HomeMy WebLinkAboutRES NO 078-09
078 09
RESOLUTION NO.
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 (ECONOMIC AND COMMUNITY
DEVELOPMENT 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/her 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 Department of Economic and Community Development 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. The above recitals are true and correct.
2. 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.
3. That pursuant to Section 34090 et seq. of the Government Code of the State
of California, authorization for the Department of Economic and Community
Development 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.
4. 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.
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ORIGINAL
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
JUN 2 4 2009 , by the following vote:
AGENCY MEMBER 4, CARSON, COUCH, HANSON, SCRIVNER, SULLIVAN, WEIR
NOES: AGENCY MEMBER n0-V1JQ-
ABSTAIN: AGENCY MEMBER V Cvlk
ABSENT: AGENCY MEMBER
J. M
CITY CLERK and Ex Officio Cle of the
Council of the City of Bakersfiel
APPROV JUN 2
HARVEY L. HALL
MAYOR of the City of Bakersfield
APPROVED as to form:
VIRGINIA GENNARO
City Attorney
By:
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EXHIBIT "A"
ECONOMIC AND COMMUNITY DEVELOPMENT DEPARTMENT
RETENTION SCHEDULE
1. RETAIN TWO (2) YEARS
1. Accounting and Budget Worksheets
2. Client Files
3. Expenditure Records (copies)
4. Individual Chronology Files
5. Payroll Time Sheets (copies)
6. Purchase Orders (copies)
7. Perspective Hires Files (materials of unsuccessful applicants - discard 3
years after receipt.
8. Temporary Employee Files (unofficial and duplicate copies - date of last
day of employment plus two (2) years)
9. Former Employee Files (unofficial and duplicate copies - date of last day
of employment plus two (2) years)
10. Safety and Accident Records
11. Chrono Files
12. Receipt Books
II. RETAIN FIVE (5) YEARS
1. First Time Homebuyer Files - Retain 5 years after loan is paid in full or
forgiven.
2. Home Access Client Files
3. Single Family Rehabilitation Loan Files - Retain 5 years after loan is paid
in full or forgiven.
4. Loan documents or notes receivables
5. Project Working Files - Retain 5 years from close-out or last date of
monitoring.
6. State and Federal Grants, Bonds and Agreements
7. Fair Housing Client Files
III. RETAIN MORE THAN FIVE (5) YEARS
1. Employee Time Cards (original) retain 6 years after the completion of
audit
All records, documents, instruments, books and papers not mentioned in Sections
through III 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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EXHIBIT "A" ° Lo
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ORIGINAL