The URL can be used to link to this page

Home My Public Portal AboutResolution - 06-09- 20060308 - Retention and Destruction i RESOLUTION NO. 06-09 PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional Open Space District on March 8, 2006, at a Regular Meeting thereof, by the following vote: AYES: J. Cyr, M. Davey, L. Hassett, K. Nitz, D. Little, P. Siemens NOES: None ABSTAIN: None ABSENT: N. Hanko ATTEST: APPROVED: 'd r Secr y esient B rd of Directors Board o irectors I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify that the above is a true and correct copy of a resolution duly adopted by the Board of Directors of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly held and called on the above day. Dis tric RESOLUTION 06-09 RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT AUTHORIZING THE DESTRUCTION OF CERTAIN DISTRICT RECORDS, PAPERS AND DOCUMENTS WHEREAS, Section 5557.1 of the Public Resources Code permits the Board to authorize the destruction of any duplicate record, paper, or document, the original or a permanent photographic reproduction of which is in the files of the District; and WHEREAS, Section 5557.2 of the Public Resources Code permits the Board to authorize the destruction of a record pursuant to Chapter 7 (commencing with Section 60200) of Division I of Title 6 of the Government Code; and WHEREAS, Section 60201 of the Government Code provides that the legislative body may authorize the destruction of any category of records, not expressly required by law to be filed and preserved, if it adopts a resolution finding that the destruction of such category of records will not adversely affect any interest of the district or of the public and maintains a list, by category, of the types of records to be destroyed that reasonably identifies the information contained in the records in each category; and WHEREAS, District desires to authorize such destruction of certain categories of records, NOW THEREFORE BE IT RESOLVED that the Board of Directors of the Midpeninsula Regional Open Space District hereby repeals Resolution 87-44, and establishes that all District documents shall be either retained, photographically reproduced for permanent retention, or destroyed or otherwise disposed of, only in the manner set forth in the "Policy for the Retention and Destruction or Disposition of District Records" attached hereto and incorporated herein and hereby finds that any such destruction or disposition will not adversely affect any interest of the District or of the public. i POLICY FOR THE RETENTION AND DESTRUCTION OF DISTRICT RECORDS The Board of the Midpeninsula Regional Open Space District authorizes the retention, destruction or other disposition of records, papers and other documents in conformance with the following categories and schedules: CATEGORY A: Category A includes records, papers, and documents, which shall be retained permanently in original form, as follows: 1. Ordinances, resolutions and minutes of the meetings of the Board of Directors 2. Current Board and administrative policies 3. Recorded deeds of acquisition of District real property 4. Recorded Deeds of Trust where the District is either trustor or beneficiary 5. Other records related to the acquisition of, conveyance of, or otherwise affecting title to District real property 6. Policies of title insurance covering District real property 7. Purchase agreements, contracts and option agreements related to the acquisition or conveyance of District real property 8. Notes for the purchase of property which have been paid 9. Documents or publications of historical or archival value to the District 10. Original records required to be retained by applicable federal or state law related to the formation change of organization or jurisdiction, or reorganization 11. Records e J> g g a of the District CATEGORY B: Category B includes original records,papers or documents that may be destroyed or otherwise disposed of after five (5) years and after being permanently reproduced photographically, as follows: 1. Records, papers and documents included in the meeting files for regular and special meeting of the Board and including agendas and notices 2. Court records CATEGORY C: Category C includes original records, papers or documents that may be destroyed or otherwise disposed after five (5) years without being permanently reproduced photographically, as follows: 1. Applications and other materials related to the hiring process for staff positions 2. Reports, memorandum and correspondence not otherwise required to be preserved 3. Obsolete Board and administrative policies 4. Committee meeting files 5. Accounting records 6. Election nomination papers of the Board 7. Campaign statements 8. Bank statements, deposit slips and cancelled checks, except those relating to compensation or expense reimbursement of employees, officers or independent contractors of the District I 9. Ranger activity logs 10. Documents related to any pending claim against or by the District until five (5) years III after final disposition of the claim 11. Documents related to any pending litigation, or settlement or other disposition of litigation until five (5) years after final disposition of such litigation. CATEGORY D: Category D includes other original records,papers or documents that may be CA g ryp p destroyed or otherwise disposed after seven(7) years without being permanently reproduced photographically, as follows: 1. Statements of Economic Interests the amount of compensation aid to district employees or officers or 2. Records specifying p p to independent contractors providing personal or professional services to the district, or tin to expense reimbursement to di strict officers or employees or to the use of rely g P district paid credit cards or any travel compensation mechanism. CATEGORY E: Category E includes original records,papers or documents that may be reproduced without being permanently e ro d f after two 2 ears �tho otherwise disposed o d or othe P destroyed p O Y g p Y photographically, as follows: l. Invoices for payable a able 2. Election files, excluding nomination papers and official results 3. p Budget reparation worksheets g is less than two 2 ears old for the construction 4. Is an unaccepted bid or proposal, which { ) y , or installation of any building, structure, or other public work other Category or otherwise required b law document not provided for in an Y her docum q 5. An of Y g rY Y p i ' ed in either an original orphotographicallyr e roduced form. to be retain p CATEGORY F: Category F includes original records, papers, or documents that may not be destroyed or otherwise disposed of without being permanently photographically reproduced, as p g follows: I 1. Records related to any pending construction that the District has not accepted or as to which a stop notice, mechanics' or materialmans' lien or claim legally may be presented or filed 2. Records related to any nondischarged contract to which the District is a party 3. Records that have not fulfilled the administrative, fiscal, or legal purpose for which it was created or received. Approved: March 8, 2006 III