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Res 05-071 RESOLUTION NO. 05-071 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 SERVICE, DEVELOPMENT SERVICES, PUBLIC WORKS, REDEVELOPMENT AND SAFETY SERVICES DEPARTMENTS WHEREAS, Government Code 934090 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; and WHEREAS, in order to exercise the authority of Government Code 934090, the Department Director must have the approval of the City Council by resolution and the written consent of the City Attorney; and 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 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, California, 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 following categories: See Exhibit A (7 pages) Resolution No. 05-071 Page 2 PASSED AND ADOPTED, AND APPROVED by the City Council of the City of Poway, California, this 28th day of June. ATTEST: ~kc~ STATE OF CALIFORNIA) ) ss. COUNTY OF SAN DIEGO) I, L. Diane Shea, City Clerk of the City of Poway, do hereby certify that the foregoing Resolution No. 05-071, was duly adopted by the City Council at a meeting of said City Council held on the 28th day of June 2005, and that it was so adopted by the following vote: AYES: NOES: BOYACK,EMERY,REXFORD,CAFAGNA NONE ABSENT: HIGGINSON DISQUALIFIED: NONE 't7;~ML L. Diane Shea, City Clerk City of Poway CONSENT IS HEREBY GIVEN TO THE DESTRUCTION OF T!-lE DOCUMENTS DESCRIBED IN THE ATTACHED EXHIBIT A. CIL(~ Tamara Smith, City Attorney EXHIBIT A Resolution No. 05-071 Page 3 C()N)'SNTSl YE:AB CC051 Agenda Packets 9/89-2190 (copies) Copies - may destroy when no Ion ef fa uired CC052 Budgets 1984-90 3 Years PMWD Agendas 1980-81 Business Ord Comm. 1983-84 Floodplain Advisory eomm. 81-86 High Valley Mutual Water Co. 1959 OWD 1985 Pendin Le islation 1983-1988 CC053 Temporary Real Estate Signs 1981-82 7 years Budget Status Reports 1987-1990 Flat Rate Assessments 1981-1988 City Attorney Applications 1990 Bids 1988-1990 Bail Schedule 1981-1990 Claims 1988-1990 Proclamations 1980-1985 Koebig - 1976 Flood Control Chang - 1981 Detention Basins Median Income 1982 CC056 Agenda Packets 3/90-6/90 (copies) Copies - may destroy when no Ion er fa uired eC057 Agenda Packets 7/90-10/90 (copies) Copies - may destroy when no Ion erre uired CC058 Agenda Packets 11/90-4/91 (copies) Copies - may destroy when no Ion ef fa uired CC059 Agenda Packets 4/91-8/91 (copies) Copies may destroy when no Jon err uired CC060 Agenda Packets 9/89-2/90 (copies) Copies - may destroy when no Ion ef fa uired CC071 Agenda Packets 1/92-5/92 (copies) Copies - may destroy when no Ion ef fa uired CC077 Agenda Packets 6/92-12/92 (copies) Copies may destroy when no Ion er fa uired Ce080 Agenda Packets 1/93-5/93 (copies) Copies - may destroy when no Ion ef re uired CC081 Agenda Packets 6/93-12/93 (copies) Copies - may destroy when no Ion err uired CC082 Agenda Packets 1/94-4/94 (copies) Copies - may destroy when no Ion ef fa uired CC083 Agenda Packets 5/94-12/94 (copies) Copies - may destroy when no Ion err uired CC095 Agenda Packets 06195-8/95 (copies) Copies - may destroy when no Ion ef fa uired CC096 Agenda Packets 9/95-12/95 (copies) Copies - may destroy when no Ion err uired eC101 Agenda Packets 1/96-6/96 (copies) Copies may destroy when no Ion ef fa uired CC106 Agenda Packets 6/96-12/96 (copies) Copies - may destroy when no Ion ef fa uired CC109 Agenda Packets 5/94-12/94 (copies) Copies - may destroy when no Ion ef,ra uired CC110 Budgets Proposed and Approved 1990- 1993 CC142 Annual Reports 1983-1995 Copies - may destroy when no Front Sheets 1993-1995 longer required A enda Packets 7/97-9/97 ITY:<:;J,.ERK'S . FFlcE;' . 