Rancho Palos Verdes City Council

TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS

FROM: ADMIN. SERVICES DIRECTOR/CITY CLERK

DATE: SEPTEMBER 7, 2004

SUBJECT: ANNUAL DESTRUCTION OF RECORDS RECOMMENDATION

ADOPT RESOL. NO. 2004-__, 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. 2002-92.

INTRODUCTION

Adoption of the 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 Manager’s Office, Finance Department, Planning, Building and Building & Safety, and the City Clerk’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 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 basis. The last update to these record schedules was completed in 2002.

This year there is one change in the retention period for the Planning, Building & Code Enforcement Department: Planning Applications (Record Series No. 15) are now listed as a permanent record instead of being reviewed annually and destroyed after two years.

15.

Planning Applications

AR P

~~AR+2~~P

Planning Applications (Pending and Accepted). Requests for Approval of Project and supporting documents pending decision.

Other revisions made this year reflect organizational changes that have occurred and which require the transfer of certain records:

SUBJECT	TRANSFERRED FROM	TRANSFERRED TO
Treasurer’s Warrants (Reg. Of Demands)	City Manager	Finance, Record Series No. 32
Monthly Treasurer’s Reports	City Manager	Finance, Record Series No. 33
Detailed General Ledger	City Manager	Finance, Record Series No. 34
Newsletter	City Manager	City Clerk, Record Series No. 23
Health & Benefits Report	Finance	City Manager, Record Series No. 17
Claim Files/Risk Management General Liability Workers Compensation Employee Training Records	City Clerk	City Manager, Record Series No. 7

All department directors have reviewed and approved these schedules and the City Attorney’s Office has provided legal review of each department schedule. Department Destruction Schedules (Exhibit "A") to the proposed resolution lists documents that can be destroyed as of January 2004.

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.

Respectfully submitted,

Jo Purcell

Reviewed,

Les Evans, City Manager

RESOLUTION NO. 2004-

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. 2002-92

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, the last time these retention schedules were revised was with the adoption of Resolution No. 2002-92; and

WHEREAS, it is again deemed necessary to make certain changes to the retention schedules for the City Clerk’s Office, City Manager’s Office, Finance Department, and the Planning, Building & Safety and Code Enforcement Department 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: 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 with the exception of duplicate records

(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 this 7^th day of September, 2004.

_________________________

Mayor

ATTEST:

_____________________

City Clerk

STATE OF CALIFORNIA )

COUNTY OF LOS ANGELES ) SS

CITY OF RANCHO PALOS VERDES )

I, JO PURCELL, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2004- was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on September 7, 2004.

________________________

CITY CLERK

JANUARY 2004

DESTRUCTION SCHEDULE

DEPARTMENT: CITY CLERK

The following list of official record series was eligible for destruction on January 1, 2004. 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	Record Series Description	Records Eligible for Destruction
2	City Clerk Dept. Budget	2000 and prior
4	Election Campaign Statements (not elected)	1998 "
6	Contracts	1988 "
7	Council Legislative Action Files (Agenda Reports)	1995 "
8	Council Agendas	1998 "
9	Council Agendas: Counter Copy (Duplicate)	2001 "
11	Reference Copy City Council Minutes (Duplicate)	1973 "
13	City Council Ordinance Control Record	1998 "
15	City Council Resolution Control Record	1998 "
16	Motor Vehicle Ownership Records	1998 "
19	Petitions (elections)	2002 "
20	Petitions (submitted to legislative body)	2001 "
22	Statements of Economic Interest: City Council & Planning Commission (Duplicate Record) Designated Positions (Original Record)	1999 " 1996 "

