Source: https://index.sfgov.org/index.php/taxonomy/term/30
Timestamp: 2020-06-05 02:53:46
Document Index: 524440649

Matched Legal Cases: ['§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 25105', '§ 67', '§ 8', '§ 67', '§ 25105', '§ 8', '§ 67', '§ 54954', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 8', '§ 67', '§ 25105', '§ 25105', '§ 25105', '§ 25105', '§ 8', '§ 67', '§ 34090', 'art 3', '§ 8', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 8', '§ 8', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 67', '§ 1611', '§ 8', '§ 67', '§ 6250', '§ 8', '§ 67', '§ 8', '§ 67', '§ 6250', '§ 8', '§ 67', '§ 6250', '§ 8', '§ 67', '§ 67', '§ 1611', '§ 8', '§ 67', '§ 25102', '§ 25102', '§ 36814', '§ 40801', '§ 67', '§ 8', '§ 67', '§ 25102', '§ 25102', '§ 25102', '§ 36814', '§ 40801', '§ 67', '§ 8', '§ 67', '§ 25102', '§ 67', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 25102', '§ 25102', '§ 40806', '§ 8', '§ 67', '§ 25102', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 8', '§ 67', '§ 67', '§ 8', '§ 8', '§ 67', '§ 1601', '§ 1601', '§ 25105', '§ 8', '§ 8', '§ 67', '§ 25105', '§ 8', '§ 25105', '§ 8', '§ 67', '§ 8', '§ 67', '§ 67', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67', '§ 1614', '§ 25105', '§ 1614', '§ 8', '§ 67', '§ 8', '§ 67', '§ 87200', '§ 81009', '§ 81010', '§ 87200', '§ 18115', '§ 18730', '§ 81010', '§ 81010', '§ 87200', '§ 18115', '§ 18215', '§ 18215', '§ 82015', '§ 18705', '§ 18705', '§ 8', '§ 18730', '§ 18730', '§ 81000', '§ 87200', '§ 18730', '§ 8', '§ 67', '§ 67', '§ 8', '§ 67', '§ 25102', '§ 25102', '§ 25102', '§ 8', '§ 67', '§ 25102', '§ 67', '§ 25102', '§ 8', '§ 67', '§ 8', '§ 67', '§ 8', '§ 67']

Board of Supervisors | Index to Records
http://sfgov.org/bdsupvrs
Ratified on:11/13/2018 11:55:40 AM
Accounting, Cash Receipts (Aab)
Cash receipts which include filing fees, hearing fees, and findings of fact fees that are paid as mandated for Assessment Appeals Board applications. Cash receipt of fees are pursuant to Administrative Code 2B.9: Administrative Processing Fee; 2B.10: Hearing Fee; and 2B.11: Findings of Fact Fee. Admin. Code 2B.9, 2B.10, 2B.11
Active + 5 Years
Accounting, Refunds (Aab)
Refunds are due as a result of an invalid application, a taxpayer winning their case (see Admin Code 2B.10), or if a party withdraws its request for findings of fact. Admin. Code 2B.10
Agenda Packet, Board
Agenda packet containing all items that have been assigned to the full Board. Includes final agenda and supporting documentation. Admin. Code § 8, § 67
Clerks Office - Legislative
Active +3 Years
Agenda Packet, Committee
Agenda packet containing all items that has been assigned to a particular Committee. Includes final agenda and supporting documentation. Admin. Code § 8, § 67
Agenda Packet, LAFCo
Full agenda packets as they pertain to Local Agency Formation Commission (LAFCo). Includes final agenda and supporting documentation, for permanent archival. Admin. Code § 8, § 67
Agenda Packet, SOTF
Full agenda packets for SOTF, Standing Committee, and Ad Hoc meetings; includes final agenda along with supporting documentation, for permanent archival. Admin. Code § 8, § 67
Sunshine Ordinance Task Force (SOTF)
Agenda Packet, Youth Commission
Full agenda packet containing all items that have been assigned to full Commission and Committees. Includes final agenda along with supporting documentation, for permanent archival. Admin. Code § 8, § 67
Youth Commission (YC)
Agenda, AAB
Agenda advising public of meetings pertaining to assessment appeal hearings, closed sessions, and special meetings. Retained permanently, available online for minimum three (3) years. Gov. Code § 25105.5, 'The clerk of the board of supervisors may, without complying with any other provision of law, destroy records consisting of claims against the county and claims against special districts for which the board of supervisors is the governing body, whenever the claims have been retained by the clerk for a period of not less than five years after final action on the claim. The clerk of the board of supervisors may destroy records consisting of assessment appeal applications when five years have elapsed since the final action on the application. The clerk may destroy the records three years after the final action on the application, if the records consisting of assessment appeal applications have been microfilmed, microfiched, imaged, or otherwise preserved on a medium that provides access to the documents, in accordance with Section 25105.' Admin. Code § § 67.29-2. Each department of the City and County of San Francisco shall maintain on a World Wide Web site, or on a comparable, readily accessible location on the Internet, information that it is required to make publicly available. Each department is encouraged to make publicly available through its World Wide Web site, as much information and as many documents as possible concerning its activities. At a minimum, within six months after enactment of this provision, each department shall post on its World Wide Web site all meeting notices required under this ordinance, agendas and the minutes of all previous meetings of its policy bodies for the last three years. [...] Admin. Code § 8, § 67, Gov. Code § 25105.5
Agenda, Board
Draft Agenda of items to be addressed by the Board during its meeting. Also reference retention item 'AGENDA PACKET, BOARD' for the full final agenda packet, which is retained permanently. Digital version of agenda/agenda packet may also be available in Legistar, see 'LEGISLATIVE TRACKING SYSTEM RECORDS (LEGISTAR)' for more information. Admin. Code § 8, § 67; Gov. Code § 54954, 54954.2
