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