Res 06-009
RESOLUTION NO. 06-009
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,
PUBLIC WORKS, AND REDEVELOPMENT DEPARTMENTS
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; and
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; 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 as contained in Exhibit A.
Resolution No. 06-009
Page 2
PASSED AND ADOPTED, AND APPROVED by the City Council of the City of Poway,
California, this 21st day of February, 2006.
ATTEST:
~~o OOJVuJ1
Sherrie D. Worrell, Deputy City Clerk
STATE OF CALIFORNIA)
) ss.
COUNTY OF SAN DIEGO)
I, Sherrie D. Worrell, Deputy City Clerk of the City of Poway, do hereby certify
that the foregoing Resolution No. 06-009, was duly adopted by the City Council at a
meeting of said City Council held on the 21st day of February 2006, and that it was so
adopted by the following vote:
AYES:
NOES:
ABSTAIN:
DISQUALIFIED:
BOYACK, EMERY, HIGGINSON, REXFORD, CAFAGNA
NONE
NONE
NONE
'-1fjJn'"u t11J1Juo~
Sherrie D. Worrell, Deputy City Clerk
City of Poway
CONSENT IS HEREBY GIVEN TO
THE DESTRUCTION OF THE DOCUMENTS
DESCRIBED IN THE ATTACHED EXHIBIT A.
Resolution No. 06-009
Page 3
CITY CLERK'S
OFFICE
BOX NUMBER CONTENTS/YEAR RETE IITION
CC051 Agenda Packets 9/89-2/90 (copies) Copies - may destroy when no
lonaer reauired
CC052 Budgets 1984-90 3 Years
PMWD Agendas 1980-81
Business Ord Comm. 1983-84
Floodplain Advisory Comm. 81-86
High Valley Mutual Water Co. 1959
OWD 1985
Pendina Leaislation 1983-1988
CC053 Temporary Real Estate Signs 1981-82 7 years
Budget Status Reports 1987-1990
Flat Rate Assessments 1981-1988
City Attorney Applications 1 g90
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
lonaer reauired
CC057 Agenda Packets 7/90-10/90 (copies) Copies - may destroy when no
lanaer reauired
CC058 Agenda Packets 11/90-4/91 (copies) Copies - may destroy when no
lanaer reauired
CC059 Agenda Packets 4/91-8/91 (copies) Copies - may destroy when no
lonaer reauired
CC060 Agenda Packets 9/89-2/90 (copies) Copies - may destroy when no
ianaer reauired
CC071 Agenda Packets 1/92-5/92 (copies) Copies - may destroy when no
lonaer reauired
CC077 Agenda Packets 6/92-12/92 (copies) Copies - may destroy when no
lanaer reauired
CC080 Agenda Packets 1/93-5/93 (copies) Copies - may destroy when no
lonaer reauired
CC081 Agenda Packets 6/93-12/93 (copies) Copies - may destroy when no
lanaer reouired
CC082 Agenda Packets 1/94-4/94 (copies) Copies - may destroy when no
lonaer reauired
CC083 Agenda Packets 5/94-12/94 (copies) Copies - may destroy when no
lonaer renuired
CC095 Agenda Packets 06/95-8/95 (copies) Copies - may destroy when no
lanner renuired
CC096 Agenda Packets 9/95-12/95 (copies) Copies - may destroy when no
ianaer reouired
CC101 Agenda Packets 1/96-6/96 (copies) Copies - may destroy when no
lanaer reauired
CC106 Agenda Packets 6/96-12/96 (copies) Copies - may destroy when no
lanner renuired
CC109 Agenda Packets 5/94-12/94 (copies) Copies - may destroy when no
lanaer reauired
CC110 Budgets Proposed and Approved 1990- 7 years
1993
CC142 Annual Reports 1983-1995 Copies - may destroy when no
Front Sheets 1993-1995 longer required
Agenda Packets 7/97-9/97
EXHIBIT A
Resolution No. 06-009
Page 4
CITY CLERK'S I
OFFICE I
I
BOX NUMBER CONTENTS/YEAR RETENTION
CC143 Agenda Packets 10/97-12/97 3 years
San Diego Zoning Ordinance
Citations Violations of PMC
CC149 Requests for Proposal 2/82-9/93 3 years
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 Leoislatian 2/82-12/93
CC168 Aoenda Packets 1/98-5/98 3 vears
CC169 Aaenda Packets 6/98-12/98 3 vears
CC173 Comprehensive Sign Permit 81-02,81-06, 3 years
81-101,82-01,83-01,85,86,87
CC184 Pending Legislation 1/94-1998 3 years
Citv Investment Report 1996
CC187 Unsuccessful Bids 2001-2002 3 vears
CC193 Plans and Specs - Bid Packets FY 2002- 3 years
2003
Unsuccessful Bids
CC194 Unsuccessful Bids 3 vears
CC199 TUP 1997 (File Onlv) 3 vears
CC225 Temoorarv Water Connections 3 vears
CC249 Requests far copies 3 years
Pending Legislation 1999-2000
Legislative Districts/studies
Commendations/Proclamations 1999-2001
Lafco - Proposed Reorganization
(Boundary Maps) 1980
Esail Deputv Oaths
CC272 Regional Agency Files Destroy when no ionger
relevant
CITY MANAGER'S !