Agenda, Committee
Draft Agenda of items to be addressed by the Committee during its meeting. Also reference retention item 'AGENDA PACKET, COMMITTEE' for the full final agenda packet, which is retained permanently. Digital version of agenda/agenda packet may also be available in Legistar, see 'LEGISLATIVE TRACKING SYSTEM RECORDS (LEGISTAR)' for more information. Admin. Code § 8, § 67
Agenda, LAFCo
Draft agendas as they pertain to Local Agency Formation Commission (LAFCo). Also reference retention item 'AGENDA PACKET, LAFCo' for the full final agenda packet, which is retained permanently. Admin. Code § 8, § 67
Agenda, SOTF
Draft Agendas for SOTF, Standing Committee, and Ad Hoc meetings. Also reference retention item 'AGENDA PACKET, SOTF' for the full agenda packet, which is retained permanently. Admin. Code § 8, § 67
Agenda, Youth Commission
Draft agenda of notices of special and cancelled meetings for full Commission and Committees. Essential to the planning of Commission projects. Also reference retention item 'AGENDA PACKET, YOUTH COMMISSION' for the full final agenda packet, which is retained permanently. Admin. Code § 8, § 67
Archive, History Cards
Archive/ Historical
Historical cards for legislative file indexing (1947-1986). Admin Code § 8.9, 'It is hereby declared that the public interest demands that various City and County records which would be essential to the continuity of government and the protection of rights and interests of individuals in event of a major disaster (hereinafter referred to as 'essential records') be preserved against possible destruction by fire, earthquake, flood, enemy attack or other cause. It shall be the duty of each department head to develop a program for the selection and preservation of the essential records of the department and to arrange for safe storage of those essential records and duplicates thereof in the same manner as is provided for the storage of permanent records under Section 8.4 of this Code. 'Admin. Code § 8, § 67
Clerks Office - General
Archive, Journal Indexes
Archived historical indexes for Board Journals (Minutes). Admin Code § 8.9, 'It is hereby declared that the public interest demands that various City and County records which would be essential to the continuity of government and the protection of rights and interests of individuals in event of a major disaster (hereinafter referred to as 'essential records') be preserved against possible destruction by fire, earthquake, flood, enemy attack or other cause. It shall be the duty of each department head to develop a program for the selection and preservation of the essential records of the department and to arrange for safe storage of those essential records and duplicates thereof in the same manner as is provided for the storage of permanent records under Section 8.4 of this Code. 'Admin. Code § 8, § 67
Archive, Municipal Reports
Historical Board of Supervisors Municipal Reports. Digital archived copies also available on online via SFPL Historical Archives Center. Admin Code § 8.9, 'It is hereby declared that the public interest demands that various City and County records which would be essential to the continuity of government and the protection of rights and interests of individuals in event of a major disaster (hereinafter referred to as 'essential records') be preserved against possible destruction by fire, earthquake, flood, enemy attack or other cause. It shall be the duty of each department head to develop a program for the selection and preservation of the essential records of the department and to arrange for safe storage of those essential records and duplicates thereof in the same manner as is provided for the storage of permanent records under Section 8.4 of this Code. 'Admin. Code § 8, § 67
Archive, Projects, Youth Commission
Archived notes, reports, and information on past projects of significance -- for example, summary of LGBTQQ Task Force projects (1996-2000). Admin. Code § 8, § 67
Assessment Appeal File, AAB
File containing appeals to the AAB. May contain AAB application files, applications for change assessments, board instructions/party's responses, evidentiary documents, hearing officer's recommendation of value, and findings of fact.Cal. Code of Regulation, Title 18, Property Tax Rule 305(g), 'RETENTION OF RECORDS. The clerk may destroy records consisting of assessment appeal applications when five years have elapsed since the final action on the application. The records may be destroyed three years after the final action on the application if the records have been microfilmed, microfiched, imaged, or otherwise preserved on a medium that provides access to the documents. As used in this subsection, 'final action' means the date of the final decision by the board.'Gov. Code § 25105.5, 'The clerk of the board of supervisors may, without complying with any other provision of law, destroy records consisting of claims against the county and claims against special districts for which the board of supervisors is the governing body, whenever the claims have been retained by the clerk for a period of not less than five years after final action on the claim. The clerk of the board of supervisors may destroy records consisting of assessment appeal applications when five years have elapsed since the final action on the application. The clerk may destroy the records three years after the final action on the application, if the records consisting of assessment appeal applications have been microfilmed, microfiched, imaged, or otherwise preserved on a medium that provides access to the documents, in accordance with Section 25105.'Cal. Code of Regulation, Title 18, Property Tax Rule 305; Gov. Code § 25105.5
