CC RES 2000-085 RESOLUTION NO. 2000-85
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES AUTHORIZING THE DESTRUCTION OF CERTAIN
CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE
GOVERNMENT CODE OF THE STATE OF CALIFORNIA, MAKING
CERTAIN CHANGES TO EXISTING RETENTION SCHEDULES AND
AMENDING RESOLUTION NO. 96-91.
WHEREAS on March 19, 1985 the City Council of the City of Rancho Palos
Verdes approved Retention and Destruction Schedules to facilitate the orderly and
efficient transfer, retention and destruction of the records of the City of Rancho Palos
Verdes; and
WHEREAS, certain retention schedules were revised with the adoption of
Resolution No. 96-91; and
WHEREAS, it is now deemed necessary to make certain changes to the
retention schedule for the City Clerk's Office.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES DOES RESOLVE AS FOLLOWS:
Section 1: Destruction of City Records:,The records of the City of Rancho Palos
Verdes as set forth in the approved departmental Destruction Schedule attached hereto
as Exhibit "A" are hereby authorized to be destroyed as provided by Section 34090 of
the Government Code.
Section 2: Excepted Records:,The provisions of Section 1 above 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
(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: City Attorney Written Consent: The written consent of the City Attorney
has been obtained for this destruction.
Passed approved and adopted December 5, 2000.
API l L �. Ail
M A OR
ATTEST:
f
If CI CLERK
tate of California )
County of Los Angeles ) SS
City of Rancho Palos Verdes )
1, Jo Purcell, City Clerk of the City of Rancho Palos Verdes, hereby certify that
the above Resolution No. 2000-85 was duly and regularly passed and adopted by the
said City Council at a Regular Meeting thereof held on December 5, 2000.
i
,rte
City Clerk
Resol . No. 2000-85
Page 2 o f 2
JANUARY 2000
CITY CLERK
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK/ADMINISTRATIVE SERVICES
The followin g list of official record series was eligible for destruction on January 1,2000. The Item
Number refers to the Department's retention schedule and the Series Description refers to the type of
record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO FOR DESTRUCTION
1 Annexation Permanent
2 Budget (Department only) 1998 & prior
3 Elections - Winners Permanent
4 Elections - Losers 1995 & prior
5 City Incorporation Documents Permanent
6 Contracts 1985 & prior
7 Council Legislative Action Files 1992 &
8 Council Agenda 1995 & "
9 Counter Copy of Agenda Packets 1998 & "
10 City Council Minute Books Permanent
11 City Council Minutes Reference Copy none eligible
12 City Council Ordinances Books Permanent
13 City Council Ordinances Control Record 1995 & prior
14 City Council Resolution Books Permanent
15 City Council Resolution Control Record 1995 & prior
16 Vehicle Ownership Records None eligible
17 History Archives Permanent
18 File Indices
19 Petitions (elections) none eligible
20 Petitions (other than in 19) 1998 & prior
21 Real Property Files Permanent
22 Claims Files Closed 1990 & prior
23 Workers Comp.claims 1990 & prior
24 Statements of Economic Interest
City Council (Dup.Record) 1996 "
Planning Comm. (Dup.Record) 1996 "
Designated Positions (Orig.) 1993 "
W:IRECORDS\RECORDS\2000 CCLEK DEST SCHED.DOC
EXHIBIT "A"
January 2000
CITY MANAGER'S OFFICE
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER'S OFFICE
The following list of official record series was eligible for destruction on January 1, 2000. The Item
Number refers to the Department's retention schedule and the Series Description refers to the type
of record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESTRUCTION
1 Activity Reports 1997 and prior
2 Budget Files 1992 " "
3 Correspondence & Subject Files 1996 " "
4 Correspondence-Chronological Files 1993 " "
5 Grant Files (completed) 1994 " "
6 Legal Opinions 1990 " "
7 Litigation and Claims Files (closed) 1990 " "
8 Personnel Applications 1998 "
9 Personnel Cards - Full Time Employees 1975 " "
10 Personnel Handbooks Permanent
11 Personnel Records, Fulltime Employees 1980 " "
12 Personnel Records, Partime Employees 1980 " "
13 Friday Admin. Report 1994 " "
14 Treasurer's Annual Reports 1990 " "
15 Treasurer's Ledgers 1990 " "
16 Treasurer's Monthly Reports 1990 " "
17 Treasurer's Warrants Register &
Requests for Warrants 1995 " "
