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  1. Government Recordkeeping
  2. Rules
  3. Retention & Disposal Authorities
  4. General retention and disposal authorities
  5. Local government records (GA39)
  6. Part 2: The General retention and disposal authority (GA39)
  7. PARKS AND RESERVES (GA39)
PARKS AND RESERVES (GA39)

TOC

The function of acquiring, managing, designing and constructing parks, reserves and open spaces, either owned, controlled or managed by the organisation. 

Note: Local government agencies responsible for the management of Crown reserves, commons and land that is currently or may potentially be the subject of a claim under the Aboriginal Land Rights Act 1983 should ensure records providing evidence of ownership, control and usage of the relevant parcel are retained and not destroyed until a claim has been granted over that parcel of land.

These records could include planning documents or decisions concerning proposed or approved use of the land, surveys, agreements, memorandums, consents and tenure arrangements regarding the following land matters – acquisition, transfers, boundaries, usage, rights of way and easements, leases or licences for any uses/purposes, land/resource management and management of parks and reserves.

Please note that the making of a claim which is unsuccessful does not preclude the making of further claims over the same areas of land under the Act.

Councils should ensure that records relating to the management of Crown reserves, commons or other Trusts (e.g. Schools of Art) are created and maintained in accordance with the Trust Handbook: a handbook for trusts managing Crown land reserves and commons, and trustees of schools of arts issued by the Land and Property Management Authority. For further advice and guidance as to land that is claimable under the Aboriginal Land Rights Act and records requiring retention, agencies should contact the Crown Lands division of the Land and Property Management Authority.

See CORPORATE MANAGEMENT for records relating to the conduct of audits, tenders and contracts for the outsourcing or provision of services, committees, meetings, policies, procedures, reports and standards concerning the management of parks, reserves and open spaces or the conduct of operational processes.

See EMERGENCY SERVICES for records relating to bushfire control activities conducted in parks, reserves and open spaces.

See ENVIRONMENTAL MANAGEMENT for records relating to the management and monitoring of flora, fauna and environmental conditions in parks, reserves and open spaces, including the elimination and control of pest animals and noxious weeds.

See LAWS AND ENFORCEMENT for records relating to the issue of notices, orders, infringements and penalty notices for breaches of regulations by users of parks, reserves and open spaces.

See PERSONNEL – Discipline for the handling and investigations of complaints or allegations involving staff members.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Leasing-Out for records relating to the booking, hire and usage of parks, reserves and open spaces and associated facilities.

See PUBLIC HEALTH - Registration for registers of burials and cremations.

See RECREATION AND CULTURAL SERVICES for records relating to the staging of events and the issue of permits to conduct activities in parks, reserves and open spaces.

See ROADS - Design and Construction for records relating to the design and construction of roads in parks, reserves and open spaces.

See TRAFFIC AND TRANSPORT - Design and Construction for records relating to traffic facilities and the management of traffic in parks, reserves and open spaces.

ACQUISITION AND DISPOSAL

The process of gaining ownership or use of property, including open spaces, required in the conduct of business, and the process of disposing of property no longer required by sale, transfer, termination of lease, auction or destruction. Includes the management of native title claims.

No Description of records Disposal action
21.1.1 Records relating to the acquisition of land for the purpose of public recreation and open space. Includes open space acquisition programs, native title claims, and the subsequent disposal of the land. Records include:

  • records of assessments, investigations and reports on the property
  • images, including digital recordings, photographs, maps etc.
  • records demonstrating public reaction to the acquisition of the property
  • budget estimates
  • feasibility studies
  • correspondence
  • agreements.
 Required as State archives
21.1.2 Superseded July 2022. See FA428, Cemeteries and crematoria operators, entry 1.3.  

AGREEMENTS

The processes associated with the establishment, maintenance, review and negotiation of agreements.

No Description of records Disposal action
21.2.1 Records relating to the establishment, negotiation, maintenance and review of agreements with private landholders to maintain a section of their holding as a conservation reserve. Records include:

  • correspondence and records of negotiations and reviews of agreements
  • final, approved versions and significant drafts of agreements.
 Required as State archives
21.2.2 Records relating to the negotiation of agreements with private landholders to maintain a section of their holding as a conservation reserve which do not proceed. Records include correspondence, records of negotiations and drafts of agreements. Retain minimum of 10 years after action completed, then destroy
21.2.3 Records of tenancy agreements for caravan park residents, including long term residents. Records include agreements and associated correspondence. Retain minimum of 7 years after expiry or termination of agreement, then destroy

DESIGN AND CONSTRUCTION

The activity of designing and constructing parks and reserves and associated structures and facilities.

