HomeMy WebLinkAboutResolution 97-178 07/21/1997
~I
RESOLUTION NO. s7=1~a N.C.S.
of the City of Petaluma, California
1 APPROVING RECORDS RETENTION SCHEDULE
2 AUTHORIZING DESTRUCTION OF OBSOLETE RECORDS AND
3 REPEALING PRIOR RETENTION SCHEDULES FOR THE
4 PETALUMA CITY CLERK DEPARTMENT
5 WHEREAS, City of Petaluma records are subject to the retention regulations of the Government Code;
6 and,
7 WHEREAS, the City Council of the City of Petaluma may authorize retention schedules and
8 destruction of obsolete City records pursuant to the Government Code; and,
9 WHEREAS, the proposed records retention schedule has been extensively reviewed by the City Clerk,
0 the City Attorney, and Records Manager,; and,
1 WHEREAS, records retention schedules constitute an active, continuing program for the maintenance
2 and disposition of records and the City Council approval of a records retention schedule
3 constitutes continuing approval for the Department Head to properly dispose of the
4 obsolete records as indicated on the attached schedule with the concurrent approval of the
5 Records Manager and City Attorney.
6 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, pursuant to
~ applicable Statutes, as follows:
8 1. The Records Retention Schedule for the City Clerk Department is hereby approved; and,
9 2. The ultimate disposition of records pursuant to the attached schedule is hereby approved
o by the City Council upon signed authorization of the Department Head, Records Manager
i and City Attorney without further City Council action; and,
z 3. All prior retention schedules for City of Petaluma City Clerk Department are hereby
3 repealed.
4
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to
Council of the City of. Petaluma at a (Regular) (14k1)EY~$ meeting fO1~
on the ....2.1.S.t---.._..... day of ..............duLy........_...........................~ 19.9.Y.., by the ,
fonowing vote:
City Attorney
AYES: Read, Keller, Stompe, Torliatt, Maguire, Mayor Hilligoss
NOES: None
ABSENT: Vice !t Hamilto - ~ ~
~j/~
ATTEST:
Le:~l.~7~~
City Clerk -Mayor
oouo~a r;~.........-
ca. io.aF s=s no 9.7.-1.78....... rvcs
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What to do when
State Code Type or Name pf File Contents. Keep in Office Keep Totat Yrs. Record 'or Who holds
Non-record Record Copy retention time has
expired
1. ABAG 2 Years 2 Years N-record City Clerk Destroy
- ~ r:i.F r+ma~ s, rrt~' r*s ~v,yy i5 ~i¢kee~ a.*.p A ~Y~ 5s ~ FS, < A m ..t
t rV't Y,~~'r~3x4-" ~¢~k~~$1f~~~~'~S'z~t~A.~..~.~0~ ~ 5 n` _ > ~i
~'~!^`3' '~"p'.L Ve ~,.gtk't#; F^'"~~
2. ~t ~Aba~h~0 rTlent5 ltf4idG,34'3s_^3 P4"~S'uvU~, rv~ ~~'cT eaYS ~ an` ` r "~60 ° ~?[ir y~~~ i4
~ ~'d '
- ~rCl Clerk- ~ '~i~rdfi~~=
3. ~Abatements,except,weeds ^ ~2 Yea~~ "'`she m €ren~~,~E"~k 4 ~y~ a"
.nws - ~+vwaw^-~,~ ~ Wis. Ills °hr~'*,.~i~ w,~•., S,~~GV ~ <"st +,-r<L..ttw ~'st~ aww~CO~ t,•Cl~~ CI~Pk-ir *MiL~rOfllm ;
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. d't.3 C., r+ptvlT.2 v'rw m r;v i s,. ,r::.u........ ..as. - _
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4. Administrative Procedures 2 Years Supercede. N-record Manager Destroy
5. Aerial Photography,Ag~eement 2 Years Audit +2 Years Record City Clerk Destroy
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f~fr.P,l~bIlC~fl ~~#'~'5itv~s';~'~s~P,~"r9 ~5 e T ~ ~ °~~2~'>~' ""4: ~F~~ ~~SS~ v rr ~h ,r~q~ .i5'~'Y m r ,.'s
6. AffidaVlESa (f i ~ ~COI~i7 ~
~.v~L~x~ a^.sfr~.~, y,.r .~b~~..,:~?.~.~~,~,?~~~ 1a3.~a~?7~~ ~ ~ e.,r~~;; ~ r r~P~~rr~,afienf,a?'~'.~.s a., y..„~_ r~ :~r~ify
a~'~erk ~~ile~r~i%fisiiiblect>~,.