18 Animal Control Files 1998 " "
19 Dog License Files 1998 " "
20 Community Forum Files (NEWSLETTER) 1990 " "
21 Community Forum Published issues Permanent
22 Film Permits 1996 " "
23 Parking Ticket Reports 1998 " "
24 Cable Television 1990 " "
25 Public Art 1990 " "
W:\RECORDS\RECORDS\2000 city mgr. destruction sched.doc
EXHIBIT "A"
JANUARY 1, 2000
FINANCE DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series was eligible for destruction on January 1, 2000. The Item
Number refers to the Department's retention schedule and the Series Description refers to the type of
record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESTRUCTION
1 Accounts Payable 1995 & prior
2 Accounts Receivable 1995 "
3 Finance Department Budgets 1998 "
4 Auditor's Reports Permanent
5 Bank Reconciliation Files 1990 & prior
6 Budget Files (duplicate) 1999 "
7 Business License & Business Tax 1995 "
Registrations
8 Business License Reports 1993 "
.9 Cancelled Checks 1995 " If
10 Cash Journal 1995 " "
11 Cash Receipts 1995 " If
12 Correspondence and Subject File 1995 "
13 Correspondence - Chronological 1995 "
14 Demands/Warrant Register& Control 1995 " "
15 Special District Files 1989 " "
16 Duplicate Check Record 1996 "
17 Expenditure & Revenue Ledgers 1995 "
18 General & Subsidiary Ledgers 1980 "
19 General & Subsidiary Ledgers (Monthly) 1995 "
20 General & Subsidiary Ledgers (Annual) 1980 "
21 Health & Benefits Reports 1995 "
22 Journal Vouchers 1990 "
23 Ledger Reconciliation 1997 "
24 Operating Budget Permanent
25 Payroll Records 1990 & prior
26 Payroll Reports 1990 "
27 Purchase Orders 1999 " It
28 Report of Accounts 1990 "
29 Retirement Records 1985 "
30 Revenue Folders 1995 "
131 Time Sheets 1990 "
32 Trust Deposit Records 1990 "
W:\RECORDS\RECORDS\2000 FIN DEST SCHED.doc
EXHIBIT "A"
JANUARY 2000
RECREATION AND PARKS
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS DEPT.
The following list of official record series was eligible for destruction on January 1, 2000.
The Item Number refers to the Department's retention schedule and the Series Description
refers to the type of record as it appears on that schedule.
NO. SERIES DESCRIPTION RECORDS ELIGIBLE
FOR DESTRUCTION
1 Activity Reports 1999 and prior
2 Budget Files 1995 " "
3 Cash Receipts 1993 " "
4 Correspondence and Subject Files 1995 " "
5 Rec. & Parks Committee Files 1993 If
6 Rec. & Parks Facilities Log -
Book 1994 " "
7 Facilities Use Permit 1995 " "
8 Recreation Class Reports (REACH) 1997 " "
9 Timesheets (duplicate record):
Full & Part time 1999
10 Rec. & Parks Committee Minutes Permanent
W 1RE:IRECORDS CORDS12000 P&R DESTRUCTION SCHEDULE.doc
EXHIBIT "A"
JANUARY 2000
PLANNING, BUILDING, AND CODE ENFORCEMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PLANNING, BUILDING, AND CODE ENFORCEMENT
The following list of official record series were eligible for destruction on January 1, 2000.
The Item Number refers to the Department's retention schedule and the Series Description
refers to the type of record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESCRIPTION
1 Address Files (Bldg. destroyed) 1997 and prior
2 Certificates of Compliance Permanent
3 Certificates of Compliance Files 1995 and prior
4 Coastal Permit Hearings Minutes Permanent
5 Conditional Use Permit and
Variance Files (completed) 1990 and prior
6 Corres. & Chron. Files 1990 " "
7 Development Code Amendments and
Zone Changes 1995 " "
8 Development Code Enforcement File 1990 " "
9 Environmental Assessment Reports None eligible
10 Environmental Impact Reports " "
11 General Plan and Coastal Plan
Amendments Files 1995 and prior
12 Geologic and Soils Reports Permanent
13 Application Index Log Books when superseded
14 Non-Residential Building Plans
(completed) 1998 and prior
15 Open Planning Application File
(completed) 1998 " "
16 Parcel Maps Files (completed) 1990 " "
17 Parcel Maps - Reference Copy when superseded
18 P&R Committee Mins.(See R&P
Schedule) Permanent
19 Ping. Comm. Mins. & Resols. "
20 Reference Maps When superseded
21 Reproducible Maps 11
22 Subject Files 1998 and prior
23 Tract Map Files (completed) 1990 " if
24 Tract Maps - Reference Copy When superseded
W:\RECORDS\RECORDS\2000 PLANNING BUILDING CODE DESTRUCTION SCHEDULE.doc
EXHIBIT "A"
JANUARY 2000
PUBLIC WORKS DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series was eligible for destruction on January 1, 2000.
