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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