- 7'. GC 34090 %AgerSdasrCity Council 1 Year 2 Yea~}rs N-record :City Clerk Destroy
I ~ R ; 4~~w V.~ ~5J ~~ky1rR~~j dy 9 a ~t w -~n~ .ly r~I S'~~ i AI- si ~t~'F~
~~k b ~~5 kW ~ m^ ~ ~
8. Agnctllfufal P¢r~Ser,0e ',i,' ~ ^~z;c~ €~w ra ~~a
5~,', 4±'~s ~.Pel~"'ma`rien S ~ Rrscor L ' icirofilm *
y~? rte. , ~ ~ Gty Clerk ~ ~~vl
9. Alcoholic Bev. License Apps. 6 ma 6 mo N-record - - - - -0estroy
t0: Ambulance :Fees, and Other Info. 7 Years 15 Years Record City Clerk Review
t1 . Animal Gontrol.Agreement 3 Yeas SupeFcede Record City Glerk Destroy
a3 ~L~k'~+5L& ~ ny, ca txslfl,~ yc~n ~-+"`t, rn'~""t{f'az ~nr 'M1 v ~f~33"k~u`'~~+, sv}"a~,++~""~„ay i wu av
12: ~~.,~o~ka~wnsai~,a++~ ~~~y~~s ,~'k'"~uS'~~3~~~r ~.P~ri~~a~eni~~. ±RcdPtl~z~~~,.'tCl>;y~G~e[I~ MicioflTin ~r
13. Appeals ~ 5 Years 5 Years Recorttdtt City Clerk .Destroy
i :s -r r Fs1. ~z; 5. 1'~Y v+~~?~~ L'R~COfe t;lty Clark $ MIG'rofllm +
14. Appraisals ~ , ~`s~n ~r rY ~ ~ rte ~ ~2 ears ,y(f ~ ~I'erFhahent,~x ,~1 r ~ ~ ~ x ~ > ~
.k,.-.-. T y'4~{F ~Y +M }i"s.3s~fi-.:c mac.-f) .W.n,c.::e_~'~c?k' h`. S' ~yt :rft
e.r_H?: .,v r;;s. w.rw F.wv,.a. x.+a.d~~- y.. .aE.. :arv tki~.t..Lah .;J...,-n..h-.n`G sV:...>ns~ ~~td
15. Appropriations Z Years 2 Years N-record Finance Destroy
y C 9 1^F ~(cs x f 14µ v NIi.:J' ~ h'L-... .ka r `.=itL:"~ "'A9wy ~~xs 1 r'f':~~y a:'k5`llis r , i ~ 7 i~ k.1 .Y~" W.. - 4 t i -
}
16. ~Agudbc~fs ~R~ssian;~#r~'ler~ln~ert~~~~~'.~~~~~~ r2,~ljears~~~~~~, P~cinaner~t~"~y~,l,~,~~' `Recor~~~~z~~~' "City C~erk~~ IVlicroflll~l s'~a
17. SH 3111 Assessment Dist. Life Life + 10 Record City Clerk Destroy
er
~1.:8. ~ Audits Anhuali~ i~,r..v ~ i; tsv r 2~Years 1Permanent~-` , record" :CI Clerk Microfilm of Box
a 3 x
.c.i., 2,'r , fan :«x §4 .«-.v w -s~.
T/ 7 / 94 I of 10 pages
What to do when
State Code Type or Name of File Contents Keep in Office Keep Total Yrs: Record or Who holds '
Non-.record Record Copy retention time has ,
expired
19. GC 34090 Bid Bonds- Successful Bids 30 days 30 days Record City Clerk Return to Sender
20. GC 34090 Bid Bonds- Unsuccessful Bids None 0 N-record 0 Return to Sender
21. GC 34090 Bids- Successfullsee contracts) 5 Yrs. + A 5 Yrs. + Audit Record City Clerk Destroy
22. GC 34090 Bids- Unsuccessful 2 Years 2 Years Record City Clerk Destroy
a`.., , a ~iww
St i~. ;~''J~a+~sw"-t~,~~''+'.~~^* x~ ~e~~`'''~'~y
r~pc~~~5. ;4^~r ~ a9 _
23. GC 34090 B a'~~dST~gFr e+=t4'kz,03 r+4a~~~'I '4~y'i.SYT~a~[tY~' ~ 2 ,g Y'~ity~~ y, a y~'^~Jd ,>')'2~~ 5;!x 'M1k itTaae ~4 k ~sv
~;,,f.~~,' Corii~iussidrSs Commlt"t~es-,., „5 Years wN-~r~ Pe~tTjS`ent~~n~r~~~ ~R~ec°rd~.~ t-e,~,~~, + ~4xz=.+:~ M i~a~# ~,h,:
l ~yl~ ~~~xXRevle+~i~,w ~~~'~'~3r
. ~ _ w,,
2'4. Bond Elections- depends on subject S'Years Depends Record City Clerk Depends omsub~ect
25., Bond Issues Life Life ~ Record City Clerk Boz/Review
26. Budget- Annual 2 Years 5 Years N-record Finance Destroy
27: Budget- Preliminary Active 2 Years N-record City Clerk Destroy
28. GC 50022.6 Building Codes 2 Years plus.2' prior sets Record Building Destroy
29. California, State Div. of Hwys 2 Years 5 Years N-record Engineer Review
30.GC81009 ;C~mpal~l5`sStatementsx(elected~•~r 2~rs ~ Permaiteht~~"~~,+zet~gafient ~~'FRe~'dtd, -~~~~Git~j~0l~k~~~~'Mlcrofilm'~'~;,,
.vu eh .a un AMW:.~.Mrve~a `w.vR 0~'St~giN4kds~n c.: ruv+k.crs 'i~ .r "im'~,aJj aaM~ if`5~ _ `r +
: e ,
='t?:: .v. e.. u _.,n ar,.-a . .ex, 'sr. , . ~.'-+r_.. x Nd ?r +Mu .~ri-ti z~ .u~. ar., .-a: ,a 2.. k ~a»:
. , e:..F,.. ..w., ~
31 . GC 81009 Campaign Statements (not elected) 5 Years 5 Years ..Record City~Cjlerk Destroy
32. Cap~al~(mQro~ert ~i'~IbfiS~~'-~, ~M ~ Yin ~h~ ~rmanent~ m ~tkvea,~ Y ' ~ ~ ~ , ~
sx:ua ua~-~Fdw.~'A -ehra'.~Sa V
a#..,' ~ ~ , - v~~~ a~~
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~.~m~a.~,,.a'~a..
}tit r ~ ~~~M~°~ ref
°"n'1~s'~b a va ~ , -
33. Ica ILaI„(~ r.0 "~Si~i=e~ n,.~S73 a.c
-Sa` ~M~d~?. ~2 ~ k x ~ ~„n ~'s~ ~z + ~ ~ z v1~~ + ,y
~ ~ iih"t3 ~ <<."Ife ~~~i 1~- Pd~~ `GI~y~G~er~ zN~id'Fofi~r~~ ~r+;::~;
34. C~;`YaV' Fr~anp~ilsd . _ ~ aLifea~~~~~~~,~~~ ~~Llftie~~~,,;~µ
r-~ -as+ ~.Recprd~~ s Crty Glerk ~ ox,n r
`1_r -•5~..
