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RPVCCA_SR_2010_02_02_04_Records_RetentionCITY OF MEMORANDUM RANCHO PALOS VERDES TO: FROM: DATE: HONORABLE MAYOR AND CITY CO~IL)MEMBERS CARLA MORREALE,CITY CLERK ~ CAROL LYNCH,CITY ATTORNEY FEBRUARY 2,2010 SUBJECT: REVIEWED: RECORDS RETENTION AND DESTRUCTION SCHEDULES CAROLYN LEHR,CITY MANAGER Q9- RECOMMENDATION Adopt Resolution No.2010-_,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. BACKGROUND In 1985,the City established a Records Retention Program to eliminate the unnecessary build-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,legal,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 biennial basis.The last update to the record retention and destruction schedules was completed in February 2009. Generally,the City updates its record retention and destruction schedules every other year;however,the Director of Community Development has requested that this item be brought for Council's consideration earlier in light of the modifications that he has made to that Department's retention schedule.In the past,the Community Development Department has destroyed very few records,which over time has caused an 4-1 Records Retention and Destruction Schedules February 2,2010 Page 2 of 5 accumulation of materials.In addition,the Community Development Department has simply outgrown their building.In order to more effectively use the available office space in that department to accommodate staffing needs the City currently rents two storage containers at City Hall which houses these documents.The Director of Community Development would like to destroy the documents that are eligible for destruction under the City's policies as part of the upcoming dean up day,which is scheduled for February 15,2010,so that the storage containers can be removed. It should be noted that on each of the attached Destruction Schedules,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. 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.During the City's last clean up day,staff performed a thorough review of the documents in the Community Development and Public Works Department and would like to proceed with the destruction of the documents that are eligible for destruction. 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's Office,Community Development (formerly the Planning Department),Finance and Information Technology,and Public Works.There are no changes to the Recreation and Parks retention schedule.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 combined into another category or obsolete records,are noted with "strikethrough"text. Staff has provided the previous January 2009 Records Retention Schedule for Planning,Building &Code Enforcement as well as the new January 2010 Records Retention Schedule for Community Development Department (new name)for reference,as this schedule has the greatest number of changes and clarifications. City Manager's Office There are minor changes to the City Manager's retention schedule including clarifying language in several sections;the separation of items listed under Record NO.7 (Claims Files/Risk Management)for purposes of clarity;the addition of new Record No.70 4-2 Records Retention and Destruction Schedules February 2,2010 Page 3 of 5 (Litigation Settlements,Judgments,Final Awards);and,the addition of new Record No. 21 (Emergency Preparedness Committee)to commemorate the actual retention practice of those records. City Clerk's Office There are minor changes to the City Clerk's retention schedule including the addition of language in the Contents/Notes section for Record No.3 (Elections)and Record NO.4 (Elections-Non-Elected Candidates);and,the addition of clarifying language in several sections. Community Development Department There are numerous changes to the Community Development Department retention schedule for the purposes of clarification including the addition of language,renaming of Record Series,and addition of new Record Series.In addition,several Record Series have been deleted as those records have been combined into other categories or are duplicative. The following new Record Series have been added (or former Record Series divided into subcategories)for purposes of clarification or to more clearly identify each of these categories in accordance with actual retention practices: Record No.1A (Address Files-Residential Plans except ...R.esidential Plans) Record NO.1 B (Address Files-Health &Safety Code ...Residential Plans) Record NO.1 C (Address Files-Residential Approved Site Plans) Record NO.1 0 (Address Files-Multi-Family Residential and Non-Residential Plans) Record No.5A (Public and Applicant Correspondence ...non-City Projects) Record No.5B (Consultant and Other Interoffice Correspondence ...non-City Projects) Record No.5C (Research,and Preliminary ...non-City Projects) Record No.50 (City Projects-Public ...Project Files) Record No.5E (City Projects-Consultant ...Project Files) Record No.5F (City Projects-Research,and Preliminary Project Files) Record No.6A (Environmental Impact Report Files-Public Correspondence) Record No.6B (Environmental Impact Report Files-Consultant Correspondence) Record No.6C (Environmental Impact Report Files-Preliminary Drafts) Record No.8A (Code Enforcement -Reference Files) Record No.11 (Miscellaneous City Project Files ...Initiated but not approved) Record No.12 (Commission/Committee Agendas ...Sub-committee) Record No.13 (Reference Maps -Group A) Record No.14 (Reference Maps -Group B) Record No.16 (View Restoration Permit ...City Tree Review Permit Files) Record No.17A (Consultant Files-Contracts-Specific Tasks) Record No.17B (Consultant Files-Contracts-General Tasks) Record No.17C (Consultant Files -Non-selected Proposals) 4-3 Records Retention and Destruction Schedules February 2,2010 Page 4 of 5 Record No.18A (Litigation Files -Background) Record No.18B (Litigation Files -Final Award,Judgment,Settlement) Community Development staff has recommended the deletion of several categories of records (Record Nos.2,3,4,5,7,9,10,11,15,16,17,20,21,and 22)from its old January 2009 Retention Schedule (see Attachment 2)as those records have been combined into other categories or are duplicative. Finance and Information Technology Department There are minor changes to the Finance and Information Technology retention schedule including the addition of clarifying language in several sections,and the deletion of former Record No.11 (Correspondence &Subject File)as correspondence is actually retained in the individual Record Series files and not as an independent record file. Public Works Department The changes to the Public Works retention schedule include the addition of clarifying language to more clearly define the types of records being retained.In addition,former Record No.1 (Activity Reports)is being deleted as this record was a duplicate and the original is retained electronically in the City Manager's;former Record NO.5 (Contractor Invoices to City)and Record No.16 (Time Sheets)are being deleted as these records have been combined with new Record NO.4 (Project Files);former Record,No.15 (Telephone Logs)is being deleted as this record is obsolete.A new Record No.13 (Accident Reports)has been created so that this record has its own category.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.15 (Geology Studies -non-project related) Record No.16 (AB 939 Annual Reports) Record No.17 (NPDES Permits and Annual Reports) Record No.18 (Pavement Management Systems Annual Report) Record No.19 (Quarterly Reports-Commercial and Residential Haulers) Recreation and Parks There are no changes to the Recreation and Parks retention schedule. Adoption of the attached Resolution will permit the destruction of records in accordance with the records retention policy specified in the Resolution and amend the City document retention schedules.Staff has also updated the corresponding destruction schedules for these Departments;these schedules are attached as Exhibit "B"to the Resolution. 4-4 Records Retention and Destruction Schedules February 2,2010 Page 5 of 5 CONCLUSION Council's adoption of the proposed resolution,revised departmental retention schedules and destruction schedules will ensure a systematic approach to managing the life cycle of City records and sustain continued compliance with state laws and federal agency 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 OOB OO )to the attached Resolution list documents that can be destroyed 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 must be retained by the City and cannot be destroyed. Attachments: 1)Attachment 1 -Marked-up Retention Schedules 2)Attachment 2 -January 2009 Records Retention Schedule for Planning,Building and Code Enforcement 3)Resolution No.2010-_ 4)Exhibit "A"-2010 Department Records Retention Schedules (without Mark-ups) 5)Exhibit "B"-2010 Department Records Destruction Schedules 4-5 Resolution No.2010-_-Exhibit A ATTACHMENT NO.1 JANUARY 2010 RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1.Weekly Administrative Report 2 4 6 GC 34090 (Note:Formerly Friday Report)(Electronic Record onlvfrom 2010 forward)' 2.Budget Files 3 5 8 GC 34090 Operating bUdget;Calculations.-Reports &Supportino Documents 3.Correspondence &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.Lellal Opinions 5 5 10 GC 34090 Correspondence with the City Attorney 7.Claims Files/Risk Manaaement 7A.General Liability Claims C 3 C+3 GC 34090 Retain all settlements,judgments.final awards and similar final records oer 7D 7B.Workers Compensation Claims C .10 C+10 LC 110-139.6;'Retain all settlements,judgments.final 6401,7 awards and simitar final records per 7D GC 34090 7C.Employee Training Records C 10 G*10 GC 34090 I 7D.Litigation Settlements.Judgments.Final Awards .E .E GS 34090 Settlements.judgments.final awards and similar final records B.