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Res 17-041
RESOLUTION NO. 17-041 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS IN THE CITY CLERK'S OFFICE, COMMUNITY SERVICES, DEVELOPMENT SERVICES, FINANCE, HUMAN RESOURCES, 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. Resolution No. 17-041 Page 2 PASSED, ADOPTED, AND APPROVED by the City Council of the City of Poway, California, this 18th day of July 2017. Gfeve Vaus, Mayor ATTEST: 4hnc( /�� N nc �uf d, 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. 17-041 was duly adopted by the City Council at a meeting of said City Council held on the 18th day of July 2017, and that it was so adopted by the following vote: AYES: CUNNINGHAM, GROSCH, MULLIN, LEONARD, VAUS NOES: NONE ABSENT: NONE DISQUALIFIED: NONE y���� Nancy (%f d, CIMC, City Clerk City of Poway CONSENT IS HEREBY GIVEN TO THE DESTRUCTION OF THE DOCUMENTS DESCRIBED IN THE ATTACHED EXHIBIT A. �*W tj�t- Morgan . F ley, City A Corney Exhibit A Resolution No. 17-041 Page 3 Records Destruction List July 2017 Department: CITY CLERK'S OFFICE PUFF No Box No. Corodata Box No. Content Description Date Range Retention 0140-05 - - League of California Cities Dinner Correspondence 2000-2010 2 0110-05 - - Director's Weekly Notes 2010-2012 2 0110-40 - - Public Records Request 2007-2009 2 0380-05 CC -333 - Edco Correspondence, Memos & Reference Materials 2000-2008 2 0475-20 CC -333 - Accounts Payable for Cit Clerk's Office 2011-2014 Copies 0490-15 CC -402 16082418 Pro 218 Undeliverable Mailed Notices 2006 2 0490-15 CC -425 16082415 Pro 218 Undeliverable Mailed Notices 2006 2 0490-15 - - Pro 218 Water Protest Letter 2009 2 0560-05 - - AB 1234 Ethics TrainingCorrespondence/Tracker 2006-2013 2 0560-30 - - AB 1234 Ethics TrainingCertificates 2006-2011 5 0700-05 Correspondence, Memos & Reference: A rmts/Contracts 2 0700-10 CC -333 Lease Agreement: Jose D. & Teresa Moreno APN: 275-791-18 T + 4 0710-10 - _Agenda Reports various Image is P 0710-45 - Petition not related to elections , initiative, recall, or ref. k2007-2009 1 0720-05 Economic Interest Filings (Form 700): Correspondence, Memos & Reference Material 2 0720-05 Conflict of Interest FilingLo 2 0720-10 CC -485 Candidate Statement of Economic Interest Form 700) 7 0720-10N15944562 Economic Interest Filings (Form 700): Employees, Committee Members & Consultants 1993-2008 7 0720-10 CC -405 Econimic Interest Filin s Form 700: Council 1984-2010 Ima a is P 0725-05 -Cam ai n Statement Pilin Corres ondence 1982-2014 2 0725-05 CC-485Election Administration - includes corres ondence 1982-2014 2 0725-25 -Candidate Handbook Instruction to Candidates 2008-2012 E + 4 0725-40 CC-485Nomination Pa ers Successful Candidates 1982-2010 T + 4 0720-40 -Nomination Papers Unsuccessful Candidates 1982-2014 E + 2 0725-45 CC -485 Candidate Organization/Termination Statements (Copies) 1985-2012 4 0725-50 - Campai n Statements - Successful Candidates 1982-2014 Image is P 0725-50 CC -485 Campaign Statements - Unsuccessful Candidates 1982-2010 5 0725-51 - - Secretary of State Correspondence 1982-1998 2 0730-71 CC -333 Summons & Subpoenas 1996-2014 2 0780-05 CC -333 - Correspondence & Transmittals: Recorded Documents 2009-2014 2 0800-50 CC -400 16082420 Building Code Books 1998 Until Su erceded 0800-50 CC -423 16082413 1 Uniform Building Codes 1979-1993 Until Su erceded 0800-50 CC -424 16082414 Uniform Building Codes 1994 Until Sulperceded 10800-501 Uniform Building Codes 2001 Until Su erceded Resolution No. 17-041 Page 4 Department: COMMUNITY SERVICES PUFF No Box No. Corodata Box No. Content Description Date Range Retention 1020-35 CS -122 16082313 Minor Liability Waivers 2012-2013 T + 2 1020-30 CS -130 16082347 Class Registrations & Applications 2012 2012 T + 2 0560-40 CS -152 - Reserve Park Ranger Volunteer Applications & Correspondence 1994-2010 3 1020-35 CS -153 to CS -156 - Recreation Class Liability Waivers 2007-2014 T + 2 1020-30 CS -157 - Recreation Class Registration Forms 2013-2014 T + 2 0600-30 CS -158 to CS -160 - Facility Use Permits 2014 T + 2 Department: DEVELOPMENT SERVICES 0180-40 - - PC Daily Reports Construction/System Disks & Manuals 1996 D/R 0480-42 - - Unsuccessful Proposals: Citywide Striping Inventory & Database 1999 2 0480-42 - - Unsuccessful Proposals: Red Light Photo Enforcement Pro ram 2004 2 0810-75 - - Moving Permits 2009-2014 T + 2 0850-05 - Traffic Engineering Administration: VHS Tapes various 1997-2003 2 0870-15 Storm Drainage & Flood Control Investigations/Inspections on VHS Tapes (various) 1996-2003 CL + 7 Department: FINANCE 0490-15 FN -1219 16082220 Cash Receipts FY 2009: J0087 -J0108; 1-045-1-056; 11/2/08- 12/6/08 2008-2009 Audit + 7 0490-15 FN -1229 15945535 Ambulance Billings & Receipts 2008 2008 Audit + 7 0490-15 FN -1230 15945541 Ambulance Billings & Receipts 2008 2008 Audit + 7 0490-15 FN -1231 15945544 Ambulance Billings & Receipts 2008 2008 Audit + 7 0475-20 FN -1232 15945598 Accounts Payable FY 2009: WCF Refund - AO Reed 2008-2009 Audit + 7 0475-20 FN -1235 15945597 Accounts Payable FY 2009: Aramark Uniform 2008-2009 Audit + 7 0475-20 FN -1236 15945596 Accounts Payable FY 2009: Arbitrage Compliance - ATT/MCI (July -Oct) 2008-2009 Audit + 7 0475-20 FN -1237 15945578 Accounts Payable FY 2009: ATT Nov -June 2008-2009 Audit + 7 0475-20 FN -1238 15945576 Accounts Payable FY 2009: ATT Mobility - Ben Meadows 2008-2009 Audit + 7 0475-20 FN -1239 15945595 Accounts Payable FY 2009: Benchmark - Business Office Outfitters 2008-2009 Audit + 7 0475-20 FN -1240 15945580 Accounts Payable FY 2009: Bureau Veritas - C Miscellaneous 2008-2009 Audit + 7 0475-20 FN -1241 15945579 Accounts Payable FY 2009: C-18 - Chicago Title 2008-2009 Audit + 7 0475-20 FN -1242 15945546 Accounts Payable FY 2009: Childress, Deborah - Corporate