Res 15-014RESOLUTION NO. 15 -014
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF POWAY, CALIFORNIA,
AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS
IN CITY CLERK'S OFFICE, CITY MANAGER'S OFFICE,
COMMUNITY SERVICES, CUSTOMER SERVICES,
DEVELOPMENT SERVICES, FINANCE,
FIRE DEPARTMENT 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. 15 -014
Page 2
PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway, at a
regular meeting, this 2nd day of June 2015.
Steve Vaus, Mayor
ATTEST:
OA-
Sheil . Cobian, CMC
City Clerk
STATE OF CALIFORNIA )
) ss.
COUNTY OF SAN DIEGO)
I, Sheila R. Cobian, CMC, City Clerk of the City of Poway, do hereby certify that the
foregoing Resolution No. 15 -014, was duly adopted by the City Council at a meeting of said
City Council held on the 2nd day of June 2015, and that it was so adopted by the following
vote:
AYES: LEONARD, CUNNINGHAM, MULLIN, GROSCH, VAUS
NOES: NONE
ABSENT: NONE
DISQUALIFIED: NONE
Sheila . Cobian, CMC
City Clerk
City of Poway
CONSENT IS HEREBY GIVEN TO
THE DESTRUCTION OF THE DOCUMENTS
DESCRIBED IN THE ATTACHED EXHIBIT A.
6 4 W4 �2'�
Mor n L. of y, Cit Attorney
Exhibit A
Resolution No. 15 -014
Page 3
CC 441/16082327 Unsuccessful Bids 2011 2 Years
N/A Unsuccessful Bids 2007, 2008, 2012 (2007 & 08 from Public Works) 2 Years
N/A Unsuccessful Bids misc. 1995, 2001, 2007, 2011 2 Years
2007 Statement of Economic Interest (Forms 700); Warrant Register 3/2007 -
CC 349/15945679 6/2007; Accounts Payable 7/2006- 6/2007; Purchasing 2003 -2007; Revenue & 7 Years
Taxation - Water /Sewer Protest Letters, 2006 Files 1 & 2
N/A IPublic Records Request 2012 2 years
A 12011 Chron File, Council Calendars & Calendar Meeti
CS 098/15945800 FY 04 PCPA Admin - Final Events Files
CS 099/15945805 FY 04 PCPA Admin - Final Events Files
2 Years
10 Years
10 Years
N/A
Business Certificates - Inactive -1 to City - 2009
3 Years
N/A
Business Certificates - Inactive CL - F - 2009
3 Years
N/A
Business Certificates - Inactive G - Z - 2009
3 Years
N/A
Massage Establishment Files -to 2011 Expired
3 Years
N/A
Massage Technicians Files - A - L to 2011 Expired
3 Years
N/A
Massage Technicians Files - M - Z to 2011 Expired
3 Years
N/A
Water - Collection Reports July 1998 - January 2004
3 Years
N/A
Water Applications - 2008
2 Years
N/A
Water - NRTT'S (No response to tag); Water - Service Orders 2010
2 Years
N/A
Water - Service Orders 2012
2 Years
N/A
Water - Service Orders /Meter Exchange Slips 2009 -2010
2 Years
N/A
Water - Starting Service /Closing Service Orders 2009
2 Years
N/A
Water - Starting Service /Closing Service Orders 2010
2 Years
N/A
Water - Starting Service /Closing Service Orders 2011
2 Years
N/A
N/A
Water - Starting Service /Closing Service Orders 2011 and 2012
2001 & 2003 Temporary Use Permits
2 Years
3 Years
N/A
2004 Temporary Use Permits
3 Years
N/A
2005 Temporary Use Permits
3 Years
N/A
Misc. Correspondence & Memoranda 1999 -2004: Ron Ballard, Nial Fritz, Patti
Brindle, Javid Siminou
2 Years
N/A
Misc. Correspondence & Memoranda 2005 -2007: Nial Fritz, Patti Brindle, Javid
Siminou, Frank Casteleneto
2 Years
Resolution No. 15 -014
Page 4
FN 1280/15945602
IM
Purchase Orders FY 06 -07
7 Years
FN 1351/16082217
Cash Receipts FY 06 -07 8/28 to 9/26/06
