GS #32: Local Parks and Recreation Departments retention schedule.

These records describe park assets such as land, structure and equipment, and any other large purchases. They may contain a description of the asset, purchasing information, asset location, etc. This record may be a paper file, a database, a spreadsheet, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0100; approved 4/20/2010

Separate files may be maintained on each park or facility to document its history, assets and maintenance. The files may contain information about the land, equipment, improvements, maintenance standards, landscaping, playground inspections, land use permits, news clippings, photographs, brochures, flyers, etc. Note: Historical information should be retained permanently.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0101; approved 4/20/2010

This data is maintained in a GIS system. It may document park features such as overall park design, trail design, tree locations, and location of neighboring private homes or commercial buildings.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0102; approved 4/20/2010

These photographs document activities, programs, facilities, the history of the department, people, etc. They may be kept in analog or digital formats.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0103; approved 4/20/2010

These files document the maintenance of parks, recreation facilities, cemeteries, and other department owned properties, including equipment and services being used. These files may include work orders, inspection checklists, cost, hours, repair history, product information, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0104; approved 4/20/2010

These records document the application of pesticide/herbicide chemicals in parks and on government owned golf courses. The file may include a work order and a schedule of spraying.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0105; approved 4/20/2010

Material Safety Data Sheets (MSDS) are written or printed material concerning a hazardous chemical that contain safety and health information about the chemicals to which employees may be exposed. MSDS or some record of the identity of the substance or agent, such as the chemical name, if known, where it was used and when it was used must be maintained. Refer to Michigan Occupational Safety and Health Administration (MIOSHA) Part 470 "Employee Medical Records and Trade Secrets" for additional information.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0106; approved 4/20/2010

These periodic reports generated by the parks and recreation department and may contain narrative and statistical data about the department’s programs, activities, services, customers, etc. They may be generated for the entire parks and recreation department or for a specific function program or facility, such as the golf course, nature center, historical property, park police, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0107; approved 4/20/2010

These records document improvements made to the parks system. They may include meeting notes, plans, bids, correspondence, grant documentation, blueprints, drawings, maps, specifications, testing of materials, slides, photos, shop drawings, product manuals, warranties, as-built drawings, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0108; approved 4/20/2010

These records document cell towers that are installed on park land. They may include lease agreements, licenses, contracts, easements, correspondence, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0109; approved 4/20/2010

These files contain information about trees planted and/or maintained by the department. They identify the type of tree, location, activity dates, damage, maintenance, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0110; approved 4/20/2010

This database tracks recreation programs including the usage of facilities, building activities, registration for recreation programs, fees, team rosters, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0200; approved 4/20/2010

These files document registrations for recreation programs including teams, leagues, camp programs, special events, campgrounds, golf, etc. They may include registration forms, medical forms, invoices/receipts, “hold harmless” agreements, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0201; approved 4/20/2010

These files document regular programs, special events, tours and camps held by the parks and recreation department. These files may cover programs held at various facilities including recreation centers, nature centers, historical properties, parks, golf courses, campgrounds, aquatic facilities, etc. They may include programs/itineraries, logistical planning documents, surveys, brochures, correspondence, evaluations, program content (including curriculum), etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0202; approved 4/20/2010

These records document legal responsibilities for events held on government property, including parades, fireworks, picnics, festivals, races, weddings, parties, etc. They may include permits, contracts, licensing, legal agreements (including, but not limited to, hold harmless agreements, releases and waivers), meeting minutes, correspondence, insurance, event-specific marketing, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0203; approved 4/20/2010

These records track usage for each facility. They may identify the reservation date, user, fees charged, special instructions, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0204; approved 4/20/2010

These records document facility and equipment rentals to groups and the general public.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0205; approved 4/20/2010

Accident reports for personal injuries, property damage claims, and other incidents provide details about any unexpected incidents on government property. The reports may list the location of the accident, description of the accident, first aid administration, witnesses, person injured, type of injury or property damage, actions taken, recommendations to prevent reoccurrence, etc. The reports may be reviewed and signed by relevant administrators. These files may include related information, such as witness statements, medical information, legal counsel, subsequent claims, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0206A; approved 4/20/2010

Accident reports for personal injuries, property damage claims, and other incidents provide details about any unexpected incidents on government property. The reports may list the location of the accident, description of the accident, first aid administration, witnesses, person injured, type of injury or property damage, actions taken, recommendations to prevent reoccurrence, etc. The reports may be reviewed and signed by relevant administrators. These files may include related information, such as witness statements, medical information, legal counsel, subsequent claims, etc. Note: pre-injury waivers effectuated by parents on behalf of their minor children are not presumptively enforceable. Specifically, within the context of Michigan’s overriding policy, and in the absence of any specific legislative exceptions permitting the waiver of liability by parents in these situations, the release signed on behalf of a minor cannot be construed as valid. See MCL 600.5851-5852 and Michigan Court of Appeals Docket #275079.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0206B; approved 4/20/2010; MCL 600.5851-5852 and Michigan Court of Appeals Docket #275079

