Loading...
Res 14-005RESOLUTION NO. 14 -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 SERVICES, CUSTOMER SERVICES, DEVELOPMENT SERVICES, FINANCE, PERSONNEL AND PUBLIC WORKS 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 adopted 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 categories defined in Exhibit A to this Resolution. Resolution No. 14 -005 Page 2 PASSED AND ADOPTED, AND APPROVED by the City Council of the City of Poway, California, this 4th day of February, 2014. ATTEST: Sheila R. Cobian, CMC City Clerk STATE OF CALIFORNIA ) ) ss. COUNTY OF SAN DIEGO) Don Higginson, Mayor I, Sheila R. Cobian, CMC, City Clerk of the City of Poway, do hereby certify that the foregoing Resolution No. 14 -005, was duly adopted by the City Council at a meeting of said City Council held on the 4th day of February 2014, and that it was so adopted by the following vote: AYES: CUNNINGHAM, VAUS, MULLIN, GROSCH, HIGGINSON NOES: NONE ABSENT: NONE DISQUALIFIED: NONE Sheila R. Cobian, CMC City Clerk City of Poway CONSENT IS HEREBY GIVEN TO THE DESTRUCTION OF THE DOCUMENTS DESCRIBED IN THE ATTACHED EXHIBIT A. Resolution No. 14 -005 Page 3 BOX NUMBER AS 034 / 16082399 ADMINISTRATIVE CONTENTS/YEAR Insurance Certificates FY 2011 -2012 RETENTION Copies AS 033 / 16082398 Insurance Certificates FY 2011 -2012 Copies AS 032 / 16082397 Warrant Requests 2009 and Payroll Summaries 2010 Copies AS 031 / 15944180 .s CM 151 / 15944185 Liti ation — Resultinq From Claims A ainst the ity 1995 -2000 MANAGER'S CITY OFFICE • Agenda Packets — Agendas 2000 Closed + 5 Years RETENTION Copies CM 177 / 15944523 Press Releases 2002 -2009 2 Years CM 178 / 15944524 Misc. Files — Sister City, MV -22 Osprey EIS, Miramar Noise, Goodan Ranch, Legislative Information, Meetings with Legislators 1986 -2004 2 Years CM 179 / 15944525 2004 Litigation — Davis 7 Years CM 180 / 15944516 SR 56 1992 -2004 Research 2010 Chron and Calendars Destroy when no longer relevant / 2 Years CM 181 / 16082355 BOX NUMBER CC 228 / 15945770 MDRA Comment Card /Responses, McMillian Communities Poway 1990 -1992, Sunburst Homes /Scripps Eastview, CIP Committee Meetings, Sphere of Influence, SD Co. Regional Homeless Task Force, EDCO, Sewer Capacity, Ogle Property, Twin Peaks Plaza, Family Focus Ni ht OFFICE CITY CLERK'S CONTENTSIYEAR Unsuccessful Bids 2010 Mixed Retention and Copies — Max Retention 5 Years RETENTION 2 Years CC 316 / 15945660 Warrant Registers Au .2003 — Dec. 2005 Copies CC 325 / 15945646 Statement of Economic Interest Form 700 Filings 2001 (Scanned into Laserfiche as Permanent) — CA State Budget 1986 -1993 — Dept. of Commerce — Census 1981 -2003 Copies CC 326 / 15945697 Statement of Economic Interest Form 700 Filings 2006 7 Years CC 328 / 15945698 Statement of Economic Interest Form 700 Filings 2006 and Warrant Register 2006 -2007 (Copies) 7 Years Copies CC 331 / 15945687 Statement of Economic Interest Form 700 Filings 2005 Council Scanned into Laserfiche as Permanent Copies CC 352 / 15945640 Summons 2006, Accounts Payable 2005, City Investment Report 2006 (Copies), Claims Against City (Copies) 7 Years Copies CC 353 / 15945637 2005 Summons & City Investment Report 7 Years CC 388 / 15945708 Request for Public Records 2006 -2008 2 Years CC 392 / 15674755 