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CC RES 2010-006 RESOLUTION NO. 2010-06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AMENDING CITY DOCUMENT RETENTION SCHEDULES AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE CALIFORNIA GOVERNMENT CODE. WHEREAS, the retention of numerous obsolete records is unnecessary for the effective and efficient operation of the government of the City of Rancho Palos Verdes; and WHEREAS, the approval of guidelines for the ongoing disposition of obsolete City records will assist the City in the effective management of records, as well as provide for the efficient review of records proposed for disposal; and WHEREAS, Section 34090, et seq. of the Government Code of the State of California provides the parameters whereby any City Record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the term "City Records" includes 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, electronically transmitted mail (e-mail), or facsimile), 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. WHEREAS, the term "Non-Records" includes anything which constitutes an objective lasting indication of a writing, event or other information that does not fall under the definition of a City 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 City in the ordinary course of business even if they contain information relating to the conduct of the City'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 City's business. WHEREAS, on March 19, 1985 the City Council of the City of Rancho Palos Verdes approved the first Retention and Destruction Schedules and related polices to facilitate the orderly and efficient transfer, retention and destruction of the records of the City of Rancho Palos Verdes; and 1114033 WHEREAS, the last time these retention schedules were revised was with the adoption of Resolution No. 2009-07; 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 City Council of the City of Rancho Palos Verdes as follows: Section 1. Retention Schedule: The attached Records Retention Schedule for City Records of the City of Rancho Palos Verdes, which is attached hereto as Exhibit "A" and incorporated herein by this reference, is hereby approved. City Records shall be retained for the minimum periods listed in Exhibit "A" and until approved for destruction in accordance with Government Code Section 34090. Non-Records need not be retained in any form, provided, however, that any Non-Records relevant to reasonably anticipated litigation, an ongoing claim or litigation, a pending governmental investigation or regulatory matter, or a pending Public Records Act request shall be retained and shall not be destroyed. Section 2: Excepted Records: The provisions of Section 1 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 (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 or any City Committee or Commission Section 3: Destruction of Duplicates; E-mails: Pursuant to Government Code Section 34090.7, duplicates of city records less than two years old may be destroyed if they are no longer required, provided that the original is retained in accordance with the approved Records Retention Schedule. Unless retention in electronic format is otherwise required by (1) state or federal law or (2) the approved Records Retention Schedule for the City: a. In lieu of retaining an e-mail in electronic format, an e-mail printed on paper may be retained as the original City 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 City 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 City Council or City Attorney, provided, however, that any such electronic records relevant to reasonably anticipated litigation, an ongoing claim or litigation, a pending governmental Resolution No. 2010-06 Page 2 of 4 investigation or regulatory matter, or a pending Public Records Act request shall be retained and not destroyed. E-mails that fall under the definition of Non- Records need not be retained in any form, provided, however, that any Non- Records relevant to reasonably anticipated litigation, an ongoing claim or litigation, a pending governmental investigation or regulatory matter, or a pending Public Records Act request shall be retained and not destroyed. 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 City Record. If a printed letter, memorandum or report is retained as the original City Record, the electronic version is deemed to be a duplicate and may be destroyed after the original is printed, without further approval by the City Council or City Attorney, provided, however, that any such electronic records relevant to reasonably anticipated litigation, an ongoing claim or litigation, a pending governmental investigation or regulatory matter, or a pending Public Records Act request shall be retained and not destroyed. Letters, memorandums or reports that fall under the definition of Non-Records need not be retained in any form, provided, however, that any Non-Records relevant to reasonably anticipated litigation, an ongoing claim or litigation, a pending governmental investigation or regulatory matter, or a pending Public Records Act request shall be retained and not destroyed. C. This authorization shall not permit the destruction of those electronic files that are routinely used, edited and updated by the City on an on- going basis, such as a financial accounting database. Section 4: Approval of Destruction of City Records: The records of the City of Rancho