HomeMy WebLinkAboutRES NO 40-99RESOLUTION NO. 4 0 - 9 9
RESOLUTION APPROVING THE RETENTION AND
DESTRUCTION SCHEDULE OF CERTAIN CITY RECORDS,
DOCUMENTS, INSTRUMENTS, BOOKS AND PAPERS,
PURSUANT TO SECTION 34090 ET SEQ. OF THE
GOVERNMENT CODE OF THE STATE OF CALIFORNIA
(RECREATION AND PARKS DEPARTMENT).
WHEREAS, Section 34090 of the California Government Code provides that a City
department head may destroy any City record, document, instrument, book or paper under
his charge with the approval of the legislative body and written consent of the City
Attorney, provided such records are at least two years old and do not fall within categories
of records excepted from the operation of that Section; and
WHEREAS, Resolution No. 78-96 authorized the records retention and destruction
schedule for the Community Services Department which included the Division of
Recreation and Parks; and
WHEREAS, Recreation and Parks is now a separate City department and not a
division within the Community Services Department; and
WHEREAS, the Department of Recreation and Parks hereby requests that Council
approve the records retention schedule attached hereto as Exhibit "A" and incorporated
by reference herein, and authorize the destruction of such records after the specified
periods identified in Exhibit "A"; and
WHEREAS, said request has been approved by the City Attorney and is in
accordance with the procedures and requirements of the City and Section 34090 et seq.
Of the California Government Code.
NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of Bakersfield
as follows:
1. That pursuant to Section 34090 et seq. of the Government Code of the State of
California, approval of the retention schedule attached hereto as Exhibit "A" and
incorporated by reference herein is hereby granted.
2. That pursuant to Section 34090 et seq. of the Government Code of the State of
California, authorization for the Department of Recreation and Parks to destroy items listed
in Exhibit "A', and upon written approval of the City Attorney, and in accordance with the
prescribed time periods set forth in Exhibit "A" is hereby granted.
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3. That the continued destruction of the listed items in Exhibit "A", and upon written
approval of the City Attorney, and in accordance with the prescribed time periods set forth
in Exhibit "A", is hereby granted.
I HEREBY CERTIFY that the foregoing Resolution was passed and adopted by the
Council of the City of Bakersfield at a regular meeting thereof held on
APR 1. 4, 199.~ , by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
COUNCILMEMBER CA SON, DEMOND, MAGGARD, COUCH, ROWLES, SULLIVAN, SALVAGGIO
COUNCILMEMBER O/", E,
APPROVED
1999
CITY CLERK and Ex ~erk of the
Council of the City of Bakersfield
By
Mayor
APPROVED AS TO FORM:
BART J. THILTGEN
City Attorney /
/
By / '/"' ....,'. r'., .~::: .....
.... AR
VIRGINIA GENN O
Deputy City Attorney
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April 7, 1999
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CF:iC, IN~L
III
EXHIBIT "A"
RECREATION AND PARKS DEPARTMENT RETENTION SCHEDULE
RETAIN TWO (2) YEARS
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16
Accident Reports (property, equipment damage, industrial, first aid and stolen
property)
Accounts Payable Vouchers, Worksheets and Corresponding Reports (i.e.,
utility and water bills)
Accrual Reports
Budget Worksheets
CIP Monthly Tracking Schedules
Clock and Time Cards
Correspondence (memos/letters) (incoming and outgoing)
Facility Reservations and Supporting Documents
Former Employee Files
Receipt Books
Report of Monies Collected
Revenue Analysis
Salary Schedules
Signature Sheets for Paycheck Pickup
Temporary Employee Files
Reconciliation Statements
RETAIN FIVE (5) YEARS
Chemical Usage and Location Reports
Monthly Pesticide Use Report (For Kern County Agricultural Commission)
State and Federal Grants, Bonds and Agreements
RETAIN INDEFINITELY
1. Safety Material Data Sheets
All records, documents, instruments, books and papers not mentioned in Sections II through
IV shall be retained a minimum of two years.
Duplicates of all reports may be destroyed at any time when the duplicates are no longer
needed.
Any of the above may be retained for a longer period if circumstances so warrant.
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~arch 31, 1999
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