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 Emplovees T 25 T+25 GC 34090 Reference Card With Dates of Employment, 1 City Manager Retention Schedule Resolution No.2010-_-Exhibit A4-6 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL Positions,Pay Rate.(Note:Confidential record.) 11.Personnel Handbooks P P GC 34090 I 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) I (Note:Confidential record,) I 13.Personnel Records,Part Time Employees T+10 10 T+20 GC 34090 NOTE:Employee Exposure Record.if any in file retain for Exnosure+30'see No.12 14.Animal Control Files AR 2 AR+2 GC 34090 Correspondence,Statements,Invoices 15.Film Permits 1 3 4 GC 34090 Application for permission to film in the City, Correspondence Insurance certificates. 16.Parkin a Citation Reports 2 2 GC 34090,Admin.Review Disposition Forms 17.Digital Video Disks (DVD)P P GC 34090.7 .City Council Meetings Planning Commission Meetings Special City Committee/Commission Meetinos. 18.Health &Benefits Reports 4 2 6 GC 34090 Includes eligibility for medical insurance and other Citv benefits. 19.Cable Television Advisory Board P P GC 34090,CATV Board Minutes 36814,40801 20.Community Forum Files 3 7 10 GC 34090 21.EmerQency Preparedness Committee P P GC 34090 Aoendas and Minutes 2 City Manager Retention Schedule Resolution No.2010·_•Exhibit A4-7 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE I INACTIVE I TOTAL I I I P=Permanent;E=Expiration;C=Completed/Closed;AR=Annual Review;T=Terminalion of Employment;0 =Obsolete (category eliminated) 3 City Manager Retention Schedule Resolution No.2010-_-Exhibit A4-8 ATTACHMENT NO.1 JANUARY 2010 RECORDS RETENTION SCHEDULE CITY CLERK'S DEPARTMENT NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1.Annexation P P GC 34090(a)Secretary of State,Certificate of Incorporation, Backoround Information 2.Budaet 2 1 3 GC 34090.7 I lDeoartmentai back-uo information) 3.Elections Campaign Statements -Elected P P GC 81009(a)Includes FPPC forms 410,460,461 aAe 470,496,497, 501 Nomination Papers -Elected Expiration of Expiration EC 17100 Records held longer if the subject of judicial term +4 of term +proceedings.Inclu£~~Aeieale-lflteAliGR vears 4 vears Stateme~~Fm-li e the "Nomination Paoer" Ballots 6 months 6 months EC 17505; Applications for Vote-By-Mail after after EC 17302(c) Ballots Election date Election date 4.Elections -Non-elected Candidates Campaign Statements -Not 1 4 5 GC 81009(b)Includes FPPC forms 410,460,461 aAll-470,496,497, Eiected 501 Nomination Papers -Not Elected Expiration of Expiration EC 17100 Records held longer if the subject of judicial term +4 of term +proceedings.Includes lA~AGiQate-lAteAliGA vears 4 vears StatemeA~Fm-li!l'l+aAe the "Nomination Paoer" 5.City Incorporation Documents P P GC 34090 (Stored in Vault,Historical vaiue) 6.Contracts ~~.a &I4a CCP 337,Official signed copy of contracts &related documents, P . P 343;GC including insurance certificates and endorsements.\\or 34090 contracts/aoreements affectino real orooertv,see 22. 7.Council Legislative Action Files 5 3 8 GC 34090.7 All back up material presented to Council in agenda packets (This category ~Obsolete from 2010 forward. Duolicates material in Council Aaenda Packetl City Clerk's Department Retention Schedule Resolution No.2010,_-Exhibit A4-9 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 8.Council Agendas P P GC 34090 (Note:Electronic record only -retained electronically datinn back to 2001;narlial records from 1996-200{\ 9.Council Agenda Packets 2 ;3 a GC 34090 Agendas;staff reports;attachments &-GaGk-uf3 5 7 materjals'late corresoondence;Follow-Uo Aoendas 10.Council Follow Up Agendas P P GC 34090 (Note:Electronic record only -retained electronically--datinn back to 2001;nartial records from 1996-2001".\ 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,Originai 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 resoiutions and record of parties Reference Copies and Control 40801 receiving copy of resolutions from City Clerk's Office Record Sheet . 17.Vehicle ownership records L L+5 VC 9900 Retain records until 5 years after sale of vehicle et seq. 18.History Archives P P GC 34090 Material showing the development and history of the City- Historical value 2 City Cierk's Department Retention Schedule Resolution No.2010-_-Exhibit A4-10 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 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 20)AR 2 2 GC 34090 21.Real Property Files P P •Deeds GC 34090(a) •Covenants runnino w/land GC 34090(a) •Index of sewer hook-uos GC 34090 •Deeds for the City ParksfTrails GC 34090(a) •Easements GC 34090(a) •Street Vacations GC 34090(a) •Road Deeds GC 34090(a) •Agreements GC 34090(a) 22.Statements of Economic Interest 2 2 4 GC 81009(e)City Council,Planning Commission,City Manager,City Attorneys,City Treasurers,City Finance Director (Duplicate records:original statement filed with FPPC, Sacramento)(FPPC Form 700) 2 5 7 GC 81009(e)Officials designated in City's Conflict of Interest Code - Orioinal Statements 23.City Newsletter P P GC 34090 Copy of ea.ch 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.) 3 City Clerk's Department Retention Schedule Resolution No.2010-_-Exhibit A4-11 ATTACHMENT NO.1 JANUARY 2010 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Address Files P P GC4003,File Control Sheet Summary of 4004,34090,Application/Permit History,Planning 36814,40801 Approvals (applications,notices,staff reports,memos,plans,address labeis, ..-photographs,Notices of Decision,copies of recorded documents),Building Permits, Statement of Conformance with Fire Warning Ordinances,Surveys (property line or slope oradienl\ 1A.Address Files -Residential Plans except C+2 C+2 GC34090,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 Bl and Site Plans CCP 318,l19.l 319 343 338 1B.Address Files -Health &Safety Code §E E GC 34090,All approved plans for Single-family 19850 Residential Plans 65009,Residential that must be retained pursuant to H&S 19850 Health &Safetv Code §19850 1C.Address Files -Residential Approved Site E E GC 34090,Approved Site Plans for all Single-family Plans 65009,Residential Projects H&S 19850 1D.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 2.GertifiGates-ef-CompliaRGe J2 J2 GG-34QgQCa) 3-GertifiGates-ef-GompliaRGe--Files J2 J2 GG-34QgQfah G9R'6Sfl9AeeAGeIN9tes,Refl9r-ls,-bel-biRe 36814.4QllQ-1.Aej",slmeAls,aRG-Gaflies-ef-HlGElFGee Ger-liHsates-eI-Ga/llflliaRGeA9l-liRe-aej",slmeAls Community Development Department PlaAAiA€l,-El",neiR€l-&-Ggee-ERCeFGemeAt Retention Schedule Resolution No.2010·-Exhibit A4-12 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 4-GGastal-l2eFmi~ear~Ag-MiAYtes P I"GG-.>4Q99~r :l6B14,49BQ-1. 5.GGAGilioAal-Yse-PeFmil-&-VaFiaAGeS P P GC 4003,8aGkj3ffiYAG-Rles-lRGI",eiA§-AGHGA 2.4004,34090.lAferfAaHGn-aReelr-GGFfespoAdeAGe; Planning Application Project Files~65009,~vir-GAmeAtal-QoG",meAtatiGA~taff-RepGr4&; Coastal Permits HS 19850.MateFial-Sample!r.-{NGte7-PfGviees Conditional Use Permits CCP 318,baGk§ffi"'Afl-fer-eeGisiGR-tG-§FaAt-eF-ffifuse Conditional Large Domestic Animal Permits 319.343,338 perfAit4 Encroachment Permits Environmental Assessments Action Information Sheet,Staff Reports with Exotic Animal Permits attachments,adopted resolutions or Fence.Wall &Hedge Permits conditions of approval,approved plans, Geologic Investigation Permits applications (including applications for Grading Permits revisions).surveys (properly line and slope Height Variation Permits gradient),environmental document.notice of Landslide Moratorium Exception Permits hearings,and photographs.If applicable, Landslide Moratorium Exclusion Permits coastal permit hearing agendas and minutes. 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 2 Community Development Department PlaAAiA§,-8",i1fliA§-&-GGee-E-AfeFGBmeAt Retention Schedule Resolution No.2010,_·Exhibit A 4-13 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 3.Legislative Application Project Files P P GC4003.AGBO~RfeHHaBoAhSRee~o~~sponden68, (Development Code Amendments,Zone 4004.34090,Mal'l~FGnmenla~oslffilefltaBo~fle Changes,General Plan Amendments,65009.GI1afl§es-afld-sf>esialii!ed-sljDjest-files-tRat Specific Plan Amendments)65860,desljfReflkl8J'lartfRefl~dfRiflistFatioA-ef HS 19850 codes, Action Information Sheet,Staff Reports with attachments,adopted resolutions, ~;"applications (including applications for revisions),surveys (property line and siope gradient),environmental document,notice of hearings,work papers,photographs,copies of any recorded documents,copies of any Zoning Map chan[Jes 4.Subdivision Application Project Files P P GC 4003,Maps,GG~f-Pjaflflin~omfRissiofl (Parcel Maps and Tract Maps)4004,34090,ResolljBofls,-Pal'Gel-infer-fflaBofl-SReet&; 66499.37 NOBs&Gl+leaFiR~FGflfRefllal HS 19850 QaSljfRefllaBefl,Staff ReI'lGFl&;-GGGIG§is Rel'lor-l&;-GGFFeSJ'lGfldeflG&.-fNote:,A,SG~f par-ce~ps-i6-fetaifled-pel'-item-N~f tRi6-6SRGdljl&.) Action Information Sheet.Staff Reports with attachments,correspondence.adopted r~solutions,applications (including 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 3 Community Development Department Plaflflifl§,Bljildifl§-&-Gode-EnfeFGemeflt Retention Schedule Resolution No.2010-_-Exhibit A 4-14 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 58·Public and Applicant Correspondence in C+1 C+4 C+5 GC 34090,Correspondence received from the public Address Files,Planning Application Project 65009,and between the City and the applicant Files,and Legislative Application Project CCP 318,(including material samples.if any)related to Files for non-City Projects 319,343,338 specific planning applications or miscellaneous planning issues YseG-F~r QtliG~RFGAGIG'IiGal-RefereAGe, 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 Note: The current policy is that intra-office and interoffice correspondence are not retained in the ordinary course of business,and this category does not regulre the retention of intra-office and interoffice correspondence not retained in the ordinary course of business.including correspondence with City consultant. 