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2015-04 V RESOLUTION NO.2015-04 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NUMBERS 88-21 AND 93-15 AND ADOPTING A RECORDS MANAGEMENT POLICY AND PROCEDURES AND A RECORDS RETENTION SCHEDULE FOR THE RETENTION AND DISPOSITION OF RECORDS OF THE CITY OF GRAND TERRACE WHEREAS, the City of Grand Terrace City Council approved Resolution No. 88-21 on March 10, 1988, authorizing the destruction of certain City records as provided by Government Code Section 34090. WHERAS, the City of Grand Terrace City Council approved Resolution No. 93-15 amending Resolution No. 88-21 to include the financial records retention schedule. WHEREAS, the City of Grand Terrace is required to create, maintain, and disseminate information that is up to date and in accordance with State and Federal regulations; and WHEREAS, a Records Management Program is the systematic control of records from creation through processing, distribution, organization, protection, storage and retrieval to their ultimate disposition; and WHEREAS, a Records Management Program with a Policy and Procedures and a Records Retention Schedule will provide a timetable and consistent procedures for the maintenance of active records, the timely and effective disposal or removal of obsolete or inactive records from expensive office space, and the effective and economical, preservation of permanent and vital records; and WHEREAS, Section 34090, .et seq., of the Government Code of the State of California sets forth the provisions under which certain City records can be destroyed; and WHEREAS, the City Council of the City of Grand Terrace desires to establish enforceable policies and procedures for the management, retention, and destruction of public records which no longer serve administrative, legal, fiscal or historical purposes for the City of Grand Terrace. WHEREAS, the City Council of the City of Grand Terrace desires to rescind Resolution Nos. 93-15 and 88-21 in order.to make necessary changes to the City's Records Retention Schedule and to create the Records Management Policy and Procedures. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Grand Terrace does resolve as follows: SECTION 1. The City Council hereby rescinds Resolutions Nos. 93-15 and 88-21. RESOLUTION NO. 2015-04 PAGE 1 OF 54 MARCH 24, 2015 i SECTION 2: Exhibit "A" to this resolution entitled "City of Grand Terrace Records Management Program Policy and Procedures" is hereby approved by the City Council and incorporated by reference. The City Clerk and/or his/her designee shall be-responsible for the administration of the Records Management Program Policy and Procedures. SECTION 3: Exhibit "B" to this resolution entitled "City of Grand Terrace Records Retention Schedule" is hereby approved by the City Council and incorporated by reference. Said Records Retention Schedule shall serve as a guideline for the retention and periodic destruction of records. Amendments to the Records Retention Schedule as necessitated by legal mandates and/or administrative policy, shall require the written consent of the City Attorney and the City Clerk, and shall be officially approved by a resolution of the City Council. SECTION 4: As provided by Government Code Section 34090, upon the request of the department head and with the written consent of the City Attorney and the City Clerk, the records identified in the Records Retention Schedule are hereby authorized to be destroyed on an on-going basis, and in accordance with the retention periods described therein, without the necessity of a specific resolution of the City Council. SECTION 5: Notwithstanding the provisions of Section 4, in accordance with Government Code Section 34090, this resolution does not authorize the destruction of: A. Records affecting the title of real property or liens thereon. B. Court records. C. Records required to be kept by statute. r D. Records less than two years old. E. The minutes, resolutions, or ordinances of the City Council of the City of Grand Terrace or of the City of Grand Terrace's Boards, Committees or Commissions. SECTION 6: Notwithstanding the provisions of Section 5, in accordance with the authority granted by Government Code Section 34090.5, records, documents, instruments, books and papers may be destroyed in accordance with the procedure therein prescribed. SECTION 7: Notwithstanding the provisions of Section 5, in accordance with Government Code Section 34090.7, the Department Director having custody of duplicates of city records less than two (2) years old may cause the duplicates to be destroyed if no longer required. SECTION 8: The maintenance and destruction of City records shall be in accordance with the procedures set forth in the Records Management Program Policy and Procedures and the Records Retention Schedule. SECTION 9: That the City Clerk shall certify to the adoption of this Resolution and that the same shall be in full force and. SECTION 10: This resolution shall take effect immediately upon its adoption. RESOLUTION NO. 2015-04 PAGE 2 OF 54 MARCH 24,2015 r s PASSED, APPROVED,AND ADOPTED this 24th day of March,2015. arcy�T,�ta-b M or ST: Z- res City Cl rk I, PAT-JACQ Z-NARES, 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 241h day of March,2015 by the following vote: AYES: Council Members Mitchell, Wilson, Hussey, Mayor Pro Tem Robles, Mayor McNaboe NOES: None ABSENT: None ABSTAIN: None - Pat - res City Clerk l APPROVED AS TO FORM Richard L. Adams II City Attorney i RESOLUTION NO. 2015-04 PAGE 3 OF 54 MARCH 24,2015 . . w" ' This page left intentionally blank" RESOLUTION N0. 2015=04 PAGE 4 QF. S4 MARCH 24; 2015 EXHIBIT A r� C�ilt:y, ran erraCe sp : " 7 Records Managernent..Prograrn Policy & Procedures Administered by the City Clork's Office Approved by the City Council on March 24, 2015 RESOLUTION N0. 2015=04 PAGE 5 OF.54 MARCH 24- 2015 City of Grand Terrace Records Management Program Policy&Procedures Table of Contents 1. Purpose 4 2. References 4 3. Objectives 4 4. Definitions 4 4.1 Records Management Program 5 4.2 Records Management Staff 5 4.3 Records Manager 5 4.4 Public Management Committee 5 4.5 Person 5 4.6 Agency 5 4.6.1 State 5 4.6.2 Local 5 4.7 Public Record 5 4.8 Writing 6 4.9 Vital Records 6 4.10 Permanent Records 6 4.11 Inactive Records 6 4.12 Duplicate Records 6 4.13 Records Exempt from Public Disclosure 6 4.14 Records Retention Schedule 7 4.15 Records Center 7 4.16 Subpoena Duces Tecum 7 Records Management Policy- Page 2 of 32 RESOLUTION NO. 2015-04 PAGE 6 OF 54 MARCH 24, 2015 5. Policy 7 5.1 Responsibilities 8 5.1.1 City Clerk 8 5.1.2 City Departments 9 6. Maintenance&Disposition of Records-Procedures 9 6.1 Required Forms 9 6.1.1 Records Inventory& Identification Form 9 6.1.2 Records Retention Schedule Form 10 6.1.3 Request for Amendment to Records Retention Schedule Form 10 6.1.4 Records Transfer List Form 10 6.1.5 Record Retrieval Request Form 11 6.1.6 Authority to Destroy Obsolete Records Form 11 6.1.7 Request for Public Records Form 11 6.2 Disposition of Records 11 6.2.1 Procedure 11 6.2.2 Exceptions 12 l _ 7. Public Record Requests 12 7.1 Subpoenas 12 7.2 Records Requests Form 13 7.3 Responding to a Request for Public Records 14 7.3.1 General ten (10) day rule 14 7.3.2 Extension of time for unusual circumstances 14 7.3.3 Notification of determination 15 7.3.4 Electronic Records 15 7.3.5 Campaign forms Exception to 10-day Rule 16 7.4 Fees 17 8. Vital Records Protection 17 ATTACHMENTS-REQUIRED FORMS PER SECTION 6.1 18 Records Management Policy— Page 3 of 32 RESOLUTION NO. 2015-04 PAGE 7 OF 54 MARCH 24, 2015 CITY OFGRAND TERRACE RECORDS MANAGEMENT POLICY& PROCEDURES California Public Records Act: In enacting Chapter 6250 et sec of the Government Code. "the Legislature, mindful of the right of individuals to Privacy, finds and declares that access to information concerning the conduct of the people's business is a fundamental and necessary right of every person in this State." 1. PURPOSE: To establish policies and procedures under a Records Management Program to control the orderly creation, utilization, maintenance, retention, preservation, and disposition of City records, based on State and Federal statutes governing public records. To ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance with the law and in the best interest of the City and the general public. 2. REFERENCES Including, but not limited to: California Government Code Sections 6250 et esq. (Public Records Act), 12236, 34090, 34090.5, 34090.6, and 34090.7 (See Records Retention Schedule - Legal Citation Reference List). "Govt. Code" shall hereinafter refer to the California Government Code. 3. OBJECTIVES: The Objectives of the Records Management Policy are: 3.1 Efficient information retrieval. 3'.2 Transfer of inactive records from high-cost office space to low-cost storage or an electronic media imaging system, thus reducing filing equipment and increasing valuable office space. 3.3 Orderly destruction of records no longer required by statute to be retained, and which are no longer needed for administrative, operational, legal, fiscal, or historical purposes, in accordance with the Records Retention Schedule. 3.4 Preservation of records with long-term or permanent value. 3.5 Protection of records vital to the City in the event of a disaster. 3.6 Elimination of duplicate records. Records Management Policy— Page 4 of 32 RESOLUTION NO.2015-04 PAGE 8 OF 54 MARCH 24, 2015 r � 3.7 Establish a process for responding to records requests in a timely manner and in accordance with law: 1. Requests for Public Records bycitizens 2. Subpoenas for public records 4. DEFINITIONS: 4.1 Records Management Program: A system for the creation, utilization, maintenance, retention, preservation, and disposition of City records. 4.2 Records Management Staff: The City Clerk, Executive Assistant, Deputy City Clerk, Records Clerk, and Department Secretary. 4.3 Record's Manager: The City Clerk or his/her designee. 4.4 Records Management Committee: An administrative committee consisting of designated representatives from each City department (Department Records Coordinators) and the Records Management Staff; created for the purpose of administering and coordinating the Records Management Program. Department Records Coordinators are designated by department directors to maintain and control the disposition of records in the respective departments. 4.6 Person: Includes any natural person, corporation, partnership, limited liability company, firm, or association. 4.6 Agency: 1. State Agency: Means every state office, officer, department, division bureau, board and commission, or other state body or agency, except courts and the Legislature. 2. Local Agency: Includes a county, city, school district, or any board, commission or agency thereof, other local public agency, or entities that are legislative bodies of a local agency pursuant to subdivision (c) and (d) of Govt. Code Section 54952. 4.7 Public Record: Any writing containing information relating to the conduct of the City's business prepared, owned, used or retained by the City regardless of physical form or characteristics (Govt. Code Section 6252(e)). Records Management Policy— Page 5 of 32 RESOLUTION NO. 2015-04 PAGE 9 OF 54 MARCH 24, 2015 4.8 Writing: Means handwriting, typewriting, printing, photostating, ~� photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing, any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created regardless of the manner in which the record has been stored. 4.9 Vital Records: Records containing information essential for the City to resume operation after a disaster; records containing information regarding claims to present or future income; records necessary to protect the City against fraud or overpayment; and records furnishing data on current assets, equipment, securities and real estate. Vital Records may include, but are not limited to, current financial statements, ledgers, property deeds, leases, contracts, permits, licenses, original plans and specifications for City streets and facilities, ordinances, resolutions, and minutes of the City Council, Commission and Committee meetings. 4.10 Permanent Records: Original records required to be maintained permanently according to law, regardless of whether the record is converted to an electronic media (i.e. magnetic surface, optical disk, etc.). Permanent Records may include, but are not limited to, records affecting the title of real property or liens thereon; court records; records required to be kept by statue; records less than two years old; and minutes, resolutions, or ordinances of the City Council or of its Boards and r Commissions. 4-.11 Inactive Records: Records more than two years old, which are accessed infrequently but may continue to have administrative, operational, legal, fiscal, or historical value in carrying out City business. Inactive Records may be stored off-site, and shall be destroyed in accordance with the City Records Retention Schedule. 4.12 Duplicate Records: Copies or reproductions of original records, whether or not the same physical form as the original, which are retained for personal reference or for operational requirements. (Note: a copy is considered an "original if the original cannot.be located.) 4.13 Records Exempt from Public Disclosure: Pursuant to Govt. Code Section 6254 and 6255, may include, but are not limited to the following: • Records and files of the City Attorney or Special Counsel, and confidential communications from the City Attorney or Special Counsel Preliminary drafts, notes, or interagency or intra-agency memoranda that are not retained by the City in the ordinary course of business; provided that the .public interest in withholding those records clearly outweighs the public interest in disclosure Records Management Policy— Page 6 of 32 RESOLUTION NO. 2015-04 PAGE 10 OF 54 MARCH 24,2015 • Records pertaining.to pending litigation or claims filed against the City, until the pending litigation or claim has been finally adjudicated or otherwise settled • Personnel, medical or similar files, the disclosure of which would constitute an unwarranted invasion of personal privacy • Certain records of complaints to the City, or investigatory or security files compiled by the City of correctional, law enforcement or licensing purposes (with exceptions) • The contents of real estate appraisals or engineering' or feasibility estimates and evaluations relative to the acquisition property, or bids for public supply or construction contracts, until all of the property has been acquired or all of the contract agreement has been obtained • Examination data for licensing, employment or academic exams • Certain information required from any taxpayer in connection with the collection of local taxes (See Govt. Code Section 6254.16 for exceptions) • Records of which disclosure is prohibited by federal or state law, including, but not limited to, provisions of the Evidence Code relating to privileges • Voter registration information • Information where, on the facts of the particular case, the public interest in non-disclosure clearly outweighs the public interest in disclosure • Computer software developed by the City 4.14 Records Retention Schedule: A schedule identifying the records maintained by each City department by class or "series", and specifying, in accordance with statutory and administrative requirements, the period of time records must be retained before they may be destroyed. 