Palos Verdes as set forth in the approved departmental Destruction Schedules attached hereto as Exhibit "B" are hereby authorized to be destroyed as provided by Section 34090 of the Government Code. All City Records of a sensitive or confidential nature shall be shredded. Section 5: City Attorney Written Consent: The written consent of the City Attorney has been obtained for the destruction of records listed on Exhibit "B," if the records are not the subject of or relevant to reasonably anticipated litigation, an ongoing claim or litigation, a pending governmental investigation or regulatory matter, or a pending Public Records Act request. Records that are potentially relevant to any reasonably anticipated litigation, pending claim or litigation, pending governmental investigation or regulatory matter, or that may be responsive to a pending Public Records Act request will be retained by the City and are not authorized for destruction even if their general category is included on the "Destruction Schedules" listed in Exhibit "B". Section 6: Destruction of Records Mandated by Law: If state or federal law mandates that a record must be destroyed within a certain period of time or by a specified date, the City Clerk, with the written consent of the City Attorney, is hereby authorized to destroy such records as required by state law. Resolution No. 2010-06 Page 3 of 4 Section 7: Resolution No. 2009-07 is hereby rescinded. PASSED, APPROVED and ADOPTED this 2nd day of February 2010. 4kg�--M4ayor Attest: City Clerk STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF RANCHO PALOS VERDES ) I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2010-06 was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on February 2, 2010. City Clerk Resolution No. 2010-06 Page 4 of 4 Resolution No. 2010-06 - Exhibit A JANUARY 2010 RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1. Weekly Administrative Report 2 4 6 GC 34090 (Note: Formerly Friday Report) (Electronic Record only from 2010 forward 2. Budget Files 3 5 8 GC 34090 Operating budget; Calculations Re orts & Supporting Documents 3. Correspondence &Subject Files 1 3 4 GC 34090 4. Correspondence-Chronological Files 2 5 7 GC 34090 Correspondence Duplicate Series. (Note: Official copy in City Manager's Subject Files.) Sheriff's Dept. Correspondence. 5. Grant Files E+6 E+6 GC 34090; 24 Grant application and other related CFR 85.42 documents 6. Legal Opinions 5 5 10 GC 34090 Correspondence with the City Attorney 7. Claims Files/Risk Management 7A. General Liability Claims C 3 C+3 GC 34090 Retain all settlements,judgments, final awards and similar final records per 7D 7B. Workers Compensation Claims C 10 C+10 LC 110-139.6; Retain all settlements,judgments, final 6401.7 awards and similar final records per 7D GC 34090 7C. Employee Training Records C 10 10 GC 34090 7D. Litigation Settlements, Judgments, Final P P GS 34090 Settlements,judgments, final awards Awards and similar final records 1 City Manager Retention Schedule Resolution No. 2010-06- Exhibit A NO. RECORD ISERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE I NACTIVE TOTAL 8. Insurance Policies, Certificates P P P GC 34090 All evidence of insurability 9. Personnel Applications (Not hired) 2 2 GC 12946; 29 CFR 1602.311 1627.3 10. Personnel Cards Full Time Employees T 25 T+25 GC 34090 Reference Card With Dates of Employment, Positions, Pay Rate. (Note: Confidential record. 11. Personnel Handbooks P P GC 34090 12. Personnel Records, Full Time Employees T+10 10 T+20 GC 34090 Correspondence Pay Rate Form Evaluations Vacation and sick leave requests. NOTE: Employee Exposure Record, if any in file, retain for Exposure+30; see 29 CFR 1910.1020(c)(5)&(d)(1)(ii) (Note: Confidential record. 13. Personnel Records, Part Time Employees T+10 10 T+20 GC 34090 NOTE: Employee Exposure Record, if any in file, retain for Exposure+30; see No. 12 14. Animal Control Files AR 2 AR+2 GC 34090 Correspondence, Statements, Invoices 15. Film Permits 1 3 4 GC 34090 Application for permission to film in the City, Correspondence Insurance certificates. 16. Parking Citation Reports 2 2 GC 34090, Admin. Review Disposition Forms 17. Digital Video Disks (DVD) P P GC 34090.7 City Council Meetings Planning Commission Meetings 2 City Manager Retention Schedule Resolution No. 2010-06- Exhibit A NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL Special City Committee/Commission Meetings. 18. Health & Benefits Reports 4 2 6 GC 34090 Includes eligibility for medical insurance and other City benefits. 19. Cable Television Advisory Board P P GC 340907 CATV Board Minutes 36814, 40801 20. Community Forum Files 3 7 10 GC 34090 21. Emergency Preparedness Committee I P I P I GC 34090 Agendas and Minutes P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category eliminated) 3 City Manager Retention Schedule Resolution No. 2010-06- Exhibit A JANUARY 2010 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 2 1 3 GC 34090.7 (Departmental back-up information) 3. Elections Campaign Statements - Elected P P GC 81009(a) Includes FPPC forms 410, 460, 461 470, 4967 4977 501 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 Ballots 6 months 6 months EC 17505; Applications for Vote-By-Mail after after EC 17302(c) Ballots Election date Election date 4. Elections—Non-elected Candidates Campaign Statements - Not 1 4 5 GC 81009(b) Includes FPPC forms 410, 460, 461, 470, 4967 4977 Elected 501 Nomination Papers— Not 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 5. City Incorporation Documents P P GC 34090 (Stored in Vault, Historical value) 6. Contracts P P CCP 3377 Official signed copy of contracts & related documents, 343; GC including insurance certificates and endorsements. (For 34090 contracts/agreements affecting real property, see 21.) 