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RPVCCA_SR_2011_02_15_04_Records_Retention_And_Destruction_SchedulesCrrYOF MEMORANDUM RANCHO PALOS VERDES TO: FROM: DATE: SUBJECT: REVIEWED: Project Manager: HONORABLE MAYOR &CITY COUNGlbJEMBERS CARLA MORREALE,CITY CLERK~ CAROL LYNCH,CITY ATTORNEY FEBRUARY 15,2011 RECORDS RETENTION AND DESTR~,TION SCHEDULES CAROLYN LEHR,CITY MANAGER CY------ Lorna Cloke,Administrative Analyst II RECOMMENDATION Adopt Resolution No.2011-_,a Resolution of the City Councii of the City of Rancho Palos Verdes,amending City document retention schedules and authorizing the destruction of certain City records as provided by Section 34090 of the California Government Code. BACKGROUND in 1985,the City established a Records Retention Program to eliminate the unnecessary buiid-up of records and to maintain an inventory of both active and inactive records.The program was put in place after retention and destruction schedules were devised and related polices were established to facilitate the orderly and efficient transfer,retention,and destruction of records.The schedules were developed to satisfy administrative,iegal,State and Federal requirements for records retention and,since their adoption,have been amended on an as-needed basis to meet current regulations and administrative practices.Since the establishment of this program,records reaching their maximum retention period have been destroyed on an annual or bienniai basis.The last update to the record retention and destruction schedules was completed in February 2010. Over the last several years,the City has moved from a biennial to an annual update of its retention and destruction schedules.This citywide effort helps ensure we are meeting current legal requirements and enables us to dispose of unnecessary records in a timely manner freeing up needed office space. 4-1 The City Attorney has directed that staff must retain any records that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request.This rule is printed at the top of each page of our City's 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. At this time,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,Community Development, Finance and Information Technology,Public Works,and Recreation and Parks.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 noted in red text.Items to be deleted from the retention schedule,including records moved to another Department's schedule,combined into another category on the same schedule,or designated as obsolete records,are noted with "strikethrough"text. For your reference,staff has provided the previous January 2010 Records Retention Schedule for the Public Works and Recreation and Parks departments as Attachment "2",as these schedules have the greatest number of changes and clarifications.Please also find attached Exhibit "A"to the proposed Resolution,the 2011 Department Records Retention Schedules (without markups)and Exhibit "B"to the proposed Resolution,the 2011 Department Records Destruction Schedules. City Manager's Office There are minor changes to the City Manager's Office retention schedule.Clarifying language was added to the Contents/Notes section for Record Nos.2 (Budget Files), 7A (General Liability Claims),7B (Workers Compensation Claims),and 7D (Litigation Settlements ...Awards).The length of retention was revised for Record Nos.2 (Budget Files),7A (General Liability Claims),7B (Workers Compensation Claims),and 7C (Employee Training Records).Record No.14 (Animal Control Records)was moved from the City Manager's Office to the Community Development Department.Two new Record Series Nos.were added to commemorate actual practice of the retention of records in the following categories: Record No.7E (Accident Reports -Non-Employee Injured) Record No.7F (Accident Reports and CalOSHA Forms -Employee Injured) 4-2 City Clerk's Department There are minor changes to the City Clerk's Department retention schedule.Clarifying language was added to the:Contents/Notes section for Record Nos.2 (Budget Files) and 21 (Real Property Files),and the Record Series Description section for Record No. 22 A and B (Statements of Economic Interest).The length of retention was revised for Record Nos.2 (Budget Files)and 7 (Council Legislative Action Files).The sub- categories:Right-of-Way Agreements and Recorded Covenants have been added to Record No.21 (Real Property Files).The schedule has been renumbered for consistency,and the following new Record Series No.was added to commemorate the proposed practice of the retention of records in the following category: Record No.9A (Council Agenda Packets -Ordinance-Reiated Staff Reports) Community Development Department There are a few changes to the Community Development Department retention schedule.Clarifying language was added to both the Record Series Description and Content/Notes sections for Record Nos.5A (Public Notices ..Jar non-City Projects)and 50 (City Projects -Public Notices ...Project Files).Additional changes were made in the Content/Notes section for Record Nos.1A (Address Files),60 (Environmental Impact Report Files -Preliminary ...Drafts),and 15 (Budget Files).The Total Years Retained was modified for Record Nos.15 (Budget Files)and 17A (Consultant Files (Contracts)- Specific Tasks and 17B (Consultant Files (Contracts)-General Tasks).The schedule has been renumbered for consistency,and the following new Record Series Nos.have been added to commemorate actual practice of the retention of records in the following categories: Record No.BC (Escort and Massage Permits) Record NO.1 9 (Animal Control Files) Fihance and Information Technology Department There are minor changes to the Finance and Information Technology Department retention scheduie.Clarifying language has been added to the Contents/Notes section for Record No.3 (Department Budget Files),Record NO.4 (Auditor's Reports),Record No.10 (Cash Receipts),Record No.11 (Special District Files)and Record No.25 (Monthly Cash Balance Reports)has been updated. Public Works Department There are numerous changes to the Public Works Department retention schedule. Clarifying language was added to both the Record Series Description and Content/Notes sections for Record Nos.4A (Public Works Captial Projects -City- funded)and 12 (Speed Zone Surveys).Additional changes were made in the 4-3 ContenUNotes section for Record Nos.1 (Budget Files),3 (Maps and Plans),11 (Maintenance Records),and 18A (NPDES Permits and Annual Reports).The Total Years Retained was modified for Record Nos.1 (Budget Files),3 (Maps and Plans),4A (Public Works Capital Projects -City-funded),6A (Encroachment Files),and 12 (Speed Zone SUiveys).The schedule has been renumbered for consistency,and the following new Record Series Nos.have been added to commemorate actual practice of the retention of records in the following categories: Record No.4B (Public Works Capital Projects -State-funded) .Record No.4C (Public Works Capital Projects -Federally-funded) Record No.4D (Public Works Capital Projects -Mixed Funding Sources) Record No.4E (Public Works Capital Projects -Unsuccessful Bidders and Proposers) Record No.4F (Public Works Capital Projects -Preliminary ...not approved) Record No.6B (Encroachment Permits -Agreements and Covenants) Record No.8B (Inventory of Trees and Sidewalks) Record No.15 (Traffic Safety Commission Staff Reports) Record No.18B (NPDES Consultant -Contract Related Records) Record No.21A (Beautification Grants or CRV -Awarded) Record No.21 B (Beautification Grants or CRV -Not Awarded) Record No.22 (Traffic Investigations) Record No.23 (Development Application -Improvement Plans Record No.24 (Development Application -Consultant...Correspondence) Record No.25 (Oversize Vehicle &Neighborhood Parking Permits) Record No.26 (Neighborhood Parking Permits -Neighborhood Application) Record No.27 (Vehicle Records) Record No.28 (Playground Equipment -Inspections) Record No.29 (Office Space Planning) Record No.30 (Office Equipment) Recreation and Parks Department There are many changes to the Recreation and Parks Department retention schedule. Ctarifying language was added to both the Record Series Description and ContenUNotes sections for Record Nos.3A (Cash Receipts &Financial...Donations), 4A (Project Files),and 6 (Recreation &Parks Facilities Operations).Additional changes were made in the ContenUNotes section for Record Nos.1 (Activity Reports), 2 (Budget Files),10 (Facilities Use Permits &Contracts),and 13A (Timesheets).The Total Years Retained was modified for Record Nos.1 (Activity Reports),2 (Budget Files),3A (Cash Receipts &Financial...Donations),4A (Project Files),10 (Facilities Use Permits &Contracts),and13A (Timesheets).The schedule has been renumbered for consistency,and the following new Record Series Nos.have been added to commemorate actual practice of the retention of records in the following categories: Record No.3B (Financial Documents -Los Serenos Docents) Record No.4B (Project Files -Contracts) Record NO.7 (Park Ranger Documents) 4-4 Record NO.8 (Recreation and Parks Staff Report) Record No.9 (Committee Minutes) Record No.11A (Inventory of Playground Equipment) Record No.11 B (Playground Equipment -Inspection and Repair) Record No.12 (Recreational Activity Reports) Record No.13B (Facility Log Books) Record No.13C (Time Cards) Record No.14 (Historical Documents) Record No.15 (Computer Training Manuals) 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 their destruction.However,as noted on each of the attached Destruction Schedules, the City Attorney has directed that any records contained in the files listed on Exhibit "B" that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request rnust be retained by the City and cannot be destroyed. Attachments: 1)Attachment 1 -Marked-up Retention Schedules 2)Attachment 2 -January 2010 Records Retention Schedule for Public Works and Recreation and Parks •3)Resolution No.2011- 4)Exhibit "A"-2011 Department Records Retention Schedules (without mark-ups) 5)Exhibit "B"-2011 Department Records Destruction Schedules 4-5 ATTACHMENT 1 JANUARY 211111FEBRUARY 2011 RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1.Weekly Administrative Report 2 4 6 GC 34090 (Note:Formerly Friday Report) (Electronic Record only from 2010 forward) 2.Budget Files d~a g~GC 34090 GJ3eratiR§lnformatiQn regarding develQpment Qf department budget" GalGulaliens Re~ert6 &SU~J3ertiA§-fleGumeRts-....and. "Qnips Qf a -'h,,,;no' 3.CQrresPQndence &Subiect Files 1 3 4 GC 34090 4.Correspondence-Chronological Files 2 5 7 GC 34090 CQrrespQndence Duplicate Series. (Note:Official CQPY in City Manager's Subject Files.) Sheriff's Dept.CorresPQndence. 5.Grant Files E+6 E+6 GC 34090;24 Grant applicatiQn and Qther related CFR 85.42 dQcuments 6.Legal Opinions 5 5 10 GC 34090 CQrrespQndence with the City AttQrney 7.Claims Files/Risk Management 7A.General Liability Claims G.Q.L CL+3 GCL+3 GC 34090 Retain all Qriginal claims and city's answers settlements,judgments,final awards and similar final records per 70 4 - 6 ATTACHMENT 1 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 76.Workers Compensation Claims GQ.I.CL+10 GCL+10 GC 34090:Retain all settlements,judgments,final LC 110 1:lQ.€i;awards and similar final records per 70= 6401.7~Note that if the file is being audited.it GC :l40QO~must be retained until the findings of the CCR§§audit have becQme final 10101,Review 8 CCR 10102 befQre destrQying 10101,1.~ 10102 10103 7C.Emplovee Trainina Records GI -1-QI±2Q -1-QI±.2.Q GC 34090 7D.Litigation Settlements,Judgments,Final P P GS.G.C 34090 Settlements,judgments,final awards Awards and similar final recQrds and for general liability claims all Qriginal claims and city's answer tQ claims IE Accident Reports Non-Employee Injured ~~~GC 34090 NQn-emplQyee accident repQrts'all departments including RecreatiQn & parks,If claim is filed retain original .mnnr!'with d ..im IE Accident Reports and CalOSHA Forms -CL CL+10 CL+10 GC 34090;See nQte QIjl 76 (Workers Employee Injured LC 6401.7:Compensation Claims) 8 CCR §§Includes CalOSHA Form 300.300A and 10101 ~ 10101 1. 10102 10103. 1430033 8.Insurance Policies,Certificates P P P GC 34090 All evidence Qf insurability 9.Personnel Applications (Not hired)2 2 GC 12946;29 CFR 1602.31, 1627.3 10.Personnel Cards Full Time Employees T 25 T+25 GC 34090 Reference Card With Dates Qf 4 - 7 ATTACHMENT 1 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL Employment,Positions,Pay Rate. (Note:Confidential record.\ 11.Personnel Handbooks P P GC 34090 12.Personnel Records,Full Time Employees T+10 10 T+20 GC 34090 Correspondence Pay Rate Form Evaluations Vacation and sick leave requests. NOTE:Employee Exposure Record,if any in file,retain for Exposure+30;see 29 CFR 1910.1020(c)(5)&(d)(1)(ii) (Note:Confidential record:! 13.Personnel Records,Part Time Employees T+10 10 T+20 GC 34090 NOTE:Employee Exposure Record,if any in file,retain for Exposure+30;see No.12 44-Aflimal-GeRtfel-F-iles AA 2 ~GC :il4Q9Q GeFF6WeRaeRGS,SlalsffieRIG,IRVGises #.1 Film Permits 1 3 4 GC 34090 Application for permission to film in the !l City, Correspondence Insurance certificates. 4&.1 Parking Citation Reports 2 2 GC 34090,Admin.Review Disposition Forms .5.. -'1-7.1 Digital Video Disks (DVD)P P GC City Council Meetings 6..:il4Q9Q.7.3Aill!Planning Commission Meetings Q Special City Committee/Commission Meetinos. 4-8.1 Health &Benefits Reports 4 2 6 GC 34090 Includes eligibility for medical insurance L and other City benefits. 4 - 8 ATTACHMENT 1 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL -W.,1 Cable Television Advisory Board P P GC 34090,CATV Board Minutes .!L 36814.40801 20.,1 Community Forum Files 3 7 10 GC 34090 9- u.~Emergency Preparedness Committee P P GC 34090 Agendas and Minutes .0... P=Permanent;E=Expiration;G.QL=Completed/Closed;AR=Annual Review;T=Termination of Employment;0 =Obsolete (category eliminated) 4 - 9 ATTACHMENT 1 JANlM,RY 2010FEBRUARY 2011, RECORDS RETENTION SCHEDULE CITY CLERK'S DEPARTMENT NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1.Annexation P P GC 34090(a)Secretary of State,Certificate of Incorporation, Backoround Information 2.Budget Files 2 -1-:>6 GC 34090.7 (.gepaFlmeAtaI-baGiHJ,HAfermalieA)JoformatlmJ regardiog developmeot of departmeot budget aDd CQnlF!~nf "nnrQlLe.dJllidoe!, 3.Elections 3A.Camoaion Statements -Elected P P GC 81009(a)Includes FPPC forms 410, 460,461470,496,497,501 3B..Nomination Papers -Elected Expiration of Expiration EC 17100 Records held longer if the subject of judicial term + 4 of term +proceedings.Includes the "Nomination Paper" vears 4 years ~Ballots 6 months 6 months EC 17505; Applications for Vote-By-Mail after after EC 17302(c) Ballots Election date Election date 4.Elections -Non-elected Candidates 4A.Campaign Statements -;;;Not 1 4 5 GC 81009(b)Includes FPPC forms 410, 460,461, 470, 496, 497, Elected 501 4B.Nomination Papers -Not Expiration of Expiration EC 17100 Records held longer if the subject of judicial Elected term + 4 of term +proceedings.Includes the "Nomination Paper" vears 4 vears 5.City Incorporation Documents P P GC 34090 (Stored in Vault,Historical value) 6.Contracts P P CCP 337,Official signed copy of contracts &related documents, 343;GC Including insurance certificates and endorsements.(For 34090 contracts/aqreements affectinq real properly,see 21.) 7.Council Legislative Action Files a~:>~8Z GC 34090.7 All back up material presented to Council In agenda packets (This category is Obsolete from 2010 forward. Duolicates material in Council Aoenda Packet) 4 - 1 0 ATTACHMENT 1 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 8.Council Agendas P P GC 34090 (Note:Electronic record only -retained eiectronically datino back to 2001;nartial records from 1996-2001'.) 9.Council Agenda Packets (Except 2 5 7 GC 34090 Agendas;staff reports;attachments;late Ordinance·Related Staff correspondence;Follow-Up Agendas 9A Gouncil Agenda packets E E E GC 34090 Staff reports relating to ordinances that are adopted nr<l'.I !':bff 10.Council Follow Up Agendas P P GC 34090 (Note:Electronic record only -retained electronically datino back to 2001;nartial records from 1996-2001.) 