~"vL ,..s... rk'~.a'MS+k>£a~~ u+8xi~..rt:..~;f"~'~ss ,,.>`.v+~ n~m'~t,. ~`7c,-=Y~~Si.:.='.~. d.~ aat.
..tt s s t , .
35. Celebrations, Parades (street closures) 2 Years 2 Years N°record' Police Destroy
,c'2~ . u.~id= +z r7~A'~ t Y2'Y~`'`7 uY d ~Y'~a ~ fy~ 1 "~vSt ' ;'d K`- 9~r ty+~, r~d~ 'kfiT':r 3a raYFrar a x
~ ~ ~ ~ r s (R C3~~i ~ xrc. 4~ E~~aa'.. ,in~ Asti a~s"~. ~ t ~3 "w"c,. A.s.~sq , ~ 1 ~ a r t^'t -f 'fi-zi
z n , ~ m~~, + x ~
36. GensL~.,.(ann[Sa~i~from=Sate-Dep.~Flriance~~~ -Per~anenf- Permanent •Wf-.~`v N-repord ~Y.;r: Plannm~`~ ~ Microfilm
~ 5 u-.414! v 1Y
7/7J97 2 of lOpages
What to do when
State Code Type or Name of File Contents. Keep in Office Keep Total Yrs. Record or Who holds
Non-record Record Copy retention time has
~ expired
U°il.J~ ~ ~ z , v~ky~y.„ E~,~ ~a j .d x~ Y 4t r~`O r
~~~j,~~ y ~1 `"~~.il?,'~i}~ + l•AY4r i ~ {k1~Cl~iv h j~+f' 7" xr'S- .
:~37Y:~' ~.~t~~Ya~ Y A12~ ~4 "f~=Y~~i~r ~Il ~ ~~~4i ~.4.u~ ~ e li .w 4~- .5+4~ R~ G MFey c
~Cha e'~ of'GI y 'Permah~h Perhtanent ~i~ ~~tecor~'~~"~ rt~Csity`~OI rk, ~ `Micfbfilm~` ~>z
»4x M A'1'. 7 a.z.^.x, rc+..R..~ {3w„wccvi do n,'^rt3*~+'~{¢T~Sr:~:_
38. City Council Goals 2 Years 10 Years N-record Manager Review
tee} ~ ~.~;~r
{
~ ~ t~~4'i'S~'e4 s9 fl.',?r'`y'iY.:.z-'v~ ~e: x. &t~d~~'~""~`-vxK,
x
~3~~{~#-ed-ih~{.°-~ 'City CodnciF ~rr~berrfllest~~'~~"~~~~+,~~, >~Term -r 4-Years Perrr3anentr„~~'~~"~ `~R~corii~' ~ ,'i,y yg» 'Rd '~`(y~'~ r,{`6'
k.., -Sm RerxuVhfaltc.,,.p* ~ r et x ~`a t:it Glerk v~3 ~ICW/IV~ICrdillm tv
i ia.m~ ~ a .~.w. w .ta.e .
40. City Council Meeting Audio Tapes 2 years 2 years N-record City Clerk Recycle
41 . City Transit 2 Years 10 Years N-record Transit Review
42, GCP 337.15 Contracts.- construction Completion C ± 1 O Years Record City Clerk D
43. CCP 337 Contracts anjd{~Agreements Vi Completio~yn C + 4 Years Record City Cie evievv/Film/Destroy
~ ~ §~ry t~t~+~~~~~~ugy ~~n7'~~'~SY-R*'a~i~,f'rry~'~4'1F~r,~.„~I1~~'~*'rt'~i3 ,,,r""v'IX ~~`'~nv'"v:`-'a^~ il'?~~; rh ey
yEr'~j~1Gr~i '~~L'' aS~! r ,Y -
Cd-d Lib~a~ A reement 2 Years ` Flerinanent - N E~e~o d~ ~ ~a~ ~,CI ~,~Cl~ek,} +M~pbf~m~± _~~~,s,a .pt
45. Corres ondence- General 2 Years 2 Years Rcrd+Non Gty Clerk Revi
p ew/Destroy
Record
46. Corps of Engineers TO Years 25 Years Rcrd+Non- Engineer Review/Destroy
.Record
47. County Transit 5 Years 5 Years N-record Transit Review
48. Cultural Arts 2 Years 2 Years N-record Recreation Review- .
49. Data Processing 2 Years 2 Years N-record D. P. Review
t
r. WT~5~~9S .~vi "2!- tilti~y vey3k ~~'f3d~"'~'~~,~44~i h ni a"E}' x~]t.~r r
.i 'n9z I T~'~;1'alU dB'`n`3i°?'t;'.~"'~-%nr,~,~F',~~Y's~~~.=t~,,, PfYYT.a nuef~ta ~?'~„~a3`'P~Ym`~.f1~en'~7*T'hs,~"~ i i~ r'~sd4'L X~'~ -''~15~iY ~~~.ir r 'r n
50:x`: - D'eer]s fi*` , , ~ _m, Re~bi•d , . ,-Clt~ Clerk Mic'r`ofilm ~ I '
r I 4 ti yl ~ ;x a v ~ , rd1 t tµ: t E ~b fi 3 a "ejtir +e.'~S't, it ~ ln"za r~ F':N rtn` IY rt`ye. Y ~m ',;tt xx
i ~ .max. x ~ ~ 2~. i. K r
4. ,I.,- !?tla.. C_,..~ i ~ ,44.wv.C ~~f ~1 i J3' s;5. - r ~'~k2i'j~hf+ .'r'te v rz v:~tv r-i"tdw'.