7. Council Legislative Action Files 5 3 8 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) 1 City Clerk's Department Retention Schedule Resolution No. 2010-06- Exhibit A 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 2 5 7 GC 34090 Agendas; staff reports; attachments; late correspondence; Follow-Up Agendas 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 340907 Original document. Vital Record - Historical Value 36814, 40801 12. City Council Minutes Reference P P GC 340907 (Note: Duplicate record) Copies 34090.77 36814, 40801 13. City Council Ordinance Books P P GC 340907 Original Documents. Includes codes adopted by 40806 reference (Building Code, Fire Code, etc.) Vital Record - Historical value 14. City Council Ordinance P P GC 340907 (Note: Duplicate copies of Ordinances and record of Reference Copies and Control 40806 parties receiving copy of ordinances from City Clerk's Record Sheet Office) 15. City Council Resolution Books P P GC 34090; Original Documents. Vital Record - historical value GC 40801 16. City Council Resolution P P GC 340907 Duplicate copies of resolutions and record of parties Reference Copies and Control 40801 receiving copy of resolutions from City Clerk's Office Record Sheet 17. Vehicle ownership records L L+5 VC 9900 Retain records until 5 years after sale of vehicle et seq. 18. History Archives P P GC 34090 Material showing the development and history of the City- Historical value 2 City Clerk's Department Retention Schedule Resolution No. 2010-06- Exhibit A NO. RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 19. Petitions 8 months 8 months EC 172007 Referendums, Recalls and Initiatives. Petitions to be after after 17400 destroyed 8 months after certification of results, unless election date election subject to judicial proceedings date 20. Petitions (other than in 20) 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) 22. Statements of Economic Interest 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) 2 5 7 GC 81009(e) Officials designated in City's Conflict of Interest Code - Original 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.) 3 City Clerk's Department Retention Schedule Resolution No. 2010-06- Exhibit A JANUARY 2010 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1. Address Files P P GC 4003, File Control Sheet Summary of 4004, 34090, Application/Permit History, Planning 36814, 40801 Approvals (applications, notices, staff reports, memos, plans, address labels, photographs, Notices of Decision, copies of recorded documents), Building Permits, Statement of Conformance with Fire Warning Ordinances, Surveys (property line or slope radient 1A. Address Files—Residential Plans except C+2 C+2 GC 34090, Approved Plans for Single-family Residential Approved Site Plans and Health &Safety 65009, Projects only(except Health & Safety Code§ Code§19850 Residential Plans H&S 19850 19850 Residential Plans [1 B] and Site Plans CCP 3187 11 CD 319, 343, 338 1 B. Address Files—Health &Safety Code§ P P GC 340907 All approved plans for Single-family 19850 Residential Plans 65009, Residential that must be retained pursuant to H&S 19850 Health & Safety Code § 19850 1 C. Address Files—Residential Approved Site P P GC 34090, Approved Site Plans for all Single-family Plans 650097 Residential Projects H&S 19850 1 D. Address Files—Multi-Family Residential P P GC 34090, Approved Plans for Non-Residential Projects and Non-Residential Plans 65009, including City projects H&S 19850 1 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 2. Planning Application Project Files: P P GC 4003, Action Information Sheet, Staff Reports with Coastal Permits 40047 34090, attachments, adopted resolutions or Conditional Use Permits 65009, conditions of approval, approved plans, Conditional Large Domestic Animal Permits HS 19850, applications (including applications for Encroachment Permits CCP 318, revisions), surveys (property line and slope Environmental Assessments 319, 343, 338 gradient), environmental document, notice of Exotic Animal Permits hearings, and photographs. If applicable, Fence,Wall &Hedge Permits coastal permit hearing agendas and minutes. Geologic Investigation Permits Grading Permits Height Variation Permits Landslide Moratorium Exception Permits Landslide Moratorium Exclusion Permits Large Domestic Animal Permits Lot Line Adjustments Minor Exception Permits Site Plan Review Permits Sign Permits Special Construction Permits Special Use Permits Temporary Vendor Permits Variance Permits 3. Legislative Application Project Files P P GC 4003, Action Information Sheet, Staff Reports with (Development Code Amendments,Zone 40047 34090, attachments, adopted resolutions, Changes, General Plan Amendments, 650097 applications (including applications for Specific Plan Amendments) 658609 revisions), surveys (property line and slope HS 19850 gradient), environmental document, notice of hearings, work papers, photographs, copies of any recorded documents, copies of any Zoning Map changes 2 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 4. Subdivision Application Project Files P P GC 4003, Action Information Sheet, Staff