1984-34 RESOLUTION NO. 84-34
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 afteraa .
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 i-ts
purpose and is no longer required may be destroyed, and the destruction of
said records will not interfere with the services and functions, of the city;
NOW, THEREFORE, The City Council of the City of Grand Terrace does
hereby resolve, determine, and demand as follows:
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 herein shall
be by burning, shredding, or other effective method 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, cassette tapes, or papers.
ADOPTED, this 8th day of November 1984.
ATTEST:
--City ClA,�k of the City of Yand May of the Ci ty"'bf%Grand Terrace
:Terrace and of the City Council and of the City Council thereof.
thereoof.'
I, Myrna Erway, City Clerk of the City of Grand Terrace, do hereby
certify that the foregoing Resolution was introduced and adopted at a regular
meeting of the City Council of the City of Grand Terrace held on the 8th day
of November 91984, by the following vote:
AYES: Councilmembers Rigley, Petta, Nix, Pfennighausen;
Mayor Grant.
-NOES: 'None.
ABSENT: None.
ABSTAIN: None.
C i ty ,PSI e rk /J
Ap oved as to for
City Attorney
- 2 -
EXHIBIT "A"
Resolution No. 84-34
Adopted November 8 1984
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-Way
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 duplicate copies of the above four listings, reference
thru XIII files, and transitory files.
Groups 'XIV, Include items which can be destroyed departmentally upon supersession
XV & XVI or obsolescence.
Exhibit "A"
Resolution No. 84-34
Page 2of4
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 §tor-
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 not on
Council or Boards, Commit- microfilm and sub-
tees and Commissions ject to destruction
will not be .des-
troyed without
IV Documents with lasting x 2 yrs Perm (See Note written permission
historical, administra- #1) of the department
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 . . ances, resolutions,
tion for five years by (See 'Note and official bonds
statute or administrative #3) will not be des-
value troyed even if
microfilmed.
VIII Duplicates needed for x 2 yrs 3 yrs 5 yrs
administrative purposes (.See'Note Note,No. 5:
for five years. - #5) uestroy upon
supersession, or
obsolescence.
Exhibit "A"
Resolution No. 84-34
Page 3of4
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 #3)
considered public docu-
ments not includedin
Groups I 'through VIII
X Duplicates and other docu- x x 2 yrs 3 yrs 5 yrs
ments not public .record (See Note
requi red to--.be-.ma-i_ntai.ned-
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 progr•.amming. }
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'
i,ng'letters of transmittal
, (when not a public record)
suspense copies when reply
has been .received, routine
requests-for information
& publication, tracer let-
ters, feeder reports, and
other duplicate copies no
Exhibit "A"
Resolution No,. 84- 34
Page 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
XIV Original .documents .dis- 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-
sign, .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 requi red :for (See Note
administrative needs but #5)
destroyable on occurrence
of an, -event or- an action.