HomeMy WebLinkAboutRES NO 78-96RESOLUTION NO. ~' 8 ' 9 6
A RESOLUTION APPROVING THE
DESTRUCTION OF CERTAIN OBSOLETE
CITY RECORDS, DOCUMENTS,
INSTRUMENTS, BOOKS AND PAPERS,
PURSUANT TO SECTION 34090 ET SEQ. OF
THE GOVERNMENT CODE OF THE STATE
OF CALIFORNIA (COMMUNITY
DEPARTMENT).
WHEREAS, a request has been made by the Community Services Department for
authority to destroy certain obsolete City records, and a copy of said records retention
schedule is attached as Exhibit A; and
WHEREAS, such records are more than two (2) years old; 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
that pursuant to Section 34090 et seq. of the Government Code of the State of California,
approval is hereby granted for Community Services Department's destruction of the items
listed in Exhibit A, and upon written approval of the City Attorney, and for the continued
destruction of such listed items in accordance with the time periods set forth in Exhibit A,
and after they become at least two years old, and upon written approval of the City
Attorney.
.......... o0o ..........
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
JUL 1 0 1996 , by the following vote:
AYES: COUNCILMEMbER DeMOND, CARSON, SMITH, ~ ROWLES, SULLIVAN, SALVAGGIO
NOES: COUNCILMEMBER ~..~
ABSTAIN: COUNCIl. MEMBER
APPROVED
JUL 1 O 1996
BOB I~ ~
MAYOR of the City of Bakersfield
APPROVED AS TO FORM:
JUDY K. $KOUSEN
City Attorney//~
Deputy City Attorney
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Attachment: Exhibit A
S:~COUNCIL~RES~AUTH-DES~COMM.SER~COUNCIL.RES--June 26. 1996
II
EXHIBIT "A"
COMMUNITY SERVICES DEPARTMENT RETENTION SCHEDULE
OBSOLETE
2.
3.
4.
Vacation Calendars
Council Minutes
Planning Commission Minutes
Convention Visitors Bureau Meeting Minutes
RETAIN TWO ~2'~ YEARS:
ADMINISTRATIVE -- For Convention Center, Parks and Recreation Divisions
2.
3.
4.
5.
6.
7.
8.
9.
10.
Employee Time Cards
Employee Time Clock Cards
All Accounting and Budget Worksheets, including Ledger Cards
Payroll Hours Worked Verification Report
Memos/Correspondence (incoming and Outgoing)
Time Allocation Reports (By Employee and Project Number)
Temporary and Former Employees Files
Safety Meeting Sign-up Sheets
Receipt and Deposit Books
Claim Vouchers / Purchase Orders / Invoices
PARKS DIVISION
2.
3.
4.
5.
6.
7.
8.
Certification of Backflow Devices for the State of California
Weather Station Data for Irrigation System
Facility Reservations/Applications (Including Accompanying Documentation)
Park Permits (Alcohol, Sound, Health, etc.)
Daily Work/Equipment Schedules
Monthly Activity Reports
Service Order Requests
Monthly Water Usage
CONVENTION CENTER DIVISION
2.
3.
4.
5.
Alarm System Receipts
Sports Service Concession Reports
Daily Report Slips (Call Kelly)
Valley Armored Transport Books
Facility Usage Permits and Applicable Documents
EXHIBIT "A"
COMMUNITY SERVICES DEPARTMENT RETENTION SCHEDULE
PAGE 2
II1
IV
RECREATION DIVISION
2.
3.
4.
5.
6.
7.
8.
9.
10.
Liability Waiver Forms
Activity Rosters
Summer Recreation Registration and Release Forms for All Programs
Yearly Contracts
Program Files
Red Cross Forms
Day Camp Medical Forms
Day Registration Forms
Accident Reports
Health Reports - Pools
RETAIN FIVE (5) YEARS:
PARKS DIVISION
Chemical Usage and Location Reports
Monthly Pesticide Use Report (For Kern County Agricultural Commission)
State and Federal Grants, Bonds and Agreements
RETAIN INDEFINITELY:
PARKS DIVISION
1. Safety Material Data Sheets
All records, documents, instruments, books and papers not mentioned in Sections II through 1V 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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S:\COUNCIL\RESX, AUTH-DES\COMM,SER\RET SCHE.EXA--July 3, 1996