Reports with (Parcel Maps and Tract Maps) 4004, 34090, attachments, correspondence, adopted 66499.37 resolutions, applications (including HS 19850 applications for revisions), surveys (property line and slope gradient), environmental document, notice of hearings, work papers, memos, copy of approved tentative map, copies of any recorded documents, legal documents, improvement bonds, photographs, notices 5A. Public and Applicant Correspondence in C+1 C+4 C+5 GC 340907 Correspondence received from the public Address Files, Planning Application Project 65009, and between the City and the applicant Files, and Legislative Application Project CCP 3187 (including material samples, if any)related to Files for non-City Projects 319, 343, 338 specific planning applications or miscellaneous planning issues 5B. Consultant and Other Interoffice C+1 C+4 C+5 GC 340907 Correspondence exchanged between Correspondence in Address Files, Planning 65009, consultant and staff(except geology—see Application Project Files, Legislative CCP 3187 record series no. 9), and other interoffice and Application Project Files for non-City 319, 343, 338 intra-office correspondence, if retained in the Projects ordinary course of business. Please Note: The current policy is that intra-office and interoffice correspondence are not retained in the ordinary course of business, and this category does not require the retention of intra-office and interoffice correspondence not retained in the ordinary course of business, including correspondence with City consultant. 3 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED CITATION CONTENTSMOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 5Co Research, and Preliminary and C+1 C+4 C+5 GC 34090, Includes drafts released to public, as well as Administrative Drafts, in Address Files, 65009, research, and preliminary and administrative Planning Application Project Files, 65860, drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business. Please Note: The current policy is Subdivision Application Project Files for CCP 318, that research, preliminary and administrative non-City Projects 319, 343, 338 drafts are not retained in the ordinary course of business, and this category does not require the retention of research and preliminary and administrative drafts not retained in the ordinary course of business. 5Dv City Projects -Public and Applicant C+1 C+9 C+10 GC 34090, Correspondence received from the public Correspondence in Address Files, Planning 650097 and applicant(including material samples, if Application Project Files, and Legislative CCP 318, any) related to specific planning applications Application Project Files 319, 337.15, or miscellaneous planning issues 343, 338 5Ee City Projects -Consultant and Other C+1 C+9 C+10 GC 340907 Correspondence exchanged between Interoffice Correspondence in Address CCP 318, consultant and staff(except geology—see Files, Planning Application Project Files, 319, 337.15, record series no. 9), and other interoffice and Legislative Application Project Files 343, 338 intra-office correspondence, if retained in the ordinary course of business. Please Note: The current policy is that intra-office and interoffice correspondence are not retained in the ordinary course of business, and this category does not require the retention of intra-office and interoffice correspondence not retained in the ordinary course of business, including correspondence with City consultant. 4 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 5F. City Projects - Research, and Preliminary C+1 C+9 C+10 GC 34090, Includes drafts released to public, as well as and Administrative Drafts, in Address Files, 650097 research and preliminary and administrative Planning Application Project Files, 65860, drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business. Please Note: The current policy is Subdivision Application Project Files CCP 337.15 that research, preliminary and administrative drafts are not retained in the ordinary course of business, and this category does not require the retention of research and preliminary and administrative drafts not retained in the ordinary course of business. 6. Environmental Impact Report Files P P GC 34090; Notices, Initial Study, Publically Circulated PRC 21167; Draft EIR, Certified Final EIR &CEQA Guidelines 6A. Environmental Impact Report Files -Public FA+1 FA+2 FA+3 GC 34090; Correspondence received from the public and Applicant Correspondence PRC 21167 and applicant related to environmental impact reports. 6B. Environmental Impact Report Files - FA+1 FA+2 FA+3 GC 34090; Correspondence exchanged between Consultant and Other Interoffice PRC 21167 consultant and staff, and other interoffice and Correspondence intra-office correspondence, if retained in the ordinary course of business. Please Note: The current policy is that intra-office and interoffice correspondence are not retained in the ordinary course of business, and this category does not require the retention of intra-office and interoffice correspondence not retained in the ordinary course of business, including correspondence with City consultant. 5 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 6C. Environmental Impact Report Files— FA+1 FA+2 FA+3 GC 34090; Preliminary and administrative draft Preliminary and Administrative Drafts PRC 21167 documents, if retained in the ordinary course of business. Does not apply to circulated Draft EIR (see retention category 6). Please Note: The current policy is that preliminary and administrative drafts are not retained in the ordinary course of business, and this category does not require the retention of preliminary drafts not retained in the ordinary course of business. 