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RPVCCA_CC_SR_2012_02_07_F_Records_Retention_Destruction_SchsF - 1 Records Retention and Destruction Schedules February 7, 2012 Page 2 of 7 anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter. This guidance is articulated in the proposed Resolution and is included in the preamble at the top of each department’s proposed Destruction Schedule. DISCUSSION Staff recently reviewed the documents listed on the retention schedules with the Assistant City Attorney to determine which documents could be destroyed in accordance with law. This annual review process also provides an opportunity to update the existing department schedules. Staff is recommending several changes to the retention schedules (attached as marked- up versions titled Attachment “1” to the staff report) for the following departments: City Manager’s Office, City Clerk, Finance and Information Technology, and Public Works. These changes were submitted by the respective departments pursuant to a review of their current retention schedules with the City Attorney’s Office. New items that have been added to the retention schedules, including more descriptive or clarifying language, is double underlined in blue text. Items to be deleted from the retention schedules, including records combined into another category on the same schedule or records designated as obsolete are noted with “strikethrough” text in red. In some cases, schedules were re-ordered, or an item moved from one department’s schedule to another. The new position to which an item is moved appears in double underlined blue text, and the location where it was removed appears in red strikethrough. All schedules have been reviewed for typographical errors, which were corrected. In addition, the schedules were renumbered as needed to reflect additions and deletions. Below is a summary by Department of proposed changes for 2012. It should be noted that there were no changes necessary to the Community Development Department or Recreation and Parks Department retention schedules this year. City Manager’s Office Many changes are proposed to the City Manager’s Office retention schedule. Description Modified The descriptive text found under the Record Series Description column and/or its Contents and Notes column was revised for Record Nos. 3A (Subject Files – General Topics and Unbuilt Capital Improvements), 3B (Subject Files – Capital Improvements), 12B (Workers Compensation Claims), 12E (Accident Reports and CalOSHA Forms – Employee Injured), 14 (Personnel and Employee Handbooks), and 15 (Personnel Records, Full-Time Employees). F-2 Records Retention and Destruction Schedules February 7, 2012 Page 3 of 7 Retention Period Modified The retention period was modified for the following Record Nos.: 1 (Weekly Administrative Report), 3A (Subject Files – General Topics and Unbuilt Capital Improvements), and 4 (Correspondence – Chronological Files). Record Series Consolidated or Removed Record No. 10 (Personnel Cards Full-Time Employees) as seen on the redline version of the City Manager’s Retention schedule (page 3), is no longer kept as it has become obsolete. In addition, the redline version of the City Manager’s schedule shows that Record No. 7A (General Liability Claims) and Record No. 7D (Litigation Settlements, Judgments, Final Awards) have been removed from the City Manager’s Office schedules as these records have been added to the City Clerk’s retention schedules. Record Series Added The following Records were added to the City Manager’s Office Retention Schedule: Record No. 7 (Administrative Instructions) Record No. 8 (Proclamations and Certificates of Recognition/Appreciation) Record No. 17B (Benefit Policies) Record No. 18A (Employee Relations - Recognition/Formation Records) Record No. 18B (Employee Relations Correspondence) Record No. 18C (Employee Relations - Grievances) Record No. 18D (Employee Relations - Memorandum of Understanding, Side Letters & Other Agreements) Record No. 18E (Employee Relations - Negotiations) Record No. 18F (Employee Relations - Employment Relations Board [PERB] Matters) Record No. 19A (Cable Television Advisory Board – Agendas and Minutes) Record No. 19B (Cable Television Advisory Board – Staff Reports) Record No. 20A (Emergency Preparedness Committee – Agendas and Minutes) Record No. 20B (Emergency Preparedness Committee – Agenda Packets/Staff Reports) Record No. 20C (Emergency Plans) Record No. 20D (Disaster Council – Agendas and Minutes) Record No. 20E (Disaster Council – Agenda Packets/Staff Reports) Record No. 21A (Regional Law Enforcement Committee – Agenda Packet Reports) Record No. 21B (Regional Law Enforcement Committee – Agendas and Minutes) F-3 Records Retention and Destruction Schedules February 7, 2012 Page 4 of 7 City Clerk There are a few changes proposed to the City Clerk’s retention schedule. Description Modified The descriptive text found under the Record Series Description column and/or the Contents/Notes column was revised for Record No. 6 (Contracts). Record Series Added Record No. 21 (Real Property Files – CDBG Liens) Record No. 24 (Bonds) Record No. 25A (Claims Files – General Liability Claims) Record No. 25B (Claims Files – Litigation Settlements, Judgments, Final Awards) Record No. 25C (Claims Files – CJPIA Reports – Annual) Record No. 25D (Claims Files – CJPIA Reports – Monthly) Record No. 26 (Finance Advisory Committee Minutes) Record No. 27 (Storm Drain Oversight Committee Minutes) Record No. 28A (Community Forum, Inc. Organizational Documents, Agendas and Minutes) Record No. 28B (Community Forum, Inc. Correspondence and Projects) Record No. 29 (Redevelopment Agency Organizational Documents, Agendas and Minutes) Record No. 30 (Improvement Authority Organizational Documents, Agendas and Minutes) Finance and Information Technology There are many changes proposed to the Finance and Information Technology retention schedule. Description Modified The descriptive text found under the Record Series Description column and/or the Contents/Notes column was revised for Record Nos. 1 (Accounts Payable), 4 (Financial Reports and Audits), 5 (Bank Reconciliation), 9 (Regular Cash Receipts at Cashier’s Desk), 10 (Special District Files), 15 (Payroll Records), 17 (Non-regular Revenue Receipts through Other Channels), 19 (Finance Advisory Committee Agenda Packets), and 22 (Storm Drain Oversight Committee Agenda Packets). Also please note both Record Nos. 21 (Finance Advisory Committee Agenda and Minutes) and 24 (Storm Drain Oversight Committee Agenda and Minutes) have been split, with the Minutes and Agendas of each committee now listed as a separate record (Record Nos. 20, 21, 23, and 24). This change was made to more accurately describe these Records’ retention F-4 Records Retention and Destruction Schedules February 7, 2012 Page 5 of 7 Retention Period Modified The retention period was revised for Record Nos.: 1 (Accounts Payable), 2 (Accounts Receivable), 5 (Bank Reconciliation), 9 (Regular Cash Receipts at Cashier’s Desk), 15 (Payroll Records), 17 (Non-regular Revenue Receipts through Other Channels), 19 (Finance Advisory Committee Agenda Packets), and 22 (Storm Drain Oversight Committee Packets) to reflect current practices and legal requirements or statutes. Record Series Consolidated or Removed As seen on the Finance/ IT redline Retention schedule, Record No. 9 (Cancelled Checks) has become obsolete as cancelled checks are no longer returned by the bank. We receive a list of cancelled checks as a part of the City’s bank statements under Record No. 5 (Bank Reconciliations) on the Finance/IT 2012 Retention Schedule. Retirement Records and Time Sheets found on the redline version of this schedule, Record Nos. 17 and 19, have been consolidated into Payroll, Record No. 15 on the 2012 Schedule. Record Series Added The following Records were added to the Finance/IT Retention Schedule: Record No. 16 (W-4) Record No. 26A (Investment Accounts) Record No. 26B (Investment Policy) Record No. 27 (Fixed Asset System) Record No. 28 (Vendor Records – 1099 Tax Forms) Record No. 29 (Vendor Records – W-9) Record No. 30 (CDBG Home Improvement Grant Loans – Payment Records) Record No. 31 (Chart of Accounts) Record No. 32 (Bonds Issues/Debt Service) Record No. 33 (Fee Schedules & Fee Studies) Record No. 34 (IT Administrative User Manual) Record No. 35 (IT Software Licenses) Record No. 36 (IT Software Media and Manuals) Record No. 37 (IT Project Files) Public Works There are numerous changes proposed to the Public Works Department retention schedule. Description Modified The descriptive text found under the Record Series Description and/or the F-5 Records Retention and Destruction Schedules February 7, 2012 Page 6 of 7 Contents/Notes columns was revised for Record Nos: 11A (Maintenance Records and Non-CIP Projects),18 (Pavement Management Systems Report), 19A (Neighborhood Beautification Grants Awarded), 19B (Neighborhood Beautification Grants – Not Awarded), 22 (Vehicle Records [City Vehicles]), and 23 (Playground Equipment – Inspections). Record Series Consolidated or Removed In the interest of simplifying the schedule, records were regrouped and headings were added for Record Nos. 14 (Traffic and Parking), 16 (Solid Waste), 17 (NPDES), 19 (Grants from City Revenues), 29 (CDBG Grants), and 30 (Grants [Not CDBG]). Additionally, all public works capital projects were combined into one line-item regardless of funding source: 4A (Public Works Capital Projects – City-funded, State- funded, Federally-funded, and Mixed Funding Sources). Record Series Added The following Records were added to the Public Works Schedule: Record No. 11B (Purchase Orders and Invoices – not otherwise scheduled or related to a project) Record No. 19C (Recyclers of the Month Grants – Awarded) Record No. 28 (Policies, Practices and Procedures – Public Works Department) Record No. 29A (CDBG Home Improvement Grants – Loans) Record No. 29B (CDBG Home Improvement Grants – Non-Loans) Record No. 29C (CDBG Administrative Grant Files) Record No. 29D (Liens [Working File] – CDBG Home Improvement Grants) Record No. 30A (Grants Received [Not CDBG] – Non-CIP and Non-Property Acquisition) Record No. 30B (Grants Received [Not CDBG] – Real Property Acquisition) Record No. 30C (Grants – Unsuccessful) Record No. 30D (Grants – Money Returned) Record No. 31 (Transit Working File – Agency MOUs for PV Transit and MAX) Record No. 32 (Sewer and Storm Water Master Plans – Public Works) CONCLUSIONS City Council’s adoption of the proposed Resolution and revised departmental retention and destruction schedules will ensure a systematic approach to managing the life cycle of City records and sustain continued compliance with state and federal laws and other record-keeping guidelines. All Department Directors have reviewed and approved their respective retention schedules and the City Attorney’s Office has provided legal review of each department schedule. Department Destruction Schedules (Exhibit “B” to the attached Resolution) list documents that can be destroyed based upon the retention periods set forth in the proposed retention schedules, and the Resolution authorizes F-6 Records Retention and Destruction Schedules February 7, 2012 Page 7 of 7 their destruction. However, as noted on each of the attached departmental Destruction Schedules, the City Attorney has directed that any records contained in the files listed on Exhibit “B” that are subject to a legal hold must be retained by the City and cannot be destroyed. Attachments: Resolution No. 2012-__ Attachment 1 – Marked-up Retention Schedules Exhibit A – 2012 Department Records Retention Schedules (without markups) Exhibit B – 2012 Department Records Destruction Schedules F-7 RESOLUTION NO. 2012-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AMENDING CITY RECORD RETENTION SCHEDULES AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY STATE LAW WHEREAS, the retention of numerous obsolete records is unnecessary for the effective and efficient operation of the government of the 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, Government Code Section 34090 provides a procedure for the destruction of any City record that has served its purpose and is no longer required; and WHEREAS, on March 19, 1985, the City Council of the City of Rancho Palos Verdes approved the first Retention and Destruction Schedules and related policies to facilitate the orderly and efficient transfer, retention and destruction of the records of the City of Rancho Palos Verdes; and WHEREAS, the last time these retention schedules were revised was with the adoption of Resolution No. 2011-03; and WHEREAS, it is again deemed necessary to make certain changes to the retention schedules to reflect current organizational functions and administrative needs. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rancho Palos Verdes as follows: Section 1. Definitions. For purposes of this Resolution and the attached Exhibits, the following definitions shall apply: (a) “City Records”: Anything which constitutes an objective lasting indication of a writing, event or other information, regardless of physical form or characteristics (including but not limited to any record, document, instrument, book, paper, map, exhibit, magnetic or paper tape, photographic film, photographic print, optical media, electronically transmitted mail (e-mail), facsimile, or electronic file), which is in the custody of a public officer and is kept either (1) because a law requires it to be kept or (2) because it is necessary or convenient to the discharge of the public officer's duties and was made or retained for the purpose of preserving its informational content for future reference. F-8 (b) “Non-Records”: Anything which constitutes an objective lasting indication of a writing, event or other information that does not fall under the definition of a 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. (c) “Legal Hold”: the duty of the City to preserve and not destroy any records that are potentially relevant to any of the following in which the City may be involved: a reasonably anticipated claim or litigation; an ongoing claim or litigation; a pending employee grievance; a pending regulatory or governmental investigation; a pending subpoena; a pending Public Records Act request; a pending audit or other similar legal matter. Any records subject to a Legal Hold must be preserved in all forms in which the record exists, including both paper and electronic format. Section 2. Retention Schedule. (a) The attached Records Retention Schedule for 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. (b) 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. (c) Non-Records need not be retained in any form, provided, however, that any Non-Records that are subject to a Legal Hold shall be retained and shall not be destroyed until notice is provided by the responsible attorney for the City of Rancho Palos Verdes that such Non-Records no longer need be retained. Section 3. Excepted Records. The provisions of Section 2 above and Section 6 below do not authorize the destruction of: (a) Records affecting the title to real property or liens thereon. (b) Court records. (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 Resolution No. 2012-___ Page 2 of 4 F-9 Rancho Palos Verdes or any City Committee or Commission. Section 4. Destruction of Duplicates. Pursuant to Government Code Section 34090.7, the City Council hereby authorizes destruction of duplicates of City Records if such duplicates are no longer required, provided that the original is retained in accordance with the Records Retention Schedule and Destruction Schedule. Section 5. Destruction of E-mail and Electronic Records. Unless retention in electronic format is otherwise required by law, Exhibit A, or a Legal Hold, the City Council hereby authorizes destruction of e-mail and electronic records as duplicates, provided that printed copies are retained as follows: (a) In lieu of retaining an e-mail in electronic format, an e-mail printed on paper may be retained as the original 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 e-mail in electronic format that is subject to a Legal Hold shall not be destroyed until notice is provided by the responsible attorney for the City that such electronic record no longer need be retained. (b) In lieu of retaining any letter, memorandum or report in electronic format, the final version of a letter, memorandum or report printed on paper may be retained as the original 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 record that is subject to a Legal Hold shall not be destroyed until notice is provided by the responsible attorney for the City that such electronic record no longer need be retained. (c) The authorization to destroy duplicates provided by this Section shall not permit the destruction of those electronic files that are routinely used, edited and updated by the City on an on-going basis, such as a financial accounting database. Section 6. Approval of Destruction of City Records. (a) The City Records set forth in the departmental Destruction Schedules attached hereto as Exhibit "B" are hereby authorized to be destroyed as provided by Section 34090 of the Government Code upon the City Clerk’s receipt of the City Attorney’s written consent to such destruction. (b) City Records that are subject to a Legal Hold shall be retained and are not authorized for destruction, even if their general category is included on the “Destruction Schedules” listed in Exhibit “B”, until notice is provided by the responsible attorney for the City of Rancho Palos Verdes that such City Records subject to a Legal Hold no longer need be retained. Resolution No. 2012-___ Page 3 of 4 F-10 Resolution No. 2012-___ Page 4 of 4 (c) All City Records that are approved for destruction that are in paper format of a sensitive or confidential nature shall be shredded. Section 7. Destruction of Records Mandated by Law. If state or federal law mandates that a City 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. Section 8. Resolution No. 2011-03 is hereby superseded by this Resolution. PASSED, APPROVED and ADOPTED this 7th day of February 2012. _____________________ Mayor 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. 2012-___ was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on February 7, 2012. __________________________ City Clerk F-11 Co m p a r i s o n o f O L D : C i t y M a n a g e r - 2 0 1 1 v s N E W : F I N A L Ci t y M a n a g e r - 2 0 1 2 Ci t y Ma n a g e r R e t e n t i o n S c h e d u l e R e s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 1 o f 6 FE B R U A R Y 20 1 1 20 1 2 RE C O R D S R E T E N T I O N S C H E D U L E CI T Y M A N A G E R ' S O F F I C E NO . RE C O R D S E R I E S D E S C R I P T I O N TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S AC T I V E IN A C T I V E TO T A L 1. We e k l y A d m i n i s t r a t i v e R e p o r t 2 1 4 3 6 4 GC 3 4 0 9 0 (No t e : F o r m e r l y F r i d a y R e p o r t ) (E l e c t r o n i c R e c o r d o n l y f r o m 2 0 1 0 fo r w a r d ) 2. Bu d g e t F i l e s 2 2 GC 34 0 9 0 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f de p a r t m e n t b u d g e t a n d c o p i e s o f ap p r o v e d b u d g e t 3. Co r r e s p o n d e n c e & Su b j e c t F i l e s 1 3 4 GC 3 4 0 9 0 3A . Su b j e c t F i l e s – G e n e r a l T o p i c s a n d U n - Bu i l t C a p i t a l I m p r o v e m e n t s 1 5 6 GC 3 4 0 9 0 In c l u d e s p r o j e c t s t h a t w e r e s c h e d u l e d as c a p i t a l i m p r o v e m e n t s b u t w e r e n o t bu i l t . F i l e s i n c l u d e c o r r e s p o n d e n c e o n su b j e c t m a t t e r 4. Co r r e s p o n d e n c e -Ch r o n o l o g i c a l F i l e s 2 5 7 GC 3 4 0 9 0 Co r r e s p o n d e n c e D u p l i c at e S e r i e s . (No t e : O f f i c i a l c o p y i n C i t y M a n a g e r ' s Su b j e c t F i l e s . ) Sh e r i f f ’ s D e p t . C o r r e s p o n d e n c e . 3B . Su b j e c t F i l e s – C a p i t a l I m p r o v e m e n t s CL CL + 1 0 CL + 1 0 GC 3 4 0 9 0 CC P 3 3 7 . 1 5 Fi l e s i n c l u d e s c o r r e s p o n d e n c e o n su b j e c t m a t t e r 4. Co r r e s p o n d e n c e – C h r o n o l o g i c a l F i l e s 1 5 6 GC 3 4 0 9 0 5. Gr a n t F i l e s E+ 6 E+ 6 GC 3 4 0 9 0 ; 2 4 CF R 8 5 . 4 2 Gr a n t ap p l i c a t i o n ap p l i c a t i o n s a n d o t h e r re l a t e d d o c u m e n t s 6. Le g a l O p i n i o n s 5 5 10 GC 3 4 0 9 0 Co r r e s p o n d e n c e w i t h t h e C i t y A t t o r n e y 7. Cl a i m s F i l e s / R is k Ma n a g e m e n t Ad m i n i s t r a t i v e I n s t r u c t i o n s P P Op e r a t i o n a l i n s t r u c t i o n s a n d p r o c e d u r e s is s u e d b y t h e C i t y M a n a g e r F-12 Co m p a r i s o n o f O L D : C i t y M a n a g e r - 2 0 1 1 v s N E W : F I N A L Ci t y M a n a g e r - 2 0 1 2 Ci t y Ma n a g e r R e t e n t i o n S c h e d u l e R e s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 2 o f 6 NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 7A . Ge n e r a l L i a b i l i t y C l a i m s C L CL + 3 C L +3 GC 3 4 0 9 0 Re t a i n a l l or i g i n a l c l a i m s a n d c i t y ’ s an s w e r s , se t t l e m e n t s , j u d g m e n t s , f i n a l aw a r d s a n d s im i l a r f i n a l r e c o r d s p e r 7 D 8. Pr o c l a m a t i o n s a n d C e r t i f i c a t e s o f Re c o g n i t i o n / A p p r e c i a t i o n 1 3 4 Aw a r d s g i v e n t o i n d i v i d u a l s a n d or g a n i z a t i o n s t o m a r k s p e c i a l oc c a s i o n s / a c h i e v e m e n t s . No t e : R e t a i n 4 y e a r s u n l e s s s t a t e d ot h e r w i s e i n t h e p r o c l a m a t i o n 9. Fi l m P e r m i t s 1 3 4 GC 3 4 0 9 0 Ap p l i c a t i o n s f o r p e r m i t s t o f i l m i n t h e Ci t y , i n c l u d i n g c o r r e s p o n d e n c e & in s u r a n c e c e r t i f i c a t e s . 