Res 06-021
RESOLUTION NO. 06-021
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 AND
RESCINDING RESOLUTION NO. 06-009
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 (5 pages);
and hereby rescind Resolution No. 06-009.
Resolution No. 06-021
Page 2
PASSED AND ADOPTED, AND APPROVED by the City CounGil of the City of
Poway, California, this 21 st day of March, 2006. /
or
ATTEST:
(J;~~
L. Diane Shea, City Clerk
STATE OF CALIFORNIA )
)SS
COUNTY OF SAN DIEGO)
I, L. Diane Shea, City Clerk of the City of Poway, do hereby certify under penalty
of perjury that the foregoing Resolution No. 06-021 was duly adopted by the City
Council at a meeting of said City Council held on the 21st day of March 2006, and that it
was so adopted by the following vote:
AYES: BOYACK, EMERY, HIGGINSON, REXFORD, CAFAGNA
NOES: NONE
ABSENT: NONE
DISQUALIFIED: NONE
~"k~
City of Poway
CONSENT IS HEREBY GIVEN TO THE
DESTRUCTION OF THE DOCUMENTS
DESCRIBED IN THE ATTACHED EXHIBIT A.
ctv~" CJy~~
Lisa Foster, Interim City Attorney
EXHIBIT A
Resolution No. 06-021
Page 3
CITY CLERK'S .
OFFICE ..
BOX NUMBER - CONTENTS I YEAR RETENTION
CC 141 FilinaSVstem ProcedurelCOoiesl 2 Years
CC 275 Other Anencies Materials Conies
CC 278 Unsuccessful Bids FY 2002-03 2 Years
CC 277 Unsuccessful Bids FY 2002-03 2 Years
CC 276 Unsuccessful Bids FY 2003 2 Years
121 Files Proof of Publications FY 1996-1997 Current + 4 Years
Candidate Statements Unsuccessful Candidates 1998 7 Years
Candidate Statements Financial Statements 1730 Forms\ 1997 7 Years
CITY MANAGER'S
. OFFICE .
BOXNUMBER . . CONTENTS I YEAR RETENTION
CM 037 Monthlv Status ReDorl 1981-1984 2 Years
CM 038 Monthlv Status Renorl 1985-1988 2 Years
CM 067 Monthlv Status Reoorl 1989-1992 2 Years
CM 085 Acienda Packets 05/1996 -12/1996 Cooies
CM 086 Aaenda Packets 11/1995 - 05/1996 Conies .
CM 087 An-enda Packets 06/1995 - 10/1995 Cooies
CM 088 Aaenda Packets 01/1995 - 05/1995 Conies
CM 089 P.nenda Packets 0611994 12/1994 Cooies
CM 090 Aaenda Packets 11/1993 - 05/1994 CODies
CM091 Aclenda Packets 04/1993 -10/1993 Cooies
CM 092 Anenda Packets 10/1992 0311993 Coaies
CM 093 Aaenda Packets 04/1992 - 09/1992 Conies
CM 094 Anenda Packets 11/1991 03/1992 Cooies
CM 095 Aaenda Packets 05/1991 -10/1991 Cooies
CM 096 Anenda Packets 12/1990 - 04/1991 Cooies
CM 097 Aaenda Packets 06/1990 - 11/1990 CODies
CM 098 Aaenda Packets 0111990 - 05/1990 Cooies
CM 099 Anenda Packets 07/1989 -12/1989 Conies
CM 100 Aclenda Packets 02/1989 06/1989 Cooies
CM 101 Aaenda Packets 10/1988 - 0111989 Conies
CM 102 Aclenda Packets 08/1988 09/1988 CaDies
CM 103 Aaenda Packets 04/1988 - 07/1988 Conies
CM 104 Aci(lDda Packets 10/1987 03/1988 Cooies
CM105 Anenda Packets 06/1987 09/1987 CODies
CM106 Aaenda Packets 03/1987 - 05/1987 CODies
CM107 Anenda Packets 11/1986 02/1987 Conies
CM 132 Monthlv Status Reoorls 1998 Cooies
CM134 Anendas 1997 CODies
CM135 Aaendas 1997 Conies
CM136 )>.nendas 1997-1998 CODies
CM 155 Miramar Noise Issue 2000 Caaies
CM 162 Chranolonical Files 2001 Destrov when no lonaer relevant
CM 163 Chranoloaical Files 2001 Destrav when no lonaer relevant
CM 164 Anendas 2001 CODies
CM 167 Council Calendar 2000-2001 2 Years
YearlVDiaries FY 1979-1989 2 Years
Desk Calendars 1989-1994 2 Years
City Manager Desk & Pocket Calendars 2 Years
2000-01
Citv Attornev Desk Calendar FY 2001 2 Years
Executive Assistant Desk Calendar FY 2000- 2 Years
2001
Prenared 2/2006
Resolution No. 06-021
Page 4
CITY MANAGER'S . ... ., , ., .