JANUARY 2004

DESTRUCTION SCHEDULE

DEPARTMENT: CITY MANAGER

Record Number	Record Series Description	Records Eligible for Destruction
1	Admin. (Friday) Report	1997and prior
2	Budget Files	1995 "
3	Correspondence & Subject Files	1999 "
4	Correspondence – Chronological Files	1996 "
5	Grant Files (Completed)	1997 "
6	Legal Opinions	1993 "
7	Claims Files (Closed)	1993 "
8	Personnel Applications	2001 "
9	Personnel Cards, Full time Employees	1978 "
11	Personnel Records, Full time Employees	1983 "
12	Personnel Records, Part time Employees	1983 "
13	Animal Control Files	2001 "
14	Film Permits	1999 "
15	Parking Citation Reports	2001 "
17	Health & Benefits Reports	1997 "
18	Public Art	1993 "
20	Community Forum Files	1993 "

JANUARY 2004

DESTRUCTION SCHEDULE

DEPARTMENT: FINANCE DEPARTMENT

Record Number	Record Series Description	Records Eligible for Destruction
1	Accounts Payable	1998 & prior
2	Accounts Receivable	1998 "
3	Finance Department Budgets (duplicate)	2001 "
5	Bank Reconciliation Files	1993 "
6	Budget Files (duplicate)	2002 "
7	Business License & Business Tax Registration	1998 "
8	Business License Reports	1996 "
9	Cancelled Checks	1996 "
10	Cash Journal	1998 "
11	Cash Receipts	1998 "
12	Correspondence & Subject File	1998 "
13	Correspondence – Chronological	1998 "
14	Demand/Warrant Register & Control	1998 "
15	Special District Files	1992 "
16	Duplicate Check Record	1999 "
17	General & Subsidiary Ledgers (Monthly)	1998 "
18	General & Subsidiary Ledgers (Annual)	1983 "
19	Journal Vouchers	1993 "
20	Ledger Reconciliations	2000 "
22	Payroll Records	1993 "
23	Payroll Reports	1993 "
24	Purchase Orders (Duplicate Record)	2002 "
25	Report of Accounts	1993 "
26	Retirement Records	1988 "
27	Revenue Folders	1998 "
28	Time Sheets	1993 "
29	Trust Deposit Records	1993 "
30	Finance Advisory Committee Agenda	1998 "
31	Finance Advisory Committee Agenda Packets	2001 "
32	Treasurer’s Warrants (Register of Demands)	1998 "
33	Monthly Treasurer’s Report	1993
34	Detailed General Ledger	1993

JANUARY 2004

DESTRUCTION SCHEDULE

DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT

Record Number	Record Series Description	Records Eligible for Destruction
6	Correspondence & Chron. Files	1993 and prior
8	Development Code Enforcement Files	1993 "
15	Open Planning Applications (Completed)	2001 "
21	Subject Files	2001 "
23	Planning Comm. Agenda Packets	2002 "
24	Budget	1998 "

JANUARY 2004

DESTRUCTION SCHEDULE

DEPARTMENT: PUBLIC WORKS

Record Number	Record Series Description	Records Eligible for Destruction
1	Activity Reports (Duplicate Record)	2002 and prior
2	Budget Files	2001 "
3	City Council Agendas (Duplicate File)	2002 "
5	Contractor Invoices to City	1998 "
6	Subject & project files (completed)	1993 "
7	Chronological Files	1998 "
8	Highway Permits (completed)	1996 "
9	Improvement Undergrounding & Maint. Dist. Files (completed)	1992 "
11	L.A.County Rd. Dept Service Requests (completed)	1998 "
12	L.A.County Engineering Dept. Service Requests (completed)	1998 "
13	Maint. Records: Streets, Roads, Sidewalks & Tree Removal	1993 "
14	Radar Speed Studies	1998 "
15	Telephone Logs	2001 "
16	Time Sheets	1997 "

JANUARY 2004

DESTRUCTION SCHEDULE

DEPARTMENT: PARKS & RECREATION

Record Number	Record Series Description	Records Eligible for Destruction
1	Activity Reports (Duplicate Record)	2002 and prior
2	Budget Files	1993 "
3	Cash Receipts	1996 "
4	Correspondence & Subject Files	1998 "
5	Rec & Park Committee Files	1996 "
6	Rec. & Parks Facilities Logbook	1997 "
7	Facilities Use Permit	1998 "
8	Recreation Class Reports (REACH)	2000 "
9	Timesheets (duplicate record): full and part time	2002 "

JANUARY 2004

RECORDS RETENTION SCHEDULE

CITY CLERK'S DEPARTMENT

RECORD NO.	RECORD SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL YEARS RETAINED
1	Annexation	P		P
	Secretary of State, Certificate of Incorporation, Background Information

2	Budget (Departmental back-up information)	2	1	3

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. (Note: Duplicate record.)