10 . Pa r k i n g C i t a t i o n R e p o r t s 2 2 GC 3 4 0 9 0 , Ad m i n . R e v i e w D i s p o s i t i o n F o r m s 11 . Di g i t a l V i d e o D i s k s ( D V D ) P P GC 3 4 0 9 0 Ci t y C o u n c i l M e e t i n g s Pl a n n i n g C o m m i s s i o n M e e t i n g s Sp e c i a l C i t y C o m m i t t e e / C o m m i s s i o n Me e t i n g s 12 . Ri s k M a n a g e m e n t 12 A . In s u r a n c e P o l i c i e s & C e r t i f i c a t e s P P GC 3 4 0 9 0 Al l e v i d e n c e o f i n s u r a b i l i t y ( e x c l u d i n g em p l o y e e h e a l t h a n d b e n e f i t i n s u r a n c e ) 7 12 B. Wo r k e r s C o m p e n s a t i o n C l a i m s CL CL + 1 0 CL + 1 0 GC 3 4 0 9 0 ; LC 6 4 0 1 . 7 ; 8 C C R § § 10 1 0 1 , 10 1 0 1 . 1 , 10 1 0 2 , 1 0 1 0 3 Re t a i n Do n o t d e s t r o y / r e t a i n a l l se t t l e m e n t s , j u d g m e n t s , f i n a l a w a r d s an d s i m i l a r f i n a l r e c o r d s p e r 7 D . N o t e th a t i f t h e f i l e i s b e i n g a u d i t e d , i t m u s t be r e t a i n e d u n t i l t h e f i n d i n g s o f t h e a u d i t ha v e b e c o m e f i n a l . Re v i e w 8 C C R 1 0 1 0 2 b e f o r e d e s t r o y i n g fi l e s . 7 12 C. Em p l o y e e T r a i n i n g R e c o r d s T T+ 2 0 T+ 2 0 GC 3 4 0 9 0 F-13 Co m p a r i s o n o f O L D : C i t y M a n a g e r - 2 0 1 1 v s N E W : F I N A L Ci t y M a n a g e r - 2 0 1 2 Ci t y Ma n a g e r R e t e n t i o n S c h e d u l e R e s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 3 o f 6 NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 7D . Li t i g a t i o n S e t t l e m e n t s , J u d g m e n t s , F i n a l A wa r d s P P GC 34 0 9 0 Se t t l e m e n t s , j u d g m e n t s , f i n a l a w a r d s an d s i m i l a r f i n a l r e c o r d s , a n d f o r ge n e r a l l i a b i l i t y c l a i m s , a l l o r i g i n a l cl a i m s a n d c i t y ’ s a n s w e r t o c l a i m s . 7E 12 D . Ac c i d e n t R e p o r t s – N o n - E m p l o y e e I n j u r e d 2 3 5 GC 3 4 0 9 0 No n - e m p l o y e e a c c i d e n t r e p o r t s ; a l l de p a r t m e n t s i n c l u d i n g R e c r e a t i o n & Pa r k s . I f c l a i m i s f i l e d , r e t a i n o r i g i n a l ac c i d e n t r e p o r t p e r m a n e n t l y w i t h c l a i m . 7F 12 E . Ac c i d e n t R e p o r t s a n d C a l O S H A F o r m s – Em p l o y e e I n j u r e d CL CL + 1 0 CL + 1 0 GC 3 4 0 9 0 ; LC 6 4 0 1 . 7 ; 8 C C R §§ 10 1 0 1 , 10 1 0 1 . 1 , 10 1 0 1 10 1 0 1 . 1 10 1 0 2 , 10 1 0 3 , 14 3 0 0 . 3 3 Se e n o t e o n 7 12 B ( W o r k e r s Co m p e n s a t i o n C l a i m s ) I n c l u d e s C a l O S H A F o r m 3 0 0 , 3 0 0 A an d 3 0 1 NO T E : E m p l o y e e E x p o s u r e R e c o r d , i f a n y in f i l e , r e t a i n f o r E x p o s u r e + 3 0 ; s e e 2 9 C F R 19 1 0 . 1 0 2 0 ( c ) ( 5 ) & ( d ) ( 1 ) ( i i ) 8. In s u r a n c e Po l i c i e s , C e r t i f i c a t e s P P P GC 3 4 0 9 0 Al l e v i d e n c e o f i n s u r a b i l i t y 9. 13 . Pe r s o n n e l A p p l i c a t i o n s ( No t no t h i r e d ) 2 2 GC 1 2 9 4 6 ; 2 9 CF R 1 6 0 2 . 3 1 , 16 2 7 . 3 10 . Pe r s o n n e l C a r d s F u l l T i m e E m p l o y e e s T 25 T+ 2 5 GC 3 4 0 9 0 Re f e r e n c e C a r d W i t h D a t e s o f Em p l o y m e n t , P o s i t i o n s , P a y R a t e . (N o t e : C o n f i d e n t i a l r e c o r d . ) F-14 Co m p a r i s o n o f O L D : C i t y M a n a g e r - 2 0 1 1 v s N E W : F I N A L Ci t y M a n a g e r - 2 0 1 2 Ci t y Ma n a g e r R e t e n t i o n S c h e d u l e R e s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 4 o f 6 NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 11 . 14 . Pe r s o n n e l an d E m p l o y e e Ha n d b o o k s P P GC 34 0 9 0 12 . 15 . Pe r s o n n e l R e c o r d s , F u l l T i m e E m p l o y e e s T+ 1 0 10 T+ 2 0 GC 3 4 0 9 0 In c l u d i n g Co r r e s p o n d e n c e Pa y R a t e F o r m , P e r s o n n e l A c t i o n F o r m s , Ev a l u a t i o n s , Va c a t i o n a n d si c k l e a v e r e q u e s t s . Si c k Le a v e R e q u e s t s NO T E : E m p l o y e e E x p o s u r e R e c o r d , i f an y i n f i l e , r e t a i n f o r E x p o s u r e + 3 0 ; s e e 29 C F R 1 9 1 0 . 1 0 2 0 ( c ) ( 5 ) & ( d ) ( 1 ) ( i i ) (N o t e : C o n f i d e n t i a l r e c o r d . ) 13 . 16 . Pe r s o n n e l R e c o r d s , P a r t T i m e E m p l o y e e s T+ 1 0 10 T+ 2 0 GC 3 4 0 9 0 NO T E : E m p l o y e e E x p o s u r e R e c o r d , i f an y i n f i l e , r e t a i n f o r E x p o s u r e + 3 0 ; s e e No . 12 15 17 . Em p l o y e e B e n e f i t s 14 . Fi l m P e r m i t s 1 3 4 GC 3 4 0 9 0 Ap p l i c a t i o n f o r p e r m i s s i o n t o f i l m i n t h e Ci t y , Co r r e s p o n d e n c e In s u r a n c e c e r t i f i c a t e s . 15 . Pa r k i n g C i t a t i o n R e p o r t s 2 2 GC 3 4 0 9 0 , Ad m i n . R e v i e w D i s p o s i t i o n F o r m s 16 . Di g i t a l V i d e o D i s k s ( D V D ) P P GC 3 4 0 9 0 Ci t y C o u n c i l M e e t i n g s Pl a n n i n g C o m m i s s i o n M e et i n g s Sp e c i a l C i t y C o m m i t t e e / C o m m i s s i o n Me e t i n g s . 17 . He a l t h & B e n e f i t s R e p o r t s 4 2 6 GC 3 4 0 9 0 In c l u d e s e l i g i b i l i t y f o r m e d i c a l i n s u r a n c e F-15 Co m p a r i s o n o f O L D : C i t y M a n a g e r - 2 0 1 1 v s N E W : F I N A L Ci t y M a n a g e r - 2 0 1 2 Ci t y Ma n a g e r R e t e n t i o n S c h e d u l e R e s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 5 o f 6 NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 17 A . an d o t h e r Ci t y em p l o y e e b e n e f i t s . 17 B . Be n e f i t P o l i c i e s S S+ 7 S+ 7 GC 3 4 0 9 0 In c l u d e s p o l i c i e s a n d s u m m a r y o f be n e f i t s 18 . Em p l o y e e R e l a t i o n s 18 A . Re c o g n i t i o n / F o r m a t i o n R e c o r d s P P GC 3 4 0 9 0 18 B . Em p l o y e e R e l a t i o n s C o r r e s p o n d e n c e 1 5 6 GC 3 4 0 9 0 Co r r e s p o n d e n c e r e g a r d i n g t r a n s i t o r y ma t t e r s t h a t d o e s n o t f a l l i n t o a n o t h e r em p l o y e e r e l a t i o n s c a t e g o r y 18 C . Gr i e v a n c e s P P GC 3 4 0 9 0 18 D . Me m o r a n d u m o f U n d e r s t a n d i n g , S i d e Le t t e r s a n d a n y o t h e r A g r e e m e n t s -- -- GC 3 4 0 9 0 Se e C i t y C l e r k ’ s D e p a r t m e n t R e t e n t i o n Sc h e d u l e . A l l o r i g i n a l e x e c u t e d ag r e e m e n t s a r e g i v e n t o t h e C i t y C l e r k fo r p e r m a n e n t r e t e n t i o n 18 E . Ne g o t i a t i o n s P P GC 3 4 0 9 0 18 F . Em p l o y m e n t R e l a t i o n s B o a r d ( P E R B ) Ma t t e r s P P GC 3 4 0 9 0 19 . Ca b l e T e l e v i s i o n A d v i s o r y B o a r d 18 . 19 A . Ca b l e T e l e v i s i o n A d v i s o r y B o a r d – Ag e n d a s a n d M i n u t e s P P GC 34 0 9 0 , 36 8 1 4 , 4 0 8 0 1 CA T V B o a r d M i n u t e s 19 . 19 B . Co m m u n i t y F o r u m F i l e s Ca b l e T e l e v i s i o n Ad v i s o r y B o a r d – S t a f f R e p o r t s 3 2 7 5 10 7 GC 3 4 0 9 0 20 . Em e r g e n c y P r e p a r e d n e s s C o m m i t t e e P P GC 3 4 0 9 0 Ag e n d a s a n d M i n u t e s F-16 Co m p a r i s o n o f O L D : C i t y M a n a g e r - 2 0 1 1 v s N E W : F I N A L Ci t y M a n a g e r - 2 0 1 2 Ci t y Ma n a g e r R e t e n t i o n S c h e d u l e R e s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 6 o f 6 NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 20 A . Em e r g e n c y P r e p a r e d n e s s C o m m i t t e e – Ag e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 Ag e n d a s a n d M i n u t e s 20 B . Em e r g e n c y P r e p a r e d n e s s C o m m i t t e e – Ag e n d a P a c k e t s / S t a f f R e p o r t s 2 5 7 GC 3 4 0 9 0 20 C . Em e r g e n c y P l a n s S S+ 7 S+ 7 GC 3 4 0 9 0 No t e : D o n o t d e s t r o y s u p e r s e d e d p l a n if d i s a s t e r f u n d s h a v e b e e n g r a n t e d o r ar e p e n d i n g ; r e t a i n p e r g r a n t 20 D . Di s a s t e r C o u n c i l – A g e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 20 E . Di s a s t e r C o u n c i l – A g e n d a P a c k e t s / S t a f f Re p o r t s 2 5 7 GC 3 4 0 9 0 21 . Re g i o n a l L a w E n f o r c e m e n t C o m m i t t e e 21 A . Re g i o n a l L a w E n f o r c e m e n t C o m m i t t e e – Ag e n d a P a c k e t R e p o r t s 2 5 7 GC 3 4 0 9 0 Ev e r y t h r e e y e a r s t h e C i t y i s re s p o n s i b l e f o r p a c k e t p r e p a r a t i o n 21 B . Re g i o n a l L a w E n f o r c e m e n t C o m m i t t e e – Ag e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 Ev e r y t h r e e y e a r s t h e C i t y i s re s p o n s i b l e f o r a g e n d a s a n d m i n u t e s P= P e r m a n e n t ; E = E x p i r a t i o n ; C L = C o m p l e t e d / C l o s e d ; AR = A n n u a l R e v i e w S= S u p e r s e d e d ; T = T e r m i n a t i o n o f E m p l o y m e n t ; O = O b s o l e t e ( c a t e g o r y el i m i n a t e d ) F-17 Co m p a r i s o n o f O L D : C i t y C l e r k - 2 0 1 1 V S N E W : F I N A L C i t y C l e r k - 2 0 1 2 Ci t y C l e r k ’ s De p a r t m e n t R e t e n t i o n S c h e d u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 1 o f 5 FE B R U A R Y 20 1 1 20 1 2 RE C O R D S R E T E N T I O N S C H E D U L E CI T Y C L E R K ' S D E P A R T M E N T NO . RE C O R D S E R I E S D E S C R I P T I O N TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S AC T I V E IN A C T I V E TO T A L 1. An n e x a t i o n P P GC 3 4 0 9 0 ( a ) Se c r e t a r y o f S t a t e , C e r t i f i c a t e o f I n c o r p o r a t i o n , Ba c k g r o u n d I n f o r m a t i o n 2. Bu d g e t F i l e s 2 2 GC 3 4 0 9 0 . 7 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f d e p a r t m e n t bu d g e t a n d c o p i e s o f a p p r o v e d b u d g e t . 3. El e c t i o n s 3A . Ca m p a i g n S t a t e m e n t s – E l e c t e d P P GC 81 0 0 9 ( a ) In c l u d e s F P P C f o r m s 4 1 0 , 4 6 0 , 4 6 1 4 7 0 , 4 9 6 , 4 9 7 , 5 0 1 3B . No m i n a t i o n P a p e r s – E l e c t e d Ex p i r a t i o n o f te r m + 4 ye a r s Ex p i r a t i o n of t e r m + 4 y e a r s EC 1 7 1 0 0 Re c o r d s h e l d l o n g e r i f t h e s u b j e c t o f j u d i c i a l pr o c e e d i n g s . I n c l u d e s t h e “ N o m i n a t i o n P a p e r ” 3C . Ba l l o t s Ap p l i c a t i o n s f o r V o t e - B y - M a i l Ba l l o t s 6 m o n t h s af t e r El e c t i o n d a t e 6 m o n t h s af t e r El e c t i o n da t e EC 1 7 5 0 5 ; EC 1 7 3 0 2 ( c ) 4. El e c t i o n s – N o n - e l e c t e d Ca n d i d a t e s 4A . Ca m p a i g n S t a t e m e n t s – N o t El e c t e d 1 4 5 GC 8 1 0 0 9 ( b ) In c l u d e s F P P C f o r m s 4 1 0 , 4 6 0 , 4 6 1 , 4 7 0 , 4 9 6 , 4 9 7 , 50 1 4B . No m i n a t i o n P a p e r s – N o t El e c t e d Ex p i r a t i o n o f te r m + 4 ye a r s Ex p i r a t i o n of t e r m + 4 y e a r s E C 1 7 1 0 0 Re c o r d s h e l d l o n g e r i f t h e s u b j e c t o f j u d i c i a l pr o c e e d i n g s . I n c l u d e s t h e “ N o m i n a t i o n P a p e r ” 5. Ci t y I n c o r p o r a t i o n D o c u m e n t s P P GC 34 0 9 0 (S t o r e d i n V a u l t , H i s t o r i c a l v a l u e ) 6. Co n t r a c t s P P CC P 33 7 , 34 3 ; G C 34 0 9 0 Of f i c i a l s i g n e d c o p y o f c o n t r a c t s & r e l a t e d d o c u m e n t s , in c l u d i n g i n s u r a n c e c e r t i f i c a t e s a n d e n d o r s e m e n t s . (In c l u d e s m e m o r a n d a o f a g r e e m e n t ( M O A s ) a n d l a b o r ag r e e m e n t s ( s u c h a s m e m o r a n d a o f u n d e r s t a n d i n g (M O U s ) , s i d e l e t t e r s a n d a n y o t h e r l a b o r a g r e e m e n t s ) . Fo r c o n t r a c t s / a g r e e m e n t s a f f e c t i n g r e a l p r o p e r t y , s e e 21 . ) F-18 Co m p a r i s o n o f O L D : C i t y C l e r k - 2 0 1 1 V S N E W : F I N A L C i t y C l e r k - 2 0 1 2 Ci t y C l e r k ’ s De p a r t m e n t R e t e n t i o n S c h e d u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 2 o f 5 NO . R E C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S AC T I V E I N A C T I V E T O T A L 7. Co u n c i l L e g i s l a t i v e A c t i o n F i l e s 2 5 7 GC 3 4 0 9 0 . 7 Al l b a c k u p m a t e r i a l p r e s e n t e d t o C o u n c i l i n a g e n d a pa c k e t s ( T h i s c a t e g o r y i s O b s o l e t e f r o m 2 0 1 0 f o r w a r d . Du p l i c a t e s m a t e r i a l i n C o u n c i l A g e n d a P a c k e t ) 8. Co u n c i l A g e n d a s P P GC 34 0 9 0 (No t e : E l e c t r o n i c r e c o r d o n l y - r e t a i n e d e l e c t r o n i c a l l y da t i n g b a c k t o 2 0 0 1 ; p a r t i a l r e c o r d s f r o m 1 9 9 6 - 2 0 0 1 . ) 9. Co u n c i l A g e n d a P a c k e t s ( E x c e p t Or d i n a n c e - R e l a t e d S t a f f Re p o r t s ) 2 5 7 GC 3 4 0 9 0 Ag e n d a s ; s t a f f r e p o r t s ; a t t a c h m e n t s ; l a t e co r r e s p o n d e n c e ; F o l l o w - U p A g e n d a s 9A . Co u n c i l A g e n d a P a c k e t s – Or d i n a n c e - R e l a t e d S t a f f R e p o r t s P P P GC 3 4 0 9 0 St a f f r e p o r t s r e l a t i n g t o o r d i n a n c e s t h a t a r e a d o p t e d . 10 . Co u n c i l F o l l o w U p A g e n d a s P P GC 34 0 9 0 (No t e : E l e c t r o n i c r e c o r d o n l y - r e t a i n e d e l e c t r o n i c a l l y da t i n g b a c k t o 2 0 0 1 ; p a r t i a l r e c o r d s f r o m 1 9 9 6 - 2 0 0 1 . ) 11 . Ci t y C o u n c i l M i n u t e s B o o k s P P GC 34 0 9 0 , 36 8 1 4 , 4 0 8 0 1 Or i g i n a l d o c u m e n t . V i t a l R e c o r d - H i s t o r i c a l V a l u e 12 . Ci t y C o u n c i l M i n u t e s R e f e r e n c e Co p i e s P P GC 34 0 9 0 , 34 0 9 0 . 7 , 36 8 1 4 , 4 0 8 0 1 (No t e : D u p l i c a t e r e c o r d ) 13 . Ci t y C o u n c i l O r d i n a n c e B o o k s P P GC 34 0 9 0 , 40 8 0 6 Or i g i n a l D o c u m e n t s . I n c l u d e s c o d e s a d o p t e d b y re f e r e n c e ( B u i l d i n g C o d e , F i r e C o d e , e t c . ) Vi t a l R e c o r d - H i s t o r i c a l v a l u e 14 . Ci t y C o u n c i l O r d i n a n c e Re f e r e n c e C o p i e s a n d C o n t r o l Re c o r d S h e e t P P GC 34 0 9 0 , 40 8 0 6 (N o t e : D u p l i c a t e c o p i e s o f O r d i n a n c e s a n d r e c o r d o f pa r t i e s r e c e i v i n g c o p y o f o r d i n a n c e s f r o m C i t y C l e r k ’ s Of f i c e ) 15 . Ci t y C o u n c i l R e s o l u t i o n B o o k s P P GC 34 0 9 0 ; GC 4 0 8 0 1 Or i g i n a l D o c u m e n t s . V i t a l R e c o r d - h i s t o r i c a l v a l u e F-19 Co m p a r i s o n o f O L D : C i t y C l e r k - 2 0 1 1 V S N E W : F I N A L C i t y C l e r k - 2 0 1 2 Ci t y C l e r k ’ s De p a r t m e n t R e t e n t i o n S c h e d u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 3 o f 5 NO . R E C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S AC T I V E I N A C T I V E T O T A L 16 . Ci t y C o u n c i l R e s o l u t i o n Re f e r e n c e C o p i e s a n d C o n t r o l Re c o r d S h e e t P P GC 34 0 9 0 , 40 8 0 1 Du p l i c a t e c o p i e s o f r e s o l u t i o n s a n d r e c o r d o f p a r t i e s re c e i v i n g c o p y o f r e s o l u t i o n s f r o m C i t y C l e r k ’ s O f f i c e 17 . Ve h i c l e o w n e r s h i p r e c o r d s L L+ 5 VC 9 9 0 0 e t se q . Re t a i n r e c o r d s u n t i l 5 y e a r s a f t e r s a l e o f v e h i c l e 18 . Hi s t o r y A r c h i v e s P P GC 3 4 0 9 0 Ma t e r i a l s h o w i n g t h e d e v e l o p m e n t a n d h i s t o r y o f t h e C i t y - Hi s t o r i c a l v a l u e 19 . Pe t i t i o n s 8 m o n t h s af t e r el e c t i o n d a t e 8 m o n t h s af t e r el e c t i o n da t e EC 1 7 2 0 0 , 17 4 0 0 Re f e r e n d u m s , R e c a l l s a n d I n i t i a t i v e s . P e t i t i o n s t o b e de s t r o y e d 8 m o n t h s a f t e r c e r t i f i c a t i o n o f r e s u l t s , u n l e s s su b j e c t t o j u d i c i a l p r o c e e d i n g s 20 . Pe t i t i o n s (o t h e r t h a n i n 1 9 ) AR 1 2 2 3 GC 3 4 0 9 0 21 . Re a l P r o p e r t y F i l e s P P • D e e d s GC 3 4 0 9 0 ( a ) • C o v e n a n t s r u n n i n g w / l a n d GC 3 4 0 9 0 ( a ) • I n d e x o f s e w e r h o o k - u p s GC 3 4 0 9 0 (a ) • D e e d s f o r t h e C i t y P a r k s / T r a i l s GC 3 4 0 9 0 ( a ) • E a s e m e n t s GC 3 4 0 9 0 ( a ) • S t r e e t V a c a t i o n s GC 3 4 0 9 0 ( a ) • R o a d D e e d s GC 3 4 0 9 0 ( a ) • A g r e e m e n t s GC 34 0 9 0 ( a ) • Ri g h t o f W a y A g r e e m e n t s GC 34 0 9 0 ( a ) • Re c o r d e d C o v e n a n t s GC 3 4 0 9 0 ( a ) Re l a t e d t o e n c r o a c h m e n t p e r m i t s i n r i g h t s - o f - w a y • C D B G L i e n s GC 3 4 0 9 0 ( a ) Li e n s r e l a t e d t o C D B G h o m e i m p r o v e m e n t g r a n t l o a n s 22 . St a t e m e n t s o f E c o n o m i c I n t e r e s t 22 A . GC 8 7 2 0 0 F i l e r s 2 2 4 GC 8 1 0 0 9 ( e ) Ci t y C o u n c i l , P l a n n i n g C o m m i s s i o n , C i t y M a n a g e r , C i t y At t o r n e y s , C i t y T r e a s u r e r s , C i t y F i n a n c e D i r e c t o r (D u p l i c a t e r e c o r d s : o r i g i n a l s t a t e m e n t f i l e d w i t h F P P C , Sa c r a m e n t o ) ( F P P C F o r m 7 0 0 ) 22 B . De s i g n a t e d F i l e r s 2 5 7 GC 8 1 0 0 9 ( e ) Of f i c i a l s d e s i g n a t e d i n C i t y ’ s C o n f l i c t o f I n t e r e s t C o d e - Or i g i n a l S t a t e m e n t s F-20 Co m p a r i s o n o f O L D : C i t y C l e r k - 2 0 1 1 V S N E W : F I N A L C i t y C l e r k - 2 0 1 2 Ci t y C l e r k ’ s De p a r t m e n t R e t e n t i o n S c h e d u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 4 o f 5 NO . R E C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S AC T I V E I N A C T I V E T O T A L 23 . Ci t y N e w s l e t t e r P P GC 3 4 0 9 0 Co p y o f e a c h N e w s l e t t e r p u b l i s h e d - H i s t o r i c a l v a l u e 24 . Bo n d s C T T+ 3 GC 3 4 0 9 0 Cl o s i n g d o c u m e n t s . No t e 1 : A g r e e m e n t s s h o u l d b e r e t a i n e d p e r m a n e n t l y pu r s u a n t t o “ 6 . C o n t r a c t s ” No t e 2 : “ T + 3 ” - - B o n d r e c o r d s o t h e r t h a n a g r e e m e n t s mu s t b e r e t a i n e d w h i l e a n y b o n d s o f a b o n d i s s u e a r e ou t s t a n d i n g a n d d u r i n g t h e t h r e e - y e a r p e r i o d f o l l o w i n g th e f i n a l m a t u r i t y o r r e d e m p t i o n o f t h e b o n d i s s u e o r , i f la t e r , w h i l e a n y b o n d s t h a t r e f u n d b o n d s o f t h a t o r i g i n a l is s u e a r e o u t s t a n d i n g a n d f o r t h e t h r e e y e a r p e r i o d fo l l o w i n g t h e f i n a l m a t u r i t y o r r e d e m p t i o n d a t e o f t h e la t e s t r e f u n d i n g b o n d i s s u e 25 . Cl a i m F i l e s 25 A . Ge n e r a l L i a b i l i t y C l a i m s C C+ 3 C+ 3 GC 3 4 0 9 0 Re t a i n a l l o r i g i n a l c l a i m s a n d c i t y ’ s a n s w e r t o c l a i m s , se t t l e m e n t s , j u d g m e n t s , f i n a l a w a r d s a n d s i m i l a r f i n a l re c o r d s 25 B . Li t i g a t i o n S e t t l e m e n t s , Ju d g m e n t s , F i n a l A w a r d s P P GC 3 4 0 9 0 Se t t l e m e n t s , j u d g m e n t s , f i n a l a w a r d s , a n d s i m i l a r f i n a l re c o r d s , a n d f o r l i a b i l i t y c l a i m s , a l l o r i g i n a l c l a i m s a n d ci t y ’ s a n s w e r t o c l a i m s 25 C . CJ P I A R e p o r t s - A n n u a l P P GC 3 4 0 9 0 25 D . CJ P I A R e p o r t s - M o n t h l y 2 2 GC 3 4 0 9 0 26 . Fi n a n c e A d v i s o r y C o m m i t t e e Mi n u t e s P P GC 3 4 0 9 0 , 40 8 0 1 Fi n a n c e a n d I T D e p a r t m e n t p r o v i d e s t h e m i n u t e s t o t h e Ci t y C l e r k f o r p e r m a n e n t r e t e n t i o n 27 . St o r m D r a i n O v e r s i g h t M i n u t e s Fi n a n c e a n d I T D e p a r t m e n t p r o v i d e s t h e m i n u t e s t o t h e Ci t y C l e r k f o r p e r m a n e n t r e t e n t i o n F-21 Co m p a r i s o n o f O L D : C i t y C l e r k - 2 0 1 1 V S N E W : F I N A L C i t y C l e r k - 2 0 1 2 Ci t y C l e r k ’ s De p a r t m e n t R e t e n t i o n S c h e d u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 5 o f 5 NO . R E C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S AC T I V E I N A C T I V E T O T A L 28 . Co m m u n i t y F o r u m I n c ( C F ) 28 A . CF O r g a n i z a t i o n a l D o c u m e n t s , Ag e n d a s a n d M i n u t e s P P Re c o r d s e s t a b l i s h i n g t h e C o m m u n i t y F o r u m , i n c l u d i n g by l a w s , f i l i n g s , a n d s i m i l a r r e c o r d s ; A g e n d a s a n d Mi n u t e s 28 B . CF G e n e r a l C o r r e s p o n d e n c e a n d Pr o j e c t s 3 7 10 29 . Re d e v e l o p m e n t A g e n c y Or g a n i z a t i o n a l D o c u m e n t s , Ag e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 Re c o r d s e s t a b l i s h i n g t h e R D A ; A g e n d a s a n d M i n u t e s 30 . Im p r o v e m e n t A u t h o r i t y Or g a n i z a t i o n a l D o c u m e n t s , Ag e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 Re c o r d s e s t a b l i s h i n g t h e I m p r o v e m e n t A u t h o r i t y ; Ag e n d a s a n d M i n u t e s P= P e r m a n e n t ; E = E x p i r a t i o n ; C = C o m p l e t e d / C l o s e d ; A R = A n n u a l R e v i e w ; T = T e r m i n a t i o n ; O = O b s o l e t e ( c a t e g o r y e l i m i n a t e d ) ; L = Li f e ( C i t y V e h i c l e s = r e t a i n r e c o r d s u n t i l 5 y e a r s af t e r s a l e o f v e h i c l e . ) F-22 Co m p a r i s o n o f O L D : F i n a n c e & I T - 2 0 1 1 v s N E W : F I N A L F i n a n c e & I T - 2 0 1 2 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h ed u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 1 o f 6 FE B R U A R Y 20 1 1 20 1 2 RE C O R D S R E T E N T I O N S C H E D U L E FI N A N C E & I N F O R M A T I O N T E C H N O L O G Y D E P A R T M E N T TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T IV E TO T A L CI T A T I O N CO N T E N T S / N O T E S 1. Ac c o u n t s P a y a b l e 3 2 4 5 A+ 7 GC 3 4 0 9 0 , 34 0 9 0 . 