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