Rancho Palos Verdes City Council

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TO:

MEMORANDUM

TO: HONORABLE MAYOR & CITY COUNCILMEMBERS

FROM: ADMIN. SERVICES DIRECTOR/CITY CLERK

DATE: NOVEMBER 5, 2002

SUBJECT: ANNUAL DESTRUCTION OF RECORDS

RECOMMENDATION

ADOPT RESOL. NO. 2002-__, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE GOVERNMENT CODE OF THE STATE OF CALIFORNIA, MAKING CERTAIN CHANGES TO EXISTING RETENTION SCHEDULES, AND AMENDING RESOLUTION NO. 2001-93.

INTRODUCTION

Adoption of this proposed resolution will permit the destruction of records in accordance with the records retention policy adopted by the City Council and amend the retention schedules for the Finance Department and the City Manager’s Office.

BACKGROUND

In 1985 the City established a records management program to eliminate the unnecessary build-up of records and to maintain an inventory of both active and inactive records. That program was put in place after retention and destruction schedules were devised to facilitate the orderly and efficient transfer, retention and destruction of records. These schedules were set to satisfy administrative, legal, State and Federal requirements for records retention and, since their adoption, have been amended 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 basis.

This year three new record series have been added to the retention schedules: the Finance Advisory Committee agendas and agenda packets have been added to the Finance Department’s schedule; and, Digital Video Disks (DVDs) have been added to the City Manager’s Office Retention Schedule.

ALTERNATIVES

1. Maintain these inactive records.

2. Consider off-site additional storage space.

CONCLUSION

The City has a records management program and has adopted official retention and destruction schedules that allow for the annual destruction of records in accordance with those schedules.

Respectfully submitted,
Jo Purcell

Reviewed:
Les Evans, City Manager

Atts: Resol. No. 2002 – __ Records Destruction

RESOLUTION NO. 2002-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE GOVERNMENT CODE OF THE STATE OF CALIFORNIA, MAKING CERTAIN CHANGES TO EXISTING RETENTION SCHEDULES AND AMENDING RESOLUTION NO. 2001-93.

WHEREAS on March 19, 1985 the City Council of the City of Rancho Palos Verdes approved Retention and Destruction Schedules to facilitate the orderly and efficient transfer, retention and destruction of the records of the City of Rancho Palos Verdes; and

WHEREAS, certain retention schedules were revised with the adoption of Resolution No. 2001-93; and

WHEREAS, it is now deemed necessary to make certain changes to the retention schedules for the Finance Department and the City Manager’s Office:

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES DOES RESOLVE AS FOLLOWS:

Section 1: Destruction of City Records: The records of the City of Rancho Palos Verdes as set forth in the approved departmental Destruction Schedule attached hereto as Exhibit "A" are hereby authorized to be destroyed as provided by Section 34090 of the Government Code.

Section 2: Excepted Records: The provisions of Section 1 above do not authorize the destruction of:

Records affecting the title to real property or liens thereon
Court records

(d) Records less than two (2) years old

(e) The minutes, ordinances or resolutions of the City

Council of the City of Rancho Palos Verdes or any

City Committee or Commission

Section 3: City Attorney Written Consent: The written consent of the City Attorney has been obtained for this destruction.

Passed, approved, and adopted November 5, 2002.

_________________________
Mayor

ATTEST:

_____________________
City Clerk

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK

The following list of official record series was eligible for destruction on January 1, 2002. 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.

Record Number	Series Description	Records Eligible for Destruction
2	Budget (dept only)	1999 and prior
4	Election Campaign Statements (not elected)	1996 "
6	Contracts	1986 "
7	Council Legislative Action Files (Agenda Reports)	1993 "
8	Council Agendas	1996 "
9	Council Agendas: Counter Copy (Duplicate)	1999 "
13	City Council Ordinance Control Record	1996 "
15	City Council Resolution Control Record	1996 "
16	Motor Vehicle Ownership Records	1996 "
19	Petitions (elections)	2001 "
20	Petitions (submitted to legislative body)	1999 "
22	Closed Claims	1991 "
23	Closed Workers Compensation Claims	1991 "
24	Statements of Economic Interest: City Council & Planning Commission (Duplicate Record) Designated Positions (Original Record)	1997 " 1994 "