The Item Number refers to the Department's retention schedule and the Series Description
refers to the type of record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESTRUCTION
1 Activity Reports 1999 and prior
2 Budget Files 1998 " "
3 City Council Agendas (Duplicate
File) Jan 2000 " "
4 Maps and Plans none eligible
5 Contractor Invoices to City 1995 " "
6 Subject & Project Files (completed) 1990 " "
7 Chronological Files 1995 " "
8 Highway Permits (completed) 1993 " "
9 Improvement Undergrounding &
Maintenance District files (completed) 1989 " "
10 Inventory of Road Infrastructure As superseded
11 Los Angeles County Road Dept.Service
Requests (completed) 1995 " "
12 Los Angeles County Engineering
Department Service Requests (completed) 1995 " "
13 Maint. Records: Streets, Roads,
Sidewalks & Tree Removal 1990 " "
14 Radar Speed Studies 1995 " "
15 Telephone Logs 1998 " "
16 Time Sheets 1994 " "
17 Traffic Committee Minutes Permanent
W\RECORDS12000\RECORDS PUB WKS DESTRUCTION SCHED.DOC
EXHIBIT "A"
JANUARY 2000
PLANNING, BUILDING, AND CODE ENFORCEMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PLANNING, BUILDING, AND CODE ENFORCEMENT
The following list of official record series were eligible for destruction on January 1, 2000.
The Item Number refers to the Department's retention schedule and the Series Description
refers to the type of record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESCRIPTION,
1 Address Files (Bldg. destroyed) and prior
2 Certificates of Compliance Permanent
3. Certificates of Compliance Files 1995 and prior
4 Coastal Permit Hearings Minutes Permanent
5 Conditional Use Permit and
Variance Files (completed) 1990 and prior
6 Corres. & Chron. Files 1990 " "
7 Development Code Amendments and
Zone Changes 1995 " "
8 Development Code Enforcement File 1990 " "
9 Environmental Assessment Reports None eligible
10 Environmental Impact Reports "
11 General Plan and Coastal Plan
Amendments Files 1995 and prior
12 Geologic and Soils Reports Permanent
13 Application Index Log Books when superseded
14 Non-Residential Building Plans
(completed) 1998 and prior
15 Open Planning Application File
(completed) 1998 " "
16 Parcel Maps Files (completed) 1990 " "
17 Parcel Maps - Reference Copy when superseded
18 P&R Committee Mins.(See R&P
Schedule) Permanent
19 Ping. Comm. Mins. & Resols.
20 Reference Maps When superseded
21 Reproducible Maps "
22 Subject Files 1998 and prior
23 Tract Map Files (completed) 1990 "
24 Tract Maps - Reference Copy When superseded
W:\RECORDS\RECORDS\2000 PLANNING BUILDING CODE DESTRUCTION SCHEDULE.doc
I HEREBY GRANT PERMISSION FOR DESTRUCTION OF THESE RECORDS.
Dated:
EXHIBIT "B"
JANUARY 2000
RECREATION AND PARKS
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS DEPT.
The following list of official record series was eligible for destruction on January 1, 2000.
The Item Number refers to the Department's retention schedule and the Series Description
refers to the type of record as it appears on that schedule.
NO. SERIES DESCRIPTION RECORDS ELIGIBLE
FOR DESTRUCTION
1 Activity Reports 1999 and prior
2 Budget Files 1995 "
3 Cash Receipts 1993 "
4 Correspondence and Subject Files 1995 "
5 Rec. & Parks Committee Files 1993 "
6 Rec. & Parks Facilities Log
Book 1994 "
7 Facilities Use Permit 1995 "
8 Recreation Class Reports (REACH) 1997 " IV
9 Timesheets (duplicate record):
Full & Part time 1999 "
10 Rec. & Parks Committee Minutes Permanent
W\RE:\RECORDS CORDS\2000 P&R DESTRUCTION SCHEDULE.doc
I HEREBY GRANT PERMISSION FOR DESTRUCTION OF THESE RECORDS.
Dated:
EXHIBIT "B"
JANUARY 1, 2000
FINANCE DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series was eligible for destruction on January 1, 2000. The Item
Number refers to the Department's retention schedule and the Series Description refers to the type of
record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESTRUCTION
1 Accounts Payable 1995 & prior
2 Accounts Receivable 1995 "
3 Finance Department Budgets 1998 "
4 Auditor's Reports Permanent
5 Bank Reconciliation Files 1990 & prior
6 Budget Files (duplicate) 1999 "
7 Business License & Business Tax 1995 "
Registrations
8 Business License Reports 1993 "
9 Cancelled Checks 1995 "
10 Cash Journal 1995 "
11 Cash Receipts 1995 "
12 Correspondence and Subject File 1995 "
13 Correspondence - Chronological 1995 "
14 Demands/Warrant Register & Control 1995 " "
15 Special District Files 1989 "
16 Duplicate Check Record 1996 "
17 Expenditure & Revenue Ledgers 1995 "
18 General & Subsidiary Ledgers 1980 " "
19 General & Subsidiary Ledgers (Monthly) 1995 "
20 General & Subsidiary Ledgers (Annual) 1980 "
21 Health & Benefits Reports 1995 "
22 Journal Vouchers 1990 " "
23 Ledger Reconciliation 1 997 "
24 Operating Budget Permanent
25 Payroll Records 1990 & prior
26 Payroll Reports 1990 "
27 Purchase Orders 1999 "
28 Report of Accounts 1990 "
29 Retirement Records 1985 " "
30 Revenue Folders 1995 "
31 Time Sheets 1990 "
32 Trust Deposit Records 1990 " "
I HEREBY GRANT PERMISSION FOR DESTRUCTION OF THESE RECORDS.