Unsuccessful Bids 2011 2 Years CC 393 / 15674756 Unsuccessful Bids 2010 2 Years CC 394 / 15674757 Unsuccessful Bidders Packets 2010 2 Years CC 395 / 15944555 Unsuccessful Bids 2010 2 Years CC 396 / 15944556 Unsuccessful Bids 2011 2 Years CC 397 / 15944557 Unsuccessful Bids 2011 2 Years CC 428 / 16082407 Redevelopment Agency — Copies of Plannin /Admin FY 2001 -2002 Copies CC 439 / 16082319 Public Records Requests 2011 2 Years CC 441 / 16082327 Unsuccessful Bids — RFP Landscape Architect Design Services 2011 2 Years CC 442 / 16082328 Unsuccessful Bids 2008 & 2009 2 Years CC 443 / 16082341 BOX NUMBER CS 055 / 15945883 Unsuccessful Bids 2011 -2014 COMMUNITY CONTENTSIYEAR Pasadena Playhouse — Huffman vs. City records 1 2 Years s Closed + 5 Years CS 093 / 15944552 Ticket Stub — Box Office PCPA FY 2010 3 Years CS 094 / 15944549 Ticket Stub — Box Office PCPA FY 2010 3 Years CS 095 / 15945803 Ticket Stub — Box Office PCPA FY 2010 3 Years CS 096 / 15945802 PCPA Administrative Records — Final Event Files FY 2003 Term + 10 Years CS 097 / 15945801 PCPA Administrative Records — Final Event Files FY 2003 Term + 10 Years CS 110 / 15945849 Ticket Stub — Box Office PCPA FY 2010 3 Years CS 111 / 15945812 Class Registration 2010 2 Years CS 112 / 15945813 Class Registration 2010 2 Years CS 123 / 16082315 Finance FY 2010 — Facility Use Permits Receipts Copies CS 124 / 16082316 Finance FY 2007 -2008 - Facility Use Permits Receipts Copies Exhibit A Resolution No. 14 -005 Page 4 BOX NUMBER CS 125 / 16082342 COMMUNITY CONTENTS/YEAR Finance /Active Check Backups FY 07/08 & Kick N Freestyle Waivers RETENTION Term + 2 Years CS 126 / 16082343 Class /PLAY Registrations Spring, Summer, Fall and Winter 2011 Term + 2 Years CS 127 / 16082344 Facility Reservations 2011 Term + 2 Years CS 128 / 16082345 Facility Reservations 2011 Term + 2 Years CS 129 / 16082346 BOX NUMBER CT 084 / 15944550 Facility Reservations 2011 and Chamber Facility Reservations 2009 CUSTOMER CONTENTS/YEAR Water Billing 1993 -1994 Term + 2 Years RETENTION 7 Years CT 085 / 15944551 Water Billing 1993 -1994 7 Years CT 086 / 15944541 Water Billing — Collections 1991 -1995 7 Years CT 223 / 16082410 Accounts Receivables — Invoices Paid FY 2003 -2004 7 Years CT 224 / 16082411 2004 Water Cycle Registers 7 Years after audit CT 236 / 16082409 Accounts Receivables — Invoices Paid FY 2001 -2002 7 Years CT 245 / 15944503 Water Service Applications 2009 2 Years CT 246 / 15944504 Water Service Applications 2010 2 Years CT 248 / 15944506 Expired/Closed Business Certificates 2009 Closed + 3 Years CT 249 / 15944507 Expired/Closed Business Certificates 2009 Closed + 3 Years CT 250 / 15944508 Expired/Closed Business Certificates 2009 Closed + 3 Years CT 251 / 15944509 Expired/Closed Business Certificates 2009 Closed + 3 Years TraklT Electronic Files BOX NUMBER PL 224 / 16082366 1993 -2008 Inactive /Expired Business Certificates and Regulatory Licenses DEVELOPMENT CONTENT'S Weed Abatement Billing Information Tax Rolls 1994 -2001 Closed + 3 Years RETENTION Closed + 5 Years PL 222 / 16082364 Weed Abatement Billing Information Tax Rolls 2001 -2007 Closed + 5 Years PL 223 / 16082365 1985 — 2003 Code Violations Closed + 5 Years PL 221 / 16082363 2004 & 2006 Code Violations Closed + 5 