7201-01 FRIENDS GROUPS/ADVISORY BOARD RECORDS
Series is used to document advisory groups and friends groups created to
assist in fund raising opportunities and continuity and direction of parks
programs. Series documents efforts to obtain public input on budget,
improvements, conditions, management and policies. Series includes activities of
non profit boards. Series includes activities of non profit boards. Records
include copies of correspondence, memos, meeting records (minutes, agendas,
etc.), copies of bylaws, lists of committee members or board members, reference
material and other related records.
Record Copy? Yes
Where? Record copy only for those records that are
created for the city as part of an advisory group
RETENTION: Permanent. Retain mailing lists as needed, until superseded or
obsolete.
7201-02 SPECIAL ORGANIZATIONS RECORDS
Series is created to maintain information needed for resource development and
volunteer services. Record includes membership lists for volunteers and
neighborhood associations and goals and bylaws for the organizations.
Record Copy? Yes
RETENTION: Retain as needed
7201-03 VOLUNTEER IMPACT REPORTS
Series is used to document hours of volunteer time and calculate the dollar
value of volunteer time. Records consist of databases and reports that include
name, name of program site, type of project, hours contributed and value of
hours.
Record Copy? Yes
RETENTION: 10 years- record copy; Retain as needed- all other copies.
7201-04 VOLUNTEER RECORDS
Series is used to track volunteers and provide information on volunteers for
placement. Series is created to document volunteers who are actively involved in
parks programs. Records consist of applications and insurance information. The
application may include volunteer's name, address, background, skills,
interests, etc. Series includes records created to document special skills such
as docents and tour guides.
Record Copy? Yes
RETENTION: 5 years after inactive
7201-05 VOLUNTEER DATABASE RECORDS
Series is created to maintain information and statistics related to the
volunteer program. Record includes names of volunteers, statistics on hours,
location of volunteers, value of time and other related information.
Record Copy? No
Where? Volunteer Records
RETENTION: Until superseded