Active +2 Years
Assessment Hearing File, AAB
File containing information pertaining to the hearings and meetings of the AAB. This series documents the activities of the AAB.Gov. Code § 25105.5, '[...]The clerk of the board of supervisors may destroy records consisting of assessment appeal applications when five years have elapsed since the final action on the application. The clerk may destroy the records three years after the final action on the application, if the records consisting of assessment appeal applications have been microfilmed, microfiched, imaged, or otherwise preserved on a medium that provides access to the documents, in accordance with Section 25105.'Gov. Code § 25105.5; CA Property Tax Code 305(g)
Boards and Commissions Files
Board and Commission files that contain rosters, vacancy notices, and board applications. Includes the Board and Commissions Mailing List (BCMCI), the database used to maintain Board and Commission Files and generate mailing lists. Admin Code, § 8, § 67; Gov. Code, § 34090; Good Gov. Guide Part 3, Sec III. Admin. Code § 8.17. Unless otherwise provided in this Section, each City employee, official, department, board or commission shall use interdepartmental mail, electronic mail, fax or in-person delivery by a City staff member, rather than using U.S. mail or private express, messenger or overnight delivery services when sending documents to other City departments, offices or agencies. This Section shall not apply to documents that are urgent, time-sensitive or confidential, including, but not limited to, personnel records, legal memoranda, documents relating to subpoenas, court filings or administrative hearings and other attorney-client communications.[...] Further, it shall be the duty of the secretary or other executive officer of each board, commission or committee thereof, to update the mailing lists at least once annually for the meetings of their respective board, commission or committee in order to remove addresses of individuals or organizations who are no longer interested in receiving the materials or who are no longer residing or operating at the listed address. Admin. Code § 8, § 67
Sunshine Ordinance Requirements. Admin. Code § 67.6, Conduct of Business; Time and Place for Meetings. Admin. Code § 8, § 67
By-Laws, Youth Commission
To aid in the orderly conduct of business, the Commission has the authority to create, amend, and repeal its own code of bylaws. Admin. Code § 67.6, Conduct of Business; Time and Place for Meetings. Admin. Code § 8, § 67
Calendar, Department Head,COB
Department head calendar. Admin Code § 67.29-5 'The Mayor, The City Attorney, and every Department Head shall keep or cause to be kept a daily calendar wherein is recorded the time and place of each meeting or event attended by that official, with the exclusion of purely personal or social events at which no City business is discussed and that do not take place at City Offices or at the offices or residences of people who do substantial business with or are otherwise substantially financially affected by actions of the City. For meetings not otherwise publicly recorded, the calendar shall include a general statement of issues discussed. Such calendars shall be public records and shall be available to any requester three business days subsequent to the calendar entry date.'Admin. Code § 8, § 67
Communications, Clerk to Act
A statement of actions to be performed by the department initiated by the Clerk of the Board that includes the document, Introduction Form, Letter of Inquiry, and the database tracking system. Electronic copies may be retained for longer durations in database. May be part of Minutes in some instances, which are retained permanently. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.'Admin. Code § 8, § 67
Clerks Office - Operations
Communications, Communication (C) Pages
Communications and petition pages as it pertains to legislation, for reference, but not part of the official legislative file. AKA Subject Files. Note that Communication ('C') Pages that are included as part of the official legislative file are retained permanently in hard copy archives. Internal or interdepartmental City business Communication ('C') Pages may be retained for longer durations as relevant. See Admin. Code § 67.23 to reference policy on Public Review File. Admin. Code § 8, § 67
Communications, General, AAB
General correspondence pertaining to assessment appeals and other related issues, inter-departmental memos, and miscellaneous correspondence addressed to the AAB. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters. ' Admin. Code § 8, § 67
Communications, General, LAFCo
General, non-legislative communications. May be disposed contingent that it will not be detrimental and has filled its purpose. Disposition to follow guidelines set by Admin. Code § 8; City Attorney Good Government Guide; CA Government Code 34090, 34090.5 and 34090.7. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.'Admin. Code § 8, § 67
Communications, General,COB
General, non-legislative communications. May be disposed contingent that it will not be detrimental and has filled its purpose. Disposition to follow guidelines set by Admin. Code. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.' Admin. Code § 8, § 67
