1988-21 RESOLUTION NO. 88-21
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED
BY SECTION 34090 OF THE GOVERNMENT CODE OF THE
STATE OF .CALIFORNIA.
WHEREAS, the keeping of numerous records is not necessary
after a certain period of time for the effective and efficient
operation of the Government of the City of Grand Terrace ; and
WHEREAS, Section 34090 of the Government Code of the State of
California provides a procedure whereby any City record which has
served its purpose and is no longer required may be destroyed , and
the destruction of said records will not interfere with the
services and function of the City ;
NOW,- THEREFORE, The City Council of the City of Grand Terrace
does hereby resolve , determine , and demand -as folows :
SECTION 1. That the records of the City of Grand Terrace , as
set forth in a schedule by groups on Exhibit "A" attached hereto
and incorporated herein by this reference , are hereby authorized to
be destroyed as provided by Section 34090 of the Government Code of
the State of California and in accordance with the provisions of
said schedule upon the request of the department head and with the
consent, in writing , of the City Attorney without further action by
the City Council .of the City of Grand Terrace .
SECTION 2. The provisions of Section 1 . above do not
authorize the destruction of :
( a ) Records affecting the title to real property or liens
thereon ;
( b ) Court records ;
( c ) Records required to be kept by statute ;
( d ) Records less than two (2 ) years old ;
( e) The minutes , ordinances , or resolutions of the City
Council of the City of Grand Terrace or of any City
board , committee , or commission .
SECTION 3. Notwithstanding the provisions of Section 2. , the
duplicates of records not less than two ( 2 ) years old which are no
longer required are hereby authorized to be destroyed as set forth
in the attached Exhibit "A" .
SECTION 4. The destruction of any record as provided for
shall be by burning , shredding , or other effective methods of
destruction , and said destruction shall be witnessed by the City
Clerk or designated representative .
SECTION 5. The term "records " as used herein shall include
documents , instruments , books, microfilm or papers . The term
"records" shall not include audio or video tapes .
ADOPTED this loth day of March 1988
ATTEST :
/s/ Juanita Brown /s/ Byron R. Matteson
Deputy City Clerk of the City Mayor of the City of GranT-
of Grand Terrace and of the Terrace and of the City Council
City Council thereof. thereof.
I , Juanita Brown , Deputy City Clerk of the City of Grand
Te-rrace , do hereby certify that t-he foregoing Resolution was
introduced and adopted at a regular meeting of the City Council of
the City of Grand Terrace held on the loth day of March, 1988, by
the following vote :
AYES : Councilmember Grant, and Evans ; Mayor Pro Tem
Pfennighausen ; Mayor Matteson
NOES : Councilmember Shirley
ABSENT:
ABSTAIN :
/s/ Juanita Brown
Deputy City Clerk
Approved as to form :
City Attorney
EXHIBIT "A"
Resolution No. 88-21
J Adopted March 10, 1988 ,
DESCRIPTION OF PERMANENT RECORDS
Group I Building Permits Flood Control Drainage
Maps Cablevision Soil Erosion
Plans Capital Improvements Hydrology
Drawings Streets Parks
Checks & Inspections Lights Landscaping
Easements Trees Rights-of-'play
Deeds Signals Parking.
Liens Signs Weed Abatement
Condemnations Curbs Street Names & Numbers
Assessment Districts Gutters Housing
Utility Undergrounding Bikeways General Plan Amendments
Group II Records Required by Statute, such as Articles of Incorporation,
annexations, final audits, certain contracts and leases, etc.
Group III Minutes, Ordinances, and Resolutions of City Council or Boards and
Commissions.
Notices of special meetings, affidavits, supporting exhibits .
Group IV Documents with lasting administrative, legal , fiscal , historical or
research value including, but not limited to:
Personnel cumulative records, Reviews, Promotions, Time Records, Leave,
CETA, Policy and Procedures, OSHA Inspections, Affirmative Action
Programs.
Fiscal : Audit - Annual and Semi-annual , Budget Allocations ,
Appropriations, Expenditures, Encumbrances, Journals and Ledgers,
Inventory, Payroll , Receipts, Collections, Check Register, Capital
Property, Business Licenses, Fees, Schedules, Grants, Bonds , Trust
Funds, Revenue Sharing, Treasurer' s Register.
