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Home My WebLink AboutRESO 6648.' .. I) ·~ '9 RESOLUTION NO. !§..!! e RESOLUTION OF THE C'OUNCIL OF THE CITY OF ACOPTING A RECORDS RETENTION SCHEDULE FOR OF THE CIT~ CLERK PALO ALTO . :I'~ THE OFFICE .;"'~ </( WHERP'5, the destruction of record documents is regulated by the City Charter, City ordinances, statutes, state and/or federal reoulations: and WHEREAS, a system for retention and schedule for the destruc- tion of records and working papers that are uo longer needed for adcinistr&tive, legal, fiscal, historical, or research purposes is d~emed appropriate; and WHEREAS, the basic laws governing the destruction of public· records are ~overnment Code Sections 6200, 6201, 34090 and 34090.5: and WHEREAS, according to the Opinion of the Attorney General, guidelines for determining records are: a city record is: 1) an objective, lasting indication of a writing, event, or other information1 2) in the custody of a public officer1 and 3) kept either because a law t'equires it to be kept or because it is necessary or convenient to the discharge of the officer's duties and was made or retained for the purpose of preserving its infor~ational content for future reference: and WHEREAS, a retention schedule is not required for non-record copies, preli•inary drafts, notes, or depart•ental meaoranda which are not retained by the City in the ordinary courEe of business; and WHEREAS, the City Attorney has i:eviewed and approved the retention schedule. NOW, T6EREFOR8, the Council of the City of Palo Alto does RESOLVE as follows~ SECTION 1. That the Palo Alto City Council authorizes the City Clerk to recoamend to the City Council, with the approval of the City Attorney, the C:eatructicn of records in accordance with the City Clerk's Retention Schedule (Exhibit A), attach9d hereto and incorporated herein by reference. INTRODUCED AND PASSED:: October 19, 1987 AYES: Bechtel, Cobb, Fletcher, Klein, Levy, Renzel, Sutorius, i··~lley NOES: None ' '• ABSTENTIONS: None ABSENT: Patitucci / Cf\;..o e \~~ / -Mayor6 ' • OFFICE OF THE CITY CLERK'S ~ECOROS RETENTION SCHEDULE RECORD RETENTION Servi.Ce Contracts Term (T) + 5 years Construction Contracts T + 10 years (four yrs latent; 10 yrs patent) Una~cepted Bids 2 years Cont~acts with Public Employees Retirement System (PERS); also all documents related to City & PERS Permanent Contract with Stanford Hospital Permanent and other related agreements with Stanford University Yacht Harbor Contracts Permanent and other related documents All agreements with Northern Permanent California Power Agency (NCPA) and other related docu•ents Any franchise or license for Perma3ent Cable Television or other continuing service contracts of significant, ongoing, or historic impact Permanent CLAJllS _JGAl.st" .!B8 CIT! 2 years Duplicate copies (originals perma- nently retained) Original Campaign Statements of Mayors, City Council Mellbfora, Committees supporting office- holder or candidate -1- Per11anent AUTHORITY C.A. Opin. Dillingham GC S34090 C.A .. Opin. C.A. Opin. C.A. Opin. C.A. Opin. C.A. Opin. C.A. Opin. GC S34090 GC 581009 (b) 9/87 .. OFFICE OF THE CITY CLERK'S RECORDS RETENTION SCHEDULE RECORD BLBCTIOllS .1118 POLITICAL urou ACT UQUI ltBllBllTS (con tr• d) Except as follows: Candidates not elected and Committees supporting non- elected candidates campaign statements of all other persons Conflict of Interest -Council, Commission, Boards, and employees Nomination documents Election Calendar Ballot Cards Petitions (Initiative, reforendoaa, RETENTION S years 7 years 7 years Term for which they are filed plus 4 years unless action is pending 2 years 6 mo. or as long as any contest involving the vote at the election remains undeter- stin&d Final Disposition By City Clerk recall, Charter amendments) 8 Months* AUTHORITY GC 581009 ( b) GC 581009 (c) GC S81009 (e) EC 571 GC 534090 EC Sl 7181 EC 517181 EC 53756 EC S4009 *Petitions must be destroyed 8 months after election unless action is pendinq. -2-. 9/87 .. OFFICE OF THE CITY CLERK'S RECORDS RETENTION SCHEDULE RECORD BOAJtDS, CO!UUSSIOllS, C'OlllllTTBBS Applications for appointment ~otices of appointment Notices of termination Minutes COU9CIL Minutes of Meetings Bound Books Agendas Tapes of Council Meetings {If made solely to facilitate preparation of Minutes) Tapes of Council Meetings {If to preserve inforlll4tional content to public) Certificate of Election Oaths of Off ice Councilmellbers~ Individual files Court records Grant Deeds -3- RETENTION :-~-:> years {GC 534090 = 2 yrs) T + 5 years (GC S34090 == 2 yrs) T + 5 years (GC $34090 = 2 yrs) Permanent AUTHORITY C.C .. Opin. C.C. Opin. C.C. Opin. GC S34090 Permanent GC 534090 GC S40801 2 years following date of •eeting GC 534090 64 OP/AG no requirement 317 2 years with approval of Council & C.A. T + s years T + 5 years T + 2 years Per•anent Permanent 57 OP/AG 307 c.c. Op in. c.c. Opin. GC S34090 GC Sl,090 GC 534090 9/87 .. \ OFFICE OF THE CITY CLERK'S RECORDS RETENTION SCHEDULE RECORD RETENTION llISCELL.UBOUS DOCOllUTS 'cont.. d) Property Acquisition Records Permanent Land Use Permits Permanent Zoning Changes Case Files Permanent Documents relating to Real Property Permanent Liens, Condemnation Permanent PacBell & PG&E Permanent Glossary of Ter•s GC = Government Code BC = Elections Code OP/AG = Opinion of the Attorney General C.A. Opin. = City Attorney Opinion c.c. Opin. = City Clerk Opinion -4- AUTHORITY GC §34090 GC S34090 GC S34090 GC S34090 GC S34090 C.A. Opin. 9/87