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Home My WebLink AboutResolution 91-087 04/15/1991Resolution No. ~~-R7 N.C.S. of the City of Petaluma, California i. APPROVING RECORDS RETENTION SCHEDULE 2 AUTHORIZING DESTRUCTION OF OBSOLETE RECORDS AND :~ REPEALING PRIOR RETENTION SCHEDULES FOR THE a PETALUMA TRANSIT DEPARTMENT WHEREAS, City of Petaluma records are subject to the retention regulations of the Government ~, Code; and, ~ WHEREAS, the City Council of the City of Petaluma may authorize retention. schedules and s destruction of obsolete City records pursuant to the Government Code; and, ~~ WHEREAS, the proposed records retention schedule has been extensively reviewed by the !c~ Department of Public Works, the City Attorney, Records Manager, anal City i ~ Manager; and, 12 WHEREAS, records retention schedules constitute an active, continuing program. for the ~.~ maintenance and disposition of records anal the City Council approval of a records ~4 retention. schedule constitutes continuing approval for the Department Head to ~, properly dispose of the obsolete records as indicated on the attached schedule with ~, the concurrent approval of the Records Manager and City Attorney. i~ NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, pursuant ~i to applicable Statutes, as follows: <<; "l. The Records Retention Schedule for the Transit Department is hereby approved; :'% and, i ?. The ultimate disposition of records pursuant to the attached schedule is hereby ~~ % approved by the City Council upon signed authorization of the Department Head, 23 Records Manager and City Attorney without further City Council action.; and, 2~= 3. All prior retention schedules for City of Petaluma Transit are hereby repealed. 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-~ ,~ ~ ved as to Council of the City of Petaluma at a (Regular) ~}~~,~j~~{~~) meeting ~ ~ on the ..1.5Yh .............. day of .........April......................................., 19.~j-., by the~_. ~,f ~~• following vote: - ,f City Attorney AYES: Read, Davis, Woolsey, Sobel, Nelson, Mayor Hilligoss NOES: None ABSENT: Vi e M Cavanagh ATTEST: ..... ..... ..~./.. ....... .. . ..................... City Clerk ~ 4. ~~ .--- Mayor Council Fil(e~ ........ ........................... CA 10-85 Res. No. ..... J.1.-~. n........... N.C.S. Gout: Code Record' Description RECORDS RETENTION SCHEDULE' #1 TRANSIT 34090.7 Accident Reports copies of reports filed re bus accidents (1) Advertisements -Actual Ads -ads. placed in local papers . -` Advertising -general' information. -costs,. types available Agenda Items - Transit; related items only Approved Equals -Bus parts Artwork. = designs:used by Transit , Audit, Performance -Fixed Route -MTC look. at system and performance . Audit!-;Performance -. Paratransit -MTC look at system and. performance Audit, STA/TDA -financial audit by State , 34090.5 Bicycle/Pedestrian-items rea ruerwalk, bike lanes, etc. Brochures - assorted.I?rochures #or products 34090,7 Budget -Fixed Route ~(2) 34090_.7 Budget - Parafransit ~2) 34090.7 Budget.- Work Papers ~2) Bus Barn (M'agnolia Avenue)- all info. incl's history, lease, etc (R) Bus Depot/Transfer: Station - ..info re current & proposed bus depot 34090.5 Bus Facilities/Shelters -pedestrian shelters, Rotary benches, service, facilities maintenance Page 1 of 7 April 15, 1991 Record Retention Office Rcrd'.Ctr. Total Disposition 2 2* 4* D _ FY :6 7 Review FY 1 2 D FY+2 4 7 D `Sup ~ .Sup Sup D Sup Sup Sup D 3 .P P A. 3 P P A 3 P P A 2 3 - 5 MF Sup Sup Sup D: FY 4 ~ 5 . D FY 4 5 b FY 4 5 D 5 P P A 5 P P A FY 4 5 M F Reso. 91- NCS Goat. Record Retention Code .Record .Description. Office Rec: Ctr Total Disposition. 34090.5 Bus .Industries of America (Orion) invoices -costs ~ Sup Sup .Sup >. IVIF '~ Bus Industries of America~(Orionj general ~ Sup Sup Supt . D 3.4090:5 Bus -.:Paratransit Vehicle invoices, costs Sup Sup Sup MF`. Bus: - Paratransit Vehicle general ~~ ~ Sup Sup Sup D Bus Signs -items relating to signs, sign purchases,, designs 3 0. 