These records are used for summer camps and other sponsored programs to release the government’s liability. NOTE: pre-injury waivers effectuated by parents on behalf of their minor children are not presumptively enforceable. Specifically, within the context of Michigan’s overriding policy, and in the absence of any specific legislative exceptions permitting the waiver of liability by parents in these situations, the release signed on behalf of a minor cannot be construed as valid. See MCL 600.5851-5852 and Michigan Court of Appeals Docket #275079.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0207; approved 4/20/2010; MCL 600.5851-5852 and Michigan Court of Appeals Docket #275079

These classes prepare students for certification in water safety instruction, CPR, lifeguard, etc. These files document who attended the course, and whether they successfully completed the requirements for certification. The files may include exams, answer sheets, pass/fail grades, personal contact information, sign-in sheets, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0208; approved 4/20/2010

These records document athletic teams participating in recreation programs run by the city each season. They may contain the team roster, game schedules and results of games.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0209; approved 4/20/2010

These records document individuals or teams who are suspended from participating in recreation programs or entering facilities run by the parks department. They may contain departmental investigation files and suspension hearing documents.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0210; approved 4/20/2010

These records document purchasers and occupiers of lots and burials. They may include maps, indexes (database), burial transit permits, certificates of title for burial rights, purchaser information, deeds for lots, deceased individual information, perpetual care and grounds records, interment and disinterment orders, etc. Note: local governments are encouraged to contact the Archives of Michigan for assistance if they cannot retain these records permanently.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0300; approved 4/20/2010

These records document routine maintenance of the cemetery including deed authorizations, work orders, service requests, receipts, invoices, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0301; approved 4/20/2010

These records document who has participated in golf leagues. They may include rosters/lists, registrations, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0400; approved 4/20/2010

These records document use of the golf course, including season passes, sign-in sheets, statistics, expenses and revenue, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0401; approved 4/20/2010

These records may document monthly and bi-monthly testing of recreation pools, beaches, drinking water, etc. The testing may be performed internally or by outside companies. These files may also document the application of aquacides.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0500; approved 4/20/2010

These files document the operation of campground facilities. They may include operating licenses, inspection records (both state and local), etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0600; approved 4/20/2010

These plans are created periodically (such as annually) to identify proposed improvements to the parks system. The files may contain architectural drawings, bid specifications, master instructions for equipment, correspondence, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0700; approved 4/20/2010

These plans are updated on a scheduled basis to identify proposed improvements to the infrastructure of the parks system.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0701; approved 4/20/2010

These records document the proceedings of the public body that oversees or advises the department. They include the approved minutes and agenda packets containing any materials that are distributed to members for review (such as budgets, ordinances, resolutions, action items, policies, contracts, etc.). They may include full transcriptions of the proceedings, and topical indexes. This series does not include meeting notices (see item #803), bulletins, clippings, or documentation of meeting-related expenditures. These records are preserved permanently to document the institutional memory of the community. The clerk may retain the official copy of the agenda packets and the minutes. If so, the department’s copy would be a duplicate non-record (see General Schedule #1). Note: local governments are encouraged to contact the Archives of Michigan for assistance if they cannot retain these records permanently.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0800; approved 4/20/2010

Notes and audio or visual recordings of meetings of a public body made for the purpose of transcribing the minutes may be destroyed after the meeting at which the minutes are approved by the public body.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0801; approved 4/20/2010

These records consist of minutes taken during a closed session of the public body, including any audio or visual recordings. Approved closed session minutes must be sealed and retained by the clerk, are not available to the public, and shall only be disclosed if required by a civil action filed in circuit court or the court of appeals under sections 10, 11, or 13 of the Open Meetings Act.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0802; approved 4/20/2010

The Open Meetings Act requires public bodies to publish a notice to the public prior to holding a meeting or a hearing.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0803; approved 4/20/2010

These records document the amount of money that is appropriated for each account/line item for the current and previous fiscal years for the department. They may include budget requests, statistics, budget amendments, budget summaries and balance sheets, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0900; approved 4/20/2010

These records document park usage and fees collected. They may identify the fees that are paid and what accounts they are applied to, as well as breakdowns of all accounts. These records may support official documentation maintained by the local government’s business/finance office.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0901; approved 4/20/2010

