CC SR 20170606 L - Rec & Park Dept Retention ScheduleRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 06/06/2017
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to revise and approve the Recreation and Parks
Department Records Retention Schedule.
RECOMMENDED COUNCIL ACTION:
(1) Revise and approve Recreation and Parks Department Records Retention
Schedule.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lorna Cloke, Administrative Analyst II Lc
REVIEWED BY: Gabriella Yap, Deputy City Manager.
APPROVED BY: Doug Willmore, City Manager'.
kli
ATTACHED SUPPORTING DOCUMENTS:
A. 2017 Recreation and Parks Department Records Retention Schedule
(Redline Version) (page A-1)
B. 2017 Recreation and Parks Department Proposed Records Retention
Schedule with all changes accepted (page B-1)
C. 2011 Adopted Recreation and Parks Department Records Retention
Schedule (page C-1)
BACKGROUND AND DISCUSSION:
The records retention schedule was presented to the City Council for their review on
January 17, 2017. The City Council expressed a desire to review each department in
depth and directed Staff to bring back each department section one at a time. This is
the last of six department schedules to be presented to the City Council. The proposed
schedule mirrors the previous policies that the City Council has approved for other
Departments. See Attachments A, B, and C for the proposed and current Recreation
and Parks Department retention schedules.
1
P=Permanent; E=Expiration; C=Completed/Closed; T=Termination (e.g., when equipment is terminated from use); O = Obsolete (category
eliminated)
CCQDI IARY 9044 9n4a iANUARY 2017
RECORDS RETENTION SCHEDULE
RECREATION AND PARKS DEPARTMENT
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
a-.
A6tiv-ity Reports
4
4
2
GG 34090.7
DepaFtment DireGtO S Weekly AGtiV ty
Report.
(Note: DUPIOGate; OFiginal retained by roti,
Manager's nMG6 1
1.
Budget Files
2
2
GC 34090
Information regarding development of
department budget and copies of approved
budget.
2A.
Cash Receipts & Financial Documents (No
Donations)
2
3
5
GC 34090;
CCP 337
CashReceipts, Credit Card Receipts,
Invoices, Purchase Orders.
2B.
Financial Documents - Los Serenos Docents
2
8
10
GC 34090
Bank statements (checking and savings) and
financial reports generated by the Los
Serenos' treasurer.
3A.
Project Files
2
2
4
GC 34090
CCP 337
General Correspondence with Attachments
Project Reports
Docent Newsletter
REACH Newsletter
Staff Schedules
Special Event Related Files
3B.
Project Files - Contracts
C+2
C+2
C+4
GC 34090
CCP 337
Contracts with related documents (Note:
Includes duplicate of approved contract;
Original contract on File in City Clerk's
Office).
4.
Recreation & Parks Committee Files
2
5
7
GC 34090
Correspondence
Reports
01203.0001/288206.1
Recreation and Parks Retention Schedule
Resolution No. 2Q11 w' 9393 20167 -XX - Exhibit A
Commented [Al]: Adjust numbering throughout
Commented [A2]: Dept says record is obsolete.
Commented [A3]: The city should consider
changing total years retained to Active (A+2)
andInactive (A+3) in case these items are
subject of an audit.
Formatted: Font: 8 pt, Condensed by 0.1 pt
A-1
P=Permanent; E=Expiration; C=Completed/Closed; T=Termination (e.g., when equipment is terminated from use); O = Obsolete (category
eliminated)
01203.0001/288206.1
Recreation and Parks Retention Schedule
Resolution No. 201-1-03 20167 -XX - Exhibit A
Commented [A4]: R & P would like this record
moved to PW.
Commented [AS]: Playground Equipment
Inspections is on the PW schedule. Repair is
not included. R & P would like the repair
portion moved to PW as well.
Formatted: Font: 8 pt, Condensed by 0.1 pt
A-2
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
5.
Recreation & Parks Facilities Operations
1
5
6
GC 34090
Staff Activities
CCP 338, 343
Daily Park Inspections
Public Works Work Orders
Incident Reports
6.
Park Ranger Documents
2
4
6
GC 34090
Activity Reports and Citation -Related
Penal Code 802
Documents
7.
Recreation and Parks Staff Reports
2
2
4
Note: Duplicate; Original on File in City
Clerk's Office
8.
Committee Minutes
P
P
P
GC 34090(e)
Official minutes and hearing proceedings of
governing body or board, commission or
committee including:
Recreation & Parks Committee Minutes
Los Serenos de Point Vicente Board Minutes
Friends Meeting Minutes
9.