11.City Council Minutes Books P P GC 34090,Originai document.Vital Record -Historical Value 36814,40801 12.City Council Minutes Reference P P GC 34090,(Note:Duplicate record) Copies 34090.7, 36814,40801 13.City Council Ordinance Books P P GC 34090,Original Documents.Includes codes adopted by 40806 reference (BUilding Code,Fire Code,etc.) Vital Record -Historical value 14.City Council Ordinance P P GC 34090,(Note:Duplicate copies of Ordinances and record of Reference Copies and Control 40806 parties receiving copy of ordinances from City Clerk's Record Sheet Office) 15.City Council Resolution Books P P GC 34090;Original Documents.Vital Record -historical value GC 40801 16.City Council Resolution P P GC 34090,Duplicate copies of resolutions and record of parties Reference Copies and Control 40801 receiving copy o(resolutions from City Clerk's Office Record Sheet 17,Vehicle ownership records L L+5 VC 9900 et Retain records until 5 years after sale of vehicle seq. 4 - 1 1 ATTACHMENT 1 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 18.History Archives P P GC 34090 Material showing the development and history of the City- Historical value 19.Petitions 8 months 8 months EC 17200,Referendums,Recalls and Initiatives.Petitions to be after after 17400 destroyed 8 months after certification of results,unless election date election subject to judicial proceedings date 20.Petitions (other than in :!Q19)AR 2 2 GC 34090 21.Real Propertv Files P P •Deeds GC 34090(a) •Covenants runninQ wiland GC 34090(a) •Index of sewer hook-ups GC 34090 •Deeds for the Citv ParkslTraiis GC 34090 a •Easements GC 34090 a •Street Vacations GC 34090 a •Road Deeds GC 34090(a) •Agreements GC 34090(a) ·Ri9ht of Wav Anreements GC !Recorded Covenants r.r Related to encroachmenL ..in rinhto_nf_w"v 22.Statements of Economic Interest 22,~Statements-ef..eGGnemiG-lnteFest 2 2 4 GC 81009(e)City Council,Planning Commission,City Manager,City 2A.GC 87200 Filers Attorneys,City Treasurers,City Finance Director (Duplicate records:ori9inal statement filed with FPPC, Sacramento)(FPPC Form 700) 22B.Designated Eilers 2 5 7 GC 81009(e)Officials designated in City's Conflict of Interest Code - OriQinal Statements 23.City Newsletter P P GC 34090 Copy of each Newsletter pUblished -Historical value P=Permanent;E=Expiration;C=Completed/Closed;AR=Annual Review;T=Termination;0 =Obsolete (category eliminated);L=Life (City Vehicles =retain records until 5 years after sale of vehicle.) 4 - 1 2 ATTACHMENT 1 ,JANUARY 2010FEBRUARY 2011 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL -1-,1A.Address Files P P GC4003,File Control Sheet Summary of 4004,34090,Application/Permit History,Plannin9 36814,40801 Approvals (applications,AGtises-,staff reporls,memosotQ:file,plans,aedr-ess-Iabels, phot09raphs,Notices of Decision,copies of recorded documents),Building Permits, Statement of Conformance with Fire Warning Ordinances,Surveys (property line or slope Qradientl 1A,a.Address Files -Residential Plans except C+2 C+2 GC 34090,Approved Plans for Single-family Residential Approved Site Plans and Health &Safety 65009,Projects only (except Health &Safety Code § Code §19850 Residential Plans H&S 19850 19850 Residential Plans [1 B]and Site Plans CCP 318,[lCD 319, 343,338 19~.Address Files -Health &Safety Code §P P GC 34090,All approved plans for Single-family 19850 Residential Plans 65009,Residential that must be retained pursuant to H&S 19850 Health &Safety Code §19850 1GQ.Address Files -Residential Approved Site P P GC 34090,Approved Site Plans for all Single-family Plans 65009,Residential Projects H&S 19850 1I:l~.Address Files -Multi-Family Residential P P GC 34090,Approved Plans for Non-Residential Projects and Non-Residential Plans 65009,including City projects H&S 19850 4 - 1 3 ATTACHMENT 1 2.Planning Application Project Files:P P GC 4003,Action Information Sheet,Staff Reports with Coastal Permits ,4004,34090,attachments,adopted resolutions or Conditional Use Permits 65009,conditions of approval,approved plans, Conditional Large Domestic Animal Permits HS 19850,applications (including applications for Encroachment Permits CCP 318,revisions),surveys (property line and slope Environmental Assessments 319, 343,338 gradient),environmental document,notice of Exotic Animal Permits hearings,and photographs.If applicable, Fence,Wall &Hedge Permits coastal permit hearing agendas and minutes. Geologic Investigation Permits Grading Permits Height Variation Permits Landslide Moratorium Exception Permits Landslide Moratorium Exclusion Permits Large Domestic Animal Permits Lot Line Adjustments Minor Exception Permits Site Plan Review Permits Sign Permits Special Construction Permits Special Use Permits Temporary Vendor Permits Variance Permits 3.Legislative Application Project Files P P GC 4003,Action Information Sheet,Staff Reports with (Development Code Amendments,Zone 4004,34090,attachments,adopted resolutions, Changes,General Plan Amendments,65009,applications (including applications for Specific Plan Amendments)65860,revisions),surveys (property line and slope HS 19850 gradient),environmental document,notice of hearings,work papers,photographs,copies of any recorded documents,copies of any Zonino Mao chanoes 4 - 1 4 ATTACHMENT 1 4.Subdivision Application Project Files P P GC 4003,Action Information Sheet,Staff Reports with (Parcel Maps and Tract Maps)4004,34090,attachments,correspondence,adopted 66499.37 resolutions,applications (including HS 19850 applications for revisions),surveys (property line and slope gradient),environmental document,notice of hearings,work papers, memos,copy of approved tentative map, copies of any recorded documents,legal documents,improvement bonds, photographs,notices 5A.public Notices and Public and Applicant C+1 C+4 C+5 GC 34090,GeFfesJ3eAseAGePublic notices and related Correspondence in Address Files,Planning 65009,address labels aloog with correspondence Application Project Files,and Legislative CCP 318,received from the public and between the Application Project Files for non-City 319,343,338 City and the applicant (including material Projects samples,if any)related to specific planning applications or miscellaneous planning issues 58.Consultant and Other Interoffice C+1 C+4 C+5 GC 34090,Correspondence exchanged between Correspondence in Address Files,Planning 65009,consultant and staff (except geology -see Application Project Files,Legislative CCP 318,record series no.9),and other interoffice and Application Project Files for non-City 319, 343,338 intra-office correspondence,if retained in the Projects ordinary course of business.---Please-Nete; +Al3--GYFfeRt-peliGy-is-tl1aHRlffi~lIise-8As iRteffilli_FfesJ3eAseRse-8l'e-Aet-felaiAes iFl4l1e-eFGiRal')'-Geyr-se-ef-aysiAess,aAEi-lAis Gate§eF)4lee!H'let-fe"YiFe-tl1EHeteAlje~f iAlFa~IIise-aAfHR!effilliGl3--GeFfeSJ3eAseRse Aet-felainefHFI4l1e-eFEliAaFY-GeYf6e-ef GYSiAess,iAGlYsiA§-£GFfeSJ3eAseAse-witl1-Gily GGASYltaAh'*'* 4 - 1 5 ATTACHMENT 1 5C.Research,and Preliminary and C+1 C+4 C+5 GC 34090,Includes drafts released to public,as well as Administrative Drafts,in Address Files.65009,research,and preliminary and administrative Planning Application Project Files,65860,drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business.--Please-Net~e-GHFFeRt~e~GY-is Subdivision Application Project Files for CCP 318,t!laHeseaFGA;-pFe~miFlaFY-aAG-asmiAislffilive non-City Projects 319,343,338 sFafls..aFe-flel-felaiAefl-iA4Re-GFfliAafY-GGHFSe ef-GHsiAesS;-aA9-lRi5-Gate§eFY-Gee6-flet FeEjHiFe-lRe-reteAHeR-6HeSeaFGA-<lAs j3FeiimiAaFY-aAG-asmiAislFalive-flFafts-flel FelaiAefl-iA4Re-GFfliAaFY-GGHFSe-Gf-GHsiAess,** 50.City Projects -Public Notices and Public C+1 C+9 C+10 GC 34090,GeFFesl'eAseAsePublic ootices and related and Applicant Correspondence in Address 65009,address labels along with correspondence Files,Planning Application Project Files,CCP 318,received from the public and applicant and Legislative Application Project Files 319,337.15,(including material samples,if any)related to 343,338 specific planning applications or miscellaneous Dlannina issues 5E.City Projects -Consultant and Other C+1 C+9 C+10 GC 34090,Correspondence exchanged between Interoffice Correspondence in Address CCP 318,consultant and staff (except geology -see Files,Planning Application Project Files,319,337.15,record series no.9),and other interoffice and Legislative Application Project Files 343,338 intra-office correspondence,if retained in the ordinary course of business.'::Please-Nete; +R&GHFFeAli>e~GY-is-tRaHAlFa-e#ioo-aAS iAter-e#ise-Ger-feSl'eRseAoo-ar-e-Ael-FelaiAes iA4Re-GFfliAaFY-aeHr-se-ef-GH6iAesS;-aA9-lRis sale§er.y-flee6-flel-r-eEjHiFe-lRe-relsAHeR-6f iAlFa-G#ioo-aAs-iRter-e#ise-GeFFeSl'eAseAGe Ael-felaiAsfl-iA4Re-Gr.fliAafY-GGHr-se-Gf eHsiAesS;-iAGiHSiA§-WFFeSl'eAseAse-wilfl-Gity GeASHtlaAb 4 - 1 6 ATTACHMENT 1 5F.City Projects.Research,and Preliminary C+1 C+9 C+10 GC 34090,Includes drafts released to public,as well as and Administrative Drafts,in Address'Files,65009,research and preliminary and administrative Planning Application Project Files,65860,drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business.:l2lease-Note;....+Ae-GHFfeA~oIiGY Subdivision Application Project Files CCP 337.15 is-lRal-fasaaFGA,flraliffiiAaFy-aAe aemiAistl'atAAHlFalts-aF9-Aol-falaiAefl-iA-tRe oFdiAaFY-G0llFGa-at-ellSiAOS5;-8Afl-ihis Gate§oFY-floo5-Aol-fa!'lllir-&tha-HltoAlioA-ef rasear-Gh-aAd-pr-elimiAar.y-and-admiAistl'alive drafls.-nol-falaiAefl-iA-lfla-aFdiAaFY-G0llr-sa-af ellsiAOSIr. lh.6A.Environmental Impact Report Files P P GC 34090;Notices,Initial Study,Publically Circulated PRC 21167;Draft EIR,Certified Final EIR &CEQA Guidelines 6A):l.Environmental Impact Report Files·Public FA+1 FA+2 FA+3 GC 34090;Correspondence received from the public and Applicant Correspondence PRC 21167 and applicant related to environmental imoact reoorts. 6RJ;<.Environmental Impact Report Files·FA+1 FA+2 FA+3 GC 34090;Correspondence exchanged between Consultant and Other Interoffice PRC 21167 consultant and staff,and olher interoffice and Correspondence intra-office correspondence,if retained in the ordinary course of business.:':Piease-Not&. +flEl-Gllr,-eAt-polisy-is-that-iAtl'a-effiGe-aAd iAtoraffiGEl-GGFfespoAdeRGG-aF9-Aot-f-etained iA-lfla-ardiAary-aellFGa-at-ellsiAe65;-8Ad-tIlis Gate§oFY-floe5-Aol-fa!'lllire-tha-rateAlioA-ef iAtFa-Gffisa-aAfl-iAleraffiGG-£err-espoAdeAsa Aol-falaiAefl-iA-tRa-aFdiAary-aellFGa-af ellsiAess,jAsllleiA§-GGFfeSpOAeeAse-wilR-Gily GeASllllaAb 4 - 1 7 ATTACHMENT 1 6G~.Environmental Impact Report Files -FA+1 FA+2 FA+3 GC 34090;Preliminary and administrative draft Preliminary and Administrative Drafts'PRC21167 documents,if retained in the ordinary course of business.Does not apply to circulated Draft EIR (see retention category 6).Please Note:The current policy [s that preliminary and administrative drafts are not retained in the ordinary course of business,and this category does not require the retention of preliminary drafts if such a(SLnot retained in the ordinary course of business. 7.Chronological Files N/A N/A 2 GC 34090.7 Copies of all correspondence (letters and notices)mailed out bv the Deoartment. 8..llA.Code Enforcement Case Files C 5 C+5 GC 34090 Complaint Information,correspondence, Investiqation Notes,ohotoqraohs 8A~.Code Enforcement -Reference Files P P GC 34090 Specialized subject files that document department's administration of codes .IlC..Escort and Massage permits l:!;6 T+2 GC-34090 8pplicatllms..D.ermilsJssue.Qand other related documenlli 9.Geologic &Soils Reports P P GC 4003, 4004,34090,Complete Reports submitted by project HS 19850 applicants for City review;include correspondence with geologist.Historica[ Value. 10.Planning Application Log P P GC 34090 Listing of Submitted Planning Applications from 1975 through 1999 in book form;2000 and forward as comouterized records. 11.Miscellaneous City Project Files -Initiated LA + 1 LA + 4 LA+5 GC 34090 Includes reports,studies.inter-office but not approved correspondence,photographs,and memos. Also,if applicable,may include staff reports, adopted resolutions and environmental documents.Does not include completed City projects,which are included in Planning Application Project Files. 4 - 1 8 ATTACHMENT 1 12.Commission/Committee Agendas,Adopted P P GC 34090(e) Minutes and Resolutions (Planning Commission,View Restoration Commission,Equestrian Committee, Antenna Guidelines Sub-committee, Neighborhood Compatibility Sub- committee,Residential Development Standards Sub-committee,PUMP Committee,General Plan Update Sub- committee) 13.Reference Maps -Group A LU + 5 LU + 5 GC 34090 Includes land use reference maps and Copies of Tract Maps various other study maps that are either Copies of Parcel Maps duplicates of County records,or cease to Copies of Record of Surveys have usefulness once replaced with an Permit History Maps updated map. 14.Reference Maps -Group B P P GC 34090 Includes General Plan Land Use Map, General Plan Land Use Map and other Zoning Map,Coastal Specific Plan Land Use document maps Map,aerial maps,composite/topographic Coastal Specific Plan Map and other maps,and various other maps in document maps reproducible format Zoning Map Address Maps LA County Zoning Maps City wide aerial photos 1976 Composite Maps Archaeology Maps Topo maps Land use maps ESA Maps 15.Budget files (Dept.)2 2 4~GC 34090 Qraft-gHS€/els,-memGS;-£lafHepGF!&, &lHsieslnformatjon regarding development of department budget and r-epGFis-@DiAA,Qf g 4 - 1 9 ATTACHMENT 1 16.View Restoration Permit,View Preservation P P GC 34090 Staff Reporls with attachments,adopted Permit and City Tree Review Permit Files resolutions or conditions of approval, memos,correspondence,photoQraphs 17A.Consultant Files (Contracts)-Specific C C+2~C+~GC 34090 RFQ or RFP,consultant proposals,staff Tasks reports,copies of approved signed contracts, regarding consultants who are hired for a soecific task. 17B.Consultant Files (Contracts)-General E E+2~E+2~GC 34090 RFQ or RFP,consultant proposals,staff Tasks reports,copies of approved signed contracts, regarding consultants who are hired on a general basis and perform ongoing work for City. 17C.Consultant Files -Non-selected Proposals 2 2 GC 34090 Proposals for consulting services that were not selected. 18A.Litigation Files -Background C C+2 C+2 GC 34090;Attorney-client communications,copies of 34090.7 pleadings,depositions,subpoenas, discovery,administrative record 18B.Litigation Files -Final Award,Judgment,P P GC 34090 Final award,judgment,settiement or similar Settlement final document c10sina out a Iitioation matter .19..Animal Control Flies 6 ~GC 34090;Correspondence st~.nts..and invoices 340907 re.cardino.Los..Apgeles County Animal Control NOTE'Statements and invoices are duplicates;Originals are in the Finance Qeo.arlm.e.n1. P=Permanent;C=Completion (for example,completion of project,issuance of all occupancy permits,etc.);E =Expiration-er'T =Terminalion.Qf business;FA=Final Approval (for example,the approval date of the final ElR);LA =Last Aclivity;LU =Last Updated (retain the last updated even if older than the retention period) **Note'The current policy is that most intra-offjce and'.category does nQt require the retention of such i I.oteroffl~e correspondence will not be retained'.such corresoondence is n.o.Lr.e.taine.dJnJh .nlca:llffil;e and Interoffice correspondenc .I d'In the ordlDary c.QjJrse of business and tbiseordinarycourseofbusinesseloCU109correspondencewithCityconsultant.uroYlded 4 - 2 0 ATTACHMENT 1 JA.NUA.RY 2010FEBRUARY 2011 RECORDS RETENTION SCHEDULE FINANCE &INFORMATION TECHNOLOGY DEPARTMENT TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 1.Accounts Payable 3 2 5 GC 34090,Invoices approved for payment 34090.7,CCP Electronic and/or paper Purchase Orders 337 Warrant Registers,and related correspondence 2.Accounts Receivable 3 2 5 GC 34090 City invoices and supporting documents, and related correspondence 3.Finance &Information Technology 2 -2 GC 34090 €ll;u;J§etlnformatjoD regarding development Department Budget Files of department bllilg~and relateS ooFFe6f:leAlleA6&ldln;,,~nf h"rln~. 4.Auditor's Reports P P P GC 34090 Gily)ndependepl Auditor Reports, Informational Report submitted to State Controller,Special Audits,and Auditor's Recommendations 5.Bank Reconciliation 3 7 10 GC 34090;26 Bank Statements,Copies of Deposit CFR 31.6001-1 Records,Notes and Worksheets 6.Organization-wide Budget Files 2 2 GC 34090 Organization-wide budget support documents 7.Business License Applications E+2 E+3 E+5 GC 34090 Business License Applications and copies of business registrations (i.e.,contractor's licenses),if applicable,and related correspondence 8.Business License Reports 5 2 7 GC 34090;Yearly report of business licenses issued by CCP 337 the Citv 9.Cancelled Checks 3 4 7 GC 34090;Cancelled checks or electronic images of CCP 337 cancelled checks 4 - 2 1 ATTACHMENT 1 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 10.Cash Receipts 3 2 5 GC 34090;Cash Receipt Summary,Cash Register CCP 337 Tape,Bank Deposit Receipts.