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Res 11-005RESOLUTION NO. 11 -005 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,.FINANCE, PERSONNEL, PUBLIC WORKS, REDEVELOPMENT, AND SAFETY SERVICES 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: See Exhibit A Resolution No. 11 -005 Page 2 PASSED AND ADOPTED, AND APPROVED by the City Council of the City of Poway, California, this 22nd day of February, 2011. Don Higginson, MOO& ATTEST: Lin MMC 7 � ity proyan, Resolution No. 11 -005 Page 3 STATE OF CALIFORNIA ) ) ss. COUNTY OF SAN DIEGO) I, Linda A. Troyan, MMC, City Clerk of the City of Poway, do hereby certify that the foregoing Resolution No. 11 -005, was duly adopted by the City Council at a meeting of said City Council held on the 22nd day of February, 2011, and that it was so adopted by the following vote: AYES: BOYACK, GROSH, MULLIN, CUNNINGHAM, HIGGINSON NOES: NONE ABSENT: NONE DISQUALIFIED: NONE royan, MMC City Clerk City of Poway CONSENT IS HEREBY GIVEN TO THE DESTRUCTION OF THE DOCUMENTS DESCRIBED IN THE ATTACHED EXHIBIT A. dVY Morgan Foley, City Attorney Resolution No. 11 -005 Page 13 BOX NUMBER N/A ADMINISTRATIVE CONTENTS/YEAR RISK MANAGEMENT- SAFETY COMMITTEE MINUTES 98 -04 RETENTION 1 2 YEARS BOX NUMBER CM 154 OFFICE CITY MANAGER'S CONTENTS/YEAR CHRON FILES 2000 - CITY MANAGERS OFFICE STAFF AND CITY COUNCIL RETENTION 2 YEARS BOX NUMBER CC 148 OFFICE CITY CLERK'S CONTENTS/YEAR POWAY MUNICIPAL WATER DISTRICT MEETING SUMMARY MEMOS TO GENERAL MANAGER (WORKING FILES) 1973 -1978 SUMMONS 1999 RETENTION ORIGINALS OF MINUTES ARE RETAINED PERM. IN RECORD STORAGE CLOSED + 7 YEARS CC 327 STATEMENTS OF EC. INTEREST - FORMER EMPLOYEES /CONSULTANTS /COMMITTEE MEMBERS CODE COMPLIANCE - PUBLIC NUISANCE 2002 CLAIMS 2002 UNSUCCESSFUL BIDS 2006 -07 GRANTS 2004 CLAIMS 2002 UNSUCCESSFUL BIDS 2006 -2007 7 YEARS 5 YEARS 3 YEARS CLOSED + 5 YEARS 7 YEARS 3 YEARS CC 355 REQUEST FOR COPIES 1995 -2005 2 YEARS CC 364 1 CANDIDATE HANDBOOK 2006 - REQUEST FOR COPIES 2002 -03 2 YEARS BOX NUMBER CS 066 COMMUNITY CONTENTSiYEAR FACILITY RESERVATIONS 2007 RETENTION TERM + 2 YEARS CS 067 CLASS REGISTRATIONS 2007 TERM + 2 YEARS CS 068 FACILITY RESERVATIONS 2007 TERM + 2 YEARS CS 077 FACILITY RESERVATIONS 2008 TERM + 2 YEARS CS 078 FACILITY RESERVATIONS 2008 TERM + 2 YEARS CS 079 FACILITY RESERVATIONS 2008 TERM + 2 YEARS CS 080 FACILITY RESERVATIONS 2008 TERM + 2 YEARS CS 081 CLASS REGISTRATIONS 2008 TERM + 2 YEARS N/A FORMER BLUE SKY DOCENT VOLUNTEER FILES 2007 3 YEARS N/A CLASS REGISTRATIONS WINTER 2008 TERM + 2 YEARS CS 083 CLASS REGISTRATIONS FALL 2008 TERM + 2 YEARS CS 082 CLASS REGISTRATIONS 2008 TERM + 2 YEARS N/A FACILITY RESERVATIONS 2006 TERM + 2 YEARS N/A FACILITY RESERVATIONS 2005 TERM + 2 YEARS N/A TRACK MEET 01/04 FAMILY DAY EVENT TERM + 2 YEARS N/A COMMUNITY DAY EVENT 06/07 TERM + 2 YEARS N/A FINANCE FY 07/08 WARRANT REQUESTS COPIES N/A FINANCE GY 07/08 WARRANT REQUESTS COPIES N/A BOX OFFICE TICKET STUBS FY 08 TERM + 2 YEARS N/A BOX OFFICE DAILY PACKETS FY 08 TERM + 2 YEARS N/A BOX OFFICE DAILY PACKETS FY 08 TERM + 2 YEARS N/A BOX OFFICE DAILY PACKETS FY 08 TERM + 2 YEARS N/A BOX OFFICE DAILY PACKETS FY 08 TERM + 2 YEARS N/A BOX OFFICE DAILY PACKETS FY 08 TERM + 2 YEARS N/A BOX OFFICE DAILY PACKETS FY 08 TERM + 2 YEARS WA BOX OFFICE FLEX PASS VOUCHER ORDER FORMS FY 06 TERM + 2 YEARS N/A BOX