Facilities Use Permits & Contracts
2
2
4
GC 34090,
Facility Use Permits
34090.7,
Facility Rental Contracts
CCP 337, 338
Instructor Permits
Instructor Contracts
(Note: Original contracts are retained by City
Clerk's Office.
44A-.
inventory of Playground Equipment
T_
T+5
T+5
GQ 24090
Original c.. eRt Manuals
List of all playgFound equipment owned b
4B
DlaygFOund Equ lament — Inspe F'e and
R pai
g
GG34090
ReGGrds relating to playground equipment
eXGept inventory and manuals,
11 prk QroeTrr7erc
10.
I Recreational Activity Reports
2
2
4
GC 34090
Registration Materials for Special Events and
01203.0001/288206.1
Recreation and Parks Retention Schedule
Resolution No. 201-1-03 20167 -XX - Exhibit A
Commented [A4]: R & P would like this record
moved to PW.
Commented [AS]: Playground Equipment
Inspections is on the PW schedule. Repair is
not included. R & P would like the repair
portion moved to PW as well.
Formatted: Font: 8 pt, Condensed by 0.1 pt
A-2
P=Permanent; E=Expiration; C=Completed/Closed; T=Termination (e.g., when equipment is terminated from use); O = Obsolete (category
eliminated)
,01203.0001/288206.1
Recreation and Parks Retention Schedule
Resolution No. 2811-03 20167 -XX - Exhibit A
Commented [A6]: I would add 30 days Inactive
to bring the total to 60 days. Even though the
Time Cards are duplicates, in case there is a
dispute about the previous month's time
entries, the City can reference last month's
time card.
Formatted: Font: 8 pt, Condensed by 0.1 pt
A-3
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CCP 337, 338
Recreational Programming
11A.
Timesheets
1
1
2
GC 34090,
Permanent and Part -Time Employees
34090.7
Timesheets
(Note: Duplicate; Original on File in the
Finance Department)
11B.
Facility Log Books
1
5
6
GC 34090,
Facility Log Books
34090.7;
CCP 338, 343
11C.
Time Cards
30days
30 days
GC 34090.7
Pursuant to Records Retention Resolution,
duplicates may be destroyed. Punch Time
Cards for PT Employees are a duplicate
record; timesheets are the original record.
Punch Time Cards may be destroyed after
30 days without further action by City Council.
12.
Historical Documents
P
P
P
GC 34090
Maps & Plans
Exhibit and Equipment Info/Plans
Park Acquisition Files
Research papers prepared by Docents
City Incorporation - Related Documents (Note:
These are duplicates; originals are on file in City
Clerk's Office)
Exhibit Info. Background
Photos (Historical)
City Anniversary Materials
Measure A and Leases/Transfers/Deeds (Note:
These are duplicates; originals are on file in City
Clerk's Office)
Grant -Related Information
Docent Bylaws Donations and Gifts for Parks
Information
,01203.0001/288206.1
Recreation and Parks Retention Schedule
Resolution No. 2811-03 20167 -XX - Exhibit A
Commented [A6]: I would add 30 days Inactive
to bring the total to 60 days. Even though the
Time Cards are duplicates, in case there is a
dispute about the previous month's time
entries, the City can reference last month's
time card.
Formatted: Font: 8 pt, Condensed by 0.1 pt
A-3
P=Permanent; E=Expiration; C=Completed/Closed; T=Termination (e.g., when equipment is terminated from use); O = Obsolete (category
eliminated)
P=Permanent; E=Expiration; C=Completed/Closed; T=Termination (e.g., when equipment is terminated from use); O = Obsolete (category eliminated)
Formatted: Font: 8 pt, Condensed by 0.1 pt
012030001/2882061 4 Recreation and Parks Retention Schedule
Resolution No. 2011 02 20167 -XX -Exhibit A
W
TOTAL YEARS RETAINED
CITATION
CONTENTSINOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
501 c3 and 170c Status
Nature Preserve History
PVIC History
13.
Computer Training Manuals
T+2
T+2
GC 34090
Computer Software Training
Manuals/Reference Materials
P=Permanent; E=Expiration; C=Completed/Closed; T=Termination (e.g., when equipment is terminated from use); O = Obsolete (category eliminated)
Formatted: Font: 8 pt, Condensed by 0.1 pt
012030001/2882061 4 Recreation and Parks Retention Schedule
Resolution No. 2011 02 20167 -XX -Exhibit A
W
A=Active, AU=Audit; P=Permanent; E=Expiration; C=Completed/Closed; S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
RECREATION AND PARKS
Recreation and Parks Department
Proposed Records Retention Schedule June 6, 2017
As
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of approved
budget.