W:\RECORDS\RECORDS\2000 FIN DEST SCHED.doc
EXHIBIT "B"
DATED:
January 2000
CITY MANAGER'S OFFICE
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER'S OFFICE
The following list of official record series was eligible for destruction on January 1, 2000. The Item
Number refers to the Department's retention schedule and the Series Description refers to the type
of record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESTRUCTION
1 Activity Reports 1997 and prior
2 Budget Files 1992 " "
3 Correspondence & Subject Files 1996 " "
4 Correspondence-Chronological Files 1993 " "
5 Grant Files (completed) 1994 " "
6 Legal Opinions 1990 " "
7 Litigation and Claims Files (closed) 1990 " "
8 Personnel Applications 1998 "
9 Personnel Cards - Full Time Employees 1975 " "
10 Personnel Handbooks Permanent
11 Personnel Records, Fulltime Employees 1980 " "
12 Personnel Records, Partime Employees 1980 " "
13 Friday Admin. Report 1994 " "
14 Treasurer's Annual Reports 1990 " "
15 Treasurer's Ledgers 1990 " "
16 Treasurer's Monthly Reports 1990 " "
17 Treasurer's Warrants Register &
Requests for Warrants 1995 " "
18 Animal Control Files 1998 " "
19 Dog License Files 1998 " "
20 Community Forum Files (NEWSLETTER) 1990 " "
21 Community Forum Published issues Permanent
22 Film Permits 1996 " "
23 Parking Ticket Reports 1998 " "
24 Cable Television 1990 " "
25 Public Art 1990 " "
W:\RECORDS\RECORDS\2000 city mgr. destruction sched.doc
I HEREBY GRANT PERIMSSION FOR DESTRUCTION OF THESE RECORDS.
DATED: EXHIBIT "B"
JANUARY 2000
CITY CLERK
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK/ADMINISTRATIVE SERVICES
The following list of official record series was eligible for destruction on January 1,2000. The Item
Number refers to the Department's retention schedule and the Series Description refers to the type of
record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO FOR DESTRUCTION,
1 Annexation Permanent
2 Budget (Department only) 1998 & prior
3 Elections - Winners Permanent
4 Elections - Losers 1995 & prior
5 City Incorporation Documents Permanent
6 Contracts 1985 & prior
7 Council Legislative Action Files 1992 & "
8 Council Agenda 1995 &
9 Counter Copy of Agenda Packets 1998 & "
10 City Council Minute Books Permanent
11 City Council Minutes Reference Copy none eligible
12 City Council Ordinances Books Permanent
13 City Council Ordinances Control Record 1995 & prior
14 City Council Resolution Books Permanent
15 City Council Resolution Control Record 1995 & prior
16 Vehicle Ownership Records None eligible
17 History Archives Permanent
18 File Indices
19 Petitions (elections) none eligible
20 Petitions (other than in 19) 1998 & prior
21 Real Property Files Permanent
22 Claims Files Closed 1990 & prior
23 Workers Comp.claims 1990 & prior
24 Statements of Economic Interest
City Council (Dup.Record) 1996 "
Planning Comm. (Dup.Record) 1996 " Si
Designated Positions (Orig.) 1993 "
W:\RECORDS\RECORDS\2000 CCLEK DEST SCHED.DOC
I HEREBY GRANT PERMISSION FOR THE DESTRUCTION OF THESE RECORDS.
DATED: EXHIBIT "B"
JANUARY 2000
PUBLIC WORKS DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series was eligible for destruction on January 1, 2000.
The Item Number refers to the Department's retention schedule and the Series Description
refers to the type of record as it appears on that schedule.
