The URL can be used to link to this page

Home My WebLink AboutRES NO 170-94RESOLUTION NOo 1 ~ 0 ' 9 4 A RESOLUTION AMENDING RESOLUTION NO. 44-91 OF THE COUNCIL OF THE CITY OF BAKERSFIELD 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 - CITY CLERK'S OFFICE. 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, the City Clerk's Office has requested Council approval of amendments to a records retention schedule approved by Resolution No. 44-91 on March 27, 1991, pursuant to which the City Clerk's Office may destroy records after specified periods, which herein by reference as though fully set forth; and WHEREAS, said request has been approved by the City Attorney in accordance with the procedures and requirements of the city and Section 34090 et seq. of the California Government Code. WHEREAS, it appears to the Council that the records listed on such retention schedule will not be required by the City after the retention period for each category of records set forth on that schedule. 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, the records retention schedule attached hereto as Exhibit "A" is adopted and the Council approves destruction of City records after the periods of time shown on that schedule, and upon written approval of the city Attorney. .......... ooo .......... 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 NOV 02 ~ , by the following vote: AYES: COUNCILMEMBERS McDERMOTr, EDWARDS, DeMOND, ~SMITH, 8RUNNI, ROWLES, SALVAGGIO NOES: COUNCILMEMBE"S ABSTAIN: COUNCILMEMBERS ABSENT; COUNCILMEMBERS CITY CLERK and Ex Officio Clerk of the Council of the City of Baker,sfield NOV o 2 APPROVED BOB PRICE MAYOR of the City of Bakersfield APPROVED as to form: CJ~/LLiT T oS~K~ E No f~h~'ei~y~ f Bakersfield pl Attachment Exhibit "A" EXHIBIT "A" RECORDS RETENTION SCHEL~E City of Bakersfl~xd - City Clerk's Office Record Title -Suggested Retention Perio~ Dept. City City Approved - Retention Head Manager Attorney Period 100 GENERAL ADMINISTRATION/ SERVICES FUNCTION 101 Office General Management Grp. -01 General Information -02 Correspondence - Internal -03 Correspondence - External -04 Policies/Procedures 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 102 office Reference Group -01 General Information 2Y 2Y 2Y 2Y -02 Chronological 2Y 2Y 2Y 2Y -03 Professional Associations/ Organizations 2Y 2Y 2Y 2Y -04 Community Organizations 2Y 2Y 2Y 2Y -05 Reports 5Y 5Y 5Y 5Y -06 Newsletters/Publications C C C C -07 Public Relations C C C C -08 Demographics 10Y 10Y 1OY 10Y -09 Complaints 5Y 5Y 5Y 5Y -10 Artwork/Logo/Seal C C C C -11 Referrals 2Y 2Y 2Y 2Y -12 Subpenas/Requests for Records 2Y 2Y 2Y 2Y 103 Forms Management Group -01 General Information -02 Blank Forms -03 Form Letter -04 Form Master -05 Election Forms C C C C C C C C C C C C C C C C C C C C 104 Records Management Group -01 General Information -02 Certificates of Destruction -03 Directives & Procedures -04 Municipal Unified Functional Filing System -05 Inactive Records Storage Info. RETENTION CODES AE - After Expiration C - Current P - Permanent R - Review Y - Years NOTE: All periods represent years plus the current year. 2Y 2Y 2Y 2Y P P P P C C C C C C C C C C C C Authorized Signatures D?~t. Head '.