R 3149
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RESOLUTION NO. 3149
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF ARROYO GRANDE APPROVING
THE ADOPTION OF A RECORDS RETENTION
SCHEDULE FOR THE DEPARTMENT OF PARKS AND RECREATION
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WHEREAS, it is necessary for the efficient operation of the City l
Department of Parks and Recreation 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 Parks and Recreation 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 Parks and Recreation
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 Parks and
Recreation.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City
of Arroyo Grande hereby approves the adoption of the attached
Exhibit II A" as the. Retention Schedule for the Department of Parks
and Recreation 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:
AYES: Council Members Lady, Brandy, Souza, and Mayor Cougall
NOES: None
ABSENT: Council Member Fuller
the foregoing Resolution was passed and adopted this ~th day of I
I
June 1 6. /
I
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RESOLUTION NO. 3149
PAGE 2 ..
ATI'EST: 1J~ (l. ~
NANCY A DAVIS, CITY CLERK
APPROVED AS TO CONTENT:
~ktsL. itu;;;~
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. 3149
is a true, full, and correct copy of said Resolution passed and
adopted at a regular meeting of said Council on the 25th day of
June , 1996.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed
this 28th day of June , 1996.
II 'a.~.'
NAN~AVIS, CITY CLERK
( "
RESOLUTION NO. 3149
PAGE 3
EXHIBIT nAn
Retention Schedule for the Department of Parks and Recreation. California
Government Code Sections 34090 through 34090.7 govern the retention of the
following records:
~
Destroy ( 1
,
Parks and Recreation Files Legal Microfilm no longer
Retention After required)
I. Parks and Recreation Department I
!
A. Contracts/Agreements Contract's M/A Yes
life plus i
4 years !
i
i
B. Brochures 2 Years M/A Yes
C. Budget CY M/A Yes
D. Classes 2 Years M/A Yes
I
1. Evaluation of Classes I,
E. Commissions/Committees I
i
1. Parks and Recreation
a. Agendas Perm. 2 Years No
b. Minutes Perm. 2 Years No
c. Monthly Reports 2 Years M/A Yes
2. Senior Advisory .
a. Agendas Perm. 2 Years No
b. Minutes Perm. 2 Years No
c. Correspondence 2 Years M/A Yes
3. Teen Advisory
a. Agendas Perm. 2 Years No
/
b. Minutes Perm. 2 Years No
-
c. Mailing Lists 2 Years M/A Yes I
F. Correspondence 2 Years M/A Yes I
Retention Codes:
CY = CUrrent Year
Perm . = Permanent
RESOLUTION NO.
u
RESOLtJrrON NO. 3149
PAGE 4
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EXHIBIT "A" - continued
Retention Schedule for .the Department of Parks and Recreation. California
Government Code Sections 34090 through 34090.7 govern the retention of the
following records:
II , . It
Legal Microfilm Destroy (if I
lrks and Recreation Files - continued Retention After no longer
required) I
!
i G. Employee Files 2 Years N/A Yes I
! i
j 1. Performance Forms
-.
2. vacation & Sick Printouts
! 3 . Parks Work Schedule
4. Recreation Payroll
5. Salary Survey
H. Festivals 2 Years N/A Yes I
I . Forms 2 Years N/A Yes I
. ,
J. General Files 2 Years N/A Yes !
1. Schedules
I 2. Equipment
! Long Range Planning Report j
3 . ,
I ,
i 4. Child Abuse Regulations ,
I ,
. I
5. Volunteer Banquet
I I
!
, 6. Quimby Act
I
! .
7 . Claims on Treasury !
8. Employee Suggestions ;
i
! 9. Orders and Proposals I
I
I
! Emergency Response I
10. i
Capabilities
11. Mailing Lists ,
12. Lighting and Landscape I
I Districts I
I
13. Restrictive Covenants I
, I
14. Fiscal Advisory Task Force I
Retention Codes':
CY = Current Year
Perm. = Permanent
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RESOLu:I'ION NO. 3149 .
PAGE 5.
EXHIBIT ftAft - continued
Retention Schedule for the Department of Parks and Recreation. California
Government Code Sections 34090 through 34090.7 govern the retention of the
following records:
-
Destroy (i ]I
Parks and Recreation Files - continued Legal Microfilm no longer
Retention After needed)
J. General Files - continued '- .1
.
Bike Paths I
15. I
I
16. Brush Poppers Property I
I
17. Community Building i
I
18. Grants i
!
19. News Releases :
20. Ikeda Tract
Royal Oaks Development ,
21.
22. California Parks and
Recreation Society
K. Holiday Activities 2 Years N/A Yes
L. Insurance CY N/A Yes
M. Legislation 2 Years N/A Yes
N. Licensing/Permits Perm. 2 Years No
1. State Child Care Licensing
2. City Policy
3. License Payments
4. Health Department Food Sale ,
O. Maps Perm. N/A No
P. Medians - Maintenance & Plans Perm. 2 Years No
1. Newport Avenue .,
I
2. Oak Park Boulevard I 1
!
3. Grand Avenue \.)
4. Brisco Road i
!
Retention Codes:
CY = Current Year
Perm. = Permanent
ESOLUTION NO. 3149 ..
.
;AGE 6
EXHIBIT "A" - continued
:tention Schedule for the Department of Parks and Recreation. California
~vernment Code Sections 34090 through 34090.7 govern the retention of the
'"'llowing records:
. .
Destroy (if
,rks and Recreation Files - continued Legal Microfilm no longer
Retention After needed)
I Q. Ordinances/Resolutions 2 Years N/A Yes
!
R. Park Land Acquisition 2 Years N/A Yes
i ,
I
: S. Parks
,
, 1. Schedules 2 Years N/A Yes
I :
;l 2 . Porter Field Lighting 2 Years N/A Yes I
3 . Park Survey 2 Years N/A Yes I
I
4. Construction Documents/Bids Perm. 2 Years No I
I
I
5 . Soto Complex Erosion Control 2 Years . N/A Yes
-
6 . Proposed Park in Rancho 2 Years N/A Yes
I Grande
! Royal Oaks Development 2 Years N/A Yes i
j 7.
8. Greenbelt System 2 Years N/A Yes
,
, N/A i
9. Encinitas Bonitas Elm Street 2 Years Yes !
I Park I
i T. Plans Perm. 2 Years No I
1. Fence Plans
2. Landscape Plans i
;
u. Programs 2 Years N/A Yes !
1. Children in Motion
2. Elm Street Child Care I
.
3. Latchkey Program ,
I
I
4. Flyers I
S. Teen Activities Ii
Ii
Retention Codes:
CY = CUrrent Year
Perm. = Permanent
RESOLUTION NO. 3149
~AGE 7
EXHIBIT nAn - continued
Retention Schedule for the Department of Parks and Recreation. California
Government Code Sections 34090 through 34090.7 govern the retention of the
following records:
p.
Destroy (i i
Parks and Recreation Files - continued Legal Microfilm no longer i
Retention After needed) ,
V. Sports 2 Years N/A Yes
1. Mailing Lists
2. Rules and Guidelines
3. Special Events
4. Results
w. Training 2 Years N/A Yes
1. HIV Bloodborne Pathogen
Seminar
2. District VIII Conference
X. Trees 2 Years N/A Yes
1. Tree Ordinance
2. Urban Forestry
3. Oak Trees
4. Landmark Trees I
Y. Use of School Property 2 Years N/A Yes I
Z. Use Permits 2 Years N/A Yes
1. Forms
2. Use of Equipment & Facilities
(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: l__
CY = CUrrent Year
Perm. = Permanent