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 Note:The current policy is Subdivision Application Project Files for CCP 318,that research,preliminary and administrative non-City Projects 319,343,338 drafts are not retained in the ordinary course of business.and this category does not require the retention of research and preliminary and administrative drafts not retained in the ordinarv course of business. 50.City Projects -Public and Applicant C+1 C"'9 C+10 GC 34090,Correspondence received from the public Correspondence in Address Files.Planning 65009.and applicant (including material samples,if Application Project Files.and Legislative CCP 318.any)related to specific planning applications Application Project Files 319,337.15,or miscellaneous planning issues YseMGr 343 338 QtliG~FGAGle"iGaI-R6fereAG&. 4 Community Development Department PlaAAiAlJ,BtlilaiA!j-&-Geae-E-flfeFGeFA6At Retention Schedule Resolution No.2010-_-Exhibit A 4-15 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 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.Please Note: The current policy is that intra-office and interoffice correspondence are not retained in the ordinary course of business.and this.-category does not reguire the retention of intra-office and interoffice correspondence not retained in the ordinary course of business,including correspondence with City consultant. 5F.City Projects -Research,and Preliminary C+1 C+9 C+10 GC 34090,Inciudes 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.Please Note:The current policy is Subdivision Application Project Files CCP 337.15 that research.preliminary and administrative drafts are not retained in the ordinary course of business,and this category does not reguire the retention of research and preliminary and administrative drafts not retained in the ordinarv course of business. 6.Environmental Impact Report Files P P GC 34090;Notices,Initiai Study,PUblically Circulated PRC 21167:Draft EIR,Certified Fjnal EiR &CEQA Guidelines GA.Environmental Impact Report Files -Pubtic FA+1 FA+2 FA+3 GC 34090:Correspondence received from the public and Applicant Correspondence PRC 21167 and applicant related to environmental .imnact renorts . 5 Community Development Department PlaAAiA§;-BuilejR@-&-GeEl~fer-GemeAt Retention Schedule Resolution No.2010-_-Exhibit A 4-16 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 68.Environmental Impact Report Files -FA+1 FA+2 FA+3 GC 34090;Correspondence exchanged between Consultant and Other Interoffice PRC 21167 consultant and staff,and other interoffice and Correspondence intra-office correspondence,if retained in the ordinary course of business.Please Note: The current policy is that intra-office and interoffice correspondence are not retained in the ordinary course of business,and this category does not reguire the retention of -"intra-office and interoffice correspondence not retained in the ordinary course of business.including correspondence with City consultant. 6C.Environmental Impact Report Files -FA+1 FA+2 FA+3 GC 34090;Preliminary and administrative draft Preliminary and Administrative Drafts PRC 21167 documents,if retained In the ordinary course of business.Does not apply to circulated Draft EIR (see retention category 6).Please Note:The current policy is that preliminary and administrative drafts are not retained in the ordinary course of business.and this category does not reguire the retention of preliminary drafts not retained In the ordinary course of business. 7.Chronological Files N/A N/A 2 GC 34090.7 Copies of all correspondence (ietters and notices)mailed out bv the Department. . 8.CevelepmeRt-Code Enforcement Case Files C 5 C+5 GC 34090 Complaint Information,correspondence, Investigation Notes,photographs 8A.Code Enforcement -Reference Files E E GC 34090 Specialized subject files that document department's administration of codes. .:w.EnviroRmeRlal-lmpaGt-RepeFts P P GG-J4QQQ~ &-GeQA Gl,liaeliRes 6 Community Development Department P1aRRiA§,gl,lilaiA§-&-Ge8~fGFG8fReAt Retention Schedule Resolution No.2010-_-Exhibit A 4-17 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL '!-1.GeArPlaA-&-Geastal-SpeGifiG-PIaA P P G~4QQQ(-&h GeFr-espeAdeAse,Maps,-&wiroAFAeAtal AmeAdmeAts-F-iles e5'I-QJ QGG\;FAeAlalieA;-AGlieA-lAfer-malie~Reet&, Slaff-Reperts.Wer-k-PapeFS;-GeFltfClGts, Reperl&-aFlG-FIeariA§Er. 9.Geologic &Soils Reports P P GC 4003, .'4004,34090,Complete Reports submitted by project HS 19850 applicants for City review;include correspondence with geologist.Historical Value. 10.lAdG*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. -'14.NeA-FGsideAtial-bldg.-PlaAs P P GG-4QQJ,Approvefl-Plans-Fer-GeFAFAer-sial-&-Gil-y 4QQ4,mjesls-, J4QQQ(a),-FlS -WB€iQ 1a.PlaAAiAg-AppliGatieAs P P GG-4QQJ,P1aAAin§-Applisaliens,Reqwesl&-fer-Apprevsl 4QQ4,ef-Projesl-aA!l--swjolperling-Geswmenls J4Q9Q(ah-FlS pending-desisieA-, -WB€iQ . ~Paroel-Map-F-iles P P G~QQ{al MapS;-Gepy-e~aFlFliFl§-Gemmissien ReselooeFlS;-i='ar-sel-IAfer-malie~Reet&, Nelise-ef-Flearin§;-€nvironmeAtal Qes\;mentalien,Staff..ReperlS;-Geele§is Reper-ts,-GeFffispeAdens&.-{Nete;.-I\-Gepy-e1.par-sel-maps-is-relained-per-item-N~f lRiG-SGIledwl&.-l '!+.PlA!FGemm.MiAs.&-ReselutieAs P P G~QQiel 7 Community Development Department PlaAnin§,Bwilding-&-Ged&€flfer-seFAeFlt Retention Schedule Resolution No.2010-_-Exhibit A 4-18 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 Pianning Application Project Files . .- 12.PIRg.Gomm..-MiRs.-&-ReselutieRs P P GC 34090(e) Commission/Committee Agendas,Adopted 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 P GC 34090 Includes par-Gel-aml-tfast-map6;-as-well-as Copies of Tract Maps P mOOlG iand use reference maps and various Copies of Parcel Maps other study.maps..!llil!are either duplicates Copies of Record of Surveys of County records,aRG-aFG-SsAeG<lleG-as-P Permit History Maps fel'-Gity:s..GGRveRieRG&.-GffisiaI-GGpy-lR GG<lRly-ResGRleF&-Gffiee or cease to have usefulness once replaced with an updated mao. 8 Community Development Department J'>laRRiRg,S<lilGiA~eGe-E-flfeFGeffleAt Retention Schedule Resolution No.2010-_-Exhibit A4-19 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 14.Reference Maps -Group B P P GC 34090 ~I3FGeusiBIe-fer-mal-(-&.§-o--Velum-er-my1afl General Plan Land Use Map and other ssl3 ies-ektaFisus-JaRlHlsa-maf'ls.-iRslueiR§ document maps tSf'ls§Faf'lRisal,-aeFial.-"'GAiR~ese-a1'e Coastal Specific Plan Map and other eUf'llisates-el-GsuR\y-feSSFGs,aR<Hl1'e document maps sSReeule<Hls-P-fsF-Gi~sAVeAieRSB-, Zoning Map Gffisial-Gsf'ly-ln-GsuRty-Ressr-eeFs-GffisB-, Address Maps LA County Zoning Maps Includes General Plan Land Use Map, City wide aerial photos .-Zoning Map,Coastal Specific Plan Land Use 1976 Composite Maps Map,aerial maps,composite/topographic Archaeology Maps maps,and various other maps in Topo maps reproducible format Land use maps ESAMaos :w.Subjest-F-iles AR -1-~GG-MQ99 GSFfeSI:lSReeASe Ref'ler-ls SUFVe 0 "'-.aeeFS 2-1,+r-ast-Map-F-iles P P GG-MQ99fal :r-r-ast-Maf'ls AslieR-JRfar-malisFH>Rssts €f!vir-GRmeRtal-GesumsAtalieA Geele§isal-Ref'ler4s Staff-ffil3 eFls Gily-GeuRsil-ReselutieRs-&-GerreSf'leReeRGe Netei-A-Gef'ly-Gf-tr-ast-ma f'l6-i6-l'etaiRSG-fler jtem-N~R-lRi6-SSReeulB-, n PlaRRiRg-GammissieA-AgeR(la-Paskets e-mes-e-mes--1-GG J499fh-7 Netei--Gu l:llisate-l'esar4--GFi§iRal-staff-r-el:lerls iR-W-Gjest-files- 15.Budget files (Dept.)2 2 4 GC 34090 Draft Budgets,memos,staff reports,studies and reports 16.View Restoration Permit,View Preservation P P GC 34090 Staff Reports with attachments,adopted Permit and City Tree Review Permit Files resolutions or conditions of approval, memos,correspondence,photoaraphs 9 Community Development Department PiaRRiA§;-BuileiR§-&-Gsee--I"RfarsemeRt Retention Schedule Resolution No.2010-_-Exhibit A4-20 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 178·Consultant Files (Contracts)-Specific C C+2 C+2 GC 34090 RFQ or RFP,consultant proposals,staff Tasks reports,copies of approved signed contracts, regarding consultants who are hired for a 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 Citv. 17C.Consultant Files -Non-selected Proposals 2 2 GC 34090 Proposals for consulting services that were not selected. 18A.Litigation Files·Background Q C+2 C+2 GC 34090;Attorney-client communications.copies of 34090.7 pleadings.depositions,subpoenas. discoverv.administrative record 18B.Litigation Files·Final Award.Judgment,J:J:GC 34090 Final award.judgment.settlement or similar Settlement final document c10sinn out a Iitination matter P=Permanent;C=Completion (for example,completion of project.issuance of all occupancy permits.etc.);E =Expiration or Termination;FA=Final Approval (for example,the approval date of the final EIR);LA Last Activity;LU Last Updated (retain the last updated even if older than the retention period) 10 Community Development Department P1aRRiR§,B"'i1diAg-&-GGse-E-f\fGr-GemeAt Retention Schedule Resolution No.2010,_-Exhibit A4-21 ATTACHMENT NO.1 JANUARY 2010 RECORDS RETENTION SCHEDULE FINANCE &INFORMATION TECHNOLOGY DEPARTMENT TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 1.Accounts Payable 3 2 5 GC 34090.Invoices approved for payment 34090.7,CCP Electronic and/or paper Purchase Orders I 337 Warrant Registers.and related.