10	City Council Minutes Books	P		P
	Original document. Vital Record – Historical Value

11	City Council Minutes Reference Copy	10	20	30
	(Note: Duplicate record)

12	City Council Ordinances Books	P		P
	Original Documents. Vital Record –historical value

13	City Council Ordinance Reference copies and Control Record Sheet	5		5
	Duplicate copies of Ordinances and record of parties receiving copy of ordinances from City Clerk’s Office.

14	City Council Resolution Books Original Documents. Vital Record - historical value	P		P

15	City Council Resolution Reference copies and Control Record Sheet	5		5
	Duplicate copies of resolutions and record of parties receiving copy of resolutions from City Clerk’s Office

16	Vehicle ownership records	T		T+5

17	History Archives	P		P
	Material showing the development and history of the City. Historical value.

18	File Indices
	Cross-reference indices to Council legislative actions.	P		P

19	Petitions	8 mos. after		2
	Referendums, Recalls and Initiatives	Election
		Date

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	Statements of Economic Interest City Council (Duplicate record: orig. stmt Filed with FPPC, Sacto.) Planning Commission. (Duplicate record: orig. stmt with FPPC, Sacto.)	2	2	4
	Designated Positions (original stmts.)	2	5	7

23	City Newsletter (copy of each Newsletter published. Historical value.)	P		P

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

JANUARY 2004

RECORDS RETENTION SCHEDULE

CITY MANAGER'S OFFICE

		TOTAL YEARS RETAINED
NO	RECORD SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
1	Admin. (Friday Report)	2	4	6

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. (Note: 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/Risk Management	C	10	C+10
	General Liability Workers Compensation Employee Training Records

8	Personnel Applications	2		2

9	Personnel Cards Full Time Employees	T	25	T+25
	Reference Card With Dates Of Employment, Positions, Pay Rate.
	(Note: 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. (Note: Confidential record.)

12	Personnel Records, Part Time Employees		5	T+20

13	Animal Control Files	AR	2	AR+2
	Correspondence Statements invoices

14	Film Permits	1	3	4
	Application for permission to film in the City, Correspondence Insurance certificates.

15	Parking Citation Reports	2		2
	Admin. Review Disposition Forms

		TOTAL YEARS RETAINED
NO	RECORD SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL

16	Digital Video Disks (DVD)	P		P
	City Council Meetings Planning Commission Meetings Special City Committee/Commission Meetings.

17	Health & Benefits Reports	4	2	6
	Includes eligibility for medical ins. And other City benefits.

18	Public Art	4	6	10
	Research Material
	Scrapbooks
	Committee Agendas/Minutes
	Zone 1 thru 5 Slides

19	Cable Television Advisory Board
	CATV Board Minutes	P		P

20	Community Forum Files	3	7	10

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

JANUARY 2004

RECORDS RETENTION SCHEDULE

FINANCE DEPARTMENT

			TOTAL YEARS RETAINED
NO.	RECORD SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
1.	Accounts Payable	3	2	5
	Invoices approved for payment
	Purchase Orders

2.	Accounts Receivable	3	2	5
	Invoices, Supporting documents

3.	Finance Department Budget Files	2	-	2

4.	Auditor's Reports	P	P	P
	City Auditor Reports, State Controller, Special Audits, and Auditor’s Recommendations.

5.	Bank Reconciliation	3	7	10
	Bank Statements, Copies of Deposit Records, Notes and Worksheets.

6.	Budget Files	AR		AR
	Drafts of depts. proposed budgets. 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 Applications.

8.	Business License Reports	5	2	7
	Yearly report of business licenses issued by the City.

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 Worksheet, Cash Register Tape, Bank Deposit Receipts. (Source documents for cash receipts filed where applicable. Most are in Plng., Bldg. & Code Enf.)

