Res 09-044
RESOLUTION NO. 09-044
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, CUSTOMER
SERVICES, FINANCE, FIRE, PERSONNEL, PUBLIC WORKS, AND
REDEVELOPMENT DEPARTMENTS.
WHEREAS, Government Code S34090 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 S34090, 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
Resolution No. 09-044
Page 2
PASSED AND ADOPTED, AND APPROVED by the City Council of the City of
Poway, California, this 7th day of July, 2009.
l:)~ t.;l- ~~. :::
Don Higginson, Miyor
~
C-
Resolution No. 09-044
Page 3
STATE OF CALIFORNIA)
) ss.
COUNTY OF SAN DIEGO)
I, Linda A. Troyan, City Clerk of the City of Poway, do hereby certify that the
foregoing Resolution No. 09-044, was duly adopted by the City Council at a meeting of
said City Council held on the 7th day of July, 2009, and that it was so adopted by the
following vote:
AYES: BOYACK, CUNNINGHAM, REXFORD, KRUSE, HIGGINSON
NOES: NONE
ABSENT: NONE
DISQUALIFIED, NONE ~~= L~~_~
I a A. Troyan, MMC
City Clerk
City of Poway
CONSENT IS HEREBY GIVEN TO
THE DESTRUCTION OF THE DOCUMENTS
DESCRIBED IN THE ATTACHED EXHIBIT A.
OCDCcOe ~
Lisa Foster, City Attorney
Resolution No. 09-044
Page 14
ADMINISTRATIVE
SERVICES
BOX NUMBER CONTENTS/YEAR RETENTION
AS015 MOU 7 YEARS
AS 020 CLOSED CLAIMS CLOSED + 7
CITY CLERK'S
OFFICE
BOX NUMBER CONTENTS/YEAR RETENTION
CC 217 STATEMENT OF ECONOMIC INTEREST 7 YEARS
CHECKLIST 1991-1999
CC 218 UNSUCCESSFUL COUNCIL CANDIDATES 1988- 7 YEARS
1992
CC 219 ELECTION REFERENCE 1 CANDIDATE 7 YEARS
PACKETS 1992-1998
CC221 NEWSPAPER CLIPPINGS DESTROY WHEN NO LONGER
RELEVANT
CC 222 NEWSPAPER CLIPPINGS DESTROY WHEN NO LONGER
RELEVANT
CC 227 UNSUCCESSFUL BIDS CITY HALL OFFICE 2 YEARS
FURNITURE - 2005
CC 240 GPA FILES CLOSED + 2 YEARS
CC 282 UNSUCCESSFUL BIDS FY 2004-2005 2 YEARS
CC 283 UNSUCCESSFUL BIDS FY 2004-2005 2 YEARS
CC 284 ADMINISTRATIVE RECORDS I RECORDS 2 YEARS
REQUESTS
CC 290 RECORDS REQUESTS. STATUS REPORTS. MIXED RETENTION - 7 YEARS
UNSUCCESSFUL BIDDERS FY 2000 MAXIMUM
CC 320 PUBLIC RECORDS REQUEST 2005 3 YEARS
CC 321 PUBLIC RECORDS REQUEST 1 2 TO 7 YEARS
UNSUCCESSBUL BIDDERS 2005-2006
CC 322 PUBLIC RECORDS REQUEST 20031 2 TO 7 YEARS
UNSUCCESSFUL BIDS 20051 SUBPEONAS
2000-2003
CC 324 LEAVING OFFICE STATEMENTS 20021 2 TO 7 YEARS
REQUEST FOR COPIES 2006
CC 334 VOLUNTEER PROGRAM I STATEMENTS OF 2 TO 7 YEARS
ECONOMIC INTEREST 1998
CC 358 RECORDS REQUESTS 3 YEARS
CITY MANAGER'S
OFFICE
BOX NUMBER CONTENTS / YEAR RETENTION
N/A COMMENDATIONS 1998-2004 5 YEARS
N/A CHRON. FILES 2006 CMO STAFF 2 YEARS
N/A MONTHLY STATUS REPORTS 1 LEGISLATION 2 YEARS
N/A STAFF ASSINGMENTS 2006-2007 - COPIES 2 YEARS
N/A CHRON. FILES 2005 CMO STAFF 2 YEARS
N/A CHRON. FILES 2005 BOWERSOX/CAFAGNA 2 YEARS
N/A DEVELOPMENT SERVICES CONSOLIDATION 2 YEARS
N/A CUSTOMER COMMENT CARDS 1996-2005 2 YEARS
NJA CHRON. FILES CMO STAFF 2 YEARS
N/A INITIATIVES PROP A 1996 (DEPT COPYl 5 YEARS
N/A COUNCIL CALENDAR 2005 2 YEARS
N/A COUNCIL CALENDAR 2005 2 YEARS
N/A CHRON. FILES CMO STAFF 2 YEARS
N/A STAFF ASSIGNMENTS 2002-2005 2 YEARS
N/A CHRON. FILES CMO STAFF 2002-2003 2 YEARS
N/A CHRON. FILES CMO STAFF 2002 2 YEARS
Resolution No. 09-044
Page 15
COMMUNITY
SERVICES
BOX NUMBER CONTENTS / YEAR RETENTION
CS 062 RECREATION CONTRACT INSTRUCTORS TERM + 2 YEARS
N/A RECREATION ACTIVITY RECORDS 2 YEARS
N/A CLASS REGISTRATION 2006 SUMMER 2 YEARS
N/A CLASS REGISTRATION 2005 SUMMER 2 YEARS
N/A CLASS REGISTRATION 2006 SUMMER 2 YEARS
N/A CLASS REGISTRATION 2005/2006 WINTER 2 YEARS
N/A CLASS REGISTRATION 2005 SPRING 2 YEARS
N/A CLASS REGISTRATION 2006 WINTER 2 YEARS
