Item 1.4 - Adoption of Reso Authorizing Destruction of RecordsGltI OF POIPgJ
TyF a 9� �4y
CITY^INa THE Co
DATE:
TO:
FROM:
SUBJECT:
Summary:
City of Poway
COUNCIL AGENDA REPORT
January 24, 2017
APPROVED ■
APPROVED AS AMENDED O
(SEE MINUTES)
DENIED O
REMOVED O
CONTINUED
RESOLUTION NO.
Honorable Mayor and Members of the City Council
Nancy Neufeld, City Clerk
(858) 668-4535 or nneufeld(a-poway.org
Adoption of Resolution Authorizing the Destruction of Certain Records
Staff is authorized by Government Code Section 34090 to destroy certain records with the
concurrence of the City Attorney and authorization by the City Council. Staff prepares a list of
records that have been identified as eligible for destruction in the City's approved Records
Retention Schedule and submits it to City Council for authorization on an annual basis.
Recommended Action:
It is recommended that the City Council adopt a Resolution authorizing destruction of certain
records as listed on Exhibit A of the Resolution.
Background:
The City of Poway's Retention Schedule, in accordance with State of California Government Code
Section 34090, permits the destruction of certain City records which are no longer required for the
effective operation of the City. These include records that are duplicates or drafts, not related to
City business, and not required to be kept by state law. There are currently 166 boxes of records
that have met the City's established retention and are now ready for destruction.
Fiscal Impact:
Sufficient funds to complete the recommended records destruction have been appropriated to the
City Clerk's operating budget (Account 0011-4120).
Public Notification:
None.
Attachments:
A. Resolution including Exhibit A
Reviewed/Approved By:
Wendy Kaserman
Assistant City Manager
1 of 14
Reviewed By: Approved B
fl
Morg n F ley Tina M. White
City Attofney City Manager
January 24, 2017 Item # 1.4
RESOLUTION NO. 17-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
POWAY, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN DOCUMENTS IN
ADMINISTRATIVE SERVICES, CITY CLERK'S OFFICE,
CITY MANAGER'S OFFICE, COMMUNITY SERVICES,
PUBLIC WORKS AND SAFETY SERVICES
WHEREAS, Government Code §34090 provides that the Director of a City
Department may destroy records retained by the Department, without making a copy
thereof, after those records are no longer required for the effective operation of the City;
WHEREAS, in order to exercise the authority of Government Code §34090, the
Department Director must have the approval of the City Council by resolution and the
written consent of the City Attorney;
WHEREAS, the Department Directors of each department personally represent
that his/her department is in possession of a quantity of records, which are no longer
required for the effective operation of the City, and that each of the records proposed for
destruction meets the following criteria:
Are more than two (2) years old, and which period of time complies with the City's
adopted Records Retention Policy;
Does not involve a death,
Does not involve a crime the prosecution of which is incomplete;
Does not involve current, potential, or threatened litigation;
Does not involve a pending or contemplated personnel action;
Does not involve an ongoing enforcement matter,
Does not affect the title to real property or liens thereon to include easements,
deeds, covenants, and official maps,
Does not relate to contracts, leases, or development agreements; and
Does not have, in the opinion of the Department Director, a lasting administrative,
legal, fiscal, historical, or research value.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway,
that the City Departments and each Department Director hereby authorized to destroy,
without making a copy thereof, records that meet the criteria proposed above, and that
are within the categories defined in Exhibit A to this Resolution.
2 of 14 Attachment A January 24, 2017 Item # 1.4
Resolution No. 17 -
Page 2
PASSED, ADOPTED, AND APPROVED by the City Council of the City of Poway,
California, this 24th day of January 2017.