51." Demofitiof~"s` ,-.:c,. ~ ~ ~ r.dFt ~ i e a
. ~ ~ • 2-Years Perinanorif Record ' Gty Clr?rk IJli~rofilin ` ~r,~,r°
52. Departments- all City 2 Years 2 Years N-record City Clerk Review
7/ 7/ 9 7 3 of l0,pages
What to do wheri
State Code Type or Name of File Contents Keep in Office Keep Total Yrs. Record or Who' holds
Non-record Record Copy retention time has
expired
53. Dvvtn. Merchants Assoc. (PCDCI 5 Years 5 Years N-record City Clerk Review
54. Dwtn. Parking, Improvements .Life of'Bldg Life of Bldg Record City Clerk Review/Microfilm
55. ,D(r3tnlYReFJebelopme Pro9~am ~v`~ hr Permener~it '~t,P~erm~r~d`ri~'~~~,~ uRec2hdT'~k"" Ci ~Cle'rk ~x y ~
~•.va~#~*~4~Mhsk:'at+..hw~h t-~~v~ em.,rw.9 h~,~~Yy`AT, rw,S^. ~r rtin: ema~x ,rsm a.,,., 'i5 5 ~..7 sn.A .msr'Sx ~,w~ x:su5nx R7~~Ie~,~1//MICMYD,fllf7l
zy~=
56. Drugs 5 Year"s 5 Years N-record Police Destroy
57. yE85elTteflfSr+' ~ ra r~~zfi~ r~~Yi kj~"~i ~ ti3
~~r. pe
maheH,~ti~~ aPerm`ane7it ~ ~
"mss' ~Record;~~~3~, ; City9CleYk ~ Miecofdm -
.^s...+w..rv+a~.. n?kC,vr..... _ml,~x .a-.,. r 1.5.nn .~~rna.u,..~-ae>x~b4'R Ear a_::. _:4i a~neeaxs ,aaa~::>txn ..,n.x_c,. r.~it-
-~'-'i v T "r ~ -s \ x 'S 1 r x to " a P Ga ~S~ K W ~ ,2M a n ! 'asrfiFz , i _.W s H
a r=.~ z~kY4£? g,~„r&ra ~'s ~ R s4Y r rt . ~ YK{ F ,s[ ~ k r dram` ~ c 7° 53 e r<-0` ~".mn4 +
58., Eas~~Wa~§hii ton+Restifti~ir,~,>,;,_~'~';'.-...','.'.>rfPC~~~xsr,~xhrrY~ .,sp ~ f~"~~<~,.,t^,Re
&"~N~'°~`~Ettgine~rt~~+i Mic~ofilrtitf~ ~~;,.r~t.
59..EC 1.71'00. _Election Nomination Papers Term Term + 4-Years Record City Clerk Destroy
60. EC'1'.72O0 Election Petitions -after election 8 mos. 8 mos from EI. N-record City Clerk Destroy
61 . EC 20442 .Elect. Campaign Practices after election 30 days E + 30 days N-record City Clerk Destroy
62. 'Emergency- GiviLDefense Supersede Supersede N-record Fire Destroy
r' .i
;fli'+' Fkr Z v n,~i°S'46~SL5Y~'°~jyy.5"`~e t {Fr „r~~. °t'i~ ,t ~ .if; 4 M n 'r.s' w > > is x~s^ -r
'63. 3 En~rj~or`~Fnenta~°DigT~~~an~t~r.~. ~~*~~~-:'~~rr:Permane~t;~,~i~~~~P,erm,nent~$?a~~'~'~{?aRe~~~F~''~.,~w,~„ ~sCr>cy~Csl~,r,~C~~~INircrdfilm~" '.~u,
64. Environmental Impact Report 2'Years 5 Years N=record Planning .Review
65. F.P.P.C.: F-721 Copies 2 Years 4 Years N-record F.P.P.C. Destroy
66. F:P:P.C.: F-730 Originals 2 Years 7 Years Record -City Clerk ,Destroy
.~5ani ',fix„, h~a~ '''^p'k~r~CU~sSUU~f~;e=' 3'''.. 1 y~~;.l~ ~''~`toe<+irt ~ ~~:,:F a~~'t"'~ tr.'~~x'~ S°~'.r'rlrr• ^r:
67, ~~,,{,,.PweP.:~,F~`~OO s'~~^, ~L~cfer~~ `"~'t ~ n~k,_,~~Ye rs~,~`w~,~~;.5 . em~ht~-` ~Recor~F~' t i ~G e[ ~`Nl i~~bf~llin • r~~::
o-~s .4vr-.n i zA r.. x~r '..u~
68. F.P.P.C.: F-4OO's "not-elected" 2 Years 5 Years Record City Clerk Destroy
r V~ ~.}y"'Ti~°~*~i-;~-.c'Y' r avK F T' ~ E '~'.5'x+'-'fi'x ~ °
sSw~L s ~ ~ fi,u .T i~
69: FairgroUhds`-u ~~~~"'~as~~ e,~x~.~~'„~~*i~,'"'-~~'rP~~r`man~i~ ~~e~Ym ie~r ~+~~wK~ ~rr~e~ord~~„#r`, ~~it;C~e~l~;`l~ ~Nlictofiirrir
70. Federal Aid -each grant different Check---> Eacfi Grant. City Clerk Depends
7>j7/97 4 of 10 pages
State Code Type or Name of File Contents Keep in Office Keep Totat Yrs. Record or Who holds What to do when
Non-record Record Copy retention time has
expired
i~..~.u~l~~r "~,L~~`~,~ ~x~t'~'aa,'~a,,t.&'d 5~~ C -"~;"r 'p'+dg 3
71, A.IF~Ffera~, A~~lao~f~rnml~~'rafl$ ,~t ~d310 ~y~'~~~Re~v~~. §iA~ra ~"~~~;~e~-ad~-~u
~'~MCI~ y e~k~` u, s„a~•
~ SCI" Mlc~oflll~ w~
iir ~ ~a ~ w'~ g q. ix~~a Y Im,„. 4 ~.f
72. ~'~7~~Fed~ra~~m~rg~n>Y'~'~ 9 ~3 ~tt~s'~' ~~~~ar~i ~~~~>~~d°~~~'y'.E~'~^~[~C'f~~~" ~x7N~*:'~?..
