Res 10-007 RESOLUTION NO. 10-007
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE DESTRUCTION
OF CERTAIN DOCUMENTS 1N ADMINISTRATIVE SERVICES CITY CLERK'S
OFFICE, CITY MANAGER'S OFFICE, COMMUNITY SERVICE, FINANCE,
PERSONNEL, 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 Deparfinent 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. 10-007
Page 2
PASSED AND ADOPTEQ, AND APPROVED by the City Council of the City of
Poway, California, this 16th day of February, 2010.
��1"' �
Don Higginson, Mayor
ATTEST:
/ �---
�cla A royan, MMC
i City Clerk
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. 10-007, was duly adopted by the City Council at a meeting of
said City Council held on the 16th day of February, 2010, and that it was so adopted by
the following vote:
AYES: BOYUCK, CUNNINGHAM, KRUSE, HIGGINSON
NOES: NONE
ABSENT: REXFURD
DISQUALIFIED: NONE
Liad A. Troyan, MMC
ity C rk
City of Poway
CONSENT IS HEREBY GIVEN TO
THE DESTRUCTION OF THE DOCUMENTS
DESCRIBED IN THE ATTACHED EXHIBIT A.
� �, Ce �c�,¢.�
Lisa Foster, City Attorney
Resolution No. 10-UU/
Page �4
ADMINISTRATIVE
SERVICES
BOX NUMBER CONTENTS / YEAR RETENTION
AS 017 DIRECTOR — CHRONOLOGICAL FILES�— PEGGY STEWART TERM + 2 YEARS
1994-1997,.MONTHLY STATUS REPORTS 19941997, SALES
TAX REPORTS 1992-1996
N/A CORRESPONDENCE — DIRECTOR 2005-2007 CL + 2 YFARS
STATUS'REPORTS 2006-2007
COUNTY AUDITOR & CONTROLLER UPDATE 2002
CREOIT CARD SURVEY — 1997
INCIDENT REPORTS 2006-2007 did not result in w/c claim)
N/A RFP RESPONSES — INVESTMENT SERVICES 1996 3 YEARS
REGIONAL FUNDING PROGRAM 7996 & SANDAG FINANCING —
STREET MAINTENANCE / REPAIR 1996
NEIGHBORHOOD LOAN PROGAM 2004
N�A Personnel Files — Terminated/Resignation 2005 3 years aker
Ima es have been scanned into Permanent database Termination
CITY CLERK'S
OFFICE
BOX NUMBER CONTENTS / YEAR RETENTION
CC 242 CITY INVESTMENTREPORT52000-2002 7 YEARS
CC 356 UNSUCCESSFUL CANDIOATES 2004 &RECORDS REQUESTS 2 YEARS
2007
CC 357 RECORDS REQUESTS 2006 2 YEARS
CITY MANAGER'S
OFFICE
BOX NUMBER CONTENTS I YEAR RETENTION
N/A COUNCIL CALENDAR 2006 — 2007, GTY MANAGER CALENDAR 2 YEARS
2006, GTY ATTORNEY CALENDAR 2006-2007
N/A STATE OF THE CITY ADDRESS — Co ies 2 YEARS
N/A POWAY ECONOMIC CONFERENCE 1984-2000 2 YEARS
MAYOR FOR THE DAY (Copies)
SURVEYS — MISC. 2000-2006
STARRIDGE PARK (Copies)
OFF ROAD PARK Co ies
COMMUNITY
SERVICES
BOX NUMBER CONTENTS I YEAR RETENTION
CS 063 COMMUNITY SERVICES - RECREATION CONTRACT US + 2 YEARS
INSTRUCTORS2007
CS 064 FACILITY RESERVATIONS 2005-07 TERM + p YEARS
CS 065 FACIUTY RESERVATIONS 2005-07 TERM + 2YEARS
CS 069 FACILITY RESERVATIONS 2005-07 TERM + 2 YEARS
CS 070 FACILITY RESERVATIONS 2005-07 TERM + 2 YEARS
CS 071 FACILITY RESERVATIONS 2005-07 TERM + 2 YEARS
CS 072 FACILITY RESERVATIONS 2005-07 TERM + z YEARS
CS 073 FACILITY RESERVATIONS 2005-07 TERM + Z YEARS
CS 074 FACILITY RESERVATIONS 2005-07 TERM + z YEARS
CS 075 FACILITY RESERVATIONS 2005-07 TERM + 2 YEARS
CS 076 FACILITY RESERVATIONS 2005-07 TERM + 2 YEARS
FINANCE
BOX NUMBER CONTENTS I YEAR RETENTION
FN 354 CASH RECEIPTS FY 2001, 2002, 2003, 2004 7 YEARS
FN 358 CASH RECEIPTS FY�2001, 2002, 2003,�2004 7 YEARS
FN 357 CASH RECEIPTS FY 2007, 2002, 2003, 2004 7 YEARS
FN 582 FISCAL AGENT STATEMENTS FY 1995-1998 7 YEARS
FN 583 FISCAL AGENT STATEMENTS FY 1995-1998 7 YEARS
FN 584 FISCAL AGENT STATEMENTS FY 1995-1998 7 YEARS
FN 585 FISCAL AGENT STATEMENTS FY 1995-7998 7 YEARS
FN 730 CASH RECEIPTS FY 2001, 2002, 2003, 2004 7 YEARS
FN 731 CASH RECEIPTS FY 2001, 2D02, 2003,2004 � 7 YEARS
FN 735 CASH RECEIPTS FY 2001, 2002, 2003, 2�04 7 YEARS
