The URL can be used to link to this page

Home My WebLink AboutRESO7285RESOLUTION NO. 7285 RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO ADOPTING A RECORDS RETENTION SCHEDULE FOR THE OFFICE OF THE CITY CLERK WHEREAS, the destruction of certain public records is authorized by State law in Government Code sections 34090 gt seq.; and WHEREAS, a system for the destruction of records and working for administrative, legal, fiscal, is deemed appropriate; and retention and schedule for the papers that are no longer needed historical, or research purposes WHEREAS, the Council last adopted a retention schedule in 1987 by Resolution No. 6648; and WHEREAS, the City Attorney has reviewed and approved the retention schedule. NOW, THEREFORE, 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 maintain and destroy records in accordance with the CiLy Clerk's Retention Schedule (Exhibit A), attached hereto and incorporated herein by reference, subject to the written approval of the City Attorney. SECTION 2. Resolution No. 66iS is hereby repealed. SECTION 3. The Council finds that this re nlution does not constitute a project subject to the California Environmental Qual'.ty Act. INTRODUCED AND PASSED: January 18, 1994 AYES: ANDERSEN, FAZZINO, HUBER, KNISS, MCCOWN, ROSEIBAUM, SCHNEIDER, SIMITIAN;, WHEELER NOES: ABSENT: ABSTENTIONS: ATTEST: City(Clerk APPR,TD: Manager 940112 bdc 0051078 EXHIBIT A OPPICE OF THE CITX CLERK'S RECORDS RETENTION SCHEDULE RECORD CONTRACTS Service Contracts Construction Contracts RETENTION Term (T) + 5 years Unaccepted Bids Contracts with Public Employees Retirement System (PERS); also all documents related to City & PERS Contracts with Stanford Hosp.tal and other related agreements with Stanford University iacht Harbor Contracts and other related documents All agreements with Northern California Power Agency (NCPA) Transmission Agency of Northern California (TANC) and other related documents Any franchise or license for Cable Television or other continuing service Senior Cente-r (and other related documents, e.: ., packet material Drug Abuse documents, Flood Basin documents e (and other related e.g., packet material) (and other related .g,, packet material) DISK:RECORDS R_TEN.SCH T + 10 years 2 years Permanent Permanent Permanent Permanent Permanent Permanent Permanent Permanent IlUjHORITY C.A. Opin. (9/87} C.A. Opin. GC 34090 C.A. Opin. (9/87) C.A. Opin. Historic (9/87) C.A. Opin. Historic (9/87) C.A. Opin. Historic (9/87) C.A. Opin. Historic (9/87) C.C. Opin. Historic (12/92) C.C. Opin. Historic (12/92) C.C. Opin. Historic (12/92) Page 1 Rev. 12/93 OFFICE OF THE CITY CLERK'S RECORDS RETENTION SCHEDULE RECORD Contracts of significant, ongoing, or historic impact CLAIMS AGAINST THE CITY Duplicate copies (originals retained permanently by Risk Manager) ELECTIONS & POLITICAL REFORM ACT Original Campaign Statements of Mayors, City Council Members, Committees supporting officQ- holder or candidate May be microfilmed after 2 yrs Except as follows: Candidates not elected and Committees supporting non- elected candidates; statements of organization, etc. Campaign statements of all other persons Statements of Economic Interest (original 730's) Statements of Economic Interest, Council, Commission, Boards & employees (r PPC copies of 721's) *May be microfilmed after 2 years Nomination Documents Election Calendar DIS=C: RECORDS RETEN.SCH RETENTION Permanent 2 years PROVISIONS Permanent 5 years* 7 years* 7 years* 4 years* Term for which they are filed plus 4 years unless action pending or official request for presenting AUTHORITY C.A. Opin. (9/87) GC 34090 GC 8100 (b) GC 81009 (g) GC 81009 (b) GC 81009 (c) GC 81009 (e) GC 81009 (f) GC 8108 (g) EC 14600 2 years GC 34090 Page 2 Rev. 12/93 QgP10E OF THE CITY CLERK•8 WORM RETENTION SCHEDULE RECORD Certificates of Election