~ ~ yxlV~an~a erne.t.A er~c ve em nt...k, - _ art' erlf 8r ~Hlstoncal microfilm
~,,;.~v.
FEMA
i
~,`~~"~'~ar i~t~uf~~~~~~€~~^ ~~`~~'~'~,a'~ "~v?~~ ~ else destroy
73. r`. ~ ~~~Flnanclal Rep s-'A~ini3ral~~~ ~~~}^r'~S~F:, z s~~1''~ ~ x;*u ~~F~}xrCanent " 'e,ec~7Fd °~.1<~CI `"~~eP~Z~~ '~a~z~~:. ~,,s`
~ ~ ""~~~+~~`.rsza2a.,drt!M.d~ax..^ Arc;+4 ~'1F+~`cia,:~:
M.~~ ntlb~Ki,x¢i)~~.,
74. Financial Reports-,Monthly (old file) 0 review in 25 yrs .Record City Clerk Box
75. Flood Flood Insurance 5 Years 5 Years N record Planning Review
~ fi x.~„~, m L~~d,,fp., ~Zd t Ka Y. t Ce t'd'` 8% im` s A,s,y'. "[.d:~ v~ ~kF »5 n
m ~ ~ ~ ~ fl~i:. ~''~5^~""r' YS'7t '?S,~ e ~ ~ P'kA ,may -
76.. ~ "(~`..~1` ~~T rah Fl~eS.u a~?xzs .3 t'sr u ~na ~ ~~~'c ~$l3`~r 73' ~'tjn~';„~f~_b.~ 1~~~I~ti~i`S~N~`~'~1"-
~ ' a• r3~A' e m ae~Sri~SA-~T'~sv`~"''+N. 45Ye~aCu~,~ ~S ~ ReCOrd~.~ €..CI~~f Clerk Destro
a wa*4 tslYBSe~~ y
~~~2
it~~~~ ~~3`~'i~'~ s3,z...'iv:~'~'~4.J~1~ ~s.'~'"".'~»~~~71-d°'1T'a~i3~~"~ i~"~".3`~..
,~i~''~~" ' ~ s ~~"a~i~',~ nti y
7-7, rrW a , eneral Plan Life . mr,i5'r~` Y`~~ ~yt'f~~ t-`~n~. ~
Life
cord ~ It rCle~. .#ox
N+ F
78. t~'~, ~`~r~~>~G~o r~A~arra¢ec" I,~~ ~ ~ 1,0 Years ~ "4`~-, ~ v
~ ,~~~t.;,~.__. ~ .,~~a<3>5~.: ~abro~k~'x
~'"'ar'~~' i~'x~,i ~k«J ~I'mane e~ ~ Clt Cerk ~g
~ d, sw«
e~ae.:»a.:4 ~M. ;~vmei..,
~-;mn~."~~ t i ~ery~'r~ > m8~ ~.+BD3Z'u'
~,;ui~'~vn ~~y,
^fi"§$2.r•U~$ w
a.~.kuo^^••,%C~.ra3+.u- i, -'"§i a.
y!s~~a~ ia,^°.-,
r" 1
79. Grants -construction Completion C + 10 Years Record 'City Clerk Destroy
80. Grants --.other See Grant See Grant Record. City Clerk. Destroy
81. Hazardous Materials S Ills & Cleanu ~ ars N Record Flre
P p Completion 5 Ye Destroy
~g "S"`''~ r~.'ruP~9is~~n '~'~4' 3r }A~~y`~~~$~t~ , ermane ~ PCIf... s° :z 't5 '2'+"r('k~,"inn^,~"~, ~ '^~Ikia ~ yPAd"m~'~{ st°u>'`? 7 'S +r
82, Hll~d"rest Hospital -
a ane t . 't..~, ,~Histor~,~, ~Cw$yle~~t ~BoxrE,»f~'~~%`~~` x~,~•
83. ~HIStOfIC~Pfe erva~lon'ffles~ as'~ry ~Ci . r3Tr ,~P. Vim.-. ~ n. vvr~t 3~'~~$x~-~ M { rT, Sr7~~~^xl«°- ~'iv~a , . i;4a~y ~~wk „w
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84. Housing,Authority and HUD 2 Years Permahent N-Record Housing Review
'85. Housing~~-e..Low~Ixncome 5 Years 5 Years N-Record Housing Review
~L M~~~Y'ji,?"'i~~f f,,{{ 4i -s #f 4~h.P ~,4'jla- a .,.~x *2 :F G h'F'
i86. 'HOU~II:i ~~~Otl_~109~,&-
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87. CCP 337 Joint Powers Agreements Expiration E + 4 Years Record City Clerk Destroy
~ ~ 97 5 of 10 pages
What to do when
.State Code Type or Name of File Contents Keep in Office Keep Total Yrs. Record or Who holds
Non-record Record Copy retention time has
expired
88. Labor- Minimum Wage current supercede Record City Clerk Destroy
89. Landscape Maintenance Agreement 1 Year 7 Years Record City Clerk Destroy
90. League of California Cities 2 Years 2 Years N-record Non Dept Destroy
~~t'~ha~f K.~ ~ .M ~ ( !4 ~ y_ 2x 4 .~`i{ j `fit -a} ~ is~~~tiy '"RT y .r9 A~`F k '~;.y~
91. °~~LSaS"if~I~y'"~~~~YZ~~S~~'l:~~t~`2u ~ ' CfRI~ 2P3La. ,~~m~,~e4~~";ser"~.3~~if~ ~~~~~~~~~~'~I,I~V~~Kd~ r~~ICYOti~l~rfl~bi~t~i ILp~.