(Source documents for cash receipts filed where applicable,--Masl-aFe-1R-PlR!j"Bls!j.8.Cose €Af including Community Development and Recreation &parks.) 11.Special District Files 2 9 11 GC 34090 Includes Miraleste and Ridgecrest Recreation &Park Districts,ACLAD, Klondike,RDA,and Assessment Districts; correspondence,baRk-statemeRI&,-£ReGk swes-and invoices, 12.Detailed &Summary General &Subsidiary 3 7 10 GC 34090;Includes capital projects and trust deposit LedQers CCP 337 subsidiary ledgers 13.Journal Entries 3 7 10 GC 34090 General ledger and budget journal entries and supportlnQ documentation 14.Ledger Reconciliations 3 -3 GC 34090 Worksheets used to prepare for various audits;correspondence 15.Organization-wide Final Budget Document 5 P P GC 34090 Includes operating and capital budgets 16.Payroll Records 2 8 10 GC 34090;29 Bank Statements and supporting CFR 516.2,documents,Tax Report Records,Payroll 516.5,516.6;Register &Reports,Insurance Records, 22 CCR 1085-Vacation Reports,Records of 2);26 CFR disbursements to employees,and related 31.6001-1;IRS correspondence.(Note:Confidential Reg.31.6001-records) 1(e)(2);R&T 19530;LC 1174(d) 4 - 2 2 ATTACHMENT 1 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 17.Retirement Records 3 T+4 T+7 22 CCR 1085-Personnel Action Form Benefits Eligibility 2(c);26 CFR (Duplicate Series -City Manager is official 31.6001-1;29 custodian of this record)and Bi-weekly CFR 516.5 Pension Cost Calculation (Note:Official record held by PERS, Sacramento,CAl 18.Revenue Folders 3 2 5 GC 34090 Invoices,Check Stubs,other cash receipt SUDoort &CorresDondence 19.Time Sheets 1 9 10 GC 34090;29 Timekeeping records for City personnel. CFR 516.2,(Note:Confidential Record) 516.6;IRS Reg.31.6001- 1(e)(2);R&T 19530 20.Trust Deposit Records 3 7 10 GC 34090 Ledger Sheets for Individual TO's and related corresDondence 21.Finance Advisory Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports Packets 34090.7, 3€lS44;-40801 22.Finance Advisory Committee Agenda and P P GC 34090,Agendas and minutes to City Clerk for Minutes 3€lS44;-40801 permanent retention 23.Storm Drain Oversight Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports Packets 34090.7, 3€i€l14.40801 24.Storm Drain Oversight Committee Agenda P P GC 34090,Agendas and minutes to City Clerk for and Minutes 3€lS44;-40801 permanent retention 25.Monthly Cash Balance Reports 2 8 10 GC 34090 Staff ReDDrt and attached schedule(sl llli)sented to the Cit"r.n,,n~;1 A=Audit;C=Completion;E=Expiration;T=Termination;0 =Obsolete (category eliminated);P=Permanent 4 - 2 3 ATTACHMENT 1 JANUJ\RY 2010FEBRUARY 2011, RECORDS RETENTION SCHEDULE FINANCE &INFORMATION TECHNOLOGY DEPARTMENT TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 1.Accounts Payable 3 2 5 GC 34090,Invoices approved for payment 34090.7,CCP Eiectronic and/or paper Purchase Orders 337 Warrant Registers,and related correspondence 2.Accounts Receivable 3 2 5 GC 34090 City invoices and supporting documents, and related correspondence 3.Finance &Information Technology 2 -2 GC 34090 BlJs§etlnformaJion regarding develooment Department Budget Files oLdeRatlmenl budget and relates GGFFeSlleRseRGe-cooi"s of I h ..rlnol 4.Auditor's Reports P P P GC 34090 Gi~lndependent Auditor Reports, Informa.ti9.nal.Report submilted..1Q State CDntroller,Special Audits,and Auditor's Recommendations 5.Bank Reconciliation 3 7 10 GC 34090;26 Bank Statements,CDpies Df DepDsit CFR 31.6001-1 RecDrds,NDtes and Worksheets 6.Organization-wide Budget Files 2 2 GC 34090 OrganizatiDn-wide budget support documents 7.Business License Applications E+2 E+3 E+5 GC 34090 Business License Applications and cDpies of business registrations (i.e.,contractor's licenses),if applicable,and related correspondence 8.Business License Reports 5 2 7 GC 34090;Yearly report of business licenses issued by CCP 337 the Citv 9.Cancelled Checks 3 4 7 GC 34090;Cancelled checks or electronic images of CCP 337 cancelled checks 4 - 2 4 ATTACHMENT 1 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION .ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 10.Cash Receipts 3 2 5 GC 34090;Cash Receipt Summary,Cash Register CCP 337 Tape,Bank Deposit Receipts.(Source documents for cash receipts filed where applicabl&.-Mest-aFe-iA-Pln!h-€lIElg.&Cade €Af including Community Deyelopment and Recreation &Parks.) 11.Special District Files 2 9 11 GC 34090 Includes Miraleste and Ridgecrest Recreation &Park Districts,ACLAD, Klondike,RDA,and Assessment Districts; correspondence,eank-slatemen!£.,GResk &kiss-and invoices, 12.Detailed &Summary General &Subsidiary 3 7 10 GC 34090;Includes capital projects and trust deposit LedQers CCP 337 subsidiary ledgers 13.Journal Entries 3 7 10 GC 34090 General ledger and budget journal enlries and suoDortino documentation 14.Ledger Reconciliations 3 -3 GC 34090 Worksheets used to prepare for various audits;corresnondence 15.Organization-wide Final Budget Document 5 P P GC 34090 Includes operating and caDital budoets 16.Payroll Records 2 8 10 GC 34090;29 Bank Statements and supporting CFR 516.2,documents,Tax Report Records,Payroll 516.5,516.6;Register &Reports,Insurance Records, 22 CCR 1085-Vacation Reports,Records of 2);26 CFR disbursements to employees,and related 31.6001-1;IRS correspondence.(Note:Confidential Reg.31.6001-records) 1(e)(2);R&T 19530;LC 1174(d) 4 - 2 5 ATTACHMENT 1 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ,ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 17.Retirement Records 3 T+4 T+7 22 CCR 1085-Personnel Action Form Benefits Eligibility 2(c);26 CFR (Duplicate Series -City Manager is official 31.6001-1;29 custodian of this record)and Bi-weekly CFR 516.5 Pension Cost Calculation (Note:Official record held by PERS. Sacramento,CA) 18.Revenue Folders 3 2 5 GC 34090 Invoices,Check Stubs,other cash receipt support &Correspondence 19.Time Sheets 1 9 10 GC 34090;29 Timekeeping records for City personnel. CFR 516.2,(Note:Confidential Record) 516.6;IRS Reg.31.6001- 1(e)(2);R&T 19530 20.Trust Deposit Records 3 7 10 GC 34090 Ledger Sheets for Individual TO's and related corresoondence 21.Finance Advisory Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports Packets 34090.7, :l68-14,40801 22.Finance Advisory Committee Agenda and P P GC 34090,Agendas and minutes to City Clerk for Minutes :l€l8-14,40801 permanent retention 23.Storm Drain Oversight Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports Packets 34090.7, :le8-14,40801 24.Storm Drain Oversight Committee Agenda P P GC 34090,Agendas and minutes to City Clerk for and Minutes :l€l8-14,40801 permanent retention 25.Monthly Cash Balance Reports 2 8 10 GC 34090 Staff Reportaru!..al.lached schedulels) I In thF!r.itvJ:;~ A=Audit;C=Completion;E=Expiration;T=Termination;0 =Obsolete (category eliminated);P=Permanenl 4 - 2 6 ATTACHMENT 1 JANYARY 2QHlFEBRUARY 2011 RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Budget Files .1-".1-2 GC 34090.7 GelailslnfQrmatiQn regarding develQpment Qf Ge~aFlmern--gH8!'lel-dl;o.artme.Dt budget..and CQ':"oo nf ~nnroved budnF>' 2.City CQuncii Agendas &Public Works Staff 6 mQs.6 mQs.1 GC 34090.7 (duplicate record) RepQrts (Duplicate files) 3.Maps and Plans +£;l ¥;lE GC 4003.4004,Rights-Qf-Way 34090(e}Landscape Plans Drainage Maps Aerial Maps Aerial PhQtQgraphs City Maps Maintenance &ImprQvement Maps Open Space Maps (FQrrestal.Barkentine) Assessment District Maps CQntQurfT opQgraphic Maps Engineering Drawings Grading Maps/Plans Park Plans (CIQvercliff;Del Cerro;FQunders; Hesse;Ladera Linda;Marilyn Ryan;Ryan Park [fQrmeriy Rancho Palos Verdes Park]; Sunset) Civic Center Undergrounding Traffic CQntrol Device~11 "., plans &S ...Bid DQcument 4.!IA Pr-ajeGt-FilesPublic Works Capital Projects C+1 ~9 C+10 GC 34090,CorrespQndence with attachments City-funded J4OO0.7;;lO em Inter-Office MemQs.ifJ:e1ained in the Qrdioary, 5111.;l.5111.S;-lRS course of business ** Re~Q.1-Staff Agenda Reports ~~FoIIQw-Up ActiQn Ml8el'allylSla~8e8-Pr.gjests CCP 33715 Requests FQr PropQsals (RFPs) -bG-1-1+4{{j.j SuccessfuLPropQsals and Bids Contracts INQte:GHRlisate--ResGF8; 4 - 2 7 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL ,GFi€liAalCont=ts are duplicates'original in City Clerk's Office.) Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant files I 46.IPublic Works Capital projects -State-I L.Q±1...J LQ±9 C+10,.j GC 34090.JQQrl:e.sQ.9ndence with attachments funded ~I CCe 337 15 Inter-Office Memos if.re.tainfldjoJl1e..oLctinar¥ ~.QLU:s.f>..of..b.u.s.iJle.ss •• Staff AgeillW Reports Follow-Up ActiQp Bequests For ProQ.OS.als (REE£l Successful Proposals and Bids Contracts INote'Contracts are duplicates; llliginaU!l.Cilv Clerk's OWce ) Contractor and Subcontractor Time Sheets andjoyojces (Prevailing wages) J3..ranUi1e.s I t I I Il I 4C,J [",n,Wo""C";""..;.",,-E'd~II'·1 L e.'....1 L e.9....1 L e.1O...J I iii'j Correspondence wittl..aU~b~s funded CCe 337 15,lntel=-O..ffice Memos if retaioedJnlbe ordinalY 7 CFR 3016 42 course of business .. Staff Ageml.a.EeQ.Ods Eclk1w-Up Ac.lillo Requests For eroQ.OS.als (Rllil Successful Proposals aDd Bids Contracts INote:Contracts are duplicates; originaUn City Clerk's Office) I Contractor and Subcontractor Time Sbeets and invoices (preyailing wages.) ,ilianLfilll§ ,~Il ,I I I l ~ 14D J (PUbliC Works Capital Projects -Mixedl LC+1....J L C+9,...J .G±1Q.J 1 [ff ¥§of~I Correspondence witb attacbments I Funding Sources cc;P 337 15 Inter-Office Memos if retained in tbe ordinarY -course of business ** Staff Age.ill1aBeports I :~~~tjr (RFPs\~ 4 - 2 8 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL.Successful Proppsals and Bids CQntracts (NQte:CQntracts are duplicates' Q[jginal in City Clerk's Office) CQntractQr and SubcQntractQr Time Sheets and inVQices (Prevailing wages) Grant fiies I I I J Il I II ,l I !lE.J lPublic WQrks Capital projects:::J kt.3.J 1 ILkt.3...J GC 34090.J1Unsuccessful bids and unsuccessful Unsuccessful Bidders and Proposers L7 CFR 3016.42 RrQposa~ponding tQ RFPs.regardless Qf Ifllndinn <QUrCe I I I l II II [!I.E.J PUb~ic.ci°rn :arta)~i~s -I I-l..A+3-.J I I LLA+3-.J I I Records related tQ RrQPQsed capitaLlllili.ects that were nQt aQ!Jroved for cQnstructiQn IfprehmmarvnroposalsIDTOiectnot approved any grant funds were used for preliminary WQrk retain for mjojrnuill...-period specified in Qran!conditions II I I II "II I 5.ChrQnQIQgical files 1 4 5 GC 34090.7 CQpies of all cQrrespQndence (Used fQr quick reference)(Out>lQin>l mail;staff rePQrts)' G,M EncrQachment Permits GI+1 I±9 GI+10 GC 34090 Utility and Cellular Permits,dumpster ,permits (residents),CQntractQr permits {NG":to,iFatiGI+-at-wmpleliG~ liB..J IEncroachment permits -Agreements and ILI±1...J T+9...J T+10-.J I GC 34090,GC I CQvenants filed with the CQunty fQr ROW Covenants 34090 7 improvements (NQte:Duplicate record' lorioinal in Citv Clerk's office) !,!I ,I I i! 7.Improvement Undergrounding and 1 10 11 GC 34090 CQrrespQndence;Work Papers;Reports Maintenance District files (Landscaping and agreements tQ participate and and Liahtinal associated dQcuments 8,M InventQry Qf RQad Infrastructure 10 +LU 10 +LU GC 34090(a)Road signs and striping;if the last inventQry ,update is Qlder than the retentiQn periQd specified,that inventQrv shQuld be retained laaJ llnvenlory of Trees and Sidewalks !LJO+LU...J I I L10+LJ.!...J LGC34090......J Trees and sidewalks inventory:if the last inventQrv um!ate is Qlder thao the retention period specified,that inventory shQuld be retained I I I I I I!1 I I I 4 - 2 9 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 9.Los Angeles County Road Department C+1 4 C+5 GC 34090 Service Request forms and related Service Requests documents (i.e.,catch basin cleaning) 10.Los Angeles County Engineering Service C+1 4 C+5 GC 34090 Department Service Request Forms and Requests related documents 11.Maintenance Records 2 8 10 GC 34090 Streets;Roads;Sidewalks;playground ,Egj,ljRIILellt.....Tree removals;Maintenance Schedules;Maintenance Service Requests; Summary Reports I 12.Speed StudiesZone Surveys 1 42 ~10 +LU GC 34090 Speed Zone Surveys and lfaffiG 6llJdiesEngineering and Traffic Surveys VC 22400 et .s"n 13.Accident Reoorts 2 8 10 GC 34090 Accident Reports from Sheriff's Office 14.Traffic Safety Commission Minutes--.an.d P P GC 34090(e) /1.5..J (Traffic Safety Commission Staff ReportsJ L..J L~--.J LI-J GC 34090...J Note'Any staff..rnQQLts relating to spgcific Wbiic works QIQjects shouid be fiied in 4A, 4Ej.4C.or 40.as appiicable.and retained Ifort~period....sQecjfied ip those record Jierie.s. ---l II ,II II II ~ 45.1 Geology Studies (non-project related)P P GC 34090 General geology for Portuguese Bend, .6.Klondike Canyon,Abalone Cove -1.6.1 AB 939 Annual Reports 1 5 6 GC 34090;PRC AB 939 L 41821, 42 USC 9601 et seq.(CERCLA § 101 et sea.) I I I -1+,1 NPDES Permits and Annual Reports P P 40 CFR 122.28 National Pollutant Discharge Elimination 1lIA.System perm its and annual reports 4 - 3 0 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL.Cm:J:e.sppndence with the Regional Waler QualilY...6llard and otbflLagencies QOllitS.pQndence with consultant relaled-lQ permits/reports !nY.~tigalillns.viQlatiQns and site visits Memorandum oLAqreement/s)with Qther agencIes and related records regarding jQint respQnses (NQte:MOAs arlLdJ.J pJica!e' nrinin"LiJl.Q1v r.1"rk'o nlli",,\ 1llB.1 !NPDES Consyltant -Contract Related\lli.-J I T+4-.J GC 34090:..j CoosultanLBEE I..-CCP 337 C.QJllrnct (Note:Contrj3cts are duplicate:RecQrds QIjgioal in City Clerk's Qffice) Contract admjoistr:atioQ correspoodence Invoices (N.o1.e~Invoices are....duplicates: Q[joinaUuEioanc.e.lteQadOlJilll) I I I II ~I 'lth,t Pavement Mgm!.Systems Annual Report 10 +LU 10 +LU 23 USC 119;Pavement Management System report is 9.STIP Guidelines used in obtaining state and federal funding fQr Chapter 23.2,4 preventive maintenance prQjects.Retain for ten years minimum;retain last updated repQrl even if older than lhe retentiQn periQd. t9,~Quarterly Reports -Commercial and 1 5 6 GC 34090.Quarterly repQrts provided by cQntractors ll..Residential Haulers 42 USC 9601 et prOViding integrated solid waste management seq.(CERCLA §services tQ the City 101 et sea.) I I I , l~j 1Beautification Grants Of CRV ..Awarded.J 1--.J 5-.J LJ LGC 34090 .-J Ic..ompleted gt:aI1Lappli@1iQOs for orantsl awarded aod SIJ LQala,I I II I I 12.1B.j jBeautification Grants or CRV Notl ~--J -...J L~-.J _GC34090 -l IComPleted gl:allLapplications but no ora.nl! Awarded awa~~ I I ,I II ~I (22...,](Traffic Investigations I ___g .J Lg--.J L10.-J LGC 34090-.J loformai iovestigations that generate reports that have nQt been addressed by the traffic :;aflllv CQm missiQn I I I II I II I I23.J I=opment Application -ImprovementI P..J ...J L P--.J GC 34090,I~APproved plans.surveys -reports.studiesl 25Qll.9..W .Ir"lIi"imn"d ollLdies-.I In "I 4 - 3 1 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL.CCfJ~19,Ilsp.emc develQpment applicatiQn l- I I I II 24-Development Applicatjon C+1..J C+4..J C+5-.\GC 34090 Correspondence exchanged between Consultant and Interoffice ~t:JID.S.u!1anl and staff and Qther interoffice aDd Correspondence CCp 318 319 jntra-offjce correspondence if retained in the-343 338 .rn,"0"nf h,•• II I I I II I 12.5..J loyersizevehicle &NeighborhoQd parking \l~g~Lg--!LGC34090 ...J I=~individuaLpermit appljcatiQns andl permits l I I I I r I I26.J INeighbQrhQQd parking permits -I l...J I I±2...J --.J \ApplicatiQn and related recQrds tQ initiate a I N"i,,1 lneLQhborhQQd 'I Qermit Illi19rnrn.. II I I I I I2LJ{Vehicle RecQrds I W-.J I LW-l VC 9900 et seq.J Maintenant:fl....blds..procu=.eol,research I {retain records tpr 5 years after sale of llebicle.l II I I I I ~ I.za.J lPlayground Equipment ..Inspectjoos..-J UO+LUJ I I Ul!