Steve Vaus, Mayor
ATTEST:
Nancy Neufeld, CMC, City Clerk
STATE OF CALIFORNIA )
) SS
COUNTY OF SAN DIEGO)
I, Nancy Neufeld, City Clerk of the City of Poway, California, do hereby certify
under penalty of perjury that the foregoing Resolution No. 17- was duly adopted by
the City Council at a meeting of said City Council held on the 24th day of January 2017,
and that it was so adopted by the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
Nancy Neufeld, CMC, City Clerk
City of Poway
CONSENT IS HEREBY GIVEN TO THE DESTRUCTION OF THE DOCUMENTS
DESCRIBED IN THE ATTACHED EXHIBIT A.
Morgan L. Foley, City Attorney
3 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
Records Destruction List 2017
Department: ADMINISTRATIVE SERVICES
Corodata
Date
PUFF No.
Box No.
Box No.
Content Description
Range
Retention
0490-10
AS -045
N/A
Accounts Receivable: Bankruptcies
2000-2009
audit
0490-10
AS -045
N/A
Accounts Receivable: Water write-offs
1996-2004
audit
0190-85
AS -046
N/A
Safety Committee Minutes 2005-2010
2005-2010
5 yrs
Water Cycle Registers 4/1998-9/1998 &
7 yrs after
0400-25
CT -154
15944539
11/1999
1998-1999
audit
Water Service Applications, 8/10/1999-
7 yrs after
0930-45
CT -187
15945804
12/29/2000; 63231-65604
audit
0400-25
CT -195
15944532
Water Cycle Registers 2004-2005
2004-2005
audit
7 yrs after
0490-15
CT -197
16082074
Water Payments; DP 102-127; 11/25/07-1/4/07
2007
audit
7 yrs after
0490-15
CT -198
16082073
Water Payments: DP 128-149; 1/5/07-2/6/07
2007
audit
7 yrs after
0490-15
CT -199
16082075
Water Payments: DP 150-186; 2/7/07-3/30/07
2007
audit
7 yrs after
0490-15
CT -206
15944531
Water Payments: DP 187-223; 4/2/07-5/22/07
2007
audit
0490-15
CT -207
15944530
Water Payments: DP 004-025; 7/6/07-8/6/07
2007
audit
7 yrs after
0490-15
CT -208
15944534
Water Payments: DP 056-9/19/07-10/25/07
2007
audit
7 yrs after
0490-15
CT -209
15944537
Water Payments: DP 108-134; 12/6/07-1/16/08
2007-2008
audit
7 yrs after
0490-15
CT -210
15944536
Water Payments: DP 162-187-12/27/08-4/2/08
2008
audit
7 yrs after
0490-15
CT -211
15944535
Water Payments: DP 224-003; 5/23/07-7/5/07
2007
audit
7 yrs after
0490-15
CT -212
15944538
Water Payments: DP 026-055; 8/7/07-9/18/07
2007
audit
7 yrs after
0490-15
CT -213
15944545
Water Payments: DP 82-107; 10/25/07-12/5/07
2007
audit
7 yrs after
0490-15
CT -214
15944544
Water Payments: DP 135-161; 1/17/08-2/26/08
2008
audit
7 yrs after
0490-15
CT -215
15944542
Water Payments: DP 188-214; 4/3/08-5/9/08
2008
audit
7 yrs after
0490-15
CT -216
15944543
Water Payments: DP 215-241; 5/12/08-6/17/08
2008
audit
7 yrs after
0490-15
CT -217
15944540
Water Pa ments: DP 23-41; 8/1/08-8/27/08
2008
audit
7 yrs after
0490-15
CT -218
1 15945797
Water Payments: DP 60-81; 9/24/08-10/24/08
2008
audit
4 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
5 of 14 January 24, 2017 Item # 1.4
Water Payments: DP 104-129; 11/20/08-
7 yrs after
0490-15
CT -219
15944546
12/31/08
2008
audit
7 yrs after
0490-15
CT -220
15745798
Water Payments: DP 242-22; 6/19/08-7/31/08
2008
audit
7 yrs after
0490-15
CT -221
15944547
Water Payments: DP 42-59; 8/28/08-9/23/08
2008
audit
Water Payments: DP 82-103; 10/25/08-
7 yrs after