7. Chronological Files N/A N/A 2 GC 34090.7 Copies of all correspondence (letters and notices) mailed out by the Department. 8. Code Enforcement Case Files C 5 C+5 GC 34090 Complaint Information, correspondence, Investigation Notes, photographs 8A. Code Enforcement—Reference Files P P GC 34090 Specialized subject files that document de artment's administration of codes 9. Geologic&Soils Reports P P GC 4003, 4004, 34090, Complete Reports submitted by project HS 19850 applicants for City review; include correspondence with geologist. Historical Value. 10. Planning Application Log P P GC 34090 Listing of Submitted Planning Applications from 1975 through 1999 in book form; 2000 and forward as computerized records. 6 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 11. Miscellaneous City Project Files - Initiated LA+ 1 LA+4 LA+ 5 GC 34090 Includes reports, studies, inter-office but not approved correspondence, photographs, and memos. Also, if applicable, may include staff reports, adopted resolutions and environmental documents. Does not include completed City projects,which are included in Planning Application Project Files. 12. Commission/Committee Agendas, Adopted P P GC 34090(e) Minutes and Resolutions (Planning Commission,View Restoration Commission, Equestrian Committee, Antenna Guidelines Sub-committee, Neighborhood Compatibility Sub- committee, Residential Development Standards Sub-committee, PUMP Committee, General Plan Update Sub- committee) 13. Reference Maps— Group A LU + 5 LU + 5 GC 34090 Includes land use reference maps and Copies of Tract Maps various other study maps that are either Copies of Parcel Maps duplicates of County records, or cease to Copies of Record of Surveys have usefulness once replaced with an Permit History Maps updated map. 7 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 14. Reference Maps—Group B P P GC 34090 Includes General Plan Land Use Map, General Plan Land Use Map and other Zoning Map, Coastal Specific Plan Land Use document maps Map, aerial maps, composite/topographic Coastal Specific Plan Map and other maps, and various other maps in document maps reproducible format Zoning Map Address Maps LA County Zoning Maps City wide aerial photos 1976 Composite Maps Archaeology Maps Topo maps Land use maps ESA Maps 15. Budget files(Dept.) 2 2 4 GC 34090 Draft Budgets, memos, staff reports, studies and reports 16. View Restoration Permit,View Preservation P P GC 34090 Staff Reports with attachments, adopted Permit and City Tree Review Permit Files resolutions or conditions of approval, memos, correspondence, photographs 17A. Consultant Files (Contracts)—Specific C C+2 C+2 GC 34090 RFQ or RFP, consultant proposals, staff Tasks reports, copies of approved signed contracts, regarding consultants who are hired for a specific task. 17B. Consultant Files(Contracts)—General E E+2 E+2 GC 34090 RFQ or RFP, consultant proposals, staff Tasks reports, copies of approved signed contracts, regarding consultants who are hired on a general basis and perform ongoing work for City. 17C. Consultant Files—Non-selected Proposals 2 2 GC 34090 Proposals for consulting services that were not selected. 8 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 18A. Litigation Files-Background C C+2 C+2 GC 34090; Attorney-client communications, copies of 34090.7 pleadings, depositions, subpoenas, discovery, administrative record 18B. Litigation Files- Final Award,Judgment, P P GC 34090 Final award,judgment, settlement or similar Settlement final document closing out a litigation matter P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration or Termination; FA=Final Approval (for example, the approval date of the final EIR); LA= Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) 9 Community Development Department Retention Schedule Resolution No.2010-06-Exhibit A JANUARY 2010 RECORDS RETENTION SCHEDULE FINANCE & INFORMATION TECHNOLOGY DEPARTMENT TOTAL YEARS RETAINED NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 1. Accounts Payable 3 2 5 GC 34090, Invoices approved for payment 34090.7, CCP Electronic and/or paper Purchase Orders 337 Warrant Registers, and related correspondence 2. Accounts Receivable 3 2 5 GC 34090 City invoices and supporting documents, and related correspondence 3. Finance&Information Technology 2 - 2 GC 34090 Budget and related correspondence De artment Budget Files 4. Auditor's Reports P P P GC 34090 City Auditor Reports, State Controller, Special Audits, and Auditor's Recommendations 5. Bank Reconciliation 3 7 10 GC 34090; 26 Bank Statements, Copies of Deposit CFR 31.6001-1 Records, Notes and Worksheets 6. Organization-wide Budget Files 2 2 GC 34090 Organization-wide budget support documents 7. Business License Applications E+2 E+3 E+5 GC 34090 Business License Applications and copies of business registrations (i.e., contractor's licenses), if applicable, and related correspondence 8. Business License Reports 5 2 7 GC 34090; Yearly report of business licenses issued by CCP 337 the Cit 9. Cancelled Checks 3 4 7 GC 34090; Cancelled checks or electronic images of CCP 337 cancelled checks 1 Finance&Information Technology Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 