See PARKS AND RESERVES - Horticultural Services for records relating to the landscaping of parks, reserves, gardens and playing fields

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the management of hazardous materials encountered during construction work and for records relating to the design and construction of non-specialised buildings and facilities.

See SEWERAGE AND DRAINAGE - Design and Construction for records relating to the design and construction of drainage within parks and reserves

No Description of records Disposal action
21.3.1 Key records relating to the design, landscaping, construction, major renovation, remodelling or restoration of parks and reserves and structures and facilities within parks and reserves that are of significance due to the fact that they are:

  • a recipient of a prestigious State, national or international architectural or design award
  • an important local or regional landmark
  • heritage listed
  • located in a park or reserve that is heritage listed or of local, State or national significance.

Records include:

  • plans/designs as approved
  • plans/designs as executed and variations
  • specifications
  • photographs
  • drawings
  • site diaries and plans
  • archival recordings of demolition
  • correspondence
  • display models of architectural quality.
 Required as State archives
21.3.2 Key records relating to the design, landscaping, construction, major renovation, remodelling or restoration of parks and reserves and structures and facilities within parks and reserves that are not:

  • a recipient of prestigious State, national or international architectural or design awards
  • an important local or regional landmark
  • heritage listed
  • located in a park or reserve that is heritage listed or of local, State or national significance.

Records include:

  • plans/designs as approved
  • plans/designs as executed and variations
  • specifications
  • photographs
  • drawings
  • correspondence.

Retain minimum of 7 years after property or structure is disposed of or demolished, or works are superseded, then destroy or transfer to new owner as required
21.3.3 Records relating to project management for construction works. Records include:

  • records of budget and costs
  • records of client liaison on non technical matters
  • records of contractual matters such as variations, payment and sign off on construction
  • records of logistics
  • site procedures
  • records of quality and performance measurements
  • periodic reports
  • project risk management records and schedules
  • records of consultations.
 Retain minimum of 12 years after project completed, then destroy
21.3.4 Records of minor landscaping works or construction of property (other than key construction records, project management or records of hazardous materials) such as correspondence with builders and records relating to minor day-to-day works, repairs or maintenance of site. Retain minimum of 7 years after construction work completed, then destroy
21.3.5 Records relating to construction projects or proposals not proceeded with. Retain minimum of 7 years after action completed, then destroy

HORTICULTURAL SERVICES

The activities associated with the landscaping of parks, reserves, roadsides, gardens and playing fields. Includes the provision of horticultural advice to residents and committees.

See ENVIRONMENTAL MANAGEMENT for applications to prune and remove trees on private properties, tree preservation orders and summary records of significant trees.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Maintenance for records relating to the maintenance and removal of trees on properties (other than parks and reserves) owned, managed or occupied by the organisation.

See ROADS - Maintenance for records relating to the maintenance and removal of street and roadside trees.

No Description of records Disposal action
21.4.1 Records relating to the planting, maintenance and monitoring of heritage listed, protected or unique trees and plants in the parks, reserves and gardens, and on roadsides. Records include:

  • maintenance schedules
  • inspection and treatment reports and recommendations
  • records relating to the removal and maintenance of trees
  • planting information, including location details, number planted and historical information, and
  • photographs.
 Required as State archives
21.4.2 Records relating to the planting, maintenance and monitoring of trees and plants in the parklands, gardens, roadsides and road reserves which are not heritage listed, protected or unique. Records include:

  • requests and complaints from members of the public to prune, remove or maintain trees
  • maintenance schedules
  • records of tree pruning, maintenance and removal
  • inspection and treatment reports and recommendations
  • planting information, including location details.

Note: Where records become part of compensation claims, they may need to be retained for longer as part of the claim case file (see RISK MANAGEMENT – Compensation).

Note: This class should not be used to sentence applications and permits to prune and remove trees on private property – see ENVIRONMENTAL MANAGEMENT – Permits and Notifications.

 Retain minimum of 7 years after action completed, then destroy
21.4.3 Records of trees and plants available for distribution, including lists. Retain until administrative or reference use ceases, then destroy
21.4.4 Records relating to the provision of horticultural services and advice including the provision of free trees and street trees and materials. Retain minimum of 5 years after action completed, then destroy

LICENSING

See CORPORATE MANAGEMENT - Compliance for records relating to the issuing of licences to operate caravan parks.

