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HomeMy WebLinkAboutRes1980-029 r~-- CITY OF SEWARD, ALASKA RESOLUTION NO. 80-29 A RESOLUTION CREATING A CITY RECORDS RETENTION SCHEDULE WHEREAS, the Alaska Statutes at AS 40.21.080 require cities such as Seward to preserve important public documents of permanent value for study and research; and WHEREAS, the Alaska Association of Municipal Clerks has made a careful study of the management of municipal records; and WHEREAS, the City Council hereby finds that it is in the public interest to establish an orderly system to retain important public documents for later study: NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD that Section 1. The Records Retention Schedule for the City of Seward, Alaska shall be the schedule outlined in Exhibit A attached hereto and incorporated herein by reference. Section 2. The City Clerk and City Manager shall develop a plan whereby the records to be retained may be stored and secured in Seward rather than transferred to the State of Alaska. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA this 9th day of June, 1980. CITY OF SEWARD, ALASKA ~~ ;1 i~) IRtiym 1:;. Hug 1, yor AYES: CAMPBELL, CRIPPS, GILLESPIE, HUGLI, LEER, SORIANO AND SWARTZ NOES: NONE ABSENT: NONE ATTEST: APPROVED AS TO FORM: ~*~ Ranald H. Jarrel Attorney for the City of Seward I r- o . r-, ,-?~~u::L~ liS'o- ,9'1 ~u v<c Cf, I q ';L) ADMINISTRATION 1. Affidavits of Publications - ordinances 2. Annexation Records - Petitions, Correspon- dence, affidavits of publications, ordinances and public hearings 3. Census Reports 4. Seal 5. Complaints: General, Discrimination, Service, Haintenance, Repair, etc. 6. Departmental Daily Activity Log/Journal 7. Departmental Emergency Journal - A record of all alarms answered by Fire Department, Police Department, Ambulance, etc. 8. Departmental Reports a. Monthly b. Semi-Annual c. Annual Summary 9. Federal Agencies - Correspondence, reports submitted or received 10. General Correspondence 11. Incorporation Records 12. Index to Files 13. Legal Opinions and Records 14. Maintenance Records a. Building b. Vehicles c. Equipment 15. Memorandums \', III C .'1 Retention Period Permanent 5 years after recorded in minutes Permanent Permanent 5 years after action completed 3 years Permanent 3 years 3 years Permanent Subject to Fed- eral requirements 3 years Permanent Same retention as file Permanent 10 years Length of Ownership 2 years 3 years r 16. Minutes - Council, special boards, committees and commission minutes 17. Notice of meetings - Affidavits of Publica- tions 18. Oath of Office - Elected or Appointed 19. Ordinances and Resolutions Signed (Originals) 20. Petitions 21. Press Releases 22. Proclamations 23. Public Hearing ~ecords 24. Record of Disposal Sheet - Shows date, type of record and destroyed by whom 25. Reference Materials 26. Special Committee Reports 27. State Agencies - Correspondence and reports submitted BONDS 28. Bond and Interest Coupon Register 29. Bond Sale Transcripts 30. Cancelled Bonds and Coupons 31. Paid Bonds and Coupons 32. Performance, Surety, Contractor License, Indemnity Insurance, Fidelity and Appear- ance Bonds ~ Permanent .- 2 years Permanent Permanent 5 years 1 year 1 year after recorded in minutes 2 years after recorded in minutes Permanent Retain as long as material is of Admin- istrative value ~ 5 years 3 years 5 years after final payment 5 years after final payment 5 years after final paymen t 5 years after final payment 5 years after expiration ~ ,-- r- r- r" CEMETERY 33. Burial Records 34. Lot Sales Journal 35. Perpetual Care Service Ledger 36. Report of Grave Openings and Body Transfers CONTRACTS 37. Accepted Contracts and Agreements - Bids and specifications: a. Capital Improvements b. Services and Supplies 38. Deeds of Easement 39. Deeds to Municipal Property 40. Franchises granted by municipality 41. Leases of Municipal Property to others 42. Leases of Property by Municipality Permanent Permanent Permanent Permanent 6 years after expira- tion of contract 6 years after com- pletion of audit Permanent Permanent 5 years after can- cellation or expira- tion of franchise 6 years after cancel- lation or expiration of lease 6 years after cancel- lation or expiration of lease 44. Titles to Municipal Vehicles and Equipment 43. Rejected Bids-Contracts and Supporting Papers 3 years Length of Ownership ELECTIONS 45. Candidate Affidavit of Election Expense and Contributions 46. Certificates of Election Return Reports 47. Certificate of Returns of Canvass Board 5 years 1 year after recorded in minutes Permanent rc--- - ,.- 48. Completed voting Ballots 1 year unless election contested 49. Declaration of Candidacy 3 years 50. Election Boundaries and Precincts Until Revised 51. Nominating Petitions 3 years 52. Poll Books 1 year unless election contested 53. Rejected Ballots 1 year unless election contested FINANCIAL 54. Accounts Receivable and Disbursement Journal Permanent 55. Annual Financial Budget (Final) Permanent or 1 year after recorded in minutes 56. Audit Reports Permanent 57. Bank Deposit Slips 7 years ~ 58. Bank Statements 7 years 59. Billing Statements - (Taxes, utilities and other servies) 7 years 60. Bills of Sale - Duplicates of issue to purchaser of property other than real property, belonging to municipality 7 years 61. Budget Formulation Papers 3 years 62. Cancelled Checks or Warrants Permanent 63. Cash Remittance Slips 7 years 64. Cashier Daily Collection Report 7 years 65. Check Register Permanent 66. Check Stubs 7 years 67. Financial Annual Report/Statements Permanent ~ r 0 6B. 69. 