N/A CLASS REGISTRATION 2005 FALL 2 YEARS
N/A CLASS REGISTRATION 2005 SUMMER 2 YEARS
N/A CLASS REGISTRATION 2005 SUMMER 2 YEARS
N/A CLASS REGISTRATION 2006 SUMMER 2 YEARS
CUSTOMER SERVICE
BOX NUMBER CONTENTS/YEAR RETENTION
CT 196 CYCLE REGISTERS 1998 7 YEARS
FINANCE
BOX NUMBER CONTENTS f YEAR RETENTION
FN 627 TIME CARDS FY 1999-2000 7 YEARS
FN 628 TIME CARDS FY 1999-2000 7 YEARS
FN 629 TIME CARDS FY 1999-2000 7 YEARS
FN 630 TIME CARDS FY 1999-2000 7 YEARS
FN 631 CASH RECEIPTS 2000
FN 632 CASH RECEIPTS 2000 7 YEARS
FN 635 CANCELED CHECKS FY 1999-2000 7 YEARS
FN 636 CANCELED CHECKS FY 1999-2000 7 YEARS
FN 637 CANCELED CHECKS FY 1999-2000 7 YEARS
FN 640 CASH RECEIPTS 2000 7 YEARS
FN 641 CASH RECEIPTS 2000 7 YEARS
FN 642 CASH RECEIPTS 2000 7 YEARS
FN 643 CASH RECEIPTS 2000 7 YEARS
FN 644 CASH RECEIPTS 2000 7 YEARS
FN 645 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 646 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 647 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 648 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 649 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 650 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 651 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 652 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 653 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 654 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 655 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 656 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 657 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 658 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 659 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 660 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 661 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 662 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 663 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 664 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 665 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 666 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 667 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 668 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 669 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 670 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 671 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 672 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 673 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
Resolution No. 09-044
Page 16
FINANCE
BOX NUMBER CONTENTS/YEAR RETENTION
FN 674 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 675 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 676 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 677 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 678 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 679 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 680 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 681 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 682 ACCOUNTS PAYABLE FY 1999-2000 7 YEARS
FN 683 ACCOUNTS PAYABLE FY 1999'2000 7 YEARS
FN 691 TIME CARDS FY 2000-2001 7 YEARS
FN 692 TIME CARDS FY 2000 7 YEARS
FN 693 TIME CARDS FY 2000 7 YEARS
FN 694 TIME CARDS FY 2000 7 YEARS
FN 695 TIME CARDS FY 2000 7 YEARS
FN 696 CASH RECEIPTS 2000 7 YEARS
FN 697 CASH RECEIPTS 2000 7 YEARS
FN 698 CASH RECEIPTS 2000 7 YEARS
FN 699 CASH RECEIPTS 2000 7 YEARS
FN 700 CASH RECEIPTS 2000 7 YEARS
FN 702 CASH RECEIPTS 2000 7 YEARS
FN 703 CASH RECEIPTS 2000 7 YEARS