~ ~ ~g~ ~ Attorn_ey~- , /-Resolution Date ,,//. ~:~_~;//~Date ,/~/~ a~ |'I ,~,/~l( Date '0¥ Ol RECORDS RETENTION SCHE~ E City of Bakersf~ 'd - City Clerk's Office Record Title -Suggested Retention Perio~ Approved- Dept. City City Retention Head Manager Attorney Period 105 Handout Group -01 General Information -02 Ordinances/Resolutions -03 Schedules -04 Letter Handout -05 Guidelines -06 Drawings/Standards C C C C c c C C C C C C c C C C C C c C C C C C 106 Computer Group -01 General Information C C C C 200 PLANNING FUNCTION 201 City Planning Group -01 General Information -02 Zoning Changes C C C C P P P P 202 Code Enforcement Group -01 General Information -02 Code Violations C C C C 10Y 10Y 10Y 10Y 203 General Plan Group -01 General Information -02 Elements -03 Amendments -04 Revisions -05 Specific Plan C C C C P P P P P P P P P P P P P P P P 204 Environmental Planning Group -01 General Information -02 CEQA -03 Air Quality -04 EIR Reports -05 Negative Declarations C C C C 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 205 Housing Group -01 General Information C C C C 300 CITY MANAGEMENT FUNCTION 301 Council Group -01 General Information -02 Agenda -03 Minutes -04 Council Packet -05 Public/Council Statements 2Y 2Y 2Y 2Y 5Y R 5Y R 5Y R 5Y R P P P P 5Y R 5Y R 5Y R 5Y R 5Y 5Y 5Y 5Y Authorized Signatures De . He . ' ~M A orn C~-~ Date //_~_ ~/ //Dat~/~ Dat~ ,,/ ,~//~/' Resolution No~ 7 0 - 9 4 Date NOV 02 1~{ RECORDS RETENTION SCHED' E city of Bakersfi ~ - City Clerk's Office Record Title -Suggested Retention Perio~ City Approved- Dept. City Retention Head Manager Attorney Period 302 Boards, Commissions and Committees Group -01 General Information 2Y 2Y 2Y 2Y -02 Minutes P P p p -03 Agendas/Notices 5Y 5Y 5Y 5Y -04 Appointments/Resignations 1OY R 10Y R 10Y R 10Y R -05 Reports P P p p 303 Studies and Surveys Group -01 General Information C C C C -02 City Generated Studies 10Y R 10Y R 10Y R 10Y R -03 Other Agency Generated Studies 10Y R 10Y R 10Y R 10Y R 400 FINANCIAL AND FISCAL FUNTION 401 Accounting Group -01 General Information C C C C -02 Reports 5Y R 5Y R 5Y R 5Y R -03 Expense Vouchers 2Y 2Y 2Y 2Y 402 Audit Group -01 General Information C C C C -02 Annual Audit Report P P p p 403 Banking Group -01 General Information C C C C -02 Annual Budget 5Y 5Y 5Y 5Y -03 Bank Statements 5Y 5Y 5Y 5Y 404 Budget Group -01 General Information 2Y 2Y 2Y 2Y -02 Annual Budget 25Y R 25Y R 25Y R 25Y R -03 Budget Adjustments 5Y 5Y 5Y 5Y -04 Budget Working Papers 2Y 2Y 2Y 2Y -05 Capital Improvement Budget 25Y R 25Y R 25Y R 25Y R -06 Capital Improvement Budget Working Papers 2Y 2Y 2Y 2Y Authorized Signatures Ma~ggr~ ~- Attor~ney~ ~; ~__-~Resolution No.~ ~a'te //~/~ Date I ,(//~//~/ Date ~0¥ 2 ~ RECORDS RETENTION SCHEr E City of Bakersff 'd - City Clerk's Office Record Title 405 Revenue Group -01 General Information -02 Development Fee -03 School Facilities Fee -04 Sales Tax -05 Property Tax -06 Occupancy/Motel Tax -07 Business License -08 Fees & Service Charges -Suggested Retention Period- Dept. City City Approved - Retention Head Manager Attorney Period 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y C C C C C C C C C C C C C C C C 2Y 2Y 2Y 2Y 406 Payroll Group -01 General Information C C C C -02 Time Sheets 5Y 5Y 5Y 5Y -03 Vacation/Sick Leave Reports 5Y 5Y 5Y 5Y 407 Bonds Group -01 General Information -02 Bond Issues 408 Insurance/Risk Management Grp. -01 General Information -02 Policies 500 PERSONNEL FUNCTION 501 Personnel Data Group -01 General Information -02 Individual Personnel Data - Active Employees -03 Individual Personnel Data - Terminated Employees -04 Individual Personnel Data - Temporary Employees 2Y 2Y 2Y 5Y AE 5Y AE 5Y AE 2Y 5Y AE 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y C C C C C C C C 25Y 25Y 25Y 25Y 10Y 10Y 10Y 10Y 502 Personnel Management Group -01 General