70. 7l. 72. 73. City Financial Monthly Reports/Statements Equipment Inventories/Property Ledger General Journal General Ledger Paid Invoices and Bills Payroll Records: a. Employee Earning Record b. Payroll Deduction and Authorization c. Time Records (cards, ledgers, sheets) d. Leave of Absence, vaction, Sick Leave e. FICA and Unemployment Insurance 74. Purchase Orders and Requisitions 75. Receipt Books or stubs for all Monies Received o 76. Retirement Records (LAGERS) 77. Savings Account Book 78. Travel Expenditures 79. Vouchers BO. Warrants - Authorization to issue checks INSURANCE 81. Accident Files - Personnel and Property 82. Insurance Policy Claims against the Municipality B3. Insurance Policy Records . I, i ,- , <....0..- I../....,~, , ' \.... J ':; ,"" "'.., , PERMITS AND LICENSES -- 84. Refused or Rejected Applications for Permits and Licenses ("" 7 years 7 years Permanent Permanent 5 years Permanant 3 years after termin- ation 3 years after termin- ation 3 years after termin- ation 10 years 7 years (official copy only) 5 years Permanent 7 years after closure 7 years 7 years 7 years 10 years after settlement 10 years after settlement as needed after expiration 3 years "' Monies Received (Application for and Stub Copy of License or Permit) 85. 86. 87. 88. 89. 90. 91. 92. Bicycle and Vehicle License or Permit Building Permits Excavating License or Permit Pet and Animal License or Permit To operate Food Markets To Operate Recreational Facilities - Parks, tennis courts, bowling alleys, swimming pools, etc. To Own and Operate Professional Sport Teams, Facilities and Arenas - Baseball, football teams, stadium, arena, etc. To Own, Operate, Sell or Rent Miscellaneous. Agencies, Activities and Services - Garage, school, hotel, restaurant, parking lot, employment agency, dance hall, theatre, laundry, dry cleaning, garbage disposal, etc. 93. To Process, ~1anufacture or Package Goods 94. To Sell Beer, Wine and Liquor 95. To Sell Meat, Milk or other Foods 96. To Solicit Honey for various Causes ~ 2 years after expiration Permanent 2 years after expiration 2 years after expiration 2 years after expiration 2 years after expiration 2 years expiration 2 years after expiration .~ 2 years after expiration 2 years after expiration 2 years after expiration 2 years after expiration No Monies Received (Application for and Stub Copy of License or Permit) 97. To Hold Parade or Public Gatherings 1 year 98. To Own, Use, Display or Hold Other Facili- 1 year ties, Activities or Things of Nonbusiness Nature 99. To Use Public Parks, Streams, Docks, etc. 1 year "'" r~' o PERSONNEL 100. Application for Employment 101. Departmental Rules and Regulations 102. Employee Card File - A permanent card should be kept showing condensed pertinent infor- mation about the employee. Example: dates of employment, salary, promotions, citations, awards, etc. 103. Employee Personnel Files - Contains applications, accident reports, citations, medical records, personal histories and personnel actions 104. Payroll Information PUBLIC ~AFE'1:'Y 105. Accident Reports a. Submitted to Highway Patrol Hq. b. Not submitted to Highway Patrol Hq. o 106. Breathalizer Test Results a. positive b. Negative ,107. Complaints - Recorded only when incident requires a written report. (Peace disturbance, trespassing, etc.) 108. Court Calendar (Municipal) 109. Court Docket (Municipal) 110. Court Summons (Municipal) Ill. Criminal Case File - Listing felonies, misdemeanors, etc. 112. Missing Person File 113. Officer ~eports - List officers reports of theft, burglary, etc. ~ 2 years, unless contested Until Revised Permanent Permanent See Financial 5 years Permanent 5 years after conviction 1 year 5 years Permanent Permanent Permanent Permanent 3 years Permanent r-- 114. Parking Tickets a. Paid b. Unpaid 115. Traffic Tickets a. Paid b. ' Unpaid 116. Vehicles Abandoned File 117. Warrants for Arrest - except minor PUBLIC WORKS AND SERVICES 118. Construction Blueprints for Completed City Buildings, Streets, utilities, Parks, Recreational Areas, etc. 119. Inspections - Inspection and testing records for electrical, elevators, fire, schools, hospitals, restaurants, sewers, safety and security, etc. 120. Maps a. City Maps b. Street "'taps c. Utility Maps - Water, gas, sewer, electrical lines, locations, etc. d. Zoning "1aps - Area location and boundaries 121. ~1eter Reading Rooks - Cards and sheets 122. Plats 123. Project Records - Job summaries, costs assessments, repair and work orders, resolutions and status reports of projects received and submitted by the department 124. Service Requests - For connections, disconnections or repair of electrical, gas, water, sewage, etc. 125. Water and Sewage Analysis Reports Example: Water works, sewage treatment plants, etc. ,- 5 years 5 years 5 years 5 years 5 years Permanent Permanent 3 years after subsequent record defects have been corrected Permanent ~ 5 years (see Finance) Permanent 3 years after completion 3 years 5 years ~ -.- w"" r- o ~ TAXES 126. Ad-Valorem Tax Book - A listing of mer- chants, manufacturers, or professional establishments 127. Court Orders - Copies pertaining to real estate, personal and ad-valorem taxes 128. Delinquent Tax Books 129. Personal Property Tax Books - A listing of individuals, the assessed value and the amount of tax on property 130. Property Transfer Slips 131. Real Estate Tax Books 132. Regular Assessment Sheets 133. Special Assessment Sheets 6 years 6 years, after court disposition 6 years 6 years 6 years 6 years 6 years 10 years after due date or final payment