FN 713 CASH RECEIPTS 2000 7 YEARS
FN 715 ACCOUNTS PAYABLE 2000 7 YEARS
FN 720 CASH RECEIPTS 2000 7 YEARS
FN 721 CASH RECEIPTS 2000 7 YEARS
FN 722 CASH RECEIPTS 2000 7 YEARS
FN 727 CASH RECEIPTS 2000 7 YEARS
FN 728 CASH RECEIPTS 2000 7 YEARS
FN 729 CASH RECEIPTS 2000 7 YEARS
FN 732 CASH RECEIPTS 2000 7 YEARS
FN 733 CASH RECEIPTS 2000 7 YEARS
FN 734 CASH RECEIPTS 2000 7 YEARS
FN 741 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 745 ACCOUNTS PAYABLE FY 2001-2002 7 YEARS
FN 749 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 753 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 757 ACCOUNTS PAYABLE FY 2001-2002 7 YEARS
FN 759 ACCOUNTS PAYABLE FY 2001.2002 7 YEARS
FN 762 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 763 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 764 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 765 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 766 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 767 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 768 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 769 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 770 ACCOUNTS PAYABLE FY 2000'2001 7 YEARS
FN 771 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 772 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 773 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN774 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 775 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 776 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 777 ACCOUNTS PAYABLE FY 2000-2001 7 YEARS
FN 778 JOURNAL ENTRIES FY 1999-2000 7 YEARS
FN 779 JOURNAL ENTRIES FY 1999-2000 7 YEARS
FN 780 JOURNAL ENTRIES FY 1999-2000 TYEARS
FN 781 CASH RECEIPTS FY 2001-2002 7 YEARS
FN 788 CASH RECEIPTS FY 2001-2002 7 YEARS
FN 832 TIME CARDS FY 2001'2002 7 YEARS
FN833 TIME CARDS FY 2001-2002 7 YEARS
FN 837 PAYROLL FY 2000-2001 7 YEARS
FN 839 ACCOUNTS PAYABLE FY 2001-2002 7 YEARS
Resolution No. 09-044
Page /7
FINANCE
BOX NUMBER CONTENTS I YEAR RETENTION
FN 840 ACCOUNTS PAYABLE FY 2001-2002 7 YEARS
FN 841 ACCOUNTS PAYABLE FY 2001-2002 7 YEARS
FN 845 WARRANT REGISTERS FY 1999-2000 & 2000- 7 YEARS
201
FN 847 RECIEPT BOOKS FY 2000-20001 7 YEARS
FN 849 FISCAL AGENT STATEMENTS FY 2000 7 YEARS
FN 850 FISCAL AGENT STATEMENTS FY 2001 7 YEARS
FN 862 CASH RECEIPTS FY 1999-2000 7 YEARS
FN 985 PURCHASE ORDERS FY 1999-2001 7 YEARS
FIRE DEPARTMENT
BOX NUMBER CONTENTS I YEAR RETENTION
FD 125 CORRESPONDENCE 2001-2004 2 YEARS
FD 127 PARKING CITATION REVIEWS 2004 3 YEARS
FD 128 PARKING CITATION REVIEWS 2005 3 YEARS
FD 146 COST RECOVERY DOCUMENTS 1989-2000 7 YEARS
PERSONNEL
BOX NUMBER CONTENTS I YEAR RETENTION
PE 122 BENEFITS ICMA 3 YEARS
PE 127 RECRUITMENT FILES 2005 3 YEARS
PE 128 RECRUITMENT FILES 2005 3 YEARS
PUBLIC WORKS
BOX NUMBER CONTENTS I YEAR RETENTION
PS 052 SPUC ADVICE LETTERS 2000-2001 3 YEARS
PS 078 LMD WATER REPORTS/ENGINEER REPORTS COPIES
FY 2003/2004
PS 079 LIGHTING DISTRICT FY 2003-2004 COPIES
NJA WORK ORDERS 2004-2006 2 YEARS
REDEVELOPMENT
AGENCY
BOX NUMBER CONTENTS/YEAR RETENTION
RA041 RFP'S FOR BREIHAN 2000 7 YEARS
RA 045 LOAN RECONVEY ANCES 2001 CLOSED + 7 YEARS
RA 053 POWAY LAND - LITIGATION INFO. 1997-2000 CLOSED + 7 YEARS
RA061 CLOSED LOANSIDENIED LOANS 1999-2000 CLOSED + 7 YEARS
RA 063 ENVIRNOMENTAL ASSESSMENETS 2001 CLOSED + 7 YEARS
RA 072 ANNUAL REPORTS FY 1999-2000 COPIES
RA 074 PROJECT FILES - CHRONS 1999-2001 7 YEARS
RA 075 FORMER DIRECTOR OF RDA 7 YEARS
CORRESPONDNECE FILES 2001-2002
RA 080 SAN DIEGO COUNTY AUTO CENTER 1998-2002 7 YEARS