4.15 Records Center: The City Yard is the storage area for those City records which may be, in accordance with the law, maintained off site. 4.16 Subpoena duces tecum: (also called a subpoena for production of business records if documents are sought before trial) requires the person or entity that is served to gather and produce certain records or documents identified in the subpoena. A subpoena may call for both personal attendance at trial/deposition and the production of records. Failure to obey a subpoena is a contempt of court and can result in sanctions imposed bythe court, including a fine. 5. POLICY: Policies and procedures, under the supervision and administration of the City Clerk, are hereby established for the coordination, administration and implementation of the Records Management Program, under which City records are retained for administrative, operational, legal, fiscal, historical or research purposes. Records Management Policy— Page 7 of 32 RESOLUTION NO. 2015-04 PAGE 11 OF 54 MARCH 24, 2015 c ti 5.1 Responsibilities: 5.1.1 City Clerk: The City Clerk is responsible for developing, coordinating and administering policies and procedures for the implementation of the Records Management Program, and to provide assistance to Department records coordinators. To perform this function, the City Clerk and/or his/her designee shall on an on-going and periodic basis: • Create, maintain and distribute the necessary forms to implement the Records Management Program. • Develop and maintain a retention and disposition schedule for all City records, including the preparation of any amendments as dictated by statute or administrative policy. Submit proposals for any scheduled amendments to the City Attorney and City Council for approval via a Council Resolution. • Maintain a current inventory and index of records transferred to the Records Center for storage. Coordinate the transfer of records from department office areas to the Records Center. • Establish guidelines and coordinate periodic reviews of City records to determine which records are eligible for destruction in accordance with ' the Records Retention Schedule and subject to the approval of the Department Director, City Clerk, and City Attorney. • Coordinate with all City Departments, on a routine basis, the timely destruction of obsolete records. according to the procedures herein. Certify and document that records have been destroyed. Certificates of Destruction shall be permanently kept on file with.the office of the City Clerk. • Oversee the special handling of confidential, historical, and essential records, and ensure the safety of Vital Records in the event of a disaster. • Maintain accurate and timely electronic databases and a uniform filing system of all legislative actions affecting the creation, utilization, maintenance, retention, preservation and disposition of City records, in order to efficiently track and retrieve City records. • Respond to records requests by City staff in an efficient and timely manner. • Respond to public records requests and subpoenas for public records in accordance with law. Records Management Policy— Page 8 of 32 RESOLUTION NO. 2015-04 PAGE 12 OF 54 MARCH 24, 2015 5.1.2 City Departments: • Each Department Director is responsible for designating a qualified Department Records Coordinator, who shall serve on the Records Management Committee. • Each Department Director or his/her designee is responsible for maintaining a reliable and accurate filing system to ensure the efficient maintenance, retrieval and disposition of the records under his/her control. • Each Department Director or his/her designee is responsible for ensuring that obsolete records under his/her control are destroyed in a timely manner, and authorizing the destruction, in accordance with the policies and procedures stated herein. • Each Department Director or designee is responsible for submitting a request for any necessary revisions to its Records Retention Schedule, to the City Clerk who will review the request and submit a recommendation to the City Attorney and City Council for official approval. • Each Department records coordinator is responsible for maintaining and controlling the disposition of records. 6. MAINTENANCE AND DISPOSITION OF RECORDS - PROCEDURES Records Management Policy & Procedures Document: The City Clerk or l _ his/her designee will distribute this Records Management Policy & Procedures document to all Department Directors and each Department Records Coordinator. Each Department Director is responsible for ensuring that the records under his/her control are maintained and destroyed in accordance with said Policy and Procedures. The policy shall be revised as necessary to meet legal and administrative requirements. 6.1 REQUIRED FORMS: The following forms are to be utilized by all City Department Directors or their designees in order to efficiently and accurately identify, inventory, transfer to storage, retrieve, and destroy records under his/her control: (Each form, including instructions, is attached hereto.) 6.1.1 Records Inventory & Identification Form This form is used to collect the inventory and appraisal information needed to develop retention periods for public records under the control of each City Department. The records inventory is a detailed review of the quantity, type, function, and organization of records by category or record "series". This information is used by the Office of the City Clerk to Records Management Policy— Page 9 of 32 RESOLUTION NO. 2015-04 PAGE 13 OF 54 MARCH 24, 2015 research and apply the retention periods to each record "series" per legal and/or administrative requirements. When more than one legal citation - applies to a particular record, the longest retention period shall apply. Once completed, the inventory forms are retained by the Office of the City Clerk. 6.1.2 Records Retention Schedule Form This form governs the mandatory disposition of City records by indicating the minimum length of time records shall be maintained in the office and in storage, and the time period after which they may be destroyed. The Retention Schedules are created by the Office of the City Clerk based on a detailed examination of the Records Inventory & Identification Forms, and Interviews with each department to determine the legal, vital, administrative, or historical value of the records. Applicable codes and statues are referenced to determine the required retention period. Retention schedules and amendments thereto are approved by the City Attorney, City Clerk and Department Head,-and authorized by City Council resolution. 6.1.3 Request for Amendment to Records Retention Schedule Form This form is used when any change is needed in the Records Retention Schedule. It is completed by the requesting department and reviewed by the City Clerk or his/her designee. Each "Request for Amendment to Records Retention Schedule" form is then submitted to the City Attorney and City Clerk for approval and must be authorized by City Council resolution. The City Clerk or his/her designee will initiate and coordinate a periodic review of all department Retention Schedules to ensure compliance with legal requirements. 6.1.4 Records Transfer List Form This form describes the records to be transferred to the Records Center. The department that wishes to transfer records shall complete the applicable sections(s) of the form and box the records for shipment. The Records Manager will coordinate the transfer of the records to the Records Center for off-site storage, and incorporate the information into the records inventory database. 6.1.5 Record Retrieval Request Form This form is to be used for the retrieval of any record or file stored at the Records Center. The form shall be prepared by the requesting department and submitted to the City Clerk or his/her designee. A copy Records Management Policy— Page 10 of 32 RESOLUTION NO. 2015-04 PAGE 14 OF 54 MARCH 24, 2015 i of this form shall be fastened to the retrieved record or file and the Records Management Coordinator shall retain the original request. Once the record or file has been returned to the Records Manager by the requesting -department, the original record or file shall be returned to the Records Center. All copies of the Record Retrieval Request form shall be destroyed. If a record or file retrieved from the Records Center is to be relocated to the City, then the information contained in the Record Retrieval Request shall be recorded on the Record Center Inventory List as no longer located at the Records Center. All records and files shall be retrieved and returned under the supervision of the City Clerk or his/her designee. No one shall enter the Records Center to retrieve any record or file without the express written permission of the City Clerk or his/her designee. 6.1.6 Authority to Destroy Obsolete Records Form This form is prepared by the department wishing to destroy records. The City Clerk or his/her designee reviews the form and forwards it to the City Attorney for approval. Once approved by the City Attorney, the records are destroyed. The form is then signed by the department verifying destruction and returned to the Office of the City Clerk for permanent retention. 6.1.7 Request for Public Records Form The person or agency requesting copies of a public record pursuant to the Public Records Act is requested to complete this form. The form is designed to assist staff in providing copies of identifiable records, which are subject to disclosure, in a timely manner as required by law (See Section 7). 6.2 DISPOSITION OF RECORDS: As provided by Govt. Code Section 34090, upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, the records identified in the Records Retention Schedule are authorized to be destroyed on an on-going basis in accordance with the retention periods described therein without the necessity of a specific resolution of the City Council (Reference Resolution 2015-04). 6.2.1 Procedure: The Office of the City Clerk shall be responsible for scheduling and coordinating with all City Departments the destruction of records on an annual basis. The appropriate forms will be distributed to all City Departments in order to document the records to be destroyed. _ Records Management Policy— Page 11 of 32 RESOLUTION NO. 2015-04 PAGE 15 OF 54 MARCH 24, 2015 t ti It shall be required that the Department Head, City Attorney, City Clerk and Records Management Coordinator authorize and sign each "Authority to Destroy Obsolete Record" form prior to the records being destroyed. NOTE: It is imperative that the requests for Authority to Destroy Obsolete Records be reviewed carefully by all signatory staff in order to determine whether records listed are involved in litigation, or if there is an administrative and/or operational requirement which may require a temporary extension of the retention period. Records deemed to be confidential in nature shall be shredded. All other records shall be removed from their locations and taken off site for a secure destruction. The Department Director in, control of the records and City Clerk or his/her designee shall certify each and every destruction of records. The City Clerk or his/her designee shall maintain a permanent record of all destroyed records and destruction certifications. 6.2.2 Exceptions: Notwithstanding the provisions of Section 6.2, in accordance with Government Code Section 34090, the City is not authorized to destroy the following City records: • Records affecting the title of real property or liens thereon. • Court records. • Records required to be kept by statute. • Records less than two years old. • The minutes, resolutions, or ordinances of the City Council or the City's Boards or Commissions. 7. PUBLIC RECORDS REQUESTS: Each department head is responsible for ensuring that a request to inspect or obtain copies of public records is processed according to the following procedures pursuant to the Public Records Act (Govt. Code Section 6250, et seq.). 7.1 Subpoenas: The City Clerk's Office will accept subpoenas in which the City is being sued or is a party to the action, subpoenas duces tecum or subpoenas for business records in which the "Custodian of Records" is required to gather, copy, and produce documents. The City Clerk's Office will review Records Management Policy— Page 12 of 32 RESOLUTION NO. 2015-04 PAGE 16 OF 54 MARCH 24, 2015 r all documents and ensure that no documents protected by the attorney- client privilege or other privilege js produced. In case of any doubt regarding whether a document is privileged or should otherwise be withheld from production, the City Clerk's Office should promptly contact the City Attorney's Office to take the appropriate action. 