'NOM.St:R CC143 CC149 CC168 CC169 CC173 CC184 CC187 CC193 CC194 CC199 CC225 CC249 CC272 ;(.CQN....EN....$..(;'X.EAR Agenda Packets 10/97-12/97 San Diego Zoning Ordinance Citations Violations of PMC Requests for Proposal 2/82-9/93 Town Hall 11/1980 Front Sheets 1996 Parks & Rec Minutes 1981-1989 (copies) RDA Committee Minutes 7/84-11/94 (copies) PCWD Board & Terms of Office 6/59-4/65 Pending Legislation 1/89-12-93 State Le islation 2/82-12/93 A enda Packets 1/98-5/98 A enda Packets 6/98-12/98 Comprehensive Sign Permit 81-02, 81-06, 81-101,82-01,83-01,85,86,87 Pending Legislation 1/94-1998 Ci Investment Re ort 1996 Unsuccessful Bids 2001~2002 Plans and Specs - Bid Packets FY 2002- 2003 Unsuccessful Bids Unsuccessful Bids TUP 1997 File Onl Te ora Water Connections Requests for copies Pending Legislation 1999-2000 Legislative Districts/studies Commendations/Proclamations 1999-2001 Resolution No. 05-071 Page 4 RE....EN....IQN '" 3 years 3 years 3 years 3 years 3 ears 3 years 3 ears 3 ears 3 ears 3 years '&",D~c.IL~ .11,1" Destroy when no longer relevant CM110 CM139 CM141 CM152 CM153 CM156 CM157 Chronological files - 1991 Le islation Chronological files - 1999 Agendas - 5/00 - 7/00 Agendas - 9/00 - 12/00 Chron<;>logical files - 2000 Amphitheater Wet n Wild Govemmental Affairs 1998 Customer Comment Cards 1996 & 1999 Press Releases 2000 W.".R.E.....[... . '.-.'.'.".'.'.'.."... .'..,.-. !':~F;:',:~ ._ . _."L,'," Destroy when no longer relevant Destroy when no longer relevant 3 ears Destroy when no longer relevant Destroy when no longer relevant Destroy when no longer relevant Destroy when no longer relevant 3 years Resolution No. 05-071 Page 5 qlty;cM~N.\GER'S c, . OFFIce , ' ~. if OX ,f'{UIVIBfi'R CM160 CM161 CM165 Bud et Data FY 2000-2002 Warrant Requests 2000-01 Pending legislation 2001 A encies Infonnation 2001 Agendas 05/01 - 08/01 CM166 Agendas 09/01 - 12/01 CMl68 Warrant Re uests F 2000 2001 RETENTION 3 ears 3 years Destroy when no longer relevant Destroy when no longer relevant 2 ears Returned Checks 1994-1998 Warrant Requests 1994-1996 Purchase Orders 1992-1995 Chrono ical Files 1 994-1996 utili Account Ad'ustment Sheets 1998 Medicare EOB 1995/2000 & Ins. EOB 2000 Water Stubs June and July 2002 CT132 CT166 CT174 CT181 EG081 EG219 EG256 EG257 EG258 EG259 EG272 EG273 EG274 EG275 EG276 EG277 EG285 EG286 Ins ctor Timesheets 1988-91 Ri ht-of-Wa Pennits 1997 Ri ht-of-Wa Pennits 1998 Ri ht-of-Wa Permits 1998 Ri ht-of-Wa Pennits 1998 Ri ht-of-Wa Pennits 1999 Ri ht-of-Wa Pennits 2000 Ri ht-of-Wa Pennits 2001 Ri ht-of-Wa Pennits 2000 Ri ht-of-Wa Pennits 2000 Ri ht-of-Wa Permits 2000 Ri ht-of-Wa Pennits 2000 Ri hl-of-Wa Pennits 1993-1998 Ri ht-of-Wa Pennits 1996 7 years 7 ears 3 ears Destroy when no longer relevant ears ears ears ears ears ears ears ears ears ears ears ears ears ears Resolution No. 05-071 Page 6 'aNAIIlee .' ;,....,. .t/./~...._ ";H I.';>,' ./................... H. _':":,_'.',_..'," ':" ':_._, "'>"< ",.';C:-"., . " ,_, ""'-:"">'< . ;-" ':"'_',.":"f;,..'_:._".