OFFICE FLEX PASS VOUCHER ORDER FORMS FY 07 TERM + 2 YEARS N/A BOX OFFICE GIFT CERTIFICATE ORDER FORMS FY 01 TERM + 2 YEARS Resolution No. 11 -005 Page 14 BOX NUMBER FN 790 THROUGH 793 FINANCE CONTENTSIYEAR CASH RECEIPTS FY 2002 -2003 RETENTION 7 YEARS FN 828 THROUGH 831 CASH RECEIPTS FY 2002 -2003 7 YEARS FN 857 CASH RECEIPTS FY 2002 -2003 7 YEARS FN 859 CASH RECEIPTS FY 2002 -2003 7 YEARS FN 860 CASH RECEIPTS FY 2002 -2003 7 YEARS FN 863 -865 CASH RECEIPTS FY 2002 -2003 7 YEARS FN 868 THROUGH 910 ACCOUNTS PAYABLE FY 2002 -2003 7 YEARS FN 937 ACCOUNTS PAYABLE FY 2002 -2003 7 YEARS FN 944 PAYROLL FY 2002 -2003 TIME CARDS 7 YEARS FN 946 PAYROLL FY 2002 -2003 TIME CARDS 7 YEARS FN 947 PAYROLL FY 2002 -2003 TIME CARDS 7 YEARS FN 970 THROUGH 975 ACCOUNTS PAYABLE FY 2002 -2003 7 YEARS FN 1106 BANK ACCOUNT STATEMENTS & RECONCILLIATION 7 YEARS FN 1108 FISCAL AGENT STATEMENTS 7 YEARS BOX NUMBER PE 120 PERSONNEL CONTENTS/YEAR LEAVE REQUEST JULY— DECEMBER 2003 RETENTION 1 7 YEARS PE 124 -126 PERSONNEL FILES TERMINATED /RESIGNATIONS 2002 — Converted to Permanent Electronic Format COPIES PE 135 -136 PERSONNEL FILES TERMINIATED/RESIGNATIONS 2003— Converted to Permanent Electronic Format PERM UNLESS IMAGED PE 137 THROUGH 139 PERSONNEL FILES — TERMINATED/RESIGNATIONS 2004 — Converted to Permanent Electronic Format PERM UNLESS IMAGED WA DISCIPLINARY ACTIONS —1996 -2005 3 YEARS AFTER SETTLED N/A CHRONOLOGICAL FILES 2003 -2007; PERSONNEL REQUISITIONS 2001 -2007 RECRUITMENTS 2005 -2006 2 YEARS N/A PERSONNEL FILES — TERMNINATED /RESIGNATIONS 2006 Converted to Permanent Electronic Format PERM UNLESS IMAGED WA WORKERS COMP FILES 2000 -2005— (Converted to Permanent Electronic Format ) 30 YEARS UNLESS IMAGED N/A DMV PHYSICALS 4 YEARS N/A DISIPLINARY ACTIONS — EMPLOYEE 3 YEARS WA CITY REQUIRED PHYSICALS — IMAGED IN LASERFICHE PERM UNLESS IMAGED N/A HR CHRONOLOGICAL FILES 2003 — 2009 NO LONGER RELEVANT N/A PERS MEMBER ACTION FORMS 1980 -2003 Converted to Permanent Electronic Format PERM UNLESS IMAGED N/A PERSONNEL FILES — TERMNINATED/RESIGNATIONS 2005 Converted to Permanent Electronic Format PERM UNLESS IMAGED N/A EEO-4 REPORT 2 YEARS N/A PERSONNEL REQUISITION FORMS 2 YEARS WA LEAVE REQUEST FORMS 2 YEARS N/A DOT DRUG TESTING 1996 -2004 5 YEARS N/A RECLASSIFICATION REQUESTS 1993 -2007 2 YEARS N/A TERMINATION COBRA PARTICIPANTS 2001 -2004 5 YEARS N/A DISCIPLINARY ACTIONS 1986 -2003 3 YEARS AFTER SETTLED Resolution No. 11 -005 Page 15 BOX NUMBER PS 034 WORKS PUBLIC CONTENTS/YEAR STREET LIGHTING CONVEY RETENTION COPIES PS 045 LIGHTING ENGINEER DATA REPORTS 2 YEARS PS 078 LIVID ENGINEER REPORTS FY 03/04 COPIES PS 081 ADMINISTRATIVE RECORDS - ENGINEER DATA REPORTS 2 YEARS PS 082 CO. OF SAN DIEGO PROPERTY VALUATIONS COPIES OP 027 MAINTENANCE FILES - OPERATIONS- 1989 3 YEARS N/A REFUSE/TRASH COLLECTION & EXEMPTIONS 2005 & 2006 CLOSED + 2 YEARS N/A UNSUCCESSFUL BIDS AND WATER MGM /RESV.& DAMS 2002 ANNUALRPT 2 YEARS AND COPIES BOX NUMBER RA 090 REDEVELOPMENT CONTENTS/YEAR CDBG FILES - CLOSED 2005 RETENTION 1 CLOSED + 5 YEARS RA 103 CDBG FILES - CLOSED 2005 CLOSED + 5 YEARS RA 107 CDBG FILES - CLOSED 2005 CLOSED + 5 YEARS RA 108 CDBG FILES - CLOSED 2005 1 CLOSED + 5 YEARS BOX NUMBER N/A SAFETY SERVICES CONTENTSIYEAR I PARKING CITATIONS REVIEWS 2006 & 2007 RETENTION 3 YEARS N/A I CORRESPONDENCE - CHRONOLOGICAL 2005 THROUGH 2007 2 YEARS