7.2 Records Request Form: The requestor should be asked to complete a Request for Public Records Form. NOTE: If a request for public records is not specific nor reasonably describes an identifiable record, is questionable as to whether the record is exempt from disclosure, or relates to pending or potential litigation involving the City, the request should be referred to the Office of the City Clerk for review and referral to the City Attorney. As there is a statutory timeline within which to respond to a request for public records, it is imperative that the request be immediately referred to the City Attorney if there is any question as to the appropriate course of action. NOTE: Although the City can encourage the requestor to complete the Request for Public Records Form, it may not require filing of the form in order to respond to a request for public records. If the requestor elects not to complete the form, the staff member should complete the form to provide a written record of the request, and to assist in meeting .the required timelines in which to respond to the request. Per Govt. Code Section 6253.1: (a) When a member of the public requests to inspect a public record or obtain a copy of a public record, the City (in order to assist the member of the public to make a focused and effective request that reasonably describes an identifiable record or records) shall do all of the following, to the extent reasonable under the circumstances: (1) Assist the member of the public to identify records and information that are responsive to the request or to the purpose of the request, if stated. (2) Describe the information technology and physical location in which the records exist. (3) Provide suggestions for overcoming any practical basis for denying access to the records or information sought. (b) The requirements of paragraph (1) of subdivision (a) shall be deemed to have been satisfied if the City is unable to identify the requested information after making a reasonable effort to elicit additional clarifying information from the requester that will help identify the record or records. If the requested record(s) does not exist, the Public Records Act does not require the creation of such a record and as such, the City will not create the record. Records Management Policy— Page 13 of 32 RESOLUTION NO. 2015-04 PAGE 17 OF 54 MARCH 24, 2015 t (c) The requirements of subdivision (a) are in addition to any action required of the City by Section Govt. Code Section 6253, as outlined in paragraph 7.3 below. (d) This section shall not apply to a request for public records if any of the following applies: (1) The City makes available the requested records pursuant to Govt. Code Section 6253. (2) The City determines that the request should be denied and bases that determination solely on an exemption listed in Govt. Code Section 6254. (3) The public agency makes available an index of its records. 7.3 Responding to a Request for Public Records: 7.3.1 General ten (10) day rule. In general, the City shall, within ten (10) days of its receipt of a request for public,records, determine whether the request, in whole or in part, seeks copies of disclosable public records in the possession of the City and shall promptly notify the person making the request of the City's determination and the reasons for its decision. Grounds for refusing a request include, but are not limited to, the following: • The request does not seek records which are reasonably segregable from records which are exempt from disclosure; • The request does not reasonably describe an identifiable record; The request would require that the agency compile data, perform research or create new records not currently in existence; or • The request seeks records that are exempt from disclosure. (NOTE: The Public Records Act requires the disclosure of reasonably segregable portions of records. If portions of a record are exempt and other parts of the same record are not, the non- exempt portions of the document must be disclosed.) 7.3.2 Extension of time for unusual circumstances In unusual circumstances, the ten (10) day time limit imposed by the Public Records Act may be extended. If such an extension is needed to respond to a request, a written notice must be provided to the person making the request, setting forth the reason for the delay and the estimated day and time on which a determination is expected to be given. NO extension of additional time shall exceed fourteen (14) days. Records Management Policy— Page 14 of 32 RESOLUTION NO. 2015-04 PAGE 18 OF 54 MARCH 24, 2015 "Unusual circumstances" means the following, but only to the extent reasonably necessary to the proper processing of the particular request: • The need to search for and collect the requested records from field facilities or other locations separate from the office processing the request; • The need to search for, collect and examine a voluminous amount of separate and distinct records demanded in a single request; or • The need for consultation, which shall be conducted with all practicable speed, with another agency having substantial interest in the determination of the request or among two or more components of the agency having substantial interest in the subject matter of the request. • The need to compile data, to write programming language or a computer program, or to construct a computer report to extract data. 7.3.3 Notification of determination: When determination has been made as to whether to grant or deny a public records request, the person making the request should be promptly notified in writing of the City's determination, including the . following information: • Whether the request is being granted or denied; • If the request is being denied, in whole or in part, the extent and the reasons for the denial; • The name and title or position of the person responsible for the denial; • The cost or an estimate of the cost of copying the records and a request for pre-payment. (Note: this is only the direct cost of duplication, or a statutory fee, if applicable, and does.not include staff time to research, retrieve, or compile the records; and • The option to inspect the requested records at a mutually convenient time during office hours. 7.3.4 Electronic Records: Per Govt. Code Section 6253.9 (a) Unless otherwise prohibited by law, if the City has information that constitutes an identifiable public record not exempt from disclosure that is in an electronic format, it shall make that information available in an electronic format when requested by any person and, when applicable, shall comply with the following: (1) The City shall make the information available in any electronic format in which it holds the information. (2) The City shall provide a copy of an electronic record in the format requested if the requested format is one that has been used by the City to create copies for its own Records Management Policy— Page 15 of 32 RESOLUTION NO. 2015-04 PAGE 19 OF 54 MARCH 24,2015 use or for provision to other agencies. The cost of duplication shall be limited to the direct cost of producing a copy of a record in an electronic format. (b) Notwithstanding paragraph (2) of subdivision (a), the requester shall bear the cost of producing a copy of the record, including the cost to construct a record, and the cost of programming and computer services necessary to produce a copy of the record when either of the following applies: (1) In order to comply with the provisions of subdivision (a), the City would be required to produce a copy of an electronic record and the record is one that is produced only at otherwise regularly schedule intervals, (2) • The request would require data compilation, extraction, or programming to produce the record. (c) Nothing in this section shall be construed to require the City to reconstruct a record in an electronic format if the City no longer has the record available in an electronic format. (d) If the request is for information in other than electronic format, and the information also is in electronic format, the City may inform the requester that the information is available in electronic format. (e) Nothing in this section shall be construed to permit the City to make information available only in an electronic format. (f) Nothing in this section shall be construed to require the City to release an electronic record in the electronic form in which it is held by the City if its release would jeopardize or compromise the security or integrity of the original record or of any proprietary software in which it is maintained. (g) Nothing in this section shall be construed to permit public access to records held by the City to which access is otherwise restricted by statute. 7.3.6 Campaign forms: Exception to 10 day Rule. Govt. Code Section 81008 requires that all campaign forms and Statements of Economic Interest be made available for public inspection during regular business hours, commencing as soon as practicable, but in any event no later than the second business day following the day on which the request is received. Records Management Policy— Page 16 of 32 RESOLUTION NO. 2015-04 PAGE 20 OF 54 MARCH 24, 2015 7.4 Fees: Upon payment of the cost of duplication, or a statutory fee, if applicable, the records must be made promptly available. Fees for public records shall be assessed by the Master Fee Schedule or statutory fee. 8. VITAL RECORDS PROTECTION: Vital Records contain information necessary for the City to resume operations after a disaster. Each Department Director is responsible for identifying the Vital Records under his/her control and ensuring that the Vital Records are maintained according to the following procedures: • All Vital Records shall be stored in a secure, safe and controlled environment, to protect the records from theft or damage (i.e. vault or Records Center). • Vital Records that are in use but are required to be kept in a secured area should be returned to said area at the end of each workday. Vital Records should not be allowed to accumulate on desks or in unprotected areas. • The Information Technology Division shall back up the City's Servers, and imaged records each business day in accordance with procedure established with the City Manager. The back up copy will be stored at an off-site location to be used for recovery if necessary. The address of the off-site location is on file with the City Clerk's office. ATTACHMENTS -REQUIRED FORMS PER SECTION 6.1 Records Management Policy— Page 17 of 32 r RESOLUTION NO. 2015-04 PAGE 21 OF 54 MARCH 24, 2015 City of Grand Terrace - City Clerk's Department Records inventory Identification Form (6.1.1) Department: Date: Division/Office: Inventoried By: Ext: Record Series Title: Alternate Title(s): Inclusive Dates from: to: Record Series Description: (Content& purpose-be detailed) Record Is: Value: Vital Administrative Non-record Fiscal Confidential Historical Exempt from Legal Public Disclosure Original Record Container: Duplicate Type: If duplicate,location of original: Quantity Filing Method - File Location: Chronological Building Alphabetical Room/Office Subject Records Center Numerical (inactive) Geographic Other: Department Head's Suggested Retention: Total Years: FOR CITY CLERK'S OFFICE USE Method and basis of Filing/Retention: File at Dept.Level then destroy Years File at Dept.Level then transfer to Record Center Years Safeguard at Records Center then Destroy Years Retain at Records Center Permanently Records Management Policy— Page 18 of 32 RESOLUTION NO. 2015-04 PAGE 22 OF 54 MARCH 24,2015 �. City of Grand Terrace City Clerk's Department Retention Work Sheet,(6.1.2) Type of Record: Department Legal Citation City Retention Legal Retention For City Clerk's Office Use Records Management Policy— Page 19 of 32 RESOLUTION NO. 2015-04 PAGE 23 OF 54 MARCH 24, 2015 City of Grand Terrace City Clerk's Office RECORDS RETENTIO V SCHEDULE (6.1.2-1 Original Record Series Title Office of Record Confidential Vital or Legal Active Inactive Total � Duplicate Retention Retention Retention Retention Comments y O z z 0 N . O In O b a N -P O Retention Legend AU=Audit T=Termination l ted Life P=Permanent C=Closed/Comple RETENTION PERIOD IS TIME NOTED PLUS CURRENT YEAR n x ME=Municipal Election E=Expiration .Np. D=Destroy when not relevant N O �, Records Management Policy— Page 20 of 32 Instructions for Completing the Records Inventory Identification Form (6.1.2) Appraisal: The first step in the preparation of the Records Inventory is the appraisal of the records. To appraise your records there are a few things you should keep in mind: how often the records are used, the value of the records-with regard to administrative, legal, fiscal, or historical interest, adequate and essential periods of retention; and appropriate disposition of records. The next step is to define the Records Series. A Records Series is arranging files into units or groups of documents because they relate to a particular subject or function; result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt or use. Record Series may consist of records of a single type or format and can be described, handled, evaluated and disposed of or retained as a unit. Record Series Title - Give a complete title to each Record Series. Such as that which is used in the department, or any other information that will be useful in identifying records to be analyzed. The Records Series Title will be used to identify records on the Retention Schedule for storage and for destruction. Alternate Titles - Enter additional descriptions for the Record. Series that the files might be used in a search for the files. Inclusive Dates - Enter the starting and ending dates of the specific Record Series. Record Series Description - Enter a description for the Record Series describing in detail exactly what the records in the series contain. Describe what purpose the records serve? Original or Duplicate - Indicate if the records are originals or duplicates. Most often, an original document is an original. However, on occasion an original document may be a "photo copy" but serves as the City's "original record." Duplicates are copies of original records and serve for reference or for operational requirements. If the record is a duplicate, enter the department where the original is located. Non-record - Indicate if the record is a "non-record." Not all records are public records. A"non-record" is any paper generated during the course of business that does not merit retention because it does not contain information of a significant or lasting value, nor record official business. Some examples of non-records are duplicate copies, preliminary drafts, working papers, material from outside agencies, and brochures. Confidential — Indicate if the record is confidential. A few examples of confidential records are City Attorney communications, personnel, medical or similar files, and files involved in litigation. Records Management Policy— Page 21 of 32 RESOLUTION