JANUARY 2002
RECORDS RETENTION SCHEDULE
CITY CLERK'S DEPARTMENT

RECORD NO.	RECORD DESCRIPTION	ACTIVE	INACTIVE	TOTAL YEARS RETAINED
1	Annexation	P		P
	• Secretary of State
	Certificate of Completion
	• Background Information

2	Budget (Departmental back-up information)	2	1	2

3	Elections
	• Campaign Statements – Elected	1		P

4	Elections
	• Campaign Statements – Not Elected	1	4	5

5	City Incorporation Documents
	(Stored in Vault, Historical value)	P		P

6	Contracts	1	5	E+15
	Official signed copy of contracts
	and related documents

7	Council Legislative Action files	5	3	8
	• All back up material presented
	to Council in agenda packets

8	Council Agenda	2	3	5

9	Counter Copy of Agenda Packets	1	1	2
	• Packet prepared for Public viewing
	at City Hall. (Duplicate record)

10	City Council Minutes Books	P		P
	• Official record copy
	Vital Record - Historical Value

11	City Council Minutes Reference Copy	10	20	30
	(Duplicate record)
12	City Council Ordinances Books	P		P
	• Official Original
	Vital Record – Historical Value

13	City Council Ordinances Control Record Sheet	5		5
	• Record of parties receiving
	copy of ordinances from City Clerk’s Office
	• Duplicate copies for staff use

14	City Council Resolution Books	P		P
	• Official Original Vital Record
	Historical Value

15	City Council Resolution Control Record Sheet	5		5
	• Record of parties receiving copy
	of ordinance from City Clerk
	• Duplicate copies for staff use

16	Vehicle ownership records	T		T+5

17	History Archives	P		P
	• Material showing the development
	and history of the City. (Historical Value)

18	Indices
	• Cross-reference indices to Council	P		P
	legislative actions

19	Petitions	8 mos. after
	• Referendums	Election
	• Recalls	Date
	• Initiatives

20	Petitions (other than in 19)	AR	2	2

21	Real Property Files	P		P
	• Deeds
	• Covenants running w/land
	• Index of sewer hook-ups
	• Deeds for the City Parks/Trails
	• Easements
	• Street Vacations
	• Road Deeds

22	Claims Files	C	10	C+10
	• Correspondence
	• Claim Forms
	• Court Decisions

23	Workers Comp. Files	C	10	C+10
	(Note: Confidential Record)

24	Statements of Economic Interest City Council (duplicate record: orig. stmt Filed with FPPC	2	2	4
	Planning Comm. (duplicate record: orig. Stmt. Filed with FPPC	2	2	4
	Designated Positions (original stmts.)	2	5	7

P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination (City Vehicles = retain records until 5 yrs after sale of vehicle.

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER

Record Number	Series Description	Records Eligible for Destruction
1	Activity Reports	1998 and prior
2	Budget Files	1993 "
3	Correspondence & Subject Files	1997 "
4	Correspondence – Chronological Files	1994 "
5	Grant Files (Completed)	1995 "
6	Legal Opinions	1991 "
7	Claims Files (Closed)	1991 "
8	Personnel Applications	1999 "
9	Personnel Cards, Full time Employees	1976 "
11	Personnel Records, Full time Employees	1981 "
12	Personnel Records, Part time Employees	1981 "
13	Friday Administrative Report	1995 "
14	Treasurer’s Annual Reports	1991 "
15	Treasurer’s Ledgers	1991 "
16	Treasurer’s Monthly Reports	1991 "
17	Treasurer’s Warrant Register & Requests for Warrants	1996 "
18	Animal Control Files	1999 "
19	Public Art	1991 "
20	Community Forum Files	1991 "
22	Film Permits	1997 "
23	Parking Citation Disposition Forms	1999 "
24	Cable Television Advisory Board	1991 "

JANUARY 2002
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE

			TOTAL YEARS RETAINED
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
1	Activity Reports	1	2	3

2	Budget Files	3	5	8
	Operating budget.
	Calculations
	Reports & Supporting Documents

3	Correspondence & Subject Files	1	3	4

4	Correspondence-Chronological Files	2	5	7
	Correspondence Duplicate Series. Official copy in City Manager's Subject Files.
	Sheriff's Dept. Correspondence