RECORD SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESTRUCTION
1 Activity Reports 1999 and prior
2 Budget Files 1998 "
3 City Council Agendas (Duplicate
File) Jan 2000 " "
4 Maps and Plans none eligible
5 Contractor Invoices to City 1995 "
6 Subject & Project Files (completed) 1990 "
7 Chronological Files 1995 "
8 Highway Permits (completed) 1993 " it
9 Improvement Undergrounding &
Maintenance District files (completed) 1989 "
10 Inventory of Road Infrastructure As superseded
11 Los Angeles County Road Dept.Service
Requests (completed) 1995 "
12 Los Angeles County Engineering
Department Service Requests (completed) 1995 "
13 Maint. Records: Streets, Roads,
Sidewalks & Tree Removal 1990 " if
14 Radar Speed Studies 1995 "
15 Telephone Logs 1998 " "
16 Time Sheets 1994 " it
17 Traffic Committee Minutes Permanent
W 1RECORDS\20001RECORDS PUB WKS DESTRUCTION SCHED.DOC
I HEREBY GRANT PERMISSION FOR THE DESTRUCTION OF THESE RECORDS.
DATED:
EXHIBIT "B"
NO SERIES DESCRIPTION YEARS OF RETENTION
ACTIVE INACTIVE TOTAL
14. Radar Speed Studies 1 4 5
. Accident Reports
15. Telephone Logs 1 1 2
16. Time Sheets 1 5 6
• Timesheets for Contractor labor
• Documents invoice to City
17. Traffic Committee Minutes P P
W:\RECORDS\RECORDS\2000 pub wks reten sched.doc
Pub. Wks . Retention Schedule
January 2000
EXHIBIT "C" Page 3
YEARS OF RETENTION
NO SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
6. Subject and Project Files C+1 9 C+10
• Correspondence with attachments
• Inter-office memos
• Staff Agenda reports
• Follow-Up Action
• Federally/State Funded Projects
• Requests for Proposals(RFP's)
• Proposals
• Contracts(duplicate: original with City Clerk's Office)
• All supporting data
• Sub-contractor timesheets and invoices
• Grant files
7. Chronological files 1 4 5
Copies of all correspondence(Used for quick reference)
8. Highway Permits C+1 6 C+7
• Utility Permits
• Dumpster Permits(Residents)
• Contractor Permits(Note: Completion at expiration)
9. Improvement Undergrounding and Maintenance District files: 1 10 11
• Correspondence
• Work papers
Reports
• Agreement to Participate and associated documents
10. Inventory of Road Infrastructure S S
• Road signs
• Striping
11. Los Angeles County Road Department Service Requests C+1 4 C+5
• Service Request forms and related documents
12. Los Angeles County Engineering C+1 4 C+5
Department Service Requests
• Service Request forms and related documents
13. Maintenance Records:, 2 8 10
Streets, Roads
Sidewalks, and Tree Removal
• Maintenance Schedule
• Maintenance Service Requests
• Summary Reports• Accident Reports
Pub. Wks. Retention Schedule
January 2000
EXHIBIT "C" Page 2
JANUARY 1, 2000
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
YEARS OF RETENTION
NO SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
1. Activity Reports 7 1
City Manager Friday Report
Department Director's Activity Reports (Note: this is a duplicate
series. Orig. report in City Mgrs. Office)
2. Budget Files 1 1 2
Details of Department Budget
3. City Council Agendas 6 mo. 6 mo.
(duplicate record)
4. Maps and Plans T1 2 T+2
• Rights-of-Way
• Landscape Plans
• Drainage Maps
• Aerial Maps
• Aerial Photographs
• City Maps
• Maintenance& Improvement Maps
• Assessment District Maps
• Contour/Topographic Maps
• Engineering Drawings
• Grading Maps/Plans
• Park Plans
• Del Cerro
• Ryan Park(formerly Rancho Palos Verdes Park)
• Hesse Park
• Ladera Linda
• Clovercliff
• Civic Center Undergrounding
• Traffic Control Devices
5. Contractor Invoices to City 2 3 5
• Billing information for work performed for the City including
cost data by personnel level
Purchase Orders
Note:These invoices and purchase orders filed by fiscal year.
1T=Termination (when facility has been dismantled.) P= Permanent. E= Expiration (upon
expiration date). C=Completion (when project has been completed).
Pub. Wks . Retention Schedule
EXHIBIT "C" January 2000
Page 1
JANUARY 2000
RECORDS RETENTION SCHEDULE
RECREATION AND PAR_ KS
YEARS OF RETENTION
NO • SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
1 Activity Reports orts 1 1
• Dept Director's Activity Report
(Note: Duplicate Series Official copy in CM's
office)
2 Budget Files 5 5
• Details re departmental budget
3 Cash Receipts 2 5 7
• Cash Receipt Forms/MC, Visa
4 Correspondence & Subject Files 1 4 5
• Correspondence
• Reports
5 Parks & Recreation Committee Files 2 5 7
• Reports
• Correspondence
6 Parks & Recreation Facilities log book 1 5 6
• Logs and staff activities
• Park Inspections
• Public Works Work Orders
7 Facilities Use Permits & Contracts 2 3 5
8 Recreation Class Reports 3 3
• Applications & confirmation sheets(REACH
only)
9 Timesheets - Permanent &Temporary 1 1
(Duplicate Record original in Fin. Dept.)