NO. 2015-04 PAGE 25 OF 54 MARCH 24, 2015 Vital - Indicate if the record is vital. A vital record is a record containing information essential for the City to resume operation after a disaster. Records containing information regarding claims to present or future income, records necessary to protect the City against fraud or overpayment, and records furnishing data on current assets, equipment, securities and real estate. Examples of this type of record may include current financial statements, ledgers, property deeds, minutes, contracts, resolutions, ordinances, and permits. Exempt from Public Disclosure — Indicate if the record is exempt from public disclosure. Not all City records are available to the public. A few examples of exempt records are City Attorney files and communications; preliminary drafts; notes; personnel, medical, or similar files; records pertaining to pending litigation, and investigatory or security files of any local police agency(with exceptions). For other records exempt from public disclosure, refer to GC 6254 and 6255. Filling Method— Describe the order in which the records are filed. Administrative (or Operational Value) — Indicate if the record has administrative value. A record has administrative value if it enables the organization to perform its primary function. These records assist in conducting the daily business of the organization or unit. Memoranda, reports, and correspondence are a few examples. Fiscal Value— Indicate if the record has fiscal value. A record that has fiscal value is a record that relates to financial transactions especially those required for audit or tax purposes. A few examples are canceled checks, payroll data, vouchers, and budgets. Historical Value — Indicate if the record has historical value. Records with historical value included records that document past events and have long-term value. A few examples are photographs, old region maps, incorporation documents, and time capsule. Legal Value - Indicate if the record has legal value. Records with legal value are records that are required to be kept by law or those that may be needed in case of litigation or government investigation. Some examples are records affecting title of real property or liens thereon, minutes, ordinances, and court records. Record Container - Where the files are stored. Examples are storage boxes, filing cabinets, or staff member's desk. File Location- Where the files are located geographically Examples include the vault and the Record Center. Department Head's Suggested Retention - Enter the total years the department wishes to retain the file. Indicate how many years the file will be stored at the department level and how many years at the Records Center. Not all departments will need to use the Records Center for storage. Method and basis of Filing/Retention- This portion.is for City Clerk's Office use. The City Clerk's Office will research and apply the retention period to each record series per legal and/or administrative requirements. Records Management Policy— Page 22 of 32 RESOLUTION NO. 2015-04 PAGE 26 OF 54 MARCH 24,2015 City of Grand Terrace City Clerk's Office REQUEST FOR AMENDMENT TO RECORDS RETENTION SCHEDULE (6.1.3) 0 Department: Requested By: r" C Add Change Reason for Requested Current Proposed ZSeries Title and Description or Delete Amendment Legal Retention Retention Retention z 0 N O r- O b N J 'TJ U Approved Department Head: Date: City Clerk/Record Mgr.: Date: N N City Attorney: Date: Records Management Policy— Page 23 of 32 r, Instructions for Completing the Request for Amendment to Records Retention Schedule (6.1.3) Complete the following sections and submit to the City Clerk's Office for processing. City Clerk will submit to the Department Head and the City Attorney for a final review prior to submittal to the City Council for approval. Department- Enter your department. Date - Enter the date you are requesting the amendment to the Records Retention Schedule. Requested by- Enter your name. Record Title and Description -The Record Series Title is the title given to a group of records that relate to a particular subject or function; result from the same activity; have a particular form; or have some other relationship arising out of their creation, receipt or use. Give a complete file title as used in the department. Give a brief description that will be useful in identifying the record to be analyzed for legal retention purposes. If amending the retention period for an existing Record Series, use the Record Series Title listed on your department Retention Schedule. Add, Change, or Delete - Indicate whether you want to add a new record series to the retention schedule, change a records series title or retention period on the retention schedule, or delete a record series from the retention schedule. Reason for Requested Amendment - Explain why you are requesting amendments to the Records Retention Schedule. The City Clerk/designee will complete the balance of the form by referencing applicable codes and statutes to determine the required retention period. Records Management Policy— Page 24 of 32 RESOLUTION NO. 2015-04 PAGE 28 OF 54 MARCH 24,2015 ... .. - City of Grand:Terrace City Clerk's Office e r Transfer�\ f R co ds Tra List (6.1.4) A. Department: 2. Records Transferred By: 3: Extension: 4:-Date of Transfer: 5. Records Center Box Number: (Write Number of Box) 6. Restrictions on Use of Records: (If no restriction write"None") 7. Series Title 8. Description:of.Records 9. Date of Records: : 10. F_inal Disposition From: : To: 11: Remarks: . .12. Records,Received By: 13.Title: 14..Date: Records-M anagement Policy-- 25 of RESOLUTION NO. 2015=04 PAGE 29 OF 54 MARCH 24; 2015 Instructions For Completing the Records Transfer List Form (6.1.4) *PLEASE NOTE: To accommodate shelving and handling, all records transferred to the Record Center must be stored in a standard storage box with handles. The storage box must not be larger than 12" wide x 10" high x 15 112" deep. Any storage box larger than this will not be accepted in the Records Center. Complete Sections 1-10. The Records Manager will complete sections 11-15 of the Transfer List and give your department a signed copy. Use the tab key to navigate through the form. Then email the completed from to the Records Manager. 1. Enter the name of your department. 2. Enter the name of the person responsible for your department's records. 3. Enter your extension number. 4. Enter the date which form was prepared. 5. All boxes must be assigned a box number, which must be clearly marked on the records storage box. This number is acquired from the Records Manager. If the list is continued on a second sheet, remember to put the box number on each sheet. 6. Indicate if there are any restrictions on the use of these records (i.e. "Confidential"). Important: Clearly mark any applicable file folders "Confidential", or "Do- Not Destroy Until Audit Completion", or. "Do Not Destroy - Under Litigation," etc. 7. Enter the records series title used in the Records Retention Schedule. If you cannot locate the series title in the retention schedule, contact the Records Manager for assistance. 8. At "Description of Records," list the title of each file in the box. The file folder label is often the best source for this information. Be as detailed as possible to assist in future retrieval, include project numbers or other identifying numbers that complete the description. 9. Enter the dates of all records. 10. Date when records may be destroyed in compliance with the Records Retention Schedule. Keep your copy of the Records Transfer List As a record of your documents housed in the Records Center. Records Management Policy— Page 26 of 32 RESOLUTION NO. 2015-04 PAGE 30 OF 54 MARCH 24,2015 City of Grand Terrace 1. Date: City Clerk's Office RECORD RETRIEVAL REQUEST (6.1.5) 2. Name: 3. Department/Division 4. Phone 5. Return: Reactive: Retrieval: 6. Record Title and Description: 7. Location/Box No. Please keep this form attached to record Distribution: Copy-Attach File Original - Records Manager/City Clerk's Office --------------------------------------------------------cut here------------------------------------------------------- City of Grand Terrace 1. Date: City Clerk's Office RECORD RETRIEVAL REQUEST (6.1.5) 2. Name: 3. Department/Division 4. Phone 5' Return: Reactive: Retrieval: 6. Record Title and Description: 7. Location/Box No. Please keep this form attached to record Distribution: Copy-Attach File Original - Records Manager/City Clerk's Office Records Management Policy— Page 27 of 32 RESOLUTION NO. 2015-04 PAGE 31 OF 54 MARCH 24, 2015 Instructions For Completing the Record Retrieval Request Form (6.1.5) Use this form to request the retrieval of records stored in the Records Center. Complete Section 1-6. The Records Manager will complete section 7. * If you telephone your request in, the Records Manager will complete all sections according to your instructions and you will be notified when the record is available. 1. - Enter the date of the request for record retrieval. 2. Enter your name or the name of the person responsible for the record. 3. Enter the name of your department and your division. 4. Enter your telephone extension number. 5. Check"Retrieve" when requesting a file from the Record Center, "Return" when the file is to be returned to the Record Center, and "Reactivate" when you will be retaining the file in your active storage. 6. Enter the Record Title / title of the file and any information that may help to locate the file. 7. Enter the box number that the file is located in. If unknown, list any boxes that the file might be in. Cut Here Instructions For Completing the Record Retrieval Request Form (6.1.5) Use this form to request the retrieval of records stored in the Records Center. Complete Section 1-6. The Records Manager will complete section 7. * If you telephone your request in, the Records Manager will complete all sections according to your instructions and you will be notified when the record is available. 1. Enter the date of the request for record retrieval. 2. Enter your name or the name of the person responsible for the record. 3. Enter the name of your department and your division. 4. Enter your telephone extension number. 5. Check 'Retrieve" when requesting a file from the Record Center, 'Return" when the file is to be returned to the Record Center, and "Reactivate" when you will be retaining the file in your active storage. 6. Enter the Record Title /title of the file and any information that may help to locate the file. 7. Enter the box number that the file.is located in. If unknown, list any boxes that the file might be in. Records Management Policy— Page 28 of 32, RESOLUTION NO. 2015-04 PAGE 32 OF 54 MARCH 24, 2015 j. City of Grand Terrace City Clerk's Office AUTHORITY TO DESTROY OBSOLETE RECORDS (6.1.6) The department records listed below have been retained in accordance with Resolution 2015-04 and applicable federal and state laws as set forth in the Grand Terrace Retention Schedule. In accordance with Resolution 2015-04 and upon the request of the appropriate Department Head, and the approval of the City Clerk and the City Attorney, these records will be destroyed. Note: Documents will be reviewed for historical value and, if applicable, retained in the Archives. Documents involved in litigation or pending audit may not be destroyed. Department: Date: Page: Of: Division Prepared By: Destruction Date: Record Title: Date of Records Storage Box (Same as Used in Retention Schedule) From: To: Location Number l APPROVAL: Consent is hereby given to destroy the above-listed records Department Head Date City Attorney Date City Clerk Date DESTRUCTION COMPLETE BY: Signature Date Records Management Policy— Page 29 of 32 RESOLUTION NO. 2015-04 PAGE 33 OF 54 MARCH 24, 2015 a , Instructions For Completing the Authority to Destroy Obsolete Records Form (6.1.6) This form is prepared by the department wishing to destroy records in accordance with the City's Records Retention Schedule and Records Management Policy. Complete the following sections and submit to the City Clerk's office for processing. The City Clerk or Records Manager will review the form and forward it to the City Attorney for approval. Once approved by the City Attorney, the records will be destroyed. The form will be signed by the department verifying destruction and returned to the City. Clerk's office for permanent retention. Department - Enter your department. (i.e. Community Development, Administrative Services) Division - Enter your Division. (i.e. Building, Business Licensing) Date - Enter the date you are preparing the form. Page / Of - If you are using more than one page to list the records to be destroyed ensure all forms are numbered. Prepared by- Enter your name. Destruction Date - The destruction date will be filled in when the records have been destroyed. Record Title - Itemize the files to be destroyed, include the same Record Title as used in the Records Retention Schedule. Date of Records - Enter the dates of all records to be destroyed. Storage Location -Indicate if the records are stored in your office/storage area or if they are stored in the Records Center. Box Number - If the records are stored at the Record Center, please indicate the box number in which the records are stored. Department Head Approval - Have the Department Head review the list of records to be destroyed and indicate their approval by signing. Retain this document permanently. Records Management Policy— Page 30 of 32 RESOLUTION NO. 2015-04 PAGE 34 OF 54 MARCH 24,2015 CITY OF GRAND TERRACE Public Records Request' ,., p City Clerks Department. : rz reRaeee 2279.5 Barton Road Grand Terrace, CA 92313 _(909)824-6621:Ext.230 Pursuant to Government • . - Section 6250 1 am requesting: :El: : . ❑ Copying p : Inspection and Copying Of the following-records: (Please.provide a specific description of public records requested,"and list each document;:file, or record separately. Attach additional sheets if necessary) You will be contacted when the information is ready. Please provide the following information: Name of Requestor: Mailing Address: Phone: _ Fax: E-mail: . 