7 , C C P 33 7 In v o i c e s a p p r o v e d f o r p a y m e n t El e c t r o n i c a n d / o r p a p e r P u r c h a s e O r d e r s Wa r r a n t R e g i s t e r s , AP C h e c k c o p i e s an d re l a t e d c o r r e s p o n d e n c e ; P e t t y C a s h re l a t e d d o c u m e n t s 2. Ac c o u n t s R e c e i v a b l e 3 2 4 5 A+ 7 GC 3 4 0 9 0 Ci t y i n v o i c e s a n d s u p p o r t i n g d o c u m e n t s , an d r e l a t e d c o r r e s p o n d e n c e 3. Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y De p a r t m e n t B u d g e t F i l e s 2 - 2 GC 3 4 0 9 0 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f de p a r t m e n t b u d g e t a n d c o p i e s o f a p p r o v e d bu d g e t . 4. Au d i t o r ' s Fi n a n c i a l R e p o r t s a n d A u d i t s P P P GC 34 0 9 0 Co m p r e h e n s i v e A n n u a l F i n a n c i a l R e p o r t s (C A F R ) , A n n u a l In d e p e n d e n t A u d i t o r Re p o r t s , In f o r m a t i o n a l Fi n a n c i a l Tr a n s a c t i o n s R e p o r t s u b m i t t e d t o S t a t e Co n t r o l l e r ’s O f f i c e , H C D r e p o r t , S p e c i a l a n d Si n g l e A u d i t s , MT A A u d i t I R S A u d i t , an d Au d i t o r ’ s R e c o m m e n d a t i o n s 5. Ba n k R e c o n c i l i a t i o n 3 7 4 10 A+ 7 GC 3 4 0 9 0 ; 2 6 CF R 3 1 . 6 0 0 1 - 1 Ba n k S t a t e m e n t s , Co p i e s o f D e p o s i t Re c o r d s , N o t e s a n d Ba n k R e c o n c i l i a t i o n Wo r k s h e e t s 6. Or g a n i z a t i o n - w i d e B u d g e t F i l e s 2 2 GC 3 4 0 9 0 Or g a n i z a t i o n - w i d e b u d g e t s u p p o r t do c u m e n t s 7. Bu s i n e s s L i c e n s e A p p l i c a t i o n s E+ 2 E+ 3 E+ 5 GC 3 4 0 9 0 Bu s i n e s s L i c e n s e A p p l i c a t i o n s a n d c o p i e s o f bu s i n e s s r e g i s t r a t i o n s ( i . e . , c o n t r a c t o r ’ s li c e n s e s ) , i f a p p l i c a b l e , a n d r e l a t e d F-23 Co m p a r i s o n o f O L D : F i n a n c e & I T - 2 0 1 1 v s N E W : F I N A L F i n a n c e & I T - 2 0 1 2 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h ed u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 2 o f 6 TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S co r r e s p o n d e n c e 8. Bu s i n e s s L i c e n s e R e p o r t s 5 2 7 GC 34 0 9 0 ; CC P 3 3 7 Ye a r l y r e p o r t o f b u s i n e s s l i c e n s e s i s s u e d b y th e C i t y 9. Ca n c e l l e d C h e c k s 3 4 7 GC 3 4 0 9 0 ; CC P 3 3 7 Ca n c e l l e d c h e c k s o r e l e c t r o n i c i m a g e s o f ca n c e l l e d c h e c k s 10 . 9. Re g u l a r Ca s h R e c e i p t s a t C a s h i e r ’ s D e s k 3 2 4 5 A+ 7 GC 3 4 0 9 0 ; CC P 3 3 7 Ca s h R e c e i p t S u m m a r y , C a s h R e g i s t e r Ta p e , B a n k D e p o s i t Re c e i p t s Ti c k e t . ( S o u r c e do c u m e n t s f o r c a s h r e c e i p t s f i l e d w h e r e ap p l i c a b l e i n c l u d i n g C o m m u n i t y De v e l o p m e n t a n d R e c r e a t i o n & P a r k s .) 11 . 10 . Sp e c i a l D i s t r i c t F i l e s 2 9 11 GC 3 4 0 9 0 In c l u d e s M i r a l e s t e a n d R i d g e c r e s t Re c r e a t i o n & P a r k D i s t r i c t s , A C L A D , Kl o n d i k e , RD A , an d A s s e s s m e n t D i s t r i c t s ; co r r e s p o n d e n c e , a n d i n v o i c e s . 12 . 11 . De t a i l e d & S u m m a r y G e n e r a l & S u b s i d i a r y Le d g e r s 3 7 10 GC 34 0 9 0 ; CC P 3 3 7 In c l u d e s c a p i t a l p r o j e c t s a n d t r u s t d e p o s i t su b s i d i a r y l e d g e r s 13 . 12 . Jo u r n a l E n t r i e s 3 7 10 GC 3 4 0 9 0 Ge n e r a l l e d g e r a n d b u d g e t j o u r n a l e n t r i e s an d s u p p o r t i n g d o c u m e n t a t i o n 14 . 13 . Le d g e r R e c o n c i l i a t i o n s 3 - 3 GC 3 4 0 9 0 Wo r k s h e e t s u s e d t o p r e p a r e f o r v a r i o u s au d i t s ; c o r r e s p o n d e n c e 15 . 14 . Or g a n i z a t i o n - w i d e F i n a l B u d g e t D o c u m e n t 5 P P GC 3 4 0 9 0 In c l u d e s o p e r a t i n g a n d c a p i t a l b u d g e t s 16 . 15 . Pa y r o l l R e c o r d s 2 3 8 4 10 A+ 7 GC 3 4 0 9 0 ; 2 9 CF R 5 1 6 . 2 , 51 6 . 5 , 5 1 6 . 6 ; Ba n k S t a t e m e n t s a n d s u p p o r t i n g do c u m e n t s , T a x R e p o r t R e c o r d s , P a y r o l l Re g i s t e r & R e p o r t s , Ti m e S h e e t s f o r C i t y F-24 Co m p a r i s o n o f O L D : F i n a n c e & I T - 2 0 1 1 v s N E W : F I N A L F i n a n c e & I T - 2 0 1 2 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h ed u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 3 o f 6 TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S 22 C C R 1 0 8 5 - 2) ; 2 6 C F R 31 . 6 0 0 1 - 1 ; I R S Re g . 3 1 . 6 0 0 1 - 1( e ) ( 2 ) ; R & T 19 5 3 0 ; L C 11 7 4 ( d ) pe r s o n n e l , In s u r a n c e R e c o r d s ( i n C i t y Ma n a g e r ’ s o f f i c e ) , V a c a t i o n R e p o r t s , Re c o r d s o f d i s b u r s e m e n t s t o e m p l o y e e s , an d r e l a t e d c o r r e s p o n d e n c e . ( No t e : Co n f i d e n t i a l r e c o r d s , P e r s o n n e l A c t i o n F o r m Be n e f i t s E l i g i b i l i t y ( D u p l i c a t e S e r i e s – C i t y Ma n a g e r i s o f f i c i a l c u s t o d i a n o f t h i s r e c o r d ); Bi - w e e k l y P e n s i o n C o s t C a l c u l a t i o n 17 . Re t i r e m e n t R e c o r d s 3 T+ 4 T+ 7 22 C C R 1 0 8 5 - 2( c ) ; 2 6 C F R 31 . 6 0 0 1 -1; 2 9 CF R 5 1 6 . 5 Pe r s o n n e l A c t i o n F o r m B e n e f i t s E l i g i b i l i t y (D u p l i c a t e S e r i e s – C i t y M a n a g e r i s o f f i c i a l cu s t o d i a n o f t h i s r e c o r d ) a n d B i -we e k l y Pe n s i o n C o s t C a l c u l a t i o n (No t e : Of f i c i a l r e c o r d h e l d b y P E R S , Sa c r a m e n t o , C A ) 18 . 16 . Re v e n u e F o l d e r s W- 4 3 2 4 5 A+ 7 GC 3 4 0 9 0 IR C 34 0 2 ; T r e a s u r y Re g u l a t i o n 31 . 6 0 0 1 - 1 In v o i c e s , C h e c k S t u b s , o t h e r c a s h r e c e i p t su p p o r t & C o r r e s p o n d e n c e Re t e n t i o n p e r i o d ba s e d u p o n C i t y ’ s p r a c t i c e : E m p l o y e e s co m p l e t e a n e w W - 4 e a c h y e a r 19 . 17 . Ti m e S h e e t s No n - r e g u l a r R e v e n u e R e c e i p t s th r o u g h O t h e r C h a n n e l s 1 3 9 4 10 A+ 7 GC 3 4 0 9 0 ; 2 9 CF R 5 1 6 . 2 , 51 6 . 6 ; I R S Re g . 3 1 . 6 0 0 1 - 1( e ) ( 2 ) ; R & T 19 5 3 0 Ti m e k e e p i n g r e c o r d s f o r C i t y pe r s o n n e l . Ch e c k S t u b s , E F T , A C H , a n d ot h e r c a s h p a y m e n t a l o n g w i t h S u p p o r t i n g St a t e m e n t & C o r r e s p o n d e n c e Th i s c a t e g o r y m a y i n c l u d e : P r o p e r t y T a x , TO T , C D B G a n d o t h e r G r a n t Re i m b u r s e m e n t s , G r a n t D i s t r i b u t i o n , Fr a n c h i s e F e e , G a s T a x , G o l f T a x , S a l e s Ta x , M o t o r V e h i c l e T a x , L o a n P a y m e n t , UU T , R e n t , S t a t e M a n d a t e R e i m b u r s e m e n t , Co u r t F i n e s & F o r f e i t u r e s , a n d a l l o t h e r M i s c AR s (N o t e : C o n f i d e n t i a l R e c o r d ) Fo r B u s i n e s s Li c e n s e & P e r m i t F e e s , w h i c h a r e a c c e p t e d at C a s h i e r D e s k , s e e i t e m 1 0 F-25 Co m p a r i s o n o f O L D : F i n a n c e & I T - 2 0 1 1 v s N E W : F I N A L F i n a n c e & I T - 2 0 1 2 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h ed u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 4 o f 6 TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S 20 . 18 . Tr u s t D e p o s i t R e c o r d s 3 7 10 GC 3 4 0 9 0 Le d g e r S h e e t s f o r I n d i v i d u a l T D ’ s a n d re l a t e d c o r r e s p o n d e n c e 21 . 19 . Fi n a n c e A d v i s o r y C o m m i t t e e A g e n d a Pa c k e t s 2 3 5 7 GC 3 4 0 9 0 , 34 0 9 0 . 7 , 4 0 8 0 1 In c l u d e s ag e n d a s ag e n d a c o p i e s a n d s t a f f re p o r t s 20 . Fi n a n c e A d v i s o r y C o m m i t t e e A g e n d a P P GC 3 4 0 9 0 22 . 21 . Fi n a n c e A d v i s o r y C o m m i t t e e Ag e n d a a n d Mi n u t e s P -- P -- GC 3 4 0 9 0 , 40 8 0 1 Ag e n d a s a n d m i n u t e s t o Se e C i t y C l e r k ’ s De p a r t m e n t R e t e n t i o n S c h e d u l e . M i n u t e s ar e g i v e n t o t h e C i t y C l e r k f o r p e r m a n e n t re t e n t i o n 23 . 22 . St o r m D r a i n O v e r s i g h t C o m m i t t e e A g e n d a Pa c k e t s 2 3 5 7 GC 3 4 0 9 0 , 34 0 9 0 . 7 , 4 0 8 0 1 In c l u d e s ag e n d a s ag e n d a c o p i e s a n d s t a f f re p o r t s 23 . St o r m D r a i n O v e r s i g h t C o m m i t t e e A g e n d a P P GC 3 4 0 9 0 24 . St o r m D r a i n O v e r s i g h t C o m m i t t e e Ag e n d a an d Mi n u t e s P -- P -- GC 3 4 0 9 0 , 40 8 0 1 Ag e n d a s a n d m i n u t e s t o Se e C i t y C l e r k ’ s De p a r t m e n t R e t e n t i o n S c h e d u l e . M i n u t e s ar e g i v e n t o t h e C i t y C l e r k f o r p e r m a n e n t re t e n t i o n 25 . Mo n t h l y C a s h B a l a n c e R e p o r t s 2 8 10 GC 3 4 0 9 0 St a f f R e p o r t a n d a t t a c h e d s c h e d u l e ( s ) pr e s e n t e d t o t h e C i t y C o u n c i l . 26 A . In v e s t m e n t A c c o u n t s 2 8 10 LA I F I n v e s t m e n t S t a t e m e n t , M e r r i l l L y n c h Po r t f o l i o R e p o r t , T r a d e C o n f i r m a t i o n 26 B . In v e s t m e n t P o l i c y P P Po l i c y a d o p t e d b y C i t y C o u n c i l 27 . Fi x e d A s s e t S y s t e m 3 4 A+ 7 Fi x e d A s s e t S c h e d u l e , F i x e d A s s e t In v e n t o r y 28 . Ve n d o r R e c o r d s – 1 0 9 9 T a x F o r m s 3 4 A+ 7 GC 3 4 0 9 0 ; CC P 3 3 7 Co m p l e t e d 1 0 9 9 f o r m s F-26 Co m p a r i s o n o f O L D : F i n a n c e & I T - 2 0 1 1 v s N E W : F I N A L F i n a n c e & I T - 2 0 1 2 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h ed u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 5 o f 6 TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S 29 . Ve n d o r R e c o r d s – W - 9 T T+ 4 T+ 4 IR C 3 4 0 2 ; Tr e a s u r y Re g u l a t i o n 31 . 6 0 0 1 - 1 30 . CD B G H o m e I m p r o v e m e n t G r a n t L o a n s – Pa y m e n t R e c o r d s T T+ 6 GC 3 4 0 9 0 ( a ) Do c u m e n t s r e l a t i n g t o t h e f i n a n c i a l tr a n s a c t i o n o f a C D B G l o a n No t e : O r i g i n a l l i e n d o c u m e n t s a r e r e t a i n e d by C i t y C l e r k ’ s o f f i c e a s a p e r m a n e n t r e c o r d ; ot h e r w o r k i n g f i l e s r e l a t e d t o C D B G H o m e Im p r o v e m e n t G r a n t L o a n s a r e o n f i l e w i t h Pu b l i c W o r k s D e p a r t m e n t 31 . Ch a r t o f A c c o u n t s C S P GC 3 4 0 9 0 32 . Bo n d I s s u e s / D e b t S e r v i c e T T+ 3 T+ 3 Bo n d s i s s u e d a n d r e l a t e d r e c o r d s . R e t a i n wh i l e a n y b o n d s o f a b o n d i s s u e a r e ou t s t a n d i n g a n d d u r i n g t h e t h r e e - y e a r p e r i o d fo l l o w i n g t h e f i n a l m a t u r i t y o r r e d e m p t i o n o f th e b o n d i s s u e o r , i f l a t e r , w h i l e a n y b o n d s th a t r e f u n d b o n d s o f t h a t o r i g i n a l i s s u e a r e ou t s t a n d i n g a n d f o r t h e t h r e e y e a r p e r i o d fo l l o w i n g t h e f i n a l m a t u r i t y o r r e d e m p t i o n da t e o f t h e l a t e s t r e f u n d i n g b o n d i s s u e . 33 . Fe e S c h e d u l e s & F e e S t u d i e s S S+ 7 S+ 7 Fe e s c h e d u l e s a p p r o v e d b y C i t y C o u n c i l ; fe e s t u d i e s p r e p a r e d b y c o n s u l t a n t o r s t a f f 34 . IT A d m i n i s t r a t i v e U s e r M a n u a l S+ 2 GC 3 4 0 9 0 35 . IT S o f t w a r e L i c e n s e s T T GC 3 4 0 9 0 If p e r i o d o f l i c e n s e i s f o r l e s s t h a n t w o y e a r s , re t a i n f o r t w o y e a r m i n i m u m . F-27 Co m p a r i s o n o f O L D : F i n a n c e & I T - 2 0 1 1 v s N E W : F I N A L F i n a n c e & I T - 2 0 1 2 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h ed u l e R e s o l u t i o n No . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 6 o f 6 TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S 36 . IT S o f t w a r e M e d i a a n d M a n u a l s T T GC 3 4 0 9 0 If u s e d f o r l e s s t h a n t w o y e a r s , r e t a i n f o r t w o ye a r m i n i m u m . 37 . IT P r o j e c t F i l e s T T+ 4 T+ 4 GC 3 4 0 9 0 ; CC P 3 3 7 In c l u d e s f i l e s r e g a r d i n g v e n d o r c o n t r a c t s . A= A u d i t ; C =C u r r e n t ; C M P =C o m p l e t i o n ; E = E x p i r a t i o n , o r d a t e o n w h i c h e m p l o y e e o r v e n d o r f i l e s a r e p l a c e m e n t f o r m o r w a s t e r m i n a t e d ; S= S u p e r s e d e d ; T = T e r m i n a t i o n ; O = O b s o l e t e ( c a t e g o r y e l i m i n a t e d ) ; P = P e r m a n e n t F-28 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c Wo r k s – 2 0 1 2 P u b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 1 o f 1 0 FE B R U A R Y 20 1 1 20 1 2 RE C O R D S R E T E N T I O N S C H E D U L E PU B L I C W O R K S D E P A R T M E N T TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 1. Bu d g e t F i l e s 2 2 GC 3 4 0 9 0 . 7 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f de p a r t m e n t b u d g e t a n d c o p i e s o f a p p r o v e d bu d g e t . 2. Ci t y C o u n c i l A g e n d a s & P u b l i c W o r k s S t a f f R e p o r t s (D u p l i c a t e f i l e s ) 6 m o s . 6 m o s . 1 GC 3 4 0 9 0 . 7 (du p l i c a t e Du p l i c a t e r e c o r d ) 3. Ma p s a n d P l a n s P P GC 4 0 0 3 , 40 0 4 , 34 0 9 0 ( e ) Ri g h t s - o f - W a y La n d s c a p e P l a n s Dr a i n a g e M a p s Ae r i a l M a p s Ae r i a l P h o t o g r a p h s Ci t y M a p s Ma i n t e n a n c e & I m p r o v e m e n t M a p s Op e n S p a c e M a p s ( F o r r e s t a l , B a r k e n t i n e ) As s e s s m e n t D i s t r i c t M a p s Co n t o u r / T o p o g r a p h i c M a p s En g i n e e r i n g D r a w i n g s Gr a d i n g M a p s / P l a n s Pa r k P l a n s ( C l o v e r c l i f f ; D e l C e r r o ; F o u n d e r s ; H e s s e ; L a d e r a L i n d a ; M a r i l y n R y a n ; R y a n Pa r k [ f o r m e r l y R a n c h o P a l o s V e r d e s P a r k ] ; Su n s e t ) Ci v i c C e n t e r U n d e r g r o u n d i n g Tr a f f i c C o n t r o l D e v i c e s Pl a n s & S p e c i f i c a t i o n s ( B i d D o c u m e n t s ) 4A . Pu b l i c W o r k s C a p i t a l P r o j e c t s – C i t y - f u n d e d , S t a t e - fu n d e d , F e d e r a l l y - f u n d e d , a n d M i x e d F u n d i n g So u r c e s C CM P + 1 C CM P +9 C CM P +1 0 GC 3 4 0 9 0 , CC P 3 3 7 . 1 5 7 C F R 30 1 6 . 4 2 (f e d e r a l Co r r e s p o n d e n c e w i t h a t t a c h m e n t s In t e r - O f f i c e M e m o s i f r e t a i n e d i n t h e o r d i n a r y co u r s e o f b u s i n e s s . * * St a f f A g e n d a R e p o r t s Fo l l o w - U p A c t i o n Re q u e s t s F o r P r o p o s a l s ( R F P s ) Re q u e s t s F o r Q u a l i f i c a t i o n s ( R F Q s ) F-29 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 2 o f 1 0 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L fu n d i n g ) Co m p l e t e B i d P a c k a g e Su c c e s s f u l P r o p o s a l s a n d Bi d s Bi d Co n t r a c t s (No t e : C o n t r a c t s a r e d u p l i c a t e s ; o r i g i n a l i n Ci t y C l e r k ’ s O f f i c e . ) Co n t r a c t o r a n d S u b c o n t r a c t o r T i m e S h e e t s an d i n v o i c e s ( P r e v a i l i n g w a g e s ) Gr a n t f i l e s ( i n c l u d i n g C D B G f o r A D A I m p r o v e m e n t s ) 4B . Pu b l i c W o r k s Ca p i t a l Pr o j e c t s – S t a t e -fu n d e d C+ 1 C+ 9 C+ 1 0 GC 3 4 0 9 0 , CC P 3 3 7 . 1 5 Co r r e s p o n d e n c e w i t h a t t a c h m e n t s In t e r -Of f i c e M e m o s i f r e t a i n e d i n t h e o r d i n a r y co ur s e o f b u s i n e s s . * * St a f f A g e n d a R e p o r t s Fo l l o w -Up A c t i o n Re q u e s t s F o r P r o p o s a l s ( R F P s ) Su c c e s s f u l Pr o p o s a l s a n d B i d s Co n t r a c t s ( No t e : Co n t r a c t s a r e d up l i c a t e s ; o ri g i n a l i n C i t y C l e r k ’ s O f f i c e . ) Co n t r a c t o r a n d S u b c o n t r a c t o r T i m e S h e e t s an d i n v o i c e s ( P r e v a i li n g w a g e s ) Gr a n t f i l e s 4C . Pu b l i c W o r k s Ca p i t a l Pr o j e c t s – F e d e r a l l y -fu n d e d C+ 1 C+ 9 C+ 1 0 GC 3 4 0 9 0 , CC P 3 3 7 . 1 5 , 7 C F R 30 1 6 . 4 2 Co r r e s p o n d e n c e w i t h a t t a c h m e n t s In t e r -Of f i c e M e m o s i f r e t a i n e d i n t h e o r d i n a r y co u r s e o f b u s i n e s s . * * St a f f A g e n d a R e p o rt s Fo l l o w -Up A c t i o n Re q u e s t s F o r P r o p o s a l s ( R F P s ) Su c c e s s f u l Pr o p o s a l s a n d B i d s Co n t r a c t s ( No t e : Co n t r a c t s a r e d u p l i c a t e s ; or i g i n a l i n C i t y C l e r k ’ s O f f i c e . ) Co n t r a c t o r a n d S u b c o n t r a c t o r T i m e S h e e t s an d i n v o i c e s ( P r e v a i l i n g w a g e s ) Gr a n t f i l e s F-30 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 3 o f 1 0 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 4D . Pu b l i c W o r k s Ca p i t a l Pr o j e c t s – M i x e d F u n d i n g So u r c e s C+ 1 C+ 9 C+ 1 0 GC 3 4 0 9 0 , CC P 3 3 7 . 1 5 Co r r e s p o n d e n c e w i t h a t t a c h m e n t s In t e r -Of f i c e M e m o s i f r e t a i n e d i n t h e o r d i n a r y co u r s e o f b u s i n e s s . * * St a f f A g e n d a R e p o r t s Fo l l o w -Up A c t i o n Re q u e s t s F o r P r o p o s a l s ( R F Ps ) Su c c e s s f u l Pr o p o s a l s a n d B i d s Co n t r a c t s ( No t e : Co n t r a c t s a r e d u p l i c a t e s ; or i g i n a l i n C i t y C l e r k ’ s O f f i c e . ) Co n t r a c t o r a n d S u b c o n t r a c t o r T i m e S h e e t s an d i n v o i c e s ( P r e v a i l i n g w a g e s ) Gr a n t f i l e s 4 E B . Pu b l i c W o r k s C a p i t a l P r o j e c t s – U n s u c c e s s f u l Bi d d e r s a n d P r o p o s e r s C +3 1 2 C CM P +3 GC 3 4 0 9 0 , 7 C F R 30 1 6 . 4 2 Un s u c c e s s f u l b i d s a n d u n s u c c e s s f u l pr o p o s a l s r e s p o n d i n g t o R F P s o r R F Q s , re g a r d l e s s o f f u n d i n g s o u r c e . 4 F C . Pu b l i c W o r k s C a p i t a l P r o j e c t s – P r e l i m i n a r y pr o p o s a l s / p r o j e c t n o t a p p r o v e d LA + 3 LA + 3 Re c o r d s r e l a t e d t o p r o p o s e d c a p i t a l p r o j e c t s th a t w e r e n o t a p p r o v e d f o r c o n s t r u c t i o n . I f an y g r a n t f u n d s w e r e u s e d f o r p r e l i m i n a r y wo r k , r e t a i n f o r m i n i m u m p e r i o d s p e c i f i e d i n gr a n t c o n d i t i o n s . 5. Ch r o n o l o g i c a l fi l e s Fi l e s 1 4 5 GC 3 4 0 9 0 . 7 Co p i e s o f a l l c o r r e s p o n d e n c e ( U s e d f o r q u i c k re f e r e n c e ) ( O u t g o i n g m a i l ; s t a f f r e p o r t s ) 6A . En c r o a c h m e n t P e r m i t s T+ 1 T+ 9 T+ 1 0 GC 3 4 0 9 0 Ut i l i t y a n d C e l l u l a r P e r m i t s , d u m p s t e r p e r m i t s (r e s i d e n t s ) , C o n t r a c t o r p e r m i t s 6B . En c r o a c h m e n t P e r m i t s – A g r e e m e n t s a n d Co v e n a n t s T+ 1 T+ 9 T+ 1 0 GC 3 4 0 9 0 , GC 3 4 0 9 0 . 