HomeMy WebLinkAboutReso - CC - 084-1997RESOLUTION 84-97
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
AMENDING THE RECORDS RETENTION SCHEDULE FOR THE PLANNING
DEPARTMENT TO PROVIDE FOR DESTRUCTION OF MISCELLANEOUS
CORRESPONDENCE AND CONSULTANT SUBMITTALS
RESOLVED, by the City Council of the City of Burlingame:
WHEREAS, Government Code § 34090 et seq. governs the retention and destruction of
public records; and
WHEREAS, the City Council has adopted a records retention schedule for the Planning
Department, but the schedule does not provide for destruction of miscellaneous correspondence that
the Department receives and provides for destruction of consultant submittals on proposals to do
work for the Department after one year, and
WHEREAS, a two-year retention period for miscellaneous correspondence that does not
relate to a specified topic in the schedule and a two-year retention period for consultant submittals
of credentials should be adequate,
NOW, THEREFORE, BE IT RESOLVED that the Records Retention Schedule for the
Planning Department is amended as provided in Exhibit A hereto.
/2661t& rh p 1 /hoc.¢,.,
MAYOR
I, JUDITH A. MALFATTI, City Clerk of the City of Burlingame, do hereby certify that the
foregoing resolution was introduced at a regular meeting of the City Council held on the 3rd day
of NOVEMBER ,1997, and was adopted thereafter by the following vote:
AYES: COLTNCILMEMEERS: HARRISON, JANNEY, KNIGHT, O'MAHONY, SPINELLI
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE
C:\W P51\FILES\RESO\CALTRAIN.CNL
EXHIBIT "A"
RECORDS RETENTION SCHEDULE
PLANNING DEPARTMENT
Record Time to Retain
Address files including Permanent
staff reports, plans
Administrative records 3 years
- Vacation/Sick Leave control sheets
- Payroll information
Alphabetical subject file 3 years
Burlingame studies Permanent
- Backup data 5 years
Budget files 5 years
- Monthly budget reports 5 years
Census data originals Permanent
Consultant files
- Listing of credentials
2 years
- Contracts and payment
5 years
Correspondence
- Correspondence related to a specific topic
will be retained for the same length of time
for the underlying data for the topic
- Miscellaneous Correspondence
2 years
Environmental Impact Reports
- EIR documents
10 years
- EIR background reports
2 years
- EIR logs
Permanent
General Plan
- Element drafts
2 years
- Adopted elements
Permanent
- Data and analysis
2 years
- Base land use data
Permanent
Microfiche plan file
Permanent
Negative Declarations
- Negative declaration documents
10 years
- Negative declaration background
2 years
- Negative declaration logs
Permanent
Other agency permit logs,
recordation and permits Permanent
Records Retention Schedule
Planning Department
Record
Personnel files
- Current employees
- Past employees
Planning books, monographs, studies
Planning Commission meeting tapes
Planning Commission minutes and agendas
Planning Commission resolutions
Purchasing records
Zoning studies and staff reports
for revisions and new regulations
Approved:
Approved:
Approved
RECRETEN.sch
City Manager
City Attorney
Page 2
Time to Retain
Current until superseded
10 years
5 years
Permanent
(5 years in office,
then storage)
Permanent - vault
City Council Resolution 84-97
Permanent
3 years
10 years