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Res 18-003
RESOLUTION NO. 18-003 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS IN THE CITY CLERK'S OFFICE, CITY MANAGER'S OFFICE, COMMUNITY SERVICES, DEVELOPMENT SERVICES, FINANCE, HUMAN RESOURCES, 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. PASSED, ADOPTED, AND APPROVED by the City Council of the City of Poway, California, at a regular meeting this 23rd day of January 2018. Steve Vaus, Mayor ATTEST: Nancy Neufeld, CMC, City Clerk Resolution No. 18-003 Page 2 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. 18-003 was duly adopted by the City Council at a meeting of said City Council held on the 23rd day of January 2018, and that it was so adopted by the following vote: AYES: CUNNINGHAM, GROSCH, LEONARD, MULLIN, VAUS NOES: NONE ABSENT: NONE DISQUALIFIED: NONE rfa cy A6dfelcf, CMC, City Clerk City of Poway CONSENT IS HEREBY GIVEN TO THE DESTRUCTION OF THE DOCUMENTS DESCRIBED IN THE ATTACHED EXHIBIT A. Alan Fenstermacher, City Attorney Exhibit A Resolution No. 18-003 Page 3 PUFF No.Box No. Corodata Box No.Content Description Date Range Retention 0110-05 --City Clerk Correspondence 2005-2015 2 0110-40 --Public Records Requests 2015 2 0200-05 -- Administration/Correspondence for MDRA's, PDC's, TPM's, TTM's 1980-2015 2 0210-05 --Administration/Correspondence for MCUP's, CUP's, TUP's, Appeals, Variances 1980-2015 2 0480-42 --Unsuccessful Bids 2014-2015 2 0700-05 --Administration/Correspondence for Agreements 2015 2 0710-10 --Agenda Packets 2015 Copies 0710-36 --Speaker's Slips/List 2013-2015 2 0725-50 --Campaign Statements: Unsuccessful Candidates Election 2012 2012 5 0725-55 --Campaign Statements: Committee to Recall Betty Rexford Election June 2012 2010 7 0730-20 --Proof of Publications & Affidavits - all 1980-2015 2 Department: CITY MANAGER 0115-10 --City Manager's Office Correspondence & Memos 2015 2 0110-40 --Dept. Public Records Request 2010-2014 2 0140-85 --Poway Community Leadership Institute 2007-2011 2 0150-40 --San Diego County Water Authority 2015 2 0160-05 --Customer Relations 2006-2012 2 0160-80 --Miscellaneous Survey 1996-2011 2 0350-05 --Grand Jury Request for Information 2009-2010 2 0400-84 --County of San Diego Property Tax Assessments 1994-2004 7 0490-05 --Tax Correspondence 2004-2006 2 0725-20 --Campaign Statement Poway Today, Prop 22 2010 2 Department: COMMUNITY SERVICES PUFF No.Box No. Corodata Box No.Content Description Date Range Retention 1020-35 CS-121 15944564 Kumeyaay Trip Permission Slips/Liability Waivers 2011-2012 T + 2 0810-60 --Right-of-Way Permits 2008-2013 T + 2 0210-60 --Temporary Use Permits 2006-2012 Exp. + 3 0490-60 AS 036 16082376 CASH RECEIPTS 06/14/2010-08/02/2010: DP 239-22 2010 AUDIT + 7 0490-60 AS 037 16082377 CASH RECEIPTS 04/21/2010-06/11/2010: DP 202-238 2010 AUDIT + 7 0490-60 AS 038 16082378 CASH RECEIPTS 08/03/2010-09/22/2010: DP 54-23 2010 AUDIT + 7 Records Destruction List January 2018 Department: FINANCE Department: CITY CLERK'S OFFICE Department: DEVELOPMENT SERVICES