7 Co v e n a n t s f i l e d w i t h t h e C o u n t y f o r R O W im p r o v e m e n t s . (No t e : D u p l i c a t e r e c o r d ; o r i g i n a l i n C i t y Cl e r k ’ s o f f i c e . ) 7. Im p r o v e m e n t U n d e r g r o u n d i n g As s e s s m e n t a n d Ma i n t e n a n c e Di s t r i c t f il e s ( L a n d s c a p i n g Di s t r i c t s 1 10 11 GC 3 4 0 9 0 Co r r e s p o n d e n c e ; W o r k P a p e r s ; R e p o r t s a n d ag r e e m e n t s t o p a r t i c i p a t e a n d a s s o c i a t e d F-31 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 4 o f 1 0 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L (U n d e r g r o u n d i n g , A b a l o n e C o v e S e w e r S y s t e m , La n d s c a p e a n d L i g h t i n g ) do c u m e n t s 8A . In v e n t o r y o f R o a d I n f r a s t r u c t u r e 10 + L U 10 + L U GC 3 4 0 9 0 ( a ) Ro a d s i g n s a n d s t r i p i n g ; i f t h e l a s t i n v e n t o r y up d a t e i s o l d e r t h a n t h e r e t e n t i o n p e r i o d sp e c i f i e d , t h a t i n v e n t o r y s h o u l d b e r e t a i n e d 8B . In v e n t o r y o f T r e e s a n d S i d e w a l k s 10 + L U 10 + L U GC 3 4 0 9 0 Tr e e s a n d s i d e w a l k s i n v e n t o r y ; i f t h e l a s t in v e n t o r y u p d a t e i s o l d e r t h a n t h e r e t e n t i o n pe r i o d s p e c i f i e d , t h a t i n v e n t o r y s h o u l d b e re t a i n e d 9. Lo s A n g e l e s C o u n t y R o a d D e p a r t m e n t S e r v i c e Re q u e s t s C CM P + 1 4 C CM P +5 GC 3 4 0 9 0 Se r v i c e R e q u e s t f o r m s a n d r e l a t e d do c u m e n t s ( i . e . , c a t c h b a s i n c l e a n i n g ) 10 . Lo s A n g e l e s C o u n t y E n g i n e e r i n g S e r v i c e R e q u e s t s C CM P + 1 4 C CM P +5 GC 3 4 0 9 0 De p a r t m e n t S e r v i c e R e q u e s t F o r m s a n d re l a t e d d o c u m e n t s 11 . 11 A . Ma i n t e n a n c e R e c o r d s a n d N o n - C I P P r o j e c t s 2 8 10 GC 3 4 0 9 0 St r e e t s ; R o a d s ; S i d e w a l k s ; P l a y g r o u n d Eq u i p m e n t ; Tr a f f i c S i g n a l s ( i n c l u d i n g t i m i n g an d r e p a i r ) ; Tr e e r e m o v a l s ; M a i n t e n a n c e Sc h e d u l e s ; M a i n t e n a n c e S e r v i c e R e q u e s t s ; Su m m a r y R e p o r t s , P u r c h a s e O r d e r s a n d I n v o i c e s r e l a t e d t o sa m e 11 B . Pu r c h a s e O r d e r s a n d I n v o i c e s – n o t o t h e r w i s e sc h e d u l e d o r r e l a t e d t o a p r o j e c t T T+ 4 T+ 4 GC 3 4 0 9 0 CC P 3 3 7 Of f i c e s u p p l i e s , p r i n t i n g 12 . Sp e e d Z o n e S u r v e y s 1 9 10 + L U GC 3 4 0 9 0 VC 2 2 4 0 0 e t se q . , 4 0 8 0 2 Sp e e d Z o n e S u r v e y s a n d E n g i n e e r i n g a n d Tr a f f i c S u r v e y s 13 . Ac c i d e n t R e p o r t s 2 8 10 GC 3 4 0 9 0 Ac c i d e n t R e p o r t s f r o m S h e r i f f ’ s O f f i c e F-32 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 5 o f 1 0 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 14 . Tr a f f i c a n d P a r k i n g 14 . 14 A . Tr a f f i c S a f e t y C o m m i s s i o n Ag e n d a s a n d Mi n u t e s an d Ag e n d a s P P GC 3 4 0 9 0 ( e ) 15 . 14 B . Tr a f f i c S a f e t y C o m m i s s i o n S t a f f R e p o r t s 2 5 7 GC 3 4 0 9 0 No t e : A n y s t a f f r e p o r t s r e l a t i n g t o s p e c i f i c pu b l i c w o r k s p r o j e c t s s h o u l d b e f i l e d i n 4 A , 4B , 4 C , o r 4 D, a s a p p l i c a b l e C , a n d r e t a i n e d fo r t h e p e r i o d s p e c i f i e d i n th o s e th a t r e c o r d se r i e s . 14 C . Tr a f f i c I n v e s t i g a t i o n s 5 5 10 GC 3 4 0 9 0 In f o r m a l i n v e s t i g a t i o n s t h a t g e n e r a t e r e p o r t s th a t h a v e n o t b e e n a d d r e s s e d b y t h e t r a f f i c sa f e t y c o m m i s s i o n 14 D . Ov e r s i z e V e h i c l e & N e i g h b o r h o o d P a r k i n g P e r m i t s 1 5 6 GC 3 4 0 9 0 In c l u d e s i n d i v i d u a l p e r m i t a p p l i c a t i o n s a n d re n e w a l s 14 E . Ne i g h b o r h o o d P a r k i n g P e r m i t s – N e i g h b o r h o o d Ap p l i c a t i o n 1 T+ 2 GC 3 4 0 9 0 Ap p l i c a t i o n a n d r e l a t e d r e c o r d s t o i n i t i a t e a ne i g h b o r h o o d p a r k i n g p e r m i t p r o g r a m . 16 . 15 . Ge o l o g y S t u d i e s ( n o n - p r o j e c t r e l a t e d ) P P GC 3 4 0 9 0 Ge n e r a l g e o l o g y f o r P o r t u g u e s e B e n d , Kl o n d i k e C a n y o n , A b a l o n e C o v e 16 . So l i d W a s t e 17 . 16 A . AB 9 3 9 A n n u a l R e p o r t s 1 5 6 GC 3 4 0 9 0 ; PR C 4 1 8 2 1 , 42 U S C 9 6 0 1 et s e q . (C E R C L A § 10 1 e t s e q . ) AB 9 3 9 16 B . Qu a r t e r l y R e p o r t s – C o m m e r c i a l a n d R e s i d e n t i a l Ha u l e r s 1 5 6 GC 3 4 0 9 0 , 42 U S C 9 6 0 1 et s e q . (C E R C L A § Qu a r t e r l y r e p o r t s p r o v i d e d b y c o n t r a c t o r s pr o v i d i n g i n t e g r a t e d s o l i d w a s t e ma n a g e m e n t s e r v i c e s t o t h e C i t y F-33 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 6 o f 1 0 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 10 1 e t s e q . ) 17 . NP D E S 18 17 A. NP D E S P e r m i t s a n d A n n u a l R e p o r t s P P 40 C F R 12 2 . 2 8 Na t i o n a l P o l l u t a n t D i s c h a r g e E l i m i n a t i o n Sy s t e m p e r m i t s a n d a n n u a l r e p o r t s Co r r e s p o n d e n c e w i t h t h e R e g i o n a l W a t e r Qu a l i t y B o a r d a n d o t h e r a g e n c i e s Co r r e s p o n d e n c e w i t h c o n s u l t a n t r e l a t e d t o pe r m i t s / r e p o r t s In v e s t i g a t i o n s , v i o l a t i o n s a n d s i t e v i s i t s Me m o r a n d u m o f A g r e e m e n t ( s ) w i t h o t h e r ag e n c i e s a n d r e l a t e d r e c o r d s r e g a r d i n g j o i n t re s p o n s e s (No t e : M O A s a r e d u p l i c a t e ; o r i g i n a l i n C i t y Cl e r k ’ s o f f i c e ) 18 17 B. NP D E S C o n s u l t a n t – C o n t r a c t R e l a t e d R e c o r d s T+ 4 T+ 4 GC 3 4 0 9 0 , CC P 3 3 7 Co n s u l t a n t R F P , Co n t r a c t (No t e : C o n t r a c t s a r e d u p l i c a t e ; o r i g i n a l i n Ci t y C l e r k ’ s o f f i c e ) Co n t r a c t a d m i n i s t r a t i o n c o r r e s p o n d e n c e In v o i c e s (No t e : I n v o i c e s a r e d u p l i c a t e s ; o r i g i n a l i n Fi n a n c e D e p a r t m e n t ) 19 . 18 . Pa v e m e n t Mg m t . Ma n a g e m e n t S y s t e m s An n u a l Re p o r t 10 + L U 10 + L U 23 U S C 1 1 9 ; ST I P Gu i d e l i n e s Ch a p t e r 23 . 2 . 4 Pa v e m e n t M a n a g e m e n t S y s t e m r e p o r t i s us e d i n o b t a i n i n g s t a t e a n d f e d e r a l f u n d i n g fo r p r e v e n t i v e m a i n t e n a n c e p r o j e c t s . R e t a i n fo r t e n y e a r s m i n i m u m ; r e t a i n l a s t u p d a t e d re p o r t e v e n i f o l d e r t h a n t h e r e t e n t i o n p e r i o d . 20 . 19 . Qu a r t e r l y R ep o r t s – C o m m e r c i a l a n d R e s i d e n t i a l Ha u l e r s Gr a n t s f r o m C i t y R e v e n u e s 1 5 6 GC 3 4 0 9 0 , 42 U S C 9 6 0 1 et s e q . (C E R C L A § 10 1 e t s e q . ) Qu a r t e r l y r e p o r t s p r o v i d e d b y c o n t r a c t o r s pr o v i d i n g i n t e g r a t e d s o l i d w a s t e ma n a g e m e n t s e r v i c e s t o t h e C i t y F-34 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 7 o f 1 0 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 21 19 A. Ne i g h b o r h o o d Be a u t i f i c a t i o n G r a n t s or C R V - Aw a r d e d 1 5 6 GC 3 4 0 9 0 Co m p l e t e d g r a n t a p p l i c a t i o n s f o r g r a n t s aw a r d e d (f r o m C i t y r e v e n u e s ) an d su p p l e m e n t a l d a t a 21 19 B. Ne i g h b o r h o o d Be a u t i f i c a t i o n G r a n t s o r C R V – N o t Aw a r d e d 2 2 GC 3 4 0 9 0 Co m p l e t e d g r a n t a p p l i c a t i o n s b u t n o g r a n t aw a r d e d . 22 . 19 C . Tr a f f i c I n v e s t i g a t i o n s Re c y c l e r s o f t h e M o n t h G r a n t s – A w a r d e d 5 1 5 10 6 GC 3 4 0 9 0 In f o r m a l i n v e s t i g a t i o n s t h a t g e n e r a t e r e p o r t s th a t h a v e n o t b e e n a d d r e s s e d b y t h e t r a f f i c sa f e t y c o m m i s s i o n Co m p l e t e d w i n n e r s ’ e n t r y fo r m s ( f r o m C i t y r e v e n u e s ) a n d s u p p l e m e n t a l da t a 2 3 . 20 . De v e l o p m e n t A p p l i c a t i o n – I m p r o v e m e n t P l a n s P P GC 3 4 0 9 0 , 65 0 0 9 , CC P 3 1 8 , 3 1 9 , 34 3 , 3 3 8 Ap p r o v e d p l a n s , s u r v e y s , r e p o r t s , s t u d i e s (i n c l u d i n g t r a f f i c i m p a c t s t u d i e s ) , r e l a t i n g t o a sp e c i f i c d e v e l o p m e n t a p p l i c a t i o n . 2 4 . 21 . De v e l o p m e n t A p p l i c a t i o n – Co n s u l t a n t a n d I n t e r o f f i c e C o r r e s p o n d e n c e C CM P + 1 C CM P +4 C CM P +5 GC 3 4 0 9 0 , 65 0 0 9 , CC P 3 1 8 , 3 1 9 , 34 3 , 3 3 8 Co r r e s p o n d e n c e e x c h a n g e d b e t w e e n co n s u l t a n t a n d s t a f f , a n d o t h e r i n t e r o f f i c e a n d in t r a - o f f i c e c o r r e s p o n d e n c e , i f r e t a i n e d i n t h e or d i n a r y c o u r s e o f b u s i n e s s . * * 25 . Ov e r s i z e V e h i c l e & N e i g h b o r h o o d P a r k i n g P e r m i t s 1 5 6 GC 3 4 0 9 0 In c l u d e s in d i v i d u a l pe r m i t a p p l i c a t i o n s a n d re n e w a l s 26 . Ne i g h b o r h o o d P a r k i n g P e r m i t s – N e i g h b o r h o o d Ap p l i c a t i o n s 1 T+ 2 Ap p l i c a t i o n a n d r e l a t e d r e c o r d s t o i n i t i a t e a ne i g h b o r h o o d p a r k i n g p e r m i t p r o g r a m . 27 . 22 . Ve h i c l e R e c o r d s ( C i t y V e h i c l e s ) L+ 5 L+ 5 VC 9 9 0 0 e t se q . Ma i n t e n a n c e , b i d s , p r o c u r e m e n t , r e s e a r c h (r e t a i n r e c o r d s f o r 5 y e a r s a f t e r s a l e o f ve h i c l e ) 28 . 23 . Pl a y g r o u n d E q u i p m e n t - I n s p e c t i o n s 10 + L U 10 + L U GC 3 4 0 9 0 Co n s u l t a n t r e p o r t s a n d i n s p e c t i o n s , l o g s a n d a u d i t s . Re t a i n f o r t e n y e a r s mi n i m u m ; r e t a i n l a s t u p d a t e d i n s p e c t i o n re p o r t e v e n i f o l d e r t h a n t h e r e t e n t i o n p e r i o d . F-35 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Re s o l u t i o n N o . Pu b l i c W o r k s R e t e n t i o n S c h e d u l e 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 8 o f 1 0 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 29 . 24 . Of f i c e S p a c e P l a n n i n g 5 5 GC 3 4 0 9 0 ; CC P 3 3 7 RF P f o r c o n s u l t a n t , Co n t r a c t (No t e : C o n t r a c t s a r e d u p l i c a t e ; o r i g i n a l i n Ci t y C l e r k ’ s o f f i c e ) Co r r e s p o n d e n c e * * Of f i c e p l a n s a n d r e l a t e d r e c o r d s . 30 . 25 . Of f i c e E q u i p m e n t T+ 2 T+ 2 GC 3 4 0 9 0 ; CC P 3 3 7 Re c o r d s r e l a t e d t o p u r c h a s e a n d u s e o f of f i c e e q u i p m e n t . 26 . Ea s e m e n t W o r k i n g F i l e 1 4 5 CC P 3 1 9 (No t e : C o p i e s o f f i n a l e a s e m e n t a r e du p l i c a t e ; o r i g i n a l i n C i t y C l e r k ’ s o f f i c e ) 27 . Pr e l i m i n a r y C o m p l a i n t s 2 0 2 GC 3 4 0 9 0 Do c u m e n t a t i o n o f c o m p l a i n t s t h a t w e r e d e a l t wi t h a t d e p a r t m e n t l e v e l . ( A n y c o m p l a i n t f o r wh i c h a c l a i m w a s f i l e d i s t r a n s f e r r e d t o t h e Ci t y C l e r k f o r r e t e n t i o n . ) 28 . Po l i c i e s , P r a c t i c e s a n d P r o c e d u r e s – P u b l i c W o r k s De p a r t m e n t S S+ 2 S+ 2 GC 3 4 0 9 0 29 . CD B G G r a n t s 29 A . CD B G H o m e I m p r o v e m e n t G r a n t s - L o a n s T T+ 6 T+ 6 24 C F R 57 0 . 5 0 2 (a ) ( 1 6 ) ; 2 4 CF R P a r t 8 5 29 B . CD B G H o m e I m p r o v e m e n t G r a n t s – N o n - L o a n s 2 4 6 24 C F R 57 0 . 5 0 2 (a ) ( 1 6 ) ; 2 4 CF R P a r t 8 5 29 C . CD B G A d m i n i s t r a t i v e G r a n t F i l e s 2 4 6 24 C F R 57 0 . 5 0 2 (a ) ( 1 6 ) ; 2 4 An n u a l r e p o r t s e x c e p t t h o s e r e g a r d i n g l o a n s an d c a p i t a l i m p r o v e m e n t s . F o r l o a n s a n d ca p i t a l i m p r o v e m e n t s , f o l l o w t h e s p e c i f i c F-36 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 9 o f 1 0 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L CF R P a r t 8 5 sc h e d u l e f o r C D B G G r a n t s - L o a n s o r P u b l i c Wo r k s C a p i t a l P r o j e c t s , a s a p p r o p r i a t e 29 D . Li e n s ( W o r k i n g F i l e ) - C D B G H o m e I m p r o v e m e n t Gr a n t s P P P GC 3 4 0 9 0 ( a ) 24 C F R 57 0 . 5 0 2 (a ) ( 1 6 ) ; 2 4 CF R P a r t 8 5 Or i g i n a l l i e n s s h o u l d b e f i l e d w i t h C i t y C l e r k ’ s of f i c e 30 . Gr a n t s ( N o t C D G B ) 30 A . Gr a n t s R e c e i v e d ( N o t C D G B ) – N o n - C I P a n d N o n - Pr o p e r t y A c q u i s i t i o n T T+ 6 T+ 6 7 C F R 30 1 6 . 4 2 ; 2 9 CF R 9 7 . 4 2 (f e d e r a l fu n d i n g ) 30 B . Gr a n t s R e c e i v e d ( N o t C D G B ) – R e a l P r o p e r t y Ac q u i s i t i o n P P P GC 3 4 0 9 0 ( a ) Tr a i l s , t r e e p l a n t i n g 30 C . Gr a n t s - U n s u c c e s s f u l 2 0 2 GC 3 4 0 9 0 Ci t y a p p l i e d b u t n o m o n e y r e c e i v e d 30 D . Gr a n t s – M o n e y R e t u r n e d T T+ 6 T+ 6 7 C F R 30 1 6 . 4 2 ; 2 9 CF R 9 7 . 4 2 (f e d e r a l fu n d i n g ) Ci t y a p p l i e d f o r g r a n t , r e c e i v e d m o n e y , b u t mo n e y w a s r e t u r n e d t o g r a n t o r , o r g r a n t w a s ca n c e l l e d b y g r a n t o r ; r e t a i n f o r p e r i o d sp e c i f i e d i n g r a n t d o c u m e n t s i f l o n g e r re t e n t i o n p e r i o d i s s p e c i f i e d . T = d a t e m o n e y w a s r e t u r n e d t o g r a n t o r o r da t e g r a n t c a n c e l l e d , w h i c h e v e r i s l a t e r . 31 . Tr a n s i t W o r k i n g F i l e - A g e n c y M O U s f o r P V T r a n s i t an d M A X T T+ 4 T+ 4 GC 3 4 0 9 0 ; CC P 3 3 7 Wo r k i n g f i l e , c o p y o f a g r e e m e n t (No t e : M O U s a r e d u p l i c a t e ; o r i g i n a l i n C i t y Cl e r k ’ s o f f i c e ) 32 . Se w e r a n d S t o r m W a t e r M a s t e r P l a n s S P F-37 Co m p a r i s o n o f O L D : P u b l i c W o r k s - 2 0 1 1 v s N E W : F I N A L P u b l i c W o r k s – 2 0 1 2 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 20 1 1 20 1 2 -03 __ - A t t a c h m e n t 1 Pa g e 1 0 o f 1 0 P= P e r m a n e n t ; T = T e r m i n a t i o n ( w h e n e q u i p m e n t i s s o l d o r o t h e r w i s e d i s p o s e d o f , f a c i l i t y h a s b e e n d i s m a n t l e d o r p e r m i t t e r m i n a t e d ) ; C CM P = C o m p l e t i o n ( w h e n pr o j e c t h a s b e e n c o m p l e t e d ) ; L U = L a s t U p d a t e d ( r e t a i n t h e l a s t up d a t e d i n v e n t o r y o r r e p o r t e v e n i f o l d e r t h a n t h e r e t e n t i o n p e ri o d ) ; L A = L a s t A c t i v i t y ; L = L i f e ( C i t y Ve h i c l e s = r e t a i n r e c o r d s u n t i l 5 y e a r s a f t e r s a l e o f v e h i c l e .); S = S u p e r s e d e d . ** P l e a s e N o t e : T h e c u r r e n t p o l i c y i s t h a t m o s t i n t r a - o f f i c e a n d i n t e r o f f i c e c o r r e s p o n d e n c e w i l l n o t b e r e t a i n e d i n t h e o r d i n a r y c o u r s e o f b u s i n e s s , a n d t h i s c a t e g o r y do e s n o t r e q u i r e t h e r e t e n t i o n o f s u c h i n t r a - o f f i c e a n d i n t e r o f f i c e c o r r e s p o n d e n c e , i n c l u d i n g c o r r e s p o n d e n c e w i t h C i t y c o n s u l t a n t s , p r o v i d e d s u c h c o r r e s p o n d e n c e i s no t r e t a i n e d i n t h e o r d i n a r y c o u r s e o f b u s i n e s s . F-38 1 Ci t y M a n a g e r R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A FE B R U A R Y 2 0 1 2 RE C O R D S R E T E N T I O N S C H E D U L E CI T Y M A N A G E R ' S O F F I C E NO . RE C O R D S E R I E S D E S C R I P T I O N TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S AC T I V E IN A C T I V E TO T A L 1. We e k l y A d m i n i s t r a t i v e R e p o r t 1 3 4 GC 3 4 0 9 0 (No t e : F o r m e r l y F r i d a y R e p o r t ) (E l e c t r o n i c R e c o r d o n l y f r o m 2 0 1 0 fo r w a r d ) 2. Bu d g e t F i l e s 2 2 GC 34 0 9 0 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f de p a r t m e n t b u d g e t a n d c o p i e s o f ap p r o v e d b u d g e t 3. Su b j e c t F i l e s 3A . Su b j e c t F i l e s – G e n e r a l T o p i c s a n d U n - Bu i l t C a p i t a l I m p r o v e m e n t s 1 5 6 GC 3 4 0 9 0 In c l u d e s p r o j e c t s t h a t w e r e s c h e d u l e d as c a p i t a l i m p r o v e m e n t s b u t w e r e n o t bu i l t . F i l e s i n c l u d e c o r r e s p o n d e n c e o n su b j e c t m a t t e r 3B . Su b j e c t F i l e s – C a p i t a l I m p r o v e m e n t s CL CL + 1 0 CL + 1 0 GC 3 4 0 9 0 CC P 3 3 7 . 1 5 Fi l e s i n c l u d e s c o r r e s p o n d e n c e o n su b j e c t m a t t e r 4. Co r r e s p o n d e n c e – C h r o n o l o g i c a l F i l e s 1 5 6 GC 3 4 0 9 0 5. Gr a n t F i l e s E+ 6 E+ 6 GC 3 4 0 9 0 ; 2 4 CF R 8 5 . 4 2 Gr a n t a p p l i c a t i o n s a n d o t h e r r e l a t e d do c u m e n t s 6. Le g a l O p i n i o n s 5 5 10 GC 3 4 0 9 0 Co r r e s p o n d e n c e w i t h t h e C i t y A t t o r n e y 7. Ad m i n i s t r a t i v e I n s t r u c t i o n s P P Op e r a t i o n a l i n s t r u c t i o n s a n d p r o c e d u r e s is s u e d b y t h e C i t y M a n a g e r 8. Pr o c l a m a t i o n s a n d C e r t i f i c a t e s o f Re c o g n i t i o n / A p p r e c i a t i o n 1 3 4 Aw a r d s g i v e n t o i n d i v i d u a l s a n d or g a n i z a t i o n s t o m a r k s p e c i a l oc c a s i o n s / a c h i e v e m e n t s . No t e : R e t a i n 4 y e a r s u n l e s s s t a t e d F-39 2 Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S Ci t y M a n a g e r R e t e n t i o n S c h e d u l e A C T I V E IN A C T I V E TO T A L ot h e r w i s e i n t h e p r o c l a m a t i o n 9. Fi l m P e r m i t s 1 3 4 GC 3 4 0 9 0 Ap p l i c a t i o n s f o r p e r m i t s t o f i l m i n t h e Ci t y , i n c l u d i n g c o r r e s p o n d e n c e & in s u r a n c e c e r t i f i c a t e s . 10 . Pa r k i n g C i t a t i o n R e p o r t s 2 2 GC 3 4 0 9 0 , Ad m i n . R e v i e w D i s p o s i t i o n F o r m s 11 . Di g i t a l V i d e o D i s k s ( D V D ) P P GC 3 4 0 9 0 Ci t y C o u n c i l M e e t i n g s Pl a n n i n g C o m m i s s i o n M e e t i n g s Sp e c i a l C i t y C o m m i t t e e / C o m m i s s i o n Me e t i n g s 12 . Ri s k M a n a g e m e n t 12 A . In s u r a n c e P o l i c i e s & C e r t i f i c a t e s P P GC 3 4 0 9 0 Al l e v i d e n c e o f i n s u r a b i l i t y ( e x c l u d i n g em p l o y e e h e a l t h a n d b e n e f i t i n s u r a n c e ) 12 B . Wo r k e r s C o m p e n s a t i o n C l a i m s CL CL + 1 0 CL + 1 0 GC 3 4 0 9 0 ; LC 6 4 0 1 . 7 ; 8 C C R §§ 1 0 1 0 1 , 10 1 0 1 . 1 , 10 1 0 2 , 1 0 1 0 3 Do n o t d e s t r o y / r e t a i n a l l s e t t l e m e n t s , ju d g m e n t s , f i n a l a w a r d s a n d s i m i l a r f i n a l re c o r d s . N o t e t h a t i f t h e f i l e i s b e i n g au d i t e d , i t m u s t b e r e t a i n e d u n t i l t h e fi n d i n g s o f t h e a u d i t h a v e b e c o m e f i n a l . Re v i e w 8 C C R 1 0 1 0 2 b e f o r e d e s t r o y i n g fi l e s . 12 C . Em p l o y e e T r a i n i n g R e c o r d s T T+ 2 0 T+ 2 0 GC 3 4 0 9 0 12 D . Ac c i d e n t R e p o r t s – N o n - E m p l o y e e I n j u r e d 2 3 5 GC 3 4 0 9 0 No n - e m p l o y e e a c c i d e n t r e p o r t s ; a l l de p a r t m e n t s i n c l u d i n g R e c r e a t i o n & Pa r k s . I f c l a i m i s f i l e d , r e t a i n o r i g i n a l ac c i d e n t r e p o r t p e r m a n e n t l y w i t h c l a i m 12 E . Ac c i d e n t R e p o r t s a n d C a l O S H A F o r m s – Em p l o y e e I n j u r e d CL CL + 1 0 CL + 1 0 GC 3 4 0 9 0 ; LC 6 4 0 1 . 7 ; 8 C C R §§ 1 0 1 0 1 10 1 0 1 . 1 Se e n o t e o n 1 2 B ( W o r k e r s Co m p e n s a t i o n C l a i m s ) I n c l u d e s Ca l O S H A F o r m 3 0 0 , 3 0 0 A a n d 3 0 1 NO T E : E m p l o y e e E x p o s u r e R e c o r d , i f an y i n f i l e , r e t a i n f o r E x p o s u r e + 3 0 ; s e e F-40 3 Ci t y M a n a g e r R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 10 1 0 2 , 10 1 0 3 , 14 3 0 0 . 3 3 29 C F R 1 9 1 0 . 1 0 2 0 ( c ) ( 5 ) & ( d ) ( 1 ) ( i i ) 13 . Pe r s o n n e l A p p l i c a t i o n s ( n o t h i r e d ) 2 2 GC 1 2 9 4 6 ; 2 9 CF R 1 6 0 2 . 3 1 , 16 2 7 . 3 14 . Pe r s o n n e l a n d E m p l o y e e H a n d b o o k s P P GC 34 0 9 0 15 . Pe r s o n n e l R e c o r d s , F u l l T i m e E m p l o y e e s T+ 1 0 10 T+ 2 0 GC 3 4 0 9 0 In c l u d i n g C o r r e s p o n d e n c e , P e r s o n n e l Ac t i o n F o r m s , E v a l u a t i o n s , V a c a t i o n an d S i c k L e a v e R e q u e s t s NO T E : E m p l o y e e E x p o s u r e R e c o r d , i f an y i n f i l e , r e t a i n f o r E x p o s u r e + 3 0 ; s e e 29 C F R 1 9 1 0 . 1 0 2 0 ( c ) ( 5 ) & ( d ) ( 1 ) ( i i ) 16 . Pe r s o n n e l R e c o r d s , P a r t T i m e E m p l o y e e s T+ 1 0 10 T+ 2 0 GC 3 4 0 9 0 NO T E : E m p l o y e e E x p o s u r e R e c o r d , i f an y i n f i l e , r e t a i n f o r E x p o s u r e + 3 0 ; s e e No . 