Communications, in Memoriam Letters
Notice/letters of condolence sent to members of the public that were introduced by Supervisors at the Board meeting. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.'Admin. Code § 8, § 67
Communications, Legislative
Communications as it pertains to permanent legislative file, to be retained as supporting documentation. May include Communication 'C' Pages. Admin. Code § 8, § 67
Complaints File, SOTF
File containing complaints filed by the public to SOTF; including those received electronically. May include responses, orders of determination, referrals, etc. Admin. Code § 8, § 67
Correspondence, General, SOTF
General SOTF correspondence not pertaining to a file. For example, informal memos to Task Force, press memos, general requests of task force members, etc. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.'Admin. Code § 8, § 67
Election Materials (Copy)
Copies of documents sent to the Secretary of State concerning charter amendments passed by voters. It consists of ballot books, list of measures, and certification resolution. The official election file is with the Department of Elections, who assumed reporting responsibility in November of 2000.Admin. Code § 67.29-7(b). The Department of Elections must preserve all records and invoices relating to the design and printing of ballots and other election materials, as well as records documenting who had custody of ballots from the time ballots are cast until they are received and certified by the department. Admin. Code § 8, § 67
Event Calendars, Youth Commission
Schedule of monthly Youth Commission activities/events. Admin. Code § 8, § 67
General Public Information, Youth Commission
General information for the public regarding the Youth Commission. Includes brochures, notices, front desk information, etc. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.'Admin. Code § 8, § 67
Grand Jury Reports & Letters
Government Audit & Oversight Committee Grand Jury reports and letters. Requests from Civil Grand Jury to respond to Facts and Findings; goes on Agenda. Admin. Code § 8, § 67
Legislation Introduced (Li), Board
Legislation Introduced (LI) and notes taken at regular meetings to create the Board Minutes. Board's meeting notes include the Legislation Introduced (LI). May include Speaker Cards, Legislation Introduced Report, Request Granted, etc. Posted online for minimum of three (3) years. Admin. Code § 67.29-2. Each department of the City and County of San Francisco shall maintain on a World Wide Web site, or on a comparable, readily accessible location on the Internet, information that it is required to make publicly available. Each department is encouraged to make publicly available through its World Wide Web site, as much information and as many documents as possible concerning its activities. At a minimum, within six months after enactment of this provision, each department shall post on its World Wide Web site all meeting notices required under this ordinance, agendas and the minutes of all previous meetings of its policy bodies for the last three years. [...]Admin. Code § 8, § 67
Legislative correspondence, such as Board of Supervisors and City Attorney (not privileged and confidential) communications, related to and retained in a Legislative File. May contain C-Pages. See 'LEGISLATIVE FILE (OFFICIAL)'. For file containing privileged and confidential information as it pertains to legislation, see 'LEGISLATIVE FILE (CONFIDENTIAL)'Admin. Code § 8, § 67
Legislative File (Confidential)
File containing privileged and confidential legislative information, such as legislative opinions from the City Attorney. Retained as a separate section within the official legislative file. Admin. Code § 8, § 67
Legislative File (Official)
File containing information that is created, received or maintained by the BOS concerning a particular issue considered by the Board or its standing committee for action. May include Legislation (Copy of Ordinance, Copy of Resolution, Motion), amendments, Budget and Legislative Analyst reports, Public Correspondence ('C' pages), etc. Admin. Code § 8, § 67
Legislative Tracking System Records (Legistar)
Digitally kept legislative records on Legislative Tracking System(s), which may include Board's agenda, agenda packet, minutes, copy of legislation, etc. For records 1997+ only. Admin. Code § 8, § 67
Media Recordings, AAB
Audio or video transcripts of the Assessment Appeals Board proceedings-i.e. hearing tapes. Sunshine Ordinance, Admin. Code § 67.14(c) , Every City policy body, agency or department shall audio or video every noticed regular meeting, special meeting, or hearing open to the public held in a City Hall hearing room that is equipped with audio or video recording facilities, except to the extent that such facilities may not be available for technical or other reasons. Each such audio or video recording shall be a public record subject to inspection pursuant to the California Public Records Act (Government Code Section 6250 et seq.), and shall not be erased or destroyed. [...]'Revenue & Taxation Code § 1611, Request for transcript. The county board shall make a record of the hearing and, upon request, shall furnish the party with an audio recording or a transcript thereof at his or her expense. Request for an audio recording or a transcript may be made at any time, but not later than 60 days following the final determination by the county board.
