R 3148
.
RESOLUTION NO. 3148
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF ARROYO GRANDE APPROVING
THE ADOPTION OF A RECORDS RETENTION
SCHEDULE FOR THE DEPARTMENT OF BUILDING AND FIRE
WHEREAS, it is necessary for the efficient operation of the City r
Department of Building and Fire to follow a procedure for the
_retention of certain vital City documents and records; and
WHEREAS, the retention of unnecessary City records in the
Department of Building and Fire has become inconvenient and
cumbersome, and storage space is lacking; and
WHEREAS, the systematic removal of obsolete, non-current, and
useless records expedites the filing and finding of papers needed
for current operations; and
WHEREAS, Sections 34090 through 34090.7 of the Government Code of
the State of California set forth procedures and conditions for
the destruction of certain Department of Building and Fire
records, including the use of microfilm; and .
WHEREAS, the City Attorney of the City of Arroyo Grande has
approved the Retention Schedule for the Department of Building
and Fire.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City
of Arroyo Grande hereby approves the adoption of the attached
Exhibit "A" as the Retention Schedule for the Department of
Building and Fire and authorizes destruction of certain
unnecessary City documents and records according to procedures
set forth in United States Federal -Law and the Government Code of
the State of California.
On motion of Council Member Lady , seconded by Council
Member Brandy , and on the following roll call vote, to wit:
A YES: Council Members Lady, Brandy, Souza, and Mayor Dougall
NOES: None
ABSENT: Council Member Fuller
the foregoing Resolution was passed and adopted this 25 ~1 uo..1- of I
JQ~Qk 1996..
L.
YOR
RESOLUTION NO. 3148 , ,
PAGE 2
A'ITEST: il~a.~
NANCY A. DAVIS, CITY CLERK
APPROVED AS TO CONTENT:
~LwL. ,Itt~-i--
ROBERT L. HUNT, CITY MANAGER
APPROVED AS TO FORM:
I, NANCY A. DAVIS, City Clerk of the City of Arroyo Grande,
County of San Luis Obispo, State of California, do hereby certify
under penalty of perjury, that the foregoing Resolution No. 3148
is a true, full, and correct copy of said Resolution passed and
adopted at a regular meeting of said Council on the 25thday of
June , 1996.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed
this 28th day of June , 1996.
77 a.~
NAN~AVIS, CITY CLERK
r---.
i
\,
RESOLUTION NO. jlq1j
PAGE 3-
EXHIBIT "A"
Retention Schedule for the Department of Building and Fire. California
Government Code Sections 34090 through 34090.7 govern the retention of the
following records:
Department of Building and Fire Files Legal Microfilm Destroy ( if I
no longer
Retention After required) JI
I. Fire and Emergency Services Division '- ii
A. City Ordinances CY N/A Yes
1. Fire-Related
2 . Alarms
Contracts/Agreements ;
B.
Contract's N/A Yes
1. Municipal Leasing Life Plus
4 years
Contract's N/A Yes ;
j
2. Mutual Aid Life Plus I
I
4 years
C. Correspondence 2 Years N/A Yes
D. Emergency Services Perm. 2 Years No i
I
1. Emergency Medical Services I
2. Lucia Mar School District I
I
I
3. Infection Control Manuals
4. Gas Systems
-
5 . County Medical Response
E. Employee Files Perm. N/A No
1. Certification Classes
2. Classification Studies
3. Salaries
-
4. Job Applications and I
!
Descriptions I
5. Safety and Illness Prevention l_
Program
6 . National Volunteer Fire
Protection Association
Retention Codes:
CY = Current Year
Perm. = Permanent
~~3S0LUTION NO. 3148 . ,.