-correspondence I 2.Accounts Receivable 3 2 5 GC 34090 City invoices and supporting documents, and related corresDondence I 3.Finance &Information Technology 2 -2 GC 34090 Budget and related correspondence Department Budget Files 4.Auditor's Reports P P P GC 34090 City Auditor Reports,State Controller, Special Audits,and Auditor's Recommendations 5.Bank Reconciliation 3 7 10 GC 34090;26 Bank Statements,Copies of Deposit CFR 31 .6001-1 Records,Notes and Worksheets 6.Organization-wide Budget Files .f .f GC 34090 Organization-wide budget support documents I 7.Business License Applications E+2 E+3 E+5 GC 34090 Business License Applications and copies of business registrations (Le.,contractor's I 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 Citv 1 Finance &Information Technology Retention Schedule Resolution No.2010,_-Exhibit A 4-22 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 applicable.Most are in Ping.,Bldg.&Code Enf.) ." .:1-1,GGFfesPGR<leRGe-&-S"biest~le AA a AR#i GG-34Qgg Ge~speRGeR~perts 42.Special District Files 2 9 11 GC 34090 includes Miraleste and Ridgecrest 11.Recreation &Park Districts,ACLAD, Klondike,RDA,and Assessment Districts; correspondence,bank statements,check stubs and invoices '1-3.Detailed &Summary General &Subsidiary 3 7 10 GC 34090;includes capital projects and trust deposit 12.Ledaers CCP 337 subsidiary ledgers -'14.Journal Entries 3 7 10 GC 34090 General ledger and budget journal entries 13.and supporting documentation '!.a.Ledger Reconciliations 3 -3 GC 34090 Worksheets used to prepare for various I 14.audits;correspondence I ~.Organization-wide Final Budget Document 5 P P GC 34090 includes operating and capital budgets 15. 2 Finance &Information Technology Retention Schedule Resolution No.2010-_-Exhibit A 4-23 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES ."\+.Payroll Records 2 8 10 GC 34090;29 Bank Statements and supporting 16.CFR 516.2,documents,Tax Report Records,Payroll 516.5,516.6;Register &Reports,Insurance Records, 22 CCR 1085-Vacation Reports,Records of I 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) 4lh Retirement Records 3 T+4 T+I 22 CCR 1085-Personnel Action Form Benefits Eligibility 17.2(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 W.Revenue Folders 3 2 5 GC 34090 Invoices,Check Stubs,other cash receipt 18.support &Correspondence 2lh Time Sheets 1 9 10 GC 34090;29 Timekeeping records for City personnel. 19.CFR 516.2,(Note:Confidential Record) 516.6;IRS Reg.31.6001-. 1(e)(2);R&T 19530 I 2-1,Trust Deposit Records 3 7 10 GC 34090 Ledger Sheets for Individual TO's and 20.related correspondence 22.Finance Advisory Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports 21.Packets 34090.7, 36814,40801 3 Finance &Information Technology Retention Schedule Resolution No.2010-_-Exhibit A 4-24 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 23..Finance Advisory Committee Agenda and P P GC 34090,Agendas and minutes to City Clerk for 22.Minutes 36814,40801 permanent retention 24,Storm Drain Oversight Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports 23.Packets 34090.7, 36814,40801 2lh Storm Drain Oversight Committee Agend;l P P GC 34090,Agendas and minutes to City Clerk for 24.and Minutes 36814,40801 permanent retention 26,Monthly Cash Balance Reports 2 8 10 GC 34090 25. A=Audit;C=Completion;E=Expiration;T=Termination;0 =Obsolete (category eliminated);P=Permanent 4 Finance &Information Technology Retention Schedule Resolution No.2010,_,Exhibit A 4-25 JANUARY 2010 RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT ATTACHMENT NO.1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL -'h AGtivity-RepoRs -1·.:t-G~BG,.7 Gily-MaAa§eF-W-eekly-ReflGFt,-QeflaFlmeAt fJiresteHrAslivity-Refl°F!&.-fNeter:r-Ris-is-a GHlllisate-seFies;-eFi§iAal-reflGFl-i~itv MaAaaeFs-G#ise,.) -- 1.Budget Files 1 1 2 GC 34090.7 Details of Department Budget 3-City Council Agendas &Public Works Staff Reports 6 mos.6 mos.1 GC 34090.7 (duplicate record) 2.(OuDlicate filesl 4-Maps and Plans T 2 T+2 GC 4003,Rights-of-Way 3.4004,Landscape Plans 34090(e)Drainage Maps Aerial Maps Aerial Photographs City Maps Maintenance &Improvement Maps Open Space Maps (Forrestal,Barkentine) Assessment District Maps Contour/Topographic Maps Engineering Drawings .Grading.Maps/Pi'lns 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 5.GGAtfaGtGI'-l_iceG-tG-City J 3 l;G~BG BilliA§-iAfeFR'lalieA-ler-wer~eFfer-meG-feF-lRe Gity-iAsIHGiA§-seskiata-Gy-peFSeAAel-ieve~ aAG-PHfGAase-Gr.eer-&.-{Note;-+Rese-ilW9ioos aAG-eHfGAas8-9reers-fileG-Gv-lissal-veal7l Public Works Retention Schedule Resolution No.2010-_-Exhibit A Page 1 4-26 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 6-Subjesl-aRG Project Files C+1 9 C+10 GC 34090,Correspondence with attachments 4.34090.7;29 Inter-Office Memos CFR 516.2,Staff Agenda Reports 516.6;IRS Foliow-Up Action Reg.Federaliy/State Funded Projects 31.6001-Requests For Proposals (RFPs) 1(e)(2);Proposals and Bids / LC 1174(d)Contracts (Note:Duplicate Record;Original in City Clerk's Office.) AlI-sCli3PsFliA§-data Contractor and Subcontractor Time Sheets and invoices (Prevailing wages) Grant files 1.Chronological files 1 4 5 GC 34090.7 Copies of ali correspondence (Used for quick 5.reference)(Outgoing mail;staff reports) lh 14ighway Encroachment Permits C+1 9 C+10 GC 34090 Utility and Celiular Permits,dumpster permits 6.(residents),Contractor permits (Note: Exoiration at comoletion.) 9.Improvement Undergrounding and Maintenance 1 10 11 GC 34090 Correspondence;Work Papers;Reports and 7.District files (Landscaping and Lighting)agreements to participate and associated documents .w.Inventory of Road Infrastructure 10 +LU 10 +LU GC 34090(a)Road signs and striping;If the last inventory 8.update Is older than the retention period specified,that inventory should be retained ~4,Los Angeles County Road Department Service C+1 4 C+5 GC 34090 Service Request forms and related documents 9.Requests (i.e.,catch basin cleaning) 42-Los Angeles County Engineering Service Requests C+1 4 C+5 GC 34090 Department Service Request Forms and 10..related documents -1-3.Maintenance Records 2 8 10 GC 34090 Streets;Roads;Sidewalks;Tree removals; 11.Maintenance Schedules;Maintenance Service Requests;Summary Reports;AGGifl8At-Re"efls Public Works Retention Schedule Resolution No.2010-_-Exhibit A Page 24-27 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL t4.RadaF Speed Studies 1 4 5 GC 34090 AGGieeAl-ReJ'lGr-ls Speed and traffic studies 12. 13.Accident Reports 2 8 10 GC 34090 Accident Reports from Sheriff's Office ~-5.:r-elephGRe-bGgs -1-~.~GG-J4ll9Q -w.:r~me-Sheets ~.a e GG-J4ll9Q;+imesReet&-fGF-GeAtFaGter-laber ~QeGI>meRt&-iAVeiGe-te-Gily ~~ lRS-Re~ J-1.,€lQQ-1-. +<,~~~-G '!-h Traffic Safety Commission Gemmittee Minutes P P GC 34090(e) 14. 15.Geology Studies (non-project related)P P GC 34090 General geology for Portuguese Bend,Klondike Canvon,Abalone Cove 16.AS 939 Annual Reports 1 5 6 GC 34090;AB939 PRC 41821, 42 USC 9601. et seq. (CERCLA § 101 et sea.) 17.NPDES Permits and Annual Reports P P 40CFR National Pollutant Discharge Elimination System 122.28 permits and annual reports 18.Pavement Mgmt.Systems Annual Report 10 +LU 10 +LU 23 USC 119;Pavement Management System report is used STIP in obtaining state and federal funding for Guidelines preventive maintenance projects.Retain for ten Chaoter vears minimum;retain last uPdated report even Public Works Retention Schedule Resolution No.2010-_-Exhibit A Page 3 4-28 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 23.2.4 if older than the retention oeriod. 19.Quarterly Reports -Commercial and Residential 1 5 6 GC 34090,Quarteriy reports provided by contractors Haulers 42 USC 9601 providing integrated solid waste management et seq.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 Scheduie Resolution No.2010-_-Exhibit A Page 44-29 ATTACHMENT NO.1JANUARY2010 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 City Mana~er's Office.) 2.Budget Files 5 5 10 GC 34090 Details re:departmental budoet 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 ReDorts 5.Recreation &Parks Committee Files 2 5 7 GC 34090 Correspondence Reports 6.Recreation &Parks Facilities Log Book 1 5 6 GC 34090 Logs and staff activities Park Inspections Public Works Work Orders 7.Facilities Use Permits &Contracts 2 3 5 GC 34090,(Note:Original contracts retained by City 34090.7 Clerk's Office.) 8.Recreation Class Reports 3 3 GC 34090 Registration Materials (REACH onlvl 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 1174(d) 10.Recreation &Parks Committee Minutes P P GC 34090;(Minutes)Official minutes and hearing GC 36814 proceedings of governing body or board, GC 40801 commission or committee P=Permanent Recreation and Parks Retention Schedule Resolution No.2010,_-Exhibit A4-30 ATTACHMENT NO.2 JANUARY 2009 RECORDS RETENTION SCHEDULE PLANNING,BUILDING &CODE ENFORCEMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Address Files P P GC 34090 Conlrol Sheet For Applications,Building Permit Applications,Statement of Conformance with Fire Waming Ordinances, .' Planning Applications,Signed Permits,Staff Reports and Correspondence . 2.Certificates of Compliance P P GC 340901a) 3.Certificates of Compliance Files P P GC 34090(a),Correspondence/Notes,Reports,Lot Line 36814,40801 Adjustments. 4.Coastal Permit Hearing Minutes P P GC 34090(e), 36814,40801 5.Conditional Use Permit &Variances P P GC 4003,Background Files Including Action 4004,Information Sheet,Correspondence, 34090(a);HS Environmental Documentation,Staff Reports, 19850 Material Samples.(Note:Provides background for decision to grant or refuse permit) 6.Correspondence &Chronological Files 1 .9 10 GC 34090.7 Copies of Correspondence Used For Quick Chronolooical Reference. 