I FOR'\IERAGEXCY NAJ\IE i (DEPART.'.\fENTIDI\'ISION/Bt'REAU)

Transcription

1 RECORDS RETENTON A.~ DSPOSTON SCHEDULE A_"\;fENDMENT DEPARTl\fE'.\1 SCHEDH.E HEADNG DYSOX: Bt:REAC Municipal Clerk AGEXCY # 1\ Scm:DrLE# 009 PAGE# 1 OF 1,,,,, - RETE:110x ScHEDru: Al\E'.\l>:\E:'.\1S FOR'\ERAGEXCY NAJ\E i (DEPART.'.\fENTD\'SON/Bt'REAU) Municipal Clerk M j ~! RECORD SERES # \ RECORDS AGE:'\CY TTLE J Application File - General Application File - Summer Camp 1 Permit File - Beach, Community Pool, And l Recreation Center Badges j Pem1it File - Street Opening! Pcrmit Filo - Goneral - "",,,,,,,,,,,,,-.,~-1,-~-~~.,~,,,-~~ i RECORDS SERES LEYEL Al\E'.\>MEXTS TYPE OF CHANGE Description Obsolete Obsolete Obsolete New Description; Disposition Title FORMER DESGXATOX (F APPLCABLE) General Application File for Licenses. Pennits, and Certificates regulated and issued by the Local Autho1ity for a licensed business including Solicitor, Vendor, Peddler, and Hawker. Certificate is attached ro resolution. Permanent/Retain at Agency NEW 0ESGXA TO:'\ (F APPLCABLE) All applications accepted by a Municipality which are not specified elsewhere. ncluded with Application File - General, RS# ncluded with Permit File - RS# ncluded with Permit File RS# General. General. AH pcnnits accepted by the Municipality which are not specified else\yhere; 6 years/ Ce11ificate is typically attached to resolution. Pem1anent/Archives,,,,, -Certifi-Citte-sv-,~f~,,,n~ill~aJlce and... VPUbJlC.,, Official Bonds ~~~~ w««~,,,,~~ ' ""'',.,,,,,, ~~.,,, ' ~,,.,,,,,,,,,,,~.,,,,,,.,,,,,,,,...,,.,,,,,~.k.,=~-.-»h»»->»''""~~mmm»a- -~~=»»»-''' _.,,_,.-~~»»>»»» DEPAR Th!E:'.\T OF THE REA Sl'RY -D VS O:'.\ OF RE\T"\'t:E AXD EXTERPR1SE SERVCES - RECORDS ::VAXAGEl\lD:T SERVCES FORM R~vl-10-RE\' 01>2013

2 j RECORD SERES# i! RECORDS AGE:SCY TTLE TYPE OF FOR."ER DES&':liA TO:S (F APPLCABLE) NEW DESG:SA TO" (F APPLCABLE) Lil...\l'\GE Deeds and Easements (Mw1icipal Property Description; File may also include appraisals. Files includes final appraisal used for Acquisitions) Disposition Pemmnent/Retain at Agency purchase. Pemmnent! Archives,,,,..,.,,,,.,,_,,,,,,,,,,,,.,...,,.,_,,,...,,,,_.,,,,,,.,.,.,_.....,,,,,_,,,,,,,,,,,,_,_ sure/condemnation/eminent n/declaration of Taking File Disposition Pe1manent1Retain at Agency Pem1anen t/ Archives i j f Municipal Master Plan (Original) Disposition t PermanentJRetain at Agency Permanent/ Archives i...,,,_,,,,,...,_,,_, ,,,...~- -~ _...,,_ ''" Ordinance File -Ordinance Book (Original) Disposition Permanent/Retain at Agency Pem1anentiArchives Resolution File (Original) Disposition Permanent/Retain at Agency Permanent/ Archives! ! 1 Minutes File (Original) Disposition PemianentiRetain at Agency Permanent/Archives i Petition File - Municipal ncorporations and Annexations ' j Disposition Permanent/Retain at Agency Permanent/ Archives j Affidavits of Publication Retention j 0 years/ 6 years/ j Record series is already included on Financial and Personal Disclosure Statements Obsolete the Municipal General Retention Schedule (MlOOOOO, RS# )!! Shoreline Survey Disposition j Pennanent/Retain at Agency Pennanen tj Archives. 1 _ Annual Financial and Personal Data Disclosure Record series is already included on Obsolete Fomis - Mtmicipal Clerk the Mm1icipal General Retention Schedule (MOOOOO. RS# ) DEPARTh!EXTOF THE TREASURY-DVSOX OFRE\"EXUEAXD EXTERPRSE SERVCES - RECORDS :-VfA:\"AGEME>T SERVCES FORM R:vl-10-RE\'