These records document financial transactions including registration fees, usage/rental fees, concessions, tickets and merchandise sales, etc. They may include receipts, logs, cash register daily report, bank deposits, external credit card issues, payment reversals, etc. These records may support official documentation maintained by the local government’s business/finance office.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0902; approved 4/20/2010

These records document supplies and sales of food and merchandise. They may identify items in stock, quantity, purchasing information, value, amount sold, etc. These records may support official documentation maintained by the local government’s business/finance office.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0903; approved 4/20/2010

These files contain information related to grants received from state, federal and/or private sources to support the acquisition or maintenance of property or equipment and for the running of programs or special events. They may document that the community used the funds in accordance with the terms of the grant. The files may contain a copy of the grant, correspondence, purchases, expenses, and any other supporting documents. Note: Final reports and products of the grant may be kept longer for use and reference purposes. If the grant was used to purchase a fixed asset, select documents may need to be retained until that asset is disposed of. If the grant was used to fund a park improvement project, select documents may need to be retained for the life of the improvement.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0904; approved 4/20/2010

These files document groups or individuals who made donations (cash or property) to the department, including friends groups. The may include correspondence, certificates of gift, thank you letters, gift ledgers or logs, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0905; approved 4/20/2010

These records document activity on endowed funds. They may include statements, deposits, correspondence, planning, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0906; approved 4/20/2010

These records document funds received from sponsors for specific programs, activities or events. They may include correspondence, copies of contracts, financial/budgetary documents, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0907; approved 4/20/2010

These files document specialty vehicles owned by the parks and recreation department. They may contain ownership documents, maintenance records, driver log sheets, etc.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0908; approved 4/20/2010

These records document the purchase of fuel. They may identify the equipment, dates, operator, account billed, etc. These records may support official documentation maintained by the local government’s business/finance office.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.0909; approved 4/20/2010

These records are used to support administrative analysis, program and project planning, procedure development, and programmatic activities. Subject files are generally organized alphabetically by topic. Document types may include periodic activity reports (narrative and statistical), special reports, topical correspondence (including electronic mail), research materials, project planning notes, organizational charts, etc. Subject files do NOT include files related to individual program activities, human resources files, and accounting records. For topics of continuing interest, files may be segmented into annual files. Note: some topical files may have historical value and should be preserved permanently.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1000; approved 4/20/2010

General correspondence does not pertain to a specific issue and it is often organized chronologically or by correspondent’s name. General correspondence may include referral correspondence. If the correspondence does pertain to a specific issue it should be filed with other relevant records. General correspondence may exist in a variety of formats, including memos, letters, notes and electronic mail messages. This series also includes automated or manual tools that index and/or track when correspondence was received, the topic of the correspondence, who is responsible for responding to the correspondence, and when the correspondence is considered closed for further action.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1001; approved 4/20/2010

Transitory correspondence is any form of written communication with a short-term interest that has no documentary value. This type of correspondence has limited administrative and evidential value that is lost soon after the communication is received. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction or become a receipt. Examples of transitory correspondence include letters of transmittal that do not add information to the transmitted materials, routine requests for information that require no administrative action, policy decision, special compilation or research. This type of record also includes invitations to work-related events, notifications of an upcoming meeting, and similar records.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1002; approved 4/20/2010

This file will document any requests for information or public records. They may include requests for information, correspondence, a copy of the information released, and billing information. Any written request for a public record is a Freedom of Information Act (FOIA) request, and a written request for information may be a FOIA request and should be handled as one. Each public body is required by the FOIA to designate a FOIA Coordinator. Copies of FOIA requests and other records related to FOIA requests may be filed with the FOIA Coordinator's records or maintained in a central administrative file.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1003; approved 4/20/2010

These may be electronic or manual planners and calendars that are used to track an individual staff member’s work-related meetings, assignments, and tasks. Individual employees are responsible for retaining their planners/calendars for the duration of this retention period.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1004; approved 4/20/2010

These records document staff meetings, meetings with other government agencies, etc. They may include meeting minutes, agendas, and distribution materials, etc. Meeting records may also be retained in subject files, if they relate to a specific project.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1005; approved 4/20/2010

These records document the policies and procedures of the department.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1006; approved 4/20/2010

These records document efforts at advertising programs and services to the general public and marketing directly to regular parks and recreation program users. These records may include press releases, brochures, newsletters, mailing lists, annual reports and other items that are published by the office. E-newsletters may also be created and stored electronically. Note: offices are strongly encouraged to keep one copy permanently for historical purposes.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1007; approved 4/20/2010

This series includes photographs, news clippings, certificates, awards, etc. that document events and activities of the department. Note: departments are strongly encouraged to retain select items permanently for historical purposes.

DTMB General Schedule #32 (Local Government Parks and Recreation Departments), item 32.1008; approved 4/20/2010