Express 2008-2009 Audit + 7 Resolution No. 17-041 Page 5 Department: FINANCE PUFF No Box No. Corodata Box No. Content Description Date Range Retention 0475-20 FN -1244 15945870 Accounts Payable FY 2009: D-3 Equipment - Dixieline 2008-2009 Audit + 7 0475-20 FN -1245 15945869 Accounts Payable FY 2009: DLT Solutions - EMS 2008-2009 Audit + 7 0475-20 FN -1246 15945878 Accounts Payable FY 2009: Ennis - Es it (July -Feb) 2008-2009 Audit + 7 0475-20 FN -1247 15945853 Accounts Payable FY 2009: Es it Mar -June - Fastenal 2008-2009 Audit + 7 0475-20 FN -1248 15945846 Accounts Payable FY 2009: Fedex - First Bankcard 2008-2009 Audit + 7 0475-20 FN -1249 15945844 Accounts Payable FY 2009: First Transit - Gov Connection 2008-2009 Audit + 7 0475-20 FN -1250 15945845 Accounts Payable FY 2009: Grafiks - Harrington 2008-2009 Audit + 7 0475-20 FN -1251 15945843 Accounts Payable FY 2009: Harris - Heaviland 2008-2009 Audit + 7 0475-20 FN -1252 15945840 jAccounts Payable FY 2009: Hickman, Vivian - Home Depot 2008-2009 Audit + 7 0475-20 FN -1253 15945842 Accounts Payable FY 2009: Hose Pros - J Miscellaneous 2008-2009 Audit + 7 0475-20 FN -1254 15945841 Accounts Payable FY 2009: JM McKinney - Kimball Midwest 2008-2009 Audit + 7 0475-20 FN -1255 15945839 Accounts Payable FY 2009: Kimley Horn - Lab Safety 2008-2009 Audit + 7 0475-20 FN -1256 15945838 Accounts Payable FY 2009: Labahns - M Miscellaneous 2008-2009 Audit + 7 0475-20 FN -1257 15945836 Accounts Payable FY 2009: Mad Science - MK Signs 2008-2009 Audit + 7 0475-20 FN -1258 15945837 Accounts Payable FY 2009: MMASC - Napa 2008-2009 Audit + 7 0475-20 FN -1259 15945835 Accounts Payable FY 2009: Narevsky, David - O'Reilly, Kevin 2008-2009 Audit + 7 0475-20 FN -1260 15945834 Accounts Payable FY 2009: Office Depot - One Stop Equipment 2008-2009 Audit + 7 0475-20 FN -1261 15945833 Accounts Payable FY 2009: Onesource - P Miscellaneous 2008-2009 Audit + 7 0475-20 FN -1262 15945832 Accounts Payable FY 2009: Pacheco, Mike - Petty Cash Fire 2008-2009 Audit + 7 0475-20 FN -1263 15945831 Accounts Payable FY 2009: Petty Cash General - Petty Cash PW 2008-2009 Audit + 7 0475-20 FN -1264 15945830 Accounts Payable FY 2009: Pinpoint Pest - Poway Firefighters 2008-2009 Audit + 7 0475-20 FN -1265 15945829 Accounts Payable FY 2009: Poway Fun Bowl - Q Miscellaneous 2008-2009 Audit + 7 0475-20 FN -1267 15945828 Accounts Payable FY 2009: Rexford, Betty - S Miscellaneous 2008-2009 Audit + 7 0475-20 FN -1268 15945825 Accounts Payable FY 2009: SKS - SDGE (July -Feb) 2008-2009 Audit + 7 0475-20 FN -1269 15945826 Accounts Payable FY 2009: SDGE (Mar -June) - SDGE Sundry All 2008-2009 Audit + 7 0475-20 FN -1270 15945822 Accounts Payable FY 2009: San Diego Housing - Sharp Rees Steal 2008-2009 Audit + 7 0475-20 FN -1271 15945824 Accounts Payable FY 2009: Sheakle - SW 2008-2009 Audit + 7 0475-20 FN -12721 15945823 Accounts Payable FY 2009: S ank 