10. Cash Receipts 3 2 5 GC 34090; Cash Receipt Summary, Cash Register CCP 337 Tape, Bank Deposit Receipts. (Source documents for cash receipts filed where applicable. Most are in Ping., Bldg. &Code Enf. 11. Special District Files 2 9 11 GC 34090 Includes Miraleste and Ridgecrest Recreation & Park Districts, ACLAD, Klondike, RDA, and Assessment Districts; correspondence, bank statements, check stubs and invoices 12. Detailed &Summary General &Subsidiary 3 7 10 GC 34090; Includes capital projects and trust deposit Ledgers CCP 337 subsidiary ledgers 13. Journal Entries 3 7 10 GC 34090 General ledger and budget journal entries and supporting documentation 14. Ledger Reconciliations 3 - 3 GC 34090 Worksheets used to prepare for various audits; correspondence 15. Organ izatio n-wide Final Budget Document 5 P P GC 34090 Includes operating and capital budgets 16. Payroll Records 2 8 10 GC 34090; 29 Bank Statements and supporting CFR 516.21 documents, Tax Report Records, Payroll 516.5, 516.6; Register& Reports, Insurance Records, 22 CCR 1085- Vacation Reports, Records of 2); 26 CFR disbursements to employees, and related 31.6001-1; IRS correspondence. (Note: Confidential Reg. 31.6001- records) 1(e)(2); R&T 19530; LC 1174(d) 2 Finance&Information Technology Retention Schedule Resolution No.2010-06-Exhibit A TOTAL YEARS RETAINED NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 17. Retirement Records 3 T+4 T+7 22 CCR 1085- Personnel Action Form Benefits Eligibility 2(c); 26 CFR (Duplicate Series—City Manager is official 31.6001-1; 29 custodian of this record)and Bi-weekly CFR 516.5 Pension Cost Calculation (Note: Official record held by PERS, Sacramento, CA 18. Revenue Folders 3 2 5 GC 34090 Invoices, Check Stubs, other cash receipt support&Correspondence 19. Time Sheets 1 9 10 GC 34090; 29 Timekeeping records for City personnel. CFR 516.21 (Note: Confidential Record) 516.6; 1 RS Reg. 31.6001- 1(e)(2); R&T 19530 20. Trust Deposit Records 3 7 10 GC 34090 Ledger Sheets for Individual TD's and related correspondence 21. Finance Advisory Committee Agenda 2 3 5 GC 34090, Includes agendas and staff reports Packets 34090.79 368149 40801 22. Finance Advisory Committee Agenda and P P GC 34090, Agendas and minutes to City Clerk for Minutes 368141 40801 permanent retention 23. Storm Drain Oversight Committee Agenda 2 3 5 GC 34090, Includes agendas and staff reports Packets 34090.71 36814, 40801 24. Storm Drain Oversight Committee Agenda P P GC 34090, Agendas and minutes to City Clerk for and Minutes 36814, 40801 permanent retention 25. Monthly Cash Balance Reports 2 8 10 GC 34090 A=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent 3 Finance&Information Technology Retention Schedule Resolution No.2010-06-Exhibit A JANUARY 2010 RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1. Budget Files 1 1 2 GC 34090.7 Details of Department Budget 2. City Council Agendas&Public Works Staff Reports 6 mos. 6 mos. 1 GC 34090.7 (duplicate record) (Duplicate files 3. Maps and Plans T 2 T+2 GC 40037 Rights-of-Way 4004, Landscape Plans 34090(e) Drainage Maps Aerial Maps Aerial Photographs City Maps Maintenance& Improvement Maps Open Space Maps (Forrestal, Barkentine) Assessment District Maps Contour/Topographic Maps Engineering Drawings Grading Maps/Plans Park Plans (Clovercliff; Del Cerro; Founders; Hesse; Ladera Linda; Marilyn Ryan;Ryan Park [formerly Rancho Palos Verdes Park];Sunset) Civic Center Undergrounding Traffic Control Devices 4. Project Files C+1 9 C+10 GC 340907 Correspondence with attachments 34090.7; 29 Inter-Office Memos CFR 516.27 Staff Agenda Reports 516.6; IRS Follow-Up Action Reg. 31.6001- Federally/State Funded Projects 1(e)(2); Requests For Proposals (RFPs) LC 1174(d) Proposals and Bids Contracts(Note: Duplicate Record;Original in City Clerk's Office.) Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant files Public Works Retention Schedule Resolution No.2010-06-Exhibit A Page 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 5. Chronological files 1 4 5 GC 34090.7 Copies of all correspondence (Used for quick reference) ((Outgoing mail; staff reports) 6. Encroachment Permits C+1 9 C+10 GC 34090 Utility and Cellular Permits, dumpster permits (residents), Contractor permits (Note: Expiration at completion.) 7. Improvement Undergrounding and Maintenance 1 10 11 GC 34090 Correspondence; Work Papers; Reports and District files (Landscaping and Lighting) agreements to participate and associated documents 8. Inventory of Road Infrastructure 10 + LU 10 + LU GC 34090(a) Road signs and striping; if the last inventory update is older than the retention period specified, that inventory should be retained 9. Los Angeles County Road Department Service C+1 4 C+5 GC 34090 Service Request forms and related Requests documents (i.e., catch basin cleaning) 10. Los Angeles County Engineering Service Requests C+1 4 C+5 GC 34090 Department Service Request Forms and related documents 11. Maintenance Records 2 8 10 GC 34090 Streets; Roads; Sidewalks; Tree removals; Maintenance Schedules; Maintenance Service Requests; Summary Reports 12. Seed Studies 1 4 5 GC 34090 Speed and traffic studies 13. Accident Reports 2 8 10 GC 34090 Accident Reports from Sheriff's Office 14. Traffic Safety Commission Minutes P P GC 34090(e) 15. Geology Studies (non-project related) P P GC 34090 General geology for Portuguese Bend, Klondike Canyon,Abalone Cove 16. AB 939 Annual Reports 1 5 6 GC 34090; AB 939 PRC 41821, 42 USC 9601 et seq. (CERCLA§ 101 et seg.) Public Works Retention Schedule Resolution No.2010-06- Exhibit A Page 2 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 17. NPDES Permits and Annual Reports P P 40 CFR National Pollutant Discharge Elimination 122.28 System permits and annual reports . 