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Res 17-002RESOLUTION NO. 17 -002 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, DEVELOPMENT SERVICES, FINANCE, SAFETY SERVICES AND PUBLIC WORKS 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. Resolution No. 17 -002 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: Na cy eu(eld, 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 -002 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: CUNNINGHAM, GROSCH, MULLIN, LEONARD, VAUS NOES: NONE ABSENT: NONE DISQUALIFIED: NONE Nancy Ne fel , CMC, City Clerk City of Poway CONSENT IS HEREBY GIVEN TO THE DESTRUCTION OF THE DOCUMENTS DESCRIBED IN THE ATTACHED EXHIBIT A. Morgan . Fo ey, City Attorney Exhibit A Resolution No. 17 -002 Page 3 Records Destruction List 2017 Department: ADMINISTRATIVE SERVICES Corodata Date PUFF No. Box No. Box No. Content Description Range Retention 7 yrs after 0490 -10 AS -045 N/A Accounts Receivable: Bankruptcies 2000 -2009 audit 7 yrs after 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 - 911998 & 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 7 yrs after 0400 -25 CT -195 1 15944532 Water Cycle Re isters 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- 216/07 2007 audit 7 yrs after 0490 -15 CT -199 16082075 Water Pa ments: 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 - 5122/07 2007 audit 7 yrs after 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 Pa ments: 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; 2/27108 - 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; 817/07- 9/18/07 2007 audit 7 yrs after 0490 -15 CT -213 15944545 Water Payments: DP 82 -107; 10/25107- 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 Payments: DP 23 -41; 8/1/08 - 8/27/08 2008 audit Resolution No. 17-002 Page 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 15945798 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 Taylor, 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 Resolution No. 17 -002 Page 5 Accounts Payable: City of (all others) - Costco, 7 yrs after 0475 -20 FN -1181 15945890 FY 2008 2008 audit 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 Com ass, 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-1 1901 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-1 1931 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: 0 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 Resolution No. 17 -002 Page 6 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 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- F0l44, 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 Recei ts: 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-12261 15945532 Cash Receipts: J0181- J0196, 3/25/08 -4115/08 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; L0035- 1-0038, 7 yrs after 0490 -15 FN -1232 15945598 10/1/08 - 10131/08 2008 audit Cash Receipts: J023- J0043; L001 3-1-0023, 7 yrs after 0490 -15 FN -1235 15945597 8/1108 - 8130/08 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: 8/1108- 7 yrs after 0490 -15 FN -1356 16082222 8/30/08 2008 audit 0400 -45 FN -1358 16082224 Journal Entries FY 2007 -2008 2007-2008.7 yrs Resolution No. 17 -002 Page 7 0400 -45 FN -1359 16082225 Journal Entries FY 2007 -2008 2007 -2008 7 yrs 0460 -40 FN -1386 16082252 Employee Time Cards: 4/08 -8 /08 2008 7 yrs 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 -12108 2008 7 yrs 7 yrs after 0420 -20 FN-13951 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 Liti ation -Civil Cases settled or closed : copies 2001 -2007 yrs 7 yrs after 0190 -10 FN -1538 N/A Claims Against the City closed or settled 2003 -2006 settled 7 yrs after 0190 -10 FN -1539 N/A Claims Against the City closed or settled 2002 -2005 settled 7 yrs after 0190 -10 FN -1540 N/A Claims Against the City closed or settled 2001 -2004 settled Correspondence for Potential Claims 2005- 0190-05 FN -1540 N/A 2008 2005 -2008 2 yrs State Controller's Reports - City, Streets, 7 yrs after 0400 -84 FN -1592 N/A Redevelc ment 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 Redevelo ment 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 em to ee 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 Pa 1-Pay 8 2009 -2010 2 yrs Leave Request Forms: 2008 Pay 1 -Pay 26; 0530 -20 N/A N/A 2009 Pa 1-Pay 8 2008 -2009 2 yrs 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 yrs Risk Management: Certificates of Insurance 0190 -42 PE -147 1594442711/2004 - 6/2005 2004-2005.11 yrs Resolution No. 17 -002 Page 8 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- 612010 2010 2 yrs 0110 -40 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 + 10 yrs 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 2000110 Term + yrs 0490 -51 CC -478 N/A Grant Applications & Awards 2005 -2007 Closed + 5 yrs 0110 -05 CC -479 N/A Cit 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 15945527,2007-2009 Housing Committee: Unsuccessful Applications 2007 -2009 2 yrs Department: CITY MANAGER'S OFFICE PUFF No. Box No. Corodata Box No. Content Description Date Range Retention 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, co ies 0200 -90 CM -181 16082355 CIP Committee Meetings (copies) 2006 D /R, copies 0780 -40 CM -181 16082355 Twin Peaks Plaza Amended Grant Deed (copies) 1994 -1997 1994 -1997 D /R, co ies Resolution No. 17 -002 Page 9 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 copies, 1991 1991 co ies Sphere of influence Correspondence & D /R, 0230 -40 CM -181 16082355 Reference Material 1992 1992 copies 0110 -20 CM -183 N/A Complaints: 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 lVaus, White 2012 2 yrs 0130 -05 CM -183 N/A Poway Today 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 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: 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 Certifed De os 2009 yrs Resolution No. 17 -002 Page 10 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 NIA 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 pleading 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 rs 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 2009 yrs Resolution No. 17 -002 Page 11 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 NIA O'Neill, Michael Proctor 2009 rs 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 NIA 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 rs 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 ISDCRAA 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 Ea le Scout Commendations 2011 -2013 2011 -2013 2 rs 0710 -40 CM -202 N/A Proclamations 2011 -2013 2011 -2013 2 rs 0740 -55 CM -202 N/A Pending Legislation Assembly Bills 2010 -2013 2010 -2013 2 rs Resolution No. 17 -002 Page 12 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 Facility 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 NIA 12/2013 2013 yrs Facility Use Applications & Permits 01/2013- Term + 2 0600 -30 CS -151 N/A 12/2013 2013 rs + 2 1020 -30 N/A N/A PLAY Scholarship Applications Spring 2012 2012 ITerm yrs Department: PUBLIC WORKS I i 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 Resolution No. 17 -002 Page 13 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 NIA Volunteer Reserve Firefighter Files 1997 -2008 Separation + 3 yrs 0560 -40 FD -198 NIA Volunteer Reserve Firefighter Applications 1997 -2008 2 yrs 0560 -40 FD -199 NIA Volunteer Reserve Firefighter Files 1997-2008,+ Separation 3 yrs 0560 -40 FD -200 NIA Volunteer Reserve Firefighter Files 1997 -2008 Separation + 3 rs