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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