1'understand that the City must make a determination to comply with my request within ten(10)working days of-receiving this request, and:t will be notified when the records are available. If unusual:circumstances exist, as defined:by law, a response to my request may be extended by an additional ten (10)working days. I understand that-1 will be charged a-reproduction'1ees for any copies requested, and I agree to reimburse the City of Grand Terrace for the direct cost of duplicating the-information requested at the time of receipt.. If my request is denied, I will be notified.in writing.with=the reasons for the denial within five.(5)working days after_the ten (10) day determination time limit has expired. Signature of Requestor: Date::. respondPlease inform us how you would like for the City to . your request: 0 Walk-in/Pick Up ❑ Mail E=mail ❑ . :.Fax . :❑ Other: : : : da 'Rf :OFFICE,U.SE ONLY; r - 1: Your'request has,been'processed as follows: x �❑ =Requested recortls a're available for�'mspection {"i`� `� ; ' Requested copies are enclosed and,receipt is attached ❑* Requsted;records ae available, however`a written release fromthe Architect,jEngmeer of Record Copyright Owner`and/or property owner is required Our files show'the following contact' Welare unable to process this request at this time ,ue to Deatllme(statute; Complefion Date Staff Initials . . Pages) kg CopyingECost $ tree $ Records Management Policy— Page 31 of 32 RESOLUTION NO.2015=04 PAGE 35.OF 54 MARCH 24' 2015 oi CITY OF GRAND TERRACE Public ReCOrds Request: : :,: City Clerk's Department (6.1.7) 22795 Barton Road ft n T RRae - :. : " Grand Terrace, CA 92313 (909)824-6621:Ext.230 RECORDSPUBLIC • 1): The City:will respond to requests#or public records:in.accordance with the:terms of the.California. Public : . Records Act as the.Act now exists or may hereafter be amended;:and nothing:.in.the-Policy is intended:nor shall:it be construed to conflict with the terms of the Public Records Act. 2): Information.is:available in City offices during regular business hours Monday through Thursday, 7:30 am to .5:30 pm. Many frequently requested documents are also available,for viewing/printing:via the Internet at:the City's.:web site http://wwini.arandterrace-ca.ora including City :Council.Agendas and. staff reports;. City Council Minutes; Commission:and Commission Agendas; Municipal/Development Code, City Standards, The City.Budget, and the City's.General Plan. 3) Requests must be for records in the; possession:of the City of Grand Terrace: Requests must be focused and specific.and must reasonably describe identifiable records. Requests not meeting this criterion may be returned for further clarification. 4).: If your request:is:to review records; rather than receive:copies, an appointment will be arranged for you once the records.are.gathered. Original City records must remain in the custody of the City in order:to:protect their integrity and ensure.accessibility. 5) : Government.Code §6250 et seg; :provides that::any :person may inspeet_::and/or receive..:a _copy of an identifiable public record,:(with some exceptions) unless impractical to do so. The City will determine, within 10 days of receipt of a request, whether it:can comply with;the.request and will-inimediately notify you.of the determination and the estimated cost for the records requested. The: City will produce any existing q tY 9 documents responsive to your request that are not designated as privileged documents .by Government Code § 6254 or otherwise-exempt from production. You will be contacted at the phone number or address indicated on this form once the information.requested is available: 6) Pursuant to the Public Records Act, "Except with respect to public records exempt from disclosure: by express:provisions of law,.each state or local agency, upon a.request for a copy of records that reasonably describes an-identifiable record or:records, shall: make-the records promptly available to any person upon payment of fees.covering direct costs:of duplication,.or a.statutory fee if applicable. Upon request, an exact copy shall be provided unless impracticable to:do so." The following fees for copies are in accordance with the: City of Grand :Terrace Public Document Fees•: Chapter 4.92 (Ord:,220 § 1 (part); 2006; Ord. 161 :§ Exh. A:(part) 1996. Ord.: 1:12 §2 (Exhibit A-Item 22), 1989 Your request will be processed.in compliance:with the Public Records Act(Gout.Code§§6250-6257): Records Man o I — 32 Reco agement P I'cy Page 32.of RESOLUTION NO. 2015=04: PAGE 36:OF:54 MARCH 24; 20.15 C� .... _ . CITY OF GRAND TERRACE RETENTIONMISPOSITION SCHEDULE EXHIBIT B City:Council Approved March 24'.Lc,J5 .. .Page 1 :. .. . _ :. .. RECORD SERIES.... RETENTION .FORMAT VITAI.DEPT OF REMARKS. ...... . .......... '' CITATION TITLE/SUBTITLE PERIOD RECORD COPIES or DUPLICATES of documents for D -- -- Various It is the policy of the City of:Grand•Terrace that copies distributed to GC:6254(a)(drafts);. j wfiicFi a department is not the office of:record. various departments for informational:purposes and drafts; notes, GC 0.7(copies) - y memoranda that-are not retained by or interagency or intra'a agency O ... _ 9 g is s the .public agency in the ordinary course of business may. be destroyed by the:departments when they_are no longer useful.for .. reference. GE E RX11111AW.M NISTR TION "' z OFFIG�E A AG�ME & YEFERENC General Information 2 HC -- Various. GC 34090 Correspondence-.Chronological Files::::.. C+2 ..HC =:-:: .Various' Originating.D.epartment:.(e.g. CC::FYI read info, City Manager's GC 34090 ... o calendars):. LIA Citywide Policies/Procedures C+2 I - Various Note::This does not include area specific:policies and procedures:. GC 34090 . . For those see the appropriate function. Includes reference _. .... ....... materials: such. as: Help aids, Tutorials; and Software and Hardware Training.Manuals :. .. . Consultants ..... 3. HC - Various Excluding.conSultantoo.ntracts GC 34090 Staff Meeting Notes D HC -- Various Inter-agency.memoranda not retained in the ordinary course of GC 6254(a) business y Work Plans ""C+2 HC -- 'Various GC 34090 In-House Committees C+3 HC - Various May be keptfor research/historic purposes GC 34090 w Departmental Analysis&Reports 5 HC -- Various e.g. 'reorganization and transformation info, department and GC 34090 division mission statements,visions,drivers, initiatives,etc. Press Releases C+2 - I -- Various ... "' GC 34090 General Subject Files.. . C+2.. HC Various Interrial working files. GC 34090(d) P Professional Associations ' 2: HC -- Various (Le: IIMC, CCAC, ICMA) GC:34090 Community Organizations 5 HC -- Various. (i.e.. Business Associations) GC 34090 Comm unity Promotions 5 HC ;=::: .Various. (Le:: Communications&:O.utreach info,.surveys;:newsletters):... GC:34090 Publications from:Outside'Agencies b :HC -: Various' Not in City's control(not a'public record) w. GC 34090 FORMS PUBLICATIONS MANAGEMENT General'Information" "" "' 2' HC -- Various "` GC 34090 Blank Forms C+2:. HC I. . -- Various Templates/forms.are considered preliminary drafts.exempt from GC 6254(a) disclosure ..... Mailing Labels C+2 I -- Various GC 34090 Document Templates C+2 I Various: Templates are considered preliminary drafts exempt from GC 6254(a) disclosure. C� RECORDS MANAGEMENT x General Information. 2 HC -- Various Damaged records''assessment reports, Records disaster recovery GC 34090 worksheets(for records that are recoverable) o Certificates of Destruction P HC I -yes CC Authorization to:destroy obsolete records; Authorization to destroy GC 34090.5 unrecoverable damaged records Retention Schedules C+4 HC I yes CC State considers them current for 5 years only. GC.340.90;CCP 343' Records Management Policies/Procedures C+2 HC I yes CC Keep until superseded. GC 34090 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life'1=Image/Electronic file D=Database HC=Paper/Hard Copy'M=Microfiche/film S=Samples DoR=Dept of Record _ "' . . CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE - EXHIBIT B City Council Approved March:24,2015 .. .Page 2 :. .. . RECORD SERIES.... RETENTION .FORMAT VITAI.DEPT OF REMARKS. ...... ...... ...... . ...... CITATION' TITLE/SUBTITLE PERIOD RECORD Inventory, Records C+2 I yes Various Inventory of inactive records holdings&location GC34090 j Public Records Re' uest C+2 NCI =- CC GC 34090 INFORMATION SYSTEMS 0 General.Information. 2. HC,I " -- IT GC 34090 Internet,_World Wide;Web C+2. I.;:. -- CM _ Management/Policies&supporting documentation GC 34090. Inventory;Information Systems C+2 D HC•1- 'yes IT ' Hardware/Software Inventory logs;systems-manuals GC 34090 Z Pro ram:Files and Directories( ) C+2::.: 1 .... yes Various Backup tapes-nopt:a rcord .:.: GC 34090.7 9 � � p .p z Network Information Systems LAN/WAN C+4 HC I es IT Configurationma s&plans GC 34090;CCP337.2;343 p Software Program Management C+2 HC I -- IT GC,34090 N Application Integrations - -C+2 HC _ : .. IT ... ....... GC.34090 Business Process Workflows: p C+2 HC I Various: GC 34090 P'R NTING-I&I POSTAGE General Information 2 HC. -- Various GC 34090 Printing/Reproduction C+2:. HC -- Various GC 34096 .... Postal/Mailing C+2. .. . HC:. FS. . GC 34090. .. TELECOMMUNICIATIQNS General Information C+2 HC I -- Various These are not broadcasted files; these are City documents relative GC 3.4090 ... ... to these subjects y Cable Television 'C+2 HC I Various. These are:n'ot broadcasted files; these are City'documents relative GC34090 " to these subjects _ w Telephone Carriers,.Antennae and Telephone C+2 HC I -- Various These are not broadcasted-files; these are City documents relative GC 34090 00 Services to these subjects- Public Education and Government Cable C+2. HC I -- Various These are not,broadcasted:files; these are City documents relative GC 34090 Television.: to these subjects:.: . .A Institutional Network Services C+2 HC I =-: Various These'are not broadcasted files; these are City documents relative GC 34090 to these subjects ::::... Media Information.: Ct2....... --.. ..Various. Media con ac .in orma Ion. Emergency Comm unications:Systems': C+2 HC I == Various.: (e.g. Narrowbanding equipment) GC 34090 COMMUNITY ,EUELOPMENT DEVE=LOPMENT ADMINISTRATION General Information 2.... HC -- CD : GC 34090 _. Develop me.nt.Bonds;, .. C+10 HC 1. yes FS. . Housing;,industrial development GC4390.1 .requires ,that you Gist GC 34090,43900; .... publications requirements before destroying: All destruction most CC P 337.5' be approved by City. Attorney. A`deve opment bond is what a .... (o developer.posts o insure that require public Improvements .ads, curbs;;gutters,;sidewalks,;;schools, etc:) are built. BONDS (� INSURING... REAL :.PROPERTY: MUST.:..BE RETAINED x .. PERMANENTLY.:::.. Security Bonds C+2 HC yes FS Documentation created/received in connection with performance of GC 34090,43900; CP 337 work/services for parcel maps:&.subdivision.work C :5; . Os. I es. CID Miti ation•measures; •filed with case files. Su ort'in documents GC:65869.6;CCP 337.15 Development Conditions&Development. P y g p.p g Agreement Supporting Materials for development agreement filed here; sign development agreement. C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life I=1ma a/Electronic file D=Database HC=PaP er/Hard Copy,M=Microfiche/film S=Sam les Dr' pt of Record �,_-.I.... .. _.. CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE - EXHIBIT, B ... City:Council Approved March;24,Zu;5 ... .Page3 :. .. . RECORD SERIES... ..... RETENTION' FORMAT VITAI.DEPT OF REMARKS ..... CITATION TITLE/SUBTITLE PERIOD RECORD e P yes PP P parkway landscape development - GG 34090(a) .... Development Standards P: HC I CD Landscape medians, j CommunityDevelo ment Block Grants Au+4 •I es CD A lications, re ports,supporting documents; actual grant contract 24:CFR 570.502(b)(3); 0 (CDBG) 24 CFR 85.42 :.. .r" Land Uses;Nonconforming P HQ I yes CD GC 34090(a) C' Maps&Plats_ P I, :. yes Various Engineering&field notes&profiles; cross-section of;roads;streets, H&S 19850;GC 34090(a) y - - right of way maps; bridges;-annexations; deannexation parks, .. tracts,. .block stom., r drains maps,water easement maps, etc. ' to ains mas 0 Plans-Regulatory P I yes CD Master Plans, General Plans & Elements to.General Plan, Area GC 34090(a),65106,50110; . .... .... 50 N .. ...... Plans, Local.Coast :Plans, Land:Use Plans:: Zoning Ordinance, 198 .. Zoning Maps,Zoning Text Amendments, Plans; Drawings :Exhibits, H&S and Photos ..... ..... C) General Plan Amendments C+3 D HC I. yes CD Includes approved.and denied. GC 34090(a),65106,50110 Development Impact:Fees P:. D L ' .yes CO: GC 34090(6);CCP 337015: Studies, Special Projects&Areas C+2: HC - Various Engineering joint powers, noise, traffic impact studies, circulation, GC 34090(a) archeological artifacts; Americans with.Disabilities Act(ADA)Action C+2 HC D Various s. ... -... GC 34090 BUILDING General Information 2 HC • . -- CD' Building Permits and Plans P D HC I' yes CD Issued' and final' permits, plans, structural calculations, and GC 34090(a);H&S 19850 p . M::::. associated documents. UnReinforced Masonry(URM) Plans P D HC I: yes GD URM certificates;terminations,:and associated files. GC 34090 Projects in Plan Check C+2 D HC -- CD Destroy when Plan Check expires GC 34090 Soil C+2 HC -- CD Analysis, construction recommendations GC 34090(d) Soil Reports(Final): P I yes CD Final reports GC 340.90(d);CCP 338.1 Code.Books P. HC yes CD National Electrical Code,. Uniform__ Building,. .Fire, Mechanical, GC 34090€ Plumbing&SuPPle..m..ents-Keep until superseded Contractors C D yes CD Current list-contractor database GC 34090 Inspection Logs C+2.: HC yes CD Daily inspections GC 34090, Complaint File C+7- D I' -- CD: Confidential complaints 42 USC:1983' Building Inspection Services to Outside C+10. D -- CD Agenda reports for these services; actual legal agreements GC 34090 Agencies PLANNING General Information 2 ....HC CD "' GC 34090 n Case./Project Files y P. D'HC I es. CD Planning &. Zoning. Pertains to.:real roe Ma include GG;3409o(a),4003,4004; 9. ..... property.:rtY• Y ... H&S 19850: x �: blueprints, drawings; maps, plans, reports, correspondence, uses, ; N variances, studies, appeals, compliance certificates. Includes N .• ....... rezoning of properties, historic preservation address files, and . o . planning alcoholpermits/uses and redevelopment(;urban renewal v ;.. projects, parking adjustments, lot::line adjustments, preliminary, tentative and.final maps;.subdivision agreements .. .. . .. .. .. .. . C=Closed/Completed P=Permanent D=Destro w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=1ma a/Electronic file D=Database HC=Paper/Hard Copy'WMicrofiche%film S=Samples' DoR=Dept of Record CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE - EXHIBIT, B ... City;Council Approved March;24,2015 . .Page 4 :. .. RECORD SERIES.... ...... ...... RETENTION .FORMAT VITAI.DEPT OF REMARKS. ...... ...... CITATION TITLE/SUBTITLE PERIOD RECORD Sample.materials submitted with projects for C+2 S -- CD Roof, glass, paint, etc.