Historical - City Organization Charts, City Flower/Tree/Motto/Poem,
Bicentennial Year, Press Releases, Report and Statistical Analyses .
OTHER RECORDS
Groups V Pertain to plicate copies of the above four listings, reference
thru XIII files, and transitory files.
�,.s,roups XIV, Include items which c.an be destroyed departmentally upon supersession
XV & XVI or obsolescence.
Exhibit All
..Resolution No. gg-Zl—
Pa �2 of 4
j CITY OF GRAND TERRACE RETENTION SCHEDULE
Retention Periods
Record
Group Office Center REMARKS
Number Title or Description Orig Dup (in yrs) (in yrs) Destroy
Note No. 1 :
I Records affecting title x 2 yrs Perm If Micro Any item can be
to real property or (See Note destroyed if there
liens thereon. #1 ) are 2 copies on
microfilm, with
one in safe stor-
II Records required to be x 2 yrs Perm If Micro age. (Destruction
kept permanently by (See Note years only apply
statute. #1 ) if not on film. )
III Minutes., ordinances, and x 2 yrs Perm (See Note Note No. 2:
resolutions of the City #4) Any Item on
Council or Boards, Commit- microfilm and sub-
tees and Commissions sub-
ject to destruction
will not be des-
troyed without
Documents with lasting x 2 yrs Perm (See Note written permission
historical , administra- #1 ) of the department
j
tive, legal , fiscal , or head & the City.
research value & record Attorney
copy of City publications
Note No. 3:
V Correspondence, operation- x 2 yrs 5 yrs 5 yrs Regardless of
al reports & information (See Note Office Retention
upon which City policy has #5) period as listed,
been established earlier transfer to
the Records Center
is authorized.
VI Duplicates of V above when x 2 yrs .2 yrs
retention is necessary
for reference Note No. 4:
Original Council
minutes, ordin-
VII Records requiring reten- x 2 yrs 5 yrs 5 yrs antes, resolutions ,
tion for five years by (See Note and official bonds
statute or administrative #3) will not be des-
value troyed even if
microfilmed.
V Duplicates needed for x 2 yrs 3 yrs 5 yrs
a drni rig strati ve purposes �(See Note Vote No. 5:
5) es roy upon
for five years. — � -- —
supersession or
obsolescence.
Exhibit "A" _
Resolution No.
F_?9e 3 of 4
( CITY OF GRAND TERRACE RETENTION SCHEDULE
Retention Periods
Record
Group Office . Center
Number Title or Description Orig Dup (in yrs) (in yrs) Destroy REMARKS
IX All other original City x 2 yrs 1 yr 3 yrs
records or instruments, (See Note
books, or papers that are r3)
considered public docu-
ments not included in
Groups I through VIII
X Duplicates and other docu- x x 2 yrs 3 yrs 5 yrs
ments not public record (See Note
required to be maintained #5)
for administrative
purposes .
XI Duplicate records . x 1 yr 1 yr
requiring retention for
administrative purpose
such as reference material
for making up budgets, for
planning, and programming.
XII Reference files. (Copies x 1 yr 1 yr
of documents which dupli-
cate the record copies
filed elsewhere in the
City; documents which
require no action and are
non-record; rough drafts,
notes, feeder reports, and
similar working papers
accumulated in preparation
of a communication, study,
or other document, and
cards, listings, indexes,
and other papers used for
contolling work. )
XIII Transitory files , includ- x x 3 mos 3 mos
ing letters of transmittal
(when not a public record)
suspense copies when reply
has been received, routine
requests for information
1 & publication, tracer let-
ters, feeder reports, and
other duplicate copies no
longer needed.
Exhibit "A
Resolution No.88-21
PaQj?-, 4 of 4
CITY OF GRAND TERRACE RETENTION SCHEDULE
Retention- Periods -
Record
Group Office Center
Number Title or Description Orig Dup (in yrs ) (in yrs) Destroy REMARKS
MY Original documents di s- x 2 yrs 3 yrs 5 yrs.
posable upon occurrence of (See Note
an event or an action #5)
(i .e. , audit completion,
job completion, completion
of contract, etc. ) or upon
obsolescence, superses-
sion, revocation.
Xv Department policy files x Indef Indef
and reference sets of (See Note
publications. #5)
xvi Duplicates of non-record x Indef. Indef
documents required for (See Note
administrative needs but #5)
destroyable on occurrence
of an event or an action.