0490-15
CT -222
15945796
11/28/08
2008
audit
7 yrs after
0490-15
CT -239
15944497
Customer Service: Cash Receipts 1/09-2/09
2009
audit
Customer Service: Cash Receipts 3/16/09-
7 yrs after
0490-15
CT -242
15944500
5/3/09
2009
audit
Customer Service: Cash Receipts 2/3/09-
7 yrs after
0490-15
CT -243
15944501
3/13/09
2009
audit
Customer Service: Cash Receipts 5/4/09-
7 yrs after
0490-15
CT -244
15944502
6/18/09
2009
audit
7 yrs after
0490-10
CT -247
15944505
Accounts Receivable Invoices 2000-2007
2000-2007
audit
7 yrs after
0490-15
CT -269
16870144
Water Billing Packets 8/2008-3/2009
2008-2009
audit
Cash Receipts: DP 0040-59, L0024-34: 8/27/07-
7 yrs after
0490-15
FN -1159
16082268
9/21/07
2007
audit
Cash Receipts: DP 0059-81, L0035-40: 9/24/07-
7 yrs after
0490-15
FN -1166
16082267
10/25/07
2007
audit
7 yrs after
0490-15
FN -1167
15945536
Cash Receipts: 10/26/07-11/30/07
2007
audit
Cash Receipts: DP 0105-125, L0042-48:
7 yrs after
0490-15
FN -1168
16082269
12/3/07-1/3/08
2007-2008
audit
Accounts Payable: PERS Reimbursement:
7 yrs after
0475-20
FN -1172
15945889
Abcana, FY 2008
2008
audit
Accounts Payable: Acoustical -American
7 yrs after
0475-20
FN -1173
16082032
Internet, FY 2008
2008
audit
Accounts Payable: American Medical-Aramark
7 yrs after
0475-20
FN -1174
16082029
Uniform, FY 2008
2008
audit
Accounts Payable: ARC & AT&T/MCI (July-
7 yrs after
0475-20
FN -1175
16082030
October), FY 2008
2008
audit
Accounts Payable: AT&T/MCI (November-
7 yrs after
0475-20
FN -1176
16082028
April), FY 2008
2007-2008
audit
Accounts Payable: AT&T/MCI (May) -Baker &
7 yrs after
0475-20
FN -1177
16082027
Ta lor, FY 2008
2008
audit
Accounts Payable: Bank of NY -Buffalo Breadth,
7 yrs after
0475-20
FN -1178
15945862
FY 2008
2008
audit
Accounts Payable: Bureau Veritas -C
7 yrs after
0475-20
FN -1179
15945892
Miscellaneous, FY 2008
2008
audit
Accounts Payable: C18-Cingular Wireless, FY
7 yrs after
0475-20
FN -1180
15945888
2008
2008
audit
Accounts Payable: City of (all others) -Costco,
7 yrs after
0475-20
FN -1181
15945890
FY 2008
2008
audit
5 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
6 of 14 January 24, 2017 Item # 1.4
Accounts Payable: Council of Water,
7 yrs after
0475-20
FN -1182
15945891
Datasmith, FY 2008
2008
audit
Accounts Payable: Daul, Patti -E Miscellaneous,
7 yrs after
0475-20
FN -1183
15945887
FY 2008
2008
audit
Accounts Payable: EL Supply-Esgil (July-
7 yrs after
0475-20
FN -1184
15945886
August), FY 2008
2008
audit
Accounts Payable: Evans, Susie -Fire Protection
7 yrs after
0475-20
FN -1185
15945885
Plus, FY 2008
2008
audit
Accounts Payable: First Advantage -Full
7 yrs after
0475-20
FN -1186
15945884
Compass, FY 2008
2008
audit
Acounts Payable: G Miscellaneous -Gus Ballas
7 yrs after
0475-20
FN -1187
15945882
Plumbing, FY 2008
2008
audit
Accounts Payable: H Miscellaneous -HD Supply
7 yrs after
0475-20
FN -1188
15945876
Waterworks, FY 2008
2008
audit
Accounts Payable: H Miscellaneous -HD Supply
7 yrs after
0475-20
FN -1189
15945875
Waterworks, FY 2008
2008
audit
Accounts Payable: Home Depot (January -June)
7 yrs after
0475-20
FN -1190
15945881
ITRON, FY 2008
2008
audit
Accounts Payable: J Miscellaneous-Koraleen
