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Res 99-015RESOLUTION NO. 99- 0:~5 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE CITY DEPARTMENT HEAD TO DESTROY CITY RECORDS AFTER THE SAME ARE NO LONGER REQUIRED WHEREAS, Government Code Section 34090 authorizes City Department Heads to destroy certain City records, documents, instruments, books or paper, under their charge, without making a copy thereof, after the same are no longer required, with the approval of the legislative body by resolution and the written consent of the City Attorney; and WHEREAS, this Council proposes to grant such approval for the destruction of the records, documents, instruments, books or papers more particularly described in Exhibit "A" having been determined by the City Clerk to be no longer required; and WHEREAS, said records, documents, instruments, books, or papers are not within the category of items which are forbidden to be destroyed. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Poway as follows: 1. That the City Clerk is hereby authorized to destroy the City records, documents, instruments, books or papers under her charge, as described in Exhibit "A" without making a copy thereof. PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway, California, at a regular meeting thereof this 16th day of March, 1999. ATTEST: ? ~yor £or)-Ann~ Peoples, citY ~;lerk Resolution No. 99-015 Page 2 STATE OF CALIFORNIA ) ) COUNTY OF SAN DIEGO ) I, Lori Anne Peoples, City Clerk of the City of Poway, do not hereby certify under penalty of perjury that the foregoing Resolution No. 99-015 was duly adopted by the City Council at a meeting of said City Council held on the 16th day of March, 1999, and that it was so adopted by the following vote: AYES: EMERY, NOES: NONE ABSTAIN: NONE ABSENT: NONE GOLDBY, HIGGINSON, REXFORD, CAFAGNA Lori ~nne Peoples, City Cle]~k City bf Poway Resolution No. 99- 0:~5 Page 3 EXHIBIT "A" CITY CLERK (CC) CC-091 - Unsuccessful Bids - 1995 CC-093 - Plans and Specs for Unsuccessful Bids - 1993-1996 CC-098- Unsuccessful Bids- 1996 CC-102- Unsuccessful Bids- 1996 Statement of Economic Interest- Form 730 - 1991 CUSTOMER SERVICES (CT) CT-024 CT-026 CT-029 CT-042 CT-043 CT-044 CT-045 CT-056 CT-064 CT-065 CT-071 CT-085 CT-092 CT-093 CT-095 CT-096 CT-097 CT-098 CT-100 CT- 102 CT-108 Water and Sewer Registers 1/87 thru 3/88 Water and Sewer Registers 11/85 thru 10/86 Water and Sewer Registers 6/87 thru 4/88 Water and Sewer Registers 12/88 thru 8/89 Water and Sewer Registers 8/88 thru 4/90 Water and Sewer Registers 1/88 thru 3/89 Water and Sewer Registers 5/88 thru 9/89 Collection Agency lists 7/88 - 12/90 Landscape audits, 1992, correspondence 1991/1992, purchase orders FY 92/93, ULFT rebates issued by DART DART, warrants FY 92, speakers for schools, appeals base file, annual rainfall data, SDG&E lightbulbs, press releases, 1992, landscape evaluations, waterwise landscape awards 1992 Ambulance Billing 1/91 thru 6/93 Water Billing Reports 1994 Bingo License & Financial Reports 1994-95 Water Stubs 9/19/95 thru 1/22/96 Water Stubs 1/23/96 thru 6/5/96 Closed Businesses (A-F) 1/1/96 thru 6/14/96 Closed Businesses (G-P) 1/1/96 thru 6/14/96 Closed Businesses (R-Z) 1/1/96 thru 6/14/96 Ambulance Invoices 1/1/91 thru 7/1/93 Water