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HomeMy WebLinkAbout09-63 - Adopting a Records Retention Schedule for City Clerk's OfficeRESOLUTION NO. 09- 6 3- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE FOR THE CITY CLERK'S OFFICE. THE CITY COUNCIL OF THE CITY OF COSTA MESA HEREBY RESOLVES AS FOLLOWS: WHEREAS, the City of Costa Mesa has a records destruction program that was approved through the adoption of Ordinance No. 75-60 for the destruction of specific public records as provided by California Government Code Sections 34090, 34090.5 34090.7 and 53921 ; and WHEREAS, the records retention schedule establishes orderly procedures for retaining City records in active files and inactive files, and for disposing of records when they are no longer needed for administrative, fiscal, historical, or legal purposes in compliance with of Section 34090 et seq. of the Government Code for the State of California and other relevant state and federal regulations; and WHEREAS, the retention periods stated in the City Clerk's Records Retention Schedule (Exhibit A) will promote the efficient and cost effective conduct of the City's business by reducing the number of records that the City retains, eliminating the unnecessary retention of duplicate or obsolete records, facilitating the retrieval of records and continuing a tradition of good records management. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Costa Mesa hereby determines as follows: Section 1. The attached Records Retention Schedule (Exhibit A) is hereby approved. Further, that the future disposition of the types of records generated or received by the City of Costa Mesa and as listed in the attached exhibit is hereby authorized for disposition as outlined in accordance with Section 34090 et sea. of the Government Code of the State of California. Section 2. The destruction of any records as provided shall be according to accepted records management procedures and as established per Ordinance 76-21. Section 3. Any subsequent amendments affecting the retention periods will be approved by the City Clerk, City Attorney and the City Council. Section 4. The City Clerk shall certify to the passage and adoption of this resolution and it shall be thereupon be in full force and effect PASSED AND ADOPTED this 6t" day of October, 2009. ATTEST: . ��— !���7 Juli Folcik, City Clerk Allan R. Mansoor, Mayor APPROVED AS TO FORM: Ki berly H911 Barlow, City Attorney STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF COSTA MESA ) I, JULIE FOLCIK, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 09-63 and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the 6th day of October, 2009, by the following roll call vote, to wit: AYES: COUNCIL MEMBERS: MANSOOR, LEECE, BEVER, FOLEY, MONAHAN NOES: COUNCIL MEMBERS: NONE ABSENT: COUNCIL MEMBERS: NONE IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 7th day of October, 2009. JU FOLCI , CITY CLERK (SEAL) CITY OF COSTA MESA Records Retention Schedules Exhibit A Records Description Image Retention Code Citation Explanation/Comments MW COPIES/DUPLICATES of records for which a N D/R GC 34090.7 Destroy when no longer relevant. The City department is not the office of primary responsibility Council's adoption of the retention schedules establishes the policy that duplicates/copies distributed to or maintained by the various departments for information purposes may be destroyed by the department when they are no longer required for reference purposes. Abandonments, Real Property Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Acquisition of Real Property Y P GC 34090 Pennanent; image for safety only; originals may not be destroyed. Affidavits of Posting Y P Admin Permanent for research/evidential value; administrative decision. Affidavits of Publication Y P Admin Pennanent for research/evidential value; administrative decision. Affidavits of Residency/Citizenship N 2 GC 34090 Agenda Packets (Council, Boards, Commissions, Y P Admin Permanent for research/historic value; Committees and Redevelopment Agency) administrative decision. Agenda Reports (Council, Boards, Commissions, Y P Admin Permanent for research value; administrative Committees and Redevelopment Agency) decision; image as part of the agenda packet. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 1 This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 2 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Agendas (Council, Boards, Commissions, N 2 GC 34090 Committees and Redevelopment Agency) Agendas, Other -Agency N D/R GC 6254 Destroy when no longer relevant. Agreements/Contracts (except for equipment, leases Y P Admin Permanent for research/evidential value; and banking) administrative decision. Annexations Y P GC 34090 Permanent. Appeals, Civil N 3/AS CCP 583.320/ 3 years after settled. GC 34090 Appraisals, Real Property Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Articles of Incorporation, City Y P Admin Permanent for research/historic value; administrative decision. Assessment District Proposed Boundaries, Maps Y P S&H 3110, Permanent; append to resolution of adoption. 3111 Audio Tapes of Council, Board, Commission, N 1 Admin Tapes are used only to prepare official Committee and Redevelopment Agency Meetings minutes. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 2 � D CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Ballots, Proposition 218 N P CA Constitution Art XIII Bank Statements/Reconciliations N 5 Admin Administrative decision. Bid Notices/Affidavits of Publication Y P Admin Permanent for research/evidential value; file with related contract. Bids for Equipment Successful N 2/AD GC 34090 2 years after disposition of equipment. Unsuccessful or Rejected N 2 GC 34090 Bids for Services Successful Y P Admin Permanent for research/evidential value; administrative decision; file bids of $15,000+ in City Clerk's contract files. Unsuccessful or Rejected N 2 GC 34090 Bids for Supplies Successful N 2 GC 34090 Unsuccessful or Rejected N 2 GC 34090 This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 3 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Blank Forms N S GC 6254 Destroy when superseded. Boards, Commissions & Committees, Council -appointed Agendas N 2 GC 34090 Applications for Membership, Successful Y P Admin Permanent for research/historic value; administrative decision. Applications for Membership, Unsuccessful N 2 GC 34090 Boards, Commissions & Committees, Council -appointed (Continued) By -Laws Y P Admin Permanent for research/evidential value; administrative decision. Minutes Y P GC 34090 Permanent; image for safety/research only; originals may not be destroyed. Oaths of Office Y P Admin Permanent for researchihistoric value; administrative decision. Resolutions Y P GC 34090 Permanent; image for safety/research only; originals may not be destroyed. Bond Authorizations/Related Public Hearing Records, Y P Admin Permanent for research/evidential value; Prospectus, Accepted Proposals, Certificates, Notices administrative decision. Bond Registers Y P GC 5004 Permanent; may destroy after digitizing and This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 11 0 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments MW safeguarding. Bonds, Faithful Perfonnance Y P CCP Pennanent for research/evidential value; file originals with City Clerk contract documents. Bonds, Public Official/Employee Fidelity N 2/AT GC 34090 2 years after termination. Boundary Adjustments Y P Admin Pennanent for research/evidential value; administrative decision. Budget, Annual City Y P Admin/ Permanent; administrative decision; send GC 50110 copies to state library and university. Budget, Capital hnprovements Y P Admin/ Pennanent; administrative decision; send GC 50110 copies to state library and university. Building Permit Reports Y P Admin Pennanent for research/historic value; administrative decision. Building Pennits/Inspections Y P UBC/ Permanent for life of structures. H&S 19850 Building Plans Y P UBC/ Permanent for life of structures; code contains H&S 19850/ exemption for certain buildings; administrative Admin decision to retain permanently for all buildings. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 5 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Certificates of Completion Y P UBC Permanent for life of structures. Certificates of Compliance Y P Admin Permanent for research/evidential value; administrative decision. Certificates of Insurance, Capital Projects Y P Admin Permanent for research/evidential value; administrative decision. Certificates of Insurance, Temporary N 2/AE GC 34090 2 years after expiration. Change Orders Y P Admin Permanent for research/evidential value; file with related contract in City Clerk's office. City Council Agenda Packets Y P Admin Permanent for research/historic value; administrative decision. Agendas N 2 GC 34090 Meeting Recordings Audio N 1 Admin Audio Recordings are used only for preparation of official minutes, (CMMC 2-83). t This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 0 0 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Minutes Y P GC 34090 Permanent; do not destroy originals. Oaths of Office Y P Admin Permanent for historic value; administrative decision. City Seal Y P Admin Permanent for historic value; administrative decision. Claims Against the City (closed non -litigated) N 5/AS GC 34090 5 years after closing of file. Claims Against the City (closed - litigated) N 10/AS Admin 10 years after case is settled. Claims on Behalf of the City N 2/AS GC 34090 2 years after settled. Claims, Disability Y 30/AS 29 CFR 30 years after settled; code requires 30 years 1910.20 for employee exposure or medical records. Claims, Worker's Compensation Y 30/AS 29 CFR 30 years after settled; code requires 30 years 1910.20 for employee exposure or medical records. Computer Reference Information N D/R GC 6254 Destroy when no longer relevant; these are catalogs, brochures and general reference gathered from other agencies or companies. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend nonnal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 7 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Conditional Use Permits Y P Admin Permanent for research/evidential value; administrative decision. Conference Materials N D/R GC 6254 Destroy when no longer relevant. Conflict of Interest — see Statements of Economic Interest Consultant Proposals Accepted Y P Admin Permanent for research/evidential value; administrative decision; file with related contract documents. Rejected/Unsuccessful N 2 GC 34090 Contract Administration Files N 2/AT GC 34090 2 years after contract termination; these are working files; file original contract documents permanently with the City Clerk. Contract Change Orders Y P Admin Permanent for research/evidential value; file