7 Years
FN 1353/16082219
Cash Receipts FY 06 -07 09/26 to 11/01/06
7 Years
FN 1364/16082230
Time Cards 2007 April - August 2007
7 Years
FN 1367/16082233
Time Cards 2007 FY 2007
7 Years
FN 1374/16082240
Time Cards Dec. 2006 - April 2007
7 Years
FN 1380/16082246
Fiscal Agent Statements FY 2007
7 Years
FN 1397/16082263
Bank Acct Statements & Rec. FY 06 -07
7 Years
FN 1056/15944273
Accounts Payable FY 05 -06 C Misc.(Jan /Jun)- Centre
7 Years
FN 1057/15944274
Accounts Payable FY 05 -06 Cert. Trans. - Coalinga Motors
7 Years
FN 1058/15944275
Accounts Payable FY 05 -06 Coast Recreation, Inc. -Cox
7 Years
FN 1059/15944276
Accounts Payable FY 05 -06 CPRS- Discount Specialty
7 Years
FN 1060/15944277
Accounts Payable FY 05 -06 Dixieline- Driver Alliant
7 Years
FN 1061/15944278
Accounts Payable FY 05 -06 Dudek - Escondido Humane Society
7 Years
FN 1062/15944279
Accounts Payable FY 05 -06 Esgil - Esgil
7 Years
FN 1063/15944280
Accounts Payable FY 05 -06 Evans Tire - Ferguson
7 Years
FN 1064/15944281
Accounts Payable FY 05 -06 Fiebing- Frazee Paint
7 Years
FN 1065/15944282
Accounts Payable FY 05 -06 Fred Pryor Seminar - Grienier
7 Years
FN 1066/15944283
Accounts Payable FY 05 -06 Gronke- Hanson
7 Years
FN 1067/15944284
Accounts Payable FY 05 -06 Har Construction - Higginson
7 Years
FN 1068/15944285
Accounts Payable FY 05 -06 Hinderliter - Hydroscape
7 Years
FN 1069/15944286
Accounts Payable FY 05 -06 1 Misc.- Johnson
7 Years
FN 1070/15944287
Accounts Payable FY 05 -06 JRC -Knorr
7 Years
FN 1071/15944288
Accounts Payable FY 05 -06 Knox- LeDrew
7 Years
FN 1072/15944289
Accounts Payable FY 05 -06 Lee's Photo - Martinez
7 Years
FN 1073/15944290
Accounts Payable FY 05 -06 Mason's Saw - Morrison
7 Years
FN 1074/15944291
Accounts Payable FY 05 -06 Motorola- Newport
7 Years
FN 1075/15944292
Accounts Payable FY 05 -06 Nextel-Off ice Depot (Jul /Dec)
7 Years
FN 1076/15944293
Accounts Payable FY 05 -06 Office Depot (Jan /Jun ) -P Misc.(JUL /DEC)
7 Years
FN 1077/15944294
Accounts Payable FY 05 -06 P Misc. (JAN /JUN) -Petty Cash CSD
7 Years
FN 1051/15944268
Accounts Payable FY 05 -06 S- Misc. -All City Pest Control
7 Years
FN 1052/15944269
Accounts Payable FY 05 -06 Allstar Fire - Aramark Uniform
7 Years
FN 1053/15944270
Accounts Payable FY 05 -06 Arbitage Compliance -BB Heavy Equipment
7 Years
FN 1054/15944271
Accounts Payable FY 05 -06 Bearcom -Bill Yen
7 Years
FN 1055/15944272
Accounts Payable FY 05 -06 Bishop -C Misc. (JUL /DEC)
7 Years
FN 1078/16082053
Accounts Payable FY 05 -06 Petty Cash Fire -Petty Cash General
7 Years
FN 1079/16082054
Accounts Payable FY 05 -06 Petty Cash PCPA -Petty Cash PW
7 Years
FN 1080/16082067
Accounts Payable FY 05 -06 Petty Cash Sheriff -Poway Ctr for Per. Arts
7 Years
FN 1081/16082066
Accounts Payable FY 05 -06 Poway of Commerce - Quality Tree
7 Years
FN 1082/16082065
Accounts Payable FY 05 -06 R Misc. -RMR
7 Years
FN 1083/16082064
Accounts Payable FY 05 -06 Roadone -San Diego County Library
7 Years
FN 1084/16082063
Accounts Payable FY 05 -06 San Diego County Sheriff -SDG &E - Sundry (JUL /OCT)
7 Years
FN 1085/16082071
Accounts Payable FY 05 -06 SBC /MCI (JAN /FEB) -SBC /MCI (JUNE)
7 Years
FN 1086/16082072
