HomeMy WebLinkAboutRES NO 088-10(1)088-- 1 00
AMENDMENT No. 1 to
RESOLUTION NO. 088-10
AMENDMENT NO.1 TO RESOLUTION NO. 088-10
APPROVING THE DESTRUCTION OF CERTAIN
OBSOLETE CITY RECORDS, DOCUMENTS,
INSTRUMENTS, BOOKS AND PAPERS, PURSUANT
TO CALIFORNIA GOVERNMENT CODE SECTION
34090, ET SEQ. (PUBLIC WORKS DEPARTMENT)
RECITALS
WHEREAS, on August 11, 2010, Council approved Resolution No. 088-10 which
provided the Public Works Department authority to destroy certain obsolete City
records in accordance with its records retention schedule; and
WHEREAS, the Public Works Department now desires to amend Exhibit "A"
(Retention Schedule) to Resolution No. 088-10 to amend retention policies on
various documents; and
WHEREAS, Exhibit "A" contains a list of the Department's documents and the
amount of time the documents have been retained; and
WHEREAS, the City Attorney's office has reviewed Exhibit "A" and determined
that destruction of those documents would be in compliance with California law
and City policy.
NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of Bakersfield as
follows:
1. The above recitals are true and correct;
2. Pursuant to Section 34090 et. Seq. of the Government code of the
State of California, approval is hereby granted for the Public Works
Department to destroy the records, documents, instruments, books
and papers and any other items listed in Exhibit "A", which is attached
hereto, upon written approval of the City Attorney.
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- Page 1 of 2 Pages -
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,1 -INAL
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 1 7 2010 by the following vote:
COUNCILMEMBER: CARSON, BENHAM, WEIR, COUCH, HANSON, SULLIVAN, SCRIVNER
NOES: COUNCILMEMBER: 01-
la-ABSTAIN: COUNCILMEMBER: YI\Cr(-
ABSENT: COUNCILMEMBER:
&I V2~ "9~~
ROBERTA GAFFORD C
CITY CLERK and Ex Officio Clerk of the
Council of the City of Bakersfield
APPROVE NOV 1.M2010
HARVEY L. HALL V
Mayor of the City of Bakersfield
APPROVED as to form
VIRGINIA GENNARO
City Attorney
4 y
J SHUA RUDNICK
eputy City Attorney
- Page 2 of 2 Pages -
EXHIBIT "A"
PUBLIC WORKS DEPARTMENT
RETENTION SCHEDULE
UPDATED 11/01/10
aJ -
ADMIN
CON-
DESIGN
SUB-
TRAFFIC
GENERAL
COMMUNI-
WASTE
SOLID
SERVICES TRIP
STRUCTION
ENG
DIVISIONS
ENG
SERVICES STREETS
FLEET CATIONS
WATER
WASTE
RETAIN 2 YEARS:
ACCOUNTING AND BUDGET WORKSHEETS
X
X
X
X
X
X
X
X
X
X
X
X
CITIZEN COMPLAINT/ RESPONSE FILES
X
X
CLAIM VOUCHERS / P.O.'S / INVOICES
X
X
X
X
X
X
X
X
X
X
X
X
DAILY WORK ASSIGNMENTS
X
FIELD OPERATIONS-PRE/POST TRIP BOOKS &
TICKETS
X
FIELD OPERATIONS-ROUTE SCHEDULES
X
FUEL TICKETS/RECEIPTS
X
GREENWASTE FACILITY TICKETS
X
MEMOS / CORRESPONDENCE / READING FILE
(INCOMING & OUTGOING) EXCEPT LANDFILL
ORRESPONDENCE
X
X
X
X
X
X
X
X
X
X
X
X
MONTH END REPORTS
X
PERSONNEL FILES FOR FORMER REGULAR &
TEMPORARY EMPLOYEES
X
X
X
X