3 D Bus Stops - items relating to .location of stops ~ FY P F A CalTrans -info; agendas; minutes, rnee`tings; etc: FY+2 P P ~ A 34090.5 Capital Improvement Program -funding program info; applications FY" 2 3 MF Carpools -info., whom ~to contact, etc. ~ - ~ FY 4 5 D 34090.5 Claims for°Funding - STA & TDA, grants, etc. Audit . 4 5 IVIF Complaints-- re transit system and drivers FY 7 8 D MTC 689 Congestion Management Plan FY P P A 34090.7 Contracts -Fixed Route -.service, maintenance., etc. (3) C 5 G+ 5 D 34090:7 ' Contracts-General -advertising,. consulting, etc. ~3~: -C 5 C+5 _ b 34.090:7 Contracts--Paratransit = service,,maintenance; etc ~3~ C 5: C+5 _ D 34090 Correspondence: -fixed Route - requests~'for information, responses 2 0. 2 D 34090 Correspondence -General -requests for information, responses .. 2 0 2 D 34'090 Correspondence -Paratransit -requests for information, responses 2 0 ... 2 D Courtesy Warnings -notices given ~to drivers parked in a bus .loading zone Sup, Sup. Sup D'- Daily Operations Cards%LOgs -miles/passengers/day, by route, performance auditAudit 3 4 D Emergency Operations Center -transit responsibilities Sup Sup Sup D 34090.5 Fares -increase., information from other cities, ratios FY 4 5 MF Forms -blank forms Sup Sup Sup D Page 2 of 7 April 15, 1991 - Reno. 91- NCS Govt ~ Record Retention Code Record Description ~ ~ _ Office Rerd. Ctr. Total. Disposition Fuel Information -. consumption, storage, underground tanks Audit 4 5 D ` . - Golden GateTransit .(GGT), -minutes, info, meetings, etc. FY+ 2 4 7 ~ D Grant Review & Allocation Committee.(GR&AC)(MTC) -minutes, info FY+2 4 7 D' Inspections - vefcle inspections, maintenance facility, .etc. (Grim contract) FY 4 5 D . 34090..7 Insurance (copies ofinsurance certificates) (4) FY 1 2 D "24051 ~~ Inventories-tools and-parts ~ .. FY 4 . 5 D _ . Legislation - Regulations ~ ~ Sup Sup Sup Q , Management -drug testing, organizational charts;, etc. Audit ~. 3 ~ 4 Q Maintenance -:vehicles (Grim contract) . ~ Audit 3 4 D Marina -info regarding berthing atmarina Sup Sup Sup, , . D Metropolitan Transportation Commission (MTC) -minutes, meetings, general natureFY+2 P P A 34090.5 News Releases-:re: special~serv'ices; route changes FY 4 5 MF' Paratranst Coofdinating. Council (PCC) -Minutes; meetings, general info . FY+2 P P A 34090.'5 -, I?ar,king`- Handicapped -requirements; standards, diagrams FY 4 5 MF 34090.5 Park n Ride -, " info on dots and funding- = - ~ - FY 4 5 MF Petaluma. Peoples Services Center -general -assorted cornmunieations, info FY+2 I? P. A° Phone 'Logs "lists of phone calls made . - Audit _ "3 ~' 4 ~ D Fhotograpfis -~ ~ 1 P P A~ 34090 Property Acquisition -info re land acquisition (railroad) 5 5 P A Purchase Orders/Requisitions--for equipment, busses Audit 4 - 5 D Questionnaires/Surveys = of riders regarding service ~ FY P P A Page 3 of 7 April 15, 1991 Reso. 91- NCS Govt. - Code.. Record Description - Railroad -info re various railroads,- .current and future , possibilities, use of railroad -land in town, Amtrak Regional Transporfation Authority (RTA} .(subset of MTC)- info, minutes, meetings Reimbursements -fore purchases made Reports - Fixed ;Route -ridership, fares, statistics, detail is basin for audit- reports, Reports - General Staff - Public~lNbrks staff'reports 'Reports -.Monthly- riderhip, fares, statistics by month :Reports =Others -from, other~organizations~ re -transit' Reports - Paratranst -ridership, #ares, etc. Reports -State Controllers -data which is incorporated into audit Requests. for Checks/Payme:nts . Requests for .Proposals -for services, buses, etc.. Retention Schedule -current active schedule ~ . , - 34090~:5 Rideshare - ridesharing, van pooling, RIDES, ''PADDLE" Routes and Route Maps -for each-bus.route Schedules -'for each :bus, changes. in,times Schools -school times and schedules to coordinate~w/bus schedules Shopping Centers:= bus'service.within centers ._ Signature List -:accepted signatures for contracts, etc: Sonoma County Transit -,general -info, meetings; minutes Sonoma County Transportation Authority (SETA) -info, meetings, minutes Record Retention Office. Rcrd. Cfr. Total Disposition 5 P P A ,.Sup .Audit FY+2 FY FY-+ 2 FY FY +2 .Audit Audit Sup Sup `FYI Audit FY . . Audit :r 5 Sup 3 P ~1 P 1 P 3 4 Sup. 4 P 2 P 2 'P 4 5 D' D A D A D ~A D .