R 3129
~
RESOLUTION NO.3129
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF ARROYO GRANDE APPROVING
THE ADOPTION OF A RECORDS RETENTION SCHEDULE
FOR THE COMMUNITY DEVELOPMENT DEPARTMENT
WHEREAS, it is necessary for the efficient operation of the
Community Development Department to follow a procedure for the
retention of certain vital City documents and records; and
WHEREAS, the retention of unnecessary City records in the
Community Development Department 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, 34090.5, and 34090.7 of the
Government 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 Community Development
Department.
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 Community
Development Department, and authorizes destruction of certain
unnecessary City documents and records according to procedures
set forth in the Government Code of the State of California.
On motion of Council Member Souza , seconded by
Council Member Fuller , and on the following roll call
vote, to wit:
AYES: Council Members Souza, Fuller, Brandy, Lady and Mayor Dougall
NOES: None .
ABSENT:None
the foregoing Resolution was passed and adopted this 26th day of
March 996.
,
RESOLUTION NO. 3129
PAGE 2
ATTEST:
APPROVED AS TO CONTENT:
~L(!yL ' ttuIJI
ROBERT L. HUNT, CITY MANAGER
APPROVED FORM:
, CITY ATTORNEY
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. 3129, ls a true, full and
correct copy of said Resolution passed and adopted at a regular neeting
of said Council on the 26th day of March, 1996.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed
this 4thJay of April, 1996.
~a.~
CITY
. '.
RESOLUTION NO. 3129
PAGE 3
EXHIBIT "Ad
Ret~ntion Schedule for the Community Development Department. California
Government Code Sections 34090 - 34090.7 govern the retention of the following
records:
[ Destroy (if
mmunity Development Department Files Legal Microfilm no longer
Retention After required)
community Development Department
' I.
A. Agendas Perm. 2 years No
1. commissions, Boards,
Committees
I B. Annexations Perm. 2 years No
I C. Applications
I
I
I
i 1. Architectural Review Perm. 2 years No
!
, 2. Conditional Use Permits Perm. 2 years No
i
i
i 3. Film Permits 2 years N/A Yes
,
i 4. Home Occupation Permits Perm. 2 years No
I
t
I
I
I 5. Lot Splits Perm. 2 years No
I
I 6. Planned sign Programs Perm. 2 years No
7. Pre-Application Review 2 years N/A Yes
8. Rezoning Perm. 2 years No
9. Sign Permits Perm. 2 years No
10. Temporary Use Permits 2 years N/A Yes
.. -".=-"~"~.~-~~
11. Tract Files Perm. 2 years No
a. Tentative Tract Maps .
b. Parcel Maps
12. Variances Perm. 2 years No
13. Viewshed Perm. 2 years No
D. Budget CY N/A Yes
E. Code Enforcement 4 years N/A Yes
<.etention Codes:
:Y = Current Year
?erm . = Permanent
RESOLUTION NO. 3129
PAGE 4
Exhibit ftAft continued
Destroy(if
Community Development - continued Legal Microfilm no longer
Retention After required)
Contract's l
F. contracts/Agreements Life Plus N/A Yes
4 years I
I
G. Correspondence 2 years N/A Yes
H. Development Code Perm. 2 years No
I I. Economic Development 2 years N/A Yes
,
I J. Employee Files 2 years N/A
! Yes
i Environmental Determinations/
I K. Perm. 2 years No
Impact Reports
L. General Plan Elements Perm. N/A No
M. Government Programs 2 years N/A Yes
1. Grants
N. Maps 2 years N/A Yes
o. Minutes/Notes of Meetings Perm. 2 years No
P. Ordinances CY N/A Yes
Q. Plans Perm. 2 years No
1. Master Plans
2. Parking Lots -
3. Specific Plans
I 4. Planned unit Developments
!
I R. Resolutions Perm. N/A No
I
S. Standards Perm. 2 years No
T. Studies 2 years N/A Yes
U. Subdivisions Perm. 2 years No I
V. Tapes (cassette) 2 years N/A Yes
1. Planning Commission II
NOTE: In the event a record category is not identified above,
the appropriate Government Code Sections referred to in
this Resolution shall apply.)
~etention Codes:
',Y = Current Year
'enn. = Permanent