±.LJ.!,j LGC 34090-.J Cons..u1tant repocts and inspections Retaio for ten years mioimum'retain lasl\ updated jnspection report eyen if older than the retentilllLQeriQd. I II II II I'II I 12.9.J lOffice Space planning ILg-J1 ILg~LGC 3409Q.:..j BEP for cQosul1anl-CCp 337 CQntract INote:CQntracts are duplicate' Qriginal in City Clerk's Qffice) QQrres.DJm.dence" Office plao.s..ailll..Ielaled records II I II II I I3ll.J tOffice Equipment I I±2..J I II I±2-l GC 34Q9Q'I RecQrds relatedJll.purchase and use Qf Qffice CCp 337 Ieal.liRlllel1l.,I I I I II,I I I I II l P=Permanent;T=TerminatiQn (when facility has been dlsmantled..QLpermit terminated);C =CQmpletiQn (when prQject has been cQmpleted);LU =Last Updated (retain the last updated inventory Qr report even if Qlder than the retentiQn periQd);LA -Last ActiVity;L-Life (City Vehicles -retain recQrds uotiL5 years after sale of vehicle) 4 - 3 2 ATTACHMENT 1 JA.NUA.RY 2010EEBRUARY 2011 RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Budget Files -1-~-1-.2 GC 34090.7 flelailslniQUllittion regarding development of fle\*iFlmaAl-I!YSgel-UllRadment budget and l:.QDles..oLa . 2.City Council Agendas &Public Works Staff 6 mos.6 mos.1 GC 34090.7 (duplicate record) Reports (Duplicate files) 3.Maps and Plans +.E :1 ¥.:1j;GC 4003, 4004,Rights-of-Way 34090(e)Landscape Plans Drainage Maps Aerial Maps Aerial Photographs City Maps Maintenance &Improvement Maps Open Space Maps (Forrestal,Barkentine) Assessment District Maps ContourlTopographic Maps Engineering Drawings Grading Maps/Plans Park Plans (Clovercliff;Del Cerro;Founders; Hesse;Ladera Linda;Marilyn Ryan;Ryan Park [formerly Rancho Palos Verdes Park]; Sunset) Civic Center Undergrounding Traffic Control Devices PI"n.R...,IRirl n~~,"',,,nl.\ 4.4A PFojeGt-FilesPublic Works Capital Projects C+1 ~9 C+10 GC 34090,Correspondence with attachments -City-funded d4G9Q.7;:19 CF'R Inter-Office Memos if retained in the ordinary, 51€i.:1,51€i.6rIRS course of busjness 11"* Ra~Q~Staff Agenda Reports -1{a)(~Follow-Up Action F-aser.allyfSlate-Fl;Ase8-PfejeGls CCP 33715 Requests For Proposals (RFPs) -bC-1-1-74(4)SuccessfuLProposals and Bids Contracts (Note:flyeiieate Reror.ei 4 - 3 3 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL.QFi§iAalCoolracts are duolicates:original in City Clerk's Office.) Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant files I I I I I 48..1 lPUbliC Works Capital projects -State.,Q±11 Q±9...J LC±1Q...J I GC~~~,I Q.Qa.eJipondence witl1..at1achments funded --'......ccd3i3s inter-Office Memos if retained in the ordinary ~e of business ** Staff Agenda ReQQds Follow-Up Acti.Qn Reau.esJs For Proposals !RFps) Successfu.L.E.r..oposals and Bids Contracts (Note:Contracts are duplicates' original in City Clerk's Office) Contractor and Subcontractor Time Sheets and invoices (prevailing wages) l3-Ullli.fil.eJi I II I I II I I 4.C..J lPublic Works Capital projects -EederallY=1 LC+l......._Q±9 I LC-±1Q...J ~~CQrresR°J]dfmc.e..wi1h..altactuIleols CCP 3371S,lnteJ:=..OJfi.ce Memos if [8taio.ed.inJhe ordinaryfunded-7 CER 3016 42 course of business *. matt Agenda.ReQQds EoIl.o!tcUp AclLQ/] Requests For proposals (REPs) Successful Proposals a~ Contracts INote:Contracts are....dl.!plicates: origina!inCity Clerk's Office) Contractor and Subcontractor Time Sheets aod invoices (preyailing wages) .GJ:aD.liil.e.s j \I I II I II II t4Q.J lPubliC Works Capital projects Mixedl LQ±1-.J _C+9-.J L~,.J1 GC~9~,ICorrespondence wjtl1..atta c hments Funding Sources CCP33dS Ipter-Office Memos if retained in ttle..Q£dloarY course of business ** .s.taff.Agenda Reports I EoIImodlp Actjgp I Reo.l.!f1Sls...EQLErQnn.~I. 4 - 3 4 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL SuccessfuJEr:QpQsals and BidS CQntracts (Note:CQntl:Ql;1LiillLWQlicates: QriginaLirLQjjy Clerk's Office) ContractQr and SubcQntractQr TillliLS.llile.ls pnd invQices (prevailing wage:» Grant files I I I I I4E.J IPublic Works Capital Projects -.1 LC+3__-I C+3-.J GC 3409.0.,J Unsuccessful bids aod uosuccessful Unsuccessful Bidders and proposers 7 CER 301642 RI:QpQsals responding tQ REPS.regardless Qf If"nrlinn on"'''''. II I II I ,II I !lE.J rUbliC Works Capital oro!:r n ~I LLA+3..J I L J.l',±3..J I -.J Records related tQ QropQsed !&lpllal prQjects preliminary proposals ,project nQt that were nQt approved fQr cQnstructiQO If approved any grant funds were used for preliminary work retajn for minjmum perjod specified in ~ncaat conditions l II ,l I I II I 5.Chronological files 1 4 5 GC 34090.7 CQpies Q:\a:~cQrrespQndence (Used fQ~~UiCk reference OutQQinQ mail;staff reQQrts thM Encroachment Permits GI+1 I±9 GI+10 GC 34090 Utility and Cellular Permits,dumpster ,permits (residents),CQntractor permits I i-N G':,.:iFaliG...al--GGR><llelie~ [JiB.J [EncroaChment permits -Agreements andl T+1-.-J LT+9 ILT+10 GC 34090.G~QQv!illants filed with the CQunty for ROW ~340907 improvements,(Note:D.upljcate record'Covenants I~~ I I I i I 7.Improvement Undergrounding and 1 10 11 GC 34090 CorrespQndence;WQrk Papers;RepQrts Maintenance District files (Landscaping and agreements tQ participate and and Liahtina\associated dQcuments 80M Inventory of Road Infrastructure 10 +LU 10 +LU GC 34090(a)Road signs and striping;if the last inventQry ,update is Qlder than the retentiQn periQd sQecified,that inventQrv should be retained lllB._Inyentory of Trees and Sidewalks I 10+LU .J _...J L1Q±L!..!LGC 3409.0 ...J Trees and sidewalks inventory'if the last IinventQrvupdateisolderthantheretentiQn periQd specified.that inventQrv shQuld be reta.iJNd J I I I I I I ~I 4 - 3 5 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 9.Los Angeles County Road Department·C+1 4 C+5 GC 34090 Service Request forms and related Service Reauests documents (Le .•catch basin cleaning) 10.Los Angeles County Engineering Service C+1 4 C+5 GC 34090 Department Service Request Forms and Requests related documents 11.Maintenance Records 2 8 10 GC 34090 Streets;Roads;Sidewalks;Playg1lll.!illl EgUjPlIlell1b Tree removals;Maintenance Schedules;Maintenance Service Requests; Summary Reports I I I 12.Speed StudiesZone Surveys 1 411 1;10 +LU GC 34090 Speed Zone Suryeys..and tFallis sweiesEngineering and Traffic Surveys VC 22400 et ~"n.40802 13.Accident Reports 2 8 10 GC 34090 Accident Reports from Sheriff's Office 14.Traffic Safety Commission Minutes--'lD.d P P GC 34090(e) 1.5.J lTraffjc Safety Commission Staff Reports L2 LQ~L I~LGC 34090--.J ,Note'Aoy s!aff.Le.ports relating to specific p,ublic works Illili~ts should be filed io 4A, 4B.4C.or 4D.as appJicable.and retained for tb.e..perjod specified in those record S-eDe.5.. ~I I I II II II I ~,1 Geology Studies (non-project related)P P GC 34090 General geology for Portuguese Bend, .6.Klondike Canyon,Abalone Cove 46,,1 AB 939 Annual Reports 1 5 6 GC 34090;PRC AB939 L 41821, 42 USC 9601 et seq.(CERCLA § 101 et sea.) I ,I I .:t+.,1 NPDES Permits and Annual Reports P P 40 CFR 122.28 National Pollutant Discharge Elimination 1!lA.System permits and annual reports 4 - 3 6 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL.Correspondence with the Regjonal Water Qualily...E\Qard and 01t1eL.ag~ CorrespondJlD.C.e---"Yi1h consultant related to permits/reRQ[\S 1n'LesIjgations violations and site visits Memo.ran.dum of Aoreemenlls)with other agencies amlIelated records regardingjQinJ I:llllponses INote'MOAs arlLd.uplicate: m;ninal in Cit"rl",k'~....ff;~,,\ 1l!B..INPDES Consultant -Contract Related l I±4.-J I 1_I±4....J LGC34090:j Consultant RFP CCp 337 Contract INote:Contracts are dupli@le;Records original in City Clerk's office) Qon1r:act administration correspondence Inyoices (Note:Invoices a~plicates; orioinal in Finance De n "dm.e.o11 ~I ,I I I I .m.;t Pavement Mgm!.Systems Annual Report 10 +LU 10 +LU 23 USC 119;Pavement Management System report is 9..STIP Guidelines used in obtaining state and federal funding for Chapter 23.2.4 preventive maintenance projects.Retain for ten years minimum;retain last updated report even if older than the retention neriod. -19.~Quarterly Reports -Commercial and 1 5 6 GC 34090,Quarterly reports provided by contractors ll.Residential Haulers 42 USC 9601 et proViding integrated solid waste management seq.(CERCLA §services to the City 101etsea.) I I I I I~I lBeautification Grants OT CRY -Awarded J 1...J 5.-J Ji--.J I GC 34090...J I.c&mPleted gtant applicalions for orJilllll! awarded aDd..Jill I ,",,,,,,,~j I I II II l21B./IBeautification Grants or CRV -Notl ~--.J ~..J L~.-J GC34090~I~=d orant app!ica1ions but no gr.ant! Awarded,I I I j I I 122..J \Traffic Investigations IL~-.J .......§--.J L 1Q ..J GC34090...J Informal investigations that generate reports Ib.at have not been a.dJ:lressed RY.JIN..lcaffi.c s.aiejv c.ommissioD I II I I J II II II I l2.3.J l=opment Application ImprovementIL e--.Jl IL.P I GC 34090.I~8Ppro-Ye.tLPlaDS surveys reports studies I ~~{".",,,ffi~:__~~I ~I,,";_.\.d"a 4 - 3 7 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CCP 318.319 II§Pecific deyelooment application r 343 338 II I I Il I I II I124.J Development ApOH::?"-I L .c±1...J LC+4....J LC+5 --l GC 34090 ~pondence exchanged between Consultant and Interoffice fi5.Qlll1 consultant and staff and other ioterofflce and Correspondence I CCP3:fil319.intra-office correspondence.if retained in the 343.338 'course of bu .** I II I II I II I 2.5.J IOversize Vehicle &Neighborhood Parking I 1 -l L ~..J L §--ll GC 34090.....J Iiociudes iodMdJ.J.aL permit aQQlications and permits renewals I II I I I I ~I I 126..J INeighborhood Parking permits -~Ll-J I I LI±2....J I IIAQQlicati on and related records to initiate al •lJ"• •I neighborhood .oerm it orooram.. (I II I I Il II I 12LJ [Vehicle Records ..J LL+5 ...J _--l Ll.±5 I LVC 9900 et seo.J Maintenance.b.ids.,-procurement~Eh (retain records for 5 years after salfLQI v I Il Il ~I II I I IIl2.8..J lplaygrQuod Equipment ..Iospectioos----.J L.1O.±..LU..J I IL10+LU ...J LGC 34090.....J Consultant reports and inspectioos .Retain for ten years minimum:retain last \!pdated inspection report even if older than Ithp npdnrl I II II II II II I12.9..J IOffice Space Planning I L~--.J I I '----~--.J I .\3C 3409Q~l REP for coosul1alJj L.CCP 337--.J Contract (Note:Cootracts are duplicate; originai in City Cierk's office) .r.&=i~~ QJ'fil&plans and related record.s.. I I II I I I ~II I I I.3l!..J IOfficeEguipment I LI±2....J I II I±2--l1 GC34Q9Q:IIRecordsrelatedtopurchaseaoduseofofficel CCp 337 lenll'• II [I I I ~I I I I I I 'I I I P=Permanent;T=Termination (when facility has been dismantled,QLoermit terminated);C =Completion (when project has been completed);LU =Last Updated (retain the last updated inventory or report even if older than the retention period)'LA =Last ActiYity'L-Life (City Vehicles =retain records u~ years after sale of vehicle) 4 - 3 8 ATTACHMENT 1 JANUARY 2010FEBRUARY 2011 RECORDS RETENTION SCHEDULE RECREATION AND PARKS TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Activity Reports 1 .1 :t~GC 34090.7 Department Director's ~IY Activity Report (Weekly-ReI*'FlJ· (Note:Duplicate-SeFie&;-Gffisial-oo~A; Orininal rclc;nc~hv City Manaqer's Office.) 2.Budget Files I;~I;:tG~GC 34090 Gelail&-F&.-Gej3ar-tmeAtallnLQDllillion regarding development of depgd~budget..am! wnip~nf "nnrnVPrl h ••rlne.L 3.311.Cash Receipts &Financial Documents INo 2 I;~+~GC 34090;CCP Cash Reseij3t-l"eFffiSIMGRlll;eiRl§,VisaCredit.337 Card ~..Purchase Orders 4,36 GeFfespeRdeAG&-&--Subjest---FilesFinancial :t~411 1;10 GC 34090 GeFfeSj3eAeeAse ,Documents -Los SereOQS Docents RepeFlsBank statements (cbeckiog..am! savings)and financial reports generated by the Los Serenos treasurer ~proiect Files ~h ~GC 34090 General Co[r8spoode.oc.e....wllh Attachments g;P 337 project Reports Docent Newsletter REACH Newsletter Staff Schedules I=ilp~. I Fvpnt !lB..project Flies.Contracts ~C+2 ~GC 34Q9Q CQntracts with related dQcumentsJ~e; CCp 337 Includes duplicate Qf approved contract; Original CQntract Qn File in City Clerk's Office\. 5.RecreatiQn &Parks CQmmittee Files 2 5 7 GC 34090 COrrespQndence RePQrts 6.RecreatiQn &Parks Facilities beg 1 5 6 GC 34090 beg&aAe..stalf.aslivjliesStaff Acti~ BeekQperatiQns CCp 338M3 ~Park Inspections Public Works Work Orders 4 - 3 9 ATTACHMENT 1 NO.I RECORD SERIES DESCRIPTION L I park Ranger Documents TOTAL YEARS RETAINED ACTIVE I INACTIVE I TOTAL ~I ~I § CITATION I CONTENTS/NOTES GC 34090 I Activity Reoorts aDd CitatioD-Related PeDal Code 802 DocumeDts ll.Recreation and parks Staff Reports ~~.4 ~-"Jilil;.ale;..,Qrjginal on£iLeJrLCily Clerk's Office 9....I Committee Minutes E ~E GC 34090(e)Official miDutes aDd heariDg oroceediDgs of governing body or board.commission or committee including' RecreatioD &Parks Committee MiDutes Los SereDos de PoiDt ViceDte Board MiDutes +-.10.I Facilities Use Permits &Contracts 2 :l~a~GC 34090, MG91h734090 7, CCP 337,338 Facility Use permits Facility ReDtal CODtracts iDstructor permits llNlructor CODtracts (Note:OrigiDal cODtracts Q&retaiDed by City Clerk's Office.) .1.1A.I Inyentory of playground Equipment I T+5 T+5 GC 34090 OrigiDal EquipmeDt MaDuals List of all playground equipment owned by "";itv (j 11B...I playground Equipment Inspection and Repair ~~10 GC 34090 Records relating to play@[ound equ.iRm.ent except inventorY and manuals including' Ihspection Records Work Orders CertificatioDs (IDcludiDg Safety) permaDeDt aDd Part-Time E"mployees Timesheets (Note:Duplicate-ReseFG;-eFi§iRal-iR-FiR. Ge,,\';OrigiDal OD File iD the FiDaDce l&Rild!lNIll) RegistratioD Materials (REACH ORlyJfQr Special EveDts and Recreational ProorammiDo -.~._, GC 34090, 34090.7;-29 CFR 518 2 GC 34090 CCp 337 338 518.8,IRS Reg. ~GG1 1(e)(-21; R&T 195:lGi-bG 8.12.I ResreatioR ClassRecreational Activity I :l~I 2 I :l~ Reports ~Timesheets-PermaReRt-&-+emporary I I I11 -1-~ A. 4 - 4 0 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL ,~(4) 13B..Facility Log Books .1 §R ill;34090,EacililY Log Books ~~r.P T .13C.Time Cards 30 days 30 days ~C 34090 7 PJ,!rsuan1to Records Retention Resolution, .dlJplicates may.,be destmy.ad,punch Time Carus.1aJ:PT Employ.eflS are a duplicate Le,cord.;Jirnesbe.e.ts are.lbe_originaLre.c.ord. punch Tim.e=C,aLds may be destroyed after 30 days wilbQULf.urJher action by City Council ~Historical Documents .E .E .E GC 34090 Maps &Plans Ellbibjl and Equipmepl Info/Plans Park Acquls.itlon Files Research Rapers pregar:.e.cLby D.Qcents CjJ~lncorooration -Belated Documents INote' These are dupHcates'originals are 00 file in Cil¥ Clerk's Office) Exhibjtlnfo Backg[QlJill\ !?bolos IHislorlcal) Q!y Annlyersary Materjal§ Me.asure A and Leasesrrransfers/Deeds (Note" Ihe.se.aLe.d.uplica1es.;,@gina1.§..are on file In City Clerk's Office) ~nt-Related Information pocent Bylawsponatilln.s-aD.tLGifts for Parks Information 5O.1c.3..aod 170c StatJ.Is ~ure preserve History IPVIC'' W,i5 Resreation &Parks Committee PI:!:2 PI±2 GC 34090;-GG (MinHte0-Qllisial-rRinHtes--anli--ReaFing ,MinulesCornputer Training Manuals Je8-14-GG-4Q8~~Fflseeaing5---9~oveFAing-tlo8y-ilF--boaFG; G9~5~eR-ef---GGmmitteeCQmpulerSoftware ILairtioo Maouals/Refereoce Materials P=Permaoeot~RiJ:ali.olJ;C-ComR!.eted/Closed'T-Termioatioo Ie g wheo eg!!ipmeot is termioated from use);0 -Obsolete I~ory elimioated) 4 - 4 1 ATTACHMENT 1 JANUARY 201 OFEBRUARY 2011 RECORDS RETENTION SCHEDULE ,RECREATION AND PARKS TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Activity Reports 1 1 +6 GC 34090.7 Department Director's Weekly Activity Report (WeekIy-RepeFl,). (Note:Duplicate-SeFiesrQffisial-Gepy-jR; . . . I hv City Manaaer's Office.) 2.Budget Files a~a +G6 GC 34090 Qetails-r-&.-{jepaFlmeRtallnlormation regarding d.!MlIllpment pI depadrn.enl budget~ c.Qoie.s-.nLa 3-.3.8 Cash Receipts &Financial Documents (No 2 a~+~GC 34090;CCP Cash ~Geipl-FeFm£lMGBeceipts,VisaCredit.337 Card Rec.ejp-tWnvoices Purchase Orders.. 4.36 GoFFespGREleRGe&SYbjeG~IGsFinancial -1-2 48 a1.Q GC 34090 GeFfeSpGREleRGe ,Documents·Los Sereno5 Docents RepGFl,sE!ank statements (checking and AAXin9llandJjnanciaLrepprts generatedby the Los Serenps t=reL 4A.project Files ~~~GC 34090 .Genera.LC.orrespondence with Attachments CCp 337 Erolect Reports Qocent Newsletter BEA.CH Newsletter .s.taflScbeAA!AA I FilesIEvent.L ~prolect Files -Contracts C+2 ~C+4 GC 34090 Cootracts with related documents (Note" C.c.E..33Z Includes duplicate oiapproved contract· OminaLc.QQ.l[act on File in City Cle.rk'.s 5.Recreation &Parks Committee Files 2 5 7 GC 34090 Correspondence Reports 6.Recreation &Parks Facilities beg 1 5 6 GC 34090 beg&-aRG-slaff-astMliesSlafUl&lillili.es S99kQperatjons CCP 338M.3 ~Park Inspections Public Works Work Orders Incident Rennd~ 4 - 4 2 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL L park Banger Documents ~~§G-C 34090 Activity Reoorts and Citation-Related PA;;;;;r.nrlARn?Documents 8-Recreatjon and parks Staff Reports ~g ~Note'Duplicate:OrjginaLo.n File in City Clerk's Office 9-Committee Minutes I;I;I;GC 34090(e)Offjclal minutes and hearjng proceedings of governing body Qr board.commlssioo Qr committee including: Recreation &parks Committee Minutes Los SaTanos de point Vicente Board Mjnutes... +.1ll.Facilities Use Permits &Contracts 2 3g e~GC 34090,Facility Use permits M09Q,..734090 7.Facility Rental Contracts CCP 337 338 InstructQr permits mructor CQntracts (NQte:Original contracts ~retained by City Clerk's Office.) 