's - S metra 2008-2009 Audit + 7 0475-20 FN -12731 15945807 Accounts Payable FY 2009: T Miscellaneous - TVA 2008-2009 Audit + 7 Resolution No. 17-041 Page 6 Department: FINANCE PUFF No Box No. Corodata Box No. Content Description Date Range Retention 0475-20 FN -1274 15945821 Accounts Payable FY 2009: U Miscellaneous - Union Tribune 2008-2009 Audit + 7 0475 -20 FN -1275 15945818 Accounts Payable FY 2009: United Rentals - Verizon (July - Sept)2008-2009 Audit + 7 0475-20 FN -1276 15945819 Accounts Payable FY 2009: Verizon Oct -June 2008-2009 Audit + 7 0475-20 FN -1277 15945817 Accounts Payable FY 2009: Village Lock - Waxie 2008-2009 Audit + 7 0475-20 FN -1278 15945820 Accounts Payable FY 2009: Weed Eliminator - Zoll 2008-2009 Audit + 7 0475-20 FN -1281 15945599 Purchase Orders FY 2008 2007-2008 Audit + 7 0460-40 FN -1285 16082214 Time Cards 2009: 3/23-6/14/2009; Pay Periods 8-13 2009 7 0460-40 FN -1286 16082215 Time Cards 2009: 12/29/2008-3/22/2009; Pay Periods 2-7 2008-2009 7 0460-40 FN -1287 16082216 lTime Cards 2009: 6/15-8/7/2009; Pay Periods 14-19 2009 7 0490-15 FN -1339 16082202 Cash Receipts FY 2009: DP0044-64; 1-0024-34; 9/2/08- 9/30/08 2008-2009 Audit + 7 0490-15 FN -1340 16082203 Cash Receipts FY 2009: DP0088; 1-0039-46; 11/3/08- 12/31/08 2008-2009 Audit + 7 0490-15 FN -1341 16082204 Cash Receipts FY 2009: DP0001-22; L0001-12; 7/1/08- 7/31/08 2008-2009 Audit + 7 0490-15 FN -1347 16082210,5/26/09 Cash Receipts FY 2009: DP0215-227; 1-0108-115; 5/8/09- 2008-2009 Audit + 7 0490-15 FN -1348 16082211 Cash Receipts FY 2009: DP0241-255; 1-0123-128; 6/15/09- 6/30/09 2008-2009 Audit + 7 0490-15 FN -1349 16082212 Cash Receipts FY 2009: DP0228-240; L0116-122; 5/27/09- 6/12/09 2008-2009 Audit + 7 0490-15 FN -1350 16082213 Cash Receipts FY 2009: DP0197-214; L0098-107; 4/14/09- 5/7/09 2008-2009 Audit + 7 0490-15 FN -1352 16082218,12/19/08 Cash Receipts FY 2009: DP0103-119; 1-0047-55; 11/25/08- 2008-2009 Audit + 7 0490-15 FN -1355 16082221 Cash Receipts FY 2009: DP0065-87; 1-0035-38; 10/1/08- 10/31/08 2008-2009 Audit + 7 0400-45 FN -1360 16082226 Journal Entries FY 2009 2008-2009 7 0400-45 FN -1361 16082227 Journal Entries FY 2009 2008-2009 7 0420-20 FN -1394 16082260 Fiscal Agent Statements FY 2009 2008-2009 Audit + 7 0400-25 FN -1402 15944511 Warrant Registers FY 2007-2009 2008-2009 Audit + 7 0490-15 FN -1403 15944512 Cash Receipts FY 2009: 3/18/09-4/13/09 2008-2009 Audit + 7 0490-15 FN -1404 15944513 Cash Receipts FY 2009: 12/22/08-1/23/09 2008-2009 Audit + 7 0490-15 FN -1405 15944514 Cash Receipts FY 2009: 2/24/09-3/17/09 2008-2009 Audit + 7 0490-15 FN -1406 15944515 Cash Receipts FY 2009: 1/26/09-2/23/09 2008-2009 1 Audit + 7 0490-15 FN -1541 16983340 Miscellaneous Billings for 2007-2009 2007-2009 Audit + 7 Department: HUMAN RESOURCE 0530-30 2011 Terminated Employee Files paper copies, Imaged in Laserfiche, Image is Permanent 2010 Image is P 0530-30 