Media Recordings, Board and Committee Meetings
Digitally retained Board and Committee meetings. Pursuant to Admin. Code 67.14(c) Every City policy body, agency or department shall audio or video every noticed regular meeting, special meeting, or hearing open to the public held in a City Hall hearing room that is equipped with audio or video recording facilities, except to the extent that such facilities may not be available for technical or other reasons. Each such audio or video recording shall be a public record subject to inspection pursuant to the California Public Records Act (Government Code Section 6250 et seq.), and shall not be erased or destroyed. [...]Admin. Code § 8, § 67; Gov. Code § 6250 et seq
Media Recordings, LAFCo
Media recordings as they pertain to Local Agency Formation Commission (LAFCo). Pursuant to Admin. Code 67.14(c) Every City policy body, agency or department shall audio or video every noticed regular meeting, special meeting, or hearing open to the public held in a City Hall hearing room that is equipped with audio or video recording facilities, except to the extent that such facilities may not be available for technical or other reasons. Each such audio or video recording shall be a public record subject to inspection pursuant to the California Public Records Act (Government Code Section 6250 et seq.), and shall not be erased or destroyed. [...]Admin. Code § 8, § 67
Media Recordings, SOTF
Audio recordings of proceedings to Task Force Meetings. Pursuant to Admin. Code 67.14(c) Every City policy body, agency or department shall audio or video every noticed regular meeting, special meeting, or hearing open to the public held in a City Hall hearing room that is equipped with audio or video recording facilities, except to the extent that such facilities may not be available for technical or other reasons. Each such audio or video recording shall be a public record subject to inspection pursuant to the California Public Records Act (Government Code Section 6250 et seq.), and shall not be erased or destroyed. [...]Admin. Code § 8, § 67; Gov. Code § 6250 et seq
Media Recordings, Youth Commission
Audio recordings of full Commission meetings as required by the Sunshine Ordinance. Admin. Code 67.14(c) Every City policy body, agency or department shall audio or video every noticed regular meeting, special meeting, or hearing open to the public held in a City Hall hearing room that is equipped with audio or video recording facilities, except to the extent that such facilities may not be available for technical or other reasons. Each such audio or video recording shall be a public record subject to inspection pursuant to the California Public Records Act (Government Code Section 6250 et seq.), and shall not be erased or destroyed. [...] Admin. Code § 8, § 67; Gov. Code § 6250 et seq
Meeting Notes, LAFCo
Meeting notes as they pertain to Local Agency Formation Commission (LAFCo). Speaker cards may also fall under category as a current record. Admin. Code § 8, § 67
Minutes, AAB
Summary of Board action(s) on agenda items, also referred to as Journal of Proceedings. Permanently retained, available online for minimum three (3) years. Admin. Code § 67.29-2, 'Each department of the City and County of San Francisco shall maintain on a World Wide Web site, or on a comparable, readily accessible location on the Internet, information that it is required to make publicly available. Each department is encouraged to make publicly available through its World Wide Web site, as much information and as many documents as possible concerning its activities. At a minimum, within six months after enactment of this provision, each department shall post on its World Wide Web site all meeting notices required under this ordinance, agendas and the minutes of all previous meetings of its policy bodies for the last three years. [...]'Revenue & Taxation Code § 1611; Admin. Code § 8, § 67
Official summary of actions and/or information covering points to be remembered of discussions or decisions made during the Board meeting. Sunshine Ordinance; Gov. Code § 25102, 36814, 40801. Permanently retained, available online for minimum three (3) years. Gov. Code § 25102. The board shall cause to be kept: (a) Its minute book. Gov. Code § 36814. The council shall cause the clerk to keep a correct record of its proceedings. At the request of a member, the city clerk shall enter the ayes and noes in the journal. Gov. Code § 40801. The city clerk shall keep an accurate record of the proceeding of the legislative body and the board of equalization in books bearing appropriate titles and devoted exclusively to such purposes, respectively. The books shall have a comprehensive general index. Admin. Code § 67.29-2, 'Each department of the City and County of San Francisco shall maintain on a World Wide Web site, or on a comparable, readily accessible location on the Internet, information that it is required to make publicly available. Each department is encouraged to make publicly available through its World Wide Web site, as much information and as many documents as possible concerning its activities. At a minimum, within six months after enactment of this provision, each department shall post on its World Wide Web site all meeting notices required under this ordinance, agendas and the minutes of all previous meetings of its policy bodies for the last three years. [...]' Admin. Code § 8, § 67; Gov. Code § 25102, 36814, 40801