.. OFFICE ,. . ..., .. ... ,....
...BOXNUMBER .......... CONTENTS IYEAR .'..., RETENTION
Citv Attorney Desk Calendar FY 2001 2 Years
Executive Assistant Desk Calendar FY 2000- 2 Years
2001
Litiqation - Mise (Copies non-recordl CODies
COMMUNITY .. . .
... SERVICES ......
. ,. ..
BOX NUMBER .., CONTENTS I YEAR . RETENTION . ..
CS 057 City Improvement Projects Reports FY 1997- Copies
2000
CUSTOMER . . . .
I
SERVICE ...
... aox NUMBER . CONTENTS/YEAR RETENTION
CT117 Water/Sewer Reaisters 07/1994 - 11/1995 7 Years
CT118 Water/Sewer Reaisters 0211994 -12/1995 7 Years
CT119 Water/Sewer Reaisters 11/1994 -11/1995 7 Years
CT 120 Water/Sewer Reaisters 02/1995 -04/1996 7 Years
CT121 Water/Sewer Reaisters 01/1996 - 11/1996 7 Years
CT129 Meter Installation 11/1981 - 03/1998 7 Years
CT142 Water/Sewer Reaisters 01/1996-05/1998 7 Years
CT143 Water/Sewer Reqisters 02/1996 04/1998 7 Years
CT 144 Water/Sewer Reaisters 01/1997 11/1997 7 Years
CT161 Cvcle End Reaisters 11/1996 - 01/2000 CODies
CT162 Cvcle End Reaisters 01/1999 - 09/1999 Conies
CT 163 Cvcle End ReDisters 03/1999 05/1999 CODies
CT 183 Ambulance / CorresDondence 2001 2 Years
CT 184 Water Stubs 09/2002 - 10/2002 CODies
CT185 Water Stubs 10/2002 - 11/2002 CODies
CT 193 Ambulance / Correspondence FY 2001-2002 CODies
ENGINEERING .
BOX NUMBER . CONTENTS, I YEAR . RETENTION
EG 039 Excavation Permits FY 1985-1987 Term + 2 Years
EG 150 Riqht-of-Wav Permits FY 1994-1995 Destrov when no lonoer relevant
EG 169 Excavation Permits FY 1991-1992 Term + 2 Years
EG 171 Proiect Files FY 1971 Conies
EG 174 Excavation Permits FY 1983-1984 Term + 2 Years
EG 178 Excavation Permits FY 1979-1983 Term + 2 Years
EG 247 Subcommittees - FY 1989-1991 Conies
EG 252 Correspondence Estimates FY 1991-1997 3 Years
EG 294 Misc. Correspondence FY 1996-1997 3 Years
(4\ boxes Rioht-of-Wav Permits FY 2002 Copies
FINANCE
BOX NUMBER CONTENTS I YEAR RETENTION
FN 348 Trial Balance Detail FY 1991-1992 7 Years
FN 349 Trial Balance Oetail FY 1992-1993 7 Years
FN 390 Fiscal Aaent Statement FY 1994-1995 7 Years
FN 510 Trial Balance Oetail FY 1987-1989 7 Years
Prooared 2/2006
EXHIBIT A
Resolution No. 06-021
Page 5
EXHIBIT A
FINANCE . ....... . . .
