Resolution No. 85011
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RESOLUTION NO. 8501
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING RESOLUTION NO. RA-244 WHICH
APPROVES A RECORDS RETENTION SCHEDULE FOR THE
REDEVELOPMENT AGENCY OF THE CITY OF VERNON
WHEREAS, by Resolution No. RA-244, adopted July 28, 2004, the
Redevelopment Agency of the City of Vernon ("Agency") approved a
Redevelopment Agency of the City of Vernon Records Retention Schedule
2004 (the "Retention Schedule") and submitted the Retention Schedule to
the City Council of the City of Vernon for approval; and
WHEREAS, by letter dated July 21, 2004, Bruce V.
Malkenhorst, City Administrator/City Clerk, has recommended that the
Retention Schedule be adopted; and
WHEREAS, the City Council finds that the Retention Schedule
submitted by the Agency meets the criteria of California Government
Code Sections 34090, 34090.5 and 34090.7 regarding the destruction of
certain public records with the consent of the City Attorney and
concurrence of the City Council.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
Ifinds and determines that the recitals contained hereinabove are true
land correct.
SECTION 2: The Retention Schedule submitted by the Agency
and provided for in Resolution No. RA-244 is hereby approved and
adopted.
1 SECTION 3: The City Clerk of the City of Vernon shall
2 certify to the passage of this resolution, and thereupon and
3 thereafter the same shall be in full force and effect.
4 APPROVED AND ADOPTED this 28th day of July, 2004.
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7 EONIS C. MAL URG, Dfayor
8 ATTEST:
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10 --2.
11 BRUCE V. MALKENHORST, City Clerk
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1 STATE OF CALIFORNIA )
2 ) ss
COUNTY OF LOS ANGELES )
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4 I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do
5 hereby certify that the foregoing Resolution, being Resolution No.
6 8501, was duly adopted by the City Council of the City of Vernon at an
7 adjourned regular meeting of the City Council duly held on Wednesday,
8. July 28, 2004, and thereafter was duly signed by the Mayor of the City
9 of Vernon.
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BRUCE V. MALKENHORST, City Clerk',
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13 (SEAL)
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SUPPORTING
DOCUMENTS
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Records Retention
Schedule 2004
Adopted by Resolution No. on July 21, 2004
REDEVELOPMENT AGENCY
OF THE CITY OF VERNON
RECORDS RETENTION SCHEDULE 2004
TABLE OF CONTENTS
Page
Legend........................................................................................................................... i
RedevelopmentAgency................................................................................................ 1
GLOSSARY.................................................................................................................. 4
AR - ANNUAL REVIEW
AU - Audit
C
- CLOSED/COMPLETED
CT
- COMPLETION/TERMINATION
CY
- CURRENT YEAR
EL
- ELECTION
E
- EXPIRATION
P
- PERMANENT
S
- Superseded
T
- TERMINATION
V/H/C
V - VITAL
H - HISTORICAL
C - CONFIDENTIAL
1
REDEVELOPMENT AGENCY
Page 1 of 3
1. Redevelopment Agency —
E+10
-
E+10
-
Agreements & Leases Files
a) Original, executed agreements &
leases
b) Insurance documentation
c) Correspondence & backup data
2. Redevelopment Agency Board
7
-
7
-
Agendas — Certified Copies
3. Redevelopment Agency Board
2
-
2
-
Note: Working copies are notated for preparation
Agendas — Working Copies
of draft Agency Board Minutes.
4. Redevelopment Agency Board
4
-
4
-
Duplicate Series. Official is with Fair Political
Members — Statements of
Practices Commission (FPPC)
Economic Interest (FPPC
Form 700)
5. Redevelopment Agency Board
1
P
P
V,H
Note: Permanent storage location is the city vault
Minutes
or off -site depository.
6. Redevelopment Agency Board
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-
3
-
Duplicate Series. Official minutes are stored
Minutes (Reference Copies)
permanently in the city vault or off -site depository.
7. Redevelopment Agency Board
1
P
P
V,H
Resolutions
8. Redevelopment Agency—
E+6
-
E+6
-
Contract Files
a) Original, executed con-
tracts
b) Performance/Contract
bonds
c) Certificates of insurance/Insurance
documentation
d) Requests for proposal/
Invitation to bid
e) Proof of publication
f) Lists of bidders
g) Proposals/bids
h) Correspondence & backup
data
Redevelopment
Agency
— Page 2 of 3
9. Redevelopment Agency
7
-
7
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Note: City Clerk is the Office of Record for these
Employees — Statements of
FPPC forms.
Economic Interest (FPPC
Form 700 — designated
employees)
10. Redevelopment Agency —
5
-
5
Audit Reports
11. Redevelopment Agency — Pro-
C+5
5
C+10
V,H
Note: For this record series C(Closed/Completed)
ject Area Adoption Records
represents final financial close-out of the project.
a) Survey area documentation
b) Redevelopment plans
c) Project Area Committee records
d) Reports to City Council
e) Fiscal review documen-
tation
f) Relocation plans
g) Owner participation rules &
contracts
h) Public hearings documen-
tation
i) Environmental impact /assessment
documents
j) Maps, plans, drawings, &
photographs
k) Studies & reports
1) Correspondence & backup data
Redevelopment
Agency
— Page 3 of 3
12. Redevelopment Agency — Pro-
C+5
5
C+10
V,H
Notes: Official copies of agreements are in record
ject Files
series No. 51, "Redevelopment Agency —
a) Owner participation
Agreements & Leases Files".
records
b) Developer selection
Documents establishing real property ownership
documentation
are in record series No. 49, "Real Property Files".
c) Negotiation/Development
agreements (copies)
d) Acquisition documentation
(see note)
e) Environmental impact/
assessment documents
f) Public hearings documen-
tation
g) Design & review records
h) Relocation records
i) Infrastructure/public
improvements records
j) Right-of-way documen-
tation (see note)
k) Site preparation & con-
struction management documents
1) Studies & reports
m) Correspondence & backup data
GLOSSARY
OF RECORDS RETENTION DEFINITIONS
Annual Review - Yearly review of operations, procedures, policies, or
documents relating to the retention schedule.
*Audit - Review for acceptance of records relating to
operations, policies and procedures, financial
documentation and historical documents by regulating
agencies.
*Closed/
Completed - A file or record on which action has been completed
and to which an audit or further action is not likely
to occur.
Confidential - A record of information requiring protection against
unauthorized disclosure.
Current - The current year.
Election - Voter ballots and other documents regarding current
City public elections.
Expiration - The act of coming to a close.
*Historical - In appraisal, the value attributed to a record which
preserves documentation on significant historical
events including the City's operations, origin,
policies, authorities, functions, and organizations,
as well as significant administrative decisions.
*Permanent - Recorded information which is required by law to be
retained; or which has been designated for continuous
preservation because of its administrative or
historical significance.
*Superseded - The replacement of an existing document.
Termination - Discontinued (example - employment, term of office,
use of equipment, permits, etc...)
*Vital - Those records containing information necessary to
continue the operation of government, affirm the
powers and duties of government and to protect the
rights and interests of persons.
* Definitions taken from the August 1999, Local Government
Records Retention Guidelines, City Clerk's Association of
California.
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