1 5 17 . Em p l o y e e B e n e f i t s 17 A . He a l t h & B e n e f i t s R e p o r t s 4 2 6 GC 3 4 0 9 0 In c l u d e s e l i g i b i l i t y f o r m e d i c a l i n s u r a n c e an d o t h e r e m p l o y e e b e n e f i t s . 17 B . Be n e f i t P o l i c i e s S S+ 7 S+ 7 GC 3 4 0 9 0 In c l u d e s p o l i c i e s a n d s u m m a r y o f be n e f i t s 18 . Em p l o y e e R e l a t i o n s 18 A . Re c o g n i t i o n / F o r m a t i o n R e c o r d s P P GC 34 0 9 0 18 B . Em p l o y e e R e l a t i o n s C o r r e s p o n d e n c e 1 5 6 GC 3 4 0 9 0 Co r r e s p o n d e n c e r e g a r d i n g t r a n s i t o r y ma t t e r s t h a t d o e s n o t f a l l i n t o a n o t h e r em p l o y e e r e l a t i o n s c a t e g o r y F-41 4 Ci t y M a n a g e r R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 18 C . Gr i e v a n c e s P P GC 34 0 9 0 18 D . Me m o r a n d u m o f U n d e r s t a n d i n g , S i d e Le t t e r s a n d a n y o t h e r A g r e e m e n t s -- -- GC 3 4 0 9 0 Se e C i t y C l e r k ’ s D e p a r t m e n t R e t e n t i o n Sc h e d u l e . A l l o r i g i n a l e x e c u t e d ag r e e m e n t s a r e g i v e n t o t h e C i t y C l e r k fo r p e r m a n e n t r e t e n t i o n 18 E . Ne g o t i a t i o n s P P GC 34 0 9 0 18 F . Em p l o y m e n t R e l a t i o n s B o a r d ( P E R B ) Ma t t e r s P P GC 34 0 9 0 19 . Ca b l e T e l e v i s i o n A d v i s o r y B o a r d 19 A . Ca b l e T e l e v i s i o n A d v i s o r y B o a r d – Ag e n d a s a n d M i n u t e s P P GC 34 0 9 0 , 36 8 1 4 , 4 0 8 0 1 19 B . Ca b l e T e l e v i s i o n A d v i s o r y B o a r d – S t a f f Re p o r t s 2 5 7 GC 3 4 0 9 0 20 . Em e r g e n c y P r e p a r e d n e s s 20 A . Em e r g e n c y P r e p a r e d n e s s C o m m i t t e e – Ag e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 Ag e n d a s a n d M i n u t e s 20 B . Em e r g e n c y P r e p a r e d n e s s C o m m i t t e e – Ag e n d a P a c k e t s / S t a f f R e p o r t s 2 5 7 GC 3 4 0 9 0 20 C . Em e r g e n c y P l a n s S S+ 7 S+ 7 GC 3 4 0 9 0 No t e : D o n o t d e s t r o y s u p e r s e d e d p l a n if d i s a s t e r f u n d s h a v e b e e n g r a n t e d o r ar e p e n d i n g ; r e t a i n p e r g r a n t 20 D . Di s a s t e r C o u n c i l – A g e n d a s a n d M i n u t e s P P GC 34 0 9 0 F-42 5 Ci t y M a n a g e r R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A NO . RE C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 20 E . Di s a s t e r C o u n c i l – A g e n d a P a c k e t s / S t a f f Re p o r t s 2 5 7 GC 3 4 0 9 0 21 . Re g i o n a l L a w E n f o r c e m e n t C o m m i t t e e 21 A . Re g i o n a l L a w E n f o r c e m e n t C o m m i t t e e – Ag e n d a P a c k e t R e p o r t s 2 5 7 GC 3 4 0 9 0 Ev e r y t h r e e y e a r s t h e C i t y i s re s p o n s i b l e f o r p a c k e t p r e p a r a t i o n 21 B . Re g i o n a l L a w E n f o r c e m e n t C o m m i t t e e – Ag e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 Ev e r y t h r e e y e a r s t h e C i t y i s re s p o n s i b l e f o r a g e n d a s a n d m i n u t e s P= P e r m a n e n t ; E = E x p i r a t i o n ; C L = C o m p l e t e d / C l o s e d ; S = S u p e r s e d e d ; T = T e r mi n a t i o n o f E m p l o y m e n t ; O = O b s o l e t e ( c a t e g o r y e l i m i n a t e d ) F-43 1 Ci t y C l e r k ’ s D e p a r t m en t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A FE B R U A R Y 2 0 1 2 RE C O R D S R E T E N T I O N S C H E D U L E CI T Y C L E R K ' S D E P A R T M E N T NO . RE C O R D S E R I E S D E S C R I P T I O N TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S AC T I V E IN A C T I V E TO T A L 1. An n e x a t i o n P P GC 3 4 0 9 0 ( a ) Se c r e t a r y o f S t a t e , C e r t i f i c a t e o f I n c o r p o r a t i o n , Ba c k g r o u n d I n f o r m a t i o n 2. Bu d g e t F i l e s 2 2 GC 3 4 0 9 0 . 7 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f d e p a r t m e n t bu d g e t a n d c o p i e s o f a p p r o v e d b u d g e t 3. El e c t i o n s 3A . Ca m p a i g n S t a t e m e n t s – E l e c t e d P P GC 81 0 0 9 ( a ) In c l u d e s F P P C f o r m s 4 1 0 , 4 6 0 , 4 6 1 4 7 0 , 4 9 6 , 4 9 7 , 5 0 1 3B . No m i n a t i o n P a p e r s – E l e c t e d Ex p i r a t i o n o f te r m + 4 ye a r s Ex p i r a t i o n of t e r m + 4 y e a r s EC 1 7 1 0 0 Re c o r d s h e l d l o n g e r i f t h e s u b j e c t o f j u d i c i a l pr o c e e d i n g s . I n c l u d e s t h e “ N o m i n a t i o n P a p e r ” 3C . Ba l l o t s Ap p l i c a t i o n s f o r V o t e - B y - M a i l Ba l l o t s 6 m o n t h s af t e r El e c t i o n d a t e 6 m o n t h s af t e r El e c t i o n da t e EC 1 7 5 0 5 ; EC 1 7 3 0 2 ( c ) 4. El e c t i o n s – N o n - e l e c t e d Ca n d i d a t e s 4A . Ca m p a i g n S t a t e m e n t s – N o t El e c t e d 1 4 5 GC 8 1 0 0 9 ( b ) In c l u d e s F P P C f o r m s 4 1 0 , 4 6 0 , 4 6 1 , 4 7 0 , 4 9 6 , 4 9 7 , 50 1 4B . No m i n a t i o n P a p e r s – N o t El e c t e d Ex p i r a t i o n o f te r m + 4 ye a r s Ex p i r a t i o n of t e r m + 4 y e a r s E C 1 7 1 0 0 Re c o r d s h e l d l o n g e r i f t h e s u b j e c t o f j u d i c i a l pr o c e e d i n g s . I n c l u d e s t h e “ N o m i n a t i o n P a p e r ” 5. Ci t y I n c o r p o r a t i o n D o c u m e n t s P P GC 34 0 9 0 (S t o r e d i n V a u l t , H i s t o r i c a l v a l u e ) 6. Co n t r a c t s P P CC P 33 7 , 34 3 ; G C 34 0 9 0 Of f i c i a l s i g n e d c o p y o f c o n t r a c t s & r e l a t e d d o c u m e n t s , in c l u d i n g i n s u r a n c e c e r t i f i c a t e s a n d e n d o r s e m e n t s . In c l u d e s m e m o r a n d a o f a g r e e m e n t ( M O A s ) a n d l a b o r ag r e e m e n t s ( s u c h a s m e m o r a n d a o f u n d e r s t a n d i n g (M O U s ) , s i d e l e t t e r s a n d a n y o t h e r l a b o r a g r e e m e n t s ) . Fo r c o n t r a c t s / a g r e e m e n t s a f f e c t i n g r e a l p r o p e r t y , s e e F-44 2 Ci t y C l e r k ’ s D e p a r t m en t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A NO . R E C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L 21 . 7. Co u n c i l L e g i s l a t i v e A c t i o n F i l e s 2 5 7 GC 3 4 0 9 0 . 7 Al l b a c k u p m a t e r i a l p r e s e n t e d t o C o u n c i l i n a g e n d a pa c k e t s ( T h i s c a t e g o r y i s O b s o l e t e f r o m 2 0 1 0 f o r w a r d . Du p l i c a t e s m a t e r i a l i n C o u n c i l A g e n d a P a c k e t ) 8. Co u n c i l A g e n d a s P P GC 34 0 9 0 (No t e : E l e c t r o n i c r e c o r d o n l y - r e t a i n e d e l e c t r o n i c a l l y da t i n g b a c k t o 2 0 0 1 ; p a r t i a l r e c o r d s f r o m 1 9 9 6 - 2 0 0 1 . ) 9. Co u n c i l A g e n d a P a c k e t s ( E x c e p t Or d i n a n c e - R e l a t e d S t a f f Re p o r t s ) 2 5 7 GC 3 4 0 9 0 Ag e n d a s ; s t a f f r e p o r t s ; a t t a c h m e n t s ; l a t e co r r e s p o n d e n c e ; F o l l o w - U p A g e n d a s 9A Co u n c i l A g e n d a P a c k e t s – Or d i n a n c e - R e l a t e d S t a f f R e p o r t s P P P GC 3 4 0 9 0 St a f f r e p o r t s r e l a t i n g t o o r d i n a n c e s t h a t a r e a d o p t e d . 10 . Co u n c i l F o l l o w U p A g e n d a s P P GC 34 0 9 0 (No t e : E l e c t r o n i c r e c o r d o n l y - r e t a i n e d e l e c t r o n i c a l l y da t i n g b a c k t o 2 0 0 1 ; p a r t i a l r e c o r d s f r o m 1 9 9 6 - 2 0 0 1 . ) 11 . Ci t y C o u n c i l M i n u t e s B o o k s P P GC 34 0 9 0 , 36 8 1 4 , 4 0 8 0 1 Or i g i n a l d o c u m e n t . V i t a l R e c o r d - H i s t o r i c a l V a l u e 12 . Ci t y C o u n c i l M i n u t e s R e f e r e n c e Co p i e s P P GC 34 0 9 0 , 34 0 9 0 . 7 , 36 8 1 4 , 4 0 8 0 1 (No t e : D u p l i c a t e r e c o r d ) 13 . Ci t y C o u n c i l O r d i n a n c e B o o k s P P GC 34 0 9 0 , 40 8 0 6 Or i g i n a l D o c u m e n t s . I n c l u d e s c o d e s a d o p t e d b y re f e r e n c e ( B u i l d i n g C o d e , F i r e C o d e , e t c . ) Vi t a l R e c o r d - H i s t o r i c a l v a l u e 14 . Ci t y C o u n c i l O r d i n a n c e Re f e r e n c e C o p i e s a n d C o n t r o l Re c o r d S h e e t P P GC 34 0 9 0 , 40 8 0 6 (N o t e : D u p l i c a t e c o p i e s o f O r d i n a n c e s a n d r e c o r d o f pa r t i e s r e c e i v i n g c o p y o f o r d i n a n c e s f r o m C i t y C l e r k ’ s Of f i c e ) 15 . Ci t y C o u n c i l R e s o l u t i o n B o o k s P P GC 34 0 9 0 ; GC 4 0 8 0 1 Or i g i n a l D o c u m e n t s . V i t a l R e c o r d - h i s t o r i c a l v a l u e F-45 Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A NO . R E C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S 3 Ci t y C l e r k ’ s D e p a r t m en t R e t e n t i o n S c h e d u l e A C T I V E IN A C T I V E TO T A L 16 . Ci t y C o u n c i l R e s o l u t i o n Re f e r e n c e C o p i e s a n d C o n t r o l Re c o r d S h e e t P P GC 34 0 9 0 , 40 8 0 1 Du p l i c a t e c o p i e s o f r e s o l u t i o n s a n d r e c o r d o f p a r t i e s re c e i v i n g c o p y o f r e s o l u t i o n s f r o m C i t y C l e r k ’ s O f f i c e 17 . Ve h i c l e o w n e r s h i p r e c o r d s L L+ 5 VC 99 0 0 et s e q . Re t a i n r e c o r d s u n t i l 5 y e a r s a f t e r s a l e o f v e h i c l e 18 . Hi s t o r y A r c h i v e s P P GC 3 4 0 9 0 Ma t e r i a l s h o w i n g t h e de v e l o p m e n t a n d h i s t o r y o f t h e C i t y - Hi s t o r i c a l v a l u e 19 . Pe t i t i o n s 8 m o n t h s af t e r el e c t i o n d a t e 8 m o n t h s af t e r el e c t i o n da t e EC 1 7 2 0 0 , 17 4 0 0 Re f e r e n d u m s , R e c a l l s a n d I n i t i a t i v e s . P e t i t i o n s t o b e de s t r o y e d 8 m o n t h s a f t e r c e r t i f i c a t i o n o f r e s u l t s , u n l e s s su b j e c t t o j u d i c i a l p r o c e e d i n g s 20 . Pe t i t i o n s (o t h e r t h a n i n 1 9 ) 1 2 3 GC 34 0 9 0 21 . Re a l P r o p e r t y F i l e s P P • D e e d s GC 3 4 0 9 0 ( a ) • C o v e n a n t s r u n n i n g w / l a n d GC 3 4 0 9 0 ( a ) • I n d e x o f s e w e r h o o k - u p s GC 3 4 0 9 0 ( a ) • D e e d s f o r t h e C i t y P a r k s / T r a i l s GC 3 4 0 9 0 ( a ) • E a s e m e n t s GC 3 4 0 9 0 ( a ) • S t r e e t V a c a t i o n s GC 3 4 0 9 0 ( a ) • R o a d D e e d s GC 3 4 0 9 0 ( a ) • A g r e e m e n t s GC 34 0 9 0 ( a ) • R i g h t o f W a y A g r e e m e n t s GC 3 4 0 9 0 ( a ) • R e c o r d e d C o v e n a n t s GC 3 4 0 9 0 ( a ) Re l a t e d t o e n c r o a c h m e n t p e r m i t s i n r i g h t s - o f - w a y • C D B G L i e n s GC 3 4 0 9 0 ( a ) Li e n s r e l a t e d t o C D B G h o m e i m p r o v e m e n t g r a n t l o a n s 22 . St a t e m e n t s o f E c o n o m i c I n t e r e s t 22 A . GC 8 7 2 0 0 F i l e r s 2 2 4 GC 8 1 0 0 9 ( e ) Ci t y C o u n c i l , P l a n n i n g C o m m i s s i o n , C i t y M a n a g e r , C i t y At t o r n e y s , C i t y T r e a s u r e r s , C i t y F i n a n c e D i r e c t o r (D u p l i c a t e r e c o r d s : o r i g i n a l s t a t e m e n t f i l e d w i t h F P P C , Sa c r a m e n t o ) ( F P P C F o r m 7 0 0 ) 22 B . De s i g n a t e d F i l e r s 2 5 7 GC 8 1 0 0 9 ( e ) Of f i c i a l s d e s i g n a t e d i n C i t y ’ s C o n f l i c t o f I n t e r e s t C o d e - F-46 Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A NO . R E C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S 4 Ci t y C l e r k ’ s D e p a r t m en t R e t e n t i o n S c h e d u l e A C T I V E IN A C T I V E TO T A L Or i g i n a l S t a t e m e n t s 23 . Ci t y N e w s l e t t e r P P GC 3 4 0 9 0 Co p y o f e a c h N e w s l e t t e r p u b l i s h e d - H i s t o r i c a l v a l u e 24 . Bo n d s C T T+ 3 GC 3 4 0 9 0 Cl o s i n g d o c u m e n t s . No t e 1 : A g r e e m e n t s s h o u l d b e r e t a i n e d p e r m a n e n t l y pu r s u a n t t o “ 6 . C o n t r a c t s ” No t e 2 : “ T + 3 ” - - B o n d r e c o r d s o t h e r t h a n a g r e e m e n t s mu s t b e r e t a i n e d w h i l e a n y b o n d s o f a b o n d i s s u e a r e ou t s t a n d i n g a n d d u r i n g t h e t h r e e - y e a r p e r i o d f o l l o w i n g th e f i n a l m a t u r i t y o r r e d e m p t i o n o f t h e b o n d i s s u e o r , i f la t e r , w h i l e a n y b o n d s t h a t r e f u n d b o n d s o f t h a t o r i g i n a l is s u e a r e o u t s t a n d i n g a n d f o r t h e t h r e e y e a r p e r i o d fo l l o w i n g t h e f i n a l m a t u r i t y o r r e d e m p t i o n d a t e o f t h e la t e s t r e f u n d i n g b o n d i s s u e 25 . Cl a i m F i l e s 25 A . Ge n e r a l L i a b i l i t y C l a i m s C C+ 3 C+ 3 GC 3 4 0 9 0 Re t a i n a l l o r i g i n a l c l a i m s a n d c i t y ’ s a n s w e r t o c l a i m s , se t t l e m e n t s , j u d g m e n t s , f i n a l a w a r d s a n d s i m i l a r f i n a l re c o r d s 25 B . Li t i g a t i o n S e t t l e m e n t s , Ju d g m e n t s , F i n a l A w a r d s P P GC 3 4 0 9 0 Se t t l e m e n t s , j u d g m e n t s , f i n a l a w a r d s , a n d s i m i l a r f i n a l re c o r d s , a n d f o r l i a b i l i t y c l a i m s , a l l o r i g i n a l c l a i m s a n d ci t y ’ s a n s w e r t o c l a i m s 25 C . CJ P I A R e p o r t s - A n n u a l P P GC 34 0 9 0 25 D . CJ P I A R e p o r t s - M o n t h l y 2 2 GC 34 0 9 0 26 . Fi n a n c e A d v i s o r y C o m m i t t e e Mi n u t e s P P GC 34 0 9 0 , 40 8 0 1 Fi n a n c e a n d I T D e p a r t m e n t p r o v i d e s t h e m i n u t e s t o t h e Ci t y C l e r k f o r p e r m a n e n t r e t e n t i o n 27 . St o r m D r a i n O v e r s i g h t M i n u t e s Fi n a n c e a n d I T D e p a r t m e n t p r o v i d e s t h e m i n u t e s t o t h e F-47 5 Ci t y C l e r k ’ s D e p a r t m en t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A NO . R E C O R D S E R I E S D E S C R I P T I O N T O T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S A C T I V E IN A C T I V E TO T A L Ci t y C l e r k f o r p e r m a n e n t r e t e n t i o n 28 . Co m m u n i t y F o r u m I n c ( C F ) 28 A . CF O r g a n i z a t i o n a l D o c u m e n t s , Ag e n d a s a n d M i n u t e s P P Re c o r d s e s t a b l i s h i n g t h e C o m m u n i t y F o r u m , i n c l u d i n g by l a w s , f i l i n g s , a n d s i m i l a r r e c o r d s ; A g e n d a s a n d Mi n u t e s 28 B . CF G e n e r a l C o r r e s p o n d e n c e a n d Pr o j e c t s 3 7 10 29 . Re d e v e l o p m e n t A g e n c y Or g a n i z a t i o n a l D o c u m e n t s , Ag e n d a s a n d M i n u t e s P P GC 34 0 9 0 Re c o r d s e s t a b l i s h i n g t h e R D A ; A g e n d a s a n d M i n u t e s 30 . Im p r o v e m e n t A u t h o r i t y Or g a n i z a t i o n a l D o c u m e n t s , Ag e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 Re c o r d s e s t a b l i s h i n g t h e I m p r o v e m e n t A u t h o r i t y ; Ag e n d a s a n d M i n u t e s P= P e r m a n e n t ; E = E x p i r a t i o n ; C = C o m p l e t e d / C l o s e d ; T = T e r m i n a t i o n ; O = Ob s o l e t e ( c a t e g o r y e l i m i n a t e d ) ; L = L i f e ( C i t y V e h i c l e s = r e t a i n r e c o r d s u n t i l 5 y e a r s a f t e r s a l e o f v e h i c l e . ) F-48 1 Co m m u n i t y D e v e l o p m e n t D e p a r t m e n t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A FE B R U A R Y 2 0 1 2 RE C O R D S R E T E N T I O N S C H E D U L E CO M M U N I T Y D E V E L O P M E N T D E P A R T M E N T TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 1A . Ad d r e s s F i l e s P P GC 4 0 0 3 , 40 0 4 , 3 4 0 9 0 , 36 8 1 4 , 4 0 8 0 1 Fi l e C o n t r o l S h e e t S u m m a r y o f Ap p l i c a t i o n / P e r m i t H i s t o r y , P l a n n i n g Ap p r o v a l s ( a p p l i c a t i o n s , s t a f f r e p o r t s , me m o s - t o - f i l e , p l a n s , p h o t o g r a p h s , N o t i c e s of D e c i s i o n , c o p i e s o f r e c o r d e d d o c u m e n t s ) , Bu i l d i n g P e r m i t s , S t a t e m e n t o f C o n f o r m a n c e wi t h F i r e W a r n i n g O r d i n a n c e s , S u r v e y s (p r o p e r t y l i n e o r s l o p e g r a d i e n t ) 1B . Ad d r e s s F i l e s – R e s i d e n t i a l P l a n s e x c e p t Ap p r o v e d S i t e P l a n s a n d H e a l t h & S a f e t y Co d e § 1 9 8 5 0 R e s i d e n t i a l P l a n s C+ 2 C+ 2 GC 3 4 0 9 0 , 65 0 0 9 , H& S 1 9 8 5 0 CC P 3 1 8 , 31 9 , 3 4 3 , 3 3 8 Ap p r o v e d P l a n s f o r S i n g l e - f a m i l y R e s i d e n t i a l Pr o j e c t s o n l y ( e x c e p t H e a l t h & S a f e t y C o d e § 19 8 5 0 R e s i d e n t i a l P l a n s [ 1 B ] a n d S i t e P l a n s [1 C ] ) 1C . Ad d r e s s F i l e s – H e a l t h & S a f e t y C o d e § 19 8 5 0 R e s i d e n t i a l P l a n s P P GC 3 4 0 9 0 , 65 0 0 9 , H& S 1 9 8 5 0 Al l a p p r o v e d p l a n s f o r S i n g l e - f a m i l y Re s i d e n t i a l t h a t m u s t b e r e t a i n e d p u r s u a n t t o He a l t h & S a f e t y C o d e § 1 9 8 5 0 1D . Ad d r e s s F i l e s – R e s i d e n t i a l A p p r o v e d S i t e Pl a n s P P GC 3 4 0 9 0 , 65 0 0 9 , H& S 1 9 8 5 0 Ap p r o v e d S i t e P l a n s f o r a l l S i n g l e - f a m i l y Re s i d e n t i a l P r o j e c t s 1E . Ad d r e s s F i l e s – M u l t i - F a m i l y R e s i d e n t i a l an d N o n - R e s i d e n t i a l P l a n s P P GC 3 4 0 9 0 , 65 0 0 9 , H& S 1 9 8 5 0 Ap p r o v e d P l a n s f o r N o n - R e s i d e n t i a l P r o j e c t s in c l u d i n g C i t y p r o j e c t s F-49 2 Co m m u n i t y D e v e l o p m e n t D e p a r t m e n t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 2. Pl a n n i n g A p p l i c a t i o n P r o j e c t F i l e s : Co a s t a l P e r m i t s Co n d i t i o n a l U s e P e r m i t s Co n d i t i o n a l L a r g e D o m e s t i c A n i m a l P e r m i t s En c r o a c h m e n t P e r m i t s En v i r o n m e n t a l A s s e s s m e n t s Ex o t i c A n i m a l P e r m i t s Fe n c e , W a l l & H e d g e P e r m i t s Ge o l o g i c I n v e s t i g a t i o n P e r m i t s Gr a d i n g P e r m i t s He i g h t V a r i a t i o n P e r m i t s La n d s l i d e M o r a t o r i u m E x c e p t i o n P e r m i t s La n d s l i d e M o r a t o r i u m E x c l u s i o n P e r m i t s La r g e D o m e s t i c A n i m a l P e r m i t s Lo t L i n e A d j u s t m e n t s Mi n o r E x c e p t i o n P e r m i t s Si t e P l a n R e v i e w P e r m i t s Si g n P e r m i t s Sp e c i a l C o n s t r u c t i o n P e r m i t s Sp e c i a l U s e P e r m i t s Te m p o r a r y V e n d o r P e r m i t s Va r i a n c e P e r m i t s P P GC 4 0 0 3 , 40 0 4 , 3 4 0 9 0 , 65 0 0 9 , HS 1 9 8 5 0 , CC P 3 1 8 , 31 9 , 3 4 3 , 3 3 8 Ac t i o n I n f o r m a t i o n S h e e t , S t a f f R e p o r t s w i t h at t a c h m e n t s , a d o p t e d r e s o l u t i o n s o r co n d i t i o n s o f a p p r o v a l , a p p r o v e d p l a n s , ap p l i c a t i o n s ( i n c l u d i n g a p p l i c a t i o n s f o r re v i s i o n s ) , s u r v e y s ( p r o p e r t y l i n e a n d s l o p e gr a d i e n t ) , e n v i r o n m e n t a l d o c u m e n t , n o t i c e o f he a r i n g s , a n d p h o t o g r a p h s . I f a p p l i c a b l e , co a s t a l p e r m i t h e a r i n g a g e n d a s a n d m i n u t e s . 3. Le g i s l a t i v e A p p l i c a t i o n P r o j e c t F i l e s (D e v e l o p m e n t C o d e A m e n d m e n t s , Z o n e Ch a n g e s , G e n e r a l P l a n A m e n d m e n t s , Sp e c i f i c P l a n A m e n d m e n t s ) P P GC 4 0 0 3 , 40 0 4 , 3 4 0 9 0 , 65 0 0 9 , 65 8 6 0 , HS 1 9 8 5 0 Ac t i o n I n f o r m a t i o n S h e e t , S t a f f R e p o r t s w i t h at t a c h m e n t s , a d o p t e d r e s o l u t i o n s , ap p l i c a t i o n s ( i n c l u d i n g a p p l i c a t i o n s f o r re v i s i o n s ) , s u r v e y s ( p r o p e r t y l i n e a n d s l o p e gr a d i e n t ) , e n v i r o n m e n t a l d o c u m e n t , n o t i c e o f he a r i n g s , w o r k p a p e r s , p h o t o g r a p h s , c o p i e s of a n y r e c o r d e d d o c u m e n t s , c o p i e s o f a n y Zo n i n g M a p c h a n g e s F-50 3 Co m m u n i t y D e v e l o p m e n t D e p a r t m e n t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 4. Su b d i v i s i o n A p p l i c a t i o n P r o j e c t F i l e s (P a r c e l M a p s a n d T r a c t M a p s ) P P GC 4 0 0 3 , 40 0 4 , 3 4 0 9 0 , 66 4 9 9 . 