BOX NUMBER CONTENTS/YEAR .. . RETENTION
FN 530 ReceiDt Books - FY 1990-1999 7 Years
FN 538 Accounts Payable FY 1997-1998 7 Years
FN 539 Accounts Payable FY 1997-1998 7 Years
FN 540 Accounts Payable FY 1997-1998 7 Years
FN 541 Accounts Payable FY 1997-1998 7 Years
FN 542 Accounts Payable FY 1997-1998 7 Years
FN 543 Accounts Payable FY 1997-1998 7 Years
FN 544 Accounts Payable FY 1997-1998 7 Years
FN 545 . Accounts Payable FY 1997-1998 7 Years
FN 546 Accounts Payable FY 1997-1998 7 Years
FN 547 Accounts Payable FY 1997-1998 7 Years
FN 548 Accounts Payable FY 1997-1998 7 Years
FN 549 Accounts Payable FY 1997-1998 7 Years
FN 550 Accounts Payable FY 1997-1998 7 Years
FN 551 Accounts Payable FY 1997-1998 7 Years
FN 552 Accounts Payable FY 1997-1998 7 Years
FN 553 Accounts Payable FY 1997-1998 7 Years
FN 554 Accounts Payable FY 1997-1998 7 Years
FN 555 Accounts Payable FY 1997-1998 7 Years
FN 556 Accounts Payable FY 1997-1998 7 Years
FN 557 Accounts Payable FY 1997-1998 7 Years
FN 558 Accounts Payable FY 1997-1998 7 Years
FN 559 Accounts Payable FY 1997-1998 7 Years
FN 560 Accounts Payable FY 1997-1998 7 Years
FN 561 Accounts Payable FY 1997-1998 7 Years
FN 562 Accounts Payable FY 1997-1998 7 Years
FN 563 Accounts Payable FY 1997-1998 7 Years
FN 564 Accounts Payable FY 1997-1998 7 Years
FN 565 Accounts Payable FY 1997-1998 7 Years
FN 566 Accounts Payable FY 1997-1998 7 Years
FN 567 Accounts Payable FY 1997-1998 7 Years
FN 568 Accounts Payable FY 1997-1998 7 Years
FN 569 Accounts Payable FY 1997-1998 7 Years
FN 570 Accounts Payable FY 1997-1998 7 Years
FN 571 Accounts Payable FY 1997-1998 7 Years
FN 588 DeyeloDer PeDosits 0811984 - 08/1990 7 Years
FN 589 Deyeloper Peposits 10/1990 -11/1995 7 Years
FN 590 PeyelODer DeDosits 12/1986 - 09/1990 7 Years
FN 591 Accounts Payable FY 1998-1999 7 Years
FN 592 Accounts Payable FY 1998-1999 7 Years
FN 593 Accounts Payable FY 1998-1999 7 Years
FN 594 Accounts Payable FY 1998-1999 7 Years
FN 595 Accounts Payable FY 1998-1999 7 Years
FN 596 Accounts Payable FY 1998-1999 7 Years
FN 597 Accounts Payable FY 1998-1999 7 Years
FN 598 Accounts Payable FY 1998-1999 7 Years
FN 599 Accounts Payable FY 1998-1999 7 Years
FN 600 Accounts Payable FY 1998-1999 7 Years
FN 601 Accounts Payable FY 1998-1999 7 Years
FN 602 Accounts Payable FY 1998-1999 7 Years
FN 603 Accounts Payable FY 1998-1999 7 Years
FN 604 Accounts Payable FY 1998-1999 7 Years
FN 605 Accounts Pavable FY 1998-1999 7 Years
FN 606 Accounts Payable FY 1998-1999 7 Years
FN 607 Accounts Payable FY 1998-1999 7 Years
FN 608 Accounts Payable FY 1998-1999 7 Years
Prepared 2/2006
Resolution No. 06-021
Page 6
FINANCE -c- -c- . . .. ...
BOX NUMBER C.ONTENTS I YEARc ... .... RETENTION .