OFFICE I
BOX NUMBER CONTENTS/YEAR RETENTION
CM022 Chronological files - 1981-1982 Destroy when no longer
relevant
CM110 Chronological files - 1991 Destroy when no longer
relevant
CM139 Leaislatian 3 vears
CM141 Chronological files 1999 Destroy when no longer
relevant
CM152 Agendas - 5/00 - 7/00 Destroy when no longer
relevant
CM153 Agendas - 9/00 - 12/00 Destroy when no longer
relevant
CM156 Chronological files - 2000 Destroy when no longer
relevant
Resolution No. 06-009
Page 5
CITY MANAGER'S
OFFICE
BOX NUMBER CONTENTS / YEAR ETENTION
CM157 Amphitheater Wet n Wild 3 years
Governmental Affairs 1998
Customer Comment Cards 1996 & 1999
Press Releases 2000
CM160 Budaet Data FY 2000-2002 3 vears
CM161 Warrant Requests 2000-01 3 years
Pending Legislation 2001
Aaencies Information 2001
CM165 Agendas 05/01 - 08/01 Destroy when no longer
relevant
CM166 Agendas 09/01 -12/01 Destroy when no longer
relevant
CM168 Warrant Reauests Fv 2000 -2001 2 vears
COMMUNITY I
SERVICES
BOX NUMBER CONTENTS / YEAR ETENTION
CS056 Outdated Guiid Records FY 1990-1996 7 vears
CUSTOMER
SERVICE
BOX NUMBER CONTENTS/YEAR ETENTION
CT132 Returned Checks 1994-1998 7 years
Warrant Requests 1994-1996
Purchase Orders 1992-1995
Chronaloaical Files 1994-1996
CT166 Utilitv Account Adiustment Sheets 1998 7 vears
CT174 Medicare EOB 1995/2000 & Ins. EOB 2000 3 vears
CT181 Water Stubs June and July 2002 Destroy when no longer
relevant
ENGINEERING -tETENTION
BOX NUMBER CONTENTS / YEAR
EG081 Inspector Timesheets 1988-91 3 years
EG219 Riaht-af-Wav Permits 1997 3 vears
EG256 Riaht-af-Wav Permits 1998 3 vears
EG257 Riaht-of-Wav Permits 1998 3 vears
EG258 Riaht-af-Wav Permits 1998 3 vears
EG259 Riaht-of-Wav Permits 1999 3 vears
EG272 Riaht-of-Wav Permits 2000 3 vears
EG273 Riaht-af-Wav Permits 2001 3 vears
EG274 Riaht-of-Wav Permits 2000 3 vears
EG275 Riaht-of-Wav Permits 2000 3 vears
EG276 Riaht-of-Wav Permits 2000 3 vears
E G277 Riaht-of-Wav Permits 2000 3 vears
EG285 Riaht-af-Wav Permits 1993-1998 3 vears
E G286 Riaht-of-Wav Permits 1996 3 years
Resolution No. 06-009
Page 6
FINANCE
BOX NUMBER CONTENTS/YEAR ETENTION
FN130 Journal EnlrvBackuoFY 1990-91 7 vears
FN147 Warrant Renister FY 1987-1990 7 vears
FN186 Journal Entries FY 1984-1986 7 vears
FINANCE
BOX NUMBER CONTENTS/YEAR ETENTlON
FN187 Journal Entries FY 1986-1988 7 years
FN188 Journal Entrv Backua FY 1991.1992 7 vears
FN235 Bonds & Couoons 1992-1993 7 vears
FN297 State Controller Reoort FY 1989-1993 7 vears
FN299 Journal EnlrvBackuoFY 1993-1994 7 vears
FN328 Journal Entries FY 1989-1990 7 years
FN351 Journal Entries FY 1991 7 vears
FN358 Fiscal Anent Statement 1993-1994 7 years
FN368 Accounts Pavable FY 1994-1995 7 vears
FN369 Accounts Pavable FY 1994-1995 7 vears
FN370 Accounts Pavable FY 1994-1995 7 vears
FN371 Accounts Pavable FY 1994-95 7 vears
FN372 Accounts Pavable FY 1994-95 7 vears
FN373 Accounts Pavable FY 1994-95 7 vears
FN374 Accounts Pavable FY 1994-95 7 vears
FN375 Accounts Pavable FY 1994-95 7 vears
FN376 Accounts Pavable FY 1994-95 7 vears
FN377 Accounts Pavable FY 1994-95 7 vears
FN378 Accounts Pavable FY 1994-95 7 vears
FN379 Accounts Pavable FY 1994-95 7 vears
FN380 Accounts Pavable FY 1994-95 7 years
FN382 Accounts Pavable FY 1994-95 7 vears
FN383 Accounts Pavable FY 1994-95 7 vears
FN384 Accounts Pavable FY 1994-95 7 vears
FN385 Accounts Pavable FY 1994-95 7 vears
FN386 Accounts Pavable FY 1994-95 7 vears
FN387 Accounts Pavable FY 1994-95 7 vears
FN388 Accounts Pavable FY 1994-95 7 vears
FN389 Accounts Pavable FY 1994-95 7 vears
FN421 Accounts Pavable FY 1994-95 7 years
FN430 Accounts Pavable FY 1994-95 7 vears