Resolution No. 18-003 Page 4 PUFF No.Box No. Corodata Box No.Content Description Date Range Retention 0490-60 AS 039 16082379 CASH RECEIPTS 02/24/2010-04/20/2010: DP 201-162 2010 AUDIT + 7 0490-60 AS 040 16082380 CASH RECEIPTS 01/04/2010-02/23/2010: DP 127-161 2010 AUDIT + 7 0490-05 CT 230 16082408 ACCOUNTS RECEIVEABLE: AMBULANCE EXPLANATION OF BENEFITS 2009: A-U 2009 AUDIT + 7 0490-15 CT 231 15944528 ACCOUNTS RECEIVEABLE: AMBULANCE EXPLANATION OF BENEFITS 2009; INSURANCE AUTHORIZATION FORMS: A-M 2009 AUDIT + 7 0490-15 CT 232 15944526 ACCOUNTS RECEIVEABLE: AMBULANCE TRIP REPORTS 2009: 1-825; INSURANCE AUTHORIZATION FORMS: N-Z 2009 AUDIT + 7 0490-15 CT 233 15944527 ACCOUNTS RECEIVEABLE: AMBULANCE TRIP REPORTS 2009: 826-1737 2009 AUDIT + 7 0490-05 CT 235 15944529 ACCOUNTS RECEIVEABLE: AMBULANCE EXPLANATION OF BENEFITS 2009: A-U 2009 AUDIT + 7 0490-15 CT 237 15944495 DAILY CASH RECEIPTS 08/18/2009-10/01/2009 2009 AUDIT + 7 0490-15 CT 238 15944496 DAILY CASH RECEIPTS 06/20/2009-08/17/2009 2009 AUDIT + 7 0490-15 CT 240 15944498 DAILY CASH RECEIPTS 11/18/2009-12/30/2009 2009 AUDIT + 7 0490-15 CT 241 15944499 DAILY CASH RECEIPTS 10/02/2009-11/17/2009 2009 AUDIT + 7 0490-15 CT 271 16870146 WATER BILLING PACKETS 01/01/2010-07/31/2010 2010 AUDIT + 7 0490-15 FN 1041 15944258 ACCOUNTS RECEIVEABLE: AMBULANCE TRIP REPORTS 2005: 901-1713 2005 AUDIT + 7 0490-15 FN 1042 15944259 ACCOUNTS RECEIVEABLE: AMBULANCE TRIP REPORTS 2005: 226-900 2005 AUDIT + 7 0490-15 FN 1043 15944260 ACCOUNTS RECEIVEABLE: AMBULANCE EXPLANATION OF BENEFITS/CORRESPONDENCE 2005 2005 AUDIT + 7 0490-15 FN 1044 15944261 ACCOUNTS RECEIVEABLE: AMBULANCE EXPLANATION OF BENEFITS/CORRESPONDENCE 2003 2003 AUDIT + 7 0490-15 FN 1045 15944262 ACCOUNTS RECEIVEABLE: AMBULANCE EXPLANATION OF BENEFITS/CORRESPONDENCE 2002 2002 AUDIT + 7 0490-15 FN 1046 15944263 ACCOUNTS RECEIVEABLE: AMBULANCE EXPLANATION OF BENEFITS/CORRESPONDENCE 2004 2004 AUDIT + 7 0490-15 FN 1047 15944264 ACCOUNTS RECEIVEABLE: AMBULANCE BILLINGS 9/97- 6/98; w/o's 97-99, bills 1/92-11/92 #10150-10899 1992-1999 AUDIT + 7 0490-15 FN 1097 15945476 ACCOUNTS RECEIVEABLE: 2006 Ambulance Billings: Insurance Authorization Forms, Trip Reports 1306-1746, Correspondence 2006 AUDIT + 7 0490-15 FN 1098 15945484 ACCOUNTS RECEIVEABLE: AMBULANCE INSURANCE AUTHORIZATION FORMS 2004-2005, JOURNAL ENTRIES 2005 2004-2005 AUDIT + 7 Department: FINANCE Resolution No. 18-003 Page 5 PUFF No.Box No. Corodata Box No.Content Description Date Range Retention 0490-15 FN 1155 15945526 ACCOUNTS RECEIVEABLE: AMBULANCE TRIP REPORTS 2007: 1-1425 2007 AUDIT + 7 0490-15 FN 1156 15945525 ACCOUNTS RECEIVEABLE: AMBULANCE TRIP REPORTS 2007: 1426-1732, EXPLANATION OF BENEFITS 2007 2007 AUDIT + 7 0490-15 FN 1228 15945538 ACCOUNTS RECEIVEABLE: AMBULANCE TRIP REPORTS 2008: 1544-1726, INSURANCE AUTHORIZATION FORMS 2008 2008 AUDIT + 7 0475-20 FN 1243 16082031 ACCOUNTS PAYABLE FY 2009: COSTCO - D MISCELLANEOUS 2008-2009 AUDIT + 7 0475-20 FN 1266 15945827 ACCOUNTS PAYABLE FY 2009: QUALITY TREE - REX TROPHIES 2008-2009 AUDIT + 7 0490-15 FN 1283 15945815 ACCOUNTS RECEIVEABLE: AMBULANCE INSURANCE AUTHORIZATION FORMS 2002-2003 2002-2003 AUDIT + 7 0490-15 FN 1284 15945814 ACCOUNTS RECEIVEABLE: AMBULANCE INSURANCE AUTHORIZATION FORMS 2002-2003 2002-2003 AUDIT + 7 0475-20 FN 1288 15945893 ACCOUNTS PAYABLE FY 2010: ALPHA NUMERIC - A MISCELLANEOUS (INCLUDING #'S MISCELLANEOUS)2009-2010 AUDIT + 7 0475-20 FN 1289 15945894 ACCOUNTS PAYABLE FY 2010: AMERICAS INSTANT SIGNS - AT&T RSWA 2009-2010 AUDIT + 7 0475-20 FN 1290 15945895 ACCOUNTS PAYABLE FY 2010: AT&T - AT&T 2009-2010 AUDIT + 7 0475-20 FN 1291 15945896 ACCOUNTS PAYABLE FY 2010: AT&T - BISHOP 2009-2010 AUDIT + 7 0475-20 FN 1292 15945897 ACCOUNTS PAYABLE FY 2010: BJS RENTALS - CA COMMERCIAL ASPHALT 2009-2010 AUDIT + 7 0475-20 FN 1293 15945898 ACCOUNTS PAYABLE FY 2010: CA FISH AND GAME - COUNTY OF SAN DIEGO 2009-2010 AUDIT + 7 0475-20 FN 1294 15945899 ACCOUNTS PAYABLE FY 2010: COUNTY OF SAN DIEGO AUDITOR - DIXIELINE LUMBER 2009-2010 AUDIT + 7 0475-20 FN 1295 15945900 ACCOUNTS PAYABLE FY 2010: DIXIELINE - ESCO 2009-2010 AUDIT + 7 0475-20 FN 1296 15945901 ACCOUNTS PAYABLE FY 2010: ESGIL - FASTENAL 2009-2010 AUDIT + 7 0475-20 FN 1297 15945902 ACCOUNTS PAYABLE FY 2010: FEDEX - FULL COMPASS 2009-2010 AUDIT + 7 0475-20 FN 1298 15945903 ACCOUNTS PAYABLE FY 2010: G MISCELLANEOUS - H MISCELLANEOUS 2009-2010 AUDIT + 7 0475-20 FN 1299 15945904 ACCOUNTS PAYABLE FY 2010: HAAKER EQUIPMENT - HOME DEPOT 2009-2010 AUDIT + 7 0475-20 FN 1300B 15945905 ACCOUNTS PAYABLE FY 2010: HOMESTEAD TREE SERVCE - K MISCELLANEOUS 2009-2010 AUDIT + 7 0475-20 FN 1300 15944497 ACCOUNTS PAYABALE FY 2010: ESGIL - EXCALIBUR ROOFING 2009-2010 AUDIT + 7 Department: FINANCE Resolution No. 18-003 Page 6 PUFF No.Box No. Corodata Box No.Content Description Date Range Retention 0475-20 FN 1301 15945906 ACCOUNTS PAYABLE FY 2010: KRC ROCK - LYNX TECHNOLOGIES 2009-2010 AUDIT + 7 0475-20 FN 1302 15945907 ACCOUNTS PAYABLE FY 2010: M MISCELLANEOUS - N MISCELLANEOUS 2009-2010 AUDIT + 7 0475-20 FN 1303 15945908 ACCOUNTS PAYABLE FY 2010: NAJMI, LISA - OFFICE DEPOT 2009-2010 AUDIT + 7 0475-20 FN 1304 15945909 ACCOUNTS PAYABLE FY 2010: OFFICE DEPOT (JAN- JUNE) - PAVEMENT RECYCLING 2009-2010 AUDIT + 7 0475-20 FN 1305 15945910 ACCOUNTS PAYABLE FY 2010: PBS&J - PETTY CASH 2009-2010 AUDIT + 7 0475-20 FN 1306 15945911 ACCOUNTS PAYABLE FY 2010: PETTY CASH PW - POWAY IRRIGATION 2009-2010 AUDIT + 7 0475-20 FN 1307 15945912 ACCOUNTS PAYABLE FY 2010: POWAY MIDLAND RAILROAD - REYNARD, KRISTIN 2009-2010 AUDIT + 7 0475-20 FN 1308 15945913 ACCOUNTS PAYABLE FY 2010: MICHAELS - SDCWA 2009-2010 AUDIT + 7 0475-20 FN 1309 15945914 ACCOUNTS PAYABLE FY 2010: SDG&E - SDG&E 2009-2010 AUDIT + 7 0475-20 FN 1310 15945915 ACCOUNTS PAYABLE FY 2010: SD HOUSING FED - SOUTHLAND ENV.2009-2010 AUDIT + 7 0475-20 FN 1311 15945916 ACCOUNTS PAYABLE FY 2010: SW SIGNAL - SYMETRA 2009-2010 AUDIT + 7 0475-20 FN 1312 15945917 ACCOUNTS PAYABLE FY 2010: T MISCELLANEOUS - UNION BANK SD 2009-2010 AUDIT + 7 0475-20 FN 1313 15945918 ACCOUNTS PAYABLE FY 2010: UT - VERIZON 