2A.
Cash Receipts & Financial Documents (No
Donations)
AU+2
AU+3
AU+5
GC 34090;
CCP 337
Cash Receipts, Credit Card Receipts,
Invoices, Purchase Orders.
2B.
Financial Documents - Los Serenos
Docents
AU+2
AU+2
GC 34090
Bank statements (checking and savings) and
financial reports generated by the Los
Serenos' treasurer.
3A.
Project Files
2
2
4
GC 34090
CCP 337
General Correspondence with Attachments
Project Reports
Docent Newsletter
REACH Newsletter
Staff Schedules
Special Event Related Files
3B.
Project Files - Contracts
C
2
C+2
GC 34090
CCP 337
Contracts with related documents (Note:
Includes duplicate of approved contract;
Original contract on File in City Clerk's
Office).
4.
Recreation & Parks Committee Files
C+2
C+2
GC 34090
Correspondence
Reports
5.
Recreation & Parks Facilities Operations
C+2
C+2
GC 34090
CCP 338, 343
Staff Activities
Daily Park Inspections
Public Works Work Orders
Incident Reports
6.
Park Ranger Documents
2
4
6
GC 34090
Penal Code 802
Activity Reports and Citation -Related
Documents
7.
Recreation and Parks Staff Reports
C+2
C+2
Note: Duplicate; Original on File in City
Clerk's Office
Recreation and Parks Department
Proposed Records Retention Schedule June 6, 2017
As
A=Active, AU=Audit; P=Permanent; E=Expiration; C=Completed/Closed; S=Superseded; T=Termination
Recreation and Parks Department
Proposed Records Retention Schedule June 6, 2017
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
8.
Committee Minutes
P
P
P
GC 34090(e)
Official minutes and hearing proceedings of
governing body or board, commission or
committee including:
Recreation & Parks Committee Minutes
Los Serenos de Point Vicente Board Minutes
Friends Meeting Minutes
9.
Facilities Use Permits & Contracts
2
2
4
GC 34090,
Facility Use Permits
34090.7,
Facility Rental Contracts
CCP 337, 338
Instructor Permits
Instructor Contracts
(Note: Original contracts are retained by City
Clerk's Office.)
Recreational Activity Reports
2
2
GC 34090
Registration Materials for Special Events and
10.
CCP 337, 338
Recreational Programming
11A.
Timesheets
1
1
2
GC 34090,
Permanent and Part -Time Employees
34090.7
Timesheets
(Note: Duplicate; Original on File in the
Finance Department)
11B.
Facility Log Books
1
5
6
GC 34090,
Facility Log Books
34090.7;
CCP 338, 343
11C.
Time Cards
30 days
30 days
60 days
GC 34090.7
Pursuant to Records Retention Resolution,
duplicates may be destroyed. Punch Time
Cards for PT Employees are a duplicate
record; timesheets are the original record.
Punch Time Cards may be destroyed after
30 days without further action by City
Council.
12.
Historical Documents
P
P
P
GC 34090
Maps & Plans
Exhibit and Equipment Info/Plans
Park Acquisition Files
Research papers prepared by Docents
Cit Incorporation - Related Documents Note:
Recreation and Parks Department
Proposed Records Retention Schedule June 6, 2017
A=Active, AU=Audit; P=Permanent; E=Expiration; C=Completed/Closed; S=Superseded; T=Termination
A=Active, AU=Audit; P=Permanent; E=Expiration; C=Completed/Closed; S=Superseded; T=Termination
**Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
Recreation and Parks Department
Proposed Records Retention Schedule June 6, 2017
9]
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
These are duplicates; originals are on file in
City Clerk's Office)
Exhibit Info. Background
Photos (Historical)
City Anniversary Materials
Measure A and Leases/Transfers/Deeds
(Note: These are duplicates; originals are on
file in City Clerk's Office)
Grant -Related Information
Docent Bylaws Donations and Gifts for Parks
Information
501c3 and 170c Status
Nature Preserve History
PVIC History
13.
Computer Training Manuals
T+2
T+2
GC 34090
Computer Software Training
Manuals/Reference Materials
A=Active, AU=Audit; P=Permanent; E=Expiration; C=Completed/Closed; S=Superseded; T=Termination
**Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
Recreation and Parks Department
Proposed Records Retention Schedule June 6, 2017
9]
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
RECREATION AND PARKS
TOTAL YEARS RETAINED
CITATION
CONTENTSMOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Activity Reports
1
1
2
GC 34090.7
Department Director's Weekly Activity
Report.
