This article provides criteria and procedures for the retention or destruction of District records. This Article may be cited as the District’s “Regulations for the Retention of District Records.”
The following original records shall be maintained in perpetuity of the District’s files:
(a) 
The Certificate of Incorporation of the District;
(b) 
Any certification of annexation proceedings;
(c) 
Any certificate of the Secretary of State reciting the filing of annexation papers by the District in his office;
(d) 
Any certification by the Secretary of State that detachment papers have been received and that he has excluded area from the District;
(e) 
Resolutions and Ordinances;
(f) 
Minutes of Meetings of the Board of Directors;
(g) 
Certificate of Assessed Valuation prepared by the Auditor of each County in which property taxable by the District lies;
(h) 
Documents received from Tax Assessors detailing District taxes collected;
(i) 
Ballot arguments pro or contra on bond issues;
(j) 
Results of bond propositions received from the canvassing bodies;
(k) 
Results of elections for the office of member of Board of Directors received from the canvassing body;
(l) 
Records of securities acquired with surplus District moneys;
(m) 
Receipts for securities from banks;
(n) 
Documents received relating to claims brought against the District;
(o) 
Documents received pursuant to eminent domain proceedings brought by the District;
(p) 
Records that are determined by the Board of Directors to be of significant and lasting historical, administrative, legal, fiscal or research value; and
(q) 
Records required by law to be filed and preserved.
The following original records, or a microfilmed copy of such original record; shall be maintained in perpetuity in the District’s files:
(a) 
Financial records summarizing the financial status of the District other than reports prepared pursuant to Article 9 (commencing with Section 53891) of Part 1 of Division 2 of the Government Code;
(b) 
Records affecting title to land or liens thereon;
(c) 
Oaths of Office and related materials depicting the authenticity of the appointment of any Director or officer of the District;
(d) 
Paid vouchers with attached documents, summary of collections, registers of demands issued and journals of warrants paid, provided the original thereof has been maintained in the District’s files for a period of five years;
(e) 
Reports of the District in correspondence not covered in any other section of this article; and
(f) 
Records received pursuant to State statute which are not expressly required by law to be filed and preserved.
The following original records may be destroyed after the passage of time, as indicated, without the maintenance of a microfilm copy thereof;
(a) 
Unaccepted bids or proposals for construction may be destroyed without microfilming after two years;
(b) 
Work orders or in-house records of time spent on various District work assignments may be destroyed without microfilming after two years;
(c) 
Records created for a specific event or action may be destroyed without microfilming after five years following the end of the fiscal year in which the event or action was completed, unless there is pending litigation involving the records;
(d) 
Canceled checks for the payment of bond interest and redemption may be destroyed by an executive officer without microfilming after ten years;
(e) 
Tapes and recordings of minutes of the Board of Directors may be erased after six months; and
(f) 
Any record, paper or document which is more than two years old and which was prepared or received in any manner other than pursuant to State statute.
The following records may be destroyed at any time, without the maintenance of a microfilm copy thereof:
(a) 
All duplicates, the original or a permanent photographic record of which is on file;
(b) 
Rough drafts, notes and working papers accumulated in the preparation of a communication, study or other document, unless of a formal nature contributing significantly to the preparation of the document representing the work of any department of the District, including but not limited to meter books after the contents thereof have been transferred to other records;
(c) 
Cards, listings, non-permanent indices, other papers used for controlling work and transitory files including letters of transmittal, suspense letters, and tracer letters;
(d) 
Canceled coupon sheets from registered bonds; and
(e) 
Shorthand note books, telephone messages and inter-departmental notes.
Provisions of this Article are intended to implement the provisions of Chapter 7 (commencing with Section 60200) of Division 2, Title 6 of the Government Code. Nothing herein contained shall be deemed to abridge or amend said provisions.
(a) 
A records retention manual describing various District records and stating when the original or duplicate of such records may be destroyed is attached hereto and hereby incorporated by reference. The General Manager shall retain or destroy District records at the times set forth in the manual and in accordance with the procedures set forth in this section.
(b) 
At least annually, the General Manager shall designate records proposed to be destroyed, pursuant to this section, to the Secretary and District Counsel at least ten (10) days prior to the proposed destruction date. The Secretary and District Counsel shall examine the list to determine whether the records proposed for destruction in accordance with the records retention manual. The General Manager may destroy the records described on the list unless the Secretary or District Counsel objects.
(c) 
At least annually, the Secretary shall report in writing to the Board at a public meeting whether District records are being retained in accordance with the policies established by the Board. The secretary shall also recommend necessary and appropriate changes in the retention schedule for categories of records. The report and recommendations of the Secretary and the action of the Board with respect to the report and recommendations shall become part of the permanent record of the meeting at which the report and recommendations are presented to the Board.