R 2460
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RESOLUTION NO. 2460
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ARROYO GRANDE APPROVING THE
ADOPTION OF A RECORDS RETENTION SCHEDULE
FOR THE OFFICE OF THE CITY CLERK
WHEREAS, it is necessary for the efficient operation of the
Office of the city Clerk to follow a procedure for the retention of
certain vital city documents and records; and
WHEREAS, the retention of unnecessary city records in the care
of the city Clerk has becoMe inconvenient and cumb4!lrsome, and
storage space is lacking; and l
WHEREAS, the systematic removal of obsolete, non-current, and .
useless records expedites the filing and finding of papers needed
for current operations; and I
WHEREAS, sections 34090, 34090.5 and 81009 of the Government
Code and various sections of the Elections Code of the state of
california set forth procedures and conditions for the destruction
of certain city records, including the use of microfilm; and
WHEREAS, the City Attorney of the city of Arroyo Grande has '.
approved the Retention Schedule for the Office of the Arroyo Grande ..
city Clerk.
NOW, THEREFORE, BE IT RESOLVED that the city council of the
city of Arroyo ~rande hereby approves the adoption of the attached
Exhibit "A" as the Retention Schedule for the Office of the Arroyo
Grande city Clerk, and authorizes destruction of certain .
unnecessary city documents and records according to procedures set
forth in the Government Code and Election Code of 'the State of
California.
On Motion of Council Member Dougall , seconded by
council Member smith , and on the following roll call vote,
to wit:
AYES: Council Members Dougall, Smith, Olsen, Moots and Mayor Millis
NOES: None
ABSENT: None
the foregoing Resolution was passed and adopted this 9th day of
April, 1991.
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MARK H. HI IS, MAYOR
ATTEST: '--r2nAA "'~O. ~ A) l I
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NANCY A. ~VIS, CITY CLERK i
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APPROVED AS TO FORM:
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Resolution No. 2460
Exhibit "A"
Retention Schedule for the Office of the Arroyo Grande city Clerk
G.C. 34090 - 34090.5 Governs the retention of the following city records:
Years Microfilm Destroy
of
Retention
I. General subject Files
A. Historical Perm. Yes No
B. General 2 Yrs. No Yes
C. contracts, Agreements, Leases, T+5 Yes Yes
Insurance, Franchises, Etc.
b. Court Matters, Legal Files C+5 No Yes
Claims Against city
E. Equipment and Supplies C+5 No Yes
F. Proclamations Perm. Yes 5 Yrs.
G. Bids - Unaccepted 2 Yrs. No Yes
H. public Transportation Systems C+5 No Yes
I. Water Supply, Wells, Perm. Yes 5 Yrs.
Improvements .
J. Improvement and Development:
Annexations Perm. Yes 5 Yrs.
Appeals Perm. Yes 5 Yrs.
Use permits C+5 No Yes
Subdivisions, Tracts, Lot Perm. Yes 5 Yrs.
splits
zoning Perm. Yes 5 Yrs.
K. Planninq:
General Plan Perm. YeS' No
En~ironmental Impact Reports Perm. Yes 5 Yrs.
Sphere of Influence Perm. Yes 5 Yrs.
studies , C+2 No Yes
L. Street and Highway Perm. Yes 5 Yrs.
Abandonments, Drainage,
Naming, NUmbering, Improvements,
Assessment Districts
M. Sewer system, Improvements, Perm. Yes 5 Yrs.
Private Systems, Assessment
Districts
II. city council, Boards & commissions
A. Historical Perm. Yes No
B. General 2 Yrs. No Yes
C. Minutes, Ordinances and Perm. Yes No
Resolution
D. Proofs of Publication Perm. Yes 5 Yrs.
r
\ (II. vital Records
A. Property Records, Deeds, Perm. Yes No
Covenants, Easements, Etc.
B. Titles of ownership Perm. Yes No
IV. Tape Recordings
A. council Meetings Perm. NIA No
B. Other Meetings, Hearings, Etc. 2 Yrs. KIA Yes
c+ - Completion plus--years
T - Until Terminated
Perm. - Permanent
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Resolution No. 2460
E.C. 14811, l2523, 14821, 14600, 14700, 14800, 14831, 14900, 14971 and G.C.
81009 b,c,e,f,g, govern the retention of the following records:
Years Microfilm Destroy
of
Retention
V. Election Records
A. Ballots - After Election 6 Mos. No Yes
After Recount 22 Mos. No Yes
B. Code of Fair campaign 30 Days No Yes
Practices l
c. Envelope No. 4 6 Mos. No. Yes
Tally Sheets
Copies of Index I
Challange List
Assisted Voters List
Affidavits of Persons
Assisting Voters
D. Inspector Receipts for Ballots _None - Consult city Attorney
E. Nomination papers and T+4 No Yes
signatures in Lieu of Fee
F. Petitions: 8 Mos. No Yes
Initiative
Referendum
Charter Amendment
Recall
G. Precinct Officer Appointment 6 Mos. No Yes
Forms
H. Roster of Voters Absentee: 5 Yrs. No Yes
Applications 5 Yrs. No' Yes
Identification Envelopes 6 Mos. No Yes
VI. FPPC Records
A. campaign statements
1. Mayor, council Members, 4 Yrs. Yes Yes
City Treasurer, successful
candidates for these offices
and supporting committees
(can be microfilmed after 2 years)
2. Unsuccessful mayor, council 5 Yrs. No Yes
candidates, city Treasurer
and supporting committees
3. Copies of statements filed 4 Yrs. No Yes
with Clerk as filing
officer 'l
4. All other campaign 7 Yrs. No Yes
statements (committees
and candidates)
B. Conflict of Interest
(statements of Economic
Interest)
l. Mayor, council Members, 4 Yrs. No Yes
city Manager, city Attorney...
City Treasurer, planning
commissioners and candidates
for these offices
2. Employees of city 7 Yrs. No Yes
(designated by city's conflict
of Interest Code)
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Resolution No. 2460
C. statements of Termination
1. Recipient committees 4 Yrs. No Yes
2. Candidates 7 Yrs. No Yes
*** 7 years retention prior to 1986 filing period covered, because the
originals were filed with the city.
NOTE: The above time frames apply unless legal action is instituted
involving the materials as evidence. .
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