11A.Inyentory of plavground Equipment I I±5 I±.5 GC 34090 Original Equipment ManuaIJ; List Q1.all playgrQund equipment Qwned by i"ih,. 11B..plavground Equipment -Inspectjon and ~II 10 GC 34Q9.Q RecQrds relaling tQ playground equip.DJJml Repair except jnyeotory....and..man.uals,includjng: Inspection Records Work Qrdera CertificatiQns (Including Safely) 8.12-ReGreatlon---ClassRecreatiQnal Activity 3~g 3~GC 34090 RegistratiQn Materials {ReAGM-{lolyjfQr RepQrts CCP 337.338 ~vents and RecreatiQnal 1minn 9.1J Timesheets---Pemlanent &TempoFa"Y 1 GC 34090,1 +2 permanent and Part-Time Employees A.34090.7~Timesheels G~{NQte:Duplicate-ReGeI'G;-eFi§ioaH~n. 518.8,IRS Re!j;gef:lIo'Ori9inal Qn File in the Finance 3-1-.eGG1 1(8)(21;Qeparlmenl) ~e3Gi-hG 4 - 4 3 ATTACHMENT 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO,RECORD SERIES DESCRIPTION ACTIVE I INACTIVE I TOTAL 13.B...1 Facility Log Books .1 ~§GC 34090,I Facility Log Books 340907' r.r.p 11R 141 1.3C.I Time Cards 30 days 30 days GC 34090 7 pursuant to Records Retention Resolution, dlJplicates may Ile destroyed punch Time Cards for PT Employees are a duplicate record:timesheets are the original record\ Punch ]ime Cards may be destroyed after 30 days without further action by City Council 14 Historical Documents £££GC 34090 Maps &plans Exhibit and EquiRlIlflD1lnfo/PIaD§ park Acquisition Files Research papers oreoared by Docents :;ity Incorooration -Related Documents (Note' These are duplicates;originals are on file in City Clerk's Office) ElI!lil2iLInfo Background Photos (Historical) Q!y Anniversarv Materials Measure A and LeaseslTransfers/peeds (Note' These are duplicates;originals are on tjle in City Clerk's Office) Grant-Related Information [j)ocent BylawsPonations and Gifts for parks Information 501 c3 and HOc Status Nature preserve Hjsto[i\f [PVIr.'.. to.15 !ReGFeatieR &Pari,s Cemmiltee I PT+2 MimitesCornputer Training Manuals PI±2 GC 34090;-GG IfMiAYtesj---GIliGial-miAYtes--aAG--fleafiA§ 368-M-GG-4G8Q.1.flFeeeeejA§s-e~eveFAiAg-Se8y---GF---beaFG; 69mmlsslGR-er-semm+tteeCornputer Software Training Manuals/Reference Materials P=Permanent~piration:C-Completed/Closed:T-Termination (e,g"when eQ!Jjoment is terminated from use):0 =Obsolete (categorv eliminated) 4 - 4 4 ATTACHMENT 2 JANUARY 2010 RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Bud!let Files 1 1 2 GC 34090.7 Details of Department Budget 2.City Council Agendas &Public Works Staff Reports 6 mos.6 mos.1 GC 34090.7 (duplicate record) (Duplicate files) 3.Maps and Plans T 2 T+2 GC4003,Rights-of-Way 4004,Landscape Plans 34090(e)Drainage Maps Aerial Maps Aerial Photographs City Maps Maintenance &Improvement Maps Open Space Maps (Forrestal,Barkentine) Assessment District Maps ContourlTopographic Maps Engineering Drawings Grading Maps/Plans Park Plans (Clovercliff;Del Cerro; Founders;Hesse;Ladera Linda;Marilyn Ryan;Ryan Park [formerly Rancho Palos Verdes Park];Sunset) Civic Center Undergrounding Traffic Control Devices 4.Project Files C+1 9 C+10 GC 34090,Correspondence with attachments 34090.7;29 Inter-Office Memos CFR 516.2,Staff Agenda Reports 516.6;IRS Follow-Up Action Reg.31.6001-Federally/State Funded Projects 1(e)(2);Requests For Proposals (RFPs) LC 1174(d)Proposals and Bids Contracts (Note:Duplicate Record; Original in City Clerk's Office.) Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant files Public Works Retention Schedule Resolution No.2010-06 4 - 4 5 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 5.Chronological files 1 4 5 GC 34090.7 Copies of all correspondence (Used for, quick reference)(Outgoing mail;staff renorts\ 6.Encroachment Permits C+1 9 C+10 GC 34090 Utility and Cellular Permits,dumpster permits (residents),Contractor permits (Note:Exoiration at comoletion:) 7.Improvement Undergrounding and Maintenance 1 10 11 GC 34090 Correspondence;Work Papers;Reports District files (Landscaping and Lighting)and agreements to participate and associated documents 8.Inventory of Road Infrastructure 10 +LU 10 +LU GC 34090(a)Road signs and striping;if the last inventory update is older than the retention period specified,that inventory should be retained 9.Los Angeles County Road Department Service C+1 4 C+5 GC 34090 Service Request forms and related Requests documents (Le.,catch basin cleaning) 10.Los Angeles County Engineering Service Requests C+1 4 C+5 GC 34090 Department Service Request Forms and related documents 11.Maintenance Records 2 8 10 GC 34090 Streets;Roads;Sidewalks;Tree removals; Maintenance Schedules;Maintenance Service Requests;Summary Reports 12.Speed Studies 1 4 5 GC 34090 Speed and traffic studies 13.Accident Reports 2 8 10 GC 34090 Accident Reports from Sheriffs Office 14.Traffic Safety Commission Minutes P P GC 34090(e) 15.Geology Studies (non-project related)P P GC 34090 General geology for Portuguese Bend, Klondike Canvon,Abalone Cove 16.AB 939 Annual Reports 1 5 6 GC 34090;AB 939 PRC 41821, 42 USC 9601 et seq. (CERCLA & Public Works Retention Schedule Resolution No.2010-06 4 - 4 6 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 101 et sea.) 17.NPDES Permits and Annual Reports P P 40CFR National Pollutant Discharge Elimination 122.28 Svstem permits and annual reports 18.Pavement Mgmt.Systems Annual Report 10 +LU 10 +LU 23 USC 119;Pavement Management System report is STIP used in obtaining state and federal funding Guidelines for preventive maintenance projects. Chapter 23.2.4 Retain for ten years minimum;retain iast updated report even if older than the retention period. 19.Quarterly Reports -Commercial and Residential 1 5 6 GC 34090,Quarterly reports provided by contractors Haulers 42 USC 9601 providing integrated solid waste et seq.management services to the City (CERCLA§ 101 et seq.) P=Permanent;T=Termination (when facility has been dismantled);C =Completion (when project has been completed);LU =Last Updated (retain the last updated inventory or report even if older than the retention period) Public Works Retention Schedule Resolution No.2010-06 4 - 4 7 ATTACHMENT 2 JANUARY 2010 RECORDS RETENTION SCHEDULE RECREATION AND PARKS TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Activity Reports 1 1 GC 34090.7 Department Director's Activity Report (Weekly Report). (Note:Duplicate Series;Official copy in Citv Mananer's Office.\ 2.Budget Files 5 5 10 GC 34090 Details re:deoartmental budget 3.Cash Receipts 2 5 7 GC 34090;Cash Receipt Forms/MC,Visa CCP 337 4.Correspondence &Subject Files 1 4 5 GC 34090 Correspondence Reoorts 5.Recreation &Parks Committee Files 2 5 7 GC 34090 Correspondence Reoorts 6.Recreation &Parks Facilities Log Book 1 5 6 GC 34090 Logs and staff activities Park Inspections Public Works Work Orders 7.Facilities Use Permits &Contracts 2 3 5 GC 34090,(Note:Original contracts retained by City 34090.7 Clerk's Office.' 8.Recreation Class Reports 3 3 GC 34090 Registration Materials(REACH only) 9.Timesheets -Permanent &Temporary 1 1 GC 34090,(Note:Duplicate Record;original in Fin. 34090.7;29 Dept.) CFR 516.2, 516.6,IRS Reg. 31.6001-1{e){2); R&T 19530;LC 11741d' Recreation and Parks Retention Scheduie Resolution No.2010-06 4 - 4 8 ATIACHMENT2 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 10.Recreation &Parks Committee Minutes P P GC 34090;(Minutes)Official minutes and hearing GC 36814 proceedings of goveming body or board, GC40801 commission or committee P=Permanent Recreation and Parks Retention Schedule Resolution No.2010-06 4 - 4 9 RESOLUTION NO.2011-_ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AMENDING CITY DOCUMENT RETENTION SCHEDULES AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE CALIFORNIA GOVERNMENT CODE. WHEREAS,the retention of numerous obsolete records is unnecessary for the effective and efficient operation of the government of the City of Rancho Palos Verdes; and WHEREAS,the approval of guidelines for the ongoing disposition of obsolete City records will assist the City in the effective management of records,as well as provide for the efficient review of records proposed for disposal;and WHEREAS,Section 34090,et seq.of the Government Code of the State of California provides the parameters whereby any City Record which has served its purpose and is no longer required may be destroyed;and WHEREAS,the term "City Records"includes anything which constitutes an objective lasting indication of a writing,event or other information,regardless of physical form or characteristics (including but not limited to any record,document,instrument, book,paper,map,exhibit,magnetic or paper tape,photographic film,photographic print,electronically transmitted mail (e-mail),or facsimile),which is in the custody of a public officer and is kept either (1)because a law requires it to be kept or (2)because it is necessary or convenient to the discharge of the public officer's duties and was made or retained for the purpose of preserving its informational content for future reference; and WHEREAS,the term "Non-Records"includes anything which constitutes an objective lasting indication of a writing,event or other information that does not fall under the definition of a City Record,including but not limited to:(1)publications or processed documents;(2)library or museum material intended solely for reference or exhibition;(3)transitory writings,including but not limited to working papers, appointment logs,notes,calculations or preliminary drafts,or interagency or intra- agency memoranda,that are not retained by the City in the ordinary course of business even if they contain information relating to the conduct of the City's business; (4)unofficial copies of documents kept only for convenience or reference;and, (5)documents that do not contain information relating to the conduct of the City's business;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 polices to 1114033 4-50 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.2010-06;and WHEREAS,it is again deemed necessary to make certain changes to the retention schedules to reflect current organizational functions and administrative needs. NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Rancho Palos Verdes as follows: Section 1.Retention Schedule:The attached Records Retention Schedule for City Records of the City of Rancho Palos Verdes,which is attached hereto as Exhibit "A"and incorporated herein by this reference,is hereby approved.City Records shall be retained for the minimum periods listed in Exhibit "A"and until approved for destruction in accordance with Government Code Section 34090.Non-Records need not be retained in any form,provided,however,that any Non-Records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory matter,or a pending Public Records Act request shall be retained and shall not be destroyed. Section 2:Excepted Records:The provisions of Section 1 above and Section 6 below do not authorize the destruction of: (a)Records affecting the title to real property or liens thereon (b)Court records (c)Records required to be kept by statute (d)Records less than two (2)years old with the exception of duplicate records or unless otherwise provided by law (e)The minutes,ordinances or resolutions of the City Council of the City of Rancho Palos Verdes or any City Committee or Commission Section 3:Destruction of Duplicates;E-mails:Pursuant to Government Code Section 34090.7,duplicates of city records less than two years old may be destroyed if they are no longer required,provided that the original is retained in accordance with the approved Records Retention Schedule.Unless retention in electronic format is otherwise required by (1)state or federal law or (2)the approved Records Retention Schedule for the City: a.In lieu of retaining an e-mail in electronic format,an e-mail printed on paper may be retained as the original City Record in accordance with its appropriate retention schedule so long as the printed e-mail includes the identity of the sender and recipient,the date and time of the e-mail,and any attachments.If a printed e-mail is retained as the original City Record,the electronic version is deemed to be a duplicate and may be destroyed after the e- Resolution No.2011- Page 2 of4 4-51 mail is printed,without further approval by the City Council or City Attorney, provided,however,that any such electronic records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory matter,or a pending Public Records Act request shall be retained and not destroyed.E-mails that fall under the definition of Non- Records need not be retained in any form,provided,however,that any Non- Records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory matter,or a pending Public Records Act request shall be retained and not destroyed. b.In lieu of retaining any letter,memorandum or report in electronic format,the final version of a letter,memorandum or report printed on paper may be retained as the original City Record.If a printed letter,memorandum or report is retained as the original City Record,the electronic version is deemed to be a duplicate and may be destroyed after the original is printed,without further approval by the City Councilor City Attorney,provided,however,that any such electronic records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory matter,or a pending Public Records Act request shall be retained and not destroyed. Letters,memorandums or reports that fall under the definition of Non-Records need not be retained in any form,provided,however,that any Non-Records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory matter,or a pending Public Records Act request shall be retained and not destroyed. c.This authorization shall not permit the destruction of those electronic files that are routinely used,edited and updated by the City on an on- going basis,such as a financial accounting database. Section 4:Approval of Destruction of City Records:The records of the City of Rancho Palos Verdes as set forth in the approved departmental Destruction Schedules attached hereto as Exhibit "B"are hereby authorized to be destroyed as provided by Section 34090 of the Government Code.All City Records of a sensitive or confidential nature shall be shredded. Section 5:City Attorney Written Consent:The written consent of the City Attorney has been obtained for the destruction of records listed on Exhibit "B,"if the records are not the subject of or relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory matter,or a pending Public Records Act request.Records that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City and are not authorized for destruction even if their general category is included on the "Destruction Schedules"listed in Exhibit "B". Section 6:Destruction of Records Mandated by Law:If state or federal law mandates that a record must be destroyed within a certain period of time or by a Resolution No.2011- Page 3 of 4 4-52 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 7:Resolution No.2010-06 is hereby rescinded. PASSED,APPROVED and ADOPTED this 15 th day of February 2011. 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.2011-_was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on February 15,2011. City Clerk Resolution No.2011-_ Page 4 of 44-53 Resolution No.2011-_-Exhibit A ,FEBRUARY 2011 RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1.Weekly Administrative Report 2 4 6 GC 34090 (Note:Formerly Friday Report) (Electronic Record only from 2010 forward) 2.Budget Files 2 2 GC 34090 Information regarding development of department budget and copies of approved budqet 3.CorreslJondence &Subiect Files 1 3 4 GC 34090 4.Correspondence-Chronological Files 2 5 7 GC 34090 Correspondence Duplicate Series. (Note:Official copy in City Manager's Subject Files.) Sheriff's Dept.Correspondence. 