3 7 HS 1 9 8 5 0 Ac t i o n I n f o r m a t i o n S h e e t , S t a f f R e p o r t s w i t h at t a c h m e n t s , c o r r e s p o n d e n c e , a d o p t e d re s o l u t i o n s , a p p l i c a t i o n s ( i n c l u d i n g ap p l i c a t i o n s f o r r e v i s i o n s ) , s u r v e y s ( p r o p e r t y li n e a n d s l o p e g r a d i e n t ) , e n v i r o n m e n t a l do c u m e n t , n o t i c e o f h e a r i n g s , w o r k p a p e r s , me m o s , c o p y o f a p p r o v e d t e n t a t i v e m a p , co p i e s o f a n y r e c o r d e d d o c u m e n t s , l e g a l do c u m e n t s , i m p r o v e m e n t b o n d s , ph o t o g r a p h s , n o t i c e s 5A . Pu b l i c N o t i c e s a n d P u b l i c a n d A p p l i c a n t Co r r e s p o n d e n c e i n A d d r e s s F i l e s , P l a n n i n g Ap p l i c a t i o n P r o j e c t F i l e s , a n d L e g i s l a t i v e Ap p l i c a t i o n P r o j e c t F i l e s f o r n o n - C i t y Pr o j e c t s C+ 1 C+ 4 C+ 5 GC 3 4 0 9 0 , 65 0 0 9 , CC P 3 1 8 , 31 9 , 3 4 3 , 3 3 8 Pu b l i c n o t i c e s a n d r e l a t e d a d d r e s s l a b e l s al o n g w i t h c o r r e s p o n d e n c e r e c e i v e d f r o m t h e pu b l i c a n d b e t w e e n t h e C i t y a n d t h e ap p l i c a n t ( i n c l u d i n g m a t e r i a l s a m p l e s , i f a n y ) re l a t e d t o s p e c i f i c p l a n n i n g a p p l i c a t i o n s o r mi s c e l l a n e o u s p l a n n i n g i s s u e s 5B . Co n s u l t a n t a n d O t h e r I n t e r o f f i c e Co r r e s p o n d e n c e i n A d d r e s s F i l e s , P l a n n i n g Ap p l i c a t i o n P r o j e c t F i l e s , L e g i s l a t i v e Ap p l i c a t i o n P r o j e c t F i l e s f o r n o n - C i t y Pr o j e c t s C+ 1 C+ 4 C+ 5 GC 3 4 0 9 0 , 65 0 0 9 , CC P 3 1 8 , 31 9 , 3 4 3 , 3 3 8 Co r r e s p o n d e n c e e x c h a n g e d b e t w e e n co n s u l t a n t a n d s t a f f ( e x c e p t g e o l o g y – s e e re c o r d s e r i e s n o . 9 ) , a n d o t h e r i n t e r o f f i c e a n d in t r a - o f f i c e c o r r e s p o n d e n c e , i f r e t a i n e d i n t h e or d i n a r y c o u r s e o f b u s i n e s s . * * 5C . Re s e a r c h , a n d P r e l i m i n a r y a n d Ad m i n i s t r a t i v e D r a f t s , i n A d d r e s s F i l e s , Pl a n n i n g A p p l i c a t i o n P r o j e c t F i l e s , Le g i s l a t i v e A p p l i c a t i o n P r o j e c t F i l e s a n d Su b d i v i s i o n A p p l i c a t i o n P r o j e c t F i l e s f o r no n - C i t y P r o j e c t s C+ 1 C+ 4 C+ 5 GC 3 4 0 9 0 , 65 0 0 9 , 65 8 6 0 , 66 4 9 9 . 3 7 CC P 3 1 8 , 31 9 , 3 4 3 , 3 3 8 In c l u d e s d r a f t s r e l e a s e d t o p u b l i c , a s w e l l a s re s e a r c h , a n d p r e l i m i n a r y a n d a d m i n i s t r a t i v e dr a f t s i f r e t a i n e d i n t h e o r d i n a r y c o u r s e o f bu s i n e s s . * * F-51 4 Co m m u n i t y D e v e l o p m e n t D e p a r t m e n t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 5D . Ci t y P r o j e c t s – P u b l i c N o t i c e s a n d P u b l i c an d A p p l i c a n t C o r r e s p o n d e n c e i n A d d r e s s Fi l e s , P l a n n i n g A p p l i c a t i o n P r o j e c t F i l e s , an d L e g i s l a t i v e A p p l i c a t i o n P r o j e c t F i l e s C+ 1 C+ 9 C+ 1 0 GC 3 4 0 9 0 , 65 0 0 9 , CC P 3 1 8 , 31 9 , 3 3 7 . 1 5 , 34 3 , 3 3 8 Pu b l i c n o t i c e s a n d r e l a t e d a d d r e s s l a b e l s al o n g w i t h c o r r e s p o n d e n c e r e c e i v e d f r o m t h e pu b l i c a n d a p p l i c a n t ( i n c l u d i n g m a t e r i a l sa m p l e s , i f a n y ) r e l a t e d t o s p e c i f i c p l a n n i n g ap p l i c a t i o n s o r m i s c e l l a n e o u s p l a n n i n g is s u e s 5E . Ci t y P r o j e c t s - C o n s u l t a n t a n d O t h e r In t e r o f f i c e C o r r e s p o n d e n c e i n A d d r e s s Fi l e s , P l a n n i n g A p p l i c a t i o n P r o j e c t F i l e s , Le g i s l a t i v e A p p l i c a t i o n P r o j e c t F i l e s C+ 1 C+ 9 C+ 1 0 GC 3 4 0 9 0 , CC P 3 1 8 , 31 9 , 3 3 7 . 1 5 , 34 3 , 3 3 8 Co r r e s p o n d e n c e e x c h a n g e d b e t w e e n co n s u l t a n t a n d s t a f f ( e x c e p t g e o l o g y – s e e re c o r d s e r i e s n o . 9 ) , a n d o t h e r i n t e r o f f i c e a n d in t r a - o f f i c e c o r r e s p o n d e n c e , i f r e t a i n e d i n t h e or d i n a r y c o u r s e o f b u s i n e s s . * * 5F . Ci t y P r o j e c t s - R e s e a r c h , a n d P r e l i m i n a r y an d A d m i n i s t r a t i v e D r a f t s , i n A d d r e s s F i l e s , Pl a n n i n g A p p l i c a t i o n P r o j e c t F i l e s , Le g i s l a t i v e A p p l i c a t i o n P r o j e c t F i l e s a n d Su b d i v i s i o n A p p l i c a t i o n P r o j e c t F i l e s C+ 1 C+ 9 C+ 1 0 GC 3 4 0 9 0 , 65 0 0 9 , 65 8 6 0 , 66 4 9 9 . 3 7 CC P 3 3 7 . 1 5 In c l u d e s d r a f t s r e l e a s e d t o p u b l i c , a s w e l l a s re s e a r c h a n d p r e l i m i n a r y a n d a d m i n i s t r a t i v e dr a f t s i f r e t a i n e d i n t h e o r d i n a r y c o u r s e o f bu s i n e s s . * * 6A . En v i r o n m e n t a l I m p a c t R e p o r t F i l e s P P GC 3 4 0 9 0 ; PR C 2 1 1 6 7 ; & C E Q A Gu i d e l i n e s No t i c e s , I n i t i a l S t u d y , P u b l i c a l l y C i r c u l a t e d Dr a f t E I R , C e r t i f i e d F i n a l E I R 6B . En v i r o n m e n t a l I m p a c t R e p o r t F i l e s - P u b l i c an d A p p l i c a n t C o r r e s p o n d e n c e FA + 1 FA + 2 FA + 3 GC 3 4 0 9 0 ; PR C 2 1 1 6 7 Co r r e s p o n d e n c e r e c e i v e d f r o m t h e p u b l i c an d a p p l i c a n t r e l a t e d t o e n v i r o n m e n t a l im p a c t r e p o r t s . 6C . En v i r o n m e n t a l I m p a c t R e p o r t F i l e s - Co n s u l t a n t a n d O t h e r I n t e r o f f i c e Co r r e s p o n d e n c e FA + 1 FA + 2 FA + 3 GC 3 4 0 9 0 ; PR C 2 1 1 6 7 Co r r e s p o n d e n c e e x c h a n g e d b e t w e e n co n s u l t a n t a n d s t a f f , an d o t h e r i n t e r o f f i c e a n d in t r a - o f f i c e c o r r e s p o n d e n c e , i f r e t a i n e d i n t h e or d i n a r y c o u r s e o f b u s i n e s s . * * F-52 5 Co m m u n i t y D e v e l o p m e n t D e p a r t m e n t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 6D . En v i r o n m e n t a l I m p a c t R e p o r t F i l e s – Pr e l i m i n a r y a n d A d m i n i s t r a t i v e D r a f t s FA + 1 FA + 2 FA + 3 GC 3 4 0 9 0 ; PR C 2 1 1 6 7 Pr e l i m i n a r y a n d a d m i n i s t r a t i v e d r a f t do c u m e n t s , i f r e t a i n e d i n t h e o r d i n a r y c o u r s e of b u s i n e s s . D o e s n o t a p p l y t o c i r c u l a t e d Dr a f t E I R ( s e e r e t e n t i o n c a t e g o r y 6 ) . P l e a s e No t e : T h e c u r r e n t p o l i c y i s t h a t p r e l i m i n a r y an d a d m i n i s t r a t i v e d r a f t s a r e n o t r e t a i n e d i n th e o r d i n a r y c o u r s e o f b u s i n e s s , a n d t h i s ca t e g o r y d o e s n o t r e q u i r e t h e r e t e n t i o n o f pr e l i m i n a r y d r a f t s i f s u c h a r e n o t r e t a i n e d i n th e o r d i n a r y c o u r s e o f b u s i n e s s . 7. Ch r o n o l o g i c a l F i l e s N/ A N/ A 2 GC 3 4 0 9 0 . 7 Co p i e s o f a l l c o r r e s p o n d e n c e ( l e t t e r s a n d no t i c e s ) m a i l e d o u t b y t h e D e p a r t m e n t . 8A . Co d e E n f o r c e m e n t C a s e F i l e s C 5 C+ 5 GC 3 4 0 9 0 Co m p l a i n t I n f o r m a t i o n , c o r r e s p o n d e n c e , In v e s t i g a t i o n N o t e s , p h o t o g r a p h s 8B . Co d e E n f o r c e m e n t – R e f e r e n c e F i l e s P P GC 3 4 0 9 0 Sp e c i a l i z e d s u b j e c t f i l e s t h a t d o c u m e n t de p a r t m e n t ’ s a d m i n i s t r a t i o n o f c o d e s 8C . Es c o r t a n d M a s s a g e P e r m i t s T+ 2 T+ 2 GC 3 4 0 9 0 Ap p l i c a t i o n s , p e r m i t s i s s u e d a n d o t h e r re l a t e d d o c u m e n t s 9. Ge o l o g i c & S o i l s R e p o r t s P P GC 4 0 0 3 , 40 0 4 , 3 4 0 9 0 , HS 1 9 8 5 0 Co m p l e t e R e p o r t s s u b m i t t e d b y p r o j e c t ap p l i c a n t s f o r C i t y r e v i e w ; i n c l u d e co r r e s p o n d e n c e w i t h g e o l o g i s t . H i s t o r i c a l Va l u e . 10 . Pl a n n i n g A p p l i c a t i o n L o g P P GC 3 4 0 9 0 Li s t i n g o f S u b m i t t e d P l a n n i n g A p p l i c a t i o n s fr o m 1 9 7 5 t h r o u g h 1 9 9 9 i n b o o k f o r m ; 2 0 0 0 an d f o r w a r d a s c o m p u t e r i z e d r e c o r d s . F-53 6 Co m m u n i t y D e v e l o p m e n t D e p a r t m e n t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 11 . Mi s c e l l a n e o u s C i t y P r o j e c t F i l e s - I n i t i a t e d bu t n o t a p p r o v e d LA + 1 LA + 4 LA + 5 GC 3 4 0 9 0 In c l ud e s r e p o r t s , s t u d i e s , i n t e r - o f f i c e co r r e s p o n d e n c e , p h o t o g r a p h s , a n d m e m o s . Al s o , i f a p p l i c a b l e , m a y i n c l u d e s t a f f r e p o r t s , ad o p t e d r e s o l u t i o n s a n d e n v i r o n m e n t a l do c u m e n t s . D o e s n o t i n c l u d e c o m p l e t e d C i t y pr o j e c t s , w h i c h a r e i n c l u d e d i n P l a n n i n g Ap p l i c a t i o n P r o j e c t F i l e s . 12 . Co m m i s s i o n / C o m m i t t e e A g e n d a s , A d o p t e d Mi n u t e s a n d R e s o l u t i o n s ( P l a n n i n g Co m m i s s i o n , V i e w R e s t o r a t i o n Co m m i s s i o n , E q u e s t r i a n C o m m i t t e e , An t e n n a G u i d e l i n e s S u b - c o m m i t t e e , Ne i g h b o r h o o d C o m p a t i b i l i t y S u b - co m m i t t e e , R e s i d e n t i a l D e v e l o p m e n t St a n d a r d s S u b - c o m m i t t e e , P U M P Co m m i t t e e , G e n e r a l P l a n U p d a t e S u b - co m m i t t e e ) P P GC 3 4 0 9 0 ( e ) 13 . Re f e r e n c e M a p s – G r o u p A Co p i e s o f T r a c t M a p s Co p i e s o f P a r c e l M a p s Co p i e s o f R e c o r d o f S u r v e y s Pe r m i t H i s t o r y M a p s LU + 5 LU + 5 GC 3 4 0 9 0 In c l u d e s l a n d u s e r e f e r e n c e m a p s a n d va r i o u s o t h e r s t u d y m a p s t h a t a r e e i t h e r du p l i c a t e s o f C o u n t y r e c o r d s , o r c e a s e t o ha v e u s e f u l n e s s o n c e r e p l a c e d w i t h a n up d a t e d m a p . F-54 7 Co m m u n i t y D e v e l o p m e n t D e p a r t m e n t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 14 . Re f e r e n c e M a p s – G r o u p B Ge n e r a l P l a n L a n d U s e M a p a n d o t h e r do c u m e n t m a p s Co a s t a l S p e c i f i c P l a n M a p a n d o t h e r do c u m e n t m a p s Zo n i n g M a p Ad d r e s s M a p s LA C o u n t y Z o n i n g M a p s Ci t y w i d e a e r i a l p h o t o s 19 7 6 C o m p o s i t e M a p s Ar c h a e o l o g y M a p s To p o m a p s La n d u s e m a p s ES A M a p s P P GC 3 4 0 9 0 In c l u d e s G e n e r a l P l a n L a n d U s e M a p , Zo n i n g M a p , C o a s t a l S p e c i f i c P l a n L a n d U s e Ma p , a e r i a l m a p s , c o m p o s i t e / t o p o g r a p h i c ma p s , a n d v a r i o u s o t h e r m a p s i n re p r o d u c i b l e f o r m a t 15 . Bu d g e t f i l e s ( D e p t . ) 2 2 GC 3 4 0 9 0 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f de p a r t m e n t b u d g e t a n d c o p i e s o f a p p r o v e d bu d g e t 16 . Vi e w R e s t o r a t i o n P e r m i t , V i e w P r e s e r v a t i o n Pe r m i t a n d C i t y T r e e R e v i e w P e r m i t F i l e s P P GC 3 4 0 9 0 St a f f R e p o r t s w i t h a t t a c h m e n t s , a d o p t e d re s o l u t i o n s o r c o n d i t i o n s o f a p p r o v a l , me m o s , c o r r e s p o n d e n c e , p h o t o g r a p h s 17 A . Co n s u l t a n t F i l e s ( C o n t r a c t s ) – S p e c i f i c Ta s k s C C+ 4 C+ 4 GC 3 4 0 9 0 RF Q o r R F P , c o n s u l t a n t p r o p o s a l s , s t a f f re p o r t s , c o p i e s o f a p p r o v e d s i g n e d c o n t r a c t s , re g a r d i n g c o n s u l t a n t s w h o a r e h i r e d f o r a sp e c i f i c t a s k . 17 B . Co n s u l t a n t F i l e s ( C o n t r a c t s ) – G e n e r a l Ta s k s E E+ 4 E+ 4 GC 3 4 0 9 0 RF Q o r R F P , c o n s u l t a n t p r o p o s a l s , s t a f f re p o r t s , c o p i e s o f a p p r o v e d s i g n e d c o n t r a c t s , re g a r d i n g c o n s u l t a n t s w h o a r e h i r e d o n a ge n e r a l b a s i s a n d p e r f o r m o n g o i n g w o r k f o r Ci t y . 17 C . Co n s u l t a n t F i l e s – N o n - s e l e c t e d P r o p o s a l s 2 2 GC 3 4 0 9 0 Pr o p o s a l s f o r c o n s u l t i n g s e r v i c e s t h a t w e r e no t s e l e c t e d . F-55 8 Co m m u n i t y D e v e l o p m e n t D e p a r t m e n t R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D C I T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 18 A . Li t i g a t i o n F i l e s - B a c k g r o u n d C C+ 2 C+ 2 GC 3 4 0 9 0 ; 34 0 9 0 . 7 At t o r n e y - c l i e n t c o m m u n i c a t i o n s , c o p i e s o f pl e a d i n g s , d e p o s i t i o n s , s u b p o e n a s , di s c o v e r y , a d m i n i s t r a t i v e r e c o r d 18 B . Li t i g a t i o n F i l e s - F i n a l A w a r d , J u d g m e n t , Se t t l e m e n t P P GC 3 4 0 9 0 Fi n a l a w a r d , j u d g m e n t , s e t t l e m e n t o r s i m i l a r fi n a l d o c u m e n t c l o s i n g o u t a l i t i g a t i o n m a t t e r 19 . An i m a l C o n t r o l F i l e s 2 2 GC 3 4 0 9 0 ; 34 0 9 0 . 7 Co r r e s p o n d e n c e , s t a t e m e n t s a n d i n v o i c e s re g a r d i n g L o s A n g e l e s C o u n t y A n i m a l Co n t r o l . N O T E : S t a t e m e n t s a n d i n v o i c e s ar e d u p l i c a t e s ; O r i g i n a l s a r e i n t h e F i n a n c e De p a r t m e n t . P= P e r m a n e n t ; C = C o m p l e t i o n ( f o r e x a m p l e , c o m p l e t i o n o f p r o j e c t , i s s ua n c e o f a l l o c c u p a n c y p e r m i t s , e t c . ) ; E = E x p i r a t i o n ; T = T e r m i n a t i o n o f b u s i n e s s ; FA = F i n a l A p p r o v a l ( f o r e x a m p l e , t h e a p p r o v a l d a t e o f t h e f i n a l E I R ) ; L A = L a s t A c t i v i ty ; L U = L a s t U p d a t e d ( r e t a i n t h e l a s t u p d at e d e v e n i f o l d e r t h a n t h e re t e n t i o n p e r i o d ) ** N o t e : T h e c u r r e n t p o l i c y i s t h a t m o s t in t r a - o f f i c e a n d i n t e r o f f i c e c o r r e s p o n d e n c e w i l l n o t b e r e t a i n e d i n t h e o r d i n a r y c o u r s e o f b u s i n e s s , a n d t h i s c a t e g o r y do e s n o t r e q u i r e t h e r e t e n t i o n o f s u c h i n t r a - o f f i c e a n d i n t e r o f f i ce c o r r e s p o n d e n c e , i n c l u d i n g c o r r e s p o n d e n c e w i t h C i t y c o n s u l t a nt s , p r o v i d e d s u c h co r r e s p o n d e n c e i s n o t r e t a i n e d i n t h e o r d i n a r y c o u r s e o f b u s i n e s s . F-56 1 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A FE B R U A R Y 2 0 1 2 RE C O R D S R E T E N T I O N S C H E D U L E FI N A N C E & I N F O R M A T I O N T E C H N O L O G Y D E P A R T M E N T TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T IV E TO T A L CI T A T I O N CO N T E N T S / N O T E S 1. Ac c o u n t s P a y a b l e 3 4 A+ 7 GC 34 0 9 0 , 34 0 9 0 . 7 , C C P 33 7 In v o i c e s a p p r o v e d f o r p a y m e n t El e c t r o n i c a n d / o r p a p e r P u r c h a s e O r d e r s Wa r r a n t R e g i s t e r s , A P C h e c k c o p i e s a n d re l a t e d c o r r e s p o n d e n c e ; P e t t y C a s h r e l a t e d do c u m e n t s 2. Ac c o u n t s R e c e i v a b l e 3 4 A+ 7 GC 3 4 0 9 0 Ci t y i n v o i c e s a n d s u p p o r t i n g d o c u m e n t s , an d r e l a t e d c o r r e s p o n d e n c e 3. Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y De p a r t m e n t B u d g e t F i l e s 2 - 2 GC 3 4 0 9 0 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f de p a r t m e n t b u d g e t a n d c o p i e s o f a p p r o v e d bu d g e t . 4. Fi n a n c i a l R e p o r t s a n d A u d i t s P P P GC 3 4 0 9 0 Co m p r e h e n s i v e A n n u a l F i n a n c i a l R e p o r t s (C A F R ) , A n n u a l I n d e p e n d e n t A u d i t o r Re p o r t s , F i n a n c i a l T r a n s a c t i o n s R e p o r t su b m i t t e d t o S t a t e C o n t r o l l e r ’ s O f f i c e , H C D re p o r t , S p e c i a l a n d S i n g l e A u d i t s , M T A A u d i t IR S A u d i t , a n d A u d i t o r ’ s R e c o m m e n d a t i o n s 5. Ba n k R e c o n c i l i a t i o n 3 4 A+ 7 GC 3 4 0 9 0 ; 2 6 CF R 3 1 . 6 0 0 1 - 1 Ba n k S t a t e m e n t s , B a n k R e c o n c i l i a t i o n Wo r k s h e e t s 6. Or g a n i z a t i o n - w i d e B u d g e t F i l e s 2 2 GC 3 4 0 9 0 Or g a n i z a t i o n - w i d e b u d g e t s u p p o r t do c u m e n t s 7. Bu s i n e s s L i c e n s e A p p l i c a t i o n s E+ 2 E+ 3 E+ 5 GC 3 4 0 9 0 Bu s i n e s s L i c e n s e A p p l i c a t i o n s a n d c o p i e s o f bu s i n e s s r e g i s t r a t i o n s ( i . e . , c o n t r a c t o r ’ s li c e n s e s ) , i f a p p l i c a b l e , a n d r e l a t e d co r r e s p o n d e n c e F-57 2 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S 8. Bu s i n e s s L i c e n s e R e p o r t s 5 2 7 GC 34 0 9 0 ; CC P 3 3 7 Ye a r l y r e p o r t o f b u s i n e s s l i c e n s e s i s s u e d b y th e C i t y 9. Re g u l a r C a s h R e c e i p t s a t C a s h i e r ’ s D e s k 3 4 A+ 7 GC 34 0 9 0 ; CC P 3 3 7 Ca s h R e c e i p t S u m m a r y , C a s h R e g i s t e r Ta p e , B a n k D e p o s i t T i c k e t . ( S o u r c e do c u m e n t s f o r c a s h r e c e i p t s f i l e d w h e r e ap p l i c a b l e i n c l u d i n g C o m m u n i t y De v e l o p m e n t a n d R e c r e a t i o n & P a r k s ) 10 . Sp e c i a l D i s t r i c t F i l e s 2 9 11 GC 3 4 0 9 0 In c l u d e s M i r a l e s t e a n d R i d g e c r e s t Re c r e a t i o n & P a r k D i s t r i c t s , A C L A D , Kl o n d i k e , a n d A s s e s s m e n t D i s t r i c t s ; co r r e s p o n d e n c e , a n d i n v o i c e s 11 . De t a i l e d & S u m m a r y G e n e r a l & S u b s i d i a r y Le d g e r s 3 7 10 GC 34 0 9 0 ; CC P 3 3 7 In c l u d e s c a p i t a l p r o j e c t s a n d t r u s t d e p o s i t su b s i d i a r y l e d g e r s 12 . Jo u r n a l E n t r i e s 3 7 10 GC 3 4 0 9 0 Ge n e r a l l e d g e r a n d b u d g e t j o u r n a l e n t r i e s an d s u p p o r t i n g d o c u m e n t a t i o n 13 . Le d g e r R e c o n c i l i a t i o n s 3 - 3 GC 3 4 0 9 0 Wo r k s h e e t s u s e d t o p r e p a r e f o r v a r i o u s au d i t s ; c o r r e s p o n d e n c e 14 . Or g a n i z a t i o n - w i d e F i n a l B u d g e t D o c u m e n t 5 P P GC 3 4 0 9 0 In c l u d e s o p e r a t i n g a n d c a p i t a l b u d g e t s 15 . Pa y r o l l R e c o r d s 3 4 A+ 7 GC 3 4 0 9 0 ; 2 9 CF R 5 1 6 . 2 , 51 6 . 5 , 5 1 6 . 6 ; 22 C C R 1 0 8 5 - 2) ; 2 6 C F R 31 . 6 0 0 1 - 1 ; I R S Re g . 3 1 . 6 0 0 1 - 1( e ) ( 2 ) ; R & T 19 5 3 0 ; L C 11 7 4 ( d ) Ba n k S t a t e m e n t s a n d s u p p o r t i n g do c u m e n t s , T a x R e p o r t R e c o r d s , P a y r o l l Re g i s t e r & R e p o r t s , T i m e S h e e t s f o r C i t y pe r s o n n e l , I n s u r a n c e R e c o r d s ( i n C i t y Ma n a g e r ’ s o f f i c e ) , V a c a t i o n R e p o r t s , Re c o r d s o f d i s b u r s e m e n t s t o e m p l o y e e s , an d r e l a t e d c o r r e s p o n d e n c e , P e r s o n n e l Ac t i o n F o r m B e n e f i t s E l i g i b i l i t y ( D u p l i c a t e Se r i e s – C i t y M a n a g e r i s o f f i c i a l c u s t o d i a n o f th i s r e c o r d ) ; B i - w e e k l y P e n s i o n C o s t Ca l c u l a t i o n F-58 3 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S 16 . W- 4 3 4 A+ 7 IR C 34 0 2 ; Tr e a s u r y Re g u l a t i o n 31 . 6 0 0 1 - 1 Re t e n t i o n p e r i o d b a s e d u p o n C i t y ’ s p r a c t i c e : Em p l o y e e s c o m p l e t e a n e w W - 4 e a c h y e a r 17 . No n - r e g u l a r R e v e n u e R e c e i p t s t h r o u g h Ot h e r C h a n n e l s 3 4 A+ 7 GC 3 4 0 9 0 Ch e c k S t u b s , E F T , A C H , a n d o t h e r c a s h pa y m e n t a l o n g w i t h S u p p o r t i n g S t a t e m e n t & Co r r e s p o n d e n c e Th i s c a t e g o r y m a y i n c l u d e : P r o p e r t y T a x , TO T , C D B G a n d o t h e r G r a n t Re i m b u r s e m e n t s , G r a n t D i s t r i b u t i o n , Fr a n c h i s e F e e , G a s T a x , G o l f T a x , S a l e s Ta x , M o t o r V e h i c l e T a x , L o a n P a y m e n t , UU T , R e n t , S t a t e M a n d a t e R e i m b u r s e m e n t , Co u r t F i n e s & F o r f e i t u r e s , a n d a l l o t h e r M i s c AR s Fo r B u s i n e s s L i c e n s e & P e r m i t F e e s , w h i c h ar e a c c e p t e d a t C a s h i e r D e s k , s e e i t e m 1 0 18 . Tr u s t D e p o s i t R e c o r d s 3 7 10 GC 3 4 0 9 0 Le d g e r S h e e t s f o r I n d i v i d u a l T D ’ s a n d re l a t e d c o r r e s p o n d e n c e 19 . Fi n a n c e A d v i s o r y C o m m i t t e e A g e n d a Pa c k e t s 2 3 7 GC 34 0 9 0 , 34 0 9 0 . 7 , 4 0 8 0 1 In c l u d e s a g e n d a c o p i e s a n d s t a f f r e p o r t s 20 . Fi n a n c e A d v i s o r y C o m m i t t e e A g e n d a P P GC 34 0 9 0 21 . Fi n a n c e A d v i s o r y C o m m i t t e e M i n u t e s -- -- GC 34 0 9 0 , 40 8 0 1 Se e C i t y C l e r k ’ s D e p a r t m e n t R e t e n t i o n Sc h e d u l e . M i n u t e s a r e g i v e n t o t h e C i t y Cl e r k f o r p e r m a n e n t r e t e n t i o n 22 . St o r m D r a i n O v e r s i g h t C o m m i t t e e A g e n d a Pa c k e t s 2 3 7 GC 34 0 9 0 , 34 0 9 0 . 