Minutes, Committee (Online)
Official summary of actions and/or information covering points to be remembered of discussions or decisions made during the Committee meeting. Available in electronic format only through Legislative Tracking System. Sunshine Ordinance; Gov. Code § 25102, 36814, 40801Gov. Code § 25102. The board shall cause to be kept: (a) Its minute book.Gov. Code § 36814. The council shall cause the clerk to keep a correct record of its proceedings. At the request of a member, the city clerk shall enter the ayes and noes in the journal.Gov. Code § 40801. The city clerk shall keep an accurate record of the proceeding of the legislative body and the board of equalization in books bearing appropriate titles and devoted exclusively to such purposes, respectively. The books shall have a comprehensive general index. Permanently retained, available online for minimum three (3) years. Admin. Code § 67.29-2, 'Each department of the City and County of San Francisco shall maintain on a World Wide Web site, or on a comparable, readily accessible location on the Internet, information that it is required to make publicly available. Each department is encouraged to make publicly available through its World Wide Web site, as much information and as many documents as possible concerning its activities. At a minimum, within six months after enactment of this provision, each department shall post on its World Wide Web site all meeting notices required under this ordinance, agendas and the minutes of all previous meetings of its policy bodies for the last three years. [...]'Admin. Code § 8, § 67; Gov. Code § 25102, 36814, 40801
Minutes, LAFCo
Minutes/Journals as they pertain to Local Agency Formation Commission (LAFCo). Sunshine 67.29-2. Online for three (3) years.Admin. Code § § 67.29-2. Each department of the City and County of San Francisco shall maintain on a World Wide Web site, or on a comparable, readily accessible location on the Internet, information that it is required to make publicly available. Each department is encouraged to make publicly available through its World Wide Web site, as much information and as many documents as possible concerning its activities. At a minimum, within six months after enactment of this provision, each department shall post on its World Wide Web site all meeting notices required under this ordinance, agendas and the minutes of all previous meetings of its policy bodies for the last three years. [...]Admin. Code § 8, § 67
Minutes, SOTF
Minutes for SOTF, Standing Committee, and Ad-Hoc meetings. Permanently retained, available online for minimum three (3) years. Admin. Code § 67.29-2, 'Each department of the City and County of San Francisco shall maintain on a World Wide Web site, or on a comparable, readily accessible location on the Internet, information that it is required to make publicly available. Each department is encouraged to make publicly available through its World Wide Web site, as much information and as many documents as possible concerning its activities. At a minimum, within six months after enactment of this provision, each department shall post on its World Wide Web site all meeting notices required under this ordinance, agendas and the minutes of all previous meetings of its policy bodies for the last three years. [...]'Admin. Code § 8, § 67
Minutes, Youth Commission
Minutes and notes essential to the planning of full Commission projects. Permanently retained, available online for minimum three (3) years.Admin. Code § 67.29-2, 'Each department of the City and County of San Francisco shall maintain on a World Wide Web site, or on a comparable, readily accessible location on the Internet, information that it is required to make publicly available. Each department is encouraged to make publicly available through its World Wide Web site, as much information and as many documents as possible concerning its activities. At a minimum, within six months after enactment of this provision, each department shall post on its World Wide Web site all meeting notices required under this ordinance, agendas and the minutes of all previous meetings of its policy bodies for the last three years. [...]' Admin. Code § 8, § 67
Motions, BOS (Original)
Original adopted Motions on redline. A formal proposal for action. Admin. Code § 8, § 67
Notes, Board Closed Session
Closed session notes are confidential. The original audio recording is turned over to the City Attorney's office for permanent retention. Admin. Code § 8, § 67
Office Records, Board Members
Office working documents and records received from members of the Board upon their departure, to be retained by the Clerk's Office for reference to the following Board member. Not part of a legislative file. Admin. Code § 8, § 67
Ordinances, BOS (Original)
Original passed Ordinances on redline and bound clippings. A statute or regulation enacted that affects the citizens of San Francisco. Sunshine Ordinance; Gov. Code § 25102, 40806. Gov. Code § 25102: The board shall cause to be kept: [...] (b) An ordinance book. Gov. Code § 40806: The city clerk shall keep a book marked 'ordinances' and record in it all city ordinances with his certificate annexed to each, stating: (a) It is a true and correct copy of a city ordinance. (b) The ordinance number. (c) It has been published or posted pursuant to law. Admin. Code § 8, § 67; Gov. Code § 25102, 40806
Policies and Procedures, General,COB