7.Development Code Amendments,Revisions P P GC 34090(e)Action Information Sheet,Correspondence, and Zone Changes Maps,Environmental Documentation,Zone Changes and specialized SUbject files that document department's administration of codes. B.Development Code Enforcement C 10 C+10 GC 34090(a)Correspondence,Investigation Requests and Maps. 1113924v1 Planning,Building &Code Enforcement Retention Schedule Resolution No.2009-07 -Exhibit A4-31 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 9.Environmental Assessment &Determination P P GC 34090(a) Notices 10.Environmental Impact Reports P P GC 34090(a) &CEQA Guidelines 11.Gen.Plan &Coastal Plan Amendment~Files P P GC 34090(e),Correspondence,Maps,Environmental 65103 Documentation,Action Information Sheets, Staff Reports,Work Papers,Contracts, ReDorts and Hearinos. 12.Geologic &Soils Reports P P GC 4003,Historical Value 4004, 34090(a),HS 19850 13.Index Loa Books P P GC 34090 14.Non-residential bldg.Plans P P GC4003,Approved Plans For Commercial &City 4004,Projects. 34090(a),HS 19850 15.Planning Applications P P GC 4003,Planning Applications,Requests for Approval 4004,of Project and supp,?rting documents 34090(a),HS pending decision. 19850 16.Parcel Map Files P P GC 34090(a)Maps,copy of Planning Commission Resolutions,Parcel Information Sheets, .Notice of Hearing,Environmental Documentation,Staff Reports,Geologic Reports,Correspondence.(Note:A copy of parcel maps is retained per item No.20 of this schedule.) 17.Plno.Comm.Mins.&Resolutions P P GC 34090(e) 2 Planning,BUilding &Code Enforcement Retention Schedule Resolution No.2009-07 -Exhibit A4-32 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 18.Reference Maps P P GC 34090.7 Includes parcel and tract maps,as well as mixed land use reference maps.These are duplicates of County records,and are scheduled as P for City's convenience. Official Coov In Countv Recorder's Office. 19.Reproducible Maps -"P P GC 34090.7 Reproducible format (e.g.,velum or mylar) copies of various land use maps,including topographical,aerial,zoning.These are duplicates of County records,and are scheduled as P for City's convenience. Official COpy In County Recorder's Office. 20.SUbject Files AR 1 2 GC 34090 Correspondence Reports Survevs &Work papers 21.Tract Map Files P P GC 34090(a)Tract Maps Action Information Sheets Environmental Documentation Geological Reports Staff reports City Council Resolutions &correspondence Note:A copy of tract maps is retained per item No.20 on this schedule .. 22.Planning Commission Agenda Packets 6 mos.6 mos.1 GC 34090.7 Note:Duplicate record.Original staff reports in project files. 23.Budl'let files (Dept.)2 3 5 GC 34090 P=Permanent;C=Completion;AR=Annual Review 3 Planning,Building &Code Enforcement Retention Schedule Resolution No.2009-07 -Exhibit A4-33 RESOLUTION NO.2010-_ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AMENDING CITY DOCUMENT RETENTION SCHEDULES AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE CALIFORNIA GOVERNMENT CODE. WHEREAS,the retention of numerous obsolete records is unnecessary for the effective and efficient operation of the government of the City of Rancho Palos Verdes; and WHEREAS,the approval of guidelines for the ongoing disposition of obsolete City records will assist the City in the effective management of records,as well as provide for the efficient review of records proposed for disposal;and WHEREAS,Section 34090,et seq.of the Government Code of the State of California provides the parameters whereby any City Record which has served its purpose and is no longer required may be destroyed;and WHEREAS,the term "City Records"includes anything which constitutes an objective lasting indication of a writing,event or other information,regardless of physical form or characteristics (including but not limited to any record,document,instrument, book,paper,map,exhibit,magnetic or paper tape,photographic film,photographic print,electronically transmitted mail (e-mail),or facsimile),which is in the custody of a public officer and is kept either (1)because a law requires it to be kept or (2)because it is necessary or convenient to the discharge of the public officer's duties and was made or retained for the purpose of preserving its informational content for future reference. WHEREAS,the term "Non-Records"includes anything which constitutes an objective lasting indication of a writing,event or other information that does not fall under the definition of a City Record,including but not limited to:(1)publications or processed documents;(2)library or museum material intended solely for reference or exhibition;(3)transitory writings,including but not limited to working papers, appointment logs,notes,calculations or preliminary drafts,or interagency or intra- agency memoranda,that are not retained by the City in the ordinary course of business even if they contain information relating to the conduct of the City's business;(4) unofficial copies of documents kept only for convenience or reference;and (5) documents that do not contain information relating to the conduct of the City's business. WHEREAS,on March 19,1985 the City Council of the City of Rancho Palos Verdes approved the first Retention and Destruction Schedules and related polices to facilitate the orderly and efficient transfer,retention and destruction of the records of the City of Rancho Palos Verdes;and 1114033 4-34 WHEREAS,the last time these retention schedules were revised was with the adoption of Resolution No.2009-07;and WHEREAS,it is again deemed necessary to make certain changes to the retention schedules to reflect current organizational functions and administrative needs. NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Rancho Palos Verdes as follows: Section 1.Retention Schedule:The attached Records Retention Schedule for City Records of the City of Rancho Palos Verdes,which is attached hereto as Exhibit "AU and incorporated herein by this reference,is hereby approved.City Records shall be retained for the minimum periods listed in Exhibit "A"and until approved for destruction in accordance with Government Code Section 34090.Non-Records need not be retained in any form,provided,however,that any Non-Records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory matter,or a pending Public Records Act request shall be retained and shall not be destroyed. Section 2:Excepted Records:The provisions of Section 1 above and Section 6 below do not authorize the destruction of: (a)Records affecting the title to real property or liens thereon (b)Court records (c)Records required to be kept by statute (d)Records less than two (2)years old with the exception of duplicate records or unless otherwise provided by law (e)The minutes,ordinances or resolutions of the City Council of the City of Rancho Palos Verdes or any City Committee or Commission Section 3:Destruction of Duplicates;E-mails:Pursuant to Government Code Section 34090.7,duplicates of city records less than two years old may be destroyed if they are no longer required,provided that the original is retained in accordance with the approved Records Retention Schedule.Unless retention in electronic format is otherwise required by (1)state or federal law or (2)the approved Records Retention Schedule for the City: a.In lieu of retaining an e-mail in electronic format,an e-mail printed on paper may be retained as the original City Record in accordance with its appropriate retention schedule so long as the printed e-mail includes the identity of the sender and recipient,the date and time of the e-mail,and any attachments.If a printed e-mail is retained as the original City Record,the electronic version is deemed to be a duplicate and may be destroyed after the e- mail is printed,without further approval by the City Council or City Attorney, provided,however,that any such electronic records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental Resolution No.2010- Page 2 of 44-35 investigation or regulatory matter,or a pending Public Records Act request shall be retained and not destroyed.E-mails that fall under the definition of Non- Records need not be retained in any form,provided,however,that any Non- Records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory matter,or a pending Public Records Act request shall be retained and not destroyed. b.In lieu of retaining any letter,memorandum or report in electronic format,the final version of a letter,memorandum or report printed on paper may be retained as the original City Record.If a printed letter,memorandum or report is retained as the original City Record,the electronic version is deemed to be a duplicate and may be destroyed after the original is printed,without further approval by the City Council or City Attorney,provided,however,that any such electronic records relevant to reasonably anticipated litigation,an ongoing claim or litigation,a pending governmental investigation or regulatory rnatter,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 governrnental investigation or regulatory rnatter,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 departrnental 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 clairn or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City and are not authorized for destruction even if their general category is included on the "Destruction Schedules"listed in Exhibit "B". Section 6:Destruction of Records Mandated by Law:If state or federal law mandates that a record must be destroyed within a certain period of time or by a specified date,the City Clerk,with the written consent of the City Attorney,is hereby authorized to destroy such records as required by state law. Resolution No.2010-_ Page 3 of 44-36 Section 7:Resolution No.2009-07 is hereby rescinded. PASSED,APPROVED and ADOPTED this 2nd day of February 2010. 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.2010-_was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on February 2,2010. City Clerk W:ICarla\Cily Council Slalr Reports\2010\February 2,2010 Records Retention &Deslruclion\2010._Resolution.DOC Resolution No.2010- Page 4 of44-37 Resolution No.2010-_-Exhibit A JANUARY 2010 RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE NO.RECORD SERIES DESCRIPllON TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1.Weekly Administrative Report 2 4 6 GC 34090 (Note:Formerly Friday Report) (Electronic Record only from 2010 forward) .