-:JAGE 4
EXHIBIT ftAft continued
Retention Schedule for the Department of Building and Fire. California
~overnment Code Sections 34090 through 34090.7 govern the retention of the
:ollowing records:
. ...., Destroy (if
'I ) Building and Fire - continued Legal Microfilm no longer
Retention After needed)
F. Equipment 2 Years N/A Yes
1. Halprin Supply
2. General Services Administration
G. Fees Perm. N/A Yes
1. Fire Impact Fee
H. General Files
1. Earthquake Information 2 Years N/A Yes
2. Cost Recovery "DUI" Accidents 2 Years N/A Yes
3. Arson Investigations - copies cr N/A Yes
4. Hart-Collett Memorial 2 Years N/A Yes
5. Community Services Workers 2 Years N/A Yes
6. Court Cases 2 Years N/A Yes
7. Budget cr N/A Yes
8. Burn Permits 2 Years N/A Yes
9. Weed Abatement 2 Years N/A Yes
10. Quarterly Reports 2 Years N/A Yes
11. Sprinkler System 2 Years N/A Yes
12. Solid Waste Management 2 Years N/A Yes
13. Time Management Organization 2 Years N/A Yes
,
I. Insurance
!~ 1. Fire Department Vehicles cr N/A Yes
~ , 2. Insurance Services Office - Perm. 2 Years No
I City's Rating
~
I:
'if i J. Invoices/Purchase Orders cr N/A Yes
Retention Codes:
CY = Current Year
Perm. = Permanent
t<..I:S~ULU-l.LU1'1 l'1U. .j I 'H!
PAGE 5
EXHIBIT ftAft continued
Retention Schedule for the Department of Building and Fire. California
Government Code Sections 34090 through 34090.7 govern the retention of the
following records:
1,.- Destroy ( if
jl K Building and Fire - continued Legal Microfilm no longer
Retention After needed)
Maintenance 2 Years N/A Yes
\ .
1. Roofing
L. Plans/Maps
1. Fire Protection Plan Perm. 2 Years No
2. Maps on surrounding areas Perm. 2 Years No
3. I.S.O. Schedule 2 Years N/A Yes
4. Street Maps Perm. 2 Years No
M. Reports Perm. 2 Years No
1. Incident Reports
2. Incident Investigations
3. Incident Management Situations
4. Accident Injury Reports
N. Rules and Regulations Perm. N/A 'No .
1. Special Events
2. Public Education
O. Training 2 Years N/A Yes
1. Hazardous Materials - Police
2. Video Library
P. Warranties/Service Reports Warranty N/A Yes
Period
Plus
4 Years
- Building and Fire Safety Division
. .
A. Americans with Disabilities Act Perm. N/A No
Law Requirements
Retention Codes
CY = Current Year
Perm. = Permanent
3:S0LUTION NO. 3148
".AGE 6 , -
EXHIBIT nAn continued
~etention Schedule for the Department of Building and Fire. California
Government Code Sections 34090 through 34090.7 govern the retention of the
following records:
Building and Fire - continued Microfilm Destroy (ifJI
Legal no longer r
Retention After needed
B. Budget - copies CY N/A Yes I
;
~.
C. Building Permits - Pending 2 Years N/A Yes
D. California Code of Regulations/ Perm. N/A No
Uniform Building Codes
E. Correspondence 2 Years N/A Yes
,I F. Forms/Notices 2 Years N/A Yes
!
G. International Congress of Building 2 Years N/A Yes
and Fire
.
H. Personnel Manual Perm. N/A No
~ I. Plans Perm. 2 Years No
1. Commercial Plans
II a. Certificates of Occupancy .
2. Emergency Plan
I Proposed Projects 2 Years N/A
J. Yes
K. Street Files Perm. 2 Years No
1. Complaints/Neighbor Disputes
; 2. Curb, Gutter & Sidewalk History
3. Fee Receipts
4. "Footprint" of Structure
5. Grading Plans
6 . House Moving/Demolition
7. Illegal Construction (
8 . Inspections
9. Permits
-"
-..
10. Resolutions
11. Second Dwelling Units
Retention Codes
CY = Current Year
Perm. = Permanemt
RESOLUTION NO. 3148
PAGE? .
EXHIBIT nAn continued
Retention Schedule for the Department of Building and Fire. California
Government Code Sections 34090 through 34090.7 govern the retention of the
following records:
Detsroy (if
Building and Fire - continued Legal Microfilm no longer
Retention After required)
K. Street Files - continued
12. Sewer Hook-ups
13. Well Abandonments
14. Family Care Licenses
L. Tracts/Subdivision Perm. . 2 Years No
M. Unreinforced Masonry Law Perm. 2 Years No
Requirements
1. Permits Issued
2. Buildings Affected
III. Government Buildings Division, 2 Years N/A Yes
(Maintenance)
a. Employee Files
b. Supply Lists
c. Schedules
(Note: In the event a record category is not identified above, the appropriate
Government Code Sections referred to in this Resolution shall apply.)
Retention Codes:
CY = Current Year
Perm. = Permanent