-D 'D. D NI F A (v)i4 D. A D D D Sup. Sup 4 P P 3 P Sup Sup 5 P P' 4 P Sup Sup Sup FY'+ 2 7 7 FY+ 2 7 7 Page 4 of 7 April 15, 1991 Reso. 91- NCS, Govt.. - Record Retention - Code Record '~ ' Descn tion Office Rcrd. Ctr. Total Disposition , - Specifications - of items.purchased by. bid - Sup -Sup °..~ , Sup D , 34090.5 State Transportation ..Act (STA); -info,.. minutes, meetings; .instructions, funding FY 2 3 MF Technical -Advisory Committee (TAG) =info, .minutes, meetings FY+2 P P _ A Training -Drivers - on, new buses, routes, new personnel. (Grim confiract) I 2 ~ - 0 2 D - Transfers -.examples of bus transfers Sup Sup Sup D -Transit Operations.COordinating Council(TOCC) -info, minutes, meetings. FY+2, F P A Transit Pass -bus passes, number sold, where sold- Audit ~ 3 4 D MTC 689 . Transit Plan -City Fiye `Year ~ FY - P P ,. A - ~ ., Transit Plan,-County Five Year - ~ Sup Sup ~ Sup b Transit Plan:- Other Plans -for other cities Sup Sup Sup .. . 'D Transparencies --used for presentations - Sup Sup -Sup ~ D - 34090,5 Transportation Development Act -.information regarding funding, minutes, meetings," FY 2 3 MF instructions Transportation. Development Management; (TDMJ -info, ,minutes, meetings,,:furd ing FY P P ~A , 34090:5 Transportation Improvement.Program (TIP) -funding info - FY 2 ~ 3 , MF' 34090:5 ._ Transportation Impro~ernent Rrogram -Regional (RTIP);- funding'info - FY , ;2 3 MF 34;090.5 Transportation Improvement Program =State: (STIP) -funding info ~ ~ FY 2 ~ 3 MF Transportation I?Ianning~Council (TF'C) -minutes', meetings FY+2 4 7 D A Page 5 of 7 April 15, 1991 ~ Reso. 91- _. NCS Govt. ~ ~ Record Retention Code :.Record Description Office Rcrd. 'Ctr. Total, Disposition Unmet~Trarsit Needs -re MTC hearing on subject . Audit 3 4 ~ D ~--~ -~ .. , . 3.4090:5 Urban Mass. Transit'Authority (UMTA) -info, minutes, meetings - FY 2 3 MF Viewfoils - used.'in presentations. Swp Sup Sup D - C:\words\misc\council\r-busret.doc _ - ~ . Code Key: .. . A =Archives Audit. =Keep until~City Audit completed for fiscalyear C~ =Completion D =Destroy by recycling _ - ~ ~ . FY _ ;Fiscal,, Year ~ ~ - MF' _. Microfilm,, then ~destroy~paper copy by recycling P =Permanent' ~ - - (R) =Record Copy (will be found~next to file name) (v):. =Vital :(found in last column) Sup =,.Until superceded or obsolete Notes: *Unless litigation pending, then extend to 2 years after ruling . Sonoma~County Transit Authority (SCTA); Technical Advisory Committee (TAC), and Transit Planning Council (TPC) are all comprised of the same people, they just meet under different names `Page 6 of 7 April 15, 1991 ~ Reso. 91- NCS (1) All original accident reports are kept by..Police (2) All original budget papers are kept:by Finance (3) All original contracts are kepf by City Clerk (4) All original insurance is kept by Risk Management Per Govt Code 34090.5, any file which is clearly and legibly microfilmed, may have the paper file destroyed, .provided the paper copy is kept of any unclear or illegible film Per Govt Code 34090.7, duplicates. of city records less than ;five years old may be destroyed, if they are. no .longer needed or used MTG Reso. 689 requires that the current Transit Plan be kept for MTC~audit Only one copy (or.ignal if available) of aria item-needsto be kept for the required reterntion,period. Multiple copies.onlyserve to add unnecessary bulk and. confusion to=those looking through the files If (here are sufficient monies available, those items being'archived can be microfilmed to help reduce the storage problem, and "make for easier accessibility in the future, however, this is not necessary, only advised. C:\words\misc\council\r-bUsret.doc , Page 7 of 7 April 15, 19.91 Reso. 91- NCS