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