18. Pavement Mgmt.Systems Annual Report 10 + LU 10 + LU 23 USC 119; Pavement Management System report is used STIP in obtaining state and federal funding for Guidelines preventive maintenance projects. Retain for Chapter 23.2.4 ten years minimum; retain last updated report even if older than the retention period. 19. Quarterly Reports — Commercial and Residential 1 5 6 GC 340907 Quarterly reports provided by contractors Haulers 42 USC 9601 providing integrated solid waste management et seq. services to the City (CERCLA§ 101 et seg.) P=Permanent;T=Termination (when facility has been dismantled); C =Completion (when project has been completed); LU = Last Updated (retain the last updated inventory or report even if older than the retention period) Public Works Retention Schedule Resolution No.2010-06-Exhibit A Page 3 JANUARY 2010 RECORDS RETENTION SCHEDULE RECREATION AND PARKS If TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1. Activity Reports 1 1 GC 34090.7 Department Director's Activity Report (Weekly Report). (Note: Duplicate Series; Official copy in City Manager's Office. 2. Budget Files 5 5 10 GC 34090 Details re: departmental budget 3. Cash Receipts 2 5 7 GC 34090; Cash Receipt Forms/MC,Visa CCP 337 4. Correspondence&Subject Files 1 4 5 GC 34090 Correspondence Reports 5. Recreation &Parks Committee Files 2 5 7 GC 34090 Correspondence Reports 6. Recreation & Parks Facilities Log Book 1 5 6 GC 34090 Logs and staff activities Park Inspections Public Works Work Orders 7. Facilities Use Permits&Contracts 2 3 5 GC 34090, (Note: Original contracts retained by City 34090.7 Clerk's Office. 8. Recreation Class Reports 3 3 GC 34090 Registration Materials (REACH only) 9. Timesheets- Permanent&Temporary 1 1 GC 34090, (Note: Duplicate Record; original in Fin. 34090.7; 29 Dept.) CFR 516.2, 516.61 IRS Reg. 31.6001-1(e)(2); R&T 19530; LC 11 74 d 10. Recreation & Parks Committee Minutes P P GC 34090; (Minutes) Official minutes and hearing GC 36814 proceedings of governing body or board, GC 40801 commission or committee P=Permanent 1 Recreation and Parks Retention Schedule Resolution No.2010-06-Exhibit A RESOLUTION NO. 2010-06 - EXHIBIT "B" JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT: CITY MANAGER The following list of official record series is eligible for destruction. 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 litigation, pending claim or litigation, pending governmental investigation or regulatory matter, or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Record Series Description Destruction Number 1 Weekly Administrative Report 2003 and prior 2 Budget Files 2001 and prior 3 Correspondence & Subject Files 2005 and prior 4 Correspondence — Chronological Files 2002 and prior 5 Grant Files (Completed) Expired in 2003 and pror 6 Legal Opinions 1999 and prior 7A General Liability Claims Files (Closed) Claims closed in 2006 exce t 7D and prior 713 Workers Compensation Claims except 7D Claims closed in 1999 and prior 7C Employee Training Records 1999 and prior 9 Personnel Applications Not hired 2007 and prior 10 Personnel Cards, Full time Employees Employment terminated in 1984 and prior 12 Personnel Records, Full time Employees Employment terminated (except Employee Exposure Record, if an in 1989 and prior 13 Personnel Records, Part time Employees Employment terminated (except Employee Exposure-Record, if an in 1989 and prior 14 Animal Control Files 2006 and prior 15 Film Permits 2005 and prior 16 Parking Citation Reports 2007 and prior 18 Health & Benefits Reports 2003 and prior 20 Community Forum Files 1999 and prior 1 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 an personnel files if such a matter is pending. Resolution No. 2010-06 Exhibit B Page 1 of 7 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT: CITY CLERK The following list of official record series is eligible for destruction. 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 litigation, pending claim or litigation, pending governmental investigation or regulatory matter, or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 2 City Clerk Dept. Budget 2006 and prior 3 Ballots and Applications for Vote-By-Mail 6 months after Ballots election date 4 Election Campaign Statements (not 2004 and prior elected) 7 Council Legislative Action Files (Agenda 2001 and prior Reports) 9 Council Agenda Packets 2002 and prior 17 Motor Vehicle Ownership Records Disposed of in terminated 2004 and prior 20 Petitions (elections) 8 months after election date 21 Petitions other 2007 and prior 23 Statements of Economic Interest: City 2005 and prior Council & Planning Commission (Duplicate Record) Designated Positions (Original Record) 2002 and prior Resolution No. 2010-06 Exhibit B Page 2 of 7 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT: COMMUNITY DEVELOPMENT The following list of official record series is eligible for destruction. 