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HomeMy WebLinkAbout2020-10-15; Clean Energy Alliance JPA; ; Resolution Adopting Clean Energy Alliance Records Retention ScheduleClean Energy Alliance JOINT POWERS AUTHORITY Staff Report DATE: October 15, 2020 TO: Clean Energy Alliance Board of Directors FROM: Gregory Stepanicich, General Counsel ITEM 3: Resolution Adopting Clean Energy Alliance Records Retention Schedule RECOMMENDATION: Approve Resolution Adopting Clean Energy Alliance Records Retention Schedule. BACKGROUND AND DISCUSSION: The proposed Clean Energy Alliance (CEA) Records Retention Schedule (Schedule) establishes the length of time documents are to be retained. The Schedule has been drafted to be compliant with state and federal law, as well as industry best practices. The Schedule will be modified as necessary in the future to accommodate changes in law, best practices and CEA activities. FISCAL IMPACT There is no fiscal impact by this action. ATTACHMENTS: Resolution Adopting Clean Energy Alliance Records Retention Schedule DocuSign Envelope ID: 8A161F80-E856-4857-A944-3C163AD7E222 RESOLUTION NO. 2020-005 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CLEAN ENERGY ALLIANCE ADOPTING A RECORDS RETENTION SCHEDULE WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the Clean Energy Alliance ("CEA"); and WHEREAS, Section 34090 at seq. of the Government Code of the State of California authorizes the destruction of certain public records within specified time periods; and WHEREAS, the Board of Directors of the CEA desires to adopt a records retention schedule to ensure efficient and effective maintenance of its various documents and records in accordance with the requirements of state law. NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE CLEAN ENERGY ALLIANCE, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The records of the CEA, as set forth in the Records Retention Schedule, attached hereto as "Exhibit A", are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Board Secretary and with the consent in writing of the General Counsel, without further action by the Board of Directors of CEA. SECTION 2. With the consent of the Board Secretary and the General Counsel, updates are hereby authorized to be made to the Records Retention Schedule without further action by the Board of Directors. SECTION 3. The term "records" as used in the attached Records Retention Schedule shall include any writing prepared by, owned, used or retained by CEA regardless of its physical form or characteristics, including writings prepared and/or maintained in an electronic format, as defined by the California Public Records Act. SECTION 4. This resolution shall become effective immediately upon its passage and adoption. DocuSign Envelope ID: 8A161F80-E856-4857-A944-3C163AD7E222 The foregoing Resolution was passed and adopted this _15th day of October, 2020, by the following vote: AYES: Board Members: Haviland, Becker, Schumacher NOES: ABSENT: ABSTAIN: APPROVED: F DocuSIgned by: at, tfAkAitala OD31606-AC4-31136 Ellie Havilland, Chair ATTEST: c--DocuSigned by: (ANA, S417E6E17.6, Secretary Resolution Page 2 of 2 CEA-11 Clean Energy Alliance (CEA) Records Retention Schedule Purpose: Implement a records retention schedule in order to ensure that CEA's records are kept as long as legally and operationally required and that obsolete records are disposed of in a systematic and controlled manner. The records retention schedule is intended to ensure that employees adhere to approved recordkeeping requirements, and that they do so consistently. Policy: Records will be retained according to the following schedule. After the required retention date has passed, all documents or electronic files will be deleted or discarded unless there is specific reason in the interests of CEA to maintain the record for a longer period of time. Record Type Required Retention Sample Descriptions Board Documents Joint Powers Agreement and By-laws In perpetuity All versions Board Approved Decisions In perpetuity Resolutions, meeting minutes, and other items approved at regular or special Board meetings Board and Committee Meeting Materials In perpetuity Agendas, staff reports and other material provided to Board members in preparation for meetings Board Approved Budgets In perpetuity Final, approved budgets Contracts and Related Documents Executed Contracts 5 years after completion of contract Power supply contracts, contracts with vendors or consultants Non-Disclosure Agreements In perpetuity NDA with vendor, employee, Board member or advisor Bids & Proposals (Awarded) 7 years after close of solicitation Including Q & A and correspondence with bidders Bids & Proposals (Unsuccessful) 2 years after close of solicitation Including Q & A and correspondence with bidders Published Solicitations 2 years after close of solicitation Financial Documents Audit Reports by Accountants In perpetuity Independent audit reports prepared by outside accountants Adopted 10/15/20 -1- CEA- 1 I Accounting Records 5 years after close of fiscal year Unaudited financials, bank statements, payables/receivables and controls back up documentation, etc. Invoices from Vendors - Energy 5 years after completion of contract Vendor invoices for payment Human Resources Personnel Information 3 years after termination Offer letter, resume, evaluations, personnel records, payroll records, and 1-9 forms Recruitment Materials 3 years after completion Ads, responses Payroll Tax Records 8 years from date tax paid Tax returns, W-2s, and related back up Other Records General Electronic or Written Correspondence 2 years Emails and letters Customer-Specific Usage Information and Data 5 years Electronic information and reporting from Data Manager, bill analyses Marketing Material 2 years after public distribution Flyers, brochures, electronic advertisements eneral Educational or Informational Material 2 years Brochures, reports, electronic information Adopted 10/15/20 -2-