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92, §Leases to Clt~ ~r 'F~~`~ "~~~`c~;~ ~~~~:rt, ,~I~'e`rrinaner~f P Frnan~nt~'~~~~ ork7 "~~`rt L~ ~iR? t ~ ~,"~N
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~w,~~ ~ m.h ~ , , , aW r~ ~ , x,
93. _ Legislative (State/Federal) 2 Years 2, Years N-record. Non-Dept. Destroy
5
'ate r M ~r ~ . ` 'l~~ ~~f~~a~~'n~ c .Hi Io~"~z ~~,4+f~ or a ~~f iCl ~i +B~'>~"
95. . a~~L1~A:r1~ fm ~ ! P r a n , a ~ r ~ 1 ofllm `
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96. a s I?I~1e11-ands (»r~l t " "t,~ w v ,v. ~ x x i. ~ ~~P rr' rte..
1m. , escamrrte,vc+s!-.._ ~ar „s«1v.~"~a"wFa`~" '~ae"~ PBrmaffBfi~ 2.-_...~~R~~~I~QC.YII~ x~t~'~,rCl~'~1.3~~eF ~1~'r~~/il~fO~11~T1'~
97. IVIaPlrja 4'~r~"w p'a3 A1r#Fy~.,fs,~~"-0~~"'~^~~'~ "•'`LL+s~ ~'~e ls~~r~~~F""~4' r tea.. V:l~d `k ~ ~n ~ >z~s , .fi~bp~> v
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98. Management .2 Years. 'Review N-record Manager Destroy
e ti~"+"M' ~^~,?'`~'1'+pyr'°"~f'~a4 i x~, RN r ~ R,' 3 wr A r xa a
99. ~as~ers~OYdlrfaK~'b~'r~?~`~. ,.fit ,~.~3~s~a~`~~Pa`~e'n"~¢ s ~~co~ ~t~b" a~(~'1{y~~Z~'1~flf ~MicF~o~llm'x~~a,~ .
~.vtnL: r: ~s~~. d,wka~.~:k1~~~4~`~ru.~„. +"~Sa~ez..wso,'w.~.m ~AEl.[
1.00. Mayor Packets 2 Years 2 Years N-record Mayor Destroy
101.. Metropolitan Transportation Commission 4 Years 4 Years N-record Transit Destroy
102. Microfilm Iriformation 5 Years Review Record City Clerk Review
x~
'103. µ~~ri'""tfes u`G~Unbllr~ P.CD~~~~~~v~~ ~~Per:~~[~,`'~ rPc?'~m~anent".'~r:~ t~~ecord„~~:- ~~1{~~Gf~r,~itf~ yM17lie~ofilm~~,`'.`x;~~„"
T;O4. Mosquito Abatement 10 Years 10 Years Record City Clerk Review
'1`05. Oaths of Office Councilmembers Term+ Years 4 Record City Clerk Destroy
'7[7/97 6 of 10 pages
What to do when
State Code Type or Name of File Contents Keep in Office Keep Total Yrs. Record or Who holds
Non-record Record Copy retention time has
expired
L06. OId Adobe Union School Dist. 5 Years Review .Record City Clerk Destroy
Ta u~°c-"Q~ ~r ;~A~k~'~„.-`~,' S 2 ~ *~i R'~ has' .~`"+~~~'+FP ~ x- r ~ `i
4my 'i~~,~ a m
107. Pim nk.( ity, riteylF~~-• r.:,~R~"YtY e' :,~~~sn~n~n~~,_~:~~s,~tR~rr~~ i~~~tkE`Box
i .uSn~.~„~a.,x. , a v _ s:rn$va~ n
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+Fm ikfi~ ~r~nE ix.~~ ~{~~BC~rd"~'~.f~^'-~Al ~22~'~'~~f'~W ~~~s ~'6~1~E~~xV~~~q
108. °,~Or$1`iina~~~C~y~_, ~s. r"'r',~;~~~;3 ~~5'ear „r~,~s.~ rim f, . .r~.~~. b ,`.t> ~ ' GGletk ~~icrofi~m
109, Organizations, Clubs 5 Years Review N-record City' Clerk Destroy
µ
~ va41~ K'~'i'~s°grw 3 "r4 2.4+T tirr ro
1 1.0. 1r z„ Otits~d~~9e~?er~`Wate~hConh' c~ ions k ~ ~
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1 1 1 . Paratransit (except agmtsl 2 Years 3 Years N-record Transit. Destroy
112. Parking 5 Years 10 Years Record City'.Glerk Review
N x ' t ay d v ed .s~ ra ~ ~ rv "b'3*k'u l# €,P,€. ~ ' k~~
7 13'. ~5D`aF s ~'~ot5`
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.mil„~,-,a„ra~n.'t .ea..,,. ~1~~ase~rs?~'~d, ~ L, a ~~~~`C!u~Cl~rk e 'r Box
1.1:4. .Payback Agreements 5 Years. 1'5 Years Record City Clerk Destroy
, to rx 'SaT,~-'r~~ s2y ~S'~#. $5~+~Fdfi'lc'n''n ~ ~i°~'ux~F'-~irnlhi v-K'~~n t,c - x
115. ~,,PCAC,,,Re~olUf~flnsi,IGSiriu'~es~~^; ;~~~f~+ ~P~er`m~ne~;e::~~~ sf?~r~nafi~n~'~~c~,~S~ReEofd ~ ~,,,g'Git~y ~~erk' MicFofilM
. }„~-'S.i.K,„ ~ .5..::. rxs!Y_..F.HSti Gt ..nL^-vu^. '~;t. #.h z 1m~'. & Y?n,.c +.c4v .l . ;r^. "k~~+t.:+:
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116. Peoples Service Center (except agmtsl 5 Yefars 5' Years N-record Housing Destroy
FS 'x-Hd y .fj ~T`i'#`~~rc'~+.'~.+tt~~y~~~`s~'T^^'4~`~~ ~N~`j
_!^~~p ~'~4i~'k}iit f ~dy~.rv €e3r~xas
1 17. zi~a'r ~P2tal,~[Ima Nlor~i~iaa~. C~~e `,1 .P.eimane'r~it~r,~ ~P~~i'~rii~~nen,.'~~~,H ,~R~,~o~rd,~~ ~C~~yCl~c~k Maintain Update
1,18.EC 14700 Petitions, see "Election"+ 8 months 8 mos 8 mos. Record City Clerk Destroy
. A,~~ "i~ r ~ +k ~ -rz~ cn ^S-' yy ~-~~i` F' w yd~ 2nr~'rv~ o- ~'a~'~~ s
"tt`~`~~~f~~ ~ ~?y', e,~ Y: ; i~ n~Yk~~3. ~i...v., m a I k~ n xt ti',. u. -~°S: sue'
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11'9. ~~'C`v;&~~ihde`~te~mina~e,:tiranohise"?;~ ~ u`~ ^~PermpSanent ~erman~ nc;i}y~~II;F~c~~j ~ ~h~`~,x "`T
~.~..u _ rr €cbr~,z. ~ ~ 80 f yaF~ ~ t
z ~e. m' e'~5Z~1+~ as 3- m ~eurp45 ~ +e dL`i f f ~ ~ e w , at 4 -
120. ,r ~ Plan Lir~eGSfidet 5~ r~ ~~~~'~";f~ ~ f ~ ~ ~ ~ ~r~F,F if~,Cle~k`~'B`~~f;~~~~`,.~~r~..