• samples keep as Ion •is project is in GC:34090 .. . j approval „ „ „ approval :process plus'2 years.; Original is hen scanned or ... destroyed, p scan 0 photograph; original de oyed, and photo or filed in project r" file.. C Broad policies or topics not tied to specific P .:. D HC:I yes CD May-.include blueprints, drawings, correspondence, reports,:or GC 34090;H&S 19850 O address studies, and staff reports. (Le: awnings-, mansionization, lighting)-, water allocation charts z ENVIRONME N TAL QUALITY O General Information 2 HC -- PW GC 34090 :::.... N Air:Quality(AQMD) :C+7 :HC I =-:: g y mileage. survey:;(TDM), CCP.338(k);GC:34090 PW :: Participants,..voucher::o s tots:::dai o - commute;alternative v, Asbestos . - P HC I - PW - Abatement projects,public buildings GC 34090(a). California Environmental Quality Act(CEQA) P D HC I. yes Various Exemptions, Draft.& Final EIRs, mitigation monitoring, negative GC 34090(a); declaration, notices of completion and determination, comments, CEQA Guidelines _.... .... ....... ...... statements of overriding consideration Congestion Management C+2 HC -- PW ' Ride sharing,trip reduction GC 34090(d) National Environmental Policy Act(NEPA) C+2 D HC I -= PW Correspondence, consultants, issues, conservation (e.g. oil leases GC 34090(d) on outer continental she .shelf) y Review of EIRs not under City Jurisdiction C+2 HC PW City Review and comments on ;projects by other jurisdictions -GC 34090(d) t7 exemptions,.. EIRs, mitigation monitoring, negative declaration, notices of completion and detbethinatioh,:d6mment§,:statements o 0 overriding consideration . .... P:::.... D HC I PW.. GC 34090(d) O Traffic Impacts . - Green House Gas Emissions P:: D HC I -- PW Climate Action Plan GC 34090(d) 4- 1 E,E_Q,101_N MR PLANNING General Information 2 HC CD GC 34090 County General Plan "' " " 'C+2 " HC ='=' CD " Grand Terrace:is not the Agency of record GC 34090 General Plans Other Cities:. .. C+2 HC CD Grand Terrace.is not the Agency of.re.cord GC,34090 LAFCO .... . ... .... . ...... .... . ...._ ....2. .. ... ....HC .. .. CD•.. Generallnformation.. ''' PC34090...... .., . . PROPERTY General,Information..: 2 ... HC.: -- CD w. w. GC 34090. Abandonment P:: D HC I- yes CCD' Buildings, Condemnation, Demolition GC 34090(a): Acquisition/Disposition of Property P HC l yes GD Supporting documents of sale; purchase;or exchange. Leases of GC 34090(a);GC 6254;.CCP "' " City propertyand related'documents Annexations-Deannexations P HC I yes CD Reports, public notices GC,34090(a) Appraisals C+2 HC I yes CD Exempt from disclosure until final acquisition obtained GC 34090;GC-6254(h) n Property taxes C+2 HC I - Various: ..' GC 34090 .... .... x s Ma , Cit y ty.Boundary::: " P' .::' HC I::: 'yes CD/PW Recorded maps;::surveys,- monuments,::includes 'neighborhood GC 34090(d) N association boundaries _N Lot Splits and Lot Mergers _ P::::... HC:I' . ,yes CD GC 34090. .. o Relocation Files C+Z HC I - CD GC 34090 v _... ..... . ...... _. _.. _. _... C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life'1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples p,.-_'�ipt of Record CITY OF GRAND TERRACE RETENTIONIDISPOSITION SCHEDU'Le EXHIBIT .B City Council Approved March 24, 5 •...•.• Page 5 RECORD SERIES., RETENTION FORMAT VITA .DEPT OF REMARKS ..... CITATION TITLE/SUBTITLE PERIOD I IRECORDI R ING j General Information 2 'HC CD GC 34090 cQ Programs C+5 HC I yes, CD Includes housing authority strategy,housing bond advisory,HOME, 24 CFR 570.502(b)(3); O In-lieu housing "mitigation;"" low/moderate housing," housing 24 CFR 85:42 assistance, etc... Homelessness C+2. .. HC:I... .-- Various GC 34090... Z ECONOMIC l3EUELOPME T z General Information 2 HC -- CM Includes correspondence, GC 34090 O Economic Development Strategies& 7 HC I -- CM GC 34090 N Business Recruitment ..... o C MMUNITIF SERVICE PROGRAMS EMENW/SITR EEATIOWDISWREAN General Information 2 HC -- Various GC 34090 Events 2.... HC­ -- Various GC 34090 YOUTH SERVICES General Information 2 HC -- CS GC 34090. Programs 5 HC I =-' Various GC 34090 Youth Centers .. 2 HC CS GC.340.90 y SERVICE• FOR CHILD N G� General Information 3 HC -- CS GC 34090 Programs 3 HC I -- CS GC 34090 Child Care Center 3 HC -- CS GC 34090 O SENIOR SERVICES General Information 2 HC -- CC GC 34090 Programs 5 .:HC 1 - Various GC 34090 Senior Center 2 HC -- CC GC 34090 FINANCtALAND FISCAL SERVICES ACCOUNTS PA ABLE A-P'General Information _. _ 2 _ HCL.. .-= F.S.. _.. ... GC34090... Invoice Packet Au+5 HC.I yes FS GC 34090 Check Register Au+S: D HC:I yes FS GC 34090;.26 CFR 16001-1 1099's Au+5 D HC.I. .yes TS 1099§'6hd associated W-9s. GC 34090;29 USC 436;26 CFR 31.6001.1-4;IRS:REG 31.6001-1(e)(2);R&T 19530; 29.CFR 516.5-516.6 7d 'PAYROLL GC 34090... Payroll General Information ..... 2 HC ... .-- FS. tj Payroll Register P D I yes FS GC 34090;GC 37207 Employee Time Sheets Au+6 D I yes Various GC 34090;29CFR 516.2;20 [J .: CFR 516:6(1);IRS Reg..... 31.6001-1(3)(i);R&T 19530; cn LC:1174(d) Other Payroll-Related Documents Au+6 D HC I yes FS Includes W-2 Forms,W-4 Forms, leave balance sheets,etc. GC 34090;29 CFR 516.2; .. CAC22-1085-2 '•. C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration'Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record CITY OF GRAND TERRACE RETENTIONMISPOSITION SCHEDULE:= EXHIBIT B City:Council Approved March:24,2015 .;; ... Page 6 RECORD SERIES. RETENTION FORMAT VITAI.DEPT OF REMARKS .... ..... CITATION TITLE/SUBTITLE PERIOD RECORD Salary Records P I, --• FS Salary schedules GC 34090;29 CFR 5.16.2; C/) AGGOUNiT NG 0 General Information 2' HC - FS - GC 34090 c-_1 General Ledger P D HC.I yes FS GC 34090.;CCP 337 y Report to EDD on Independent Contractors : C+4- HC I -- FS EDD Form 542 GC 34090;CCP 337 Journal Entries and Backup Au+S HC I- yes FS Account postings with supporting documents GC 34090;CCP 337 :: z Audit:Reports and Backup :. ...P ::HC 1 - FS Treasurer's-Reports,Annual Financial reports. GC 34090 State Controller's and Other Required Reports . Au+5 HC I yes FS GC 34090 _. o Fly�E=D ASSETS vA General Information .... 2 ..... HC ... .-= FS GC 34090. .. oInventory Au+5 D yes FS Reflects purchase date, cost, account number GC 34090; 26 CFR 30.1 65-1(f) Surplus Property Disposal Au+5...' D:: -- CD: " " GC 34090;CCP 337 Vehicle Ownership&Title C+2: HC I: yes CC GC 34090(a);. et seq PURCHASING Id Purchasing General Information 2 HC =- - ' FS .... GC.34090 a Vendor Register P D HC yes FS Alpha list:of Vendors,.including PO's, invoices, account:number, GC 34090 h7 check date and amount for year. N Purchase Orders and Requisitions Au+5 D HC yes FS Original Documents GC 34090;CCP 337 Bids, RFP's, RFQ's Au+5: HC I yes Various Requests for Proposals regarding goods & services; plus winning GC 34090;CCP 337; ITi bid staff reports:.. - 2510671 Not Awarded Vendor Packets Au+2. HC yes. Various Bid quotes summaries are stored with the failed..bid packets..Sole GC 34090;GC34090(d); Source Justification Form, Piggyback Request Form CCP 337;GC 25106=1 , BE) ING General Information 2 HC -: FS Division Draft Budgets ,submitted. to. Budget Committee,..Gann GC 34090 9 9 Initiatives Adopted Budget P D HC I yes FS Adopted budget, council priorities, items included in adopted GC 34090 budget Budget as'Presented to"Council,: "' 5: HG I -- CC: Consolidated Draft budget, council priorities,:CIP GC 34090 Budget Adjustments Au+5. HC I:- yes FS Account transfers, appropriation and:, transfer of funds, and GC 34096. creation, modification,or accounting funds, Midyear review reports Redevelopment Agency Budgets P D HC I yes FS (Redevelopment Agencies were dissolved per state law in 2012.) GC 34090,40802,53901;GC : - - s n Includes annual audit;&bond issues and draft RDA budget staff e t eq x reports and items:(budget items.included:Executive Summary and Action Plan, Consolidated Plan, and Consolidated Annual . Performance and'Evaluatl on_Report(CAPER) o .. vi REVE=NUE Revenue General Information 2 HC -- FS GC 34090 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples D-,' ­1_1pt of Record �.. CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE --• EXHIBIT B City Council Approved March 24,�.i�5 -. .Pagel RECORD SERIES. . RETENTION FORMAT VITAI.DEPT OF REMARKS . . CITATION TITLE/SUBTITLE PERIOD RECORD Bank Reconciliations Au+5 HC I yes FS Statements; summaries: for receipts, disbursements & GG 34090;26 CFR 16001-1.. .. C7roJ .... .. .. .. r6conciI. ... . 0 Billing Information Au+5 D HC I yes FS Invoices, Accounts Receivable, 'taxes (e.g. sales tax revenues, GG34090;CCP 338 r, etc.) This series includes cash, register.receipt tapes & credit card t~ receipt copies Business License and Other Customer Files: C+5:" D HC-1 yes F3 GC 34090;CCP 337 O .. zFee Schedules p' C+5 -1 -= FS Fee staff reports GC 34090 O Investment Records P D HC I yes FS Summary'of transactions, inventory&earnings report GC 34090;CCP 337; . . .. GC:53607 ... . ... o Assessment Districts " C+5 .:.D HC I Yes .' FS Transcript binder, collection information, account statements, GG34090 ... ..... administration, bond, coupons,,certifying pompliance.with state law. o re:assessments, and CC staff reports on this topic. Bond Transcript Binder L HC I yes FS GC 34090;.CCP 337.5.. Revenue Bonds and other Bond Information:: C+1.0 HC:I FS' Vital:durin life of debt. Account statements, Administration, Bond GC 34090;CCP 337.5; yes and coupons. A revenue bond is a bond issued by the City for a GC_ 3921- specific public works project and:supported by revenues from=that project. Deposits, Receipts "Au+5 D HC I yes. FS Current documents are vital records: GC 34090;CCP 337 C) Dog.License Permits Au+5 D HC I es. FS Dog tags GC;34090;CCP 337 RISK MANAGEMENT General Information . 2 HC. -- HR GC 34090 Dama a to Ci Property.-City Assets T+7::... HC:I::. . -- HR. Reports and related records:::... GC 25105.5 O g ty p rty- ty 7 Bonds, Insurance P', HC' yes HR Bonds&insurance policies insuring city property and-other assets CCP 337.2,.343; GC.6.499.03 Claims, Damage. C+10 HC I yes HR Paid/Denied,.CC claim staff reports GC 34090;GC 25105.5 Third Party Incident/Accident Reports C+7 HC I - HR Theft, property damage: or similar. occurrence (not fire/law 29 CFR 1904.2;29 CFR enforcement), 7. 1 04. 25 Joint Powers Agreement Insurance "' "' P HC I yes- HR Authority 'California Cities Excess' Liability Insurance; 'All Joint GC94090 Powers agreement's Insurance.Certificates,for permanently held .:.. P. .. HG I:. yes .HR . Insurance certificates,filed separately from legal agreements GC 34090.. legal agreements ..... . .:..... ....... ..... ....... Insurance Policies ::.: P :... HG I..: yes HR . May include liability,property:Certificates of Participation i GC 34090..: GG 6410;29CFR 1910.20 Insurance,Workers Compensation P HC I yes ": HR Indemnity;Originals with Administrator: Photographs, Negatives, Film . C+2 HC I - HR GC 34090 Risk Management Reports. . _ C+5 HC I yes HR Federal OSHA forms,loss analysis report, safety reports; actuarial 29 CFR 1904.4;:GC.34090 . .... td s u ies Warranties; C+2::: HG 1::: -- Various This includes any:warranties:issued to,the City to cover services, GC 34090.;:CC 1790 purchases, and or work performed for the City (e.g. roof warranty, appliance warranties) o Insurance Certificates for.legal agreements C+5 :P . . HG 1. . .-- HR Insurance certificates filed separately from.legal agreements GC 34090;GC 4004; . n CCP 337 2 that.do.not have.a permanent.retention period' ..... " 343 .... .... .... .... _.. _. C=Closed/Completed P=Permanent D=Destroy w/not relevant E=Aftere xpiration Au=Audit T=Termination L=Life'1=Image/Electronic file D=Database HC=Paper/Hard Copy'M=Microfiche/film S=Samples DoR=Dept of Record ....... ....... ...... _ .. . _ . __. CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE - EXHIBIT B ::... City;Council Approved March;24,2015 Page 8 RECORD SERIES... ..... • RETENTION FORMAT VITA .DEPT OF REMARKS .... ..... ..... ICITATION TITLE/SUBTITLE PERIOD RECORD GRANTS-DONATIONS j General Information 2 HC _- FS GC 94090 Cn Federal and State Grants and Assistance C+5 :ID -- FS Refer to grant application close-out procedure;Various deot initiate GC 34090, O .. grant: Finance is lead dept for finalizing grants Donations 5 1 D - Various GC 34090 Request for-Grant or Start Up Funds from City 5 HC I - Various Requests during budget GC 34090 zGrants from other sources "• 5• HC I -= Various Requests during budget GC 34090 iPERS00 NNEL N PERSONN�E=i.l7ATA o Personnel General Information 2 HC = HR+ . Reference checks from other agencies GC 34090 v� .... Various Active Employees T+3 HC I yes HR+IMay include application, release authorizations; certifications, 29 CFR 516.6;29 CFR Various reassignments, outside employment,• disciplinary actions, 1627.3;29 CFR 1602.30; 29 _. . _.. ....... ...... ..... . ...... ... ter mina evaluationsCFR 1602.31 29 CFR 1607.4;GC:6254(c);GC 12946;GC 34090 Contractual Employees T+3 HC I yes HR Copy of contract and may include application, release 29 CFR 516.6;29 CFR b authorizations; certifications, reassignments, outside employment, 1627.3;29 CFR:1602.30; 2 disciplinary actions,terminations,evaluations CFR 1602.31;GC 6254(c); 9 t=i ... . GC 12946,;.,. GC 34090; A CCP 337; CCP 343 Temporary Services: T+3' HC 1 yes Various On-Cali Staff, Outside Temporary Services, HR PITS Employee GC 12946;GC 34090;, Personnel Files :.. : 29 CFR 1627.3; ... A Lab Rel Sec 11.74... Volunteers T+3 HC I yes Various. DSINVP Guidelines; _:. CaC Code of Regs., Title 1,9, 570= 573,3 Investigations, Discipline.Background T+3 . . . HC I... .- HR .29 CFR 627.3;CCR Sec Information&Grievances 1174;GC 12946;29 CFR 1607 4;29 CFR 516.E et seq; ...... EEOC_Federal regs.;GC 3300;PC 832.5(b) City.Em to ee Oaths of Office T+2 ::HC I Various GG 34090 PERSO NE=L MANAGEMENT y Personnel Management General Information 2 HC HR 7d Job.Descriptions.. . C+2 HC yes HR Current documents are vital records -. GC.34090 Position Classifications... C+2.... HC ... .