2009-2010 AUDIT + 7 0475-20 FN 1314 15945919 ACCOUNTS PAYABLE FY 2010: VERIZON - VOLVO 2009-2010 AUDIT + 7 0475-20 FN 1315 15945920 ACCOUNTS PAYABLE FY 2010: W MISCELLANEOUS - ZOLL DATA 2009-2010 AUDIT + 7 0490-15 FN 1329 15945524 AMBULANCE INSURANCE AUTHORIZATION FORMS 2007 2007 AUDIT + 7 0490-18 FN 1331 15945503 AMBULANCE INCIDENT TRIP REPORTS 2006: 1-1325 2006 AUDIT + 7 0490-60 FN 1332 16082421 CASH RECEIPTS FY 2010 2009-2010 AUDIT + 7 0490-60 FN 1333 16082422 CASH RECEIPTS FY 2010 2009-2010 AUDIT + 7 0490-60 FN 1334 16082423 CASH RECEIPTS FY 2010: C0129 - C0151, L0067-L0080 2009-2010 AUDIT + 7 0490-60 FN 1335 16082424 CASH RECEIPTS FY 2010: C0062-C0084, L0041-L0045 2009-2010 AUDIT + 7 0490-60 FN 1342 16082205 CASH RECEIPTS 08/11/2009-09/02/2009: DP0028-44 L0018-26 2009 AUDIT + 7 0490-60 FN 1343 16082206 CASH RECEIPTS 09/13/2009-09/28/2009:DP0045-61 L0027-39 2009 AUDIT + 7 Department: FINANCE Resolution No. 18-003 Page 7 PUFF No.Box No. Corodata Box No.Content Description Date Range Retention 0490-60 FN 1344 16082207 CASH RECEIPTS 07/02/2009-07/21/2009: DP0001-13 L0001-8 2009 AUDIT + 7 0490-60 FN 1345 16082208 CASH RECEIPTS 07/22/2009-08/10/2009: DP0014-27 L0009-17 2009 AUDIT + 7 0490-60 FN 1376 16082242 CASH RECEIPTS 03/2010-04/2010:DP0172-194 L0091- 103 2010 AUDIT + 7 0490-60 FN 1377 16082243 CASH RECEIPTS 02/2010-03/2010: DP0152-171 L0081-90 2010 AUDIT + 7 0490-60 FN 1378 16082244 CASH RECEIPTS 05/2010-06/2010: DP0217-233 L0118- 127 2010 AUDIT + 7 0490-60 FN 1379 16082245 CASH RECEIPTS 06/07/2010-06/30/2010: DP0234-252 L0128-139 2010 AUDIT + 7 0420-20 FN 1391 16082257 FISCAL AGENT STATEMENTS FY 2010 2009-2010 AUDIT + 7 0490-60 FN 1393 16082259 CASH RECEIPTS 04/12/2010-05/11/2010: DP0195-216 L0104-117 2010 AUDIT + 7 0420-20 FN 1396 16082262 BANK STATEMENTS & RECONCILIATION FY 2008-2009 2008-2009 AUDIT + 7 0400-45 FN 1453 16082311 JOURNAL ENTRIES FY 2010 2009-2010 7 0400-45 FN 1454 16082312 JOURNAL ENTRIES FY 2010 2009-2010 7 0440-10 -- 1999 Subordinated Tax allocation notes $7,945,000 - Maturity Date 12/15/2003 2003 M + 10 0440-10 -- 1995 General obligation refund bonds $5,170,000 poway municipal water district imp. area - Maturity Date 10/01/2005 2005 M + 10 0440-10 -- 1975 General obligation water bonds $6,300,000 Poway Municipal Water District - Maturity Date 10/01/2005 2005 M + 10 0440-10 -- 1978 General obligation fire protection improvement bonds $1,900,000 Poway Municipal Water District - Maturity Date 08/01/1996 1996 M + 10 0190-65 PE-022 15944405 Worker's Compensation Claims 1969-1986 CL + 30 0190-42 PE-143 15944423 Insurance Certificates 2006 11 0550-80 PE-145 15944425 Personnel Incident Reports 2001-2003 CL + 5 0550-80 PE-146 15944426 Personnel Incident Reports 2003-2006 CL + 5 0480-40 PS-090 16082087 Purchase Orders (copies)2008-2010 D/R 0490-15 PS-086 16082084 Recycled Water-Customer Billings (copies)2004-2009 D/R 0930-15 PS-086 16082084 Cross Connection/Backflow Inspections & Tests 2004-2009 CL + 5 Department: HUMAN RESOURCE Department: PUBLIC WORKS Department: FINANCE