7 yrs after
0475-20
FN -1191
15945877
Ent., FY 2008
2008
audit
Accounts Payable: L Miscellaneous -Lynx Tech,
7 yrs after
0475-20
FN -1192
15945874
FY 2008
2008
audit
Accounts Payable: M Miscellaneous -Mayer, FY
7 yrs after
0475-20
FN -1193
15945872
2008
2008
audit
Accounts Payable: McDougal -N Miscellaneous,
7 yrs after
0475-20
FN -1194
15945871
FY 2008
2008
audit
Accounts Payable: Najmi, Lisa -NSC Comm., FY
7 yrs after
0475-20
FN -1195
15945865
2008
2008
audit
Accounts Payable: O Miscellaneous -Office
7 yrs after
0475-20
FN -1196
15945868
Depot, FY 2008
2008
audit
Accounts Payable: Ohlin Sales -P
7 yrs after
0475-20
FN -1197
15945866
Miscellaneous, FY 2008
2008
audit
Accounts Payable: Pacheco, Mike -Petty Cash
7 yrs after
0475-20
FN -1198
15945864
Fire, FY 2008
2008
audit
Accounts Payable: Petty Cash General (all), FY
7 yrs after
0475-20
FN -1199
15945859
2008
2008
audit
Accounts Payable: Petty Cash PCPA-Plumbers
7 yrs after
0475-20
FN -1200
16082192
De ot, FY 2008
2008
audit
Accounts Payable: Pomerado Publishing-
7 yrs after
0475-20
FN -1201
15944413
Poway Firefighters, FY 2008
2008
audit
Accounts Payable: Poway Fun Bowl -Quinn,
7 yrs after
0475-20
FN -1202
15944414
Kevin, FY 2008
2008
audit
Accounts Payable: R Miscellaneous -Roy Allen
7 yrs after
0475-20
FN -1203
15945860
Slurry, FY 2008
2008
audit
6 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
7 of 14 January 24, 2017 Item # 1.4
Accounts Payable: S Miscellaneous -San Diego
7 yrs after
0475-20
FN -1204
15944416
Daily, FY 2008
2008
audit
Accounts Payable: SDG&E-SDG&E/Sundry
7 yrs after
0475-20
FN -1205
15945858
(July -February), FY 2008
2007-2008
audit
Accounts Payable: SDG&E (March -June) -Smart
7 yrs after
0475-20
FN -1206
15944418
Final, FY 2008
2008
audit
Accounts Payable: So Cal Erosion-Symetra, FY
7 yrs after
0475-20
FN -1207
15944419
2008
2008
audit
Accounts Payable: T Miscellaneous - TVA,
7 yrs after
0475-20
FN -1208
15944420
FY 2008
2008
audit
Accounts Payable: U Miscellaneous -US Bank
7 yrs after
0475-20
FN -1209
15944421
National, FY 2008
2008
audit
V Miscellaneous -Verizon (July -December), FY
7 yrs after
0475-20
FN -1210
15945857
2008
2008
audit
Verizon (January -June) -Vision Service, FY
7 yrs after
0475-20
FN -1211
15945867
2008
2008
audit
Accounts Payable: W Miscellaneous -Weed
7 yrs after
0475-20
FN -1212
15945856
Eliminator, FY 2008
2008
audit
Accounts Payable: Weschem-Zetler, Mark, FY
7 yrs after
0475-20
FN -1213
15945854
2008
2008
audit
7 yrs after
0490-15
FN -1216
15944428
Cash Receipts: J0126 -F0144, FY 2008
2008
audit
7 yrs after
0490-15
FN -1222
15944434
Cash Receipts: J0197 -J0217, 4/16/08-5/15/08
2008
audit
7 yrs after
0490-15
FN -1223
15944435
Cash Receipts: J0145 -J0164, 2/1/08-2/29/08
2008
audit
7 yrs after
0490-15
FN -1224
15945529
Cash Receipts: J0218 -J0233, 5/15/08-6/6/08
2008
audit
7 yrs after
0490-15
FN -1225
15945528
Cash Receipts: J0234 -J0196, FY 2008
2008
audit
7 yrs after
0490-15
FN -1226
15945532
Cash Receipts: J0181 -J0196, 3/25/08-4/15/08
2008
audit
7 yrs after
0490-15
FN -1227
15945533
Cash Receipts: J0165 -J0180, 3/3/08-3/24/08
2008
audit
Cash Receipts: J0065 -J0087; 1-0035-1-0038,
7 yrs after