- H.R.. Includes. classification & wage.rates, staff.reports on..control list, GC12946,.GC 34090;29.. ' N classification studies and surveys, and reclassification . CFR 516.6(2);29 CFR 1602; � w. 29 CFR 1607 . . N Unemployment Claims C+4.... HC I -- HR .. ... GC 34090 Bond, Personnel Fidelity C+2: HC yes FS Employee fidelity bonds GC 34090. Employee Handbooks and Policies C4-2 HC yes HR General Employee information, including benefit:plans GC 34090;GC 12946 .... . ...... ....... .... C=Closed/Com leted P=Permanent D=Destro w/not relevant E=Aft ere x iration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Da tab ase HC=Paper/Hard Copy M=Microfiche/film S=Samples ter_; t of Record _ . .. . CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE := EXHIBIT B City;Council Approved March;24,zt'5 Page 9 RECORD SERIES... ... RETENTION FORMAT VITAI.DEPT OF REMARKS .•... ..... CITATION TITLE/SUBTITLE PERIOD RECORD Employee Programs C+2 HC - HR Includes commendations, awards;and recognitions GC 34090;GC12946 j Federal 1-9 Forms, 0+3 or 1 HC I yes HR In accordance with Section 101, Control of Unlawful Employment of Immigration Reform/Control . _ COD O .. Aliens, (b)(3)(B)(i) and (ii) 1-9s are retained for three years after the Act_1986 Pub.L 99-603 date of such hiring , or(ii) one year after the individual's employment is terminated,whichever is later Motor Vehicle(DMV) Records T+3 HC I -- HR, We are not currently subject to DOT regulations. GC 12946;•CA 91009;8•USC 1324(a).: „ .. z Position Recruitment :C+3 HC I -- Various Applications: and resumes for those not hired,: lists/logs, .indices, GC 12946;GC 6250 et seq; z ethnicity disclosures, examination materials & answer sheets, job 29 CFR 1602 et seq;29 CFR bulletins, eligibility, release of Information forms for recruitments, 1607;29 CFR 1627.3 N . o electronic database c� CD Vehicle Mileage Reimbursement Rates C+2 HC -- FS Annual.mileage-reimbursement rates as announced by Finance(do GC 34090 not file A/P mileage vouchers.here) Equal Opportunity/Affirmative Action C+2. HC: " -- HR. Affirmative Action or:Equal Opportunity staff reports GC 34090 Volunteer•Programs; Guidelines,and C+2 HC -- Various GC 34090 SAFETY General Information 2 HC -- HR GC 34090 Plan Document C+6 HC I yes. HR GC 34090 CAL OSHA C+7 HC I - HR 29:CFR 1904.2; rrJ 29 CFR 1966.6 41 Safety Policies and Procedures C+2 HC I -- HR GC 34090 0 Safety Audit C+7 HC I . -- HR GC 34090 '=i Publications and law updates C+2 HC -- HR GC 34090 41 BE EFITS General Information 2 HC -- HR Historical benefit information(includes Council benefits) GC 34090 Plan_Documents C+.6 HC I yes HR .: e.g. Dependent Care Program GC:34090 Active Employee Benefit Files T+3 HC I yes HR May include'enrollment foams,emergency notification forms,'etc. 29 CFR 1627.3;' 29:CFR 1602.30.32 Separated Employees T+3 HC I' -- HR May include enrollment form s,'emergencynotification,forms,etc. 29 CFR 1627.3; 29 CFR 1602.30.32 COBRA files T+3 HG I yes HR May include enrollment forms,.COBRA letters,etc. 29 CFR 1627.3; 29 CFR:1602.30.32 Retirement P :HC I yes: HR PERS, Social Security, Medicare&Benefit documents 29 CFR 1627.3.(2); GC 12946,34090; GC 7501 et seq: Vendor/Administrator Reports and C+2 HC GC 94090 n Correspondence NOrientation Packets C+2 HC GC 34090 Forms and Handouts: C+2 HC. . -- HR GC 34090. N Employee Medical Information .. T+3. HC I yes HR May.include Family leave;,'certifications, tests, pre:employment FMLA 1993 US OSHA; o . physical, non-industrial disability 29 CFR 1602.20; cn 29 CFR 1602.32 Publications and law updates C HC =- GC 34090 Deferred Compensation Plan.. P HC yes HR Includes plan information.,. 29 CFR 1627.3(2); C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- -EXHIBIT B City;Council Approved March 24, 2015 Pagel 0 :. . . RECORD SERIES. .... .... RETENTION I FORMAT VITA .DEPT OF I REMARKS ..... ..• ..... CITATION TITLE/SUBTITLE I PERIOD RECORD _ - WORKERS GOMPE=NSATION General Information 2 HC _- HR GC 34090 rn Employee Files - T+7 or P -HC I yes HR Claim files, reports, incidents (working files),•originals filed with CCR 14311;15400.2; Administrator,Workers' Comp settlements;Permanent only if future CA Labor Code 110-139s; C-1 medical awarded: 8 CFR 15400.2 Forms and Handouts.... ...... C+2..... HC.... . - HR .... .. ....... GC 34090. . Z Designation of Personal Physician,Forms T+3:.. HC I:.: yes HR, : CCR 14311;,15400.2;•, CA Labor Code 110-139.6; O8 CFR 15400.2 o Budget. C+2 HC -- HR Working Files GC 34090 Reports P .• HC I HR includes utilization and state reporting CCR 14311;15400.2; CA Labor Code 110-13M 0 a' Administrator Correspondence 5 HC I -- HR GC 34090 Ergonomic Evaluations and Job Analysis C+7... .. HC I -- :HR ...• GC 34090 Publications and LaW.Updates 2 ::.: HG .: -- HR . GC 34090 EDUCATION AND TRAINING General Information 2 HC -- HR GC 34090 'd .... ..... ...... ...... ..Various: :... Training Records C+7 HC I -- Various Employee., forms, volunteer program training, class' training GC 6250 et seq; materials,internships LOCAL&NATIONAL EME=RGE=NCIES 1_D[,SA.',S1T1ER,IS 71 .General Information . .. . C+2. .. . HC.. , -- Various GC 34090. IJI National Emergencies and Disasters C+2 HC -- Various GC 34000 Local Emergencies and Disasters C+2 HC -- Various GC 34090 Emergency/Disaster Planning. .... :..C+2 .:..HC I - Various. Emergency:, Preparedness plan,.. emergency .communication, GC.340.90 " earthquake awareness, emergency management exercises and training Emergency Operations Center C+2 HC I -- Various GC 34090 LEGISLATIVE AND LEGAL LEGISLATIVE General Information.. 2.: HC: -- CC Follow up letters:on-meeting:items; history of CMO,:CAO, CC staff, GC 34090 _.. Various Council;work programs:assigned.to.BCC and annual BCC:reports; 7 Council Comments items, and proofs of publication for non-public Iy� hearing items. n Agendas C+2 HC I -: CC Agendas :and special meeting notices, including certificates of GC34090 x Various posting and Council action summaries. . :::_. .. . .. tj Agenda Reports C+10 I yes CC Agenda reports (master subject files) Created and submitted for GC 34090 . Various Council / BCC packets to include all exhibits and attachments o therein.(Hard copy.staff reports are filed by.subject. Appointments _. C+5 ..HC I - CC Council appointments to,outside agencies and subcommittees and GC 34090 BCC appointments to BCC subcommittees Applications to Boards, Commissions,& 2 HC -_. CC Not Selected (includes letters to unsuccessful candidates and GC:34090 Committees pending interview applications) C=Closed/Completed P=Permanent D=Destroy w/not relevant E.After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples 13r1 _- pt of Record 1 CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE -- EXHIBIT B City Council Approved pproved March:24,t61 5 ;;;;, p. .Page 11 :. . RECORD SERIES.. RETENTION FORMAT VITAI.DEPT OF REMARKS. ..... CITATION TITLE/SUBTITLE PERIOD RECORD Applications to-Boards, Commissions,& C+5 HC I -- CC Selected (includes appointment staff reports; appointment letters, GC 34090,40801 j Committees oaths of office, awards, performance and attendance reports, any otheron selected C r generic:info B O .. .... info o ected BCC members, or gene" 'nfo on the CC.) C~ Formation of legislative bodies and P_.. HC l:. yes CC Articles of Incorporation, powers of RDA;;.1PA, creation or abolition GC 34090;CCP 337.2 procedures - of Council Subcommittees "" .. "" "" ' "' .Z Legal Advertising C+10. HC I -- CC • Includes public notices and proofs of publication for public hearings CCP 343,349 et seq; •. 'Various GC:911..2;GC 34090 0 Minutes P HC I yes CC Official minutes and hearing proceedings of_governing body or GC 34090(d),36814,40801 N -.. Various board, commission or.committee:ancludes annotated agendas for o those boards that :use annotated agendas as the official proceedings of meeting. I= Municipal Code P HC I yes CC Supplements included GC 34090 . Ordinances P­. HC I , yes CC Signed ordinance, ord staff report, proof of publication; notice GC 34090(d),40806 Petitions: 2 HC:. . -- CC Submitted to legislative bodies., GC 50115;GC 6253 Resolutions " P HC I yes, .• CC Legislative actions "" GC 34090(d),40806 . Various Audio Recording of Public Meetings C:+90 days I --. CC Used for minute preparation GC:34090.7 yVarious.. ... 0 Policies P HC I :-. CC -: BCC Handbook, policies as approved at Council meeting, vision GC.34090 Various statements Public Comments from Meetings C+2. HC -- CC GC 34090.7 Various Awards and Proclamations C+2 HC. -- CC Awards to non-city staff or given to City as a whole (not'Personnel GC 34090 sp Various Service awards or Personnel recognition) Agenda Packets C+10 HC 1 -- CC Collection of collated staff reports received, created, and submitted GC 34090 Various for a specific Council/BCC meeting date Brown Act C+2 HC yes . CA C6: GC.3.4090 Video recordings of public meetings.. C+10.. HC I... .-- CC.IT .. ..... ..... GC 34090_-,_. .... ... iELECTION General.Information w. 2 HC.: -- CC Council :Member• biographies,: photos,. Candidate Binder-:of GC 34090. Information Requests, Correspondence: Calendar... C+2... Ili. __ CC GC 34090. Canvass and Ballot P HC I == CC Permanent'for historic,value (includes official voter guides, and EC-17302 combined list f candidates) Measures P HC I yes CC Permanent for ohistoric value GC 34458-60;34090' n Lobbyist Registration P HC I -• CC Statements..: GC 34090 x Maps, Precincts/Voterinformation:" C+4' HC I':: -- CC' GC 34090;:EC 17501; N EC 17301 Nomination Papers-Successful T+4;, ., HC I -- CC Must be held for.four years'after expiration of term. Candidate GC 81009;EC 17100 o . statements to be:retained permanently. v; Nomination papers-Unsuccessful _. ME+5.or ME+4 .HC I' -- CC Candidate statements Et5, Nomination papers E#4 GC,81009(b);EC_17100' Notifications and Publications C+4 HC I -- CC Voter information flyers, candidates guides with blank forms, and GC 34090 proof of publication or.posting a. ... .... ....... _. C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life'1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record _ .. . _ . CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE = EXHIBIT B City Council Approved March;24, 2015 Page 12 RECORD SERIES. RETENTION FORMAT VITAI.DEPT OF REMARKS .... ... CITATION TITLE/SUBTITLE PERIOD RECORD Oaths of Office T+6 HC I -- CC Elected Officials GC 34090;29 USC 1113 Petitions 0.75 HC - CC .. From date of filing or election: initiative, referendum, recall 'Charter EC 17200, 17400 coo Amendments. Signatures are Confidential CITY ATT©RN Y General Information. : 2 HC -- CA GC 34090 City Attorney Case Index C+2 HC I -- CA Includingnotationson activities related to case GC 6254 Z Case Records(Significant) P :. HC I -- CA Significant cases'which have.importance.or set legal.precedence, GC 6254,: . summons and subpoenas Case Records C+7 HC 1 yes CA Includes logs, complaints, police reports, court orders, motions, 42 USC s1983 N .... . ... . ... .... .. notes, briefs,_closing :(minors retain-3 years.after attaining. 18), o administrative_ records: Opinions 10 HC I.:, - CA . Confidential GC 34090;GC s6254 ... Closed Sessions C+10 HC I -- CA CC Confidential Matters under litigation GC 34090 Appeals of Administrative:Citations C+3 HC 1 _- CA GC 34090;583.320(a)(3) I!1 EGA:ll DOCUMENTS General Information 2 HC -- Various .... - GC 34090 Conveyances from or to the City(Deeds etc.) P HC 1 yes CC Includes Quitclaim eeds, Grant Deeds, Deeds of Trust and Assignment of GC34090(a); Rents ds, Deed. Restrictions,. Subordination 24CFR 570.502(b)(3); Agreement with Deeds,' Promissory-:notes secured by:property, OMB Circ.A-110 .. tri . Substitution.of Trustee;:Trust Transfer Deeds,: Installment Note, Easements, Full or Partial (re)conJeyances, Covenant of 000 Easement, Public Access Easements,. Grant of Storm Drain p Easements, Sanitary Sewer. Connection Permit Agreements (Check originals: for historic value), :Covenant Restrictions on +� Property, Notices of Default Joint Powers Authority P HC I yes CC Any JPAs the City has signed GC 34090 Liens P HC 1 yes FS CC Claim of Lien GC 34090 - Contracts and Agreements-Excluding CIP C+5 HC I yes CC Includes leases of equipment and.agreements or contracts for CCP.337.2,343:. . . Construction•contracts,•and Leases for City services and supplies; 'software,' licenses, grant. contracts, • Property Inclus'ionary Housing agreements, CIP design, and .professional services contracts. CIP Construction Contracts C+10 HC V yes CC: Includes:construction contract,accepted proposal, affidavit of non= GC 34090;'CCP 337.2;343 collusion; insurance certificates, performance bond, labor and material bond, bid bond, notice of completion, plans :and specifications, and other documents as incorporated into the agreement. This includes construction projects done on NPS or 70 C� P.O.M,etc::.. x Foreclosures P_ HC I::: yes .CC . GC 34090: Lease by City of Private Property C+5 HC I yes CC Includes lease and all support documentation (e.g. staff reports or GC 34090 [J . related approvals; conditions:of.approval),:estoppel certificates :::.. . D:evelopment.Agreements P :.•: HC 1'. yes CC CCP 337;:GC 34090 v� C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples . e' r p DI\ ; t of Record ... �- p CITY IOF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE : City Council Approved March:2.4,4 -- EXHIBIT B pp ,5 . Page 13 : .. . T RECORD SERIES-. RETENTION FORMAT VITAI.DEPT OF REMARKS .... CITATION TITLE/SUBTITLE PERIOD RECORD Subdivision Agreements .... R D HC I yes CC GG34090 j Releases . . C+2 HC CC .- Image release or other release:where City receives .a I'iability GC 34090 O .. release, hold harmless release, or other form of benefit. The : release should include an expiration date. C Authorizations C+2 HC yes CC Authorized Exception Forms GC 34090 y Loans P.:...... HC I yes :CC GC 34090(a) z CODE COMPLIANCE Z General Information 2 HC -= CD "Photos, drawings,g , correspondence, public GC:34090 C) Case-Files C+7 D HC I -- CD may include inspections,- ' GC 34090(d) nuisance,.::rubbish abatement, .:vehicle abatement, watercraft e abatement, citations,sidewalk/hazard abatement;etc. IR Graffiti 2- -- -- CD GC 34090(d) Reports-to State and Federal Government P D 1 -- PW : Storm water violations -- GC 34090(a) . AGENCIES&JURISDICTIONS General Information '- 2 "' HC'" -- Various "" "" "' " GC 34090 Federal Agencies 2 HC -= Various Destroy when no longer :relevant.(Aden subordinate to the GC'34090 .. Fed eral Government-Le. US Census, USPS). . yState Agencies 2 HC - Various,= Destroy when. no longer. relevant:(Agencies subordinate'to the GC 34090 State government .