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Res 12-004RESOLUTION NO 12 -004 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, DEVELOPMENT SERVICES, 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 12 -004 Page 2 PASSED AND ADOPTED, AND APPROVED by the City Council of the City of Poway, California, this 21 st day of February, 2012 Don Higginson, Mayo ATTEST Line. Tr an, MMC - qty Clerk 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. 12 -004, was duly adopted by the City Council at a meeting of said City Council held on the 21 day of February, 2012, and that it was so adopted by the following vote AYES BOYACK, GROSCH, MULLIN, CUNNINGHAM, HIGGINSON NOES: NONE ABSENT NONE DISQUALIFIED: NONE i mda Troyan, MMC City Clerk City of Poway CONSENT IS HEREBY GIVEN TO THE DESTRUCTION OF THE DOCUMENTS DESCRIBED IN THE ATTACHED EXHIBIT A Mor an ey, City Attorney Resolution No 12 -0 0 4 Page 13 :• s Poway Rd. Specific Plan, ADAPT Fire Safety Programs, CDBG/LLEBG, State Mandated Costs, Scripps Poway Parkway Groundbreaking, Poway Center for Performing Arts ON Copies of documents can be destroyed when no longer relevant Chrons 2007 — City Manager's Office Staff /Council & Weekly Reports 2 Years Chrons 2008 — City Manager's Office Staff /Council 2 Years Chrons 2009 — City Manager's Office Staff /Council and City Council Calendars 2 Years BOX NUMBER CC148 OFFICE CITY CLERK'S • Summons • 7 Years CC318 TUP's 2004 -07 Journal Entries 2003 City Investment Reports & Warrant Registers 2003 Statement of Economic Interest 2004 2 Years Copies Imaged in Laserfiche 7 Years CC332 Statement of Economic Interest — Closed (Employee/Consultants) 7 Years CC336 -337 Unsuccessful Bid Packets 2008 2 Years CC338, 375 -378 Unsuccessful Bid Packets 2007 -2009 2 Years CC354 Election — Unsuccessful Candidates 2004 Claims Against City 2003 -2004 5 Years Imaged on Laserfiche City Clerk's Office Sequential logs 2003 -2007 Resolutions 2 Years BOX NUMBER COMMUNITY • Facility Reservations 2009 RETENTION Co ies Facility Reservations 2009 Copies Facility Reservations 2009 Copies Facility Reservations 2009 Copies Class Registration Active Check Backus Copies Class Registrations Spring 2009 Copies Class Registrations Summer 2009 Copies Class Registrations Fall 2009 Copies Class Registrations Winter 2009 Copies Finance FY08 /09 Warrant Registers/Receipts Co ies Finance FY07 /08 Active Check Backus Copies Finance FY07 /08 Warrant Registers/Receipts Copies Finance FY10 Warrant Registers/Receipts Copies Finance FY07 /08 Warrant Registers/Receipts Copies Finance FY09 /10 Warrant Registers/Receipts Co ies Finance FY08 /09 Warrant Registers/Receipts Copies CS084 FY 09 Box Office Ticket Stubs Term + 2 Years CS085 FY 09 Box Office Daily Internet Packets Term + 2 Years CS086 FY 09 Box Office Daily Internet Packets Term + 2 Years CS087 FY 09 Box Office Daily Internet Packets Term + 2 Years CS088 FY 10 Box Office Daily Internet Packets Term + 2 Years CS089 FY 09 Box Office Ticket Stubs Term + 2 Years CS090 FY 09 Box Office Ticket Orders Term + 2 Years CS091 FY 09 Box Office Ticket Stubs Term + 2 Years CS092 FY 09 Box Office Ticket Stubs Term + 2 Years CS85 -089 Box Office Daily Internet Packets FY2009 2 years CS091 -92, 084,089 Box Office Daily Ticket Stubs FY2009 2 Years CS090 Box Office Daily Ticket Orders FY2009 2 Years Resolution No 12 -0 0 4 Page 14 BOX, NUMPER CUSTOMER CONTENTS 2005 -2008 Meter Exchange and 2008 Starts 2 Years 2008 Water Applicants 2 Years 1995 -1996 Water Applications 2 Years 1995 -2000 Water Applications 2 Years 1998 -1999 Water Applications 2 Years 2001 -2002 Water Applications 2 Years 2003 -2004 Water Closings 2 Years 2004 Water Applications 2 Years 2005 Water Applications 2 Years 2006 Water Starts & Closings 2 Years 2006 Water Closings 2 Years 2007 Water Starts 2 Years 1996 -2001 Meter Exchange Slips and 2001 -2004 Water Applications 2 