0490-15
FN -1232
15945598
10/1/08-10/31/08
2008
audit
Cash Receipts: J023 -J0043; L0013 -L0023,
7 yrs after
0490-15
FN -1235
15945597
8/1/08-8/30/08
2008
audit
7 yrs after
0480-40
FN -1282
16681489
Purchase Orders #293-602; FY 2008
2008
audit
0400-45
FN -1330
15945527
Journal Entries 03/2007-06/2007
2007
7 yrs
Cash receipts: DP 0023-43; L0013-23: 8/1/08-
7 yrs after
0490-15
FN -1356
16082222
8/30/08
2008
audit
0400-45
FN -1358
16082224
Journal Entries FY 2007-2008
2007-2008
7yrs;
0400-45
FN -1359
16082225
Journal Entries FY 2007-2008
2007-2008
7yrs;
0460-40
FN -1386
16082252
Employee Time Cards: 4/08-8/08
2008,7
yrs
7 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
0460-40
FN -1389
16082255
Employee Time Cards: 01/08-04/08
2008
7 yrs
0460-40
FN -1390
16082256
Employee Time Cards: 09/08-12/08
2008
7 yrs
7 yrs after
0420-20
FN -1395
16082261
Fiscal Agent Statements FY 2008
2008
audit
7 yrs after
0480-40
FN -1488
16681477
Purchase Orders #1-440; FY 2009
2009
audit
Closed + 5
0735-20
FN -1537
N/A
Litigation -Civil Cases settled or closed): copies
2001-2007
yrs
7 yrs after
0190-10
FN -1538
N/A
Claims Against the Cit (closed or settled)
2003-2006
settled
7 yrs after
0190-10
FN -1539
N/A
Claims Against the Cit closed or settled
2002-2005
settled
7 yrs after
0190-10
FN -1540
N/A
Claims Against the Cit (closed or settled)
2001-2004
settled
Correspondence for Potential Claims 2005-
0190-05
FN -1540
N/A
2008
2005-2008
2 rs
State Controller's Reports - City, Streets,
7 yrs after
0400-84
FN -1592
N/A
Redevelopment Agency
1997-2000
audit
State Controller's Reports - City, Streets,
7 yrs after
0400-84
FN -1593
N/A
Redevelopment Agency
2001-2002
audit
State Controller's Reports - City, Streets,
7 yrs after
0400-84
FN -1594
N/A
Redevelopment Agency
2002-2004
audit
State Controller's Reports - City, Streets,
7 yrs after
0400-84
FN -1595
N/A
Redevelopment Agency
2005-2006
audit
State Controller's Reports - City, Streets,
7 yrs after
0400-84
FN -1596
N/A
Redevelopment Agency, FY 2007-2008
2007-2008
audit
Quarterly Payroll Tax Reports (includes
0460-60
FN -1597
N/A
employee Federal 941 & wage tax reports) FY
1996-2004
7 years
Quarterly Payroll Tax Reports (includes
0460-60
FN -1598
N/A
employee State wage/tax reports and Federal
1996-2004
7 yrs
Quarterly Payroll Tax Reports (includes
0460-60
FN -1599
N/A
employee Federal 941 & wage tax reports) FY
2005-2008
7 yrs
2009 Employee Files paper copies, Imaged in
0530-30
N/A
N/A
Laserfiche, Image is Permanent
2009
Image is P
2010 Employee Files paper copies, Imaged in
0530-30
N/A
N/A
Laserfiche, Image is Permanent
2010
Image is P
Leave Request Forms: 2009 Pay 1 -Pay 26;
0530-20
N/A
N/A
2010 Pay 1 -Pay 8
2009-2010
2 yrs
Leave Request Forms: 2008 Pay 1 -Pay 26;
0530-20
N/A
N/A
2009 Pay 1 -Pay 8
2008-2009
2 rs
Closed +
0190-65
PE -022
15944405
Worker's Compensation Case Files 1969-1986
1969-1986
30 yrs
Risk Management: Certificates of Insurance
0190-42
PE 142
15944422
07/2005-12/2005
2005
11 rs
Risk Management: Certificates of Insurance
0190-42
PE -147
1594442711/2004-6/2005
2004-2005
111 yrs
8 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
Department: CITY CLERK'S OFFICE
PUFF No.
