Rancho Palos Verdes City Council
   

JULY 5, 2005 DRAFT MINUTES JULY 5, 2005 DRAFT MINUTES

DRAFT



TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: ASSISTANT CITY MANAGER/CITY CLERK

DATE: JANUARY 17, 2006

SUBJECT: RECORDS RETENTION AND DESTRUCTION SCHEDULES

RECOMMENDATION

Adopt Resolution No. 2006-__, 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. 2004-75.

INTRODUCTION

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 retention schedules for the City Manager’s Office and the City Clerk’s Office.

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 basis. The last update to these record schedules was completed in September 2004.

DISCUSSION

At this time, staff is recommending several changes to the retention schedules for the City Manager’s Office and City Clerk’s Office, which are presented below. The remaining Department retention schedules would remain unchanged. Staff has also updated the corresponding destruction schedules for each Department that are attached to the Resolution and, if adopted by Council, would be effected as of January 2006.

CITY MANAGER’S OFFICE

Record No.

Record Series Description

Proposed Change

1

Weekly Administrative Report

Change name to reflect current title and add a note that this record was formerly called the "Friday Report"

8

Insurance Policies, Certificates – all evidence of insurability

Renumber from 7A (added at the Council meeting on September 7, 2004) to 8 and renumber the remaining records.

19

Public Art

Change from a 10-year retention to "Superseded."

All Public Art records (Record No. 19) in the City Manager’s Office were destroyed as authorized by Council in November 2002. Therefore, this record category is no longer in use and should be identified as a "Superseded" record on the schedule.

         

CITY CLERK’S OFFICE

Record No.

Record Series Description

Proposed Change

3

Elections

Add "Mailed Ballot Election" as a new subcategory and specify that the ballots may be destroyed 6 months after the election date, if no legal challenge has been filed.

6

Contracts

Specify that "related documents" include insurance certificates and endorsements.

8

Council Agendas

Add a note that these are electronic records and change from a 5-year retention schedule to Permanent.

9

Council Agenda Packets

Replaces "Counter Copy of Agenda Packets" and increase the total retention schedule from 2 years to 5 years.

10

Council Follow Up Agendas

Add as a new record series, note that these are electronic records and establish them as Permanent. Renumber the remaining records.

12

City Council Minutes Reference Copy

Change from a 5-year retention schedule to Permanent.

14

City Council Ordinance Reference Copies and Control Record Sheets

Change from a 5-year retention schedule to Permanent.

16

City Council Resolution Reference Copies and Control Record Sheets

Change from a 5-year retention schedule to Permanent.

In the past, the Counter Copy of Agenda Packets (previously Record No. 9) was considered to be a duplicate record because the City Clerk’s Office also maintains Council Legislative Action Files (7), which contained all the staff reports and back up materials presented to Council in the agenda packet. However, because the counter copies were accessible to the public in the City Hall lobby, the integrity of these records could not be guaranteed, given the fact that members of the public often rearranged the materials when looking for a particular item or removed an item altogether. Because of this phenomenon and because the Clerk’s Office received frequent requests from other staff members to review past Council Agenda Packets, staff began keeping complete copies of the packets in the City Clerk’s Office and disposes of the posting copy immediately after the related Council meeting. Therefore, staff is proposing to update the records retention schedule to reflect this current practice and to increase the total retention period for these records from 2 years to 5 years.

Staff is also recommending that several records (Record Nos. 8,10,12,14 and 16) In the City Clerk’s Office be established as permanent records. Staff believes these changes are appropriate due to the fact that staff constantly refers to these records when conducting research or responding to public records requests. In addition, using Reference Copies of Minutes (12) Ordinances (14) and Resolutions (16) for these activities saves wear and tear on the City’s archival "book paper" copies, which are also kept as permanent records.

For the first time, two records on the City Clerk’s Office schedule, Council Agendas (8) and Council Follow Up Agendas (10), are in electronic format. As the City moves forward with implementing a document imaging system and the City acquires the ability to convert records that currently exist only in hard copy into an electronic format, additional records of this type are expected to be added to the retention schedule in the future.

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 "A") to the attached Resolution lists documents that can be destroyed as of January 2006.

Respectfully submitted,

Carolynn Petru

Assistant City Manager/City Clerk

Reviewed,

Les Evans

City Manager

Attachment:

Resolution No. 2006-__

2006 Department Records Retention Schedules

RESOLUTION NO. 2006-

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. 2004-75

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

WHEREAS, the last time these retention schedules were revised was with the adoption of Resolution No. 2004-75; and

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

(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

(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 17th day of January 2006.

_________________________

Mayor

ATTEST:

 

_____________________

City Clerk

STATE OF CALIFORNIA )

COUNTY OF LOS ANGELES ) ss

CITY OF RANCHO PALOS VERDES )

I, Carolynn Petru, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2006-__ was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on January 17, 2006.