FN431 Accounts Pavable FY 1994-95 7 vears
FN432 Accounts Pavable FY 1994-95 7 vears
FN433 Accounts Pavable FY 1994-95 7 vears
FN434 Accounts Pavable FY 1994-95 7 vears
FN435 Accounts Pavable FY 1994-95 7 vears
FN436 Accounts Pavable FY 1994-95 7 vears
FN437 Accounts Pavable FY 1994-95 7 vears
FN438 Accounts Pavable FY 1994-95 7 vears
FN448 Journal Entries FY 1991-1992 7 vears
FN449 Journal Entries FY 1992-1993 7 vears
FN459 Cash Receiots FY 1997 Jan, - Feb, 7 vears
FN460 Cash Receints FY 1997 March 7 years
FN461 Cash Receints FY 1997 - Anril 7 vears
FN462 Cash ReceiOts FY 1997 - Mav 7 vears
F N463 Cash Receints FY 1997 - June 7 vears
FN464 Accounts Pavable 1995.96 7 vears
FN468 Accounts Pavable 1996-97 7 vears
FN469 Accounts Pavable 1996-97 7 vears
FN470 Accounts Pavable 1996-97 7 vears
FN471 Accounts Pavable 1996-97 7 vears
Resolution No. 06-009
Page 7
FINANCE
BOX NUMBER CONTENTS/YEAR ETENTION
FN472 Accounts Pavable 1996-97 7 vears
FN473 Accounts Pavable 1996-97 7 vears
FN474 Accounts Pavable 1996-97 7 vears
FN475 Accounts Pavable 1996-97 7 vears
FN476 Accounts Pavable 1996-97 7 vears
FN477 Accounts Pavable 1996-97 7 vears
FN478 Accounts Pavable 1996-97 7 vears
FN479 Accounts Pavable 1996-97 7 vears
FN480 Accounts Pavable 1996-97 7 vears
FN481 Accounts Pavable 1996-97 7 vears
FN482 Accounts PaYable 1996-97 7 vears
FN483 Accounts Pavable 1996-97 7 vears
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 7 years
FN488 Accounts Pavabie 1996-97 7 vears
FN489 Accounts Pavable 1996-97 7 vears
FN490 Accounts Pavable 1996-97 7 vears
FN491 Accounts Pavable 1996-97 7 vears
FN492 Accounts Pavable 1996-97 7 vears
FN493 Accounts PaYable 1996-97 7 vears
FN494 Accounts Pavable 1996-97 7 vears
F N495 Accounts paYable 1996-97 7 vears
FN505 Cancelled Bands 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 Counons FY 1996-1998 7 vears
FN513 Journal Entries FY 1994-1995 7 vears
FN520 Cash Receipts FY 1997-1998 7 years
FN521 Cash Receints FY 1997-1998 7 years
FN522 Cash Receints FY 1997-1998 7 vears
FN523 Cash Receipts FY 1997-1998 7 vears
FN524 Cash Receints FY 1997-1998 7 vears
FN525 Cash ReceiOts FY 1997-1998 7 vears
FN526 Cash Receints FY 1997-1998 7 vears
FN572 Cash Receipts FY 1998-1999 7 vears
FN573 Cash Receipts FY 1998-1999 7 years
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 years
FN701 Cash Receints 10/98-11/98 7 vears
FN706 Warrant Reaister FY 1996.1997 7 vears
FN707 Cash Receints 9/99.10/99 7 vears
FN708 Journal Entries - JuIV-Dec 1997 & Jan 1998 7 vears
FN709 Cash Receints Julv 1999 to Aun 1999 7 vears
FN710 Journal Entries June 1998 7 vears
FN711 Journal Entries Feb to Mav 1998 7 years
FN712 Cash Receints 8/99-9/99 7 vears
FN714 PettY Cash Nav - Dec 1998 7 vears
Resolution No, 06-009
Page 8
FIRE
DEPARTMENT
BOX NUMBER CONTENTS/YEAR ETENTION
FD065 Expired Contracts prior to 1999 Copies
FD066 Chronoloaical Files 1981-2000 3 years
FD089 Monthlv Reports 1997-2001 3 vears
FD090 Parkina Citations FY 2001-2002 3 years
FD091 Overtime Forms FY 2000-2002 3 vears
PERSONNEL
BOX NUMBER CONTENTS/YEAR ETENTION
PE090 Sick Leave Reouest Forms 3 vears
PE114 2002 Recruitment Files 3 vears
PE118 Recruitment - Firefiahter 3 vears
PLANNING
BOX NUMBER CONTENTS/YEAR ETENTION
8 BOXES False alarm documents 3 years
PUBLIC WORKS
BOX NUMBER CONTENTS/YEAR ETENTION
OP029 Billing FY 1998-1999 7 years
OP030 Billina FY 1998-1999 7 vears
OP031 Work Orders Jan - June 1999 7 years
OP032 Work Orders Julv 1997 - June 1998 7 vears
OP033 Daiiy Reports March 2000-April 2001 3 years
OP035 Municipal BMP Program - 1998 Storm 7 years
Water Related Scv.
