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Home My WebLink AboutRES NO 143-00RESOLUTION NO. ] 43- 00 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 (DEVELOPMENT SERVICES 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 Development Services Department hereby requests that City Council approve the records retention schedule attached hereto as Exhibit "A" and incorporated herein by reference, 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: That, pursuant to Section 34090 et seq. of the Government Code of the State of California, the retention schedule of the Development Services Department for the City of Bakersfield, attached hereto as Exhibit "A" and incorporated herein by reference, is hereby approved. That, pursuant to Section 34090 et seq. of the Government Code of the State of California, the Development Services Department may destroy items listed in Exhibit "A," upon written approval'of the City Attorney, and in accordance with the prescribed time periods set forth in Exhibit "A." That the continued destruction of the listed items in Exhibit "A", with written approval of the City Attorney, and in accordance with the prescribed time periods set forth in Exhibit "A", is hereby granted. --oo0oo-- 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 ~, 9 Z000 , by the following vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER CARSON, DEMOND, MAGGARD, COUCH, GREEN, SULLIVAN, SALVAGGIO COUNCILMEMBER N 01~ ~ COUNCILMEMBER COUNCILMEMBER APPROVED NOV 29 ;~000 CITY CLERK and Ex Officio Cle~t~of the Council of the City of Bakersfield~ By Mayor APPROVED AS TO FORM: BART J. IHILTG~EN - ~/TR~INIA G.,E,N~NARO Deputy City' Attorney VG:alj S:\COUNClL\Resos\Deve]opSrvcs, RsntionSchedule,wpd November 16, 2000 CALIFORNIA RECORDS RETENTION.GUIDELINES Development Final, August 1999 California City Clerks' Association I Record Series Title Retention Citation Descriptor ADMINISTRATION Benchmark Data CU + 2 GC34090d Horizontal, vertical & control Bids & Proposals CL + 2 GC34090d (Unsuccessful) Bonds CL + 10 . CCP 337.5 Housing; Industrial Development Development Security CL + 2 GC34090 Documentation created and or received in connection with the performance of work/services for the city, or for parcel maps and subdivision work Code Books P GC34090e National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing & Supplements Contractor CU + 2 GC34090d Current listing Correspondence CU + 2 GC34090d Working documentation Development L GC34090 Mitigation measures; filed with case files Conditions Development P CCP337, Infrastructure contracts, franchises. Agreements 337.1(a), Original maintained for 7 years. 337.t5; GC34090;4 8 CFR 4.703 Development P GC34090a Landscape mediums, parkway Standards landscape development, public works construction Drawings, Project Plan CU + 2 GC34090d Does not include those usually filed with case or project Franchises P GC65864, Including subdivision agreements, 65869.5, contracts for sale or purchase of 34090* property, cable, grant of easements and/pr involving construction of improvements *CCP 337.2, 343; AC16023 General Subject Files CU + 2 GC34090d Internal working files including correspondence California Records Retention Guidelines Prepublication Edition EXHIBIT" CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association I Record Series Title Retention Citation Descriptor Grants, CL + 4 24CFR Project files, contracts, proposals, Community/Urban 570.502(b) statements, reports, sub-recipient Development (includes (3); 241CFR dockets, Environmental review, grant CDBG) 85.42 & documents, applications, inventory, - OMB Cir. A- consolidated plan, etc. Includes Section 110, Attach. 108 loan guarantee *OMB Cir. A-102 8, C; * 128, HUD regulations Historic Preservation 2 GC34090d Historic structures & landmarks Inventory Incident Files 2 GC34090d Emergency Call Outs Land Uses, P GC34090a Building or site usage which does not nonconformin~l conform to current standards Logs CU + 5 Logs, registers or similar records listing permits, certificates of occupancy issued; may include inspection, building activity, daily, plan check, utility Maps & Plats P GC34090a Engineering & field notes and profiles; cross-section of roads, streets, right-of- way, bridges; may include annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc. Master Plans, Annual S + 2 GC34090 Special or long range program plan for municipalities - coordination of services; strategic planning Permits, Construction P GC34090a; Plans, building, signs, grading, H&S19850; encroachment, including blueprints and 4003; 4004 specifications Permits, Other CL + 2 GC34090d Alterations, encroachment, excavations, road, street sidewalks & curb alterations transportation, swimming pool drainage, temporary uses, etc. Photographs S + 2 GC34090d Aerial photographs California Records Retention Guidelines Prepublication Edition CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association IRecord Series Title Retention Citation Descriptor Projects, Not CL + 2 GC34090d Building, engineering, planning Completed or Denied Reports CU + 2 GC34090 Activity, periodic Seismic Retrofit P GC34090a Includes Certificates of Compliance Program Street Names and P GC34090a Street dedications, closings, address House Numbers assignment/changes Studies, Special CL + 2 GC34090d Engineering, joint powers, noise, Projects & Areas transportation Surveys P GC34090a Recording data and maps California Records Retention Guidelines Prepublication Edition CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association I Record Series Title Retention Citation Descriptor BUILDING Blueprints, CL + 2 GC34090d Submitted by contractors with Specifications application for permit and builds for Certificate of Occupancy Certificates L GC34090a