Oaths of Office Petitions (Initiative, Referendum, Recall, Charter amendments) RETENTION AUTHORITY T + 5 years T + 5 years 8 months* RESTRICTED ACCESS C.C. Opin. (12/92) C.C. Opin. (12/92) EC 3756 EC 4009 GC 6253.5 * Petitions to be destroyed 8 months after certification of the results of the election for which it qualified, or as soon thereafter as is practicable, unless it is evidence in some action or proceeding. If measure was not submitted to voters, petition shall be destroyed 8 months after final examination by the elections official, or as soon thereafter as is practicable unless action is pending (EC 14700(a) & (b), 14900(a)) Precinct maps - No requirement for City The County Clerk shall file copies of all precinct maps with the Secretary of State. If there is no change in the precinct map from those maps which are currently on file, in lieu of filing copies of such maps with the Secretary of State, the County Clerk may submit a written statement informing the Secretary of State of that fact. The Secretary of State shall maintain a copy or all such copies for 12 years, and shall, upon request, make them available for examination. (EC 14960) BOARDS, COMMISSIONS, COMMITTEES Applications for app.Antmert Notices of Appointment Notices of Termination DISK:RECORDS RETEN.SCH T + 5 years C.C. Opin. (GC 34090 (12/92) 2 years) T + 5 years C.C. Opin. (GC 34090 (12/92) 2 years) T + 5 years C.C. (GC 34090 (12/92) 2 years) Rags J A.v. 12/113 OFFICE OF THE CITY CLERK'S RECORDS RETENTION BCHED.LE RECORD RETENTION AUTHORITY Minutes of Meetings Permanent GC 34090 COUNCIL SUBCOMMITTEES MEDIUM: BOUND BOOKS & MICROFILM COUNCIL Minutes of Meetings MEDIUM: Bound Books & MICROFILM Action Agendas MEDIUM: COMPUTER ONLY Certificates of Posting Council Agenda (RegjSpe. Mtgs) Affidavits of Publication Packet Lists MEDIUM: COMPUTER ONLY Permanent 2 years following date of meeting 5 years 5 years 2 years Tapes of Council Meetings 90 days Tapes of Council Meetings Former Council Members Individual Files Council Biographies DISK: RECOPDS RETEN.SCH 90 days GC 34090 GC 40801 GC 34090 C.C. Opin. C.C. Opin. GC 34090 GC 54953.5 (effective 4/93) GC 54953.5 (effective T + 2 year GC 34090 Permanent Historic Page 4 Rev. 12/93 OFFICE OP THE CITY CLEI•$ RECORDS RETENTION SCHEDUL$ RECORD RETENTION MISCELLANEOUS DOCUMENTS & FILES Grant Deeds (ORIGINALS) Permanent Property Acquisition Records Permanent Land Use Permits Permanent Zoning Changes Case Files Permanent Documents Relating to Real Permanent Property Ordinances MEDIUM: MICROFILM ONLY AFTER TWO YEARS Resolutions MEDIUM: MICROFILM ONLY AFTER TWO YEARS Liens, Condemnation PacBell, PG&E, Southern Pacific Address Files (Items to Council) City of Palo Alto Annual Report to the Community (Newspaper Insert) Legal Opinions Affecting City Clerklz Office Copies of Legal Opinions Affecting Other Departments Council Directories The Roster "Your City Council Welcomes You" (1974-82) DISK:RECORDS AFTER SCH Permanent Permanent Permanent Permanent Review annually Permanent Permanent 2 years Permanent Permanent Permanent AUTHORITY GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 C.A. Opin. Historic C.C. Opin. 12/92) Historic GC 34090 GC 34090 Historic Historic Historic Pepe 5 Rev. 12/93 "Your City Welcomes You" Permanent Historic NOTE:: In accordance with GC 34090.5, unless otherwise indicated all records designated as being "Permanent" may be microfilmed if the original microfilm is stored off -site in a secured location, and working microfilm is available in the City Clerk's Office. GLOSSARY OF TERMS CCP = California Code of Civil Procedure GC = California Government Code EC = California Elections Code OP/AG = Opinion of the California Attorney General C.A. Opin. = City Attorney Opinion C.C. Opin. = City Clerk Opinion DISK:RECORDS RETEN. SCH Page 6 Rev. 12/93