~:~..,~~.:.~-,rx~r.,r(..F~, ij ~ ~ 10 Yes
s*~"~^s~ PeFiriah'en{~.~ ~eCo~r , u ~
Y21 . Police and Fire Protection ~~~~99 Yy~ 10 Years Revview Record C.i~ty Clerk Review
x a ~ c~~~~ ~~.~'G?~~a,~~l ~~~nA~y~~`#t^~i~1{'. >'~~^~~,3k,~fi,Y'A~-~d~y
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122. ~~~p r'E~dlic~~s
l~.k~~..~~~`~~"~~"~ `~s,"~,,x~ts-.~'-~` Pe
manen~ ~ Permanents Riicof~~~t 4Cil~yL~2 ~C
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Y23. ~zSAi~g~(se~yalso~~hrle~cafion(*'~~~'"'~ <5;,Y~afs )Y~~i~~, Perafi~r~t~'3-'y~"~ ~s 5 ~`9?~ 'y~~{ , j~;~~,.j .y3 r v
vii, rks.. f a _Ar' .u'b.rxa ~.~..in~ ~~k~u~w....,~. a~~ ~ - - - 4' ~BC~r~u J:Ss.,?h~rc. (~'~t'~f~,.~N~~^-~mtds ~IVlµ~xr~O TI~m er'. 31~.r~a.<
7/ 7/ 9 7 7 of- 10 pages
State Code T e or Name of File Contents Kee What to do when
YP pin Office Keep Total Yrs. Record or Who holds
-Non-record Record Copy retention time has
expired
n° .~<x ~ ~.c ~i-"T 7e t"~n ~)~'~s aim +X ~~'~'~;Tk '~3a i~''~= E1 .r '-yi+r^.,
124. ~P~ro~?ams~bf~Seru~c~ jar, Ual~rep F~sj,~~'~° ~Yggrs , s~ ~ )~rrYaFign2~ ~-Ref~ord~~~` • y`~ Cif~,Cle'~I~~2' ~ `Box ~~s~
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m1tW'4a~. ~v4'».sle5"Ltiy~
125. r, Proof ofr Publ cation ofaOi dir"l~hc ~Ii w.+~n*2 af•s ` ermane~i t~ k-. ~ r }
~ ctr yea. vw",.e£4.: w~x ruwSt3rx ..n, raves r .-"~t~~YY!.},~'~a;4.~.~ik~~t~~'tj ,~a` ahaa~ us,~a'~.~'~~[~R~CUr~,~.-. ~Git~3~e~1~'s ~l~X i~~^"il~'74.~Y17Y~'
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126: Proclamations 1 Year 2 Years N-record Manager Destroy
-0 p.L 5,.uf.G/'l'+~~,~ s~ia %kta e~` &`~~ri' "~"~iv~N~ ~`S! F~:<°.~i~J ~ a Y~?"L k4Cpey tp ~'z,'a ~i 3-
127. o-~~ PUb"~c ~rr~pr~b~i`i~ement~~~`~9...e.~me~u~.~~
~ a5';Year:~,~"'."'~~1a5,~~,Y~~rs,~~~~~,~,~!~~-~ jF~eco~~ 5 ~ ~If~~i~rl~~ `Review.
128. Public Safety T5 Years Review Record City Clerk .Review
129.. Purchasing jexcept longer life items keep 5 Years 10 Years Record City Clerk Destroy
until replaced)
}30. Regulatory Street Signs 5 Years 7 Years N-record Traffic Destroy
i''S x~ 1~.+,5a"z,*r~~,~.--'~~;} r.~ i^~nE,~ ~:sA~"1~ to a S y roc r ~ a'H3 ~.~h~~S~s:~ud`~{, a~="-~.P~ i5 t f~i j e~.~sq , ~
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131 '~'~y}~s~t~ Regof~?A~rhtlallDe~po,a~`tmb~;~~r~'^~,~ ~~S~Yea~,F~"~~~.~,Permandnf~~;~_Iz;'~~R
~~o~r'~ ~~.~w'"~~r~~'~ty.'~e~r`~C'''c ',Bo~~~r~~'
132. Residential Dgvel. Control Sys. see--> Growth-> Mgmt.
Ftb3 ax^u+tr,~ "tlk k c ~ S 'S q 7~F ~ r t ~
133.GC 34090 f~"esbliltho~n~'~4::~;~ ~u ~;~3c~.~1 ~`'e~r r.~?: ,~~`P r~'na ~ntk~r,o~d$~~axG~xGtl~~~ir`~~lli iofilr~t3<s~.~a.