10 Rec. & Parks Comm. Minutes P P
W:IRECORDSIRECORDS12000 R&P Ret.sched.doc
EXHIBIT "C"
January 2000
RECORDS RETENTION SCHEDULE
PLANNING, BUILDING & CODE ENFORCEMENT
YEARS OF RETENTION
NO. SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
1. Address Files. T 2 T+2
Control Sheet For Applications
Building Permit Applications
Certificates Of Fire
Warning notice, Planning
Applications, Signed Permits
Staff Reports&Correspondence
Termination Refers To The Destruction Of The Building
2. Certificates of Compliance P - P
3. Certificates of Compliance Files 1 4 5
Correspondence/Notes
Reports
Lot Line Adjustments
4. Coastal Permit Hearing Minutes P P
5. Conditional Use Permit&Variances C 10 C+10
Background Files Including Action Information Sheet
Correspondence
Environmental Documentation
Staff Reports
Material Samples
(Note: Provides background to decision to Grant or refuse
permit.)
6. Correspondence&Chronological Files 1 9 10
Copies of Correspondence Used For Quick
Chronological Reference.
7. Development Code Amendments 5 yr. 5 Yr. Rev
Review
Rev. &Zone changes
Action Information Sheet
Correspondence
Maps
Environmental Documentation
Zone Changes
Specialized Subject Files That Document Dept's.
Administration Of Code.
8. Development Code Enforcement C 10 C+10
Correspondence
Investigation Requests
Maps
EXHIBIT "C"
YEARS OF RETENTION
NO. SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
9. Environmental Assessment&Determination Notices 5 20 25
10. Environmental Impact Reports 5 20 25
11. Gen. Plan&Coastal Plan Amendments Files. 5 yr. 5 yr.
Review Review
Correspondence
Maps
Environmental Documentation
Action Information Sheets
Staff Reports/Work papers
Contracts
Reports, Hearings
Specialized Subject Files Documenting Dept's.
Administration of the Plan
12. Geologic&Soils Reports P P
Historical Value
13. Index Log Books S S
14. Non-residential bldg. Plans. T 2 T+2
Approved Plans For Commercial &City Projects.
(Termination Is Met When The Building Is Destroyed.)
15. Planning Applications AR 2 AR+2
Planning Applications
Requests For Approval Of Project&Supporting
Documents Pending Decision.
16. Parcel Map Files C 10 C+10
Maps
Copy of Planning Commission Resolutions
Parcel Info. Sheet
Notice Of Hearing
Environmental Documentation
staff reports
Geologic Reports
Correspondence
Note:A Copy of parcel maps is retained per Item No.
21 on this schedule.
17. Parcel Maps—Reference Copy S S
18. Parks&Rec.Comm. Minutes P P
1A=Audit; C = Completion; E = Expiration; T = Termination; S =
Superseded; and, P = Permanent.
Ping. Bldg. & Code Enforcement
Retention Schedule
January 2000
Page 2
EXHIBIT "C"
(Note: Responsibility for P&R Comm. Returned to P&R
Dept.)
YEARS OF RETENTION
NO. SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
19. Ping. Comm. Mins. &Resolutions P P
20. Reference Maps S S
21. Reproducible Maps S S
Includes Reproducible Copies Of Parcel&Tract Maps
Official Copy In County Recorder's Office
22. Subject Files AR 1 2
Correspondence
Reports
Surveys&Work papers
23. Tract Map Files C 10 C+10
Tract Maps
Action Information Sheets
Environmental Documentation,
Geological Reports
Staff reports
City Council Resolutions&correspondence
Note:A copy of tract maps is retained per item No.21
on this schedule.
24. Tract Maps—Reference Copy S S
W:\RECORDS\RECORDS\2000 Planning&Bldg Retention Schedule.doc
/A=Audit; C = Completion; E = Expiration; T = Termination; S =
Superseded; and, P = Permanent.
Ping. Bldg. & Code Enforcement
Retention Schedule
January 2000
EXHIBIT "C" Page 3
JANUARY 1, 2000
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
TOTAL YEARS RETAINED
NO SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
1. Accounts Payable 3 2 5
Yellow Copy Of Check
Approved For Payment Invoices,
Purchase Order
2. Accounts Receivable 3 2 5
Invoices
Adding Machine Tapes
Correspondence
Itemized Statements
3. Finance Department Budget Files 2 - 2
4. Auditor's Reports A+5 P P
City Auditor Reports
State Controller
Special Audits
Auditor's Recommendations
The City Auditor's Reports Are Held In The Office Until The
Next State Or Special Audit, Plus Five Years.All Audits Are
Held Permanently.
5. Bank Reconciliation 3 7 10
Bank Statements
Copies Of Deposit Records
Notes
Work-Sheets
6. Budget Files AR AR
Drafts of dept's. proposed budget.