FN 609 Accounts Pavable FY 1998-1999 7 Years
FN 610 Accounts Pavable FY 1998-1999 7 Years
FN 611 Accounts Pavable FY 1998-1999 7 Years
FN 612 Accounts Pavable FY 1998-1999 7 Years
FN 613 Accounts Pavable FY 1998-1999 7 Years
FN 614 Accounts Pavable FY 1998-1999 7 Years
FN 615 Accounts Pavable FY 1998-1999 7 Years
FN 616 Accounts Pavable FY 1998-1999 7 Years
FN 617 Accounts Pavable FY 1998-1999 7 Years
FN618 Accounts Pavable FY 1998-1999 7 Years
FN 619 Accounts Pav"ble FY 1998-1999 7 Years
FN 620 Accounts Pavable FY 1998-1999 7 Years
FN 621 Accounts pavable FY 1998-1999 7 Years
FN 622 Accounts Payable FY 1998-1999 7 Years
FN 623 Accounts Pavable FY 1998-1999 7 Years
FN 624 Sales Tax Allocation FY 1998-1999 7 Years
FN 625 Sales Tax FY 1991-1997 7 Years
FN 626 Water Billiri;;(;vcles FY 1994-1995 7 Years
FN 684 Cash Receints 04/01-05/19/1999 7 Years
FN 685 Cash Recelnts 09/01-09/30/1999 7 Years
FN 686 Cash Receints 08/03-08/31/1999 7 Years
FN 687 Cash ReceiDis 01/04- 02/19/1999 7 Years
FN 688 Cash Receints 11/18-12/31/1998 7 Years
FN 689 Cash Receiots 07/01-07/31/1998 7 Years
FN 690 Cash Receints 02/23-03/31/1998 7 Years
FN 716 Accounts Pavable 11/1998 -06/1999 7 Years
FN 717 Accounts Payable 01/1999-06/1999 7 Years
FN 718 Accounts Payable 07/1998-12/1998 7 Years
FN 719 Cash Receints 02/1996-06/1996 7 Years
FN 723 Accounts Payable 07/1998-06/1999 7 Years
FN 724 Accounts Pavable 0711998 -06/1999 7 Years
FN 725 Accounts Payable 01/1999-06/1999 7 Years
FN 726 Accounts Pavable FY 1998-1999 7 Years
FN 739 Warrant Reoister FY 1997-1999 7 Years
FN 740 Journal Entries FY 1998-1999 7 Years
FN 844 Pronertv Tax Rolls FY 1999 7 Years
PERSONNEL ... -c- ..
.
BOX NUMBER CONTENTS IYEAR . RETENTION
PE 106 Recruitments FY 2000-2002 3 Years
PE 107 ICMA- Benefit - Oeferred Comnensation 3 Years
PE 108 Benefit Statements 2 Years
PLANNING .. .. . . . .
BOX NUMBER CONTENTS! YEAR. . RETENTION
PL 036 Tree Removal An"Iications FY 1987-1988 2 Years
PL 152 Code Comnliance Violations FY 1992 Closed + 5 Years
PL 153 Code Comnliance Violations FY 1988-1990 Closed + 5 Years
PUBLIC WORKS . .
BOX NUMBER CONTENTS I YEAR . RETENTION
PS 050 Public Svcs.-Administration/Corresoondence 2 Years
PS 051 Public Svcs.-Administration/Corresnondence 2 Years
Prepared 2/2006
EXHIBIT A
Resolution No. 06-021
Page 7
EXHIBIT A
PUBLIC WORKS c~ c . . .. ......
.. ...
BOX NUMBER . CONTENTS IYEAR . ... RETENTION .
PS 065 Public Svcs.-Administration/Corresnnndence 2 Years
PS 066 Public Svcs.-AdministrationtCorresoondence 2 Years
OP 034 Public Svcs.-operations I Playground safety 2 Years
check
OP 036 Public Svcs.-Operations I Playground 2 Years
InsDections
REDEVELOPMENT . . .. . .. ... . . ..
..
AGENCY . .. .. . .... ~ . ..... ..
BOX NUMBER I. CONTENTS I YEAR /.. . RETENTION
RA 007 Relocation Files 1990-1994 7 Years
RA 008 Relocation Files 1990-1994 7 Years
RA 026 Rehabilitation Loans Closed 1994 Term + 5 Years
RA 030 Draft - General Plan Amendment Conies
RA 037 Amendment Paoes 1989-1990 . Co Dies
RA 084 CDBG Files Closed 1994 Closed + 5 Years
RA 086 CDBG Files Closed 1994 Closed + 5 Years
Prenared 2/2006