7 , 4 0 8 0 1 In c l u d e s a g e n d a c o p i e s a n d s t a f f r e p o r t s 23 . St o r m D r a i n O v e r s i g h t C o m m i t t e e A g e n d a P P GC 3 4 0 9 0 F-59 4 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S 24 . St o r m D r a i n O v e r s i g h t C o m m i t t e e M i n u t e s -- -- GC 3 4 0 9 0 , 40 8 0 1 Se e C i t y C l e r k ’ s D e p a r t m e n t R e t e n t i o n Sc h e d u l e . M i n u t e s a r e g i v e n t o t h e C i t y Cl e r k f o r p e r m a n e n t r e t e n t i o n 25 . Mo n t h l y C a s h B a l a n c e R e p o r t s 2 8 10 GC 3 4 0 9 0 St a f f R e p o r t a n d a t t a c h e d s c h e d u l e ( s ) pr e s e n t e d t o t h e C i t y C o u n c i l 26 A . In v e s t m e n t A c c o u n t s 2 8 10 LA I F I n v e s t m e n t S t a t e m e n t , M e r r i l l L y n c h Po r t f o l i o R e p o r t , T r a d e C o n f i r m a t i o n 26 B . In v e s t m e n t P o l i c y P P Po l i c y a d o p t e d b y C i t y C o u n c i l 27 . Fi x e d A s s e t S y s t e m 3 4 A+ 7 Fi x e d A s s e t S c h e d u l e , F i x e d A s s e t In v e n t o r y 28 . Ve n d o r R e c o r d s – 1 0 9 9 T a x F o r m s 3 4 A+ 7 GC 34 0 9 0 ; CC P 3 3 7 Co m p l e t e d 1 0 9 9 f o r m s 29 . Ve n d o r R e c o r d s – W - 9 T T+ 4 T+ 4 IR C 34 0 2 ; Tr e a s u r y Re g u l a t i o n 31 . 6 0 0 1 - 1 30 . CD B G H o m e I m p r o v e m e n t G r a n t L o a n s – Pa y m e n t R e c o r d s T T+ 6 GC 3 4 0 9 0 ( a ) Do c u m e n t s r e l a t i n g t o t h e f i n a n c i a l tr a n s a c t i o n o f a C D B G l o a n No t e : O r i g i n a l l i e n d o c u m e n t s a r e r e t a i n e d by C i t y C l e r k ’ s o f f i c e a s a p e r m a n e n t r e c o r d ; ot h e r w o r k i n g f i l e s r e l a t e d t o C D B G H o m e Im p r o v e m e n t G r a n t L o a n s a r e o n f i l e w i t h Pu b l i c W o r k s D e p a r t m e n t 31 . Ch a r t o f A c c o u n t s C S P GC 34 0 9 0 F-60 5 Fi n a n c e & I n f o r m a t i o n T e c h n o l o g y R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T IV E T O T A L C I T A T I O N C O N T E N T S / N O T E S 32 . Bo n d I s s u e s / D e b t S e r v i c e T T+ 3 T+ 3 Bo n d s i s s u e d a n d r e l a t e d r e c o r d s . R e t a i n wh i l e a n y b o n d s o f a b o n d i s s u e a r e ou t s t a n d i n g a n d d u r i n g t h e t h r e e - y e a r p e r i o d fo l l o w i n g t h e f i n a l m a t u r i t y o r r e d e m p t i o n o f th e b o n d i s s u e o r , i f l a t e r , w h i l e a n y b o n d s th a t r e f u n d b o n d s o f t h a t o r i g i n a l i s s u e a r e ou t s t a n d i n g a n d f o r t h e t h r e e y e a r p e r i o d fo l l o w i n g t h e f i n a l m a t u r i t y o r r e d e m p t i o n da t e o f t h e l a t e s t r e f u n d i n g b o n d i s s u e . 33 . Fe e S c h e d u l e s & F e e S t u d i e s S S+ 7 S+ 7 Fe e s c h e d u l e s a p p r o v e d b y C i t y C o u n c i l ; fe e s t u d i e s p r e p a r e d b y c o n s u l t a n t o r s t a f f 34 . IT A d m i n i s t r a t i v e U s e r M a n u a l S+ 2 GC 34 0 9 0 35 . IT S o f t w a r e L i c e n s e s T T GC 3 4 0 9 0 If p e r i o d o f l i c e n s e i s f o r l e s s t h a n t w o y e a r s , re t a i n f o r t w o y e a r m i n i m u m . 36 . IT S o f t w a r e M e d i a a n d M a n u a l s T T GC 3 4 0 9 0 If u s e d f o r l e s s t h a n t w o y e a r s , r e t a i n f o r t w o ye a r m i n i m u m . 37 . IT P r o j e c t F i l e s T T+ 4 T+ 4 GC 34 0 9 0 ; CC P 3 3 7 In c l u d e s f i l e s r e g a r d i n g v e n d o r c o n t r a c t s . A= A u d i t ; C = C u r r e n t ; C M P = C o m p l e t i o n ; E = E x p i r a t i o n , o r d a t e o n w h i c h em p l o y e e o r v e n d o r f i l e s a r e p l a c em e n t f o r m o r w a s t e r m i n a t e d; S= S u p e r s e d e d ; T = T e r m i n a t i o n ; O = O b s o l e t e ( c a t e g o r y e l i m i n a t e d ) ; P = P e r m a n e n t F-61 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A 1 FE B R U A R Y 2 0 1 2 RE C O R D S R E T E N T I O N S C H E D U L E PU B L I C W O R K S D E P A R T M E N T TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 1. Bu d g e t F i l e s 2 2 GC 3 4 0 9 0 . 7 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f de p a r t m e n t b u d g e t a n d c o p i e s o f a p p r o v e d bu d g e t . 2. Ci t y C o u n c i l A g e n d a s & P u b l i c W o r k s S t a f f R e p o r t s (D u p l i c a t e f i l e s ) 6 m o s . 6 m o s . 1 GC 3 4 0 9 0 . 7 (D u p l i c a t e r e c o r d ) 3. Ma p s a n d P l a n s P P GC 4 0 0 3 , 40 0 4 , 34 0 9 0 ( e ) Ri g h t s - o f - W a y La n d s c a p e P l a n s Dr a i n a g e M a p s Ae r i a l M a p s Ae r i a l P h o t o g r a p h s Ci t y M a p s Ma i n t e n a n c e & I m p r o v e m e n t M a p s Op e n S p a c e M a p s ( F o r r e s t a l , B a r k e n t i n e ) As s e s s m e n t D i s t r i c t M a p s Co n t o u r / T o p o g r a p h i c M a p s En g i n e e r i n g D r a w i n g s Gr a d i n g M a p s / P l a n s Pa r k P l a n s ( C l o v e r c l i f f ; D e l C e r r o ; F o u n d e r s ; H e s s e ; L a d e r a L i n d a ; M a r i l y n R y a n ; R y a n Pa r k [ f o r m e r l y R a n c h o P a l o s V e r d e s P a r k ] ; Su n s e t ) Ci v i c C e n t e r U n d e r g r o u n d i n g Tr a f f i c C o n t r o l D e v i c e s Pl a n s & S p e c i f i c a t i o n s ( B i d D o c u m e n t s ) 4A . Pu b l i c W o r k s C a p i t a l P r o j e c t s – C i t y - f u n d e d , S t a t e - fu n d e d , F e d e r a l l y - f u n d e d , a n d M i x e d F u n d i n g So u r c e s CM P + 1 CM P + 9 CM P + 1 0 GC 3 4 0 9 0 , CC P 3 3 7 . 1 5 7 C F R 30 1 6 . 4 2 (f e d e r a l fu n d i n g ) Co r r e s p o n d e n c e w i t h a t t a c h m e n t s In t e r - O f f i c e M e m o s i f r e t a i n e d i n t h e o r d i n a r y co u r s e o f b u s i n e s s . * * St a f f A g e n d a R e p o r t s Fo l l o w - U p A c t i o n Re q u e s t s F o r P r o p o s a l s ( R F P s ) Re q u e s t s F o r Q u a l i f i c a t i o n s ( R F Q s ) Co m p l e t e B i d P a c k a g e Su c c e s s f u l P r o p o s a l s a n d B i d C o n t r a c t s F-62 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A 2 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L (No t e : C o n t r a c t s a r e d u p l i c a t e s ; o r i g i n a l i n Ci t y C l e r k ’ s O f f i c e . ) Co n t r a c t o r a n d S u b c o n t r a c t o r T i m e S h e e t s an d i n v o i c e s ( P r e v a i l i n g w a g e s ) Gr a n t f i l e s ( i n c l u d i n g C D B G f o r A D A Im p r o v e m e n t s ) 4B . Pu b l i c W o r k s C a p i t a l P r o j e c t s – U n s u c c e s s f u l Bi d d e r s a n d P r o p o s e r s 1 2 CM P + 3 GC 3 4 0 9 0 , 7 C F R 30 1 6 . 4 2 Un s u c c e s s f u l b i d s a n d u n s u c c e s s f u l pr o p o s a l s r e s p o n d i n g t o R F P s o r R F Q s , re g a r d l e s s o f f u n d i n g s o u r c e . 4C . Pu b l i c W o r k s C a p i t a l P r o j e c t s – P r e l i m i n a r y pr o p o s a l s / p r o j e c t n o t a p p r o v e d LA + 3 LA + 3 Re c o r d s r e l a t e d t o p r o p o s e d c a p i t a l p r o j e c t s th a t w e r e n o t a p p r o v e d f o r c o n s t r u c t i o n . I f an y g r a n t f u n d s w e r e u s e d f o r p r e l i m i n a r y wo r k , r e t a i n f o r m i n i m u m p e r i o d s p e c i f i e d i n gr a n t c o n d i t i o n s . 5. Ch r o n o l o g i c a l F i l e s 1 4 5 GC 3 4 0 9 0 . 7 Co p i e s o f a l l c o r r e s p o n d e n c e ( U s e d f o r q u i c k re f e r e n c e ) ( O u t g o i n g m a i l ; s t a f f r e p o r t s ) 6A . En c r o a c h m e n t P e r m i t s T+ 1 T+ 9 T+ 1 0 GC 3 4 0 9 0 Ut i l i t y a n d C e l l u l a r P e r m i t s , d u m p s t e r p e r m i t s (r e s i d e n t s ) , C o n t r a c t o r p e r m i t s 6B . En c r o a c h m e n t P e r m i t s – A g r e e m e n t s a n d Co v e n a n t s T+ 1 T+ 9 T+ 1 0 GC 3 4 0 9 0 , GC 3 4 0 9 0 . 7 Co v e n a n t s f i l e d w i t h t h e C o u n t y f o r R O W im p r o v e m e n t s . (No t e : D u p l i c a t e r e c o r d ; o r i g i n a l i n C i t y Cl e r k ’ s o f f i c e . ) 7. As s e s s m e n t a n d M a i n t e n a n c e D i s t r i c t s (U n d e r g r o u n d i n g , A b a l o n e C o v e S e w e r S y s t e m , La n d s c a p e a n d L i g h t i n g ) 1 10 11 GC 3 4 0 9 0 Co r r e s p o n d e n c e ; W o r k P a p e r s ; R e p o r t s a n d ag r e e m e n t s t o p a r t i c i p a t e a n d a s s o c i a t e d do c u m e n t s 8A . In v e n t o r y o f R o a d I n f r a s t r u c t u r e 10 + L U 10 + L U GC 3 4 0 9 0 ( a ) Ro a d s i g n s a n d s t r i p i n g ; i f t h e l a s t i n v e n t o r y up d a t e i s o l d e r t h a n t h e r e t e n t i o n p e r i o d sp e c i f i e d , t h a t i n v e n t o r y s h o u l d b e r e t a i n e d 8B . In v e n t o r y o f T r e e s a n d S i d e w a l k s 10 + L U 10 + L U GC 3 4 0 9 0 Tr e e s a n d s i d e w a l k s i n v e n t o r y ; i f t h e l a s t in v e n t o r y u p d a t e i s o l d e r t h a n t h e r e t e n t i o n pe r i o d s p e c i f i e d , t h a t i n v e n t o r y s h o u l d b e re t a i n e d F-63 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A 3 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 9. Lo s A n g e l e s C o u n t y R o a d D e p a r t m e n t S e r v i c e Re q u e s t s CM P + 1 4 CM P + 5 GC 3 4 0 9 0 Se r v i c e R e q u e s t f o r m s a n d r e l a t e d do c u m e n t s ( i . e . , c a t c h b a s i n c l e a n i n g ) 10 . Lo s A n g e l e s C o u n t y E n g i n e e r i n g S e r v i c e R e q u e s t s CM P + 1 4 CM P + 5 GC 3 4 0 9 0 De p a r t m e n t S e r v i c e R e q u e s t F o r m s a n d re l a t e d d o c u m e n t s 11 A . Ma i n t e n a n c e R e c o r d s a n d N o n - C I P P r o j e c t s 2 8 10 GC 3 4 0 9 0 St r e e t s ; R o a d s ; S i d e w a l k s ; P l a y g r o u n d Eq u i p m e n t ; T r a f f i c S i g n a l s ( i n c l u d i n g t i m i n g an d r e p a i r ) ; T r e e r e m o v a l s ; M a i n t e n a n c e Sc h e d u l e s ; M a i n t e n a n c e S e r v i c e R e q u e s t s ; Su m m a r y R e p o r t s , P u r c h a s e O r d e r s a n d In v o i c e s r e l a t e d t o s a m e 11 B . Pu r c h a s e O r d e r s a n d I n v o i c e s – n o t o t h e r w i s e sc h e d u l e d o r r e l a t e d t o a p r o j e c t T T+ 4 T+ 4 GC 3 4 0 9 0 CC P 3 3 7 Of f i c e s u p p l i e s , p r i n t i n g 12 . Sp e e d Z o n e S u r v e y s 1 9 10 + L U GC 3 4 0 9 0 VC 2 2 4 0 0 e t se q . , 4 0 8 0 2 Sp e e d Z o n e S u r v e y s a n d E n g i n e e r i n g a n d Tr a f f i c S u r v e y s 13 . Ac c i d e n t R e p o r t s 2 8 10 GC 3 4 0 9 0 Ac c i d e n t R e p o r t s f r o m S h e r i f f ’ s O f f i c e 14 . Tr a f f i c a n d P a r k i n g 14 A . Tr a f f i c S a f e t y C o m m i s s i o n A g e n d a s a n d M i n u t e s P P GC 3 4 0 9 0 ( e ) 14 B . Tr a f f i c S a f e t y C o m m i s s i o n S t a f f R e p o r t s 2 5 7 GC 3 4 0 9 0 No t e : A n y s t a f f r e p o r t s r e l a t i n g t o s p e c i f i c pu b l i c w o r k s p r o j e c t s s h o u l d b e f i l e d i n 4 A , 4B o r 4 C , a n d r e t a i n e d f o r t h e p e r i o d sp e c i f i e d i n t h a t r e c o r d s e r i e s . 14 C . Tr a f f i c I n v e s t i g a t i o n s 5 5 10 GC 3 4 0 9 0 In f o r m a l i n v e s t i g a t i o n s t h a t g e n e r a t e r e p o r t s th a t h a v e n o t b e e n a d d r e s s e d b y t h e t r a f f i c sa f e t y c o m m i s s i o n 14 D . Ov e r s i z e V e h i c l e & N e i g h b o r h o o d P a r k i n g P e r m i t s 1 5 6 GC 3 4 0 9 0 In c l u d e s i n d i v i d u a l p e r m i t a p p l i c a t i o n s a n d re n e w a l s 14 E . Ne i g h b o r h o o d P a r k i n g P e r m i t s – N e i g h b o r h o o d Ap p l i c a t i o n 1 T+ 2 GC 3 4 0 9 0 Ap p l i c a t i o n a n d r e l a t e d r e c o r d s t o i n i t i a t e a ne i g h b o r h o o d p a r k i n g p e r m i t p r o g r a m . F-64 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A 4 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 15 . Ge o l o g y S t u d i e s ( n o n - p r o j e c t r e l a t e d ) P P GC 3 4 0 9 0 Ge n e r a l g e o l o g y f o r P o r t u g u e s e B e n d , Kl o n d i k e C a n y o n , A b a l o n e C o v e 16 . So l i d W a s t e 16 A . AB 9 3 9 A n n u a l R e p o r t s 1 5 6 GC 3 4 0 9 0 ; PR C 4 1 8 2 1 , 42 U S C 9 6 0 1 et s e q . (C E R C L A § 10 1 e t s e q . ) AB 9 3 9 16 B . Qu a r t e r l y R e p o r t s – C o m m e r c i a l a n d R e s i d e n t i a l Ha u l e r s 1 5 6 GC 3 4 0 9 0 , 42 U S C 9 6 0 1 et s e q . (C E R C L A § 10 1 e t s e q . ) Qu a r t e r l y r e p o r t s p r o v i d e d b y c o n t r a c t o r s pr o v i d i n g i n t e g r a t e d s o l i d w a s t e m a n a g e m e n t se r v i c e s t o t h e C i t y 17 . NP D E S 17 A . NP D E S P e r m i t s a n d A n n u a l R e p o r t s P P 40 C F R 12 2 . 2 8 Na t i o n a l P o l l u t a n t D i s c h a r g e E l i m i n a t i o n Sy s t e m p e r m i t s a n d a n n u a l r e p o r t s Co r r e s p o n d e n c e w i t h t h e R e g i o n a l W a t e r Qu a l i t y B o a r d a n d o t h e r a g e n c i e s Co r r e s p o n d e n c e w i t h c o n s u l t a n t r e l a t e d t o pe r m i t s / r e p o r t s In v e s t i g a t i o n s , v i o l a t i o n s a n d s i t e v i s i t s Me m o r a n d u m o f A g r e e m e n t ( s ) w i t h o t h e r ag e n c i e s a n d r e l a t e d r e c o r d s r e g a r d i n g j o i n t re s p o n s e s (No t e : M O A s a r e d u p l i c a t e ; o r i g i n a l i n C i t y Cl e r k ’ s o f f i c e ) 17 B . NP D E S C o n s u l t a n t – C o n t r a c t R e l a t e d R e c o r d s T+ 4 T+ 4 GC 3 4 0 9 0 , CC P 3 3 7 Co n s u l t a n t R F P , C o n t r a c t (No t e : C o n t r a c t s a r e d u p l i c a t e ; o r i g i n a l i n Ci t y C l e r k ’ s o f f i c e ) Co n t r a c t a d m i n i s t r a t i o n c o r r e s p o n d e n c e In v o i c e s (No t e : I n v o i c e s a r e d u p l i c a t e s ; o r i g i n a l i n Fi n a n c e D e p a r t m e n t ) F-65 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A 5 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 18 . Pa v e m e n t M a n a g e m e n t S y s t e m s R e p o r t 10 + L U 10 + L U 23 U S C 1 1 9 ; ST I P Gu i d e l i n e s Ch a p t e r 23 . 2 . 4 Pa v e m e n t M a n a g e m e n t S y s t e m r e p o r t i s us e d i n o b t a i n i n g s t a t e a n d f e d e r a l f u n d i n g fo r p r e v e n t i v e m a i n t e n a n c e p r o j e c t s . R e t a i n fo r t e n y e a r s m i n i m u m ; r e t a i n l a s t u p d a t e d re p o r t e v e n i f o l d e r t h a n t h e r e t e n t i o n p e r i o d . 19 . Gr a n t s f r o m C i t y R e v e n u e s 19 A . Ne i g h b o r h o o d B e a u t i f i c a t i o n G r a n t s - A w a r d e d 1 5 6 GC 3 4 0 9 0 Co m p l e t e d g r a n t a p p l i c a t i o n s f o r g r a n t s aw a r d e d ( f r o m C i t y r e v e n u e s ) a n d su p p l e m e n t a l d a t a 19 B . Ne i g h b o r h o o d B e a u t i f i c a t i o n G r a n t s – N o t A w a r d e d 2 2 GC 3 4 0 9 0 Co m p l e t e d g r a n t a p p l i c a t i o n s b u t n o g r a n t aw a r d e d 19 C . Re c y c l e r s o f t h e M o n t h G r a n t s – A w a r d e d 1 5 6 Co m p l e t e d w i n n e r s ’ e n t r y f o r m s ( f r o m C i t y re v e n u e s ) a n d s u p p l e m e n t a l d a t a 20 . De v e l o p m e n t A p p l i c a t i o n – I m p r o v e m e n t P l a n s P P GC 3 4 0 9 0 , 65 0 0 9 , CC P 3 1 8 , 31 9 , 3 4 3 , 3 3 8 Ap p r o v e d p l a n s , s u r v e y s , r e p o r t s , s t u d i e s (i n c l u d i n g t r a f f i c i m p a c t s t u d i e s ) , r e l a t i n g t o a sp e c i f i c d e v e l o p m e n t a p p l i c a t i o n . 21 . De v e l o p m e n t A p p l i c a t i o n – Co n s u l t a n t a n d I n t e r o f f i c e C o r r e s p o n d e n c e CM P + 1 CM P + 4 CM P + 5 GC 3 4 0 9 0 , 65 0 0 9 , CC P 3 1 8 , 31 9 , 3 4 3 , 3 3 8 Co r r e s p o n d e n c e e x c h a n g e d b e t w e e n co n s u l t a n t a n d s t a f f , a n d o t h e r i n t e r o f f i c e a n d in t r a - o f f i c e c o r r e s p o n d e n c e , i f r e t a i n e d i n t h e or d i n a r y c o u r s e o f b u s i n e s s . * * 22 . Ve h i c l e R e c o r d s ( C i t y V e h i c l e s ) L+ 5 L+ 5 VC 9 9 0 0 e t se q . Ma i n t e n a n c e , b i d s , p r o c u r e m e n t , r e s e a r c h (r e t a i n r e c o r d s f o r 5 y e a r s a f t e r s a l e o f ve h i c l e ) 23 . Pl a y g r o u n d E q u i p m e n t - I n s p e c t i o n s 10 + L U 10 + L U GC 3 4 0 9 0 Co n s u l t a n t r e p o r t s a n d i n s p e c t i o n s , l o g s a n d au d i t s . R e t a i n f o r t e n y e a r s m i n i m u m ; r e t a i n la s t u p d a t e d i n s p e c t i o n r e p o r t e v e n i f o l d e r th a n t h e r e t e n t i o n p e r i o d . 24 . Of f i c e S p a c e P l a n n i n g 5 5 GC 3 4 0 9 0 ; CC P 3 3 7 RF P f o r c o n s u l t a n t , C o n t r a c t (No t e : C o n t r a c t s a r e d u p l i c a t e ; o r i g i n a l i n Ci t y C l e r k ’ s o f f i c e ) F-66 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A 6 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L Co r r e s p o n d e n c e * * Of f i c e p l a n s a n d r e l a t e d r e c o r d s . 25 . Of f i c e E q u i p m e n t T+ 2 T+ 2 GC 3 4 0 9 0 ; CC P 3 3 7 Re c o r d s r e l a t e d t o p u r c h a s e a n d u s e o f o f f i c e eq u i p m e n t . 26 . Ea s e m e n t W o r k i n g F i l e 1 4 5 CC P 3 1 9 (No t e : C o p i e s o f f i n a l e a s e m e n t a r e du p l i c a t e ; o r i g i n a l i n C i t y C l e r k ’ s o f f i c e ) 27 . Pr e l i m i n a r y C o m p l a i n t s 2 0 2 GC 3 4 0 9 0 Do c u m e n t a t i o n o f c o m p l a i n t s t h a t w e r e d e a l t wi t h a t d e p a r t m e n t l e v e l . ( A n y c o m p l a i n t f o r wh i c h a c l a i m w a s f i l e d i s t r a n s f e r r e d t o t h e Ci t y C l e r k f o r r e t e n t i o n . ) 28 . Po l i c i e s , P r a c t i c e s a n d P r o c e d u r e s – P u b l i c W o r k s De p a r t m e n t S S+ 2 S+ 2 GC 3 4 0 9 0 29 . CD B G G r a n t s 29 A . CD B G H o m e I m p r o v e m e n t G r a n t s - L o a n s T T+ 6 T+ 6 24 C F R 57 0 . 5 0 2 (a ) ( 1 6 ) ; 2 4 CF R P a r t 8 5 29 B . CD B G H o m e I m p r o v e m e n t G r a n t s – N o n - L o a n s 2 4 6 24 C F R 57 0 . 5 0 2 (a ) ( 1 6 ) ; 2 4 CF R P a r t 8 5 29 C . CD B G A d m i n i s t r a t i v e G r a n t F i l e s 2 4 6 24 C F R 57 0 . 5 0 2 (a ) ( 1 6 ) ; 2 4 CF R P a r t 8 5 An n u a l r e p o r t s e x c e p t t h o s e r e g a r d i n g l o a n s an d c a p i t a l i m p r o v e m e n t s . F o r l o a n s a n d ca p i t a l i m p r o v e m e n t s , f o l l o w t h e s p e c i f i c sc h e d u l e f o r C D B G G r a n t s - L o a n s o r P u b l i c Wo r k s C a p i t a l P r o j e c t s , a s a p p r o p r i a t e 29 D . Li e n s ( W o r k i n g F i l e ) - C D B G H o m e I m p r o v e m e n t Gr a n t s P P P GC 3 4 0 9 0 ( a ) 24 C F R 57 0 . 5 0 2 (a ) ( 1 6 ) ; 2 4 CF R P a r t 8 5 Or i g i n a l l i e n s s h o u l d b e f i l e d w i t h C i t y C l e r k ’ s of f i c e 30 . Gr a n t s ( N o t C D G B ) F-67 Pu b l i c W o r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A 7 TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 30 A . Gr a n t s R e c e i v e d ( N o t C D G B ) – N o n - C I P a n d N o n - Pr o p e r t y A c q u i s i t i o n T T+ 6 T+ 6 7 C F R 30 1 6 . 4 2 ; 2 9 CF R 9 7 . 4 2 (f e d e r a l fu n d i n g ) 30 B . Gr a n t s R e c e i v e d ( N o t C D G B ) – R e a l P r o p e r t y Ac q u i s i t i o n P P P GC 3 4 0 9 0 ( a ) Tr a i l s , t r e e p l a n t i n g 30 C . Gr a n t s - U n s u c c e s s f u l 2 0 2 GC 3 4 0 9 0 Ci t y a p p l i e d b u t n o m o n e y r e c e i v e d 30 D . Gr a n t s – M o n e y R e t u r n e d T T+ 6 T+ 6 7 C F R 30 1 6 . 4 2 ; 2 9 CF R 9 7 . 4 2 (f e d e r a l fu n d i n g ) Ci t y a p p l i e d f o r g r a n t , r e c e i v e d m o n e y , b u t mo n e y w a s r e t u r n e d t o g r a n t o r , o r g r a n t w a s ca n c e l l e d b y g r a n t o r ; r e t a i n f o r p e r i o d sp e c i f i e d i n g r a n t d o c u m e n t s i f l o n g e r re t e n t i o n p e r i o d i s s p e c i f i e d . T = d a t e m o n e y w a s r e t u r n e d t o g r a n t o r o r da t e g r a n t c a n c e l l e d , w h i c h e v e r i s l a t e r . 31 . Tr a n s i t W o r k i n g F i l e - A g e n c y M O U s f o r P V T r a n s i t an d M A X T T+ 4 T+ 4 GC 3 4 0 9 0 ; CC P 3 3 7 Wo r k i n g f i l e , c o p y o f a g r e e m e n t (No t e : M O U s a r e d u p l i c a t e ; o r i g i n a l i n C i t y Cl e r k ’ s o f f i c e ) 32 . Se w e r a n d S t o r m W a t e r M a s t e r P l a n s S P P= P e r m a n e n t ; T = T e r m i n a t i o n ( w h e n e q u i p m e n t i s s o l d o r o t h e r w i s e d i s p o s e d o f , f a c i l i t y h a s b e e n d i s m a n t l e d o r p e r m i t t e r m i n a t e d ) ; C M P = C o m p l e t i o n ( w h e n pr o j e c t h a s b e e n c o m p l e t e d ) ; L U = L a s t U p d a t e d ( r e t a i n t h e l a s t up d a t e d i n v e n t o r y o r r e p o r t e v e n i f o l d e r t h a n t h e r e t e n t i o n p e ri o d ) ; L A = L a s t A c t i v i t y ; L = L i f e ( C i t y Ve h i c l e s = r e t a i n r e c o r d s u n t i l 5 y e a r s a f t e r s a l e o f v e h i c l e ) ; S = S u p e r s e d e d . ** P l e a s e N o t e : T h e c u r r e n t p o l i c y i s t h a t m o s t i n t r a - o f f i c e a n d i n t e r o f f i c e c o r r e s p o n d e n c e w i l l n o t b e r e t a i n e d i n t h e o r d i n a r y c o u r s e o f b u s i n e s s , a n d t h i s c a t e g o r y do e s n o t r e q u i r e t h e r e t e n t i o n o f s u c h i n t r a - o f f i c e a n d i n t e r o f f i c e c o r r e s p o n d e n c e , i n c l u d i n g c o r r e s p o n d e n c e w i t h C i t y c o n s u l t a n t s , p r o v i d e d s u c h c o r r e s p o n d e n c e i s no t r e t a i n e d i n t h e o r d i n a r y c o u r s e o f b u s i n e s s . F-68 1 Re c r e a t i o n a n d P a r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A FE B R U A R Y 2 0 1 2 RE C O R D S R E T E N T I O N S C H E D U L E RE C R E A T I O N A N D P A R K S TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N AC T I V E IN A C T I V E TO T A L 1. Ac t i v i t y R e p o r t s 1 1 2 GC 3 4 0 9 0 . 