5	Grant Files	E+6	E+6
	Grant application and other related documents

6	Legal Opinions	5	5	10
	Correspondence with the City Attorney

7	Claims Files	C	10	C+10

8	Personnel Applications	2		2

9	Personnel Cards Permanent Employees	T	25	T+25
	Reference Card With Dates Of Employment, Positions, Pay Rate.
	Confidential Record

10	Personnel Handbooks	P		P

11	Personnel Records, Full Time Employees	T	10	T+20
	Correspondence
	Pay Rate Form, Evaluations, Vacation And Sick Leave Requests
	Confidential Record

12	Personnel Records, Part Time Employees		5	T+20

13	Friday Admin. Report	2	4	6

14	Treasurer's Annual Reports	2	8	10

15	Treasurer's Ledgers	2	8	10
	Chronological ledgers used to prepare City Treasurer's Report

16	Treasurer's Monthly Reports	2	8	10

17	Treasurer's Warrants	1	4	5
	Register and Requests for Warrants Form
	Duplicate copies of checks

			TOTAL YEARS RETAINED
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL

18	Animal Control Files	AR	2	AR+2
	Correspondence,
	Statements
	Invoices,
	Policies (duplicate of SPCA files)

19	Public Art	4	6	10
	Research Material
	Scrapbooks
	Committee Agendas/Minutes
	Zone 1 thru 5 Slides
	Misc. Correspondence

20	Community Forum Files	3	7	10
	Post Office permit
	Tax Records
	Financial Statements

21	City Newsletter	1	P	P
	A copy of each City Newsletter publication
	(Historical value )

22	Film Permits		4	4
	Application For Permission To Film In The City
	Correspondence.
	Insurance Certificates

23	Parking Citation Reports	2		2
	Admin. Review Disposition Forms

24	Cable Television Advisory Board	6	4	10
	CATV Board Minutes
	Grant Application Guidelines
25	Digital Video Disks (DVD) City Council Meetings Planning Commission Meetings Special City Committee/Commission Meetings	P		P

A=Audit; C=Completion; E=Expiration; T=Termination; S=Superseded; and, P=Permanent.

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT

Record Number	Series Description	Records Eligible for Destruction
1	Accounts Payable	1996 & prior
2	Accounts Receivable	1996 "
3	Finance Department Budgets	1999 "
5	Bank Reconciliation Files	1991 "
6	Budget Files (duplicate)	2000 "
7	Business License & Business Tax Registration	1996 "
8	Business License Reports	1994 "
9	Cancelled Checks	1994 "
10	Cash Journal	1996 "
11	Cash Receipts	1996 "
12	Correspondence & Subject File	1996 "
13	Correspondence – Chronological	1996 "
14	Demand/Warrant Register & Control	1996 "
15	Special District Files	1990 "
16	Duplicate Check Record	1997 "
17	Expenditure & Revenue Ledgers	1996 "
18	General & Subsidiary Ledgers	1981 "
19	General & Subsidiary Ledgers (Monthly)	1996 "
20	General & Subsidiary Ledgers (Annual)	1981 "
21	Health & Benefit Reports	1996 "
22	Journal Vouchers	1991 "
23	Ledger Reconciliation	1998 "
25	Payroll Records	1991 "
26	Payroll Reports	1991 "
27	Purchase Orders (Duplicate Record)	2000 "
28	Report of Accounts	1991 "
29	Retirement Records	1986 "
30	Revenue Folders	1996 "
31	Time Sheets	1991 "
32	Trust Deposit Records	1991 "

JANUARY 1, 2002
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT

			TOTAL YEARS RETAINED
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
1.	Accounts Payable	3	2	5
	Yellow Copy Of Check
	Approved For Payment Invoices
	Purchase Order

2.	Accounts Receivable	3	2	5
	Invoices
	Adding Machine Tapes
	Correspondence
	Itemized Statements

3.	Finance Department Budget Files	2	-	2

4.	Auditor's Reports	A+5	P	P
	City Auditor Reports
	State Controller
	Special Audits
	Auditor's Recommendations
	The City Auditor's Reports Are Held In The Office Until The Next State Or Special Audit, Plus Five Years. All Audits Are Held Permanently.