Compliance, elevation, occupancy which affect real property Construction P GC34090a; New commercial and residential (Approved) 4003; 4004; construction, tenant improvements room H&S 19850, additions, spa, signs, block wall, 19853 remodel including security bonds Inspection CL + 2 GC34090d Correspondence, fees, appeal requests, reports Permits P GC34909a; Plans, building, signs, grading, H&S 19850; encroachment permits 4OO3;4O04 Si~lns (Temporary) S + 2 GC34090d Home occupations, off-premise signs CODE ENFORCEMENT Abandoned Vehicles CL + 2 GC34090d Case Files CL + 2 GC34090d Building, housing and mobile home code violation records including inspections; public nuisance rubbish and weed abatement, vehicle abatement, citations, massage parlor permits, general Liens & Releases, Supporting CL + 2 GC34090 Utilities, abatement, licenses Recorded P California Records Retention Guidelines Prepublication Edition Page 2~,~ 4 CALIFORNIA RECORDS RETENTION.GUIDELINES Development Final, August 1999 California City Clerks' Association I Record Series Title Retention Citation Descriptor Logs CU + 2 GC34090d Lien Recovery, citations, complaints Regulations S + 2 GC34090d Includes rules Reports, Federal and P GC34090a Code enforcement statistics; may State contain records affecting title to real property or liens thereon Violations, Building, CL + 2 GC34090d Supporting code enforcement activity Property & Zoning ENGINEERING · Capital Improvement CL + 10 CC337.15 Supporting documents including bidders Projects list, specifications, reports, plans, work orders, schedules, etc. Construction Tracking, P CC337.15 Assesses value of real property Daily Drawings, Traffic P GC34090a Signs, signing & striping, road Control Plan construction Flood Control CL + 2 GC34090d Storm Drains Special Districts P GC34090a Supporting documents re: improvement, lighting, underground utility; bonds, taxes & construction Street/Alley CL + 2 GC34090d Relinquishment of rights and fee title (Abandonment/ Vacation) Traffic Si~lnals CL + 2 GC34090d Counts, collisions, accidents ENVIRONMENTAL QUALITY Air Quality (AQMD) CU + 7 CCP 338(k); Participants/voucher logs, Total Daily GC34090 Mileage Survey (TDM); various local authorities; Commute Alternative Asbestos P GC34090a Documents abatement projects, public buildings California Records Retention Guidelines Prepublication Edition e 2 - 5 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association I Record Series Title Retention Citation Descriptor California P GC34090a + Exemptions, Environmental Impact Environmental Quality CEQA Report, Mitigation monitoring, negative Act (CEQA) Guidelines declaration, notices of completion and determination, comments, statements of overriding considerations Congestion CU + 2 GC34090d Ride sharing, trip reduction Management Environmental Review CL + 2 GC34090d Correspondence, consultants, issues, conservation Pest Control CU + 2 GC34090d Pesticide applications, inspections & sampling, documents Soil CL + 2 GC34090d Analysis, construction recommendations Soil Reports P GC34090d Final Reports HOUSING Bonds CL + 4 CCP 337 Revenue Bond Documentation Programs CL + 3 24 CFR includes comprehensive Housing 570.502(b)( Authority Strategy, Meeting Credit 3); 24 CFR Certificate, Housing bond advisory, 85.42 & HOME, In-Lieu Housing Mitigation, OMB Cir. A- Low/Moderate Housing, Rental Housing 110, #C Assistance Redevelopment Budgets P GC 34090, Includes annual audit 40802, 53901 Bond Issues P GC43900 et seq. California Records Retention Guidelines Prepublication Edition e 2 -6 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association I Record Series Title Retention Citation Descriptor MUNICIPAL FACILITIES Capital Improvements, P 2.083110; Contains records re: Planning, design, Construction GC34090a; construction, conversion or modification 400;~; H&S of local government-owned facilities, 19850; structures & systems GC34090a Facility Rentals/Use CU + 2 GC34090 Permits, contracts, diagrams, schedules, insurance binders Maintenance & CU + 2 GC34090d Service requests, invoices, supporting Operations documentation; buildings, equipment, field engineering, public facilities including work orders and graffiti removal PLANNING Case files, Planning P GC34909a; Pertains to real property. May include and Zoning H&S 19850; blueprints, drawings, maps,, plans, 4003;4004 reports, evaluations, correspondence, uses, permits, variances, studies, appeals, compliance certificates, lot line adjustments or other planning-related matters brought before legislative body' Certificates L GC34090 Retain during life of structure Flood Records CU + 2 GC34090 General Plan and P GC34090 Includes sphere of influence Elements General Plan Amendments Approved CL + 2 GC34090 Denied CU + 3 GC65103; * * GC50110 Interpretations CU + 2 GC34090 California Records Retention Guidelines Prepublication Edition CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association I Record Series Title Retention Citation Descriptor Maps, Plans, P GC34090; Zoning, tentative subdivision, parcel, Drawings, Exhibits, H&S 19850; land use map, aerial photos, specific Photos GC34090.7 plans PROPERTY Abandonment P GC34090a Buildings, Condemnation, Demolition Acquisition/ CL + 10 GC34090a; Supporting documents re: sale, Disposition GC6254 purchase, exchange, lease or rental of property by City Annexation Case Files P GC34090a Reports, agreements, public notices Appraisals CL + 2 GC34090; Exempt until final acquisition or contract GC6254(h) agreement obtained Deeds & Promissory P GC34090a * * 24 CFR 570.502(b)(3); 24 CFR 8.42 & Notes OMB Circ. SA-I'I0 Maps, City Boundary P GC34090d Recorded maps, surveys, monuments Lot Split Cases P GC34090 Relocation Files CL + 2 GC34090 e.g., Redevelopment California Records Retention Guidelines Prepublication Edition