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 litigation, pending claim or litigation, pending governmental investigation or regulatory matter, or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible Record Record Series Description for Destruction Number 1 Address Files 2006 and prior Notice Envelopes (returned by post office-obsolete category) Public Correspondence Applicant Correspondence 1A Residential Plans (except for approved Site Plan Completion as and H&S Code § 19850 Residential Plans) of 2007 and prior 2, 3, 4 Project Files 2006 and prior Notice envelopes (returned by post office-obsolete category) 5A Applicant and Public Correspondence and sample Completion as material boards (if retained) for non-City projects of 2004 and in Project Files 2 and 3 prior 5B Consultant and Other Interoffice Correspondence Completion as for non-City projects in Project Files 2 and 3 of 2004 and prior 5C Research and Preliminary Administrative Drafts Completion as for non-City projects in Project Files 2, 3 and 4 of 2004 and prior 5D Applicant and Public Correspondence and sample Completion as material boards (if retained) for City projects in of 1999 and Project Files 2 and 3 prior 5E Consultant and Other Interoffice Correspondence Completion as for City projects in Project Files 2 and 3 of 1999 and prior 5E Research and Preliminary Administrative Drafts Completion as for City projects in Project Files 2, 3 and 4 of 1999 and . prior Resolution No. 2010-06 Exhibit B Page 3of7 6A, 6B, EIR Files Final approval in 6C Draft studies and plans (except circulated Draft 2006 and prior EIR) Public correspondence Applicant correspondence Consultant correspondence Inter-office correspondence 7 Chronological Files 2007 and prior 8 Code Enforcement Files Completed in 2004 and prior 11 Miscellaneous City project Files — projects not Last activity in approved 2004 and prior 13 Miscellaneous Reference Maps — Group A 2004 and prior, Copies of Tract Maps but retain last Copies of Parcel Maps update Copies of Record Surveys Permit History Maps 15 Department Budget Files 2005 and prior 17A Consultant Files (Contracts) — Specific Tasks Completed as of 2007 and prior 17B Consultant Files (Contracts) — General Tasks Expired as of 2007 and prior 17C Consultant Contract Files 2007 and prior Non-selected proposals 18A Litigation Files - Background Completed as of 2007 and prior N/A Planning Commission Agenda Packets (Duplicate 2009 and prior Records of Record No. 2, 3, and 4 Resolution No. 2010-06 Exhibit B Page 4 of 7 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT: FINANCE AND INFORMATION TECHNOLOGY The following list of official record series is eligible for destruction. 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 litigation, pending claim or litigation, pending governmental investigation or regulatory matter, or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Accounts Payable 2004 and prior 2 Accounts Receivable 2004 and prior 3 Finance Department Budgets 2007 and prior 5 Bank Reconciliation Files 1999 and prior 6 Organ ization-wide Budget Files 2007 and prior 7 Business License Applications & Expired in 2004 Business Tax Registration and prior 8 Business License Reports 2002 and prior 9 Cancelled Checks 2002 and prior 10 Cash Receipts 2004 and prior 12 Special District Files 1998 and prior 13 Detailed & Summary General & 1999 and prior Subsidiary Ledgers 14 Journal Entries 1999 and prior 15 Ledger Reconciliations 2006 and prior 17 Payroll Records 1999 and prior 19 Revenue Folders 2004 and prior 20 Time Sheets 1999 and prior 21 Trust Deposit Records 1999 and rior 22 Finance Advisory Committee Agenda 2004 and prior Packets 24 Storm Drain Oversight Committee Agenda 2004 and prior Packets 26 Monthly Cash Balance Reports 1999 and prior Resolution No. 2010-06 Exhibit B Page 5 of 7 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT: PUBLIC WORKS The following list of official record series is eligible for destruction. 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 litigation, pending claim or litigation, pending governmental investigation or regulatory matter, or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Budget Files 2007 and prior 2 City Council Agendas & Staff Reports 2008 and prior 4 Project files Projects completed in 1999 and prior 5 Chronological Files 2004 and prior 6 Encroachment Permits Projects completed in 1999 and prior 7 Improvement Undergrounding & 1998 and prior Maintenance District Files 9 L.A. County Road Dept. Service Requests Projects completed in 2004 and prior 10 L.A. County Engineering Service Requests Projects completed in 2004 and prior 11 Maintenance Records 1999 and prior 12 Seed Studies 2004 and prior 13 Accident Reports 1999 and prior 16 AB 939 Annual Reports 2003 and prior 18 Pavement M mt. Systems Annual Report 1999 and prior Resolution No. 2010-06 Exhibit B Page 6 of 7 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT: RECREATION AND PARKS The following list of official record series is eligible for destruction. 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 litigation, pending claim or litigation, pending governmental investigation or regulatory matter, or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Activity Reports (Duplicate Record 2008 and prior 2 Budget Files 1999 it 3 Cash Receipts 2002 Is 4 Correspondence & Subject Files 2004 It 5 Rec. & Park Committee Files 2002 " 6 Rec. & Parks Facilities Logbook 2003 " 7 Facilities Use Permits & Contracts 2004 " 8 Recreation Class Reports REACH 2006 " 9 Timesheets (duplicate record): full and 2008 " art time WACity Council Resolutions\Resolutions by Year\2010\2010-06-Exhibit B Destruction Schedules.DOC Resolution No. 2010-06 Exhibit B Page 7 of 7