Accounts Payable FY 05 -06 SBC /MCI (JUN /AUG)- SBC /MCI(NOV /DEC)
7 Years
FN 1087/16082076
Accounts Payable FY 05 -06 SCS Engineers - Spiniello
7 Years
FN 1088/16082068
Accounts Payable FY 05 -06 SDG &E Sundry (NOV /FEB) -SBC
7 Years
FN 1089/16082069
Accounts Payable FY 05 -06 Squeeky Klean -TC Construction
7 Years
FN 1090/16082052
Accounts Payable FY 05 -06 Terra Costa - United States Post Office
7 Years
FN 1091/16082051
Accounts Payable FY 05 -06 United Way - Verizon Wireless (FEB /APR)
7 Years
FN 1092/16082172
jAccounts Payable FY 05 -06 Verizon Wireless (MAY /JUN) -Waxie
7 Years
Resolution No. 15 -014
Page 5
FN 1093/16082171
Accounts Payable FY 05 -06 Weed Eliminator -Zoll Data
7 Years
FN 1112/15945589
Accounts Payable FY 06 -07 #Misc. -AGRI
7 Years
FN 1113/15945594
Accounts Payable FY 06 -07 Agricultural Pest Control & Aramark
7 Years
FN 1114/15945593
Accounts Payable FY 06 -07 Aramark Uniform - Assurant Employee Benefits
7 Years
FN 1115/15945592
Accounts Payable FY 06 -07 AT &T -AT &T MCI (NOV -DEC)
7 Years
FN 1116/15945591
Accounts Payable FY 06 -07 AT &T MCI (JAN- FEB) -AT &T MCI (MAY -JUNE)
7 Years
FN 1117/15945590
Accounts Payable FY 06 -07 Atlas Fence - Benchmark
7 Years
FN 1118/15945588
Accounts Payable FY 06 -07 Benedixen- Bureau Veritas
7 Years
FN 1119/15945587
Accounts Payable FY 06 -07 C Misc- California Dept. of Fish & Game
7 Years
FN 1120/15945586
Accounts Payable FY 06 -07 California Electric -City of Poway
7 Years
FN 1121/15945585
Accounts Payable FY 06 -07 City Treasurer - Corporate Express
7 Years
FN 1122/15945584
Accounts Payable FY 06 -07 Costco -D Misc.
7 Years
FN 1123/15945583
Accounts Payable FY 06 -07 D & D Disposal - Dixieline
7 Years
FN 1124/15945582
Accounts Payable FY 06 -07 DLT Solutions- Escondido Humane Society
7 Years
FN 1125/15945581
Accounts Payable FY 06 -07 ESGIL - ESGIL
7 Years
FN 1126/15945577
Accounts Payable FY 06 -07 Excel Air -Fire Etc.
7 Years
FN 1127/15945575
Accounts Payable FY 06 -07 Fire Protection - Frazee
7 Years
FN 1128/15945574
Accounts Payable FY 06 -07 Fred Pryor- Grainger
7 Years
FN 1129/15945573
Accounts Payable FY 06 -07 Grangettos -H. Misc.
7 Years
FN 1130/15945572
Accounts Payable FY 06 -07 HB &A- Hitchcock
7 Years
FN 1131/15945571
Accounts Payable FY 06 -07 Home Depot-[ Misc.
7 Years
FN 1132/15945570
Accounts Payable FY 06 -07 1 Love a Clean San Diego- Joseph Polland
7 Years
FN 1133/15945569
Accounts Payable FY 06 -07 JRC -KTU &A
7 Years
FN 1134/15945568
Accounts Payable FY 06 -07 L Misc. -Lynx
7 Years
FN 1135/15945567
Accounts Payable FY 06 -07 M Misc. -Mayer
7 Years
FN 1136/15945566
Accounts Payable FY 06 -07 McDougal -N Misc.
7 Years
FN 1137/15945565
Accounts Payable FY 06 -07 Napa -Nexus
7 Years
FN 1138/15945563
Accounts Payable FY 06 -07 NFPA -Office Depot (JAN -MAR)
7 Years
FN 1139/15945563
Accounts Payable FY 06 -07 Office Depot (APR- JUNE) -P Misc. (OCT -DEC)
7 Years
FN 1140/15945562
Accounts Payable FY 06 -07 Petty Cash Fire -Petty Cash General
7 Years
FN 1141/15945561
Accounts Payable FY 06 -07 Petty Cash General - Pomerado Bus.Park Owners
7 Years
FN 1142/15945560
Accounts Payable FY 06 -07 Pomerado Publishing -Poway Rd. Mini Storage
7 Years
FN 1143/15945559
Accounts Payable FY 06 -07 Poway School District -R Misc.