with related contract in City Clerk's office. Contracts Y P Admin Permanent for research/evidential value; administrative decision. Correspondence N 2 GC 34090 This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. L� F F CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Deeds Y P GC 34090 Permanent; image for safely only; originals may not be destroyed. Disaster Operational Plan, City Y P Admin Permanent for research/evidential value; administrative decision; file original with the City Clerk. Drafts N D/R GC 6254 Destroy when no longer relevant or when superseded. Easements Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Elections Ballots, Proposition 218 N P CA Constitution, Art. XIII Campaign Disclosure Statements Elected Candidates, Committees Supporting Y P GC 81009 Permanent; may image after 2 years and destroy Elected Candidates the originals. Candidates Not Elected, Committees Y 5 GC 81009 5 years after the election. All others Y 7 GC 81009 7 years after the election. Elections (Continued) This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. E CITY OF COSTA MESA Records Retention Schedules Exhibit A Records Description Image Retention Code Citation Explanation/Comments Candidate Statements of Qualifications Elected Candidates Candidates Not Elected Certificates of Election/Results of Votes Cast Municipal Election Case Records Nomination Papers Elected Candidates Candidates Not Elected Petitions N 4 N 4 Y P Y P N 4 N 2 N 8 mos. This document was prepared for the exclusive use of the City of Costa Mesa. Admin 4 years after election; administrative decision; sample ballot containing statement is kept permanently. Admin 4 years after election; administrative decision. GC 34090 Permanent; append to original resolution. Admin Permanent for research/historic value; administrative decision; these contain the sample ballot, notices of election, notices of measures; proofs of publication and posting, etc., for each City election. EC 17100 11', EC 17200/ EC 17400/ GC 7253.5/ GC 3756.8 4 years after election. 2 years after election. 8 months after election for which petition qualified, or 8 months after City Clerk's final examination. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 10 Engineering Maps/Standard Drawings Y P Admin Permanent for research/evidential/historic value; administrative decision. Engineering Plans Y P UBC Permanent for research/evidential/historic value for life of structures. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 11 T 1 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Elections (Continued) Sample Ballot Y P Admin Permanent for research/historic value; administrative decision. Statements of Economic Interest Elected Candidates N 7/AE GC 81009 7 years after expiration of term. Candidates Not Elected N 5 GC 81009 5 years after the election. Translator Certificates N 2 GC 34090 Emblems, City Y P Admin Permanent for research/historic value; administrative decision. Eminent Domain Proceedings Y P GC 34090 Permanent; image for safely only; originals may not be destroyed. Employee Memoranda of Understanding Y P Admin Permanent for research/evidential value; administrative decision. Engineering Maps/Standard Drawings Y P Admin Permanent for research/evidential/historic value; administrative decision. Engineering Plans Y P UBC Permanent for research/evidential/historic value for life of structures. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 11 General Plan Amendments Y P Admin Permanent for research/historic value; administrative decision. Goals & Objectives, City Y P Admin Permanent for research/historic value; This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 12 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Environmental Impact Reports (Draft and Final) Y P Admin Permanent for research/evidential value; file with related project. Fee Schedules Y P Admin Permanent for research/evidential value; administrative decision; append to resolution of adoption. Filing System Guide N S GC 6254 Destroy when superseded. Final Subdivision Maps Y P UBC Permanent for research/evidential value; file with project records. Flags, City Y P Admin Permanent for historic value; administrative decision. Forms, Blank N S GC 6254 Destroy when superseded. General Ledgers Y P 26 CFR Permanent. 1.6001-1 General Plan & Elements Y P GC 34090/ Permanent; send copies to the state library and GC 50110 university. General Plan Amendments Y P Admin Permanent for research/historic value; administrative decision. Goals & Objectives, City Y P Admin Permanent for research/historic value; This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 12 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments administrative decision. Goals & Objectives, Departmental N 2/AS GC 34090 2 years after superseded. Hearing Notices Y P Admin Permanent for research/evidential value; administrative decision. Historic Site hiventories Y P Admin Permanent for research/historic value; administrative decision. Insurance Policies Y P Admin Permanent for research/evidential value; administrative decision; file originals with the City Clerk. Maps, City Y P Admin Permanent for research/historic value; administrative decision. Master Plans Y P Admin Permanent for research/evidential/historic value; administrative decision. Media Mailing/Distribution Lists N S GC 6254 Destroy when superseded. Meeting Announcements, Other -Agency N D/R