Years 2008 Water Starts & Closings 2 Years CT137 Ambulance Files 1991 -1997 7 Years CT183 Ambulance Files 1999 -2001 7 Years CT136 Ambulance Invoices 1994 -1997 and Write -Offs FY 1993 - FY1996 7 Years Invoices 1997 -2000 7 Years Accounts Receivable 2003 -2004 Copies Accounts Receivable 2001 -2002 Copies :• X NUMBER DEVELOPMENT 'CONTENTSIYEAR Right-of-Way 2005 RETENTION Term + 2 Years Right-of-Way 2005 Term + 2 Years Right-of-Way 2005 Term + 2 Years Right-of-Way 2004 Term + 2 Years Right-of-Way 2004 Term + 2 Years Right-of-Way 2004 Term + 2 Years Administrative Remedy Letters 1991 -2004 2 Years Zoning Violations 1987 through 1998 Closed + 5 Years Yo - ning Violations 1999 Closed + 5 Years Zoning Violations 2000 -2002 Closed + 5 Years Zoning Violations 2000 -2002 Closed + 5 Years Zoning Violations 2000 -2002 Closed + 5 Years Zoning Violations 2000 -2002 Closed + 5 Years Zoning Violations 2003 Closed + 5 Years Zoning Violations 2003 Closed + 5 Years Zoning Violations 2003 Closed + 5 Years Box NUMBER FIN CONTENTS Joumal Entries FY 2001 RETENTION - 7 - Tears Journals FY 00 -01 (Aug 2000 - May 2001 7 Years Unsuccessful Bids - 2008 -2009 2 Years FN858, 861, 976 -977, 986 Cash Receipts FY2003 -2004 7 Years FN911 -916, 931 - 936,979 Cancelled Checks FY2002 -03 and 2003/04 7 Years FN978 Cancelled Checks FY2002 -03 and 2003 -04 7 Years FN981 Receipt Books 2000 -2004 7 Years FN983 Purchase Orders FY2003 -2004 7 Years FN984 Purchase Orders FY2003 -2004 7 Years FN917 -930 Accounts Payable FY2003 -2004 7 Years FN944, FN948 -949 Time Cards 2002 -2004 7 Years FN962- 965, 969, 987- 991 Cash Receipts FY2004 7 Years FN1099 Payroll Time Cards FY2004 -2005 7 Years FN938 -943, 953 -961 Accounts Payable FY2003 -2004 7 Years FN1109 1 Fiscal Agent Statements FY2004 7 Years FN1233 -1234 I Journal Entries 2000 -2001 7 Years Resolution No 12 -0 0 4 Page 15 :• IT • RETENTION Old versions of software no longer in use or needed Destroy when no longer relevant Old versions of software no longer in use or needed Destroy when no longer relevant Old versions of software no longer in use or needed Destroy when no longer relevant Old versions of software no longer in use or needed. Old software Destroy when no longer tae no longer relevant, and old unusable hard drive. relevant PERSONNEL BOX NUMBER CONTENTS YEAR RETENTION Personnel Files — Terminated/Resignations 1999 Permanent unless All records have been Laserfiche Imaged ima ed in Laserfiche Personnel Files — Terminated/Resignations 2007 Permanent unless All records have been Laserfiche Imaged imaged in Laserfiche Personnel Files — Terminated/Resignations 2008 Permanent unless All records have been Laserfiche Imaged imaged in Laserfiche WORKS PUBLIC BOX NUMBER CONTENTS/YEAR RETENTION Work Orders 2004 -2008; 2008 Calendar Year Work Orders; 2004 2 Years Applications for Waster trash Exemption Work Orders 2006 -2007 2 Years Work Orders — Various Vehicles 2000 -2009 2 Years REDEVELOPMENT BOX NUMBER • RETENTION General Correspondence and Chron Files 2005 -2009 2 Years RFQ -Poway Royal and RFQ Fair Housing Mediation 2008 2 Years Commercial Rehab 2005 -2006 Closed + 5 Years Lifeline Agreement 2001 Closed + 10 Years Audits — Year End 2001 -2003 5 Years Hotel Site — 2004 Hotel RFPs and Poway Royal Sale RFP /RFQ's 2 Years Fine Arts Center RFP — Fundraiser 2 Years Commercial Development Block Grant Program Closed + 5 Years Claims -2000 -2005, General and Quarterly Reports, Housing Rehab Insurance 1999 -2005, Multifamily Rehab Strategy 2000 Redevelopment Projects — Brighton 2 Years Housing Programs Award 2 Years Memorandum — Chron Files 3 Years Legislation Copies Marketing Plan RFP's 2003 2 Years Public Records Requests — copies Copies Legal & Legislative Files Copies Commercial Rehab Loans, Plans, Permits and Inspections 2005 Closed + 5 Years RA159/E166 Residential Rehab Loan Program Files 1996 -2005 Closed + 5 Years