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 and work papers.

14.	Demands/Warrant Register & Control Files. (Supporting docs. For cash disbursements)	3	2	5

15.		Special District Files		2		9		11
		Includes Miraleste and Ridgecrest Recreation & Park Districts, ACLAD, Klondike, RDA, and Assessment Districts; correspondence, bank statements, check stubs and 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.		General & Subsidiary Ledgers (Monthly)		3		2		5
		Includes Capital Projects
		Subsidiary Ledger

18.		General & Subsidiary Ledgers (Annual)		3		17		20

19.		Journal Vouchers		3		7		10

20.		Ledger Reconciliations		3		-		3
		Worksheets

21.		Operating Budget		5		P		P

22.		Payroll Records		2		8		10
		Bank Statements, Bank Deposits, Tax Report Records, Payroll Work papers & Reports, Insurance Records, Vacation Reports, Warrant Control Sheets. (Note: Confidential records.)

23.		Payroll Reports		2		8		10
		Tax Reports, Payroll Deduction Register, Master Payroll Status Report. (Note: Confidential report.)

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

25.		Reports Of Accounts		3		7		10
		Monthly Reports of Appropriations, Encumbrances, Preliminary Demand Register, Stmt. Of Expenditure & Revenue, Revenue Journal, Expenditure Journal, Month End Adjustments.

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

27.		Revenue Folders		3		2		5
		Invoices, Check Stubs, Cash Receipts & Correspondence

28.		Time Sheets Timekeeping records for City personnel. (Note: Confidential Record.)		1		9		10

29.		Trust Deposit Records		3		7		10
		Ledger Sheets for Individual TD’s

30.		Finance Advisory Committee Agenda		2		3		5

31.		Finance Advisory Committee Agenda Packets		1		1		2

32.		Treasurer’s Warrants (Checks listed on Register of Demands)		2		3		5

33.	Monthly Treasurer’s Reports		2		8		10

34.	Detailed General Ledger		2		8		10

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

JANUARY 2004

RECORDS RETENTION SCHEDULE

PUBLIC WORKS DEPARTMENT

			YEARS OF RETENTION
NO.	RECORD 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 Manager’s Office.)

2.	Budget Files		1		1		2
	Details of Department Budget

3.	City Council Agendas (duplicate record)		6 mo.		6 mo.		1

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, and Purchase Orders
	(Note: These invoices and purchase orders filed by fiscal year.)

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 (RFPs) Proposals Contracts ( Note: Duplicate Record; Orig. In City Clerk’s Office.) All supporting data Subcontractor Time Sheets and invoices Grant files.

7.	Chronological files		1		4		5
	Copies of all correspondence (Used for quick reference)
			YEARS OF RETENTION
NO.	RECORD SERIES DESCRIPTION		ACTIVE		INACTIVE		TOTAL
8	Highway Permits		C+1		9		C+10
	• Utility Permits, dumpster permits (residents), Contractor permits (Note: Expiration at completion.)

9.	Improvement Undergrounding and Maintenance District files:		1		10		11
	• Correspondence Work Papers Reports and agreements to participate and associated documents.

10.	Inventory of Road Infrastructure		S				S
	• Road signs and 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 Request Forms and related documents

13.	Maintenance Records:,		2		8		10
	Streets Roads Sidewalks Tree removals Maintenance Schedules Maintenance Service Requests Summary Reports Accident Reports
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). S = Superseded.

JANUARY 2004

RECORDS RETENTION SCHEDULE

RECREATION AND PARKS

		YEARS OF RETENTION
NO.	RECORD SERIES DESCRIPTION	ACTIVE	INACTIVE	TOTAL
1	Activity Reports	1		1
	• Dept Director's Activity Report (Friday Rept.)
	(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
	(Note: Original contracts retained by City Clerk’s Office.)
8	Recreation Class Reports	3		3
	• Registration Materials (REACH only)

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

10	Rec. & Parks Comm. Minutes	P		P