Information 2Y -02 Job Description C -03 Rules/Regulations C -04 Fair Labor Standards Act C 503 Personnel Recruitment Group -01 General Information C -02 Position Information C -03 Position Recruitment 2Y 2Y 2Y 2Y C C C C C C C C C C C C C C C 2Y 2Y 2Y Authorized Signatures De~. Head '~, , Ma~gg~/~ L Attornev ,J ~ ~-Resolution No. 1 7 0 ' 9 4 RECORDS RETENTION SCHEF E City of Bakersff d - City Clerk's Office Record Title 504 Personnel Medical and Compensation Group -01 General Information -02 Workers Compensation -03 Deferred Compensation -04 Dental Plan -05 Leave 505 Personnel Retirement Group -01 General Information -02 ICMA Retirement System -03 PERS Retirement System 506 Personnel Education and Training Group -01 General Information -02 Workshops/Seminars -03 Training 507 Personnel Safety Group -01 General Information -02 Accident Reports 508 Salary and Wage Group -01 General Information -02 W-4 Statements -Suggested Retention Period- Dept. City City Approved- Retention Head Manager Attorney Period C C C C C C C C C C C C C C C C 10Y R 10Y R 10Y R 10Y R C C C C C C C C C C C C C C C 2Y R 2Y R 2Y C C C R C C C 10Y R 10Y R 10Y R C 2Y R C C 10Y R C C C C C C C C 509 Labor Relations Group -01 General Information C C C C -02 Employee Bargaining Units 5Y 5Y 5Y 5Y -03 Management & Confidential 5Y 5Y 5Y 5Y 600 INVENTORY/PURCHASING FUNCTION 601 Purchasing Group -01 General Information -02 Bids -03 Purchase Order -04 Warrant Request 602 Contracting Group -01 General Information -02 Consulting Services -03 Bids -04 Service Contracts 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y C C C C 5Y R 5Y R 5Y R 5Y R 2Y 2Y 2Y 2Y C C C C Authorized Signatures D~. H~a~ / >~//-Man~r~.~,. AtY~orney~-, ~-Resolution NO.1 ~ 0 ' 9 4 Date ~0V ~2 ~1~9~ RECORDS RETENTION SCHEF 'E City of Bakersff 'd - city Clerk's Office Record Title -Suggested Retention Period- Dept. City City Approved - Retention Head Manager Attorney Period 603 Equipment and Furniture Group -01 General Information 2Y 2Y 2Y 2Y -02 Inventory C C C C -03 office Equipment C C C C 700 LEGISLATIVE AND LEGAL FUNCTION 701 Legislative Group -01 General Information -02 Ordinances -03 Resolutions -04 State/Federal Legislation -05 Ordinance Work Papers -06 Resolution Work Papers -07 Zoning Resolutions -08 Subdivision Resolutions 702 Elections Group -01 General Information -02 General Municipal Election -03 Special Municipal Election 703 City Attorney Group -01 General Information -02 Legal Opinions C C C C P P P P P P P P 2Y 2Y 2Y 2Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y P P P P P P P P 2Y 2Y 2Y 2Y 7Y 7Y 7Y 7Y P P P P 2Y 2Y 2Y 2Y 5Y R 5Y R 5Y R 5Y R 704 General Legal Group -01 General Information 2Y 2Y 2Y 2Y -02 Agreements/Contracts 10Y AE 10Y AE 10Y AE 10Y AE -03 Claims By/Against City 4Y 4Y 4Y 4Y -04 Certificates of Publication 10Y 10Y 10Y 10Y -05 Abatements 10Y R 10Y R 10Y R 10Y R -06 Litigation 10Y R 10Y R 10Y R 10Y R -07 Summons/Subpenas 10Y R 10Y R 10Y R 10Y R 705 Land Documents Group -01 General Information -02 Deeds/Quitclaim Deeds -03 Easements -04 Abandonments/Vacations -05 Assessment District -06 Annexations -07 C C & R's -08 Sphere of Influence C C C C P P P P P P P P P P P P P P P P P P P P C C C C 10Y R 10Y R 10Y R 10Y R Authorized Signatures a//' Head~ '. -M~a~q~e~/~.-~- Attorney, ~ ate// Date R~esolution Date RECORDS RETENTION SCHEr E City of Bakersf? 