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134. Rezoriing -except ordinances 8 Years 8 Years N-record Planning Destroy
135. ~ School Board INot election) 10 Years 10 Years Record City Clerk Review
1.36.. Schools- files 10 Years 10 Yemayr~s Record p~City Clerk, Review
-1Il,
r 4*n"f y y `J} ~ ~u"~~3 K3,'}~' 4 )ii.w"~. ~ ~,y x `y~' Y ?E',`y"i. a2°e.~ ~aG r E *A ri ~~F. '
`''t ,,yy M1 `~i~ ~i. ~N ~rt r~~ 1s er" nen ~ bco ~ ~ Ci G(~r ~ Bz~~
1.37. ~ 2'tJ,.P~~C R. _w~ '~Y+"_ ' fia
c~l~ ~1?ef a nt =~F bra ~~'r ~,1~` f n ~ 7 iY~" 5~ +.~43~
138. Sonoma County Water Agency 15 Years 25 Years .Record City Clerk Review
139. Statements of Econ. Interests See--> FPPC.
i4O. Street Closures (parades and such) 5 Years 5 Years N-record. Police Destroy
7 f 7/ 9 7 8 of 10 pages
What to do when
State Code Type or Name of File Contents Keep in Office Keep Total Yrs. Record or Who holds
Non-record Record Copy retention time has
expired
141. Street Lights 5 Years 10 Years N-record Engineer Review
142. Streets,Curbs,Gutters,Sidewalk 7 Years Depends Record City Clerk Review
r
143. Street Name,~Chan es?, ~ rte ~ ~ aT I '2'~YeaP's ~z. P~~ir~ehent=~ ~ >
~ +ea<w, x~ 9.~..~r„,~r~~~:~;x t~.a..~`xM~~.~ ~_h., ,i~'~c"4~E .~-~»r.,-~n~`~' ~.r~~~ ~~R~r`isv;~'tcCity>Cler-kx Mlcrofilm~rr
bi ka Lv-5 s:E~ w, Yee.: cdrdW i -~riA~.
..a.. r 4,... w. n..a ..rs. e ..14. .-T_tmn t., .I f(°y';
144. Studies 2 Years 15 Years. N-record Dept. Review
145. Subdivision. Agreement 2 Years Permanent Record City Clerk Destroy
1'.46. Subdivisions 2 Years Permanent Record City Clerk Review
r m ~r'~`~i %e~.r~,'.~ ~G';~ ~ 'fin " +^S.S~ei7~~ ' ~1' SG •~a ~ N ~B ri"s~ ~ "l' !
1.47'. ~ 33h~~1a~Pfopert~,~5ai~s~,car~~`~~`~"~€~t~~~ yea~~A~ tr eim2r~~~r~±is~r ~R~coC~~ 4 , . ~
r'°.r~ ~,Y.-,,,.~ .`>Rn~'"~~~C~'rCI~rIF~~,x f~icrro,film '~.a:.
.
148: Swim Center 25 Years Review Record City Clerk Review
149. Traffic Signals ' 10 Years 20 Years N,"record Engineer Review
1,50. Underground Utility District 10-Years 20 Years Record City Clerk Destroy
151. as US,*CrlSast'Uua~~d P~~mt'sr~'~a =*""~sp~pmailenf~ ,e3 Perrnanent~ ~u "a `
a.... ,_-kv .r a~•v ~x, a~r.wa ~a~ ~~7-~STa- 5F '4s'~.~•3~ ter .~,`.c a~xw5ty~W r4+~w. xes w.swF"3~u
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152. Water Pollu~yti~on Control -Sewer Plant ~u 10 Years 25 Years Record City Clerk Review
~ f s'Lm di ~ _u s' F~'F ~"`-ssa; w,, ~Y ~ 'Nrau{ 1'i~1 Irt as° 1~s,5r`K?aCSY o °rrsr >
153. ~ -~I~gte+~v~afe~Reclarh~ti_t;~i~._.~i"c~u,~~,~,, ~{Ox,~~'earsx,~~z~'~Petm~n,~n~~r~~~~`"~']~Redorda~~•~Clty~Glk "4 MicFbfitm,~~s~,~~~y?
~,~.U~ _ emu. x~ ~ ..sFw:.
s, _ -
154. Weed Abatements 2 Yeas + A 5 Years Record Gty.Clerk Destroy
` ~ •cl .-r~'~~.t~~F.~~~-~~m ~~I%1,.~,?,'!~.w 7yF7 c~#~~+- Vet ~~„e~'~ ~n - ~ !aI~;P ' ~?`~wj ~S~`'~'"~'u~ ~w
't ~ ~ s~ Y=~"~f'~~ ~,-Efr* ~m~a _.~~;yy'77~~ mayy`' * *ws 34 ~ i~: ~ t:
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T55. 2~~iOrdlnarf`~e~.~~~~:~".rr,,'.~~~~~ ~2t`_~dar5 ' ~F~a~`'~ien~' ' ~eco~d, ~It~ C~erk' I~icrbflfm
7/ 7/ 9 7 9 oC 10 pages
State Code T e or Name of File Contents Kee What to do wh
yp pin Office Keep Total Yrs. Record or Who holds
Non-record Record Copy retention time
• expired
Leoend
a = acceptance
A = audit
C= completion
EXP= expiration
H = historic
L= library '
M = months
MO =months
NR= Non-record
P= Permanent
R = Record
Recycle =Erase and reuse
V= Vital
X= uritil terminated, superceeded
7/7/97 10 of l0 pages '