Years PL 220 / 16082361 2005 Code Violations Closed + 5 Years PL 219 / 16082360 2006 Code Violations Closed + 5 Years PL 218 / 16082362 2004 Code Violations Closed + 5 Years PL 217 / 16082359 2005 Code Violations Closed + 5 Years PL 215 / 16082396 1987 — 2005 Code Violations Closed + 5 Years PL 216 / 16082358 BOX NUMBER FN 755 / 15945873 2002 —2006 FINANCE CONTENTS/YEAR Accounts Payable FY 2001 -2002 Closed + 5 Years RETENTION 7 Years FN 784 / 15945863 Cash Receipts FY 2001 -2002 7 Years FN 948 / 16082160 Time Cards FY 2004 7 Years FN 966 / 15944204 Cash Receipts FY 2005 7 Years FN 967 / 15944205 Cash Receipts FY 2005 7 Years FN 968 / 15944206 Cash Receipts FY 2005 7 Years FN 980 / 15944208 Receipt Books FY 2003 -2005 7 Years FN 992 / 15944209 Cash Receipts FY 2005 7 Years FN 993 / 15944210 Cash Receipts FY 2005 7 Years FN 994 / 15944211 Cash Receipts FY 2005 7 Years FN 995 / 15944212 Accounts Payable FY 2005 7 Years FN 996 / 15944213 Accounts Payable FY 2005 7 Years FN 997 / 15944214 Accounts Payable FY 2005 7 Years FN 998 / 15944215 Accounts Payable FY 2005 7 Years FN 999 / 15944216 Accounts Payable FY 2005 7 Years FN 1000 / 15944217 Accounts Payable FY 2005 7 Years FN 1001 / 15944218 Accounts Payable FY 2005 7 Years FN 1002 / 15944219 Accounts Payable FY 2005 7 Years FN 1003 / 15944220 Accounts Payable FY 2005 7 Years FN 1004 / 15944221 Accounts Payable FY 2005 7 Years FN 1005 / 15944222 Accounts Payable FY 2005 7 Years FN 1006 / 15944223 Accounts Payable FY 2005 7 Years FN 1007 / 15944224 Accounts Payable FY 2005 7 Years Exhibit A Resolution No. 14 -005 Page 5 :ORETENTION FN 1008 / 15944225 FINANCE Accounts Payable FY 2005 7 Years FN 1009 / 15944226 Accounts Payable FY 2005 7 Years FN 1010 / 15944227 Accounts Payable FY 2005 7 Years FN 1011 / 15944228 Accounts Payable FY 2005 7 Years FN 1012 / 15944229 Accounts Payable FY 2005 7 Years FN 1013 / 15944230 Accounts Payable FY 2005 7 Years FN 1014 / 15944231 Accounts Payable FY 2005 7 Years FN 1015 / 15944232 Accounts Payable FY 2005 7 Years FN 1016 / 15944233 Accounts Payable FY 2005 7 Years FN 1017 / 15944234 Accounts Payable FY 2005 7 Years FN 1018 / 15944235 Accounts Payable FY 2005 7 Years FN 1019 / 15944236 Accounts Payable FY 2005 7 Years FN 1020 / 15944238 Accounts Payable FY 2005 7 Years FN 1021 / 15944237 Accounts Payable FY 2005 7 Years FN 1022 / 15944239 Accounts Payable FY 2005 7 Years FN 1023 / 15944240 Accounts Payable FY 2005 7 Years FN 1024 / 15944241 Accounts Payable FY 2005 7 Years FN 1025 / 15944242 Accounts Payable FY 2005 7 Years FN 1026 / 15944243 Accounts Payable FY 2005 7 Years FN 1027 / 15944244 Accounts Payable FY 2005 7 Years FN 1028 / 15944245 Accounts Payable FY 2005 7 Years FN 1029 / 15944246 Accounts Payable FY 2005 7 Years FN 1030 / 15944247 Accounts Payable FY 2005 7 Years FN 1031 / 15944248 Accounts Payable FY 2005 7 Years FN 1032 / 15944249 Accounts Payable FY 2005 7 Years FN 1033 / 15944250 Accounts Payable FY 2005 7 Years FN 1034 / 15944251 Accounts Payable FY 2005 7 Years FN 1035 / 15944252 Cash Receipts FY 2005 7 Years after Audit FN 1036 / 15944253 Cash Receipts FY 2005 7 Years after Audit FN 1037 / 15944254 Cash Receipts FY 2005 7 Years after Audit FN 1038 / 15944255 Cash Receipts FY 2005 7 Years after Audit FN 