3 STATE OF NEW JERSEY MUNCPAL CLERK M Prepared by: Department of the Treasury, Division of Revenue and Enterprise Services, Records Management Services 2300 Stuyvesant Avenue, PO Box 307 Trenton, NJ

4 ~-~~-~ "" Records Retention and Disposition Schedule Agency: M Schedule: 009 Page #:1 of 9 Department: MUNCPAL CLERK Agency Representative: Denise Szabo Title: Phone#: Municipal Clerk, Berrnards Township SCHEDULE APPROVAL Unless tn lit1galion, the records covered by this schedule, upon expnation of their retention penods, will be deemed to have no cont1nu1ng value to the State of New Jersey and will be disposed of as indicated in accordance with the law and regulations of the State Records Committee. This schedule will become effective on the date approved by the State Records Committee. Agency Representative Signature: Date: Secretary, State Records Committee Signature: Date: Series#.!!! ~ Total Minimum Cl) Cl) " ;; Retention Period in - Cl) ",_ - ~ a::: 0.!!! Period Agency Cl) 0 c ii Cl) Cl) ro... c: > a::: -0,_ 'U :.c +: Cl) 0 :! c: :: 0 <( -,_ ~ <( 5 () Abstract Of Ratables (Copy) - Original retained by County Taxation Board. p 3 Years Animal Companion File (Cat And Dog) Animal Companion File - Cat And Dog Tags x p 3 Years May also be retained by Local Health Department Animal Companion File - Bite Cases - Adult - May also be retained by Local Health Department p Animal Companion File -Bite Cases -Minor 3 Years la.fter age of May also be retained by Local Health Department. majority Years Animal Companion File - Damage Report x 6 Years May also be retained by Local Health Department Animal Companion File - Census Repot x 3 Years - lafter inactive May also be retained by Local Health Department. ~ ~- - ~,,- V"~-,~- ~~~ ~ -~ -~- ~~ -~"-'"~ ~ -~-~ -www ~., ,.._,,,~-~- -"""'-..._.._,_..._.,_,_b,~~~,-w~~~~=-~...,... ~~,.~~'' -~- P Public, C - Confidential

5 Records Retention and Disposition Schedule!Agency: M200000!Schedule: 009 Page #:2 of 9 Series# m 3: Total Minimum Q) :0 Q) "> -0 Retention Period in ::i! Cl.... a; Period Agency 0::: 0.;;; Q) () c (ii iij Q) Q) c '>= c.<!: 0::: -0-0 c ~ 0 ::J... ~ <( > 0 <( <( (.) Animal Companion File - Cat And Dog License x p 3 Years May also be retained by Local Health Department lication File- License, Permit, And Certificate Application File - General - x p 3 Years All applications accepted by a Municipality which are not specified elsewhere. Application File ±lalcoholic Beverage Control (ABC) x p 5 Years Application File ±rnlgalized Games Of Chance, Bingo, And Raffle - x p 5 Years File contains: License Applications for Legalized Games of Chance, Bingo and Raffle; Report of Legalized Games of Chance, Bingo, and Raffle Operations; Organization Name, Address, and Members; gross and net receipts; expenses; games schedule; and list of prizes. A copy is maintained by the Legalized Games of Chance Control Commission, Division of Consumer Affairs, Department of Law and Public Safety. (N.J.S.A. 5: 8-26, 37) (N.J.S.A. 5: 8-52, 64) (N.J.AC. 13:47-2.5) License File - Stubs x p 3 Years License File - General x p 3 Years License File ±lalcoholic Beverage Control (ABC) x p 5 Years License File ±~rcantile/tourism x p 3 Years License File - Livery, Taxi, Tow Truck, And Wrecker x p 3 Years License File ±rnlbense (Copy), Docket Book, And Spreadsheet For x p 6 Years Legalized Games Of Chance, Bingo, And Raffle lafter final entry Original license maintained by the licensee and a copy by the Local Police Department. (N.J.AC. 13:47-4.6) P - Public, C - Confidential

6 Records Retention and Disposition Schedule!Agency: M200000!Schedule: 009 jpage #:3 of 9 Series# m ~ Total Minimum :0 :;: Retention Period in :2 "E 0::: 0 ~ Period Agency 0 2 c iii!ti c -~ 0::: -0 ~....J::; c Permit File - Stream Encroachment (Copy) File contains Stream Encroachment Application (copy) and Permit (copy), Letter of nterpretation, Letter of Hazardous Substance, and supporting documentation. Original maintained by the Department of Environmental Protection and additional copies by the Local Engineer and/or Local Health Department Permit File - Fresh Water Wetlands (Copy) - File contains Fresh Water Wetlands Application (copy) and Permit (copy), Letter of nterpretation, Letter of Hazardous Substance, documentation regarding Brownfields and Fresh Water Wetlands, and supporting documentation. Original maintained by the Department of Environmental Protection and additional copies by the Local Engineer and/or Local Health Department. (N.J.S.A. 13:98-9) License File ±l.h.ealth Spa/Massage Therapist -0 iii :;:: :::l ~ :!: 0 <( <( - <( > 0 p 3 Years After expiration p 3 Years N.J.S.A. 13:98-9 After expiration p 3 Years Permit File - General - x p 6 Years All permits accepted by the Municipality which are not specified elsewhere. Certificates File Certificates File 3 Years Certificates File - Availability Of Funds x x x p Permanent Archives Certificate is typically attached to resolution Certificates Files - Table Of Equalized Valuations (Copy} x p 3 Years - Original retained by Department of the Treasury, Division of Taxation Certificates Of nsurance And Public Offical Bonds x p 6 Years P - Public, C - Confidential