5.	Bank Reconciliation	3	7	10
	Bank Statements
	Copies Of Deposit Records
	Notes
	Work-Sheets

6.	Budget Files	AR		AR
	Drafts of dept’s. proposed budget. Duplicate series. (Note: Original in each dept.)

7.	Business License And Business Tax Registrations	E+2	3	5
	Business Registration Certificates
	Business Tax Registration
	Business License Application

8.	Business License Reports	5	2	7
	Yearly report of business licenses registered

			TOTAL YEARS RETAINED
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
9.	Cancelled Checks	3	4	7
	Cancelled Checks Except Those Related To The Purchase Of Real Property

10.	Cash Journal	3	2	5

11.	Cash Receipts	3	2	5
	Cash Receipt
	Adding Machine Tape
	Input Worksheets
	Bank Deposit Receipts

12.	Correspondence & Subject File.	AR	5	AR+5
	Correspondence & reports

13.	Correspondence Chronological Files	AR	5	AR+5
	Copies Of Finance Services Correspondence Used For Quick Reference
	Receipts
	Work Papers

14.	Demands/Warrant Register & Control Files	3	2	5

15.	District Files	2	9	11
	Includes Parks & Recreation (Miraleste & Rancho Ridgecrest)
	District Files
	Assessment Districts
	Correspondence
	Bank statements
	check stubs
	Invoices

16.	Duplicate Check Record	1	3	4
	Copy of cancelled City checks
	(Note: This is a Duplicate series. Official copy in Accounts Payable files.)

17.	Expenditure & Revenue Ledgers (Monthly)	3	2	5
	Includes Trust Fund Register

18.	Expenditure & Revenue Ledgers	3	17	20

19.	General & Subsidiary Ledgers (Monthly)	3	2	5
	Includes Capital Projects
	Subsidiary Ledger

			TOTAL YEARS RETAINED
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
20.	General & Subsidiary Ledgers (Annual)	3	17	20

21.	Health And Benefits Reports	AR+2	3	AR+5
	Includes eligibility for medical insurance and other city benefits.

22.	Journal Vouchers	3	7	10

23.	Ledger Reconciliations	3	-	3
	Worksheets

24.	Operating Budget	5	P	P

25.	Payroll Records	2	8	10
	Bank Statements
	Bank Deposits
	Tax Report Records
	Payroll Workpapers And Reports
	Insurance Records
	Vacation Reports
	Warrant Control Sheets
	(Confidential Records)

26.	Payroll Reports	2	8	10
	Tax Reports
	Payroll Deduction Register
	Master Payroll Status Report. (Note: This A Confidential Record.)

27.	Purchase Orders	1		1
	(Note: This is a Duplicate record for use by the Accounts Payable Clerk. Original purchase orders in Accounts Payable Files.)

28.	Reports Of Accounts	3	7	10
	Monthly Reports of Appropriations
	Encumbrances
	Preliminary Demand Register
	Statement of Expenditure and Revenue
	Revenue Journal
	Expenditure Journal
	Month-End Adjustments

29.	Retirement Records	3	12	15
	Benefits eligibility
	Duplicate Series. (Note: Official record held by PERS, SACRAMENTO., CA)

			TOTAL YEARS RETAINED
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
30.	Revenue Folders	3	2	5
	Invoices
	Check Stubs
	Cash Receipts
	Adding Machine Tapes
	Correspondence

31.	Time Sheets	1	9	10
	Timekeeping records for City personnel.
	(CONFIDENTIAL Record.)

32.	Trust Deposit Records	3	7	10
	Ledger Sheets for Inidual TD’s

33.	Finance Advisory Committee Agenda	2	3	5

34	Finance Advisory Committee Agenda Packets	1	1	2

A=Audit; AR=Annual Review; C=Completion; E=Expiration; T=Termination; S=Superseded; P=Permanent.