GC 6254 Destroy when no longer relevant. Meeting Recordings, Audio (Council, N 1 Admin Recordings are used only for preparation Boards, Commissions, and Conunittees of official minutes (CMMC 2-83) This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 13 Ordinances Adopted Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 14 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Memoranda N 2 GC 34090 Memoranda of Understanding, Employee Y P Admin Permanent for research/evidential value; administrative decision. Minutes (Council, Boards, Commissions, Y P GC 34090 Permanent; image for safety only; originals may Committees and Redevelopment Agency) not be destroyed. Minutes, Other -Agency N D/R GC 6254 Destroy when no longer relevant. Municipal Code Y P GC 50110 Permanent; send copy to state library and university. Newsletters, Other -Agency N D/R GC 6254 Destroy when no longer relevant. Notices of Completion Y P Admin Permanent for research/evidential value; administrative decision; file with project records. Oaths of Office, City Council Y P Admin Permanent for historic value; administrative decision. Ordinances Adopted Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 14 CITY OF COSTA MESA Records Retention Schedules Exhibit A Records Description Image Retention Code Citation Explanation/Comments Draft N D/R GC 6254 Destroy when no longer relevant. Other -Agency Information N D/R GC 6254 Destroy when no longer relevant. This includes information from other agencies, associations and organizations, such as agendas, annual reports, brochures, bulletins, directories, meeting announcements, minutes, newsletters, rosters, and so forth. The City of Costa Mesa is not the office of record for these documents. Parcel Maps Y P Admin Permanent for research/evidential value; administrative decision; file with project records. Petitions Submitted to Legislative Bodies N 2 GC 34090 If attached to agenda report, retain permanently. Policies, Procedures & Regulations, City Y P Admin Permanent for research/evidential value; administrative decision; includes administrative regulations and Council policies. Proclamations N 2 GC 34090 May wish to retain selected proclamations. permanently for historic value. Property Abandomnents Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend non -nal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 15 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Property Acquisitions Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Property Vacations Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Public Hearing Notices Y P Admin Permanent for research/evidential value; administrative decision. Public Records Requests N 2 GC 34090 Records Destruction Authorizations Y P Admin Permanent for research/evidential value; administrative decision. Records Destruction Certificates Y P Admin Permanent for research/evidential value; administrative decision. Records Destruction Lists Y P Admin Permanent for research/evidential value; administrative decision. Records Inventories N S GC 6254 Destroy when superseded. Records Logs N 5 Admin Administrative decision. Records Requests, Public N 2 GC 34090 Records Retention Schedules Y P Admin Permanent for evidential value; administrative This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 16 0 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments decision; append to original resolutions of adoption. Records Transfer Lists N S GC 6254 Destroy when superseded. Redevelopment Agency Agenda Packets Y P Admin Permanent for research/historic value; administrative decision. Agenda Reports Y P Admin Permanent for research value; administrative decision; image as part of the agenda packet. Agendas N 2 GC 34090 Meeting Recordings, Audio (Council, N 1 Admin Recordings are used only for preparation Boards, Coimnissions, and Committees of official minutes (CMMC 2-83) Minutes Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Resolutions Adopted Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Draft N D/R GC 6254 Destroy when no longer relevant. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend non -nal retention periods. The retention applies upon settlement of the litigation, complaint or claim. 17 CITY OF COSTA MESA Exhibit A Records Retention Schedules Records Description Image Retention Code Citation Explanation/Comments Seal, City Y P Admin Permanent for historic value; administrative decision. Statements of Economic Interest (Form 700) GC 87200 Filers Y 4 GC 81009(f) These are copies; originals are filed with FPPC; may be imaged after 2 years; may wish to retain for research purposes until person is no longer in office. Other than GC 87200 Filers Y 7 GC81009(f) May be imaged after 2 years; may wish to retain for research purposes until person is no longer in office. Street Naming Y P Admin Permanent for research/historic value; administrative decision. Supply Inventories N S GC 6254 Until superseded. Surveys, Administrative N 2 GC 34090 Vacations of Real Property Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Warrant Resolutions Y P GC 34090 Permanent; image for safety only; originals may not be destroyed. Zoning Codes Y P Admin Permanent for research/evidential value; administrative decision. This document was prepared for the exclusive use of the City of Costa Mesa. NOTE: Litigation, complaints and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint or claim. :.