7 Records Retention and Disposition Schedule!Agency: M200000!Schedule: 009!Page #:4 of 9 - Series# ll 3: Total Minimum :0 cu cu s 'U Retention Period in ~ cu... (ij a::: 0 Period Agency 0.2 ~ m iii cu cu c.~ a::: 'U ;!::.....c (ij ;;:: 'U cu c :J :!::! E <( <( <( Certificates File - Average Ratios And Common Level Range (Copy) x p 3 Years - Original retained by Department of the Treasury, Division of Taxation Deeds And Easesments (Municipal Property Acquisitions) - x x p Permanent Archives File includes final appraisal used for purchase. ion Records File Election Returns 5 Years - Election Certificates and supporting documentation including: primary petitions; tally statements of election results; primary general, recall, special, and school board elections returns; and statements of candidates, campaign managers, and treasurers Ballots - (rregular) - Write-n 2 Years Ballot (Used And Unsued) - Municipal And Special Election ncludes machine-generated documentation Receipt For Ballots And/Or Supplies - Municipal And Special Election Receipt For Ballots And Supplies - Federal Election p 2 Years After election p 1 Year p 2 Years Petition - Referendum And Repeal Certified List Of Polling Places - All Elections (Copy) - Original maintained by the County Superintendent of Elections p 5 Years!After submission p 1 Year P - Public, C - Confidential

8 Records Retention and Disposition Schedule!Agency: M200000!Schedule: 009!Page #:5 of 9 Series# m ~ Total Minimum (i) :0 (i) "5 Retention Period in :'.? cu... " m Cl:'.: 0 Period Agency 0 2 ~ m m 11> 11> c -~ Cl:'.: ~,_ ;;:::..c "O cu " 0.!!! c ::::s :!::!... 0 <( <( <( > () Election District Maps (Copy) 3 Years As updated Original filed with County Board of Elections Voter Registration List (Copy) Original kept by County Clerk. p N.J.S.A. 19: Year Foreclosure/Condemnation/Eminent Domain/Declaration Of Taking File x p Permanent Archives File pertaining to properties foreclosed, condemned, or taken for a public purpose such as sewer lines, street widening, etc. Contains: intent to foreclose, condemnation document, copies of pleadings; order to show cause; order of lis pendens; correspondence; and copies of plans, deeds, and easements. Copies of Foreclosure/Condemnation/Eminent Domain/Declaration of Taking documents are maintained by the Municipal Law Department Municipal Aid Schedule Municipal Master Plan 3 Years Municipal Master Plan (Original) x x p Permanent Archives Municipal Master Plan (Copy) As updated Municipal Court Financial Report (Obsolete) x 3 Years Ordinance File Ordinance File - Ordinance Book (Original) x x p Permanent :Archives Ordinance File - Ordinance Book (Copy) Periodic review P - Public, C - Confidential

9 Records Retention and Disposition Schedule!Agency: M200000!Schedule: 009 Page #:6 of 9 Series# ll ~ Total Minimum 'i5 a; a; :; -0 Retention Period in ~ a;... ro Cl'.'. 0 Period Agency.2 <.> ~ ro a; a; 113 c.~ Cl'.'. -0 ;!::.....c ro ;;:: c "O a; :J - e ;!:: 0 <( <( <( > (.) Ordinance File - Workpapers Periodic review Resolution File Resolution File (Original) x Permanent Archives Resolution File (Copy) Minutes File Periodic review Minutes File (Original) x x p Permanent Archives Minutes File (Copy) Periodic review Oaths Of Office File Petition File - Citizens (Excluding Elections) p 5 Years After term of office Petition File - Municipal ncorporations And Annexations x p Permanent Archives Petition File - Not Filed Pursuant Statute p Petition File - mprovements (Approvals And Objections) 1 Year From date of filina p 5 Years Petition File - Referendum And Repeal p 5 Years lafter submission P - Public, C - Confidential