Stubs 6/6/96 thru 10/4/96 Closed Businesses (A-Z) 6/14/96 th ru 12/31/96 FINANCE (FN) FN-001 FN-024 FN-056 FN-057 FN-083 General ledger schedules, parking citations,I/86 thru 6/87 Canceled bonds and coupons, 1987-1988 Audit work papers FY 86-87, Investment reports FYS 85-88 W-2 employee earnings, 1985-1987 Audited demands, 6/84-6/26/86, warrant register FY 86-87 Resolution No. 99-0].5 Page 4 FN-084 FN-085 FN-088 FN-089 FN-101 FN-104 FN-105 FN-107 FN-108 FN-109 FN-110 FN-111 FN-131 FN-132 FN-134 FN-135 FN-136 FN-137 FN-138 FN-139 FN-141 FN-145 FN-148 FN-152 FN-153 FN-154 FN-155 FN-156 FN-157 FN-158 FN-159 FN-160 FN-161 FN-162 Fish licenses FY 82/83 - FY 88/89, W-2's FY 87/88, PERS FY 82/83 -83/84 PERS FY 86/87-FY 87/88, P/R journal entries FY 86/87 Journal entry backup 12/88-6/89, central supply requisitions Journal entry backup 6/89 - 6/90, central supply requisitions Orchard water chks 11/74-5/81, P/R & NP reconciliations 89/90 Audited demands FY 88/89, NP distribution 7/89-3/90 NP distribution 7/88-6/89 W-2's- 1988, journal entry backup FY 87/88 Closed investments, advanced savings & loan to First Republic Thrift & Loan, 7/1/88 thru 4/30/91 Closed investments, First Savings & Loan Assoc. to Pacific Western Bank, 7/1/88 thru 4/30/91 Investment Brokers: First Certified, GNMA- 1989, United Capital, 9/30/87- 6/30/88, Pain Webber FY 1986, Smith Barney, 10/31/87-8/25/89, MCG Portfolio 6/30/87 - 2/28/89, Underwood Neuhaus, 1/88-9/88, Pacific Western National to Wilshire Center, 7/1/88 - 4/30/91 Investment schedule 10/31/85-6/86, cash balance worksheet 7/87-12/89, certificate of deposit worksheet, 7/7/87-2/28/89, MOU Comp Pkg. FY 82-83, PERS 82-85 Cash receipts FY 90-91 DP #5088-5134 Cash receipts FY 90-91 DP #5135-5185 Cash receipts FY 90-91 DP #5261-5359 Cash receipts FY 90-91 DP #5360-5438 Cash receipts FY 90-91 DP #5439-5509 Cash receipts FY 90-91 DP #5511-5539 Cash receipts FY 90-91 Lake Poway 6/1/90-12/31/90 Cash receipts FY 90-91 Lake Poway 1/1/91-6/30/91 Canceled P/R checks, void P/R checks, payroll canceled checks FY 90-91 Audited demands FY 89-90, labor distribution FY 88-89, FY 89-90 PERS FY 81-82, FY 82-83, FY 85-86, FY 88-89, FY 89-90 Closed investments, miscellaneous FY 91-92 NP 1990-1991, A-B misc. A/P 1990-1991 BSN Sports West to Body Gallery A/P 1990-1991 Boland to California Stamp Co. A/P 1990-1991 California Teamsters to Dept. Fish & Game A/P 1990-1991 Dept. of Health to Esgil Corp. NP 1990-1991 Esgil to Fuhrmann NP 1990-1991 G misc. to Honda-Suzuki of Poway NP 1990-1991 Horizon Network Systems to Kutzner A/P 1990-1996, L misc. to MacPheerson NP 1990-1991, Marden to O misc. Resolution No. 99-0:~5 Page 5 FN-163 FN-164 FN-165 FN-166 FN-167 FN-168 FN-169 FN-170 FN-171 FN-172 FN-173 FN-189 FN-190 FN-191 FN-194 FN-196 FN-197 FN-198 FN-199 FN-200 FN-202 FN-214 FN-236 FN-240 FN-241 FN-242 FN-243 FN-244 FN-245 FN-257 FN-259 FN-260 FN-261 FN-284 NP 1990-1991 NP 1990-1991 NP 1990-1991 NP 1990-1991 NP 1990-1991 NP 1990-1991. NP 1990-1991. NP 1990-1991. NP 1990-1991. NP Photo Express to Pacific Bell Pacific Bell to Perez Electric Personal Assistance Service to Petty Cash - General Petty Cash General to Postmaster Poway Chamber of Commerce to Quigley Communications R misc. to St. Bartholomew's Samala to Smart & Final Smith to