JANUARY 2002

DESTRUCTION SCHEDULE

DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT

Record Number	Series Description	Records Eligible for Destruction
6	Correspondence & Chron. Files	1991 and prior
8	Development Code Enforcement Files	1991 "
15	Open Planning Applications (Completed)	1999 "
21	Subject Files	1999 "

January 2002

RECORDS RETENTION SCHEDULE

PLANNING, BUILDING & CODE ENFORCEMENT

		YEARS OF RETENTION
NO.	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
1.	Address Files.	P		P
	Control Sheet For Applications
	Building Permit Applications
	Certificates Of Fire
	Warning notice, Planning
	Applications, Signed Permits
	Staff Reports & Correspondence

2.	Certificates of Compliance	P		P

3.	Certificates of Compliance Files	P		P
	Correspondence/Notes
	Reports
	Lot Line Adjustments

4.	Coastal Permit Hearing Minutes	P		P

5.	Conditional Use Permit & Variances	P		P
	Background Files Including Action Information Sheet
	Correspondence
	Environmental Documentation
	Staff Reports
	Material Samples
	(Note: Provides background to decision to Grant or refuse permit.)

6.	Correspondence & Chronological Files	1	9	10
	Copies of Correspondence Used For Quick Chronological Reference.

7.	Development Code Amendments	P		P
	Rev. & Zone changes
	Action Information Sheet
	Correspondence
	Maps
	Environmental Documentation
	Zone Changes
	Specialized Subject Files That Document Dept’s. Administration Of Code.

8.	Development Code Enforcement	C	10	C+10
	Correspondence
	Investigation Requests
	Maps
		YEARS OF RETENTION
NO.	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
9.	Environmental Assessment & Determination Notices	P		P

10.	Environmental Impact Reports	P		P

11.	Gen. Plan & Coastal Plan Amendments Files.	P		P
	Correspondence
	Maps
	Environmental Documentation
	Action Information Sheets
	Staff Reports / Work papers
	Contracts
	Reports, Hearings
	Specialized Subject Files Documenting Dept’s. Administration of the Plan

12.	Geologic & Soils Reports	P		P
	Historical Value

13.	Index Log Books	P		P

14.	Non-residential bldg. Plans.	P		P
	Approved Plans For Commercial & City Projects.

15.	Planning Applications	AR	2	AR+2
	Planning Applications
	Requests For Approval Of Project & Supporting Documents Pending Decision.

16.	Parcel Map Files	P		P
	Maps
	Copy of Planning Commission Resolutions
	Parcel Info. Sheet
	Notice Of Hearing
	Environmental Documentation
	Staff reports
	Geologic Reports
	Correspondence
	Note: A Copy of parcel maps is retained per Item No. 20 on this schedule.

17.	Parcel Maps – Reference Copy	S		S

18.	Plng. Comm. Mins. & Resolutions	P		P

19.	Reference Maps Mixed land use reference maps	S		S

		YEARS OF RETENTION
NO.	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL

20.	Reproducible Maps	S		S
	Includes Reproducible Copies Of Parcel & Tract Maps
	Official Copy In County Recorder’s Office

21.	Subject Files	AR	1	2
	Correspondence
	Reports
	Surveys & Work papers

22.	Tract Map Files	P		P
	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.

AR=Annual Review; C=Completion; S=Superseded; P=Permanent;

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS

Record Number	Series Description	Records Eligible for Destruction
1	Activity Reports (Duplicate Record)	2000 and prior
2	Budget Files	1999 "
3	City Council Agendas (Duplicate File)	June 2001 "
5	Contractor Invoices to City	1996 "
6	Subject & project files (completed)	1991 "
7	Chronological Files	1996 "
8	Highway Permits (completed)	1994 "
9	Improvement Undergrounding & Maint. Dist. Files (completed)	1990 "
11	L.A.County Rd. Dept Service Requests (completed)	1996 "
12	L.A.County Engineering Dept. Service Requests (completed)	1996 "
13	Maint. Records: Streets, Roads, Sidewalks & Tree Removal	1991 "
14	Radar Speed Studies	1996 "
15	Telephone Logs	1999 "
16	Time Sheets	1995 "

JANUARY 1, 2002
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT

		YEARS OF RETENTION
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
1.	Activity Reports	1		1
	City Manager Friday Report
	Department Director's Activity Reports (Note: this is a duplicate series. Orig. report in City Mgrs. Office )

