Resolution No. 85031
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RESOLUTION NO. 8503
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING RESOLUTION NO. VHPS-0003 WHICH
APPROVES A RECORDS RETENTION SCHEDULE FOR THE
VERNON HISTORIC PRESERVATION
WHEREAS, by Resolution No. VHPS-0003, adopted July 28, 2004,
the Vernon Historic Preservation Society ("VHPS") approved a Vernon
Historic Preservation Society 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 VHPS 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
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The Retention Schedule submitted by the VHPS and
provided for in Resolution No. VHPS-0003 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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'J R
6
LEONIS C. MALt5URG, ftayor
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8 ATTEST:
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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 8503, 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 July21, 2004
VERNON HISTORIC PRESERVATION SOCIETY
RECORDS RETENTION SCHEDULE 2004
TABLE OF CONTENTS
Page
Legend........................................................................................................................... i
Vernon Historic Preservation Society........................................................................... 1
GLOSSARY.................................................................................................................. 2
Legend
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
i
VERNON HISTORIC PRESERVATION SOCIETY
Page 1 of 1
1. VHPS Agreements and Leases Files
E+6
-
E+6
a) Original, executed agreements and
leases
b) Insurance documentation
c) Correspondence & backup data
2. VHPS Agendas — Certified copies
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7
3. VHPS Agendas — Working Copies
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2
Note: Working copies are notated for preparation
of the Agency's meeting minutes.
4. VHPS Members Statements of
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-
4
Economic Interest (FPPC Form 700)
5. VHPS - Employees' Statements of
T+6
T+6
Economic Interest — (FPPC Form 700
— Designated Employees)
6. VHPS Minutes
P
P
P
Note: Permanent storage location is the City's vault
or off -site depository.
7. VHPS Minutes — Reference Copies
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-
3
Note: Official minutes are stored permanently in
the City's vault or off -site depository.
8. VHPS Resolutions — Originals
P-
P
P
Note: Permanent storage location is the City's vault
or off -site depository.
9. VHPS Contract Files
E+6
-
E+6
a) Original, executed contracts
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
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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