1999 08 03 FAU
y�CFM OF
La Quinta
Financing Authority
Agenda
City Council Chamber
78-495 Calle Tampico
La Quinta, California 92253
August 3, 1999
2:00 PM
Beginning Res. No. FA 99-03
a. Roll Call
• M' 111PORK91
APPROVAL OF MINUTES
a. Approval of Minutes of July 20, 1999
1. ADOPTION OF RESOLUTION APPROVING A RECORDS RETENTION PROGRAM.
BUSINESS SESSION - None
DEPARTMENT REPORTS - None
CHAIR AND BOARD MEMBERS' ITEMS - None
PUBLIC HEARINGS - None
ADJOURNMENT
DECLARATION OF POSTING
I, SAUNDRA L. JUHOLA, Secretary of the La Quinta Financing Authority, do hereby declare that
the foregoing agenda for the La Quinta Financing Authority meeting of August 3, 1999 was posted
on the outside entry to the Council Chamber, 78-495 Calle Tampico and on the bulletin board at
the La Quinta Chamber of Commerce on Friday, July 30, 1999
Dated: July 30, 1999
2t'l= L. JUHOLA, Secretary
La Quinta Financing Authority
Page 2
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August 3, 1999
COUNCIL/RDA MEETING DATE:
ITEM TITLE:
Adoption of Resolution Approving the
"Local Government Records Retention
Guidelines" as the Authority's Records
Retention Policy
RECOMMENDATION:
AGENDA CATEGORY:
BUSINESS SESSION:
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
That the Authority Board adopt a resolution adopting the "Local Government Records
Retention Guidelines" by reference as the Authority's Records Retention Policy.
FISCAL IMPLICATIONS: None
BACKGROUND AND OVERVIEW:
On July 20, 1999, the City Council adopted the attached "Local Government Records
Retention Guidelines" by reference as the City's Records Retention Policy. It is being
recommended that the Board adopt the same document as its' policy.
(Please see Redevelopment Agency Agenda Consent Item No. 3 for copy of policy.)
FINDINGS AND ALTERNATIVES
1. That the Board adopt a resolution adopting the "Local Government Records
Retention Guidelines" by reference as the Authority's records retention policy;
or
2. Provide staff with further direction.
Res ctfully submitted by
AUNDRA L. JUFTOLA, Secretary
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RESOLUTION NO. 99-
A RESOLUTION OF THE BOARD OF THE LA QUINTA
FINANCING AUTHORITY, ESTABLISHING A RECORDS
RETENTION SCHEDULE FOR THE DEPARTMENTS AND
OFFICES OF THE AUTHORITY AND APPROVING
DESTRUCTION OF RECORDS IN ACCORDANCE
HEREWITH
WHEREAS, except for records less than two years old and certain other
records, Government Code Section 34090 authorizes the head of the agency departments
to destroy any agency record, document, instrument, 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 written consent of the City Attorney; and
WHEREAS, the Authority Board desires to establish a retention schedule for
records under the control of the executive officers in charge of various Authority/City
departments and offices and to approve destruction of records in accordance therewith.
WHEREAS, the State of California is in the process of adopting a
recommended draft of a records retention schedule for use by municipalities; and
WHEREAS, the Authority Board believes there are benefits of ease of
administration to adopting said draft schedule.
NOW, THEREFORE, BE IT RESOLVED by the Board of the La Quinta
Financing Authority does hereby resolve as follows:
1. Definitions
For purposes of this resolution, the following terms shall have the following
meanings:
"Department" means an agency, department or office of the administrative
staff of the La Quinta Financing Authority/City of La Quinta.
"Department head" means the executive officer in charge of a department.
"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.
S-
Resolution No. 99-
Page 2
"Public records" are writings in the custody of the La Quinta Financing
Authority/City of La Quinta and containing information relating to the conduct of the
business of the La Quinta Financing Authority/City of La Quinta. "Public record" does not
include transitory writings.
"Transitory writing" is a writing having no reason for 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
writings, computer print-outs, temporary draft blueprints, 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. To assure public records are not destroyed while they still serve a
useful purpose.
b. To avoid the loss of room and shelf space caused by the retention of
public records which no longer serve a useful purpose.
C. To provide guidelines to Authority/City staff as to when public records
may safely be destroyed.
d. To avoid the necessity of requesting Authority Board approval for each
individual case of public records destruction.
3. Scope
a. This resolution is limited to originals of public records, except as
otherwise provided in subsection "b" of this section. The department heads are authorized
to establish rules or schedules for the destruction of copies of public records held within
their respective departments which are not originals or copies subject to subsection "b" of
this section.
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Resolution No. 99-
Page 3
b. Whenever the original of a public record is sent to a location outside the
custody of the Authority/City (as, for example, correspondence for a Authority/City officer
or employee to a person outside of the Authority/City government), one copy of that record
shall be retained by the department sending the record 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.
d. Individual departments may adopt a policy of retaining documents for
additional time if approved by the Executive Director.
e. Where two guidelines appear to conflict, the longer of the two time
requirements shall be applicable.
f. Under the Development section "Building Construction" all permits and
final plans for such construction shall be kept permanently, however, the final plans of said
construction for residential non PUD development under two stories need not be retained
more than CL+2.
4. Authorization for destruction of records
a. The draft State Local Government Records Retention Guidelines, with
the exception of those relating to police and fire, attached hereto as Exhibit "A", providing
retention schedules for various types of public records, are hereby incorporated by
reference herein. Subject to the provision of subsection "b" of this section, each
department head may authorize the destruction of the public record or class of public
records which is within the custody of his or her department and which is listed in the
exhibits at any time after the time specified for retention of that record in the exhibits has
expired. This resolution constitutes the consent of the Authority Board for the destruction
of the public records in accordance with such retention schedules, and no further resolution
of the Authority Board shall be required for such destruction.
b. Prior to authorizing the destruction of any public record, the
department head shall submit a list of the records proposed for destruction to the
Authority's Legal Counsel for his or her consent to such destruction. The Authority's Legal
Counsel may require the retention of any public record or class of public records beyond
the period established for the retention of such records by the exhibits to this resolution,
whenever, in his or her opinion, the continued maintenance of such records is in the best
interest of the Authority/City. No record shall be destroyed without the written consent of
the Authority's Legal Counsel.
Resolution No. 99-
Page 4
PASSED, APPROVED and ADOPTED this 31 day of August, 1999
by the following vote:
AYES:
NOES:
ABSENT:
JOHN J. PENA, Chairman
La Quinta Financing Authority
ATTEST:
SAUNDRA L. JUHOLA, Secretary
La Quinta Financing Authority
APPROVED AS TO FORM:
DAWN C. HONEYWELL, Authority Counsel
La Quinta Financing Authority
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