You are here

Parks, Recreational Programs and Civic Centers

*1.[609]

Participation, attendance, or enrollment records for park, recreational facility, camp, civic center, or club

 
  a. Summary record or report: 6 years
 

b. Records of original entry, including worksheets, used admission tickets and ticket stubs:

6 years, or 1 year after posting to summary record or report, whichever is shorter
  c. Statement of disposition of unused tickets, when a fee is charged: 6 years
*2.[610] Park, recreational facility, marina, civic center, or club permits, granted to individual or family, including but not limited to application, affidavit, and copy of stub or license  
 

a. Permit records, when a fee is charged:

0 after invalid, but not less than 6 years
 

b. Permit records, when no fee is charged:

0 after invalid, but not less than 1 year
 

c. Lease or rental agreement for marina slip:

6 years after expiration, termination or denial
  d. Records of dispensing of fuel or other goods or services at marina: 6 years
*3.[611] Parental consent records allowing child's participation in recreational activities, including authorization for medical treatment: 6 years, or 3 years after child attains age 18, whichever is longer
*4.[612]

Planning and development records covering such topics as facility construction, improvement and usage:

NOTE: Construction records for recreation facilities are covered by item no. 515 in the Public Property and Equipment section.

NOTE: Appraise these records for historical significance prior to disposition. Final reports and studies, especially for major facilities and significant programs, may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

6 years
*5.[613]

Special event file, including but not limited to official copy of any program or promotional literature, or photographs of events or performances, background materials and supporting documentation:

NOTE: Appraise these records for historical significance prior to disposition. Official copies of programs or promotional literature, or photographs of significant events or performances, may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

6 years
*6.[614] Athletic program records  
 

a. Lists of athletes or participants, records of competitions, and other records exceptscouting records and scouting and training videotapes:

NOTE: Appraise these records for historical significance prior to disposition. Official score and record books, team and action photographs and videotapes of and programs for significant competitions may have historical value in documenting community-based amateur athletics. Records with historical value should be retained permanently.

NOTE: Parental consents are covered by item no. 611, above.

6 years
 

b. Scouting reports and videotapes used for scouting and training purposes:

0 after no longer needed
*7.[970] Field trip records, including but not limited to trip request data; bus driver, staff and chaperone assignments; list of attendees and trip reports: 6 years after date of most recent entry
*8.[971] Bus or other vehicle use file, covering school bus or other vehicle used for transporting persons involved in recreational activities, including but not limited to copies of contracts, certificates of insurance, driver information, daily logs or other reports, and copies of applicable rules and regulations: 6 years
*9.[972] Applications for individual acceptance to camp, or participation in specific recreational programs and activities  
 

a. If applicant is accepted or allowed to participate, and a fee is charged:

6 years after attendance or participation ends
 

b. If applicant is accepted or allowed to participate, and no fee is charged:

3 years after attendance or participation ends
 

c. If applicant is not accepted:

3 years
 

Mental Retardation and Developmental Disabilities (M.R. & D.D.) Recreational Programs

1.[615]

Master summary record of participants in M.R. & D.D. recreation program:

6 years after last entry
2.[616] Case record of participant in M.R. & D.D. recreational program, including individual registration, medical evaluation, social development evaluation, intake/screening report and discharge evaluation: 6 years after participation ends, or 3 years after individual attains age 18, whichever is longer
 

Camps

*1.[973]

Facility information data record containing basic data on camp facilities:

6 years after facility no longer exists
*2.[974] Permits and approvals to operate camp, covering pool, beach, food service and all related permits, including applications and related materials: 3 years after approval, denial, withdrawal or expiration
*3.[975] Reports of camp operation and inspection, including facility safety, health and food service reports: 21 years
*4.[976] Routine reports, including analysis of pool or beach water samples: 1 year
*5.[977] Health records for individual camper:  6 years, but not less 3 years after than camper attains age 18
*6.[978] Log or list of illnesses, accidents, injuries or other health and safety related incidents  
  a. When information is also contained in individual health records files: 1 year
 

b. When information is not contained in individual health records files:

6 years, but not less than 3 years after youngest person listed in record attains age 18
*7.[979] Food management records  
  a. Program participation agreement, including attachments and amendments: 6 years after termination of agreement
  b. Other program records, including but not limited to application to participate as a sponsor, individual child participation application records, requisition and approval of requisition for donated commodities, and fiscal records such as adding machine tapes, purchase orders, claims and vouchers: 6 years
 

c. Free and reduced meal policy statement, with attachments and certificate of acceptance:

3 years after policy superseded
  d. Meal counts and dietary services studies: 3 years
  e. Menus: 1 year
*8.[980] Food inspection and investigation records, including inspection report for preparation or serving area and food sanitation complaint investigation records  
 

a. When any significant problem is encountered:

21 years
  b. When no significant problem is encountered: 3 years
*9.[981] Scholarship records including but not limited to applications, recommendations, authorization of awards, financial statements, accounting data, list of scholarships awarded campers, and correspondence: 6 years
 
Last updated
Wed, 2015-10-07 15:12