Box No.
Corodata
Box No.
Content Description
Date
Range
Retention
0110-40
CC -398
15944553
Public Records Requests 1/2010-6/2010
2010
2 yrs
0110-40
1 CC -399
15944554
Public Records Requests 7/2010-12/2010
2010
2 yrs
0725-20
CC -457
16082367
Initiative Petition: Lucidi Measure
2003
8 months
0110-40
CC -473
N/A
Public Records Request 2013
2013
2 yrs
0110-40
CC -474
N/A
Public Records Request: Aug- Dec 2014
2014
2 yrs
0110-40
CC -475
N/A
Public Records Request- Jan - July 2014
2014
2 yrs
0720-10
CC -478
N/A
Form 700's for Monte Bowers, David Calvani,
Salem Hasenin, Jeremy Juny, Greg Lewis,
Harry Crossley, Barbara Crossley
2001-2008
7 yrs
0710-36
CC -478
N/A
City Council Speaker's Slips
2011-2012
3 yrs
0700-10
CC -478
N/A
Agreement: Canadian Imperial Bank of
Commerce 1995
1995
Term +
10yrs;
0700-10
CC -478
N/A
Agreement: Pacific Bell/MCI WorldCom 1999
1999
Term +
10 yrs
0700-10
CC -478
N/A
A reement: VFW 7907 2000
2000
Term +
10yrs;
0490-51
CC -478
N/A
Grant Applications & Awards
2005-2007yrs;
Closed + 5
0110-05
CC -479
N/A
City Clerk: General Correspondence 2006
2006
2 yrs
0100-40
CC -479
N/A
Public Records Requests 2010
2010
2 yrs
0480-42
N/A
N/A
Unsuccessful Bids 2013-2014
2013-2014.2
yrs
0120-10
FN -1330
15945527
Housing Committee: Unsuccessful Applications
2007-2009
2007-2009
2 yrs
Department: CITY MANAGER'S OFFICE
PUFF No.
Box No.
Corodata
Box No.