(Note: Duplicate; Original retained by City
Manager's Office.
2.
Budget Files
2
2
GC 34090
Information regarding development of
department budget and copies of approved
budget.
3A.
Cash Receipts & Financial Documents (No
2
3
5
GC 34090;
Cash Receipts, Credit Card Receipts,
Donations)
CCP 337
Invoices, Purchase Orders.
3B.
Financial Documents - Los Serenos Docents
2
8
10
GC 34090
Bank statements (checking and savings) and
financial reports generated by the Los
Serenos treasurer.
4A.
Project Files
2
2
4
GC 34090
General Correspondence with Attachments
CCP 337
Project Reports
Docent Newsletter
REACH Newsletter
Staff Schedules
Special Event Related Files
4B.
Project Files - Contracts
C+2
C+2
C+4
GC 34090
Contracts with related documents (Note:
CCP 337
Includes duplicate of approved contract;
Original contract on File in City Clerk's
Office).
5.
Recreation & Parks Committee Files
2
5
7
GC 34090
Correspondence
Reports
6.
Recreation & Parks Facilities Operations
1
5
6
GC 34090
Staff Activities
CCP 338, 343
Daily Park Inspections
Public Works Work Orders
Incident Reports
7.
Park Ranger Documents
2
4
6
GC 34090
Activity Reports and Citation -Related
Penal Code 802
Documents
Recreation and Parks Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-1
Recreation and Parks Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-2
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
8.
Recreation and Parks Staff Reports
2
2
4
Note: Duplicate; Original on File in City
Clerk's Office
9.
Committee Minutes
P
P
P
GC 34090(e)
Official minutes and hearing proceedings of
governing body or board, commission or
committee including:
Recreation & Parks Committee Minutes
Los Serenos de Point Vicente Board Minutes
Friends Meeting Minutes
10.
Facilities Use Permits & Contracts
2
2
4
GC 34090,
Facility Use Permits
34090.7,
Facility Rental Contracts
CCP 337, 338
Instructor Permits
Instructor Contracts
(Note: Original contracts are retained by City
Clerk's Office.
11A.
Inventory of Playground Equipment
T
T+5
T+5
GC 34090
Original Equipment Manuals
List of all playground equipment owned by
Cit(inventory)
11B.
Playground Equipment — Inspection and
2
8
10
GC 34090
Records relating to playground equipment
Repair
except inventory and manuals, including:
Inspection Records
Work Orders
Certifications (Including Safety)
12.
Recreational Activity Reports
2
2
4
GC 34090
Registration Materials for Special Events and
CCP 337 338
Recreational Programming
13A.
Timesheets
1
1
2
GC 34090,
Permanent and Part -Time Employees
34090.7
Timesheets
(Note: Duplicate; Original on File in the
Finance Department)
13B.
Facility Log Books
1
5
6
GC 34090,
Facility Log Books
34090.7;
CCP 338, 343
Recreation and Parks Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-2
P=Permanent; E=Expiration; C=Completed/Closed; T=Termination (e.g., when equipment is terminated from use); O = Obsolete (category eliminated)
Recreation and Parks Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-3
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
13C.
Time Cards
30 days
30 days
GC 34090.7
Pursuant to Records Retention Resolution,
duplicates may be destroyed. Punch Time
Cards for PT Employees are a duplicate
record; timesheets are the original record.
Punch Time Cards may be destroyed after 30
days without further action by City Council.
14.
Historical Documents
P
P
P
GC 34090
Maps & Plans
Exhibit and Equipment Info/Plans
Park Acquisition Files
Research papers prepared by Docents
City Incorporation - Related Documents (Note:
These are duplicates; originals are on file in City
Clerk's Office)
Exhibit Info. Background
Photos (Historical)
City Anniversary Materials
Measure A and Leases/Transfers/Deeds (Note:
These are duplicates; originals are on file in City
Clerk's Office)
Grant -Related Information
Docent BylawsDonations and Gifts for Parks
Information
501c3 and 170c Status
Nature Preserve History
PVIC History
15.
Computer Training Manuals
T+2
T+2
GC 34090
Computer Software Training
Manuals/Reference Materials
P=Permanent; E=Expiration; C=Completed/Closed; T=Termination (e.g., when equipment is terminated from use); O = Obsolete (category eliminated)
Recreation and Parks Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-3