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HomeMy WebLinkAbout1994-05 CRA . . . REL; 6/16/94 RESOLUTION NO. 94- 5 A RESOLUTION OF THE COMMUNITY REDEVELOP- MENT AGENCY OF THE CITY OF SANTA ANA ESTABLISHING A RECORDS RETENTION SCHED- ULE AND APPROVING THE DESTRUCTION OF RECORDS IN ACCORDANCE THEREWITH WHEREAS, except for records less than two years old and certain other records, Government Code section 34090 authorizes the head of a city department to destroy any city record, document, in- strument, book or paper under his or her charge, without making a copy thereof, after the same is no longer required, with the approval of the City Council by resolution and the written consent of the city Attorney; and WHEREAS, the city Council of the city of Santa Ana, by its Resolution No. 94-048, has adopted a records retention schedule for the agencies, departments and offices of the City; and WHEREAS, the Community Redevelopment Agency of the city of Santa Ana desires to establish a retention schedule for records under its control similar to that established by the city of Santa Ana and to approve destruction of records in accordance therewith; NOW, THEREFORE, BE IT RESOLVED BY THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF SANTA ANA AS FOLLOWS: 1. Definitions For purposes of this resolution, the following terms shall have the following meanings: "Executive Director" means the executive officer Community Redevelopment Agency of the City of Santa Ana. of the "Original" means the initial production of a record in its final form. It does not include preliminary drafts or subsequent photocopies. In the case of a signed document, the original is the document which was actually signed by the person or persons signing the document. "Public records" are writings in the custody of the Community Redevelopment Agency of the city of Santa Ana and containing information relating to the conduct of the business of the community Redevelopment 'Agency of the city of Santa Ana. "Public record" does not include transitory writings. "Transitory writing" writing having no reason for is a 1 retention after the purpose for which it was created has expired, such as routing slips, notices of meetings or events, writings retained solely for tickler, suspense or follow-up purposes, preliminary work materials, writings which have been superseded by subsequent writings, computer print-outs which are produced solely for temporary purposes, and the like. . "writing" means a document in written or printed form. 2. Purpose The purposes of this resolution are as follows: A. B. C. D. . 3. Scope To assure that public records are not destroyed while they still serve a useful purpose. To avoid the loss of room and shelf space caused by the retention of public records which no longer serve a useful purpose. To provide guidelines to Agency staff as to when public records may safely be destroyed. To avoid the necessity of requesting the governing board of the Community Redevelopment Agency of the City of Santa Ana for approval for each individual case of public records destruction. A. This Resolution is limited to originals of public records, except as otherwise provided in subsection B of this section. The Executive Director is authorized to establish rules or schedules for the destruction of copies of public records which are not originals or copies subject to subsection B of this section. B. Whenever the original of a public record is sent to a location outside the custody of the Agency (as, for example, correspondence from a city officer or employee performing work on behalf of the Agency to a person outside of the City government), one copy of that record shall be retained by the Agency as if it were the original of that record. c. This resolution is also limited to public records which are in the form of writing on paper or microfilm or microfiche. 4. Authorization for destruction of records A. Exhibit A, attached hereto, providing a retention schedule for various types of public records, is hereby incorpo- rated by reference herein. Subject to the provision of subsection . 2 . . . B of this section, the Executive Director may authorize the destruction of a public record or class of public records which is within his or her custody and which is listed in Exhibit A at any time after the time specified for retention of that record in Exhibit A has expired. This resolution constitutes the consent of the governing board of the Agency for the destruction of the public records in accordance with such retention schedule, and no further resolution of the governing board of the Agency shall be required for such destruction. B. Prior to authorizing the destruction of any public record, the Executive Director shall submit a list of the records proposed for destruction to the City Attorney in his or her capacity as Agency Legal Counsel for his or her consent to such destruction. The city Attorney may require the retention of any public record or class of public records beyond the period established for the retention of such records by Exhibit A to this resolution, whenever, in his or her opinion, the continued maintenance of such records is in the best interest of the Agency. No record shall be destroyed without the written consent of the city Attorney. ADOPTED this following vote: 19th day of September , 1994, by the AYES: Members LUTZ, MCGUIGAN, MILLS, MORENO, YOUNG NOES: Members ABSENT: Members PULIDO, RICHARDSON ABSTENTIONS: Members ATTEST: cyç!æ~~å~ Executive Director APPROVED AS TO FORM: ~~~ Edward J C r Agency Legal Counsel 3 . EXHllft A . CITY OF SANTA ANA COMMUNITY DEVELOPMENT AGENCY RECORDS RETENTION SCHEDULE FOR REDEVELOPMENT AGENCY ACTION RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY, SERIES DESCRIPTION START DATE PERIOD Bond Transcripts Financial documents related to bond 'Bond Closing BC+ Term of issues Bonds or until retired Community Statement of Reports required under Community Date of D+10 years Redevelopment Indebtedness Redevelopment Law Submittal Law Reports Annual Report of Date of D+10years Financial Transactions approval Schedule HCD Date of 0+ 10 years approval Component Unit Date of D+10 years Financial Statements approval Biennial Reports Date of D+10 years approval Housing Loan/rebate documents City/SAEDC Approval date Permanent . EXHIBW A . City of Santa Ana Records Retention Schedule COMMUNITY DEVELOPMENT AGENCY FOR REDEVELOPMENT AGENCY ACTION Resolution 94,5' . Page 2 of f RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Real Estate Files, Acquisition File Agent's diary, offer lelter and other Close of 2 years correspondence, escrow documents, escrow etc, Relocation File Informational documents, claim forms, Receipt of 2 years verification of payment, etc, final relocation payment Appraisals Assesses value of property Receipt of 4 years document Residential Real Estate Includes deeds, parcel maps, tracts Creation Perpetual Records maps, right of way maps, etc, Redevelopment Includes project-related documents Project 5 years Project Files and files (i,e" requests for proposals, completion or proposals, reuse analyses, pro formas) abandonment Records2,doc/Sharon