- 2.Budget Files 3 5 8 GC 34090 Operating budget;Calculations Reports &Supportinq Documents 3.Correspondence &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.) Sheriffs Dept.Correspondence. 5.Grant Files E+6 E+6 GC 34090;24 Grant application and other related CFR 85.42 documents 6.Le~al Opinions 5 5 10 GC 34090 Correspondence with the City Attorney 7.Claims Files/Risk Manaaement 7A.General Liability Claims C 3 C+3 GC 34090 Retain all settlements,judgments,inal awards and similar finai records per 70 7B.Workers Compensation Claims C 10 C+10 LC 110-139.6;Retain all settlements,judgments,inal 6401.7 awards and similar final records per 70.GC 34090 7C.Emplovee Trainina Records C 10 10 GC 34090 7D.Litigation Settlements,Judgments,Final P P GS 34090 Settlements,judgments,final awards Awards and similar final records City Manager Retention Schedule Resolution No.2010-_-Exhibit A4-38 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 8.Insurance Policies,Certificates P P P GC 34090 All evidence of insurability 9.Personnel Applications (Not hired)2 2 GC 12946;29 CFR 1602.31, 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 Vacation and sick leave requests. NOTE:Employee Exposure Record,if any in file,retain for Exposure+30;see 29 CFR 1910.1 020(c)(5)&(d)(1 )(ii) (Note:Confidential record.) 13.Personnel Records,Part Time Employees T+10 10 T+20 GC 34090 NOTE:Employee Exposure Record,if any in file,retain for Exposure+30;see No.12 14.Animal Control Files AR 2 AR+2 GC 34090 Correspondence,Statements,Imoices 15.Film Permits 1 3 4 GC 34090 Application for permission to film in the .City, Correspondence Insurance certificates. 16.Parkina Citation Reports 2 2 GC 34090,Admin.Review Disposition Forms 17.Digital Video Disks (DVD)P P GC 34090.7 City Council Meetings Planninq Commission Meetinqs 2 City Manager Retention Schedule Resolution No.2010-_-Exhibit A4-39 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL Special City Committee/Commission Meetinos. 18.Health &Benefits Reports 4 2 6 GC 34090 Includes eligibility for medical insurance and other city benefits. 19.Cable Television Advisory Board P P GC 34090,CATV Board Minutes..- 36814,40801 20.Communitv Forum Files 3 7 10 GC 34090 21.EmerQency Preparedness Committee P P GC 34090 Aqendas and Minutes P=Permanent;E=Expiration;C=Completed/Closed;AR=Annual Re\1ew;T=Termination of Employment;0 =Obsolete (category eliminated) 3 City Manager Retention Schedule Resolution No.2010-_-Exhibit A4-40 JANUARY 2010 RECORDS RETENTION SCHEDULE CITY CLERK'S DEPARTMENT NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 1.Annexation P P GC 34090(a)Secretary of State,Certificate of Incorporation, Backoround Information 2.Budget 2.1 3 GC 34090.7 (Departmental back-up information) 3.Elections Campaign Statements -Elected P P GC 81009(a)Includes FPPC forms 410,460,461470,496,497,501 Nomination Papers -Elected Expiration of Expiration EC 17100 Records held longer if the subject of judicial term + 4 of term +proceedings.Includes the "Nomination Paper" years 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 Campai9n Statements -Not 1 4 5 GC 81009(b)Includes FPPC forms 410,460,461,470,496,497, Elected 501 Nomination Papers -Not Elected Expiration of Expiration EC 17100 Records held longer if the subject of judicial term + 4 of term +proceedings.Includes the "Nomination Paper" years . 4 years 5.City Incorporation Documents P P GC 34090 (Stored in Vault,Historical Yalue) 6.Contracts P P CCP 337,Official signed copy of contracts &related documents, 343;GC including insurance certificates and endorsements.(For 34090 contracts/aoreements affectino real property,see 22.) 7.Council LegislatiYe Action Files 5 3 8 GC 34090.7 All back up material presented to Council in agenda packets (This category is Obsolete from 2010 forward. DUPlicates material in Council Aoenda Packet) 1 City Clerk's Department Retention Schedule Resolution No.2010-_-Exhibit A4-41 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 8.Council Agendas P P GC 34090 (Note:Electronic record only -retained electronically datinq back to 2001;partial records from 1996-2001·.) 9.Council Agenda Packets 2 J a GC 34090 Agendas;staff reports;attachments;late 5 7 correspondence;Follow-Uo Aoendas 10.Council Follow Up Agendas P P GC 34090 (Note:Electronic record only -retained eiectronically .-datinq back to 2001;partial records from 1996-2001.) 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.Vitai 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 unlil 5 years after sale of vehicle et seq. 18.History Archives P P GC 34090 Material showing the development and history of the City- Historical value 2 City Clerk's Department Retention Schedule Resolution No.2010-_-Exhibit A4-42 NO.RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENTS/NOTES ACTIVE INACTIVE TOTAL 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 20)AR 2 2 GC 34090 21.Real Property Files p.P •Deeds GC 34090(a) •Covenants runnino w/land GC 34090(a) •index of sewer hook-uos GC 34090 •Deeds for the City ParkslTraiis GC 34090(a) •Easements GC 34090(a) •Street Vacations GC 34090(a) •Road Deeds GC 34090lal •Agreements GC 34090(a) 22.Statements of Economic Interest 2 2 4 GC 81009(e)City Council,Planning Commission,City Manager,City Attorneys,City Treasurers,City Finance Director (Duplicate records:original statement filed with FPPC, Sacramentol IFPPC Form 7001 2 5 7 GC 81 009(e)Officials designated in City's Conflict of Interest Code - Orininal 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.) 3 City Clerk's Department Retention Schedule Resolution NO.2010-_-Exhibit A4-43 JANUARY 2010 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1.Address Files P P GC4003,File Control Sheet Summary of 4004,34090,Application/Permit History,Planning 36814,40801 Approvals (applications,notices,staff reports,memos,plans,address labels, /photographs,Notices of Decision,copies of recorded documents),Building Permits, Statement of Conformance with Fire Warning Ordinances,Surveys (property line or slope gradient) 1A.Address Files -Residential Plans except C+2 C+2 GC 34090,Approved Plans for Single-family Residential Approved Site Plans and Health &Safety 65009,Projects only (except Health &Safety Code § Code §19850 Residential Plans H&S 19850 19850 Residential Plans [1 B]and Site Plans CCP 318,[1 C]) 319,343,338 1B.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 1C.Address Files -Residential Approved Site P P GC 34090,Approved Site Plans for all Single-family Plans 65009,.Residential Projects H&S 19850 10.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 . Community Development Department Retention Schedule Resolution No.2010--Exhibit A 4-44 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 Zonina Mao chanaes 2 Community Development Department Retention Schedule Resolution No.2010--Exhibit A 4-45 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 4.Subdivision Application Project Files P P GC 4003,MapS;-€ew-ef..J"jaARiA!j-GemmissieA (Parcel Maps and Tract Maps)4004,34090,ReseltHieAS;--12aFGe~FmalieA-SReels, 66499.37 NeljGe-Gl-FleaFiA~FGAffieRiaI HS 19850 QeStlmeAtalieR,Staff Re\3Gfls;-Geelegis Re\3eFls,-GeFfeS\*lAeeAse.(No\e;--A..Gow-e1 \3aFGel-maps-is-retajAe6-peF-iiem-N~1 tRi&-ssRe6tlle,j ." Action Information Sheet,Staff Reports with attachments,correspondence,adopted resolutions,applications (including applications for revisions),surveys (property line and slope gradient),environmental document,notice of hearings,work papers, memos,copy of approved tentative map, copies of any recorded documents,legal documents,improvement bonds, photographs,notices 5A.Public and Applicant Correspondence in C+1 C+4 C+5 GC 34090,Correspondence received from the public Address Files,Planning Application Project 65009,and between the City and the applicant Files,and Legislative Application Project CCP 318,(including material samples,if any)related to Files for non-City Projects 319,343,338 specific planning applications or miscellaneous plannin!'J issues 3 Community Development Department Retention Schedule Resolution No.2010--Exhibit A 4-46 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 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 Projects ordinary course of business.Please Note: The current policy is that intra-office and interoffice correspondence are not retained .-in the ordinary course of business,and this category does not require the retention of intra-office and interoffice correspondence not retained in the ordinary course of business,including correspondence with City consultant. 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 Note:The current policy is Subdivision Application Project Files for CCP 318,that research,preliminary and administrative non-City Projects 319,343,338 drafts are not retained in the ordinary course of business,and this category does not require the retention of research and preliminary and administrative drafts not retained in the ordinary course of business. 50.City Projects -Public and Applicant C+1 C+9 C+10 GC 34090,Correspondence received from the public Correspondence in Address Files,Planning 65009,and applicant (including material samples,if Application Project Files,and Legislative CCP 318,any)related to specific planning applications Application Project Files 319,337.15,or miscellaneous planning issues 343,338 4 Community Development Department Retention Schedule Resolution No.2010--Exhibit A 4-47 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 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 Note: The current policy is that intra-office and interoffice correspondence are not retained .