FN 736 CASH RECEIPTS FY 2001, 2002, 2003, 2004 7 YEARS
FINANCE
80X NUMBER CONTENTS/�YEAR RETENTION
Resolution No. 10-007
Page �5
FINANCE
BOX NUMBER CONTENTS/YEAR RETENTION
FN 742 ACCOUNTS PAYABLE 2000.2002 7�YEARS
FN 743 ACCOUNTS PAYABLE 2000-2002 7YEARS
FN 744 ACCOUNTS PAYABIE 2000.2002 7 YEARS
FN 746 ACCOUNTS PAYABLE 2000-2002 7 YEARS�
FN 747 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN 748 ACCOUNTS PAYABLE 2000-2002 I 7 YEARS
FN 750 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN 751 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN 752 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN 754 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN 754 ACCOUNTS PAYABLE2000-2002 7 YEARS
FN 756 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN 758 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN�760 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN 761 ACCOUNTS PAYABLE 2000-2002 7 YEARS
FN 782 CASH RECEIPTS FY 2002 7 YEARS
FN 783 CASH RECEIPTS FY 2002 7 YEARS
FN 785 CASH RECEIPTS FY2002 7 YEARS
FN 786 CASH RECEIPTS FY 2002 7 YEARS
FN 787 CASH RECEIPTS FY 2002 I 7 YEARS
FN 789 CASH RECEIPTS FY 2002 I 7 YEARS
FN 794 THROUGH FN�.827 ACCOUNTS PAYABLE 2001-2003 I 7 YEARS
FN 834 TIME CARDSFY 2001-2002 AND CANCELLED PAYROLL CHECKS FY 2001-2002 I 7 YEARS
FN 835 TIME CARDSFY 2001-2002 AND CANCELLED PAYROLL CHECKS FY 2001�-2002 I 7 YEARS
FN 836 TIME CARDS FV 200b2002 AND CANCELLED PAYROLL CHECKS FY 200b2W2 I 7 YEARS
FN 838 TIME CAR�S FY 2001-2002 AND CANCELLED PAYROLL CHECKS FY 2001-2002 7 VEARS
FN 842 CANCELIED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; 7 YEARS
ACCOUNTS PAYABLE�FY 2002
FN 843 CANCELLED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; 7 YEARS
ACCOUNTS PAYABLE FY 2002
FN�846 CANCELLED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; 7 YEARS
ACCOUNTS PAYABLE FY 2002
FN 851 CANCELLED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; 7 YEARS
ACCOUNTS PAYABLE FY 2002
FN 852 CANCELLED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; 7 YEARS
ACCOUNTS PAYABLE FY 2002
FN 853 CANCELLED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; 7 YEARS
ACCOUNTS PAYABLE FY 2002
FN 854 CANCELLED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; 7 YEARS
ACCOUNTS PAYABLE FY 2002
FN 855 CANCELLED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; 7 YEAftS
ACCOUNTS PAYABLE FY 2002
FN 856 CANCELLED CHECKS; RECEIPT BOOKS,fISCAL AGENT STATEMENTS; 7 YEARS
ACCOUNTS PAYABLE.FY 2002
FN 866 CANCELLED CHECKS; RECEIPT BOOKS; FISCAL AGENT STATEMENTS; I 7 YEARS
ACCOUNTS PAYABLE FY 2002
FN 867 �CASH RECEIPTS FY 2002 AND JOURNAL ENTRIES FV 2002 I 7 YEARS
FN 951 CASH RECEIPTS FY 2002 AND JOURNAL ENTRIES FY 2002 7 YEARS
FN 952 CASH RECEIPTS FY 2002 AND JOURNAL ENTRIES FY 2002 7 YEARS
FN 982 CANCELLED CHECKS, RECEIPT�BOOKS, FlSCAL AGENT STATEMENTS, 7 YEARS
ACCOUNTS PAYABLE
FN 1105 BANKING STATEMENTS FY 1997-2000 I 7 YEARS
PERSONNEL �
BOX NUMBER CONTENTSIYEAR IRETENTION
. PE 109 ACCOUNTS PAYABLE FY 2000-2002 I 7 YEARS
PE 110 ACCOUNTS PAYABLE FY 2000-2002 I 7 YEARS
PE 129 RECftUITMENT FILES 2006 I 3 YEARS
PE 134 RECRUITMENT FILES 2006 3 YEARS
PE 133 RECRUITMENT FILES 2006 3 YEARS
PE 132 RECRUITMENT FILES 2006 3 YEARS
PE 131 RECRUITMENT FILES 2006 3 YEARS
PE 130 RECRUITMENT FlLES 2006 - 3 YEARS
Resolution No. 10-007
Page �6
PUBLIC WORKS
BOX NUMBER CONTENTS / YEAR RETENTION
PS 042 PACWEST DOCUMENTS FY 7994-1999 TERM + 10
YEARS
I
REDEVELOPMENT I
AGENCY
BOX NUMBER CONTENTS/YEAR IRETENTION
RA 062 NILLSIDE VILLAGE/COMMUNITY RD/RATTLESNAKE CREEK/OLD POWAY PARK I CLOSED + 7
YEARS