MAINTENANCE

The activities associated with the upkeep, repair, servicing and preservation of the conditions of parks, reserves and associated structures and facilities.

See PARKS AND RESERVES - Horticultural Services for records relating to the maintenance of trees and plants in parks, reserves and gardens.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Conservation for records relating to the conservation of heritage parks, reserves and associated structures and facilities.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to maintenance works involving structural changes.

No Description of records Disposal action
21.6.1 Records relating to maintenance programs and maintenance works and repairs of parks, reserves and associated structures and facilities. Records include requests, work orders, work programs, reports on maintenance and repairs carried out and work programs. Retain minimum of 15 years after action completed, then destroy

NAMING

The activities associated with the naming and dedication of parks and reserves.

No Description of records Disposal action
21.7.1 Records relating to the naming and renaming of parks and reserves, including topographical features in parks and reserves. Includes suggestions that are not accepted. Records include:

  • suggestions and objections
  • notifications
  • Gazette notices
  • associated correspondence.
 Required as State archives
21.7.2 Records relating to routine, administrative records relating to the naming of parks and reserves. Records include letters of acknowledgement for suggestions, etc. Retain minimum of 2 years after action completed, then destroy

PLANNING

The process of formulating ways in which objectives can be achieved. Includes the determination of services and needs, and the solution to those needs.

See ENVIRONMENTAL MANAGEMENT - Planning for pesticide usage plans.

See TRAFFIC AND TRANSPORT - Planning for traffic management plans for parks and reserves.

No Description of records Disposal action
21.8.1 Records relating to the development of plans and strategies for the overall management of parks and reserves, including:

  • landscape master plans
  • plans of management
  • land zoning and status plans
  • flora and fauna management plans
  • plans for capital works and usage of parks
  • acquisition plans, where acquisition proceeds or where there is significant controversy or public interest.

Records include:

  • final versions and significant drafts of plans
  • records of community consultation, including submissions and reports
  • background research.
 Required as State archives
21.8.2 Records relating to the development of operational plans and strategies for the day-to-day management of parks and reserves. Includes plans and strategies for the provision of sporting and other activities in parklands and facilities, security plans, etc. Also includes plans for the acquisition of parks and reserves that do not proceed and where there is no controversy or significant public interest. Records include background research, final versions and significant drafts of plans. Retain minimum of 10 years after superseded, then destroy

SECURITY

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Security for records relating to security arrangements and incidents for parks and reserves.

SERVICE PROVISION

The activities relating to the provision of services by the organisation or by other agencies on behalf of the organisation.

See COMMUNITY RELATIONS - Marketing for records relating to the marketing and promotion of services, including advertising.

See CORPORATE MANAGEMENT - Compliance for licences to operate caravan parks issued to the organisation.

See PARKS AND RESERVES - Agreements for records of tenancy agreements for caravan park residents.

No Description of records Disposal action
21.10.1 Records relating to services provided in parks and reserves by or on behalf of the organisation, e.g. caravan parks, golf courses, camping grounds, etc. Records include service coordination, operation schedules, daily operations, bookings etc. Retain minimum of 2 years after action completed, then destroy
21.10.2 Superseded July 2022. See FA428, Cemeteries and crematoria operators, entry 1.8.  

TRUSTS

The activities associated with managing trusts dedicated to the creation and maintenance of parks and reserves.

No Description of records Disposal action
21.11.1 Records relating to the management of Trusts established to manage and maintain reserves, including Crown land. Includes records of:

  • the establishment of the committee, its terms of reference, memoranda of understanding etc.
  • nomination, appointment, resignation or termination of members
  • delegations of functions and responsibilities with respect to the management of reserves to trust committees
  • consultations with Minister concerning the management of reserves or administration of the Trust, including the granting of easements, licences or leases over Crown land, etc.
  • agenda and minutes
  • advice and business and briefing papers
  • submissions and reports
  • recommendations.
 Required as State archives

USAGE

The activities associated with managing the use of facilities and properties. Includes bookings for the use of premises, occupancy rates, and hiring and leasing premises or facilities.

See PARKS AND RESERVES - Service Provision for records of bookings for caravan parks and camping grounds.

No Description of records Disposal action
21.12.1 Summary records of caravan and camping site occupancy, including site occupancy registers. Retain minimum of 7 years after action completed, then destroy
21.12.2 Superseded July 2022. See FA428, Cemeteries and crematoria operators, entry 1.4.  
21.12.3 Superseded July 2022. See FA428, Cemeteries and crematoria operators, entry 1.1.