Thompson Time to US West Cellular 1990-1991. V misc. to Y-Z misc. Cash receipts FY 91/92, Lake Poway Property tax rolls 1985-88, secured assessment rolls 1988 Time cards - 4/1/92 thru 6/30/92 Time cards - 1/1/92 thru 3/30/92 Payroll reports, 1991 Payroll master maintenance- 1991 Cash balance worksheet 1/90-12/91, warrant request cover letters 90-91, daily investment log 83-88, W-2 forms 1989, CD purchase worksheets 3/89-6/90, W-2 forms 1987-1989, RDA time cards 1987-1990, 1099 forms - 1989 Physical inventory 1986-1987, general investments 1982-1990, flexible benefits 1988-1990, CPA bid file, State Controller's report 1983-1990, Gas Tax/Street Tax 1985-1988 NP distribution 1990-1992, NP paid 1987-1988 Audited demands 1991-1992, A/P distributions 7/91 - 12/91 Journal entry backup FY 92/93, bank investment folders 9/92 - 3/93 Cash receipts FY 91/92, outstanding warrants FY 91/92, cleared warrant list FY 91/92 PERS 1982-1985 Time Cards - 3rd quarter 1992 Time Cards - 4th quarter 1992 Time Cards - 1st quarter 1993 Time Cards - 2nd quarter 1993 Time Cards - 3rd quarter 1993 PERS reports FY 91/92, investment pool - County 90/93, employer paid benefits FY 91/93, rental rates for equipment FY 88/89 Audit workpapers FY 91/92, budget workpapers FY 90/93, budget review midyear FY 91/92, cash flow reports FY 91/93, wire transfer letters FY 91/93, Sympro Software Correspondence 1099 Forms 1990-1991, audit workpapers FY 90-91, W-2 workpapers 90-91 Cash balance worksheets 92-94, investment folders- broker/bank Audited demands FY 92-93, A/P distribution 1/92 - 6/92 Resolution No. 99-015 Page 6 FN-285 FN-296 FY-298 FN-323 FN-366 FN-367 FN-407 FN-496 FN-497 FN-498 FN-501 FN-502 FN-507 FN-508 Audited demands FY 90-91, A/P distribution 7/92 - 12/92 Budget adjustment FY 88-93 Receipt books 1992-1993 Payroll reports - 1993 Business registration cards, State Board of Equalization, registration control records, closed businesses 1980-1995 Business registration cards, State Board of Equalization, registration control records, active businesses 1980-1995 Audit workpapers, FY 87/88, 88/89, 89/90, financial audit workpapers, CAFR FY 87/88, 88/89, 89/90 Payroll Journal FY 83-84 Payroll master files - 1982-1985 Payroll 1981-1985 General ledger schedules 77-80 General ledger schedules 77-80 Appropriations ledger- 1/83 thru 5/84 Appropriations ledge - 1/83 - 5/84 FIRE DEPARTMENT (FD} FD-023 FD-024 FD-025 Incident Reports, 9/1/87 through 2/28/88 Incident Reports, 3/1/88 through 7/31/88 Incident Reports, 8/1/88 through 12/31/88 PERSONNEL(PE) PE-037 PE-043 PE-046 PE-047 PE-048 PE-051 Unsuccessful applications, 1993 Unsuccessful applications, 1993 Leave requests, 1993 Leave/vacation requests, 1993 Unsuccessful applications, 1993 Unsuccessful applications, 1994 PLANNING (PL) PL-075 Temporary Use Permits, tUP 90-01 thru tUP 90-82 PL-127 Temporary Use Permits, TUP 93-01 thru TUP 93-90 Resolution No. 99-015 Page 7 PURCHASING (PR) PR-043 PR-044 Pr-035 Closed purchase orders 1993-94, A thru 3 Closed purchase orders 1993-94, F thru N Closed purchase orders 1993-94, O thru Z REDEVELOPMENT AGENCY (RA) RA-001 RA-004 Parkway Business Center 1988-1990, Pomerado Rd.., soundwall easement, Wal Mart Stores, Inc. Redevelopment & Housing Committee meeting packets 1988 thru 1993