 

______________________

CITY CLERK

 

EXHIBIT "A"

JANUARY 2006

DESTRUCTION SCHEDULE

DEPARTMENT: CITY MANAGER

The following list of official record series was eligible for destruction on January 1, 2006. 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

1

Weekly Administrative Report

1999 and prior

2

Budget Files

1997 "

3

Correspondence & Subject Files

2001 "

4

Correspondence – Chronological Files

1998 "

5

Grant Files (Completed)

1999 "

6

Legal Opinions

1995 "

7

Claims Files (Closed)

1995 "

9

Personnel Applications

2003 "

10

Personnel Cards, Full time Employees

1980 "

12

Personnel Records, Full time Employees

1985 "

13

Personnel Records, Part time Employees

1985 "

14

Animal Control Files

2003 "

15

Film Permits

2001 "

16

Parking Citation Reports

2003 "

18

Health & Benefits Reports

1999 "

21

Community Forum Files

1995 "

 

JANUARY 2006

DESTRUCTION SCHEDULE

DEPARTMENT: CITY CLERK

The following list of official record series was eligible for destruction on January 1, 2006. 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

2002 and prior

4

Election Campaign Statements (not elected)

2000 "

6

Contracts (expired)

1990 "

7

Council Legislative Action Files (Agenda Reports)

1997 "

9

Council Agendas Packets

2000 "

17

Motor Vehicle Ownership Records (terminated)

2000 "

20

Petitions (elections)

2003 "

21

Petitions (submitted to legislative body)

2003 "

22

Statements of Economic Interest: City

Council & Planning Commission (Duplicate Record)

Designated Positions (Original Record)

2001 "

 

 

1998 "

JANUARY 2006

DESTRUCTION SCHEDULE

DEPARTMENT: FINANCE DEPARTMENT

The following list of official record series was eligible for destruction on January 1, 2006. 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

1

Accounts Payable

2000 & prior

2

Accounts Receivable

2000 "

3

Finance Department Budgets (duplicate)

2003 "

5

Bank Reconciliation Files

1995 "

6

Budget Files (duplicate)

2004 "

7

Business License & Business Tax Registration

2000 "

8

Business License Reports

1998 "

9

Cancelled Checks

1998 "

10

Cash Journal

2000 "

11

Cash Receipts

2000 "

12

Correspondence & Subject File

2000 "

13

Correspondence – Chronological

2000 "

14

Demand/Warrant Register & Control

2000 "

15

Special District Files

1994 "

16

Duplicate Check Record

2001 "

17

General & Subsidiary Ledgers (Monthly)

2000"

18

General & Subsidiary Ledgers (Annual)

1985 "

19

Journal Vouchers

1995 "

20

Ledger Reconciliations

2002 "

22

Payroll Records

1995 "

23

Payroll Reports

1995 "

24

Purchase Orders (Duplicate Record)

2004 "

25

Report of Accounts

1995 "

26

Retirement Records

1990 "

27

Revenue Folders

2000 "

28

Time Sheets

1995 "

29

Trust Deposit Records

1995 "

30

Finance Advisory Committee Agenda

2000 "

31

Finance Advisory Committee Agenda Packets

2003 "

32

Treasurer’s Warrants (Register of Demands)

2000 "

33

Monthly Treasurer’s Report

1995

34

Detailed General Ledger

1995

JANUARY 2006

DESTRUCTION SCHEDULE

DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT

The following list of official record series was eligible for destruction on January 1, 2006. 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

6

Correspondence & Chron. Files

1995 and prior

8

Development Code Enforcement Files

1995 "

21

Subject Files

2003 "

23

Planning Comm. Agenda Packets

2004 "

24

Budget

2000 "

 

JANUARY 2006

DESTRUCTION SCHEDULE

DEPARTMENT: PUBLIC WORKS

The following list of official record series was eligible for destruction on January 1, 2006. 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

1

Activity Reports (Duplicate Record)

2004 and prior

2

Budget Files

2003 "

3

City Council Agendas (Duplicate File)

2004 "

5

Contractor Invoices to City

2000 "

6

Subject & project files (completed)

1995 "

7

Chronological Files

2000 "

8

Highway Permits (completed)

1995 "

9

Improvement Undergrounding & Maintenance District Files (completed)

1994 "

11

L.A. County Rd. Dept Service Requests (completed)

2000 "

12

L.A. County Engineering Dept. Service Requests (completed)

2000 "

13

Maintenance Records: Streets, Roads, Sidewalks & Tree Removal

1995 "

14

Radar Speed Studies

2000 "

15

Telephone Logs

2003 "

16

Time Sheets

1999 "

JANUARY 2006

DESTRUCTION SCHEDULE

DEPARTMENT: PARKS & RECREATION

The following list of official record series was eligible for destruction on January 1, 2006. 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

1

Activity Reports (Duplicate Record)

2004 and prior

2

Budget Files

1995 "

3

Cash Receipts

1998 "

4

Correspondence & Subject Files

2000 "

5

Rec. & Park Committee Files

1998 "

6

Rec. & Parks Facilities Logbook

1999 "

7

Facilities Use Permit

2000 "

8

Recreation Class Reports (REACH)

2002 "

9

Timesheets (duplicate record): full and part time

2004 "