Duplicate series. (Note: Original in each dept.)
7. Business License And Business Tax Registrations E+2 3 5
Business Registration Certificates
Business Tax Registration
Business License Application
8. Business License Reports 5 2 7
Yearly report of business licenses registered
Finance Dept . Retention Schedule
January 2000
Page 1
EXHIBIT "C"
TOTAL YEARS RETAINED
NO SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
9. Cancelled Checks 3 2 5
Cancelled Checks
Except Those Related To The Purchase Of Real Property
10. Cash Journal 3 2 5
11. Cash Receipts 3 2 5
Cash Receipt
Adding Machine Tape
Input Worksheets
Bank Deposit Receipts
_12. Correspondence&Subject File. AR 5 AR+5
Correspondence&reports
13. Correspondence Chronological Files AR 5 AR+5
Copies Of Finance Services Correspondence
Used For Quick Reference
Receipts
Work Papers
14. Demands/Warrant Register&Control Files 3 2 5
15. District Files 2 9 11
Includes Parks& Recreation
District Files
Assessment Districts
Correspondence
Bank statements
check stubs
invoices
16. Duplicate Check Record 1 3 4
Copy of cancelled City checks
(Note: This is a Duplicate series. Official copy in Accounts
Payable files.)
17. Expenditure&Revenue Ledgers(Monthly) 3 2 5
Includes Trust Fund Register
18. Expenditure&Revenue Ledgers 3 17 20
19. General & Subsidiary Ledgers(Monthly) 3 2 5
Includes Capital Projects
Subsidiary Ledger
Finance Dept . Retention Schedule
January 2000
Page 2
EXHIBIT "C"
_ TOTAL YEARS RETAINED
NO SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
20. General &Subsidiary Ledgers(Annual) 3 17 20
21. Health And Benefits Reports AR+2 3 AR+5
Includes eligibility for medical insurance and other city
benefits.
22. Journal Vouchers 3 7 10
23. Ledger Reconciliations 3 - 3
Worksheets
24. Operating Budget 5 P P
25. Payroll Records 2 8 10
Bank Statements
Bank Deposits
Tax Report Records'
Payroll Workpapers And Reports
Insurance Records
Vacation Reports
Warrant Control Sheets
(Confidential Records)
26. Payroll Reports 2 8 10
Tax Reports
Payroll Deduction Register
Master Payroll Status Report.
(Note:This A Confidential Record.)
27. Purchase Orders 1 1
(Note:This is a Duplicate record. Original purchase orders
in Accounts Payable Files.)
28. Reports Of Accounts 3 7 10 _
Monthly Reports of Appropriations
Encumbrances
Preliminary Demand Register
Statement of Expenditure and Revenue
Revenue Journal
Expenditure Journal
Month-End Adjustments
29. Retirement Records 3 12 15
Benefits eligibility
Duplicate Series.
(Note: Official record held by PERS, SACRAMENTO., CA) •
Finance Dept . Retention Schedule
January 2000
Page 3
EXHIBIT "C"
TOTAL YEARS RETAINED
NO SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
30. Revenue Folders 3 2 5
Invoices
Check Stubs
Cash Receipts
Adding Machine Tapes
Correspondence
31. Time Sheets 1 9 10
Timekeeping records for City personnel.
(CONFIDENTIAL Record.)
32. Trust Deposit Records 3 7 10
Ledger Sheets for Individual TD's
lA = Audit; C = Completion; E = Expiration; T = Termination;
S = Superseded; and, P = Permanent.
W:\RECORDS\RECORDS\2000 fin retention sched.doc
Finance Dept . Retention Schedule
January 2000
Page 4
EXHIBIT "C"
JANUARY, 2000
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
TOTAL YEARS RETAINED
NO SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
1 Activity Reports 1 2 3
2 Budget Files 3 5 8
Operating budget.
Calculations
Reports&Supporting Documents
3 Correspondence&Subject Files 1 3 4
4 Correspondence-Chronological Files 2 5 7
Correspondence Duplicate Series.
Official copy in City Manager's Subject Files.
Sheriffs Dept. Correspondence
5 Grant Files E+61 E+6
Grant application and other related documents
6 Legal Opinions 5 5 10
Correspondence with the City Attorney
7 Litigation and Claims Files C 10 C+10
8 Personnel Applications 2 2
9 Personnel Cards Permanent Employees T 25 T+25
Reference Card With Dates Of Employment, Positions, Pay Rate.
Confidential Record
10 Personnel Handbooks P P
11 . Personnel Records, Fulltime Employees T 10 T+20
Correspondence _
Pay Rate Form, Evaluations, Vacation And Sick Leave Requests
Confidential Record
12 Personnel Records, Partime Employees 5 T+20
13 Friday Admin. Report 2 4 6
14 Treasurer's Annual Reports 2 8 10
lA = Audit; C = Completion; E = Expiration; T = Termination; S =
Superseded; and, P = Permanent.