5.Grant Files E+6 E+6 GC 34090;24 Grant application and other related CFR 85.42 documents 6.Leqal Opinions 5 5 10 GC 34090 Correspondence with the City Attorney 7.Claims Files/Risk Manaaement 7A.General Liability Claims CL CL+3 CL+3 GC 34090 Retain all originai claims and city's answers,settlements,judgments,inal awards and similar final records per 70 7B.Workers Compensation Claims CL CL+10 CL+10 GC 34090;Retain all settlements,jUdgments,final LC 6401.7;awards and similar final records per 70. 8 CCR Note that if the file is being audited,it §§10101,must be retained until the findings of the 10101.1,audit have become final. 10102,10103 Review 8 CCR 10102 before destroying files. City Manager Retention Schedule Resolution No.2011-_-Exhibit A 4 - 5 4 NO.RECORD SERIES DESCRIPTION ,TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 7C.Employee Training Records T T+20 T+20 GC 34090 70.Litigation Settlements,Judgments,Final P P GC 34090 Settlements,judgments,final awards Awards and similar final records,and for general liability claims,all original claims and city's answer to claims. 7E.Accident Reports -Non-Employee Injured 2 3 5 GC 34090 Non-employee accident reports;all departments including Recreation & Parks.If claim is filed,retain original accident report permanently with claim. 7F.Accident Reports and CalOSHA Forms -CL CL+10 CL+10 GC 34090;See note on 7B (Workers Employee Injured LC 6401.7;Compensation Claims) BCCR Includes CalOSHA Form 300,300A and §§10101,301 10101.1, 10102,10103, 14300.33 8.Insurance Policies,Certificates P P P GC 34090 All evidence of insurability 9.Personnel Applications (Not hired)2 2 GC 12946;29 CFR 1602.31, 1627.3 10.Personnel Cards Full Time Employees T 25 T+25 GC 34090 Reference Card With Dates of Employment,Positions,Pay Rate. (Note:Confidential record.) 11.Personnel Handbooks P P GC 34090 12.Personnel Records,Full TIme Employees T+10 10 T+20 GC 34090 Correspondence Pay Rate Form Evaluations 2 City Manager Retention Schedule Resolution No.2011--Exhibit A 4 - 5 5 NO.RECORD SERIES DESCRIPTION •TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL Vacation and sick leave requests. NOTE:Employee Exposure Record,if any in file,retain for Exposure+30;see 29 CFR 1910.1020(c)(5)&(d)(1)(ii) I (Note:Confidential record.\ 13.Personnel Records,Part Time Employees T+10 10 T+20 GC 34090 NOTE:Employee Exposure Record,if any in file,retain for Exposure+30;see No.12 14.Film Permits 1 3 4 GC 34090 Application for permission to film in the City, Correspondence Insurance certificates. 15.Parkinll Citation Reports 2 2 GC 34090,Admin.Review Disposition Forms 16.Digital Video Disks (DVD)P P GC 34090 City Council Meetings Planning Commission Meetings Special City Committee/Commission Meetinos. 17.Health &Benefits Reports 4 2 6 GC 34090 Includes eligibility for medical insurance and other city benefits. 18.Cable Television Advisory Board P P GC 34090,CATV Board Minutes 36814,40801 19.Communitv Forum Files 3 7 10 GC 34090 20.Emergency Preparedness Committee P P GC 34090 Agendas and Minutes P=Permanent;E=Expiration;CL=Completed/Closed;AR=Annual Re\iew;T=Termination of Employment;0 =Obsolete (category eliminated) 3 City Manager Retention Schedule Resolution No.2011-_-Exhibit A 4 - 5 6 ,FEBRUARY 2011 RECORDS RETENTION SCHEDULE CITY CLERK'S DEPARTMENT NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1.Annexation P P GC 34090(a)Secretary of State,Certificate of Incorporation, BackQround information 2.Budget Files 2 2 GC 34090.7 Information regarding development of department budget and copies of approved budget. 3.Elections 3A.Campaign Statements -Elected P P GC 81009(a)includes FPPC forms 410,460,461470,496,497,501 3B.Nomination Papers -Elected Expiration of Expiration EC17100 Records held ionger if the subject of judicial term + 4 of term +proceedings.Inciudes the "Nomination Paper" vears 4 years 3C.Ballots 6 months 6 months EC 17505; Applications for Vote-By-Mail after after EC 17302(c) Ballots Election date Election date 4.Elections -Non-elected Candidates 4A.Campaign Statements -Not 1 4 5 GC 81009(b)Includes FPPC forms 410, 460,461,470, 496, 497, Elected 501 4B.Nomination Papers -Not Expiration of Expiration EC 17100 Records held longer if the subject of judicial Elected term + 4 of term +proceedings.Includes the "Nomination Paper" years 4 years 5.City Incorporation Documents P P GC 34090 (Stored in Vault,Historicai vaiue) 6.Contracts P P CCP 337,Official signed copy of contracts &reiated documents, 343;GC including insurance certificates and endorsements.(For 34090 contracts/aoreements affectino reai property,see 21.) 7.Council Legislative Action Files 2 5 7 GC 34090.7 Ali back up material presented to Council in agenda packets (This category is Obsolete from 2010 forward. Dupiicates material in Council Agenda Packet) City Clerk's Department Retention Schedule Resolution No.2011,_,Exhibit A 4 - 5 7 NO.RECORD SERIES DESCRIPTION TOJAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 8.Council Agendas P P GC 34090 (Note:Electronic record only -retained electronically datino back to 2001;oartial records from 1996-2001.) 9.Council Agenda Packets (Except 2 5 7 GC 34090 Agendas;staff reports;attachments;late Ordinance-Related Staff correspondence;Follow-Up Agendas Reports) 9A.Council Agenda Packets -P P P GC 34090 Staff reports relating to ordinances that are adopted. Ordinance-Related Staff Reports 10.Council Follow Up Agendas P P GC 34090 (Note:Electronic record only -retained electronically datino back to 2001;oartial records from 1996-2001.1 11.City Council Minutes Books P P GC 34090,Original document.Vital Record -Historical Value 36814,40801 12.City Council Minutes Reference P P GC 34090,(Note:Duplicate record) Copies 34090.7, 36814,40801 13.City Council Ordinance Books P P GC 34090,Original Documents.Includes codes adopted by 40806 reference (Building Code,Fire Code,etc.) Vital Record -Historical value 14.City Council Ordinance P P GC 34090,(Note:Duplicate copies of Ordinances and record of Reference Copies and Control 40806 parties receiving copy of ordinances from City Clerk's Record Sheet Office) 15.City Council Resolution Books P P GC 34090;Original Documents.Vital Record -historical value GC 40801 16.City Council Resolution P P GC 34090,Duplicate copies of resolutions and record of parties Reference Copies and Control 40801 receiving copy of resolutions from City Clerk's Office Record Sheet 17.Vehicle ownership records L L+5 VC 9900 Retain records until 5 years after sale of vehicle et seq. 2 City Clerk's Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 5 8 NO.RECORD SERIES DESCRIPTION TOJAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 18.History Archives P P GC 34090 Material showing the development and history of the City- Historical value 19.Petitions 8 months 8 months EC 17200,Referendums,Recalls and Initiatives.Petitions to be after after 17400 destroyed 8 months after certification of results,unless election date election subject to judicial proceedings date 20.Petitions lother than in 19)AR 2 2 GC 34090 21.Real Property Files P P •Deeds GC 340901a) •Covenants runnino w/land GC 340901a) •Index of sewer hook-ups GC 34090 •Deeds for the City ParkslTrails GC 34090(a) •Easements GC 34090(a) •Street Vacations GC 340901a) •Road Deeds GC 340901a) •Agreements GC 34090(a) •Right of Way Agreements GC 34090(a) •Recorded Covenants GC 34090(a)Related to encroachment permits in rights-of-way 22.Statements of Economic Interest 22A.GC 87200 Filers 2 2 4 GC 81009(e)City Councii,Planning Commission,City Manager,City Attorneys,City Treasurers,City Finance Director (Duplicate records:original statement filed with FPPC, Sacramento)(FPPC Form 700) 228.Designated Filers 2 5 7 GC 81009(e)Officials designated in City's Conflict of Interest Code - Orioinal Statements 23.City Newsletter P P GC 34090 Copy of each Newsletter published -Historical value P=Permanent;E=Expiration;C=Completed/Closed;AR=Annual Review;T=Termination;0 =Obsolete (category eliminated);L=Life (City Vehicles =retain records until 5 years after saie of vehicle.) 3 City Clerk's Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 5 9 FEBRUARY 2011, RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1A.Address Files P P GC4003,File Control Sheet Summary of 4004,34090,Application/Permit History,Planning 36814,40801 Approvals (applications,staff reports, memos-to-file,plans,photographs,Notices of Decision,copies of recorded documents), Building Permits,Statement of Conformance with Fire Warning Ordinances,Surveys (propertv line or slope qradient) 18.Address Files -Residential Plans except C+2 C+2 GC 34090,Approved Plans for Single-family Residential Approved Site Plans and Health &Safety 65009,Projects only (except Health &Safety Code § Code §19850 Residential Plans H&S 19850 19850 Residential Plans [1 B]and Site Plans CCP 318,[1C]) 319,343,338 1C.Address Files -Health &Safety Code §P P GC 34090,All approved plans for Single-family 19850 Residential Plans 65009,Residential that must be retained pursuant to H&S 19850 Health &Safety Code ~19850 1D.Address Files -Residential Approved Site P P GC 34090,Approved Site Plans for all Single-family Plans 65009,Residential Projects H&S 19850 1E.Address Files -Multi-Family Residential P P GC 34090,Approved Plans for Non-Residentiai Projects and Non-Residential Plans 65009,including City projects H&S 19850 Community Development Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 6 0 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION .ACTIVE INACTIVE TOTAL 2.Planning Application Project Files:P P GC 4003.Action Information Sheet,Staff Reports with Coastal Permits 4004,34090,attachments,adopted resolutions or Conditional Use Permits 65009,conditions of approval,approved plans, Conditional Large Domestic Animal Permits HS 19850,applications (including applications for Encroachment Permits CCP 318,revisions),surveys (property line and slope Environmental Assessments 319, 343,338 gradient),environmental document,notice of Exotic Animal Permits hearings,and photographs.If applicable, Fence,Wall &Hedge Permits coastal permit hearing agendas and minutes. Geologic Investigation Permits Grading Permits Height Variation Permits Landslide Moratorium Exception Permits Landslide Moratorium Exclusion Permits Large Domestic Animal Permits Lot Line Adjustments Minor Exception Permits Site Plan Review Permits Sign Permits Special Construction Permits Special Use Permits Temporary Vendor Permits Variance Permits 3.Legislative Application Project Files P P GC 4003,Action Information Sheet,Staff Reports with (Development Code Amendments,Zone 4004,34090,attachments,adopted resolutions, Changes,General Plan Amendments,65009,applications (including applications for Specific Plan Amendments)65860,revisions),surveys (property line and slope HS 19850 gradient),environmental document,notice of hearings,work papers,photographs,copies of any recorded documents,copies of any Zoninq Map chanqes 2 Community Development Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 6 1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 4.Subdivision Application Project Files P P GC4003,Action Information Sheet,Staff Reports with (Parcel Maps and Tract Maps)4004,34090,attachments,correspondence,adopted 66499.37 resoiutions.applications (including HS 19850 applications for revisions).surveys (property line and slope gradient).environmental document.notice of hearings.work papers. memos.copy of approved tentative map. copies of any recorded documents.legal documents.improvement bonds. photographs.notices SA.Public Notices and Public and Applicant C+1 C+4 C+5 GC 34090.Public notices and related address labels Correspondence in Address Files.Planning 65009.along with correspondence received from the Application Project Files,and Legislative CCP 318.public and between the City and the Application Project Files for non-City 319. 343.338 applicant (including materiai samples.if any) Projects reiated to specific planning applications or misceiianeous Dlannino issues 56.Consultant and Other Interoffice C+1 C+4 C+5 GC 34090.Correspondence exchanged between Correspondence in Address Files,Planning 65009.consultant and staff (except geology -see Application Project Files,Legislative CCP 318.record series no.9).and other interoffice and Application Project Files for non-City 319. 343.338 intra-office correspondence.if retained in the Proiects ordinary course of business'" 5C.Research,and Preliminary and C+1 C+4 C+5 GC 34090.Inciudes drafts released to public.as weii as Administrative Drafts.in Address Files.65009.research.and preliminary and administrative Planning Application Project Files,65860.drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business." Subdivision Application Project Files for CCP 318. non-Citv Projects 319. 343.338 3 Community Development Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 6 2 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION , ACTIVE INACTIVE TOTAL 50.City Projects -Public Notices and Public C+1 C+9 C+10 GC 34090,Public notices and related address labels and Applicant Correspondence in Address 65009,along with correspondence received from the Files,Planning Application Project Files,CCP 318,public and applicant (including material and Legislative Application Project Files 319,337.15,samples,if any)related to specific planning 343,338 applications or miscellaneous planning issues 5E.City Projects.Consultant and Other C+1 C+9 C+10 GC 34090,Correspondence exchanged between Interoffice Correspondence in Address CCP 318,consultant and staff (except geology -see Files,Planning Application Project Files,319,337.15,record series no.9),and other interoffice and Legislative Application Project Files 343,338 intra·office correspondence,if retained in the ordinarv course of business.·· 5F.City Projects -Research,and Preliminary C+1 C+9 C+10 GC 34090,Includes drafts released to public,as well as and Administrative Drafts,in Address Files,65009,research and preliminary and administrative Planning Application Project Files,65860,drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business." Subdivision ADDlication Proiect Files CCP 337.15 6A.Environmental Impact Report Files P P GC 34090;Notices,Initial Study,Publically Circulated PRC 21167;Draft EIR,Certified Final EIR &CEQA Guidelines 68.Environmental Impact Report Files -Public FA+1 FA+2 FA+3 GC 34090;Correspondence received from the public and Applicant Correspondence PRC 21167 and applicant related to environmental imoact recorts. 6C.Environmental Impact Report Files -FA+1 FA+2 FA+3 GC 34090;Correspondence exchanged between Consultant and Other Interoffice PRC 21167 consultant and staff,and other interoffice and Correspondence intra-office correspondence,if retained in the ordinarv course of business ..• 4 Community Development Department Retention Schedule Resolution No.2011-_·Exhibit A 4 - 6 3 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION , ACTIVE INACTIVE TOTAL 60.Environmental Impact Report Files -FA+1 FA+2 FA+3 GC 34090;Preliminary and administrative draft Preliminary and Administrative Drafts PRC 21167 documents,if retained in the ordinary course of business.Does not apply to circulated Draft EIR (see retention category 6).Please Note:The current policy is that preliminary and administrative drafts are not retained in the ordinary course of business,and this category does not require the retention of preliminary drafts if such are not retained in the ordinarv course of business. 7.Chronological Files N/A N/A 2 GC 34090.7 Copies of all correspondence (letters and notices)mailed out by the Department. 8A.Code Enforcement Case Files C 5 C+5 GC 34090 Complaint Information,correspondence, Investigation Notes,photooraohs 8B.Code Enforcement -Reference Files P P GC 34090 Specialized subject files that document department's administration of codes 8C.Escort and Massage Permits T+2 T+2 GC 34090 Applications,permits issued and other related documents 9.Geologic &Soils Reports P P GC 4003,Complete Reports submitted by project 4004,34090,applicants for City review;include HS 19850 correspondence with geologist.Historical Value. 10.Planning Application Log P P GC 34090 Listing of Submitted Planning Applications from 1975 through 1999 in book form;2000 and forward as computerized records. 