finalized in 2004 and prior 29 Vendor Records—W-9 Terminated in 2007 and prior 30 CDBG Home Improvement Grant Loans — Loan terminated in Payment Records 2005 and prior 32 Bond Issues/Debt Service Terminated in 2008 and prior 33 Fee Schedules & Fee Studies Superseded in 2004 and prior 34 IT Administrative User Manual Superseded in 2009 and prior 35 IT Software Licenses License terminated, but retain a minimum of 2 years 36 IT Software Media and Manuals Use terminated, but retain a minimum of 2 years 37 IT Project Files Terminated in 2007 and prior Resolution No. IA 2012-03 Exhibit B 7 of 11 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: PUBLIC WORKS The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney's written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. • Records Eligible for Record Number Record Series Description Destruction 1 Budget Files 2009 and prior 2 City Council Agendas & Public Works Staff 2010 and prior Reports (Duplicate Files) 4A Public Works Capital Projects — City- Projects completed in funded, State-funded, Federally-funded, 2001 and prior and Mixed Funding Sources 4B Public Works Capital Projects — Projects completed in Unsuccessful Bidders and Proposers 2008 and prior 4C Public Works Capital Projects — Preliminary Last Activity in 2008 proposals / project not approved and prior 5 Chronological Files 2006 and prior 6A Encroachment Permits Terminated in 2001 and prior 6B Encroachment Permits —Agreements and Terminated in 2001 Covenants and prior 7 Assessment and Maintenance Districts 2000 and prior (Undergrounding, Abalone Cove Sewer System, Landscaping and Lighting) 8A Inventory of Road Infrastructure 2001 and prior unless no update; always retain last updated inventory Resolution No. IA 2012-03 Exhibit B 8 of 11 8B Inventory of Trees and Sidewalks 2001 and prior unless no update; always retain last updated inventory 9 Los Angeles County Road Department Completed in 2006 and Service Requests prior 10 Los Angeles County Engineering Service Completed in 2006 and Requests prior 11A Maintenance Records and Non-C I P 2001 and prior Projects 11B Purchase Orders and Invoices — not Terminated in 2007 otherwise scheduled or related to a project and prior 12 Speed Zone Surveys 2001 and prior unless no update; always retain last updated survey 13 Accident Reports 2001 and prior 14B Traffic Safety Commission Staff Reports 2004 and prior 14C Traffic Investigations 2001 and prior 14D Oversize Vehicle & Neighborhood Parking 2005 and prior Permits 14E Neighborhood Parking Permits — Terminated in 2009 Neighborhood Application and prior 18 Pavement Management Systems Report 2001 and prior unless no update; always retain last updated report 19A Neighborhood Beautification Grants— 2005 and prior Awarded 19B Neighborhood Beautification Grants — Not 2009 and prior Awarded 19C Recyclers of the Month Grants -Awarded 2005 and prior 21 Development Application — Consultant and Completed in 2006 and Interoffice Correspondence prior 22 Vehicle Records (City Vehicles) Vehicle disposed of in 2006 and prior 23 Playground Equipment— Inspections 2001 and prior unless no update; always retain last updated inspection report 24 Office Space Planning 2006 and prior 25 Office Equipment Terminated in 2009 and prior Resolution No. IA 2012-03 Exhibit B 9 of 11 26 Easement Working File 2006 and prior 27 Preliminary Complaints 2009 and prior 28 Policies, Practices and Procedures — Public Superseded in 2009 Works Department and prior 29A CDBG Home Improvement Grants — Loans Loans terminated in 2005 and prior 29B CDBG Home Improvement Grants — Non- 2005 and prior Loans 29C CDBG Administrative Grant Files 2005 and prior 30A Grants Received (Not CDBG) — Non-CIP Terminated in 2005 and Non-Property Acquisition and prior 30C Grants - Unsuccessful 2009 and prior 30D Grants — Money Returned Terminated in 2005 and prior 31 Transit Working File—Agency MOUs for Terminated in 2007 PV Transit and MAX and prior Resolution No. IA 2012-03 Exhibit B 10 of 11 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: RECREATION AND PARKS The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney's written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Activity Reports (Duplicate Record) 2009 and prior 2 Budget Files 2009 and prior 3A Cash Receipts and Financial Documents 2006 and prior (No Donations) 3B Financial Documents — Los Serenos 2001 and prior Docents 4A Project Files 2007 and prior 4B Project Files — Contracts Completed in 2007 and prior 5 Recreation and Parks Committee Files 2004 and prior 6 Recreation and Parks Facilities 2005 and prior Operations 7 Park Ranger Documents 2005 and prior 8 Recreation and Parks Staff Reports 2007 and prior 10 Facilities Use Permits and Contracts 2007 and prior 11A Inventory of Playground Equipment Terminated in 2006 and prior 11B Playground Equipment— Inspection and 2001 and prior Repair 12 Recreational Activity Reports 2007 and prior 13A Timesheets 2009 and prior 13B Facility Log Books 2005 and prior 15 Computer Training Manuals Terminated in 2009 and prior Resolution No. IA 2012-03 Exhibit B 11 of 11