Res 12-054RESOLUTION NO. 12 -054
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF POWAY, CALIFORNIA,
AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS
IN THE ADMINISTRATIVE SERVICES, DEVELOPMENT SERVICES,
CITY CLERK'S OFFICE, AND PUBLIC WORKS 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. 12-054
Page 2
PASSED AND ADOPTED, AND APPROVED by the City Council of the City of
Poway, California, this 2nd day of October, 2012.
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ITIS
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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 -054, was duly adopted by the City Council at a meeting of said
City Council held on the 2nd day of October, 2012, and that it was so adopted by the
following vote:
AYES:BOYACK, GROSCH, MULLIN, CUNNINGHAM, HIGGINSON
NOES: NONE
ABSENT: NONE
DISQUALIFIED: NONE
a A. Tx6y4A, MMC
of Poway
CONSENT IS HEREBY GIVEN TO
THE DESTRUCTION OF THE DOCUMENTS
DESCRIBED IN THE ATTACHED EXHIBIT A.
ti
Morg n L. of —Cit Attorney
Resolution No. 12 -054
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EXHIBIT A
Inactive Business Certificates 2005 A -D
Closed + 3 Years
Inactive Business Certificates 2005 D -N
Closed + 3 Years
Inactive Business Certificates 2005 N -R
Closed + 3 Years
Inactive Business Certificates 2005 S -Y
Closed + 3 Years
Inactive Business Certificates 2007 A -D
Closed + 3 Years
Inactive Business Certificates 2007 D -H
Closed + 3 Years
Inactive Business Certificates 2007 H -N
Closed + 3 Years
Inactive Business Certificates 2007 O -R
Closed + 3 Years
Inactive Business Certificates 2007 S -Z
Closed + 3 Years
Accounts Payables 2007 -2008
Copies
Warrant Register 2007 -2008
Copies
Directors Notes July 2004 - December 2009
Copies
Speakers Lists Oct 2004 —Dec 2006
3 Years
Committee Applications 2007 -2009 (not appointed)
2 Years
Regional Agencies — Misc.
Copies
Billings (Passport Services)
Copies
Commendations /Proclamations
Copies
Grant 2003
Audit + 5 Years
Subpoenas 2005 -2007
2 Years
Candidate Handbook 2008
Copies
Budget Status Report — FY 2002 -03 City Clerk
Audit + 7 Years
Elections: Petitions 2010 & 2012
8 Months
Request for Copies Nov -Dec 2009
2 Years
Request for Copies Oct. 2008 — Oct. 2009
2 Years
Unsuccessful Bids 2006, 2008, 2009
2 Years
Warrant Register 2008 -2010
Copies
Accounts Payable 2009 -2010
Copies
Special Funding 2005
3 Years
Prior Volunteer Pro ram A s. & Corres. 2008
Separation + 3 Years
Temporary Use Permits CY 2000 Term + 3 Years
Temporary Use Permits CY 2001 Term + 3 Years
Temporary Use Permits CY 2002 Term + 3 Years
Right of Way Permits 2006 Box 1 of 2 Term + 2 Years
Right of Way Permits 2006 Box 2 of 2 Term + 2 Years
Right of Way Permits 2007 Box 1 of 2 Term + 2 Years
Right of Way Permits 2007 Box 2 of 2 Term + 2 Years
Tree Removal Permits TR 06- 01 -08 -01 2 Years
Tree Removal Permits TR 00 -09 — 2004 2 years
Moving Permits 2002 -2009 Term + 2 vears
Resolution No. 12 -054
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