~:,.:._.:,:"::" ;:~QXNQM~Eft ,. "/.' ~Nr.: 'n1~: ...>RetENTION '. FN187 Journal Entries FY 1986-1988 ivears FN188 Journal Entrv Backup FY 1991-1992 7 years FN235 Bonds & Coupons 1992-1993 7 years FN297 State Controller ReDort FY 1989-1993 7 vears FN299 Journal Entrv Backup FY 1993-1994 7 years FN328 Journal Entries FY 1989-1990 ivears FN351 Journal Entries FY 1991 7 years FN358 Fiscal Aoent Statement 1993-1994 7 years FN368 Accounts Pavable FY 1994-1995 7 years FN369 Accounts Pavable FY 1994-1995 7vears FN370 Accounts Pavable FY 1994-1995 7 years FN371 Accounts Pavable FY 1994-95 7 years FN372 Accounts Pavable FY 1994-95 7 years FN373 Accounts Pavable FY 1994-95 7 years FN374 Accounts Pavable FY 1994-95 ivears FN375 Accounts Pavable FY 1994-95 7 years FN376 Accounts Payable FY 1994-95 7 years FN377 Accounts Payable FY 1994-95 .7 years FN378 Accounts Pavable FY 1994-95 ivears FN379 Accounts Pavable FY 1994-95 7 years FN380 Accounts Payable FY 1994-95 7 years FN382 Accounts Pavable FY 1994-95 7 years FN383 Accounts Payable FY 1994-95 7 years FN384 Accounts Pavable FY 1994-95 7 years FN385 Accounts Payable FY 1994-95 7 years FN386 Accounts Pavable FY 1994-95 7 years FN387 Accounts Pavable fY 1994-95 7 years FN388 Accounts Pavable FY 1994-95 7 years FN389 Accounts Payable FY 1994-95 7 years FN421 Accounts Pavable FY 1994-95 7 years FN430 Accounts Pavable FY 1994-95 7 years FN431 Accounts Pavable FY 1994-95 7 vears FN432 Accounts Pavable FY 1994-95 7 years FN433 Accounts Pavable FY 1994-95 7 years FN434 Accounts Payable FY 1994-95 7 years FN435 Accounts Pavable FY 1994-95 7vears FN436 Accounts Pavable FY 1994-95 7 years FN437 Accounts Payable FY 1994-95 7 years FN438 Accounts Pavable FY 1994-95 7 years FN448 Journal Entries FY 1991-1992 7 years FN449 Journal Entries FY 1992-1993 7 years FN459 Cash Receiots FY 1997 Jan. - Feb. 7vears FN460 Cash Receipts FY 1997 - March 7 years FN461 Cash Receiots FY 1997 Aoril 7vears FN462 Cash Receipts FY 1997 May 7 years FN463 Cash ReceiDts FY 1997 - June 7vears FN464 Accounts Payable 1995-96 7 years FN468 Accounts Pavable 1996-97 7vears FN469 Accounts Pavable 1996-97 7 years FN470 Accounts Pavable 1996-97 7vears FN471 Accounts Pavable 1996-97 7 years FN472 Accounts Pavable 1996-97 fvears FN473 Accounts Pavable 1996-97 7 years FN474 Accounts Pavable 1996-97 7vears FN475 Accounts Payable 1996-97 7 years FN476 Accounts Pavable 1996-97 7 years FN477 Accounts Pavable 1996-97 7vears Resolution No. 05-071 Page 7 'A.tiI~Ie;H ~~i";H/_V'0; ,'" "'.V,'i',','''' ~ ,..,.."".,..,..............;.-. .. UMBeR. d;'".,,,,,, (....'.; 'i";" FN478 Accounts Payable 1996-97 7 vears FN479 Accounts Pavable 1996-97 7vears FN480 Accounts Pavable 1996-97 7~ars FN481 Accounts Pavable 1996-97 7 vears FN482 Accounts Payable 1996-97 7 vears FN483 Accounts Pavable 1996-97 7vears FN484 Accounts Pavable 1996-97 7 vears FN485 Accounts Pavable 1996-97 7 vears FN486 Accounts Payable 1996-97 7 vears FN487 Accounts Pavable 1996-97 ivears FN488 Accounts Pavable 1996-97 7 vears FN489 Accounts Pavable 1996-97 7vears FN490 Accounts Payable 1996-97 7 vears FN491 Accounts Payable 1996-97 7 vears FN492 Accounts Pavable 1996-97 7vears FN493 Accounts Pavable 1996-97 7 vears FN494 Accounts Pavable 1996-97 7 vears FN495 Accounts Pavable 1996-97 7 vears FN505 Cancelled Bonds Coupons - Journal Entries 7 years 1982-1983 FN506 Cancelled