2.	Budget Files	1	1	2
	Details of Department Budget

3.	City Council Agendas (duplicate record)	6 mo.	6 mo.

4.	Maps and Plans	T	2	T+2
	• Rights-of-Way
	• Landscape Plans
	• Drainage Maps
	• Aerial Maps
	• Aerial Photographs
	• City Maps
	• Maintenance & Improvement Maps
	• Assessment District Maps
	• Contour/Topographic Maps
	• Engineering Drawings
	• Grading Maps/Plans
	• Park Plans
	• Del Cerro
	• Ryan Park (formerly Rancho Palos Verdes Park)
	• Hesse Park
	• Ladera Linda
	• Clovercliff
	• Civic Center Undergrounding
	• Traffic Control Devices

5.	Contractor Invoices to City	2	3	5
	• Billing information for work performed for the City including
	cost data by personnel level
	Purchase Orders
	Note: These invoices and purchase orders filed by fiscal year.

		YEARS OF RETENTION
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
6.	Subject and Project Files	C+1	9	C+10
	• Correspondence with attachments
	• Inter-office memos
	• Staff Agenda reports
	• Follow-Up Action
	• Federally/State Funded Projects
	• Requests for Proposals (RFP's)
	• Proposals
	• Contracts (duplicate: original with City Clerk’s Office)
	• All supporting data
	• Sub-contractor timesheets and invoices
	• Grant files

7.	Chronological files	1	4	5
	Copies of all correspondence (Used for quick reference)

8.	Highway Permits	C+1	6	C+7
	• Utility Permits
	• Dumpster Permits (Residents)
	• Contractor Permits (Note: Completion at expiration)

9.	Improvement Undergrounding and Maintenance District files:	1	10	11
	• Correspondence
	• Work papers
	• Reports
	• Agreement to Participate and associated documents

10.	Inventory of Road Infrastructure	S		S
	• Road signs
	• Striping

11.	Los Angeles County Road Department Service Requests	C+1	4	C+5
	• Service Request forms and related documents

12.	Los Angeles County Engineering	C+1	4	C+5
	Department Service Requests
	• Service Request forms and related documents

13.	Maintenance Records:,	2	8	10
	Streets, Roads
	Sidewalks, and Tree Removal
	• Maintenance Schedule
	• Maintenance Service Requests
	• Summary Reports • Accident Reports

		YEARS OF RETENTION
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
14.	Radar Speed Studies . Accident Reports	1	4	5

15.	Telephone Logs	1	1	2

16.	Time Sheets	1	5	6
	• Timesheets for Contractor labor
	• Documents invoice to City

17.	Traffic Committee Minutes	P		P

T = Termination (when facility has been dismantled.) P = Permanent. E = Expiration (upon expiration date). C = Completion (when project has been completed).

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: PARKS & RECREATION

Record Number	Series Description	Records Eligible for Destruction
1	Activity Reports	2000 and prior
2	Budget Files	1991 "
3	Cash Receipts	1994 "
4	Correspondence & Subject Files	1996 "
5	Rec & Park Committee Files	1994 "
6	Rec. & Parks Facilities Logbook	1995 "
7	Facilities Use Permit	1996 "
8	Recreation Class Reports (REACH)	1998 "
9	Timesheets (duplicate record): full and part time	2000 "

JANUARY 2002
RECORDS RETENTION SCHEDULE
RECREATION AND PARKS

		YEARS OF RETENTION
NO	SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
1	Activity Reports	1		1
	• Dept Director's Activity Report
	(Note: Duplicate Series Official copy in CM's office)

2	Budget Files	5	5	10
	• Details re departmental budget

3	Cash Receipts	2	5	7
	• Cash Receipt Forms/MC, Visa

4	Correspondence & Subject Files	1	4	5
	• Correspondence
	• Reports

5	Parks & Recreation Committee Files	2	5	7
	• Reports
	• Correspondence

6	Parks & Recreation Facilities log book	1	5	6
	• Logs and staff activities
	• Park Inspections
	• Public Works Work Orders

7	Facilities Use Permits & Contracts	2	3	5

8	Recreation Class Reports	3		3
	• Applications & confirmation sheets(REACH only)

9	Timesheets - Permanent & Temporary	1		1
	(Duplicate Record original in Fin. Dept.)

10	Rec. & Parks Comm. Minutes	P		P