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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