'd - City Clerk's Office Record Title 706 Agencies Group -01 General Information -02 Federal Agencies -03 State Agencies -04 Regional Agencies -05 County Agencies 707 Permits Group -01 General Information -02 Encroachment Permits -03 Taxicab Permits -04 Towing Permits 708 Fair Political Practices Commission Filings Group -01 General Information -02 Conflict of Interest Codes -03 Statement of Economic Interest (721) Reports -04 Statement of Economic Interest (730) Reports -05 Campaign Statements-Successful -Unsuccessful -Suggested Retention Period- Dept. City City Approved - Retention Head Manager Attorney Period 2Y 2Y 2Y 2Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y R 5Y R 5Y R 5Y 5Y 5Y 5Y 5Y R C C C C P P P P C C C C C C C C 2Y 2Y 2Y 2Y C C C C 5Y AE 5Y AE 5Y AE 5Y AE 7Y 7Y 7Y 7Y P P P P 5Y 5Y 5Y 5Y 709 Grants Program Group -01 General Information C C C C -02 Federal Grants 10Y R 10Y R 10Y R 10Y R -03 State Grants 10Y R 10Y R 10Y R 10Y R 800 ENGINEERING, BUILDING AND CONSTRUCTION FUNCTION 801 General Engineering Group -01 General Information 2Y 2Y 2Y -02 Bids 2Y 2Y 2Y 2Y 2Y 802 Subdivision Group -01 General Information C C C C -02 Major Subdivisions P P p p -03 Minor Subdivisions P P p p 803 Capital Improvement Project Group -01 General Information C C C C Authorized Signatures DeD~ Head~ ~'~ ~ M~r~.. ~-i AttQ~neyn Da~e ,, ate Date Resolution No.1 7 0 - 9 4 Date NOV 0 Z ~% RECORDS RETENTION SCHEF E City of Bakersff ~d - City Clerk's Office Record Title -Suggested Retention Perio~ Dept. City City Approved - Retention Head Manager Attorney Period 804 General Engineering Projects Group -01 General Information 2Y 2Y 2Y 2Y 805 Special District Projects Group -01 General Information 2Y -02 Assessment District Projects P -03 Maintenance District Projects P -04 Grade Separation District Projects P -05 Underground Utility District Projects P 2Y 2Y 2Y P P P P P P P P P P P P 806 Storm Drain/Flood Control Grp. -01 General Information C -02 Project 10Y R C C C 10Y R 10Y R 10Y R 807 Building Group -01 General Information 2Y 2Y 2Y 2Y -02 Projects 10Y 10Y 10Y 10Y -03 Litter Abatement 4Y R 4Y R 4Y R 4Y R -04 Demolition of Dangerous Buildings 4Y R 4Y R 4Y R 4Y R 900 ECONOMIC/COMMUNITY DEVELOPMENT & REDEVELOPMENT FUNCTION 901 Economic/Community Development Group -01 General Information 2Y 2Y 2Y -02 Programs 10Y R 10Y R 10Y -03 Organizations 10Y R 10Y R 10Y -04 Projects 10Y R 10Y R 10Y 2Y R 10Y R R 10Y R R 10Y R 902 Redevelopment Group -01 General Information 2Y 2Y 2Y -02 Property Acquisition/Mgmt. P P P -03 Project Areas 10Y R 10Y R 10Y -04 Special Events/Activities 10Y R 10Y R 10Y -05 Agreements/Contracts 10Y AE 10Y R 10Y -06 Resolutions P p p -07 Deeds P p p -08 Agenda Packets 5Y 5Y 5Y -09 Boards, Commissions & Committees 10Y R 10Y R 10Y 2Y P R 10Y R R 10Y R R 10Y R P P 5Y R 10Y R Authorized Signatures ate //_~_ ~ /Date~/~ Date/ 1~/~/9~ Resolution No.l 7 0 - 9 4 Date ~OV 02 ~ RECORDS RETENTION SCHEr E City of Bakersff 'd - City Clerk's Office Record Title -Suggested Retention Period- Dept. City City Approved - Retention Head Manager Attorney Period 902 Redevelopment Group(continued) -10 Reports P -11 Financial Documents 10Y R -12 Agenda 5Y -13 Minutes P 10Y 1000 REAL ESTATE FUNCTION P P P 10Y R 10Y R 10Y R 5Y 5Y 5Y P P P 10Y 10Y 10Y 1001 City Property Group -01 General Information C -02 Surplus Property P -03 Property Acquisition/Sale P C C C P P P P P P 1002 Unincorporated Property Group -01 General Information C C c C 1100 TRAFFIC/TRANSPORTATION/ PARKING/ENGINEERING FUNCTION 1101 Traffic Studies Group -01 General Information 2Y 2Y 2Y 2Y 1102 Streets/Highways/Bridges Grp. -01 General Information C C C C -02 Bridges 10Y R 10Y R 