General Policy and Procedures in effect under the Clerk of the Board. Admin. Code § 8, § 67
Permanent Until Superseded
Policies and Procedures, Mandated & General, AAB
State and local statutes, procedural guides, handbooks, training manuals and reference materials or documents originated or referenced by the AAB. Admin. Code § 8, § 67
Policies and Procedures, Rules of Order,COB
Rules of Order approved by the Board Admin. Code § 8, § 67
Policy and Procedures, SOTF
General policies and procedures of the Sunshine Ordinance Task Force, retained until superseded. Older versions may be disposed only if not detrimental or defeat any public purpose. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.'Admin. Code § 8, § 67
Proof of publication for Board and Committee meeting notices/advertisements, retained with Legislative File (Official)Reference Admin. Code § 67.5 Meetings to be open and public; Application of the Brown Act. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.'Admin. Code § 8, § 67
Public Notices, AAB
Annual AAB public notice posting requirement. Revenue and Taxation Code § 1601(c), 'In all other counties, immediately upon delivery of the roll to the auditor, the clerk shall give notice of the period during which assessment protests will be accepted, the place where they may be filed, and the time the county board will meet to equalize assessments by publication in a newspaper, if any is printed in the county, or, if none, as directed by the board of supervisors.'Revenue & Taxation Code § 1601(c), Gov. Code § 25105.5
Public Records/ Information Requests,COB
Logs & Databases
Public Records Requests pursuant to various Local, State, and/or Federal statutes, and information indicating records request from the Clerk's Office. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.'Admin. Code § 8, § 67
Report, Activity Reports, AAB
Report documenting the internal activities of the AAB. Gov. Code § 25105.5, 'The clerk of the board of supervisors may, without complying with any other provision of law, destroy records consisting of claims against the county and claims against special districts for which the board of supervisors is the governing body, whenever the claims have been retained by the clerk for a period of not less than five years after final action on the claim. The clerk of the board of supervisors may destroy records consisting of assessment appeal applications when five years have elapsed since the final action on the application. The clerk may destroy the records three years after the final action on the application, if the records consisting of assessment appeal applications have been microfilmed, microfiched, imaged, or otherwise preserved on a medium that provides access to the documents, in accordance with Section 25105.' Admin. Code § 8, Gov. Code § 25105.5
Active +5 Years
Report, Administrators, SOTF
Monthly SOTF Administrator's report/update to the Sunshine Ordinance Task Force Admin. Code § 8, § 67
Report, Annual Summary of Achievements & Priorities, Youth Commission
Youth Commission's Annual Report and/or Policy and Budget Priorities, which highlights the Commission's priorities and work for the year Admin. Code § 8, § 67
Report, Annual, SOTF
Sunshine Ordinance Requirement, Annual Report for the SOTF. Admin. Code § 67.30(c) [...] The task force shall report to the Board of Supervisors at least once annually on any practical or policy problems encountered in the administration of this chapter. The Task Force shall receive and review the annual report of the Supervisor of Public Records and may request additional reports or information as it deems necessary. [...] 'Supervisor of Records' shall mean the City Attorney as defined by Admin Code § 67.20Admin. Code § 8, § 67
Report, City Attorney Claims
Confidential quarterly report submitted by the City Attorney listing a summary of claims. Admin. Code § 8, § 67
Report, Controller (Aab)
Controller report of changes that need to be made on the Assessment Roll as a result of Assessment Appeals Board decisions. Initiates the process of property tax refunds. Revenue & Taxation Code § 1614, 'Delivery of roll to auditor. (a) The clerk of the county board shall keep an accurate record of all changes to the roll and all orders made by the county board. No later than the second Monday of each month the clerk shall deliver the statement of all changes made by the county board during the preceding calendar month to the auditor.'Gov. Code § 25105.5; Revenue & Taxation Code § 1614
Report, Economic Analysis Determinations
Report from Controller's office on determination of Economic impact. May also supplement legislative file. Admin. Code § 8, § 67
Report, Fiscal Impact Determinations
Report from the Budget Analyst noting whether a matter has or has no fiscal impact. May also supplement legislative file. Admin. Code § 8, § 67
Report, Form 700