5 Community Development Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 6 4 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 11.Miscellaneous City Project Files -Initiated LA + 1 LA + 4 LA+5 GC 34090 Includes reports,studies,inter-office but not approved correspondence,photographs,and memos. Also,if applicable,may include staff reports, adopted resolutions and environmental documents.Does not include completed City projects,which are included in Planning Application Project Files. 12.Commission/Committee Agendas.Adopted P P GC 34090(e) Minutes and Resolutions (Planning Commission,View Restoration Commission,Equestrian Committee, Antenna Guidelines Sub-committee, Neighborhood Compatibility Sub- committee,Residential Development Standards Sub-committee,PUMP Committee,General Plan Update Sub- committee) 13.Reference Maps -Group A LU + 5 LU + 5 GC 34090 Includes land use reference maps and Copies of Tract Maps various other study maps that are either Copies of Parcel Maps duplicates of County records,or cease to Copies of Record of Surveys have usefulness once replaced with an Permit History Maps updated map. 6 Community Development Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 6 5 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 14.Reference Maps -Group B P P GC 34090 Includes General Plan Land Use Map, General Plan Land Use Map and other Zoning Map,Coastal Specific Plan Land Use document maps Map,aerial maps,composite/topographic Coastal Specific Plan Map and other maps,and various other maps in document maps reproducible format Zoning Map Address Maps LA County Zoning Maps City wide aerial photos 1976 Composite Maps Archaeology Maps Topo maps Land use maps ESA Maps 15.Budgetfiles (Dept.)2 2 GC 34090 Information regarding development of department budget and copies of approved budoet 16.View Restoration Permit,View Preservation P P GC 34090 Staff Reports with attachments,adopted Permit and City Tree Review Permit Files resolutions or conditions of approval, memos,correspondence,photographs 17A.Consultant Files (Contracts)-Specific C C+4 C+4 GC 34090 RFQ or RFP,consultant proposals,staff Tasks reports,copies of approved signed contracts, regarding consultants who are hired for a specific task. 17B.Consultant Files (Contracts)-General E E+4 E+4 GC 34090 RFQ or RFP,consultant proposals,staff Tasks reports,copies of approved signed contracts, regarding consultants who are hired on a general basis and perform ongoing work for City. 17C.Consultant Files -Non-selected Proposals 2 2 GC 34090 Proposals for consulting services that were not selected. 7 Community Development Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 6 6 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 18A.Litigation Files -Background C C+2 C+2 GC 34090;Attorney-client communications,copies of 34090.7 pleadings,depositions,subpoenas, discovery,administrative record 18B.Litigation Files -Final Award,Judgment,P P GC 34090 Finai award,judgment,settlement or similar Settlement final document closinq out a litiqation matter 19.Animal Control Files 2 2 GC 34090;Correspondence,statements and invoices 34090.7 regarding Los Angeles County Animal Control.NOTE:Statements and invoices are duplicates;Originals are in the Finance Department. P=Permanent;C=Compietion (for example,completion of project,issuance of all occupancy permits,etc.);E =Expiration;T =Termination of business; FA=Final Approval (for example,the approval date of the final EIR);LA =Last Activity;LU =Last Updated (retain the last updated even if older than the retention period) "Note:The current policy is that most intra-office and interoffice correspondence will not be retained in the ordinary course of business,and this category does not require the retention of such intra-office and interoffice correspondence,including correspondence with City consultants,provided such correspondence is not retained in the ordinary course of business. 8 Community Development Department Retention Schedule Resolution No.2011-_-Exhibit A 4 - 6 7 ,FEBRUARY 2011 RECORDS RETENTION SCHEDULE FINANCE &INFORMATION TECHNOLOGY DEPARTMENT TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 1.Accounts Payable 3 2 5 GC 34090,Invoices approved for payment 34090.7,CCP Electronic and/or paper Purchase Orders 337 Warrant Registers,and related correspondence 2.Accounts Receivable 3 2 5 GC 34090 City invoices and supporting documents, and related corresoondence 3.Finance &Information Technology 2 -2 GC 34090 Information regarding development of Department Budget Files department budget and copies of approved budoet. 4.Auditor's Reports P P P GC 34090 Independent Auditor Reports,Informational Report submitted to State Controller, Special Audits,and Auditor's Recommendations 5.Bank Reconciliation 3 7 10 GC 34090;26 Bank Statements,Copies of Deposit CFR 31.6001-1 Records,Notes and Worksheets 6.Organization-wide Budget Files 2 2 GC 34090 Organization-wide budget support documents 7.Business License Applications E+2 E+3 E+5 GC 34090 Business License Applications and copies of business registrations (Le.,contractor's licenses),if applicable,and related corresoondence 8.Business License Reports 5 2 7 GC 34090;Yearly report of business licenses issued by CCP 337 the City Finance &information Technology Retention Schedule Resoiution No.2011-_-Exhibit A 4 - 6 8 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 9.Cancelled Checks 3 4 7 GC 34090;Cancelled checks or electronic images of CCP 337 cancelled checks 10.Cash Receipts 3 2 5 GC 34090;Cash Receipt Summary,Cash Register CCP 337 Tape,Bank Deposit Receipts.(Source documents for cash receipts filed where applicabie including Community Deveiopment and Recreation &Parks.) 11.Special District Files 2 9 11 GC 34090 Includes Miraieste and Ridgecrest Recreation &Park Districts,ACLAD, Klondike,RDA,and Assessment Districts; correspondence,and invoices. 12.Detailed &Summary General &Subsidiary 3 7 10 GC 34090;Includes capitai projects and trust deposit Ledgers CCP 337 subsidiary ledgers 13.Journal Entries 3 7 10 GC 34090 General ledger and budgel journal entries and suooortina documentation 14.Ledger Reconciliations 3 -3 GC 34090 Worksheets used to prepare for various audits;correspondence 15.Oraanization-wide Final Budaet Document 5 P P GC 34090 Includes operating and capital budgets 2 Finance &Information Technoiogy Retention Schedule Resolution No.2011-_-Exhibit A 4 - 6 9 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 16.Payroll Records 2 8 10 GC 34090;29 Bank Statements and supporting CFR 516.2,documents,Tax Report Records,Payroll 516.5, 516.6; Register &Reports,Insurance Records, 22 CCR 1085-Va calion Reports,Records of 2);26 CFR disbursements to employees,and related 31.6001-1;IRS correspondence.(Note:Confidential Reg.31.6001-records) 1(e)(2);R&T 19530;LC 1174(d) 17.Retirement Records 3 T+4 T+7 22 CCR 1085-Personnel Action Form Benefits Eligibility 2(c);26 CFR (Duplicate Series -City Manager is official 31.6001-1;29 custodian of this record)and Bi-weekly CFR 516.5 Pension Cost Calculation (Note:Official record held by PERS, Sacramento,CAl 18.Revenue Folders 3 2 5 GC 34090 Invoices,Check Stubs,other cash receipt sunnort &Corresnondence 19.Time Sheets 1 9 10 GC 34090;29 Timekeeping records for City personnel. CFR 516.2,(Note:Confidential Record) 516.6;IRS Reg.31.6001- 1(e)(2);R&T 19530 20.Trust Deposit Records 3 7 10 GC 34090 Ledger Sheets for Individual TO's and related corresDondence 21.Finance Advisory Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports Packets 34090.7,40801 22.Finance Advisory Committee Agenda and P P GC 34090,Agendas and minutes to City Clerk for Minutes 40801 permanent retention 3 Finance &Informalion Technology Retenlion Schedule Resolution No.2011-_-Exhibit A 4 - 7 0 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 23.Storm Drain Oversight Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports Packets 34090.7,40801 24.Storm Drain Oversight Committee Agenda P P GC 34090,Agendas and minutes to City Clerk for and Minutes 40801 permanent retention 25.Monthly Cash Balance Reports 2 8 10 GC 34090 Staff Report and attached schedule(s) oresented to the City Council. A=Audit;C=Completion;E=Expiration;T=Termination;0 =Obsolete (category eliminated);P=Permanent 4 Finance &Information Technology Retention Schedule Resolution No.2011,_·Exhibil A 4 - 7 1 FEBRUARY 2011 RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Budget Files 2 2 GC 34090.7 Information regarding development of department budget and copies of approved budoet. 2.City Council Agendas &Public Works Staff Reports 6 mos.6 mos.1 GC 34090.7 (duplicate record) (Duolicate files) 3.Maps and Plans P P GC 4003,Rights-of-Way 4004,Landscape Plans 34090(e)Drainage Maps Aerial Maps Aerial Photographs City Maps Maintenance &Improvement Maps Open Space Maps (Forrestal,Barkentine) Assessment District Maps ContourfTopographic Maps Engineering Drawings Grading Maps/Plans Park Plans (Clovercliff;Del Cerro;Founders; Hesse;Ladera Linda;Marilyn Ryan;Ryan Park [formerly Rancho Palos Verdes Park];Sunset) Civic Center Undergrounding Traffic Control Devices Plans &Soecificatlons (Bid Documents) 4A.Public Works Capital Projects -City-funded C+1 C+9 C+10 GC 34090,Correspondence with attachments Inter-Office Memos if retained in the ordinary CCP 337.15 course of business.'** Staff Agenda Reports Follow-Up Action Requests For Proposals (RFPs) Successful Proposals and Bids Contracts (Note:Contracts are duplicates; orioinal in Citv Clerk's Office.) Public Works Retention Schedule Resolution No.2011,_-Exhibit A Page 1 4 - 7 2 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL ,Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant fiies 4B.Public Works Capital Projects -State-funded C+1 C+9 C+10 GC 34090,Correspondence with attachments CCP 337.15 Inter-Office Memos if retained in the ordinary course of business:* Staff Agenda Reports Foilow-Up Action Requests For Proposals (RFPs) Successful Proposals and Bids Contracts (Note:Contracts are duplicates; original in City Clerk's Office.) Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant files 4C.Public Works Capital Projects -Federally-funded C+1 C+9 C+10 GC 34090,Correspondence with attachments CCP 337.15,Inter-Office Memos if retained in the ordinary 7CFR course of business.** 3016.42 Staff Agenda Reports Follow-Up Action Requests For Proposals (RFPs) Successful Proposals and Bids Contracts (Note:Contracts are duplicates; original in City Clerk's Office.) Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant files 4D.Public Works Capital Projects -Mixed Funding C+1 C+9 C+10 GC 34090,Correspondence with attachments Sources CCP 337.15 Inter-Office Memos if retained in the ordinary course of business:* Staff Agenda Reports Foilow-Up Action Requests For Proposals (RFPs) Successful Prooosais and Bids Public Works Retention Schedule Resolution No.2011-_-Exhibit A Page 2 4 - 7 3 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL ,Contracts (Note:Contracts are duplicates; original in City Clerk's Office.) Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant files 4E.Public Works Capital Projects -Unsuccessful C+3 C+3 GC 34090.Unsuccessfui bids and unsuccessful proposals Bidders and Proposers 7 CFR responding to RFPs,regardless of funding 3016.42 source. 4F.Public Works Capital Projects -Preliminary LA+3 LA+3 Records related to proposed capital projects proposals /project not approved that were not approved for construction.If any grant funds were used for preliminary work. retain for minimum period specified in grant conditions. 5.Chronological files 1 4 5 GC 34090.7 Copies of all correspondence (Used for quick reference\IOutnoinn mail;staff renorts\ 6A.Encroachment Permits T+1 T+9 T+10 GC 34090 Utility and Cellular Permits.dumpster permits (residents),Contractor permits 6B.Encroachment Permits -Agreements and Covenants T+1 T+9 T+10 GC 34090.Covenants filed with the County for ROW GC 34090.7 improvements.(Note:DUP~.i~ate record; orioinal in Citv Clerk's office. 7.Improvement Undergrounding and Maintenance 1 10 11 GC 34090 Correspondence;Work Papers;Reports and District files (Landscaping and Lighting)agreements to participate and associated documents 8A.Inventory of Road Infrastructure 10+LU 10+LU GC 34090(a)Road signs and striping;if the last inventory update is older than the retention period soecified,that inventorv should be retained 8B.Inventory of Trees and Sidewalks 10+LU 10+LU GC 34090 Trees and sidewalks inventory;if the last inventory update is older than the retention period specified,that inventory should be retained 9.Los Angeles County Road Department Service C+1 4 C+5 GC 34090 Service Request forms and related Requests documents (I.e.,catch basin cleaning) Public Works Retention Schedule Resolution No.2011-_·Exhibit A Page 3 4 - 7 4 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 10.Los Angeles County Engineering Service Requests C+1 4 C+5 GC 34090 Department Service Request Forms and related documents 11.Maintenance Records 2 8 10 GC 34090 Streets;Roads;Sidewalks;Playground Equipment;Tree removals;Maintenance Schedules;Maintenance Service Requests; Summary Reports 12.Speed Zone Surveys 1 9 10 +LU GC 34090 Speed Zone Surveys and Engineering and Traffic Surveys VC 22400 et sea.,40802 13.Accident Reports 2 8 10 GC 34090 Accident Reports from Sheriff's Office 14.Traffic Safety Commission Minutes and Agendas P P GC 34090(e) 15.Traffic Safety Commission Staff Reports 2 5 7 GC 34090 Note:Any staff reports relating to specific public works projects should be filed in 4A, 4B,4C,or 4D,as applicable,and retained for the Deriad sDecified in those record series. 16.Geology Studies (non-project related)P P GC 34090 General geology for Portuguese Bend, Klondike Canvon,Abalone Cove 17.AB 939 Annual Reports 1 5 6 GC 34090;AB 939 PRC 41821, 42 USC 9601 et seq. (CERCLA § 101 et sea~) 18A.NPDES Permits and Annual Reports P P 40CFR National Pollutant Discharge Elimination 122.28 System permits and annual reports Correspondence with the Regional Water Quality Board and other agencies Corresoondence with consultant related to Public Works Retention Schedule Resolution No.2011-_-Exhibit A Page 4 4 - 7 5 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL ,permits/repDrts InvestigatiDns,viDlatiDns and site visits MemDrandum Df Agreement(s)with Dther agencies and reiated recDrds regarding jDint respDnses (Note:MOAs are dupiicate;Driginai in Citv Clerk's Dffice) 16B.NPDES Consultant -Contract Related Records T+4 T+4 GC 34090,CDnsultant RFP CCP 337 CDntract (Note:CDntracts are duplicate; Driginal in City Clerk's Dffice) CDntract administratiDn cDrrespDndence InvDices (NDte:InvDices are duplicates; Dri~inal in Finance Department) 19.Pavement Mgmt.Systems Annual Report 10 +LU 10 +LU 23 USC 119;Pavement Management System repDrt is used STIP in Dbtaining state and federal funding fDr Guidelines preventive maintenance projects.Retain fDr Chapter 23.2.4 ten years minimum;retain last updated repDrt even if Dlder than the retentiDn periDd. 20.Quarterly Reports -Commercial and Residential 1 5 6 GC 34090,Quarterly repDrts provided by cDntractDrs Haulers 42 USC 9601 providing integrated sDlid waste management et seq.services tD the City (CERCLA§ 101 et sea.-) 21A.Beautification Grants or CRV -Awarded 1 5 6 GC 34090 CDmpleted grant appiicatiDns fDr grants awarded and supplemental data 21B.Beautification Grants or CRV -Not Awarded 2 2 GC 34090 CDmpleted grant appiicatiDns but nD grant awarded. 22.Traffic Investigations 5 5 10 GC 34090 InfDrmal investigatiDns that generate reports that have nDt been addressed by the traffic safetv cDmmissiDn 23.Development Application -Improvement Plans P P GC 34090,Approved plans,surveys,repDrts,studies 65009,(including traffic impact studies),relating tD a CCP 316, 319,specific develDpment applicatiDn. 343,338 Pubiic WDrks RetentiDn Schedule ResolutiDn ND.2011-_-Exhibit A Page 5 4 - 7 6 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 24.Development Application -C+1 C+4 C+5 GC 34090,Correspondence exchanged between Consultant and Interoffice Correspondence 65009,consultant and slaff,and other interoffice and CCP 318, 319,intra-office correspondence,if retained in the 343.338 ordinary course of business'" 25.Oversize Vehicle &Neighborhood Parking Permits 1 5 6 GC 34090 includes individual permit applications and renewals 26.Neighborhood Parking Permits -Neighborhood 1 T+2 Application and related records 10 initiate a Applications neighborhood parking permit program. 