-in the ordinary course of business,and this category does not require the retention of intra-office and interoffice correspondence not retained in the ordinary course of business,including correspondence with City consultant. 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.Please Note:The current policy is Subdivision Application Project Files CCP 337.15 that research,preliminary and administrative drafts are not retained in the ordinary course of business,and this category does not require the retention of research and preliminary and administrative drafts not retained in the ordinary course of business. 6.Environmental Impact Report Files P P GC 34090;Notices,Initial Study,Publically Circulated PRC 21167;Draft EIR,Certified Final EIR &CEQA Guidelines 6A.Environmental Impact Report Files -Public FA+1 FA+2 FA+3 GC 34090;Correspondence received from the public and Applicant Correspondence PRC 21167 and applicant related to environmental imoacl reoorts. 5 Community Development Department Retention Schedule Resolution No.2010--Exhibit A 4-48 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 68.Environmental Impact Report Files -FA+1 FA+2 FA+3 GC 34090;Correspondence exchanged between Consultant and Other Interoffice PRC 21167 consultant and staff,and other interoffice and Correspondence intra-office correspondence,if retained in the ordinary course of business.Please Note: The current policy is that intra-office and interoffice correspondence are not retained in the ordinary course of business,and this .'category does not require the retention of intra-office and interoffice correspondence not retained in the ordinary course of business,including correspondence with City consultant. 6C.Environmental Impact Report Files -FA+1 FA+2 FA+3 GC 34090;Preliminary and administrative draft Preliminary and Administrative Drafts PRC 21167 documents,if retained in the ordinary course of business.Does not apply to circulated Draft EIR (see retention category 6).Please Note:The current policy is that preliminary and administrative drafts are not retained in the ordinary course of business,and this category does not require the retention of preliminary drafts not retained in the ordinary course of business. 7.Chronological Files N/A N/A 2 GC 34090.7 Copies of all correspondence (letters and notices)mailed out bv the Deoartment. B.Code Enforcement Case Files C 5 C+5 GC 34090 Complaint Information,correspondence, InvestiQation Notes,photoQraphs BA.Code Enforcement -Reference Files P P GC 34090 Specialized subject files that document department's administration of codes 6 Community Development Department Retention Schedule Resolution No.2010·•Exhibit A 4-49 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 9.Geologic &Soils Reports P P GC 4003, 4004,34090,Complete Reports submitted by project HS 19850 applicants for City review;Include correspondence with geologist.Historical Value. 10.IRdl*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. 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) 7 Community Development Department Retention Schedule Resolution No.2010--Exhibit A 4-50 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 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 ESAMaps 15.Budget files (Dept.)2 2 4 GC 34090 Draft Budgets,memos,staff reports,studies and reoorts 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,photoqraphs 17A.Consultant Files (Contracts)-Specific C C+2 C+2 GC 34090 RFQ or RFP,consultant proposals,staff Tasks reports,copies of approved signed contracts, .regarding consultants who are hired for a specific task . 8 Community Development Department Retention Schedule Resolution No.2010--Exhibit A 4-51 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 17B.Consultant Files (Contracts)-General E E+2 E+2 GC 34090 RFQ or RFP,consultant proposals,staff Tasks reporls,copies of approved signed contracts, regarding consultants who are hired on a general basis and perform ongoing work for Citv. 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,settlement or similar Settlement final document closino out a Iitioation matter P=Permanent;C=Completion (for example,completion of project,issuance of all occupancy permits,etc.);E =Expiration or Termination;FA=Final Approval (for example,the approval date of the final EIR);LA =Last Activity;LU =Last Updated (retain the last updated even if older than the retention period) 9 Community Development Department Retention Schedule Resolution No.2010--Exhibit A 4-52 JANUARY 2010 RECORDS RETENTION SCHEDULE FINANCE &INFORMATION TECHNOLOGY DEPARTMENT TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 1.Accounts Payable 3 2 5 GC 34090,Invoices approved for payment 34090.7,CCP Electronic and/or paper Purchase Orders 337 Warrant Registers,and related ..'correspondence 2.Accounts Receivable 3 2 5 GC 34090 City invoices and supporting documents, and related correspondence 3.Finance &Information Technology 2 -2 GC 34090 Budget and related correspondence Department Budllet Files 4.Auditor's Reports P P P GC 34090 City Auditor Reports,State Controller, Special Audits,and Auditor's Recommendations 5.Bank Reconciliation 3 7 10 GC 34090;26 Bank Statements,Copies of Deposit CFR 31.6001-1 Records,Notes and Worksheets 6.Organization-wide Budget Files 2 2 GC 34090 Organization-wide budget support documents 7.Business License Applications E+2 E+3 E+5 GC 34090 Business License Applications and copies of business registrations (I.e.,contractor's licenses),if applicable,and related correspondence 8.Business License Reports 5 .2 7 GC 34090;Yearly report of business licenses issued by CCP 337 the Citv 9.Cancelled Checks 3 4 7 GC 34090;Cancelled checks or electronic images of CCP 337 cancelled checks Finance &Information Technology Retention Schedule Resolution No.2010-_-Exhibit A 4-53 TOTAL YEARS RETAINED NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL CITATION CONTENTS/NOTES 10.Cash Receipts 3 2 5 GC 34090;Cash Receipt Summary.Cash Register CCP 337 Tape,Bank Deposit Receipts.(Source documents for cash receipts filed where applicable.Most are in Ping.,Bldg.&Code Enf.\ 11.Special District Files 2 9 11 GC 34090 Includes Miraleste and Ridgecrest .-Recreation &Park Districts,ACLAD, Klondike,RDA,and Assessment Districts; correspondence,bank statements,check stubs and invoices 12.Detailed &Summary General &Subsidiary 3 7 10 GC 34090;Includes capital projects and trust deposit Ledgers CCP 337 subsidiary ledgers 13.Journal Entries 3 7 10 GC 34090 General ledger and budget journal entries and suooortina documentation 14.Ledger Reconciliations 3 -3 GC 34090 Worksheets used to prepare for various audits;corresoondence 15.OrClanization-wide Final BudClet Document 5 P P GC 34090 Includes ooeratino and caoital 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) 2 Finance &Information Technology Retention Schedule Resolution No.2010-_-Exhibit A 4-54 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 suooort &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 TD's and related correspondence 21.Finance Advisory Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports Packets 34090.7, 36814,40801 22.Finance Advisory Committee Agenda and P P GC 34090,Agendas and minutes to City Clerk for Minutes 36814,40801·.permanent retention 23.Storm Drain Oversight Committee Agenda 2 3 5 GC 34090,Includes agendas and staff reports Packets 34090.7, 36814,40801 24.Storm Drain Oversight Committee Agenda P P GC 34090,Agendas and minutes to City Clerk for and Minutes 36814,40801 permanent retention 25.Monthly Cash Balance Reports 2 8 10 GC 34090 A=Audit;C=Completion;E=EJqJiration;T=Termination;0 =Obsolete (category eliminated);P=Permanent 3 Finance &Information Technology Retention Schedule Resolution No.2010-_-Exhibit A 4-55 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 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 Contourrropographic 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 Foilow-Up Action Reg.31.6001-Federaily/State Funded Projects 1(e)(2);Requests For Proposals (RFPs) LC 1174(d)Proposais 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-_-Exhibit A Page 1 4-56 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){Outnoinn 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 and District files (Landscaping and Lighting)agreements to participate and associated documents ." 8.Inventory of Road Infrastructure 10 +LU 10 +LU GC 34090(a)Road signs and striping;if the iast inventory update is older than the retention period snecified,that inventorv should be retained 9.Los Angeles County Road Department Service C+1 4 C+5 GC 34090 Service Request forms and related Requests documents (i.e.,catch basin cleaning) 10.Los Angeles County Engineering Service Requests C+1 4 C+5 GC 34090 Department Service Request Forms and related documents 11.Maintenance Records 2 8 10 GC 34090 Streets;Roads;Sidewalks;Tree removals; Maintenance Schedules;Maintenance Service Requests;Summary Reports 12.Speed Studies 1 4 5 GC 34090 So'eed and traffic studies 13.Accident Reports 2 8 10 GC 34090.Accident Reoorts from Sheriff's Office 14.Traffic Safety Commission Minutes P P GC 34090(e) 15.Geology Studies (non-project related)P P GC 34090 General geology for Portuguese Bend, Klondike Canyon,Abalone Cove 16.AB 939 Annual Reports 1 5 6 GC 34090;AB 939 PRC 41821, 42 USC 9601 et seq. (CERCLA § 101 et sen~\ Public Works Retention Schedule Resolution No.2010-_-Exhibit A Page24-57 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO.RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 17.NPDES Permits and Annual Reports P P 40 CFR National Pollutant Discharge Elimination 122.28 System permits and annual reports 18.Pavement Mgmt.Systems Annual Report 10 +LU 10 +LU 23 USC 119;Pavement Management System report is used STIP in obtaining state and federal funding for Guidelines preventive maintenance projects.Retain for Chapter 23.2.4 ten years minimum;retain last updated report even if older than the retention Deriod. 