Content Description
Date
Range
Retention
0380-05
CM -181
16082355
Edco Correspondence, Memos & Reference
Material (copies) 2000-2008
2000-2008
2 yrs
0260-05
CM -181
16082355
Housing Programs: Regional Homeless Task
Force: Correspondence, Memos & Reference
Material 2010-2012
2010-2012
5 yrs
0200-60
CM -181
16082355
Sunburst Homes/Scripps Eastview TTM
(copies)
1989
D/R,
copies
0200-90
CM -181
I 16082355
CIP Committee Meetings (copies)
2006
D/R,
co ies
9 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
10 of 14 January 24, 2017 Item # 1.4
Twin Peaks Plaza Amended Grant Deed
D/R,
0780-40
CM -181
16082355
(copies) 1994-1997
1994-1997
copies
Family Focus Night Correspondence, Memos &
1020-70
CM -181
16082355
Reference Material 2005-2006
2005-2006
US + 2 yrs
Ogle Property Acquisitions (APN: 314-192-22)
D/R,
0780-08
CM -181
16082355
co ies, 1991
1991
copies
Sphere of influence Correspondence &
D/R,
0230-40
CM -181
16082355
Reference Material 1992
1992
copies
0110-20
CM -183
N/A
Com laints: Barnick, William 12/31/2011
2011
2 yrs
Correspondence (chronological files) 2012:
Boyack, Cunningham, Ellison, Foley, Grosch,
Heidemann, Higginson, Legg, Mullin, Riley,
0115-10
CM -183
N/A
Vaus, White
2012
2 yrs
0130-05
CM -183
N/A
Poway oday Request for Qualifications 2007
2007
2 yrs
0710-05
CM -183
N/A
Council Calendar: January -December 2012
2012
2 yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Administrative citation
appeal, correspondence, duplicate documents,
Closed + 5
0735-20
CM -185
N/A
certified de os
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants-
Correspondence/Attorney notes & memos;
Closed + 5
0735-20
CM -186
N/A
Information from Kevin Caule - Certifed Depos
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Motion for Summary
Closed + 5
0735-20
CM -187
N/A
Judgement (3 Vols.)
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Duplicate Documents -
Closed + 5
0735-20
CM -188
N/A
lCertifed Depos
2009yrs
10 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
11 of 14 January 24, 2017 Item # 1.4
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants:
Settlement/Documents/Trial Notebooks August
Closed + 5
0735-20
CM -189
N/A
2009
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Duplicate Documents -
Closed + 5
0735-20
CM -190
N/A
pleadin s/corres ondence
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Documents produced by
Closed + 5
0735-20
CM -191
N/A
Rexfords
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Closed + 5
0735-20
CM -192
N/A
Niall Fritz, Defendants: Pleadings
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Closed + 5
0735-20
CM -193
N/A
Niall Fritz, Defendants: Discovery
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Closed + 5
0735-20
CM -194
N/A
Niall Fritz, Defendants: Duplicate Documents 2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Depositions of Kenneth
Quon, Betty Rexford, Penny Riley, David
Rizzuto, Carol Rosas - File from CMO's office -
existing litigation Basile/Cannon v. City of
Poway: Settlement/Closed Session;
Cannon/MDRA; Basile Map Revision; Basile
Depo Transcripts; Declarations & Filings; Expert
Witness Docs; Mediation Briefs; Rulings;
Closed + 5
0735-20
CM -195
N/A
Witness List/Original Complaint
I 20091yrs
11 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
12 of 14 January 24, 2017 Item # 1.4
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Depositions of Marc
LeDrew, Maurice Macare, Brian Mandigo,
Rudolph Matz Sr, Rudolph Matz Jr, Kevin
Closed + 5
0735-20
CM -196
N/A
O'Neill, Michael Proctor
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Closed + 5
0735-20
CM -197
N/A
Niall Fritz, Defendants: Administrative record
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Depositions of Mary
Altaffer, Peter Allen Basile, Dawn Allen Basile,
Danis Bachter, James Bowersox, Patti Brindle,
Closed + 5
0735-20
CM -198
N/A
David F. Bitonti, Nathan Cannon
2009
yrs
City Attorney's Litigation File: Allen & Dawn
Basile; Nathan & Rachel Cannon, Plaintiffs vs.