27.Vehicle Records L+5 L+5 VC 9900 et Maintenance,bids,procurement,research seq.(retain records for 5 years after sale of vehicle) 28.Playground Equipment -Inspections 10+LU 10+LU GC 34090 Consultant reports and inspections Retain for ten years minimum;retain last updated inspection report even if older than the retention period. 29.Office Space Planning 5 5 GC 34090;RFP for consuitant CCP 337 Contract (Note:Contracts are duplicate; ori9inal in City Clerk's office) Correspondence" Office plans and related records. 30.Office Equipment T+2 T+2 GC 34090;Records related to purchase and use of office CCP 337 eauipment. P=Permanent;T=Termination (when facility has been dismantled or permit terminated);C =Completion (when project has been completed);LU =Last Updated (retain the last updated inventory or report even if older than the retention period);LA =Last Activity;L=Life (City Vehicles =retain records until 5 years after sale of vehicle.) "Please Note:The current policy is that most intra-office and interoffice correspondence will not be retained in the ordinary course of business,and this category does not require the retention of such intra-office and interoffice correspondence,including correspondence with City consultants,provided such correspondence is not retained in the ordinary course of business. Public Works Relention Schedule Resolution No.2011-_-Exhibit A Page 6 4 - 7 7 ·.FEBRUARY 2011 RECORDS RETENTION SCHEDULE RECREATION AND PARKS TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Activity Reports 1 1 2 GC 34090.7 Department Director's Weekly Activity Report. (Note:Duplicate;Original retained by City Manaoer's Office.) 2.Budget Files 2 2 GC 34090 Information regarding development of department budget and copies of approved budQel. 3A.Cash Receipts &Financial Documents (No 2 3 5 GC 34090;Cash Receipts,Credit Card Receipts, Donations)CCP 337 Invoices,Purchase Orders. 3B.Financial Documents -Los Serenos Docents 2 8 10 GC 34090 Bank statements (checking and savings)and financial reports generated by the Los Serenos treasurer. 4A.Project Files 2 2 4 GC 34090 General Correspondence with Attachments CCP 337 Project Reports Docent Newsletter REACH Newsletter Staff Schedules Special Event Related Files 46.Project Files -Contracts C+2 C+2 C+4 GC 34090 Contracts with related documents (Note: CCP 337 Includes duplicate of approved contract; Original contract on File in City Clerk's Office). 5.Recreation &Parks Committee Files 2 5 7 GC 34090 Correspondence Reoorts 6.Recreation &Parks Facilities Operations 1 5 6 GC 34090 Staff Activities CCP 338,343 Daily Park Inspections Public Works Work Orders Incident Reoorts 7.Park Ranger Documents 2 4 6 GC 34090 Activity Reports and Citation-Related Penal Code 802 Documents Recreation and Parks Retention Schedule Resolution No.2011,_·Exhibit A 4 - 7 8 ".-.--."TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 8.Recreation and Parks Staff Reports ,2 2 4 Note:Duplicate;Original on Fiie in City Clerk's Office 9.Committee Minutes P P P GC 34090(e)Official minutes and hearing proceedings of governing body or board,commission or committee including: Recreation &Parks Committee Minutes Los Serenos de Point Vicente Board Minutes Friends Meetinq Minutes 10.Facilities Use Permits &Contracts 2 2 4 GC 34090,Faciiily Use Permits 34090.7,Facility Rental Contracts CCP 337,338 Instructor Permits Instructor Contracts (Note:Original contracts are retained by City Clerk's Office.) 11A.Inventory of Playground Equipment T T+5 T+5 GC 34090 Original Equipment Manuals List of all playground equipment owned by City (inventory) 11B.Playground Equipment -Inspection and 2 8 10 GC 34090 Records relating to playground equipment Repair except inventory and manuals,including: Inspection Records Work Orders Certifications (Including Safety) 12.Recreational Activity Reports 2 2 4 GC 34090 Registration Materials for Special Events and CCP 337,338 Recreational Proqramminq 13A.Timesheets 1 1 2 GC 34090,Permanent and Part-Time Employees 34090.7 Timesheets (Note:Duplicate;Original on File in the Finance Department) 13B.Facility Log Books 1 5 6 GC 34090,Facility Log Books 34090.7; CCP 338,343 2 Recreation and Parks Retention Schedule Resolution No.2011-_-Exhibit A 4 - 7 9 - TOTAL YEARS RETAINED ~..,CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 13C.Time Cards 30 days 30 days GC 34090.7 Pursuant to Records Retention Resolution. ,duplicates may be destroyed.Punch Time Cards for PT Employees are a duplicate record;timesheets are the original record. Punch Time Cards may be destroyed after 30 days without further action by City Council. 14.Historical Documents P P P GC 34090 Maps &Pians Exhibit and Equipment Info/Plans Park Acquisition Files Research papers prepared by Docents City Incorporation -Related Documents (Note: These are duplicates;originals are on file in City Clerk's Office) Exhibit Info.Background Photos (Historical) City Anniversary Materials Measure A and LeaseslTransfers/Deeds (Note: These are duplicates;originals are on file in City Clerk's Office) Grant-Related Information Docent BylawsDonations and Gifts for Parks Information 501 c3 and 170c Status Nature Preserve History PVIC Historv 15,Computer Training Manuals T+2 T+2 GC 34090 Computer Software Training Manuals/Reference Materials P=Permanent;E=Expiration;C=Completed/Closed;T=Termination (e.g.,when equipment is terminated from use);0 =Obsolete (category eliminated) 3 Recreation and Parks Retention Schedule Resolution No.2011-_-Exhibit A 4 - 8 0 RESOLUTION NO.2011-_-EXHIBIT "B" FEBRUARY 2011 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.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 litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Record Series Description Destruction Number 1 Weeklv Administrative Report 2004 and prior 2 8udqet Files 2008 and prior 3 Correspondence and Subiect Files 2006 and prior 4 Correspondence -Chronoloqical Files 2003 and prior 5 Grant Files (Completed)Expired in 2004 and prior 6 Legal Opinions 2000 and prior 7A General Liability Claims Claims closed in 2007 and prior,except records fallinq under 70 78 Workers Compensation Claims Claims closed in 2000.and prior,except records fallinq under 70 7C Employee Training Records Employment terminated in 1990 and prior 7E Accident Reports -Non-Employee Injured 2005 and prior if no claim filed 7F Accident Reports and CalOSHA Forms -Cases closed in 1990 Employee Injured and prior,but see note on Retention Schedule under 78 9 Personnel Applications (not hired)2008 and prior 10 Personnel Cards,Full-time Employees 1 Employment terminated Resolution No.2011- Exhibit 8 Page 1 of 9 4-81 in 1985 and prior 12 Personnel Records,Full-time Employees'Employment terminated (except Employee Exposure Record,if any)in 1990 and prior 13 Personnel Records,Part-time Employees'Employment terminated (except Employee Exposure Record,if any)in 1990 and prior 14 Film Permits 2006 and prior 15 ParkinQ Citation Reports 2008 and prior 17 Health and Benefits Reports 2004 and prior 19 Community Forum Files 2000 and prior ,No relevant personnel file may be destroyed while an employment complaint,grievance or litigation is pending.Confer with attorney representing City in matter before destroying any personnel files if such a matter is pending. Resolution No.2011-_ Exhibit B Page 2 of 9 4-82 FEBRUARY 2011 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.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 litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 2 Budaet Files 2008 and prior 3B Nomination Papers -Elected Expiration of term plus 4 years 3C Ballots 6 months after Applications for Vote-By-Mail Ballots election date 4A Campaian Statements -Not Elected 2005 and prior 4B Nomination Papers -Not Elected Expiration of term plus 4 years 7 Council Legislative Action Files (Agenda 2003 and prior Reports) 9 Council Agenda Packets (except 2003 and prior Ordinance-Related Staff Reports) 17 Motor Vehicle Ownership Records Vehicle disposed .(terminated)of in 2005 and prior 19 Petitions (Elections)8 months after election date 20 Petitions (Other)2008 and orior 22A Statements of Economic Interest:2006 and prior GC 87200 Filers 22B Statements of Economic Interest:2003 and prior Desianated Filers Resolution No.2011- Exhibit B Page 3 of 9 4-83 FEBRUARY 2011 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.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 litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible Record Record Series Description for Destruction Number 1,2,3 Notice Envelopes returned by the post office 2008 and prior and 4 (obsolete cateqoryl in Address and Proiect Files 1B Address Files -Residential Plans except Completed in Approved Site Plans and Health and Safety Code 2008 and prior &'19850 Residential Plans 5A Public Notices and Public and Applicant Completed in Correspondence in Address Files,Planning 2005 and prior Application Project Files,Legislative Application Project Files for Non-City Projects 5B Consultant and other Interoffice Correspondence Completed in in Address Files,Planning Application Project 2005 and prior Files,Legislative Application Project Files for Non- City Projects. ·5C Research,and Preliminary and Administrative Completed in Drafts in Address Files,Planning Application 2005 and prior Project Files,Legislative Application Project Files and Subdivision Application Project Files for Non- City Projects 5D City Projects -Public Notices and Public and Completed in Applicant Correspondence in Address Files,2000 and prior Planning Application Project Files,and Legislative Application Proiect Files 5E City Projects -Consultant and other Interoffice Completed in Correspondence in Address Files,Planning 2000 and prior Application Project Files,and Legislative Application Proiect Files. Resolution No.2011- Exhibit B Page 4 of 9 4-84 5F City Projects -Research and Preliminary and Completed in Administrative Drafts in Address Files,Planning 2000 and prior Application Project Files,Legislative Application Project Files,and Subdivision Application Project Files. 6B Environmental Impact Report (EIR)Files -Public Final approval in and Applicant Correspondence 2007 and prior 6C Environmental Impact Report (EIR)Files -Final approval in Consultant and other Interoffice Correspondence 2007 and prior 60 Environmental Impact Report (EIR)Files-Final approval in Preliminary and Administrative Drafts 2007 and prior 7 Chronoloqical Files 2008 and prior 8A Code Enforcement Case Files Completed in 2005 and prior 8C Escort and Massage Permits Terminated in 2008 and prior 11 Miscellaneous City project Files -Initiated but not Last activity in approved 2005 and prior 13 Miscellaneous Reference Maps -Group A 2005 and prior Copies of Tract Maps unless no Copies of Parcel Maps update;always Copies of Record Surveys RETAIN last Permit History Maps updated map or survey despite date 15 Budqet Files 2008 and prior 17A Consultant Files (Contracts)-Specific Tasks Completed in 2006 and prior 17B Consultant Files (Contracts)-General Tasks Expired in 2006 and prior 17C Consultant Files -Non-selected Proposals 2008 and prior 18A Litigation Files -Background Case closed in 2008 and prior 19 Animal Control files 2008 and prior N/A Planning Commission Agenda Packets (Duplicate 2010 and prior records that are filed with record series 1,2,3,4, 5A, 5B,50,5E,6,6A, 6B,11 and 12A) Resolution No.2011- Exhibit B Page 5 of9 4-85 FEBRUARY 2011 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.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 litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Accounts Payable 2005 and prior 2 Accounts Receivable 2005 and prior 3 Finance Department Bud!=jet Files 2008 and Drior 5 Bank Reconciliation Files 2000 and Drior 6 Or!=janization-wide Bud!=jet Files 2008 and Drior 7 Business License Applications &Expired in 2005 Business Tax Reqistration and prior 8 Business License Reports 2003 and prior 9 Cancelled Checks 2003 and prior 10 Cash Receipts 2005 and prior 11 Special District Files 1999 and prior 12 Detailed and Summary General and 2000 and prior Subsidiary Ledqers 13 Journal Entries 2000 and Drior.14 Ledqer Reconciliations 2007 and Drior 16 Payroll Records 2000 and Drior 17 Retirement Records Terminated in 2003 and prior 18 Revenue Folders 2005 and Drior 19 Time Sheets 2000 and Drior 20 Trust DeDosit Records 2000 and Drior 21 Finance Advisory Committee Agenda 2005 and prior Packets 23 Storm Drain Oversight Committee Agenda 2005 and prior Packets 25 Monthly Cash Balance Reports 2000 and prior Resolution No.2011- Exhibit B Page 6 of 9 4-86 FEBRUARY 2011 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.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 litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Budget Files 2008 and prior 2 City Council Agendas and Public Works 2009 and prior Staff Reports (Duplicate Files) 4A Public Works Capital Projects -City-funded Projects completed in 2000 and prior 4B Public Works Capital Projects -State-Projects completed in funded 2000 and prior 4C Public Works Capital Projects -Federally-Projects completed in funded 2000 and prior 4D Public Works Capital Projects -Mixed Projects completed in Funding Sources 2000 and prior 4E Public Works Capital Projects -Projects completed in ,Unsuccessful Bidders and Proposers 2007 and prior 4F Public Works Capital Projects -Preliminary Last activity 2007 and Proposals/Project (not approved)prior 5 Chronological Files 2005 and prior 6A Encroachment Permits Terminated in 2000 and prior 6B Encroachment Permits -Agreements and Terminated in 2000 Covenants and prior 7 Improvement Undergrounding and 1999 and prior Maintenance District files (Landscaping and Lighting) Resolution No.2011- Exhibit B Page 7 of 9 4-87 8A Inventory of Road Infrastructure 2000 and prior unless no update;always RETAIN last updated inventory despite date 8B Inventory of Trees and Sidewalks 2000 and prior unless no update;always RETAIN last updated inventory despite date 9 L.A.County Road Dept.Service Requests Completed in 2005 and prior 10 LA County Engineering Service Requests Completed in 2005 and prior 11 Maintenance Records 2000 and prior 12 Speed Zone Surveys 2000 and prior unless no update;always RETAIN last updated survey despite date. 13 Accident Reports 2000 and prior 15 Traffic Safety Commission Staff Reports 2003 and prior 17 AB 939 Annual Reports 2004 and prior 19 Pavement Mgmt.Systems Annual Report 2000 and prior unless no update;always RETAIN last updated report despite date 21A Beautification Grants or CRV -Awarded 2004 and prior 21B Beautification Grants or CRV -Not 2008 and prior Awarded 22 Traffic Investigations 2000 and prior 24 Development Application -Consultant and Completed in 2005 and interoffice correspondence prior 25 Oversized Vehicle and Neighborhood 2004 and prior .Parking Permits 26 Neighborhood Parking Permits -Terminated in 2008 Neighborhood Applications and prior 27 Vehicle Records Vehicle disposed of in 2005 and prior 28 Playground Equipment -Inspections 2000 and prior unless no update;always RETAIN last updated report despite date 29 Office Space Plan nino 2005 and prior 30 Office Equipment Terminated in 2008 and prior Resolution No.2011- Exhibit B Page 8 of 9 4-88 FEBRUARY 2011 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.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 litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Activity Reports (Duplicate Record)2008 and prior 2 Budqet Files 2008 and prior 3A Cash Receipts and Financial Documents 2005 and prior (No Donations) 3B Financial Documents -Los Serenos 2000 and prior Docents 4A Proiect Files 2006 and prior 4B Project Files -Contracts Completed in 2006 and prior 5 Recreation and Parks Committee Files 2003 and prior 6 Recreation and Parks Facilities 2004 and prior Operations 7 Park Ranqer Documents 2004 and prior .8 Recreation and Parks Staff Reports 2006 and prior 10 Facilities Use Permits and Contracts 2006 and prior 11A Inventory of Playground Equipment Terminated in 2005 and prior 11B Playground Equipment -Inspection and 2000 and prior Repair 12 Recreational Activity Reports 2006 and prior 13A Timesheets 2008 and prior 13B Facilitv Loa Books 2004 and prior 15 Computer Training Manuals Terminated in 2008 and prior Resolution No.2011- Exhibit B Page 9 of9 4-89