Bonds Coupons Journal Entries 7 years 1982-1983 FN511 Bond Issue Statements and Recaps FY 92, 7 years 93,95,96,97 FN512 Paid Bonds and Coupons FY 1996-1998 7 vears FN513 Journal Entries FY 1994-1995 7 vears FN520 Cash Receipts FY 1997-1998 7 vears FN521 Cash Receiots FY 1997-1998 7 vears FN522 Cash Receiots FY 1997-1998 7 vears FN523 Cash Receipts FY 1997-1998 7 vears FN524 Cash Receipts FY 1997-1998 7 vears FN525 Cash Receiots FY 1997-1998 7vears FN526 Cash Receints FY 1997-1998 7 vears FN572 Cash Receipts FY 1998-1999 7 vears FN573 Cash Receiots FY 1996-1999 7vears FN633 Journal Entries FY 1995-1996 7 vears FN634 Journal Entries FY 1995-1996 7 vears FN638 Journal Entries FY 1996-1997 7 vears FN639 Journal Entries FY 1996-1997 7 vears FN701 Cash Receipts 10/96-11/98 7 vears FN706 Warrant Reoister FY 1996-1997 ivears FN707 Cash Receipts 9/99-10/99 7 vears FN708 Journal Entries - Julv-Dec 1997 & Jan 1998 7 vears FN709 Cash Receipts July 1999 to Aua 1999 7 vears FN710 Journal Entries June 1998 7 vears FN711 Journal Entries Feb to May 1998 7 vears FN712 Cash Receiots 8/99-9/99 7 vears FN714 Petty Cash Nov - Dee 1998 7 vears FfRIt' , 1:,"_" - DEPARtMeNt " '.e'", ,aOXNQI\IlBl$R." I,>H' H';> 2>/. FD065 Exoired Contracts orior to 1999 Cooies FD066 ChronoloQical Files 1981-2000 3 vears FD089 Monlhlv Reoorts 1997-2001 3vears FD090 Parkina Citations FY 2001-2002 3 vears Resolution No. 05-071 Page 8 PS009 PS011 Billin FY 1998-1999 Billin FY 1998-1999 Work Orders Jan June 1999 Work Orders Jul 1997 June 1998 Dail Re orts March 2000- ril 2001 Municipal BMP Program - 1998 Storm Water Related Scv. Powa Li htin District 1989-1993 Lighfing District Zone LMD Assessment Ref. List 1988-1992 Lighting District Mailing List Assessments 1989-1999 LMD En ineers Re art 1993-1995 LMD En ineers Re art 1992-1994 Li htin District Info & Bill Contract Billin Backu Files 1997-1998 Street Lightingl Traffic Signals work orders 1997-1998 PS015 PS018 PS019 PS020 PS035 PS036 PS037 PS039 PS040 PS041 PS043 PS044 PS046 PS047 PS048 PS049 PS053 PS054 PS057 PS058 PS059 Street Li ht Ac uisition FY 1997-1998 LMD Financial Records FY 1999-2000 LMD Financial Records FY 1995-2000 LMD Pro'ect Files FY 1998-2000 LMD Documents Bids Street Li htin Documents LMD Documents - Purchase Orders LMD Bud et Documents FY 1999-2000 LMD/LP DOCS LMD 86-1 LD Docks FY 1999-2001 Surve Forms - HHW - 1999 Surve Forms - HHW -1998-1999 Data Diskettes 1991-1999 Financial Data Backu FY 2000-01 LMD 87-01 & Lighting Dist Rep FY 1995- 1999 LMD 83-1 En ineers Re arts Li htin District & Water Data FY 2000-01 PS060 PS061 7 7 7 7 3 ears 7 years 7 ears 7 years 7 years 7 ears 7 ears 7 ears 7 ears 7 years 7 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 ears 3 years 3 ears 3 ears Resolution No. 05-071 Page 9 PS062 PS067 PS068 PS069 PS070 PS072 PS073 ears ears ears RA010 Tax Allocation Bonds - 1989 7 ears RA027 Rehabililation Loans 7 ears .I}db-- RA039 Check Disbursement for 1995 3 ears RA040 Reconve ances 3 ears RA054 Chronol ical Files - 1997-1999 3 ears RA057 Month status re art - Chronolo ical Files 3 ears RA065 Direct Mail Pr ram 1997 3 ears RA066 Warrants, Purchase Orders, Pe Cash 3 ears RA068 Economic Develo ment New Articles 3 ears RA069 Mallin s 3 ears RA070 Mainstreet Pr ram 3 ears RA076 Director - bond files 1993 7 ears RA081 Closed CDBG Files 5 ears