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Home My WebLink AboutRES NO 088-10(2)RESOLUTION NO. 088-10(2) AMENDMENT NO. 2 TO RESOLUTION NO. 088-10 AMENDMENT NO. 2 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) 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, on November 17, 2010, Council approved Resolution No. 088- 10(1) amending the retention policies of various documents retained by the Public Works Department; and WHEREAS, the Public Works Department now desires to repeal in its entirety the provisions of Resolution Nos. 088-10 and 088-10(1) pertaining to the Subdivisions column of the retention schedule; and WHEREAS, Exhibit "A" (Retention Schedule) to this amendment contains a list of the Department's Subdivisions section'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's Subdivisions section to destroy the records, documents, instruments, books and papers and any other items listed in Exhibit "A," which is attached hereto, upon approval of the City Attorney; S ACOUNCI UResos\10-11 \088-10(2). RecRetentPW.doc Page 1 of 3 Pages 3. All other provisions of Resolution Nos. 088-10 and 088-10(1) remain in effect. --00000-- S:\COUNCIL\Resos\10-11 \088-10(2).RecRetentMdoc Page 2 of 3 Pages 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 JAN 12 291p by the following vote: I'/ I V"' 11/ / 411, 4111, AYE COUNCILMEMBER: SAL S, BENHAM, WEIR, COUCH, HANS{ON, SULLIVAN, JOHNSON ES: COUNCILMEMBER: ABSTAIN: COUNCILMEMBER: nnnnq ABSENT: COUNCILMEMBER: I'l (XNQ~ ROBERTA GAFFORD, CM CITY CLERK and Ex Officio Clerk of the Council of the City of Bakersfield APPROVED: JAN 12 2011 By: HARVEY L. HALL Mayor APPROVED AS TO FORM: VIRGINIA GENNARO City Attorney By:nkq T BETHELWEL WILSON Associate City Attorney BW:Isc Attachment: Exhibit "A" S:\COUNCIL\Resos\10-11 \088-10(2). RecRetentPW.doc Page 3 of 3 Pages ~~nKFy v Exhibit "A" Public Works - Enaineerina Division Section Task Title and Description Retention Basis of Retention Can be destroyed at Subdivisions General Catalogs, Marketing periodicals any time De partment Policy Can be destroyed at Subdivisions General Seminar Handouts any time De partment Policy Can be destroyed at Subdivisions General Copies any time De partment Policy Can be destroyed at Subdivisions General Phone Messages or logs any time De partment Policy Subdivisions General Email Delete as soon as read Department Policy One year after succesful scanning into Subdivisions Private Development DISTRICTS - Maintenance Districts: Engineer's Reports, Exhibits LaserFche GC §34090.5 Keep the latest check print only for Two Years or until a NOC is filed, Subdivisions Private Develop ment Improvement Plan Check Prints whichever comes first. Dep artment Policy Subdivisions General Accounting and budget worksheets Two Years Dep artment Policy MEMOS/CORRESPONDENCE/READING FILE (Incoming and Subdivisions General Outgoing) Two Years Dep artment Policy Subdivisions General Receipt and Deposit Books Two Years Dep artment Policy Subdivisions General Safety Meeting sign-up sheets Two Years Dep artment Policy DEPARTMENT PERSONNEL FILES for former regular and Subdivisions Personnel temporary employees Two Years Dep artment Policy Subdivisions General Grand Jury Inquiry and documents requested Two Years De partment Policy Two years from Date of ANNEXATION FILES - Legals, check prints, draft copies, Certificate of Subdivisions Private Develop ment correspondence, Notices Completion De partment Policy Two years from Date of MINOR LAND DIVISIONS - Legals, check prints, draft copies, Certificate of Subdivisions Private Develo pment correspondence Compliance De partment Policy Two years from Date of PARCEL MAP WAIVERS - Legals, check prints, draft copies, Certificate of Subdivisions Private Develo pment correspondence Compliance De partment Policy STREET VACATION FILES - Legals, check prints, draft copies, Two years from Date of Subdivisions Private Develo pment correspondence Final Resolution De partment Policy Two years from year of Subdivisions Permits PERMITS - Transportation issuance { )x, Subdivisions Personnel DEPARTMENT Employee Acc `;subdivisions Private Development Fee Calculation Worksheets S:\Policies\Destruction of Records\Revised Records Destruction Worksheet Five Years Five Years updated 12/27/2010 Exhibit "A" Public Works - Enaineerina Division Section Task Title and Description Retention Basis of Retention Subdivisions General PAYROLL: Employee Time Cards/sheets Ten Years Department Policy Subdivisions General PAYROLL: Hours Proof Listing Bi-Weekly Ten Years Department Policy Subdivisions General Requests for Qualifications/Proposals Ten Years Department Policy Ten Years from end of Subdivisions Private Development DISTRICTS - Assessment Districts, Community Financing Districts Term of District Department Policy TRACT FILES, PARCEL MAP FILES, ADDRESS FILES - Pictures, Planning Commission Staff Report and Resolution, Approved Original Grading Plan Blueline, Engineer's Estimates, Tentative Map with Traffic comments, All correspondence, including handwritten documents, transmittals, letters, memos, copies of receipts; title reports, title guarantees, copies of recorded documents, unrecorded draft copies of documents, Ten Years from end of Certificates of Compliance, any other document not listed Tract, Parcel Map, or Subdivisions Private Development above. project life Dep artment Policy Maps, Plans, calculations, details, reports, including Planned Drainage Areas, Planned Sewer Areas, and Bridge and Major Subdivisions Master Plans and Studies Thoroughfare Areas. PERMANENT Dep artment Policy Subdivisions Permits PERMITS - Encroachment PERMANENT Dep artment Policy Subdivisions Private Development ANNEXATION FILES - Original Certificate of Completion PERMANENT Dep artment Policy DISTRICTS - Maintenance Districts: Original Ballots and Subdivisions Private Development Covenants Disclosing Inclusion in a Maintenance District PERMANENT Dep artment Policy Subdivisions Private Development MINOR LAND DIVISIONS -Original Certificate of Compliance PERMANENT GC 34090 Subdivisions Private Development PARCEL MAP WAIVERS -Original Certificate of Compliance PERMANENT GC 34090 TRACT FILES, PARCEL MAP FILES, ADDRESS FILES - Original signed improvement plans, original As-Built improvement plans, Technical Reports, including Wall Calculations, Sewer Study, Drainage Study, Bridge Calculations; excluding R- Subdivisions Private Development Values, Soils Reports and Pavement Calculations. PERMANENT Department Policy ".`5:\Policies\Destruction of Records\Revised Records Destruction Worksheet updated 12/27/2010