7 De p a r t m e n t D i r e c t o r ' s W e e k l y A c t i v i t y Re p o r t . (N o t e : D u p l i c a t e ; O r i g i n a l r e t a i n e d b y C i t y Ma n a g e r ’ s O f f i c e . ) 2. Bu d g e t F i l e s 2 2 GC 3 4 0 9 0 In f o r m a t i o n r e g a r d i n g d e v e l o p m e n t o f de p a r t m e n t b u d g e t a n d c o p i e s o f a p p r o v e d bu d g e t . 3A . Ca s h R e c e i p t s & F i n a n c i a l D o c u m e n t s ( N o Do n a t i o n s ) 2 3 5 GC 34 0 9 0 ; CC P 3 3 7 Ca s h R e c e i p t s , C r e d i t C a r d R e c e i p t s , In v o i c e s , P u r c h a s e O r d e r s . 3B . Fi n a n c i a l D o c u m e n t s - L o s S e r e n o s D o c e n t s 2 8 10 GC 3 4 0 9 0 Ba n k s t a t e m e n t s ( c h e c k i n g a n d s a v i n g s ) a n d fi n a n c i a l r e p o r t s g e n e r a t e d b y t h e L o s Se r e n o s t r e a s u r e r . 4A . Pr o j e c t F i l e s 2 2 4 GC 34 0 9 0 CC P 3 3 7 Ge n e r a l C o r r e s p o n d e n c e w i t h A t t a c h m e n t s Pr o j e c t R e p o r t s Do c e n t N e w s l e t t e r RE A C H N e w s l e t t e r St a f f S c h e d u l e s Sp e c i a l E v e n t R e l a t e d F i l e s 4B . Pr o j e c t F i l e s - C o n t r a c t s C+ 2 C+ 2 C+ 4 GC 3 4 0 9 0 CC P 3 3 7 Co n t r a c t s w i t h r e l a t e d d o c u m e n t s ( N o t e : In c l u d e s d u p l i c a t e o f a p p r o v e d c o n t r a c t ; Or i g i n a l c o n t r a c t o n F i l e i n C i t y C l e r k ’ s Of f i c e ) . 5. Re c r e a t i o n & P a r k s C o m m i t t e e F i l e s 2 5 7 GC 34 0 9 0 Co r r e s p o n d e n c e Re p o r t s F-69 2 Re c r e a t i o n a n d P a r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 6. Re c r e a t i o n & P a r k s F a c i l i t i e s O p e r a t i o n s 1 5 6 GC 34 0 9 0 CC P 3 3 8 , 3 4 3 St a f f A c t i v i t i e s Da i l y P a r k I n s p e c t i o n s Pu b l i c W o r k s W o r k O r d e r s In c i d e n t R e p o r t s 7. Pa r k R a n g e r D o c u m e n t s 2 4 6 GC 34 0 9 0 Pe n a l C o d e 8 0 2 Ac t i v i t y R e p o r t s a n d C i t a t i o n - R e l a t e d Do c u m e n t s 8. Re c r e a t i o n a n d P a r k s S t a f f R e p o r t s 2 2 4 No t e : D u p l i c a t e ; O r i g i n a l o n F i l e i n C i t y Cl e r k ’ s O f f i c e 9. Co m m i t t e e M i n u t e s P P P GC 3 4 0 9 0 ( e ) Of f i c i a l m i n u t e s a n d h e a r i n g p r o c e e d i n g s o f go v e r n i n g b o d y o r b o a r d , c o m m i s s i o n o r co m m i t t e e i n c l u d i n g : Re c r e a t i o n & P a r k s C o m m i t t e e M i n u t e s Lo s S e r e n o s d e P o i n t V i c e n t e B o a r d M i n u t e s Fr i e n d s M e e t i n g M i n u t e s 10 . Fa c i l i t i e s U s e P e r m i t s & C o n t r a c t s 2 2 4 GC 34 0 9 0 , 34 0 9 0 . 7 , CC P 3 3 7 , 3 3 8 Fa c i l i t y U s e P e r m i t s Fa c i l i t y R e n t a l C o n t r a c t s In s t r u c t o r P e r m i t s In s t r u c t o r C o n t r a c t s (N o t e : O r i g i n a l c o n t r a c t s a r e r e t a i n e d b y C i t y Cl e r k ’ s O f f i c e . ) 11 A . In v e n t o r y o f P l a y g r o u n d E q u i p m e n t T T+ 5 T+ 5 GC 3 4 0 9 0 Or i g i n a l E q u i p m e n t M a n u a l s Li s t o f a l l p l a y g r o u n d e q u i p m e n t o w n e d b y Ci t y ( i n v e n t o r y ) 11 B . Pl a y g r o u n d E q u i p m e n t – I n s p e c t i o n a n d Re p a i r 2 8 10 GC 3 4 0 9 0 Re c o r d s r e l a t i n g t o p l a y g r o u n d e q u i p m e n t ex c e p t i n v e n t o r y a n d m a n u a l s , i n c l u d i n g : In s p e c t i o n R e c o r d s Wo r k O r d e r s Ce r t i f i c a t i o n s ( I n c l u d i n g S a f e t y ) 12 . Re c r e a t i o n a l A c t i v i t y R e p o r t s 2 2 4 GC 34 0 9 0 CC P 3 3 7 , 3 3 8 Re g i s t r a t i o n M a t e r i a l s f o r S p e c i a l E v e n t s a n d Re c r e a t i o n a l P r o g r a m m i n g F-70 3 Re c r e a t i o n a n d P a r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 13 A . Ti m e s h e e t s 1 1 2 GC 34 0 9 0 , 34 0 9 0 . 7 Pe r m a n e n t a n d P a r t - T i m e E m p l o y e e s Ti m e s h e e t s (N o t e : D u p l i c a t e ; O r i g i n a l o n F i l e i n t h e Fi n a n c e D e p a r t m e n t ) 13 B . Fa c i l i t y L o g B o o k s 1 5 6 GC 34 0 9 0 , 34 0 9 0 . 7 ; CC P 3 3 8 , 3 4 3 Fa c i l i t y L o g B o o k s 13 C . Ti m e C a r d s 30 d a y s 30 d a y s GC 3 4 0 9 0 . 7 Pu r s u a n t t o R e c o r d s R e t e n t i o n R e s o l u t i o n , du p l i c a t e s m a y b e d e s t r o y e d . P u n c h T i m e Ca r d s f o r P T E m p l o y e e s a r e a d u p l i c a t e re c o r d ; t i m e s h e e t s a r e t h e o r i g i n a l r e c o r d . Pu n c h T i m e C a r d s m a y b e d e s t r o y e d a f t e r 3 0 da y s w i t h o u t f u r t h e r a c t i o n b y C i t y C o u n c i l . 14 . Hi s t o r i c a l D o c u m e n t s P P P GC 3 4 0 9 0 Ma p s & P l a n s Ex h i b i t a n d E q u i p m e n t I n f o / P l a n s Pa r k A c q u i s i t i o n F i l e s Re s e a r c h p a p e r s p r e p a r e d b y D o c e n t s Ci t y I n c o r p o r a t i o n - R e l a t e d D o c u m e n t s ( N o t e : Th e s e a r e d u p l i c a t e s ; o r i g i n a l s a r e o n f i l e i n C i t y Cl e r k ’ s O f f i c e ) Ex h i b i t I n f o . B a c k g r o u n d Ph o t o s ( H i s t o r i c a l ) Ci t y A n n i v e r s a r y M a t e r i a l s Me a s u r e A a n d L e a s e s / T r a n s f e r s / D e e d s ( N o t e : Th e s e a r e d u p l i c a t e s ; o r i g i n a l s a r e o n f i l e i n C i t y Cl e r k ’ s O f f i c e ) Gr a n t - R e l a t e d I n f o r m a t i o n Do c e n t B y l a w s D o n a t i o n s a n d G i f t s f o r P a r k s In f o r m a t i o n 50 1 c 3 a n d 1 7 0 c S t a t u s Na t u r e P r e s e r v e H i s t o r y PV I C H i s t o r y F-71 4 Re c r e a t i o n a n d P a r k s R e t e n t i o n S c h e d u l e Re s o l u t i o n N o . 2 0 1 2 - _ _ - E x h i b i t A TO T A L Y E A R S R E T A I N E D CI T A T I O N CO N T E N T S / N O T E S NO . RE C O R D S E R I E S D E S C R I P T I O N A C T I V E I N A C T I V E T O T A L 15 . Co m p u t e r T r a i n i n g M a n u a l s T+ 2 T+ 2 GC 3 4 0 9 0 Co m p u t e r S o f t w a r e T r a i n i n g Ma n u a l s / R e f e r e n c e M a t e r i a l s P= P e r m a n e n t ; E = E x p i r a t i o n ; C = C o m p l e t e d / C l o s e d ; T = T e r m i n a t i o n ( e . g ., w h e n e q u i p m e n t i s t e r m i n a t e d f r o m u s e ) ; O = O b s o l e t e ( c a t e g or y e l i m i n a t e d ) F-72 RESOLUTION NO. 2012-__ - EXHIBIT “B” FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: CITY MANAGER The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney’s written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Record Number Record Series Description Records Eligible for Destruction 1 Weekly Administrative Report 2007 and prior 2 Budget Files 2009 and prior 3A Subject Files – General Topics and Unbuilt Capital Improvements 2005 and prior 3B Subject Files – Capital Improvements Completed in 2001 and prior 4 Correspondence – Chronological Files 2005 and prior 5 Grant Files Expired in 2005 and prior 6 Legal Opinions 2001 and prior 8 Proclamations and Certificates of Recognition/Appreciation 2007 and prior 9 Film Permits 2007 and prior 10 Parking Citation Reports 2009 and prior 12B Workers Compensation Claims Claims closed in 2001 and prior, except records similar to those listed under 25B of the City Clerk’s Schedule 12C Employee Training Records Employment terminated in 1991 and prior 12D Accident Reports – Non-Employee Injured 2006 and prior Resolution No. 2012-__ Exhibit B 1 of 12 F-73 12E Accident Reports and CalOSHA Forms – Employee Injured Cases closed in 2001 and prior, but see note on Retention Schedule under 12B 13 Personnel Applications (not hired) 1 2009 and prior 15 Personnel Records, Full-time Employees 1 (except Employee Exposure Record, if any) Employment terminated in 1991 and prior 16 Personnel Records, Part-time Employees1 (except Employee Exposure Record, if any) Employment terminated in 1991 and prior 17A Health and Benefits Reports 2005 and prior 17B Benefit Policies Superseded in 2004 and prior 18B Employee Relations Correspondence 2005 and prior 19B Cable Television Advisory Board – Staff Reports 2004 and prior 20B Emergency Preparedness Committee – Agenda Packets/Staff Reports 2004 and prior 20C Emergency Plans Superseded in 2004 and prior 20E Disaster Council – Agenda Packets/Staff Reports 2004 and prior 21A Regional Law Enforcement Committee – Agenda Packets Reports 2004 and prior Resolution No. 2012-__ Exhibit B 2 of 12 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 any personnel files if such a matter is pending. F-74 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: CITY CLERK The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney’s written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Record Number Record Series Description Records Eligible for Destruction 2 Budget Files 2009 and prior 3B Nomination Papers – Elected Term expired in 2007 and prior 3C Ballots Applications for Vote-By-Mail Ballots 6 months after election date 4A Campaign Statements – Not Elected 2006 and prior 4B Nomination Papers – Not Elected Term expired in 2007 and prior 7 Council Legislative Action Files 2004 and prior 9 Council Agenda Packets (except Ordinance-Related Staff Reports) 2004 and prior 17 Vehicle Ownership Records Vehicle disposed of in 2006 and prior 19 Petitions (Elections) 8 months after election date 20 Petitions (Other) 2008 and prior 22A Statements of Economic Interest: GC 87200 Filers 2007 and prior 22B Statements of Economic Interest: Designated Filers 2004 and prior 24 Bonds Terminated in 2008 and prior 25A General Liability Claims Claims closed in 2008 and prior, Resolution No. 2012-__ Exhibit B 3 of 12 F-75 except records falling under 25B 25D CJPIA Reports – Monthly 2009 and prior 28B Community Forum General Correspondence and Projects 2001 and prior Resolution No. 2012-__ Exhibit B 4 of 12 F-76 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: COMMUNITY DEVELOPMENT The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney’s written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Record Number Record Series Description Records Eligible for Destruction 1, 2, 3 and 4 Notice Envelopes returned by the post office (obsolete category) in Address and Project Files 2009 and prior 1B Address Files – Residential Plans except Approved Site Plans and Health & Safety Code § 19850 Completed in 2009 and prior 5A Public Notices and Public and Applicant Correspondence in Address Files, Planning Application Project Files, Legislative Application Project Files for Non-City Projects Completed in 2006 and prior 5B Consultant and other Interoffice Correspondence in Address Files, Planning Application Project Files, Legislative Application Project Files for Non- City Projects. Completed in 2006 and prior 5C Research, and Preliminary and Administrative Drafts, in Address Files, Planning Application Project Files, Legislative Application Project Files and Subdivision Application Project Files for Non- City Projects Completed in 2006 and prior 5D City Projects – Public Notices and Public and Applicant Correspondence in Address Files, Planning Application Project Files, and Legislative Application Project Files Completed in 2001 and prior 5E City Projects – Consultant and other Interoffice Correspondence in Address Files, Planning Application Project Files, and Legislative Completed in 2001 and prior Resolution No. 2012-__ Exhibit B 5 of 12 F-77 Application Project Files. 5F City Projects - Research and Preliminary and Administrative Drafts in Address Files, Planning Application Project Files, Legislative Application Project Files, and Subdivision Application Project Files. Completed in 2001 and prior 6B Environmental Impact Report (EIR) Files - Public and Applicant Correspondence Final approval in 2008 and prior 6C Environmental Impact Report (EIR) Files – Consultant and other Interoffice Correspondence Final approval in 2008 and prior 6D Environmental Impact Report (EIR) Files – Preliminary and Administrative Drafts Final approval in 2008 and prior 7 Chronological Files 2009 and prior 8A Code Enforcement Case Files Completed in 2006 and prior 8C Escort and Massage Permits Terminated in 2009 and prior 11 Miscellaneous City Project Files – Initiated but not approved Last activity in 2006 and prior 13 Reference Maps – Group A Copies of Tract Maps Copies of Parcel Maps Copies of Record Surveys Permit History Maps 2006 and prior unless no update; always RETAIN last updated map or survey despite date 15 Budget Files 2009 and prior 17A Consultant Files (Contracts) – Specific Tasks Completed in 2007 and prior 17B Consultant Files (Contracts) – General Tasks Expired in 2007 and prior 17C Consultant Files - Non-selected Proposals 2009 and prior 18A Litigation Files - Background Case closed in 2009 and prior 19 Animal Control Files 2009 and prior N/A Planning Commission Agenda Packets (Duplicate records that are filed with record series 1, 2, 3, 4, 5A, 5B, 5D, 5E, 6, 6A, 6B, 11 and 12A) 2011 and prior Resolution No. 2012-__ Exhibit B 6 of 12 F-78 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: FINANCE AND INFORMATION TECHNOLOGY The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney’s written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Record Number Record Series Description Records Eligible for Destruction 1 Accounts Payable Audit finalized in 2004 and prior 2 Accounts Receivable Audit finalized in 2004 and prior 3 Finance & Information Technology Department Budget Files 2009 and prior 5 Bank Reconciliation Audit finalized in 2004 and prior 6 Organization-wide Budget Files 2009 and prior 7 Business License Applications Expired in 2006 and prior 8 Business License Reports 2004 and prior 9 Regular Cash Receipts at Cashier’s Desk Audit finalized in 2004 and prior 10 Special District Files 2000 and prior 11 Detailed & Summary General & Subsidiary Ledgers 2001 and prior 12 Journal Entries 2001 and prior 13 Ledger Reconciliations 2008 and prior 15 Payroll Records Audit finalized in 2004 and prior 16 W-4 Audit finalized in 2004 and prior 17 Non-regular Revenue Receipts through Other Channels Audit finalized in 2004 and prior Resolution No. 2012-__ Exhibit B 7 of 12 F-79 18 Trust Deposit Records 2001 and prior 19 Finance Advisory Committee Agenda Packets 2004 and prior 22 Storm Drain Oversight Committee Agenda Packets 2004 and prior 25 Monthly Cash Balance Reports 2001 and prior 26A Investment Accounts 2001 and prior 27 Fixed Asset System Audit finalized in 2004 and prior 28 Vendor Records – 1099 Tax Forms Audit finalized in 2004 and prior 29 Vendor Records – W-9 Terminated in 2007 and prior 30 CDBG Home Improvement Grant Loans – Payment Records Loan terminated in 2005 and prior 32 Bond Issues/Debt Service Terminated in 2008 and prior 33 Fee Schedules & Fee Studies Superseded in 2004 and prior 34 IT Administrative User Manual Superseded in 2009 and prior 35 IT Software Licenses License terminated, but retain a minimum of 2 years 36 IT Software Media and Manuals Use terminated, but retain a minimum of 2 years 37 IT Project Files Terminated in 2007 and prior Resolution No. 2012-__ Exhibit B 8 of 12 F-80 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: PUBLIC WORKS The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney’s written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Record Number Record Series Description Records Eligible for Destruction 1 Budget Files 2009 and prior 2 City Council Agendas & Public Works Staff Reports (Duplicate Files) 2010 and prior 4A Public Works Capital Projects – City- funded, State-funded, Federally-funded, and Mixed Funding Sources Projects completed in 2001 and prior 4B Public Works Capital Projects – Unsuccessful Bidders and Proposers Projects completed in 2008 and prior 4C Public Works Capital Projects – Preliminary proposals / project not approved Last Activity in 2008 and prior 5 Chronological Files 2006 and prior 6A Encroachment Permits Terminated in 2001 and prior 6B Encroachment Permits – Agreements and Covenants Terminated in 2001 and prior 7 Assessment and Maintenance Districts (Undergrounding, Abalone Cove Sewer System, Landscaping and Lighting) 2000 and prior 8A Inventory of Road Infrastructure 2001 and prior unless no update; always retain last updated inventory Resolution No. 2012-__ Exhibit B 9 of 12 F-81 8B Inventory of Trees and Sidewalks 2001 and prior unless no update; always retain last updated inventory 9 Los Angeles County Road Department Service Requests Completed in 2006 and prior 10 Los Angeles County Engineering Service Requests Completed in 2006 and prior 11A Maintenance Records and Non-CIP Projects 2001 and prior 11B Purchase Orders and Invoices – not otherwise scheduled or related to a project Terminated in 2007 and prior 12 Speed Zone Surveys 2001 and prior unless no update; always retain last updated survey 13 Accident Reports 2001 and prior 14B Traffic Safety Commission Staff Reports 2004 and prior 14C Traffic Investigations 2001 and prior 14D Oversize Vehicle & Neighborhood Parking Permits 2005 and prior 14E Neighborhood Parking Permits – Neighborhood Application Terminated in 2009 and prior 18 Pavement Management Systems Report 2001 and prior unless no update; always retain last updated report 19A Neighborhood Beautification Grants – Awarded 2005 and prior 19B Neighborhood Beautification Grants – Not Awarded 2009 and prior 19C Recyclers of the Month Grants - Awarded 2005 and prior 21 Development Application – Consultant and Interoffice Correspondence Completed in 2006 and prior 22 Vehicle Records (City Vehicles) Vehicle disposed of in 2006 and prior 23 Playground Equipment – Inspections 2001 and prior unless no update; always retain last updated inspection report 24 Office Space Planning 2006 and prior 25 Office Equipment Terminated in 2009 and prior Resolution No. 2012-__ Exhibit B 10 of 12 F-82 26 Easement Working File 2006 and prior 27 Preliminary Complaints 2009 and prior 28 Policies, Practices and Procedures – Public Works Department Superseded in 2009 and prior 29A CDBG Home Improvement Grants – Loans Loans terminated in 2005 and prior 29B CDBG Home Improvement Grants – Non- Loans 2005 and prior 29C CDBG Administrative Grant Files 2005 and prior 30A Grants Received (Not CDBG) – Non-CIP and Non-Property Acquisition Terminated in 2005 and prior 30C Grants - Unsuccessful 2009 and prior 30D Grants – Money Returned Terminated in 2005 and prior 31 Transit Working File – Agency MOUs for PV Transit and MAX Terminated in 2007 and prior Resolution No. 2012-__ Exhibit B 11 of 12 F-83 Resolution No. 2012-__ Exhibit B 12 of 12 FEBRUARY 2012 DESTRUCTION SCHEDULE DEPARTMENT: RECREATION AND PARKS The following list of official record series is eligible for destruction, subject to any exceptions noted on the retention schedule or in the Resolution adopting this destruction schedule. The City Attorney’s written consent to such destruction must be received by the City Clerk before any records on this schedule may be destroyed. Staff shall review the retention schedule for applicable exceptions and instructions before destroying any of the records listed below. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule. Any records contained in the files listed below that are potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim or litigation, any pending employee grievance, any pending governmental investigation or regulatory matter, any pending Public Records Act request, or any pending audit or other similar legal matter, will be retained by the City. Record Number Record Series Description Records Eligible for Destruction 1 Activity Reports (Duplicate Record) 2009 and prior 2 Budget Files 2009 and prior 3A Cash Receipts and Financial Documents (No Donations) 2006 and prior 3B Financial Documents – Los Serenos Docents 2001 and prior 4A Project Files 2007 and prior 4B Project Files – Contracts Completed in 2007 and prior 5 Recreation and Parks Committee Files 2004 and prior 6 Recreation and Parks Facilities Operations 2005 and prior 7 Park Ranger Documents 2005 and prior 8 Recreation and Parks Staff Reports 2007 and prior 10 Facilities Use Permits and Contracts 2007 and prior 11A Inventory of Playground Equipment Terminated in 2006 and prior 11B Playground Equipment – Inspection and Repair 2001 and prior 12 Recreational Activity Reports 2007 and prior 13A Timesheets 2009 and prior 13B Facility Log Books 2005 and prior 15 Computer Training Manuals Terminated in 2009 and prior F-84