1039 / 15944256 Cash Receipts FY 2005 7 Years after Audit FN 1040 / 15944257 Cash Receipts FY 2005 7 Years after Audit FN 1048 / 15944265 Cash Receipts FY 2005 -2006 7 Years after Audit FN 1049 / 15944266 Cash Receipts FY 2005 -2006 7 Years after Audit FN 1050 / 15944267 Cash Receipts FY 2005 -2006 7 Years after Audit FN 1095 / 16082057 Cash Receipts FY 2005 -2006 7 Years after Audit FN 1096 / 16082058 Cash Receipts FY 2005 -2006 7 Years after Audit FN 1097 / 16082055 Cash Receipts FY 2005 -2006 7 Years after Audit FN 1098 / 16082059 Journals FY 2004 -2005 7 Years FN 1103 / 16082048 Cash Receipts FY 2005 -2006 7 Years after Audit FN 1104 / 16082049 Cash Receipts FY 2005 7 Years after Audit FN 1107 / 16082045 Bank Account Statements and Reconciliations FY 2004 -05 7 Years FN 1110 / 16082040 Fiscal Agent Statements FY 2005, CFD 1998 -2004, COPs 1992- 2005, General Obligation Bonds 1995 (1975), High Valley Road 1995, TAB 1990 -2003 7 Years after Audit FN 1111 / 15945519 Fiscal Agent Statements FY 2006 7 Years FN 1153 / 15945548 Purchase Orders FY 2005 7 Years FN 1154 / 15945549 Purchase Orders FY 2006, Warrant Register FY 2004 -2006 7 Years FN 1158 / 15945530 Cash Receipts FY 2006 7 Years FN 1162 / 15944374 Journal Entries FY 2005 -2006 7 Years FN 1218 / 15944430 Cash Receipts FY 2006 7 Years FN 1221 / 15944433 Cash Receipts FY 2006 7 Years FN 1279 / 15945600 Warrant Registers FY 2004 -2006 7 Years FN 1336 / 15674748 Previous IT Manager Project Notes & Chron 2005 2 Years FN 1337 / 15674724 Previous IT Manager Project Notes & Chron 2005 2 Years FN 1338 / 15674747 Previous IT Manager Project Notes & Chron 2005 2 Years FN 1346 / 16082209 Budget Work Papers FY 2006 7 Years FN 1357 / 16082223 Journal Entries FY 2003 7 Years FN 1362 / 16082228 Receipt Books 2004 -2005 7 Years FN 1363 / 16082229 Time Cards 2004 7 Years Exhibit A Resolution No. 14 -005 Page 6 Exhibit A FINANCE BOX NUMBER CONTENTSIYEAR RETENTION FN 1365 / 16082231 Time Cards 2005 -06 7 Years FN 1366 / 16082232 Journal Entries FY 2004 7 Years FN 1368 / 16082234 Time Cards FY 2005 -2006 7 Years FN 1369 / 16082235 Time Cards FY 2005 May-Sept 7 Years FN 1371 / 16082237 Time Cards FY 2005 -2006 7 Years FN 1 375 / 16082241 Time Cards FY 2005 7 Years FN 1398 / 16082264 Property Tax Apportionments FY 1996 -2002 7 Years FN 1399 / 16082265 Property Tax Apportionments FY 2003 -2005 7 Years FN 1400 / 16082266 Property Tax Roll FY 2000 -2003 7 Years FN 1414 / 16082272 Duplicate Monthly Investment Reports FY 2005 7 Years FN 1415 / 16082273 Monthly Investment Reports FY 2002 -2004 7 Years FN 1416 / 16082274 Duplicate Bank Records 2011 Copies FN 1417 / 16082275 Duplicate Bank Records 2010 (copies) and Copies Receipt Books 2000 -2001 7 Years FN 1418 / 16082276 Duplicate Bank Records 2009 Copies FN 1419 / 16082277 1 Qui2licate Bank Records 2010 1 Co ies PERSONNEL BOX NUMBER CONTENTSIYEAR RETENTION PE 103 / 16082321 FY 2001 — Terminated Employee Files A -G (All records have been Copies Laserfiche Imaged for Retention Period of Term of Employment and /or Death + 3 ears WORKS PUBLIC BOX NUMBER CONTENTS YEAR RETENTION PS 092 / 16082326 1 2010 Work Orders 1 2 Years PS 093 / 16082348 1 Water Distribution/Wastewater Collection Work Orders 2009 -2010 1 2 years Exhibit A