HomeMy WebLinkAboutRES NO 40-99(1)
RESOLUTION NO. 40-99(1)
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, the Recreation and Parks Department wishes to update its records
retention schedule by adding some new categories of documents to those categories
already identified in Resolution No. 40-99; and
WHEREAS, the Department of Recreation and Parks hereby requests that
Council approve the records retention schedule attached hereto as Exhibit "An and
incorporated by reference herein, and authorize the destruction of such records after the
specified periods identified in Exhibit "An; 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 "An 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 "An is hereby granted.
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3. That the continued destruction of the listed items in Exhibit "An, 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
FEB ? 2 2[)[)6 , by the following vote:
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~: COUNCILMEMBER CARSON, BENHAM, MAGGARD, COUCH, HANSON, SULLIVAN, SCRIVNER
NOES: COUNCILMEMBER
ABSTAIN:COUNCILMEMBER
ABSENT: COUNCILMEMBER
CITY CLERK and Ex Officio rk of the
Council of the City of Bakers leld
APPROVED
FEB 2 2 20[)6
By
HARVEY L. HALL
Mayor
APPROVED AS TO FORM:
VIRGINIA GENNARO
City Attorney
By
m
ROBERT SHERFY.
Deputy City Attorne
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S:ICOUNCILIResosIRecPr1<RecDest.RevDOC.DOC
01/19/06
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EXHIBIT "A"
RECREATION AND PARKS DEPARTMENT RETENTION SCHEDULE
RETAIN TWO /2\ YEARS
1. Accident Reports (property, equipment damage, industrial, first aid and
stolen property)
2. Accounts Payable Vouchers, Worksheets and Corresponding Reports
(Le., utility and water bills)
3. Accrual Reports
4. Budget Worksheets
5. CIP Monthly Tracking Schedules
6. Clock and Time Cards
7. Correspondence (memos/letters) (incoming and outgoing)
8. Facility Reservations and Supporting Documents
9. Former Employee Files
10. Receipt Books
11. Report of Monies Collected
12. Revenue Analysis
13. Salary Schedules
14. Signature Sheets for Paycheck Pickup
15. Temporary Employee Files
16. Reconciliation Statements
17. After School Program Registration Packets
18. Day Camp Registration Packets
19. Medical Forms signed by Doctor for Participants in After School or Day
Camp Programs
20. Leisure Class Registrations and Waivers
21. Participants-Incidents and Accident Reports
II RETAIN FIVE /5\ YEARS
1. Chemical Usage and Location Reports
2. Monthly Pesticide Use Report (For Kern County Agricultural Commission)
3. State and Federal Grants, Bonds and Agreements
III 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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