Form 700 Statement of Economic Interests. The Ethics Commission is the offical records holder for Form 700's for members of Boards and Commission. The Clerk of the Board is the filing officer for the department and may retain copies of Ethic's filings. Officials and Candidates Specified in Gov. Code § 87200 and Members of Boards and Commissions of local agencies are required to file Fair Political Practices Commission's (FPPC) Form 700 Statement of Economic Interests. Also see Government Code section 81010 and 2 Cal. Code of Regs. section 18115 for the duties of filing officers and persons in agencies who make and retain copies of statements and forward the originals to the filing officer. As per CSC Personnel Records Guidelines, Form 700's are 'Destroyed seven (7) years after date of filing if there is no litigation or review by regulatory agency pending except as otherwise required by departmental Records Retention and Destruction Policy. Pursuant to State law. Form 700 to be kept for seven (7) years.' Gov. Code § 81009(d)(e), § 81010, § 87200; 2 Cal. Code of Regs. § 18115, § 18730, SF Campaign and Gov Conduct Code Article III Sec 1, CSC Personnel Records Guidelines
2 Years or Permanently as applicable
Report, Form 700 Filing Officer Reports
Form 700 Statement of Economic Interests Filing Officer Report. The Ethics Commission is the offical records holder for Form 700's for members of Boards and Commission. The Clerk of the Board is the filing officer for the department and may retain copies of Ethic's filings. See Government Code § 81010 and 2 Cal. Code of Regs. section 18115 for the duties of filing officers and persons in agencies who make and retain copies of statements and forward the originals to the filing officer. Gov. Code § 81010, § 87200, 2 Cal. Code of Regs. § 18115; CSC Personnel Records Guidelines
Report, Form 803
Behested Payment Report. Fair Political Practices Commission (FPPC) report is for use by elected officers and members of the California Public Utilities Commission (CPUC) to disclose payments made at their behest, principally for legislative, governmental, or charitable purposes. Behested payments are payments made principally for legislative, governmental, or charitable purposes under Government Code Section 82015(b)(2)(B)(iii) and FPPC Regulation § 18215.3FPPC Regulation § 18215.3; Gov Code § 82015(b)(2)(B)(iii)
Report, Form 806
Agency Report of Public Official Appointments. The Fair Political Practices Commission (FPPC) Form 806 is used to report additional compensation that officials receive when appointing themselves to positions on committees, boards, or commissions of a public agency, special district, or joint powers agency or authority. FPPC Regulation § 18705.5.FPPC Regulation § 18705.5; Admin. Code § 8
Report, Regulation 18730, Conflict of Interest Codes
Retained in accordance to Fair Political Practices Commission's (FPPC) Regulation § 18730 (2 California Code of Regulations, § 18730) provisions of Conflict of Interest Codes. The Political Reform Act ('Act') requires each state agency to adopt a conflict of interest code which lists the job classifications within the agency that must file a Statement of Economic Interests ('Form 700'). The Fair Political Practices Commission ('FPPC') administers the Act, which includes approving the codes for all state agencies and providing regulatory advice on the filing requirements associated with the Form 700. (Government Code § 81000-91015. Officials and Candidates Specified in Gov. Code § 87200 and Members of Boards and Commissions of local agencies are also required to file. FPPC Regulation § 18730; 2 Cal AC 18730; Admin. Code § 8
Report, Supervisor of Public Records
Sunshine Ordinance Requirement. 'Supervisor of Records' shall mean the City Attorney as defined by Admin Code § 67.20§ 67.21 (h) On at least an annual basis, and as otherwise requested by the Sunshine Ordinance Task Force, the supervisor of public records shall prepare a tally and report of every petition brought before it for access to records since the time of its last tally and report. The report shall at least identify for each petition the record or records sought, the custodian of those records, the ruling of the supervisor of public records, whether any ruling was overturned by a court and whether orders given to custodians of public records were followed. The report shall also summarize any court actions during that period regarding petitions the Supervisor has decided. At the request of the Sunshine Ordinance Task Force, the report shall also include copies of all rulings made by the supervisor of public records and all opinions issued. Admin. Code § 8, § 67
Resolutions, BOS
Original approved Resolutions on redline and/or bound clippings. A formal statement of a decision or expression of opinion put before or adopted by the Board. Gov. Code § 25102.1Gov. Code § 25102. The board shall cause to be kept: (a) Its minute book.Gov. Code § 25102.1 . In lieu of entering resolutions in full in the minute book, the clerk, with the approval of the board, may keep a resolution book in which he shall enter all resolutions in full. In such case, references in the minute book to resolutions may be made by number and subject reference. Admin. Code § 8, § 67; Gov. Code § 25102.1
Resolutions, LAFCo
Original Resolutions as it pertains to Local Agency Formation Commission (LAFCo). Sunshine Ordinance Admin. Code § 67; Gov. Code § 25102.1. Admin. Code § 8, § 67
Resolutions, Youth Commission
Formal statement of decisions adopted by the Youth Commission Admin. Code § 8, § 67
Sb 90 Report/Mandated Cost Reimbursement
Monthly report required by State Law requesting reimbursement for fees expended by the City for State mandated cost. Retention schedule dictated by State's audit, retaining for minimum of 3 years after the date of the first payment of the claim, regardless of when it was filed. May retain for longer duration as required. Admin. Code § 8, § 67
3 Years after date of first payment of claim, regardless of filing date