10 Records Retention and Disposition Schedule (Agency: M200000!Schedule: 009!Page #:7 of 9 Series# ll ~ Total Minimum Q.l :0 Q.l :;: Retention Period in Q.l ~ ~ a::: 0 :!2 Period Agency 0.2 c Q.l 70 Q.l R c -~ a::: "'O :!::... ~ '>= "O Q.l 70 c ::! ~ :t:: 0 <( <( - <( > () Affidavits Of Publication Affidavits of publication pertaining to: open public meetings, contracts, ordinances, budgets, elections, block grants, hearings requirements, etc. p 6 Years Monthly Report Of Trailer Spaces Rented x p 3 Years Tax File Tax File - Tax Appeal (Copy) - Original is maintained by either the County Board of Taxation or the State Tax Court. Additional copies are kept by the petitioner and the Tax Assessor Tax File - Tax Map (Copy) - Original is maintained by the Tax Assessor. Search File Search File - Application Special And Municipal Assessment/Liability p 3 Years As updated Search File - Workpapers Special mprovement District And Local Municipal mprovement Search File - Certificate Liability For Assessment For Municipal mprovement (Assessment Search) Search File - Certificate - Non-Exempt Fireman 1 Year p 7 Years p 7 Years p 6 Years N.J.S.A. 40A: 14- After 56,57 termination o1 employment or age 85, ~hichever is sooner P - Public, C - Confrdent1al

11 Records Retention and Disposition Schedule JAgency: M200000!Schedule: 009 J Page #:8 of 9 Series# ll 5: Total Minimum 'ii Cl. Q) ::;: Retention Period in ~ 0::: Q) ~ 0 ]! c Period Agency (,) ~ iij Q) Q) (U c..~ 0::: \J ;!::....s:::: iii ;;::: c. "O Cl. :::! :!:: ~ :t! 0 <( <( <( > Rental Registration File x p 6 Years N.J.S.A. 2A:42-78 and N.J.S.A. Registration of tenants and landlords required by N.J.S.A. 2A:42-78 and 46:8-28. N.J.S.A. 46:8-28. New Jersey Residential Construction Off-Site Conditions Disclosure Act x p 10 Years N.J.S.A. 52:27D- Listing Of Off-Site Conditions 3(e) and 46:3C-4 - and 5 Lists of off-site conditions (e.g., overhead electrical lines, underground gas lines, electrical and sewer pump stations, wastewater treatment plants, and landfill areas, etc.) that may have detrimental effect on the value of surrounding residential real estate. Forms are annually submitted by the owners of the sites and supporting documentation by the State Department of Community Affairs and Environmental Protection Technical Requirements For Site Remediation - Notification Of Cleanup Of x p 30 Years N.J.S.A. 46:30-1 A Contaminated Site through 12 Notification from the party concerned, to the municipal clerk regarding the cleanup of a contaminated site within the municipality which may or may not be under the oversight of the Department of Environmental Protection Passport Application Transmittal (Copy) - Original maintained by the U.S. Office of Passport Services p 2 Years Cable Television Franchise Contract File x p 7 Years Contract between the municipal agency and a cable television company for the installation of cable television throughout a municipality. File contains but is not limited to the following: application, approval, renewal, and denial documents; Certificate of Approval (copy); contract (copy); fee receipts; copies of associated Minutes, Resolutions, Ordinances, and Public Hearing Notices; and supporting documentation. After expiration of franchise contract P - Public. C - Confidential

12 "'~' "- "w"~- ~~~~ ~n-vav Records Retention and Disposition Schedule!Agency: M jschedule: 009!Page #:9 of 9 Series# U?; Total Minimum 'O tll ;:;: Retention Period in :.i! ~!ii Period Agency a::: 0 ~ tll iii tll iii (,,) c: > a::: -0 ±::... :::!ii ;;:: c: -0 tll :::i :!:::: e ±:: 0 <( <( <( > p Non-Solicitation List 3 Years ~fter update List of names and addresses of residents and businesses that do not wish to receive solicitors Land Use File File regarding a change in local land use as adopted through ordinance. A letter is sent to the County Planning Board regarding the ordinance adoption and a certified letter is also sent to those township residents affected by the land use change, announcing an open public meeting about the introduced ordinance. File contains but is not limited to: County Planning Board and township resident's correspondence (copies), certified mail receipts, ordinance (copy), and supporting documentation. (N.J.S.A. 40:550-16) p 6 Years N.J.S.A. 40: Shoreline Survey x x p Permanent Archives Data collected to evaluate changes on the beach over a period of time. The comparison calculates sand volume and shoreline changes. Data can be used by the United States Army Corp of Engineers and the Department of Environmental Protection Governing Body Meeting Workpapers And Supporting Documentation - Municipal Clerk Notes See Municipal General Schedule for reference to original and copies of documents pertaining to Open Public Meetings. Minutes, and Agendas. p Periodic review "'~~ '"'.". ~ k-'~ "''"1-~~ P - Public, C - Confldent1al