19.Quarterly Reports -Commercial and,~esidential 1 5 6 GC 34090,Quarterly reports provided by contractors Haulers 42 USC 9601 providing integrated solid waste management et seq.services to the City (CERCLA § 101 et seQ~l 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·_•Exhibit A Page 34-58 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 City Manaoer's Office.\ 2.Budaet Files 5 5 10 GC 34090 Details re:departmental bUdget 3.Cash Receipts 2 5 7 GC 34090;Cash Receipt Forms/MC,Visa CCP 337 4.Correspondence &Subject Files 1 4 5 GC 34090 Correspondence 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:Origin~~contracts retained by City 34090.7 Clerk's Office. 8.Recreation Class Reoorts 3 3 GC 34090 Registration Materials (REACH onlv) 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.1174Id\ 10.Recreation &Parks Committee Minutes P P GC 34090;(Minutes)Official minutes and hearing GC 36814 proceedings of governing body or board, GC 40801 commission or committee P=Permanent Recreation and Parks Retention Schedule Resolution No.2010-_-Exhibit A4-59 RESOLUTION NO.2010"_"EXHIBIT "B" JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT:CITY MANAGER The following list of official record series is eligible for destruction.The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule.Any records contained in the files listed below that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Record Series Description Destruction Number 1 Weekly Administrative Report 2003 and prior 2 Budget Files 2001 and prior 3 Correspondence &Subiect Files 2005 and prior 4 Correspondence -Chronological Files 2002 and prior 5 Grant Files (Completed)Expired in 2003 and prior 6 Leqal Opinions 1999 and prior 7A General Liability Claims Files (Closed)Claims closed in 2006 except 7D and prior 7B Workers Compensation Claims except 7D Claims closed in 1999 and prior 7C Employee Traininq Records 1999 and prior 9 Personnel Applications (Not hired)2007 and prior 10 Personnel Cards,Full time Employees'Employment terminated in 1984 and prior 12 Personnel Records,Full time Employees 1 Employment terminated (except Employee Exposure Record,if any)in 1989 and prior 13 Personnel Records,Part time Employees Employment terminated (except Employee Exposure Record,if any)in 1989 and prior 14 Animal Control Files 2006 and prior 15 Film Permits 2005 and prior 16 Parking Citation Reports 2007 and prior 18 Health &Benefits Reports 2003 and prior 20 Community Forum Files 1999 and prior I 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.2010- Exhibit B Page 1 of 74-60 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT:CITY CLERK The following list of official record series is eligible for destruction.The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule.Any records contained in the files listed below that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 2 Citv Clerk Dept.Budqet 2006 and prior 3 Ballots and Applications for Vote-By-Mail 6 months after Ballots election date 4 Election Campaign Statements (not 2004 and prior elected) 7 Council Legislative Action Files (Agenda 2001 and prior Reports) 9 Council A!=lenda Packets 2002 and pr,ior 17 Motor Vehicle Ownership Records Disposed of in (terminated)2004 and prior 20 Petitions (elections)8 months after election date 21 Petitions (other)2007 and prior 23 Statements of Economic Interest:City 2005 and prior Council &Planning Commission (Duplicate Re~ord) Designated Positions (Original Record)2002 and prior Resolution No.2010- Exhibit B Page 2 of 74-61 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT:COMMUNITY DEVELOPMENT The following list of official record series is eligible for destruction.The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule.Any records contained in the files listed below that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible Record Record Series Description for Destruction Number 1 Address Files 2006 and prior Notice Envelopes (retumed by post office -obsolete category) Public Correspondence Applicant Correspondence 1A Residential Plans (except for approved Site Plan Completion as and H&S Code §19850 Residential Plans)of 2007 and prior 2,3,4 Project Files 2006 and prior Notice envelopes (retumed by post office -obsolete category)• 5A Applicant and Public Correspondence and sample Completion as material boards (if retained)for non-City projects of 2004 and in Project Files 2 and 3 prior 5B Consultant and Other Interoffice Correspondence Completion as for non-City projects in Project Files 2 and 3 of 2004 and \prior 5C Research and Preliminary Administrative Drafts Completion as for non-City projects in Project Files 2,3 and 4 of 2004 and prior 5D Applicant and Public Correspondence and sample Completion as material boards (if retained)for City projects in of 1999 and Proiect Files 2 and 3 prior 5E Consultant and Other Interoffice Correspondence Completion as for City projects in Project Files 2 and 3 of 1999 and prior 5E Research and Preliminary Administrative Drafts Completion as for City projects in Project Files 2,3 and 4 of 1999 and prior Resolution No.2010- Exhibit B Page 3 of 74-62 6A,68,EIR Files Final approval in 6C Draft studies and plans (except circulated Draft 2006 and prior EIR) Pu blic correspondence Applicant correspondence Consultant correspondence Inter-office correspondence 7 Chronoloqical Files 2007 and prior 8 Code Enforcement Files Completed in 2004 and prior 11 Miscellaneous City project Files -projects not Last activity in approved 2004 and prior 13 Miscellaneous Reference Maps -Group A 2004 and prior, Copies of Tract Maps but retain last Copies of Parcel Maps update Copies of Record Surveys Permit History Maps 15 Department Budget Files 2005 and prior 17A Consultant Files (Contracts)-Specific Tasks Completed as of 2007 and prior 17B Consultant Files (Contracts)-General Tasks Expired as of 2007 and prior 17C Consultant Contract Files 2007 and prior Non-selected proposals 18A Litigation Files -Background Completed as of 2007 and prior N/A Planning Commission Agenda Packets (Duplicate 2009 and prior Records of Record No.2,3,and 4) Resolution No.2010- Exhibit B Page 4 of74-63 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT:FINANCE AND INFORMATION TECHNOLOGY The following list of official record series is eligible for destruction.The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule.Any records contained in the files listed below that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Accounts Pavable 2004 and Drior 2 Accounts Receivable 2004 and Drior 3 Finance DeDartment Budgets 2007 and Drior 5 Bank Reconciliation Files 1999 and Drior 6 Organization-wide Budaet Files 2007 and Drior 7 Business License Applications &Expired in 2004 Business Tax Reqistration and prior 8 Business License Reports 2002 and prior 9 Cancelled Checks 2002 and prior 10 Cash Receipts 2004 and prior 12 Special District Files 1998 and prior 13 Detailed &Summary General &1999 and prior Subsidiary Ledqers 14 Journal Entries 1999 and Drior 15 Ledqer Reconciliations 2006 and prior 17 Pavroll Records 1999 and prior "19 Revenue Folders 2004 and prior 20 Time Sheets 1999 and prior 21 Trust Deposit Records 1999 and prior 22 Finance Advisory Committee Agenda 2004 and prior Packets 24 Storm Drain Oversight Committee Agenda 2004 and prior Packets 26 Monthlv Cash Balance Reports 1999 and Drior Resolution No.2010-_ Exhibit B Page 50f74-64 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT:PUBLIC WORKS The following list of official record series is eligible for destruction.The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule.Any records contained in the files listed below that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Budqet Files 2007 and prior 2 City Council Aqendas &Staff Reports 2008 and prior 4 Project files Projects completed in 1999 and prior 5 Chronoloqical Files 2004 and prior 6 Encroachment Permits Projects completed in 1999 and prior 7 Improvement Undergrounding &1998 and pri.or Maintenance District Files 9 LA County Road Dept.Service Requests Projects completed in 2004 and prior 10 L.A.County Engineering Service Requests Projects completed in 2004 and prior 11 Maintenance Records 1999 and prior 12 Speed Studies 2004 and prior 13 Accident Reports 1999 and prior 16 AB 939 Annual Reports 2003 and prior 18 Pavement Momt.SYstems Annual Report 1999 and prior Resolution No.2010- Exhibit B Page 6 of7 4-65 JANUARY 2010 DESTRUCTION SCHEDULE DEPARTMENT:RECREATION AND PARKS The following list of official record series is eligible for destruction.The Record Number refers to the Department's retention schedule and the Series Description refers to the type of record as it appears on that schedule.Any records contained in the files listed below that are potentially relevant to any reasonably anticipated litigation,pending claim or litigation,pending governmental investigation or regulatory matter,or that may be responsive to a pending Public Records Act request will be retained by the City. Records Eligible for Record Number Record Series Description Destruction 1 Activitv ReDorts !Duolicate Record)2008 and orior 2 Budqet Files 1999 " 3 Cash Receiots 2002 " 4 CorresDondence &Subiect Files 2004 " 5 Rec.&Park Committee Files 2002 " 6 Rec.&Parks Facilities Loqbook 2003 " 7 Facilities Use Permits &Contracts 2004 " 8 Recreation Class Reoorts (REACH)2006 " 9 Timesheets (duplicate record):full and 2008 " part time W:V:3II.:I\Cr!y Council Sl;I/f R~\20'O\f~2.2010 Reo:;wds RelerlOl"~BUCble:s F~Tr.x:lt'd CtIar'Ol!S -cay M~l!f_OlyClerk_PIIlkWcnJ_CaIM'llJl'ity Devt!klpmetl_F~_ P¥b -0MltuaiDn Sch.DOC '. Resolution No.2010-_ Exhibit B Page 70f74-66