PS009 Powav Liahtina District 1989-1993 7 vears
PS011 Lightin9 District Zone 7 years
LMD Assessment Ref. List
1988-1992
PS015 Lighting District Mailing List 7 years
Assessments 1989-1999
PS018 LMD Enoineers Report 1993-1995 7 vears
PS019 LMD Enaineers Report 1992-1994 7 vears
PS020 Liahtina District info & Bill 7 years
PS035 Contract Billina Backup Files 1997-1998 7 vears
PS036 Street Lightingl Traffic Signals work orders 7 years
1997-1998
PUBLIC WORKS
BOX NUMBER CONTENTS/YEAR ETENTION
PS037 Street Liaht Acquisition FY 1997-1998 7 years
PS039 LMD Financial Records FY 1999-2000 3 vears
PS040 LMD Financial Records FY 1995-2000 3 years
PS041 LMD Proiect Files FY 1998-2000 3 vears
PS043 LMD Documents Bids 3 years
PS044 Street Liahtina Documents 3 vears
PS046 LMD Documents - Purchase Orders 3 years
PS047 LMD Budaet Documents FY 1999-2000 3 vears
PS048 LMDILP DOCS LMD 86-1 3 vears
PS049 LD Docks FY 1999-2001 3 years
PS053 Survev Forms - HHW - 1999 3 vears
Resolution No, 06-009
Page 9
PUBLIC WORKS
BOX NUMBER CONTENTS/YEAR I ETENTION
PS054 Survev Forms - HHW - 1998-1999 3 vears
PS057 Data Diskettes 1991-1999 3 vears
PS058 Financiai Data Backup FY 2000-01 3 vears
PS059 LMD 87-01 & Lighting Dist Rep FY 1995- 3 years
1999
PS060 LMD 83-1 Enaineers Renorts 3 vears
PS061 Liahtillo District & Water Data FY 2000-01 3 vears
PS062 Financial Data Backun FY 00-01 3 years
PS067 Enaineers Reports FY 1999-2001 3 vears
PS068 Pavables FY 2001-2002 3 vears
PS069 Pavables FY 2001-2002 3 vears
PS070 Linhtill-"District FY 2001-2003 3 vears
PS072 Water Billinas Anril 2000-Anril 2002 3 vears
PS073 CIP ProTects FY 2001-2003 3 vears
REDEVELOPMENT
AGENCY
BOX NUMBER CONTENTS/YEAR I ETENTION
RA003 CF Powav - Reimbursement 1988-1989 7 years
RA007 Relocation Files - Haiev Trailer Ranch 3 vears
RA008 Relocation Files Hal",,~Trailer Ranch 3 vears
RA010 Tax Allocation Bonds -1989 7 vears
RA027 Rehabilitation Loans 7 vears
RA037 Halev Trust RDA Proiect - 1989-1990 3 vears
RA039 Check Disbursement for 1995 3 vears
RA040 Reconvevances 3 vears
RA054 ChranalOaical Files 1997-1999 3 vears
RA057 Monthlv status renort - Chranolanical Files 3 vears
RA065 Direct Maii Prom-am 1997 3 vears
RA066 Warrants, Purchase Orders, Pettv Cash 3 vears
RA068 Economic Develooment New Articles 3 vears
RA069 Mailinas 3 vears
RA070 Mainstreet Pronram 3 vears
RA076 Director - bond files - 1993 7 vears
RA081 Closed CDBG Files 5 vears