NEVADA CITY PLANNING DEPARTMENT
REASON FOR INVESTIGATION
A
citizen’s complaint was received by the Nevada County District Attorney
regarding missing public records at the Nevada City Planning Department. The
Grand Jury was asked to review Government Code Sections 6200 and 6201 to
determine if there were possible violations or if there was negligence in the
maintenance of city records. The Grand Jury initiated an investigation of the city’s records management.
PROCEDURE FOLLOWED
The Grand Jury interviewed the City Clerk, City Planner, and the Planning Department Clerk. The City Planning Department’s management of records was examined. The City Clerk provided a tour of where official and historical records are maintained and filed.
1. The Planning Department located the records in question after the investigation began. These records were either misplaced or misfiled.
2. The Planning Department does not have a written procedure for records management, resulting in a lack of guidelines for employees. Additionally, the manner of maintaining public records does not comply with state guidelines.
3. The areas where records are kept lack the security to prevent possible theft or unauthorized access. In addition, these areas do not provide adequate protection from possible fire or water damage if the fire protection sprinklers in the ceiling are activated.
4. The Planning Department does not maintain a backup system of its records to prevent disruption of business due to any incident that could cause a loss of records.
5. The manner in which historical records are stored leaves them vulnerable to loss or damage.
CONCLUSIONS
1. At the time of the investigation, the Grand Jury could find no indication of criminal intent regarding the missing public records.
2. The city’s present records management system is antiquated and does not meet the State’s Records Management Guidelines.
RECOMMENDATIONS
1. Nevada City must develop a much-needed records management system.
2. The city should review and implement Local Government Records Management Guidelines issued by the Secretary of State. This document can be located at: www.ss.ca.gov/archives/level3_locgovrec.html
3. Address the lack of adequate records security.
4. The city should implement and maintain a backup system to protect records and archives. The backup of records should be kept in a secure off-site location.
5. Better protection and preservation of historical records is necessary. Assistance is available by contacting the State Chief Archivist at: www.wgray@ss.ca.gov
6. Grant money and historical support are available and should be pursued by contacting the National Historical Publications and Records Commission at: www.nara.gov/nhprc/ and the Library Services and Technology Act at: www.library.ca.gov/html/grants.html
7.
Grand Jury members visited the Town of Truckee to
review its records management system, which meets state guidelines. The Grand Jury recommends that the City
Manager and the City Clerk visit the Town of Truckee to review this system with
appropriate officials.
1. Nevada City City Council, by May 22, 2002
2. Nevada City City Manager, by April 22. 2002
3. Nevada City City Clerk, by April 22, 2002
4. Nevada City City Planner, by April 22, 2002
5. Nevada City City Engineer, by April 22, 2002