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City of Santa Ana Records Retention Schedule <br />CLERK OF THE COUNCIL <br />Exhibit B <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />INSURANCE (INS) <br />Insurance Certificates, City <br />Liability, performance bonds, employee bonds, property; <br />Until <br />GC 34090; also <br />COTC and <br />Insurance certificates filed separately from contracts, <br />superseded <br />under bonds <br />respective <br />includes insurance filed by licensees. <br />Departments <br />Insurance, Liability/Property <br />May include liability, property, Certificates of Participation, <br />Until <br />GC 34090 <br />deferred, use of facilities <br />superseded <br />Building Movers <br />Proof of insurance required to be filed with the Clerk; See <br />Approval Date <br />Termination of <br />GC 34090, SAMC <br />agreements. <br />agreement + 4 <br />Sec. 18-800 <br />Years <br />Bus Shelters & Benches <br />Proof of insurance required to be filed with the Clerk; See <br />Termination of <br />GC 34090, SAMC <br />agreements. <br />agreement + 4 <br />Sec. 33-104 <br />Years <br />Helicopter Landings & Other Stadium <br />Proof of insurance required to be filed with the Clerk; See <br />Termination of <br />GC 34090, SAMC <br />Users <br />agreements. <br />agreement + 4 <br />Sec. 2-745 <br />Years <br />Taxicabs <br />Proof of insurance required to be filed with the Clerk; See <br />Termination of <br />GC 34090,SAMC <br />agreements. <br />agreement + 4 <br />Sec. 32-3 <br />Years <br />Land Annexation / Reorganizations <br />California Secretary of State Certification, City Certificate <br />Secretary of State Filing <br />Permanent <br />GC 34090 <br />with Affidavit of Completion of Annexation, and annexation <br />Acceptance <br />map; Notices, Resolutions, Certificates of Completion <br />OPEN CALENDARS <br />Open Calendars (Sunshine Provision) <br />The Santa Ana Municipal Code (SAMC) Chapter 2, Article <br />3 Years <br />GC 34090 <br />COTC <br />11.111, Section 2-155 requires the Calendars of Certain <br />Officers to be posted on the City's website . <br />SPECIAL AGENCIES <br />By-laws <br />Records retained by the Clerk acting as the Secretary for <br />Approval Date <br />Permanent <br />COTC assumed <br />COTC <br />Industrial Development Authority, Santa Ana Financing <br />responsibility for <br />Authority, 'Community Redevelopment Agency, <br />Mintes of CRA on <br />Minutes <br />'Empowerment Zone Countywide Financing Authority, <br />May 5, 2003; HA <br />Housing Authority and Successor Agency <br />on September 2, <br />'Former <br />2003 <br />Resolutions <br />Assessment District -By Number <br />Established by the City to provide certain services financed <br />Approval Date <br />Permanent <br />GC 34090 <br />by assessments levied on district properties; enacted by <br />SPECIAL DISTRICTS <br />Underground Utility District (UUD) - By <br />Documents including RFCA's on council actions to install <br />Council Meeting Date <br />Permanent <br />GC 34090 <br />COTC <br />Number <br />new or move existing utility lines underground as enacted <br />City Charter <br />Establishing the City of Santa Ana as a municipal <br />Date of Voter Approval <br />Permanent <br />corporation and chartered city <br />VITAL RECORDS / City <br />Minutes <br />Official record of actions taken during Council meetings <br />Council Meeting Date <br />Permanent <br />GC 34090(e) <br />COTC <br />Council <br />Council Committee Minutes <br />Development & Transportation Committee, Public Safety & <br />Permanent <br />GC 34090(e) <br />Neighborhood Improvement/Code Enforcement (N.I.C.E.) <br />Ordinances <br />Laws or orders adopted by the City Council <br />Permanent <br />GC 34090(e) <br />Resolutions <br />Legislative actions <br />Permanent <br />GC 34090(e) <br />7of7 <br />