City Manager's Office
EXHIBIT "C" Retention Schedule
Page 1
January 2000
TOTAL YEARS RETAINED
NO SERIES DESCRIPTION ACTIVE INACTIVE TOTAL
15 Treasurer's Ledgers 2 8 10
Chronological ledgers used to prepare City Treasurer's Report
16 Treasurer's Monthly Reports 2 8 10
17 Treasurer's Warrants 1 4 5
Register and Requests for Warrants Form
Duplicate copies of checks
18 Animal Control Files AR 2 AR+2
Correspondence,
Statements
Invoices,
Policies(duplicate of SPCA files)
19 Dog License Files 2 2
20 Community Forum Files 3 7 10
Post Office permit
Tax Records
Financial Statements
21 City Newsletter 1 P P
A copy of each Community Forum publication
(Historical value )
22 Film Permits 4 4
Application For Permission To Film In The City
Correspondence.
Insurance Certificates
23 Parking Ticket Reports 2 2
Computer printout of delinquent tickets
24 Cable Television 6 4 10
CAN Board Minutes
Grant Application Guidelines
25 Public Art 4 6 10
Research Material
Scrapbooks
Committee Agendas/Minutes
Zone 1 thru 5 Slides
Misc. Correspondence
W:\RECORDS\RECORDS\2000 CITY MGR RETENTION SCHED.doc
1A= Audit; C = Completion; E = Expiration; T = Termination; S = Superseded; and, P =
Permanent.
•
EXHIBIT "C" City Manager's Office
Retention Schedule
Page 2
January 2000
JANUARY 2000
RECORDS RETENTION SCHEDULE
CITY CLERK'S DEPARTMENT
RECORD RECORD DESCRIPTION ACTIVE INACTIVE TOTAL YEARS
NO. RETAINED
1 Annexation P1 P
• Secretary of State —
Certificate of Completion
• Background Information
2 Budget(Departmental back-up information) 2 1 2
3 Elections
• Campaign Statements-Winners 1 _ P
4 Elections
• Campaign Statements–Losers 1 4 5
5 City Incorporation Documents
(Stored in Vault, Historical value) P P
6 Contracts 1 5 E+15
Official signed copy of contracts
and related documents
7 Council Legislative Action files 5 3 8
• All back up material presented
to Council in agenda packets
8 Council Agenda 2 3 5
9 Counter Copy of Agenda Packets 1 1 2
• Packet prepared for Public viewing
at City Hall.(Duplicate record)
10 City Council Minutes Books P P
• Official record copy (M)
Vital Record-Historical Value
11 City Council Minutes Reference Copy 10 20 30
I 12 City Council Ordinances Books P P
• Official Original (M)
Vital Record–Historical Value
13 City Council Ordinances Control Record Sheet 5 5
, • Record of parties receiving
copy of ordinances from City Clerk's Office
• Duplicate copies for staff use
14 , City Council Resolution Books P r P
• Official Original Vital Record M
Historical Value
15 City Council Resolution Control Record Sheet 5 5
• Record of parties receiving copy
of ordinance from City Clerk
P=Permanent; E=Expiration; M=Microfilmed; UC= Until Completion;AR=Annual Review;and,T=Transaction.
EXHIBIT "C"
RECORD RECORD DESCRIPTION ACTIVE INACTIVE TOTAL YEARS
NO. RETAINED
• Duplicate copies for staff use
16 Vehicle ownership records T T
17 History Archives P P
• Material showing the development
and history of the City. (Historical Value)
18 Indices
• Cross-reference indices to Council P P
legislative actions
19 Petitions x 8 mos.after
• Referendums Election
• Recalls Date
• Initiatives
20 Petitions(other than in 19) AR 2 2
21 Real Property Files P
M
• Deeds
• Covenants running w/land
• Index of sewer hook-ups
• Deeds for the City Parks/Trails
• Easements
• Street Vacations
• Road Deeds
22 Claims Files C 10 C+10
• Correspondence
• Claim Forms
• Court Decisions
23 Workers Comp. Files C 10 C+10
(Note: Confidential Record)
24 Statements of Economic Interest 2 2 4
• City Council(duplicate record:orig.stmt
Filed with FPPC
• Planning Comm. (duplicate record:orig. 2 2 4
Stmt. Filed with FPPC
• Designated Positions(original stmts.) 2 5 7
W:\RECORDS\RECORDS\2000 City Clerk Retention Schedule.doc
IP=Permanent; E=Expiration; M=Microfilmed; UC=Until Completion;AR=Annual Review;and,T=Transaction.
EXHIBIT "C" City Clerk's Office
Retention Schedule
January 2000
Page 2