•. Regional Agencies 2 HC -- Various Destroy when no longer relevant.(A regional agency is' one where GC 34090 � several local agencies have come together, signed an agreement, O • and the board has representatives from:those agencies County Agencies 2 :::HC - Various Destroy when no longer relevant.(A county agency is one GC 34090 subordinate to the County Board.of Supervisors not every entity with"County"in its name-i.e. Health.Dept, Board of Supervisors) Educational•. . ..... ...C+5..... ....HC ... . Various. . _ .... . ..... GC 34090... Local Agencies 2 HC -- Various Destroy when no longer relevant. (A local agency is,a municipal GC 34090 entity:close to usthat is not a-County or a:regional agency Sister Cities'. ""' 2:: HC.'-. -- Various Destroy when no,longer relevant : " : GC 34090 Grand Jury Reports 10:.. HC I -- - CM Includes responses GC 34090 -' FIR POLITICAL PRACTICE=S COMMISSION General Information 2 HC I - CC Code of conflict staff reports GC 34090 n Forms C+2 HC CC GC 34090 x Manuals and Publications C+2- . HC ..: -- CC GC 34090:: IQ Administration C+2 HC -- '.CC FPPC Opinions, GC 34090 N Ethics Education C+5.... . HC I;. -- CC. Ethics:training certificates and•staff reports GC 53235.2(b) o Campaign Disclosure; Elected P;: D HC I. -- CC This include incumbent, retired and out of office elected officials GC 81009(b),(g) i� 410s, 420s,.460s, 470s, 490s, and 501s -..originals scanned replacing files C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record ...... ..... CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE EXHIBIT B City Council Approved March.24,2015 ., Page 14 :. . RECORD SERIES. RETENTION FORMAT VITAI.DEPT OF REMARKS . .. CITATION ... . TITLE/SUBTITLE PERIOD RECORD Campaign Disclosure, Not Elected 5- HC I -- CC 410s,420s;460s,470s;490s, and 501s GC.81009(b) �j Campaign Disclosure, other Committees C+7 HC I - CC 410s,420s,460s,470s,490s, and 501s GC 81oo9 C/0 Statement of Economic Interest(Form 700)- C+7 HC I -_ CC GC 81009(e) r" Elected ..: Statement of Economic Interest(Form 700)- C+7 HC.I.. -- CC GC 81009(e) Unelected Candidates-for Council ...... " ' ...... " ZStatement of Economic Interest(Form 700) .... C+7 . HC I. -- CC Board. and Commission members, designated employee and GC 81009.(e) z Designated Employees and Board and consultant 700s and CC staff reports on code of conflict O Commission Members N Agency's Public Official Appointments.(Form C+2 HC I =:-:: . CC :: Paper record.-of form::posted on::city webs Re'-inactivated..when GC.3.4090 806) . . replaced Ulk Gift to Agency Report:(Form 801.)::: C+2 HCL: -- CC . Paper:-:record of:form posted on city website, inactivated when GC 34090 -P replaced iPIIBLIC WORKS ENGINEERING General Information 2 HC -- PW - GC 34090 Construction Tracking "' C+10 yes PW Construction Management held C + 10 years after notice of CCP'337.15 completion.filed. y Engineering Design, Drawings,Traffic Control P HC I -- PW Includes street design (e.g. Signs,,striping) GC 34090(a) 0 Plans M Flood Control C+2 -- -- PW Storm Drains GC 34090(d o Special Districts P -- -- PW Supporting documents re improvement; lighting; underground GC 34090,(a) O utility;bonds,taxes&construction -ANITAT I AN-SOLID WASTE- WASTE=WATER-R,E=CYCLING-COLTON General Information 2 HC -- PW GC 34090 Collections/Landfill_ C+2 HC PW :: Daily records, usage,grease traps:::..- GC 34090 History, Sanitation P HC PW Where City-owned GC.34090 Maintenance and Operations C+2 . .. " 'HC - PW. Includes. work orders, inspections, repairs, reports, backflow, GC 34090. includes recycling inspections&audits Maps, Septic Tank P HC , yes PW Location maps GC 34090. Rates and Services C+ HC. -- PW: __2 GC 34090 Recycling Programs ..: C+2:. . HC:... PW GC 34090.: Regulations C+2 HC -= PW Includes legislation on these topics GC 34090 Sewer Pumping Stations C+2 HC -- PW GC 34090 Studies and tonnage Reports- -C+2 . HC _ PW - ...... GC 34090 n Sewer and Sewage C+2 HC --•. PW sewer connections,sewer condition assessment surveys GC 34090 x Green Programs C+2 HC -- PW Sustainability, climate change GC 34090':: Sewer Condition Assessment Surveys/ C+2. HC -- PW GC 34090 N STREETS TRA FFl, PW General Information ' 2 HC -- PW Traffic ordinances relative to streets(e.g:weight maximum) GC 34090 Abandonment/Vacations P HC I --: PW Supporting .documentation and includes temporary construction GC 34090(a) - easements Street Openings and Closures P HC I -: PW GC 34090 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life'1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples pt of Record l 1 CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE: = EXHIBIT B ... City.Council Approved March'...y,I-u'15 .... .. RECORD SERIES... RETENTION' FORMAT VITAL.DEPT OF REMARKS _. CITATION TITLE/SUBTITLE PERIOD RECORD Easements, Dedications, Rights of Way,.and P HC I - PW Supporting documentation, includes emergency access and GC 34090 Other Access Agreements alternate access routes rn Field Books P HC I PW GC 34090 r Intersection Records C+2 HC - PW Includes correspondence,volume counts,accidents: GC 34090 Inventory,Traffic Control Device C+2: D HC -- PW Signs, lights,add or remove stop signs GC 34090 Landscaping C+2- D HC ' - PW Plants,tree maintenance,work orders GC 34090 ZLighting .. C+2: : D PW Maintenance,work orders GC 34090 z Maintenance/Operations C+2 D -- PW Work orders, inspection;repairs, cleaning, reports,-:striping,:etc. GC 34090 Traffic-Operations. P HC I =:-:: . PW .: Fire hydrants,,lighting.districts, wheel chair ramps, storm:drains, GC 34090 o streets,sidewalks % Traffic Studies C+10: D HC I.: •-- PW Includes analyses:and surveys:th.at are studies GC 34090 .. Encroachment Permits P D HC I yes IR Encroachment permits,street opening permits, driveway permits - GC 34090a;H&S 19850. Various Other Permits C+2. D HC.I -- PW Improvement, oversize load, ,parking, :paving, temporary street GC 34090. banners Street Naming and Numbering P D I yes PW GC'34090,34090(a) - Speed Limits .C+2 HC I -- PW Engineering.&Traffic Surveys GC 34090 Traffic Safety C+2 HC I -- PW Drivers Education, pedestrian safety, crosswalks, bicycle lanes, PC 34090 traffic calming,safe routes to school,school circulation Bridges&Overpasses C+2 HC-I -- PW Life of structure GC 34090 Inspection C+2 D HC I -- PW Includes intersection,sidewalks, bridges and overpasses-keep for GC 34090 O the life of structure.. Traffic Count-Traffic Data 7. HC'I -- PW Evaluation of traffic volume, Counts for-ADT/Segments, turning GC 34090 A - movements, bike and pedestrian,.LOS.Caics,.queuing,speed data, collision data, historical trends,origin destination Truck Routes&Oversized Vehicles 'C+2 " HC --' PW " GC 34090 Traffic Signs C+2 HC_I PW Log books;.index register.cards, inventory GC,34090 Traffic Signals C+2 .... D HC I.. Ycis' PW. Logs,...drawings,. wiring diagrams,' codes, circuits,...installation GC 34090 " records, testing &,maintenance, traffic signal system, fiber optic comms, timing :plans, special event. .timing, signals, lighted crosswalk warniri g,.flashing: beacons,. dynamic message signs; signals for other jurisdictions Traffic Stripes:and Markings' C+2 D HC I yes PW GC 34090 Temporary Traffic Control C+2 D HC I yes PW GC 34090 Traffic Calming .... C-Q ...D HC I es PW GC 34090 C] UTILITIES x General Information 2. .:: HC -- PW ; GC 34090: Facilities. C+2. HC I -- PW If City owned GC 34090 N Gas&Electric Rates:::. . C+2.::... HC '.. - F:S If City,owned GC 34090.. Underground P;' HC- : yes PW If City owned GC 34090;GC 4003;. GC.4004;H&S 19850 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy'M=Microfiche/film S=Samples DoR=Dept of Record CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE - EXHIBIT. B City;Council Approved March:24,2015 - :.Page 16 :. RECORD SERIES... ... .... RETENTION FORMAT VITAI DEPT OF REMARKS .... CITATION TITLE/SUBTITLE PERIOD RECORD Water Utilities P: HC I es PW If City owned GG 34090 j MAPPING to General Information 2 -HC PW - - GC 34090 r GIS System C+2... D. ... .-- PW . GC 34090.. C Aerial Photos. C+10.. D HC:I -- F1N Kept:in flat files...:. GC 34090 WATER/STORM DRAINAGE/FLOOD Z CO N TROL z General Information 2. HC -= PW GG 34090 O Flood Control P HC yes PW Drainage,flood zones,dams, lakes,creeks GC 34090 N Flood.Control Insurance Programs, Policies, ....C+2 .HC ;:-:: . PW Includes policies, rules,:programs:...... GC.34090 o Reports Drainage Maps P. .. HC.I;:; yes PW Line location,easements GC 34090_. Drainage Complaints 2 HC I - PW GC 34090 Water Master Plans C+2 HC -- PW . GC 34090 Permits: NPD.ES P HC I yes PW National -Pollutant. Discharge, Elimination System. .(Stormwater 40 CFR 122.28 permits) Permits:California Regional Water Quality P HC I yes PW Bilge water discharges, Areas of Special Biological Significance GC 34090 Control Board . (ASBS) .... y Policies&Procedures C+2 HC -= PW ;: GC 34090 17 CAPITAL IMPROVE=MENT FILES General Information 2 HC - PW . GC 34090 tt,i Capital Improvement Projects C+10. HC I -- PW Construction/Project related.documents. CCP 337.15;GC 34090 O CIP Construction Design Plans and P: HQ I yes PW _ GC 34090;.H&S 19850. . S ecifications AR IS General Information C+2 HC -- PW GC 34090 Inventory, Equipment ... Au+2 I PW Warranties. _ GC 34090 Maintenance/Operations C+2 .D =-. PW Work orders,.inspection,.repairs, schedules GG 34090 Reports&Studies C+2 HC -- PW. Accidents,'Ezpansion studies,.future sites. .. GC 34090 Parks Policies, Programs&Procedures C+2 I -- PW Park rules and regulations and programs and any appeals to the GC 34090 same(e.g. RV Storage) Pest Control. C+2' HC. yes PW Regulations, recommendations, Material :Safety. Data Sheets GC 34090d (MSDS), monthly use reports;labels Districts,Agencies, Organizations C+2 HC -= PW Correspondence, membership information GC 34090 Parks, Playgrounds, Plazas.& Beaches . C+3 I PW Site files, inspection records, repairs GC 34090 Plans C+2 HC - PW Plans, new sites, expansions GG 34090 n Recreational Trail :..C+2 ... HC - PW GC 34090 x FORESTRY vM General Information C+2 HC -- PW GC 34090 N Tree Removal Permits,... 5 HC I:: - PW. Permits. & related, correspondence, regulations. This includes GC 34090 a);H&S 19..850. o request drafted by Community Development for tree:removals. ' LA Greenbelts-Tree Maintenance C+3 HC I -- PW Maintenance,'Management plan GC 34090 C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au=Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples D�17 ,r,pt of Record CITY OF GRAND TERRACE RETENTION/DISPOSITION SCHEDULE::-- EXHIBIT B City.Council Approved March 24;:kui'5 Page 17 RECORD SERIES.. ..... RETENTION FORMAT VITAI.DEPT OF REMARKS .... CITATION .... .... TITLEISUBTITLE PERIOD RECORD Programs, Studies,.and Reference Materials C+2 HC -- PW Studies related to tree health, diseases GG340.90 rn C1TY-OWNED VE ICLES r" General,Information 2' HC -- PW GC 34090 C--' Inventory, Equipment, Parts&Supplies C+2:.. D HC_I- yes PW Staff;reports to purchase vehicles GC 34090 y Owner's Manual and Vehicle Information C+2 HC yes PW GC 34090 Z Licenses, Permits C+2 HC yes FS Forms,.related documents regarding licenses and required GC 34090..' by federal and state agencies Maintenance Operations C+2 D HC -- PW Related requests for service and work orders GC 34090 Fueling Au+3 D HC -:-:. .. PW .. Meter readings;fuel consumption reports, invoices receipts:. CCP 337 N o Accident Reports .3 HC I == PW :: Memos and working documents GC 34090 tA Vehicle Assignment. . . C+2::: HC - - PW-. Logbooks;request forms GC 34090..: REGIONAL TRANSPORTATION PLANNI G General Information : 2 HC:. . -- PW . GC 34090 Franchise Information C+10. HC' - PW GC 34090 Other Jurisdictions C+2 HC -- PW GC 34090 San.Bernardino:Associated Governments C+2 HC --.. PW Non transportation planning SANBAG files.- GC 34090 y Board of Directors(SANBAG) 17 California Department of Transportation C+2 HC -- PW Non transportation planning CalTrans files. GC 34090 (CalTrans) w Local C+2 HC -- PW GC 34090 O Alternate Transportation C+2 HC -- PW Relates to rail, transit, bicycle; pedestrian and any other mode of GC 34090 It transportation that does not:involve automobile travel v� PUBLIC FACILITIES PARKING General Information 2 HC CD :: .. GC 34090... F.T=g IINITIES MAINTENANCE General Information 2 .... HC — -- P.W. ..... ..... GC 34090. Government Building&Streets Maintenance C+2 D -- PW' Done by City Staff GC 34090 Recreation Facilities Maintenance C+2. D: :=- PW "" GC 34090 Library Maintenance C+2' D '- -- PW - GC 34090 Corporation Yard C+2 D -- PW _ GG 34o90 City.Building Maintenance C+2 D -- PW excludes Recreation and Library Maintenance GC.34090 CITY HALL nGeneral Information -2 HC - CM GC 34090 x City Council'Chamber P HC -- CC Systems, eneral:information GC 34090: Facility Rental C+2 HC. -- CM GC 34090 N O . lh ... C=Closed/Completed P=Permanent D=Destroy w/not relevant E=After expiration Au-Audit T=Termination L=Life 1=Image/Electronic file D=Database HC=Paper/Hard Copy M=Microfiche/film S=Samples DoR=Dept of Record ..... ....... ..... ..... :LEGEND CITATIONS B&P-California Business and Professions Code.' H&S- California Health & Safety Code CAC California Administrative.Code HUD- Housing and'Urban Development �. CCP- L,Code of Civil Procedure - CA OSHA-California Occupational Safeyt & Health Act y,.. CCR:=.Code of_C.alifornia..Regulations LC -California.Labor Code o: CEQA-California Environmental Quality:Act OMB-Federal Office:of Management &Budget Z CFR-Code of Federal Regulations PC:- Penal,Code OEC-California Elections Code . R&T- Revenue & Taxation:Code N FC:-California Finance Code ::. UFC- Uhi:orm Fibe Code o F'LMA.-.Family..&.Medical.Leave Act USC-.United.States Code GC=.California Government Code WIC-Welfare & Institutions Code ..... ..... ....... RETENTION PERIOD CODES FORMAT CODES b Au -Audit:. D -:Database a C -Closed/Completed 1 = Image/Electronic-File D - Destroy When No Longer Relevant HC -Paper/Hard:Co E- Expiration M - Microfilm �... L- Life. ME.=Municipal Election.. P- Permanent Termination DEPARTMENT OF RECORD (DdR) CODES CA-City Attorney CM _ City Manager CC City Clerk CS- Child Services CD-Community Development. - PW- Public Works: IT- Information Technology. FD - Fire. FS- Finance _. PD- Police n ._.. HR- Human Resources. .. N ACRONYMS :::... .: . ... -... 1- BCC-:B:oards,:.Commissions, Committees:.: CIP-:Capitol Improvement Project JPA-Joint Powers Authority RDA- Redevelopment Agency