X
X
X
X
X
X
X
X
RECEIPT AND DEPOSIT BOOKS
X
X
X
X
REFUSE AND RECYCLING DAILY SERVICE
RECORDS
X
RESPONSIBILITY STATEMENTS
X
SAFETY MEETING SIGN-UP SHEETS
X
X
X
X
X
X
X
X
X
X
X
X
SENIOR CITIZEN REFUND FORMS
X
SERVICE REQUEST FORMS - 2ND CART
REQUESTS
X
SERVICE REQUEST FORMS - CART EXCHANGES
X
G:\GROUPDAT\Georgina\Retention Schedule\Records Retention Schedule 2010 - Amended 1 of 6
EXHIBIT "A"
PUBLIC WORKS DEPARTMENT
RETENTION SCHEDULE
UPDATED 11/01/10
y
RETAIN 5 YEARS:
ADMIN CON- DESIGN SUB- TRAFFIC GENERAL COMMUNI- WASTE SOLID
SERVICES TRIP STRUCTION ENG DIVISIONS ENG SERVICES STREETS FLEET CATIONS WATER WASTE
SERVICE REQUEST FORMS - CART
REPLACEMENTS
X
SERVICE REQUEST FORMS - COMPLAINTS
X
X
SERVICE REQUEST FORMS - NEW SERVICE
X
SERVICE REQUEST FORMS - RESTARTS
X
SERVICE REQUEST FORMS - BULKY ITEMS
X
SERVICE REQUEST FORMS - RECYCLING
X
SERVICE REQUEST FORMS - EXTRA SERVICE
X
SMOG TESTS
X
TRACT / PERMIT INSPECTION APPOINTMENTS:
SCHEDULES AND NOTES
X
RETAIN 3 YEARS:
RECORDS OF ALL MONITORING INFORMATION I I I I I I I I I I I X I I
(EXCEPT ANY UNRESOLVED LITIGATION)
CIP MONTHLY STATUS REPORTS X
CITY / COUNTY COMMITTEE MEETING MINUTES X
X
COMMERCIAL & RESIDENTIAL BILLING RECORDS X X
EMERGENCY SEWER SERVICE REPORT X
COMMERCIAL / CONSUMPTION RECORDS INDUSTRIAL WATER
G:\GROUPDAT\Georgina\Retention Schedule\Records Retention Schedule 2010 -Amended 2 of 6
EXHIBIT "A"
PUBLIC WORKS DEPARTMENT -
RETENTION SCHEDULE y
UPDATED 11/01/10
ADMIN CON- DESIGN SUB- TRAFFIC GENERAL COMMUNI- WASTE SOLID
SERVICES TRIP STRUCTION ENG DIVISIONS ENG SERVICES STREETS FLEET CATIONS WATER WASTE
FEE CALCULATION WORKSHEETS
X
X
X
X
FINALED BUILDING PERMIT PRINTOUT
X
GREENWASTE FACILITY CORRESPONDENCE
X
SEWER SPECIAL ASSESSMENT LISTS
X
USED OIL PAYMENT PROGRAM (OPP)
X
WASTEWATER PRETREATMENT RECORDS
(EXCLUDES LAB RESULTS)
X
WASTEWATER TREATMENT PLANT MONITORING
RECORDS
X
RETAIN 10 YEARS:
CAPITAL IMPROVEMENT PROJECT FILES
X
X
CURB-CUT (HANDICAP RAMP) REQUESTS
X
DISADVANTAGED BUSINESS ENTERPRISE
RECORDS: BAKERSFIELD MUNICIPAL AIRPORT
X
X
DISADVANTAGED BUSINESS ENTERPRISE
RECORDS: FHWA PROJECTS
X
PAYROLL: EMPLOYEE TIME CARDS / SHEETS
X
X
X
X
X
X
X
X
X
X
X
X
PAYROLL: EMPLOYEE TIME CLOCK CARDS
X
X
X
X
PAYROLL: HOURS PROOF LISTING BI-WEEKLY
X
X
X
X
X
X
X
X
X
X
X
X
PROJECT FILES
X
REQUESTS FOR QUALIFICATIONS / PROPOSALS
X
X
X
X
X
X
X
X
X
X
STREETS & ALLEYS RESURFACED OR SEALED
X
G:\GROUPDAT\Georgina\Retention Schedule\Records Retention Schedule 2010 - Amended 3 of 6
EXHIBIT "A"
PUBLIC WORKS DEPARTMENT
RETENTION SCHEDULE
UPDATED 11/01/10
A
ADMIN CON- DESIGN SUB- TRAFFIC GENERAL COMMUNI- WASTE SOLID
SERVICES TRIP STRUCTION ENG DIVISIONS ENG SERVICES STREETS FLEET CATIONS WATER WASTE
STREET PERMITS
X
SUPERVISOR DIARY
X
X
TRACT FILES
X
RETAIN INDEFINITELY:
AIRPORT: WORK ORDERS, & MISC. AIRPORT
RECORDS & LEASES
X
APPROVED CONSTRUCTION PLANS
X
X
AS-BUILT PLANS
X
X
ASSESSMENT DISTRICT FILES