10Y R 10Y R -03 Highway/Freeway 10Y R 10Y R 10Y R 10Y R -04 Street 10Y R 10Y R 10Y R 10Y R 1103 Traffic Accidents Group -01 General Information C C C C 1104 Traffic Control Group -01 General Information 2Y 2Y 2Y 2Y 1105 Parking Group -01 General Information 2Y 2Y 2Y 2Y 1106 Street Closure Group -01 General Information C C C C 1107 Public Transportation Group -01 General Information 2Y 2Y 2Y 2Y -02 Bus Service 5Y 5Y 5Y 5Y -03 Airports 5Y 5Y 5Y 5Y -04 Railroad/AMTRAK 5Y 5Y 5Y 5Y -05 Caltrans 5Y 5Y 5Y 5Y Authorized Signatures De~t. Head ,, , Ma~r~/~z-- AttQrnev /~ ~Resolution No.~ ~ 0 - ~ 4 Da~ ate / Dat ~ ~ Date '~ Z RECORDS RETENTION SCHEF ,E City of Bakersf~ '.d - City Clerk's Office Record Title 1200 PUBLIC UTILITIES FUNCTION -Suggested Retention PerioH Dept. City City Approved - Retention Head Manager Attorney Period 1201 Franchise Group -01 General Information 4Y 4Y 4Y 4Y -02 Gas & Electric 5Y 5Y 5Y 5Y -03 Telephone & Telegraph 5Y 5Y 5Y 5Y -04 Cable TV System 5Y 5Y 5Y 5Y -05 Water System 5Y 5Y 5Y 5Y 1202 Water System Group -01 General Information 2Y 2Y 2Y 2Y -02 Rate Schedule C C C C -03 Project 10Y R 10Y R 10Y R 10Y R -04 Water Meter 10Y R 10Y R 10Y R 10Y R 1203 Wastewater Treatment Group -01 General Information C C C C -02 Treatment Plant 10Y R 10Y R 10Y R 10Y R 1204 Energy Resources Group -01 General Information 2Y 2Y 2Y 2Y 1205 Sewer System Group -01 General Information 2Y 2Y 2Y 2Y -02 Projects 10Y R 10Y R 10Y R 10Y R -03 Sewer Connections 5Y R 5Y R 5Y R 5Y R 1206 Solid Waste Management Group -01 General Information 2Y 2Y 2Y 2Y -02 Landfill Site 10Y 10Y 10Y 10Y -03 Recycling Program 2Y 2Y 2Y 2Y 1300 PUBLIC SAFETY 1301 Police Services Group -01 General Information 2Y -02 Projects 10Y R 1302 Fire Services Group -01 General Information 2Y -02 Weed Abatements 4Y 1303 Emergency Plan Group -01 General Information C -02 Emergency Preparedness Plan C 2Y 2Y 2Y 10Y R 10Y R 10Y R 2Y 2Y 2Y 4Y 4Y 4Y C C C C C C Authorized Signatures De~. He~ / ~/ ' Ma~g~~,Attorn~ey n~//~ Resolution No.~ 7 0 - 9 4 Date ate// ~ ~ Date ~ Date R~ § ~ RECORDS RETENTION SCHEr ,E City of Bakersf" '.d - city Clerk's Office Record Title 1304 Hazardous Material Management Group -01 General Information -02 Storage Tanks -03 Hazardous Waste Management 1400 CULTURE, EDUCATION, HEALTH & RECREATION FUNCTION 1401 Schools Group -01 General Information -02 School District -03 College/University 1402 -01 -02 -03 -04 Parks and Recreation Group General Information Bike/Pedestrian Trails City Parks Convention Center 1403 -01 -02 Senior/Child/Handicapped Grp. General Information Day Care 1404 Drug Control Program Group -01 General Information 1405 -01 -02 -03 -04 Health Services Group General Information Ambulances Animal Control Hospitals 1406 Library Services Group -01 General Information 1407 -01 -02 -03 -04 -05 -06 Cultural/Historical Group General Information Sister City Art Program Theater Clock Tower Foundation Cultural/Historical Designations -Suggested Retention Period- Dept. City City Approved - Retention Head Manager Attorney Period 2Y 2Y 2Y 2Y 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 2Y 2Y 2Y 2Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 2Y 2Y 2Y 2Y 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 10Y R 2Y 2Y 2Y 2Y 5Y 5Y 5Y 5Y C C C C C C C C 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 2Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y 5Y P P P P P P P P Authorized Signatures De~. H~a~ ! j~ ~ Man~e,1-/ ~,c~jAttorney. ~/~ Resolution No. 1 ? 0' 9 4 Date NOV U Z 199%