2010 Terminated Employee Files paper copies, Imaged in Laserfiche, Image is Permanent 2011 Ima a is P Resolution No. 17-041 Page 7 Department: HUMAN RESOURCE PUFF No. Box No. Corodata Box No. Content Description Date Range Retention 0530-30 2000 Terminated Employee Files paper copies, Imaged in Laserfiche, Image is Permanent 2000 Image is P 0530-30 2001 Terminated Employee Files paper copies, Imaged in Laserfiche, Image is Permanent 2001 Image is P 0530-30 1994-1999 Terminated Employee Files paper copies, Imaged in Laserfiche, Image is Permanent 1994-1999 Image is P 0550-60 - 2013 Recruitments 2008-2013 3 yrs 0560-40 - Inactive Volunteer Records 2009-2013 2009-2013 1 3 yrs Department: PUBLIC WORKS 0110-10 - - Activity Reports Cannon Pacific 2001 2001 2 0110-30 - - Work Orders Cannon Pacific 2001-2006 2001-2006 2 0110-30 - - Work Orders Division 0405 2010 2010 2 0110-30 - - Work Orders Division 0404, 0405 2011 2011 2 0110-30 - - Work Orders Division 0404 2012 2012 2 0110-30 - - ERT Logs 2012 2012 2 0140-10 - - AWWA Membership Renewal 1995, ACWA Survey 1996 1995-1996 6 1130-20 - - Air Quality Management: Notice of Violation 2007 2007 CL + 3 0480-42 - - Unsuccessful Bids 2009-2013 2009-2013 2 0620-05 - Ado t -A -Trail Correspondence 2004 2004 2 0650-05 - - Landscaping Memos/Correspondence 1992-2002 1992-2002 2 0930-15 - - Recycled Water/Customer Billings 2004-2009 2004-2009 CL + 5 0930-15 - - Recycled Water Billings; Cross -Connection Shutdown Test CY 2011 2011 CL + 5 0930-30 - - Rate for Treated Water SDCWA 2009-2011 2009-2011 1 2 0930-30 - City of San Diego Recycled Water Use Rate 2012 2012 2 1120-10 lVehicle Fleet Maintenance Work Orders/Service Requests 2013: Records - destroyed in accident Unit 921-2013 2013 CL + 2 1120-10 Fleet Maintenance Work Orders/Service Requests 2013: Vehicle Records - auction Unit 3, 17, 31, 79 2013 CL + 2 1120-10 Fleet Maintenance Work Orders/Service Requests 2012: Vehicle Records - auction Unit 20, 51, 98 2012 CL + 2 1120-10 Fleet Maintenance Work Orders/Service Requests 2011: Vehicle Records - auction 2011 CL + 2 1120-10 Fleet Maintenance Work Orders/Service Requests 2010: Vehicle Records - auction 2010 CL + 2 1120-10 Fleet Maintenance Work Orders/Service Requests 2009: Vehicle Records - auction (Unit 57, 70, 84, 594, 906, 907, 407-8) 1 2009 CL + 2 1120-10 Fleet Maintenance Work Orders/Service Requests 2007- 2008: Vehicle Records - auction 2007-2008 CL + 2 1120-10 Fleet Maintenance Work Orders/Service Requests 2005: Vehicle Records - auction 2005 CL + 2 Resolution No. 17-041 Department: SAFETY SERVICES PUFF No. Box No. Corodata Box No. Content Description Date Range Retention 0360-60 FD 158 16082174 Fire Incident Logs - Red Books 1968-1982 1968-1982 T + 30 0360-60 FD 160 16082176 Fire Incident Logs - Red Books 1981-1986 1981-1986 T + 30 0460-40 FD 172 16681525 Fire Dept Overtime Forms FY 09-10 07/01/09- 06/30/10 7