City of Poway; Betty Rexford; Paul Rexford;
Niall Fritz, Defendants: Depositions of Rachel
Cannon, Frank Casteleneto, Peggy Chapin,
Michael Chillinsky, Niall Fritz, William Giltner,
Closed + 5
0735-20
CM -199
N/A
Robert Hempel, Norman Hubbert
2009
yrs
2013-2014 Correspondence (chronological and
memos): Cunningham, Ellison, Foley, Grosch,
Heidemann, Higginson, Legg, Mullin, Richards,
0115-10
CM -200
N/A
Riley, Vaus, Virata, White, Singer
2013-2014
2 yrs
0150-30
CM -202
N/A
SDCRAA Parking Card 2008
2008
2 yrs
0160-30
CM -202
N/A
Customer Comment Cards 2008-2013
2008-2013
2 yrs
0160-70
CM -202
N/A
Press Releases 2010-2014
2010-2014
2 yrs
Council Calendar: January -December 2013 &
0710-05
CM -202
N/A
2014
2013-2014
2 yrs
0710-40
CM -202
N/A
Eagle Scout Commendations 2011-2013
2011-2013
2 yrs
0710-40
CM -202
N/A
Proclamations 2011-2013
2011-2013
2 yrs
0740-55
CM -202
N/A
Pending Legislation Assembly Bills 2010-2013
2010-2013
2 yrs
12 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
Department: COMMUNITY SERVICES
Corodata
Date
PUFF No.
Box No.
Box No.
Content Description
Range
Retention
Term + 10
0700-10
CS -100
15945861
PCPA Facility Use Agreements FY 2006
2006
yrs
Term + 10
0700-10
CS -101
15945861
PCPA Facility Use Agreements FY 2005
2005
yrs
Term + 10
0700-10
CS -102
15945879
PCPA Facility Use Agreements FY 2005
2008
yrs
PCPA Facility Use Agreements; Art Exhibit Files
Term + 10
0700-10
CS -103
15945880
FY 2005
2005
yrs
Term + 10
0700-10
CS -104
15945855
PCPA Facility Use Agreements FY 2006
2006
yrs
Term + 10
0700-10
CS -105
15945851
PCPA Facility Use Agreements FY 2007
2007
yrs
Term + 10
0700-10
CS -106
16082184
PCPA Facility Use Agreements FY 2007
2007
yrs
Term + 10
0700-10
CS -107
15945850
PCPA Facility Use Agreements FY 2007
2007
yrs
Term + 2
0600-30
CS -114
15945816
Facilit Use Applications & Permits 2010
2010
yrs
Term + 2
0600-30
CS -116
15945806
Facility Use Applications & Permits 2010
2010
yrs
Facility Use Applications & Permits 01/2012-
Term + 2
0600-30
CS -148
N/A
12/2012
2012
yrs
Facility Use Applications & Permits 01/2012-
Term + 2
0600-30
CS -149
N/A
12/2012
2012
yrs
Facility Use Applications & Permits 01/2013-
Term + 2
0600-30
CS -150
N/A
12/2013
2013
yrs
Facility Use Applications & Permits 01/2013-
Term + 2
0600-30
CS -151
N/A
12/2013
2013
yrs
Term + 2
1020-30
N/A
N/A
PLAY Scholarship Applications Spring 2012
2012
yrs
Department: PUBLIC WORKS
Corodata
Date
PUFF No.
Box No.
Box No.
Content Description
Range
Retention
Public Works Correspondence & Memos 1993-
0115-10
PS -097
N/A
2010
1993-2010
2 yrs
Work Orders: Vehicles disposed of by auction
Closed + 2
1120-10
PW -103
N/A
2013; Unit 3, 14, 15, 20, 31, 79, 749, 1001
2012-2013
yrs
13 of 14 January 24, 2017 Item # 1.4
Resolution No. 17 -
Exhibit A
Department: SAFETY SERVICES
PUFF No.
Box No.
Corodata
Box No.
Content Description
Date
Range
Retention
0460-40
FD -170
16681523
Fire Dept: Overtime Forms FY 2007-2008
2007-2008
7 years
0560-40
FD -197
N/A
Volunteer Reserve Firefighter Files
1997-2008
Separation
+ 3 yrs
0560-40
FD -198
N/A
Volunteer Reserve Firefighter Ap lications
1997-2008
2 yrs
0560-40
FD -199
N/A
Volunteer Reserve Firefighter Files
1997-2008
Separation
+ 3 yrs
0560-40
FD -200
N/A
Volunteer Reserve Firefighter Files
1997-2008
Separation
+ 3 yrs
14 of 14 January 24, 2017 Item # 1.4