X
BAKERSFIELD LANDFILL- CORRESPONDENCE,
MAPS, MEMOS, PERMITS, PROBE READINGS
X
BID TABULATIONS
X
X
BIN REPORTS
X
CAD FILES
X
X
CAPITAL IMPROVEMENT PROJECT FILES
X
X
X
X
DRAINAGE STUDIES
X
ENCROACHMENT PERMITS
X
FEMA DOCUMENTS, IF APPLICABLE
X
X
X
X
X
X
X
X
X
X
X
GRADING PLANS
X
INDUSTRIAL SEWER USERS RECORDS (EXCEPT
LAB DATA)
X
G:\GROUPDAT\Georgina\Retention Schedule\Records Retention Schedule 2010 - Amended 4 of 6
EXHIBIT "A"
PUBLIC WORKS DEPARTMENT
RETENTION SCHEDULE
UPDATED 11/01/10
ADMIN CON- DESIGN SUB- TRAFFIC GENERAL COMMUNI- WASTE SOLID
SERVICES TRIP STRUCTION ENG DIVISIONS ENG SERVICES STREETS FLEET CATIONS WATER WASTE
IMPROVEMENT PLANS
X
LOT LINE ADJUSTMENTS
X
MAINTENANCE DISTRICT FILES
X
PARCEL MAP FILES
X
PARCEL MAP WAIVERS
X
PLANNED DRAINAGE AREAS
X
PLANNED SEWER AREAS
X
PLANS AND SPECIFICATIONS
X
X
X
X
PLANT MAINTENANCE & EQUIPMENT RECORDS
X
PROJECT FILES
X
PROPERTY ACQUISITION
X
SEWER CONNECTION VERIFICATION
X
SEWER STUDIES
X
STREET VACATION FILES
X
SUBDIVISION FILES
X
SURVEY FIELD BOOKS
X
TRACT FILES
X
G:\GROUPDAT\Georgina\Retention Schedule\Records Retention Schedule 2010 - Amended 5 of 6
EXHIBIT "A"
PUBLIC WORKS DEPARTMENT
RETENTION SCHEDULE
iipn â–ºTED 11/01/10
Y
G
v
ADMIN
CON-
DESIGN
SUB-
TRAFFIC
GENERAL
COMMUNI-
WASTE
SOLID
SERVICES TRIP
STRUCTION
ENG
DIVISIONS
ENG
SERVICES STREETS
FLEET CATIONS
WATER
WASTE
n-rru c Q
E-MAIL SHOULD BE DELETED AS SOON AS IT IS
READ
X
X
X
X
X
X
X
X
X
X
X
X
CATALOGS / MARKETING PERIODICALS - CAN BE
DESTROYED AT ANY TIME
X
X
X
X
X
X
X
X
X
X
X
X
SEMINAR HANDOUTS - CAN BE DESTROYED AT
ANY TIME
X
X
X
X
X
X
X
X
X
X
X
X
COPIES MAY BE DESTROYED IMMEDIATELY
X
X
X
X
X
X
X
X
X
X
X
X
PHONE MESSAGES, INCLUDING CARBON COPIES -
CAN BE DESTROYED AT ANY TIME
X
X
X
X
X
X
X
X
X
X
X
X
SUBDIVISION CHECK PRINTS - KEEP FOR TWO
YEARS OR UNTIL A NOC IS FILED, WHICHEVER
COMES FIRST.
X
GRAND JURY INQUIRY - KEEP THE INQUIRY AND
DOCUMENTS PROVIDED TO A SPECIFIC REQUEST
FOR AT LEAST 2 YEARS
X
X
X
X
X
X
X
X
X
X
X
X
WORK ORDERS - KEEP FOR THE LIFE OF THE
INDIVIDUAL PIECE OF EQUIPMENT
X
X
SUMMARY OF CHANGES MADE TO PRIOR RETENTION SCHEDULE ADOPTED BY COUNCIL ON 08111110:
1. CAPITAL IMPROVEMENT PROJECT FILES FOR ADMIN SERVICES DIVISION AND CONSTRUCTION DIVISION: TRANSFERED FROM RETAIN INDEFINITELY SECTION
TO RETAIN FOR 10 YEARS SECTION.
2. STREET PERMITS FOR SUBDIVISIONS: TRANSFERED FROM RETAIN INDEFINITELY SECTION TO RETAIN FOR 10 YEARS SECTION.
3. PROJECT FILES FOR CONSTRUCTION DIVISION: TRANSFERRED FROM RETAIN INDEFINITELY SECTION TO RETAIN FOR 10 YEARS SECTION.
4. TRACT FILES FOR CONSTRUCTION DIVISION: TRANSFERRED FROM RETAIN INDEFINITELY SECTION TO RETAIN FOR 10 YEARS SECTION.
5. EMPLOYEE ACCIDENT / INDUSTRIAL INJURY REPORTS: REMOVED FROM RETENTION. RISK MANANAGEMENT DIVISION ORIGINAL RECORD KEEPER OF DOCUMENTS.
G:\GROUPDAT\Georgina\Retention Schedule\Records Retention Schedule 2010 - Amended 6 of 6