7 Years
FN 1144/15945558
Accounts Payable FY 06 -07 RJ Safety -S Misc. (JULY -DEC)
7 Years
FN 1145/15945557
Accounts Payable FY 06 -07 S Misc. (JAN- MAR) -SDG &E
7 Years
FN 1146/15945556
Accounts Payable FY 06 -07 SDG &E /SUNDRY (JULY)- SERVICE MASTER
7 Years
FN 1147/15945553
Accounts Payable FY 06 -07 Sharp -Sun Harvest
7 Years
FN 1148/15945552
Accounts Payable FY 06 -07 Suncal -Tow Pros
7 Years
FN 1149/15945551
Accounts Payable FY 06 -07 Tracer -UPS
7 Years
FN 1150/15945550
Accounts Payable FY 06 -07 US Filter - Verizon (JULY -DEC)
7 Years
FN 1151/15945555
Accounts Payable FY 06 -07 Verizon (JAN- JUNE) - Vortex
7 Years
FN 1152/15945554
Accounts Payable FY 06 -07 W. Misc. -ZEP
7 Years
FN 1408/15945547
Accounts Payable FY 06 -07 P Misc. (JAN- JUN) -PETTY CASH
7 Years
FN 1155/15945545
Cash Receipts FY 06 -07 01/08/2007- 02/07/2007
7 Years
FN 1412/16082271
Cash Receipts FY 06 -07 02/08/2007- 03/12/2007
7 Years
FN 1157/15945543
Cash Receipts FY 06 -07 03/13/2007- 04/09/2007
7 Years
FN 1171/15945537
Journal Entries FY 06 -07 April 2007 -June 2007
7 Years
FN 1161/15944373
Cash Receipts FY 06 -07 04/10/2007- 05/04/2007
7 Years
FN 1165/15945539
Cash Receipts FY 06 -07 07/02/2007- 07/30/2007
7 Years
FN 1170/15945534
Cash Receipts FY 06 -07 05/07/2007- 06/01/2007
7 Years
FN 1160/15944372
Cash Receipts FY 06 -07 07/31/2007- 08/24/2007
7 Years
Resolution No. 15 -014
Page 6
FN 1214/15945852 Journal Entries FY 06 -07 Mar 2007 -June 2007 7 Years
FN 1215/15945531 Journal Entries FY 06 -07 July 2006 -Feb 2007 7 Years
FN 1217/16082270 Cash Receipts FY 06 -07 06/04/2007- 06/30/2007 7 Years
FN 1220/15944432 Cash Receipts FY 06 -07 12/07/2006- 01/05/2007 7 Years
N/A I Parking Citation Reviews 2008 -2009 3 Years
N/A lCorresponclence - Chronological 2008 -2010 2 Years
PW- 103/16870072
ERT Work Orders 2010 & 2011;2012 Work Orders Div. 0411, 0412 & 0418
2 Years
N/A
Work Orders 2011 Div. 0411, 0412 & 0418
2 Years
N/A
Work Orders 2010, 2011, 2012 (DOT Forms) Div. 0413
2 Years
N/A
Work Orders 2010 -2012; 2011 Smog Inspections; 2008 -2011 Lifts Annual Maint.
2 Years
Record files for the following vehicles: 2006: 507; 2007: 504; 2010: 38; 2011: 9,
2 Years
N/A
M -17, M -18, M -19, 509,510, 527, 530, 677, 920, 921, 930
D/R
Record files for the following vehicles: 2006: 541; 2007: M11, 535;
N/A
2008: 523, 582, 611; 2009: 532, 2010: 410 -15A, 771; 2011:98, 520, 521, 599,
2 Years
762,767,1002;2012:35,51,56
N/A
Eagle Scout Project Apps 2004 - 08,2009- 10;Girl Scouts Apps 2006 -10
3 Years
Environmental Issue /Air Quality: APCD Permitted Generator & Equipment Log
D/R
N/A
Books 2007 -2011; Smog Inspections 2009 -2010 (retention 3 yrs); PSIP Test
Results 2004 -2011 (retention 3 years)
D/R = Destroy when no longer Required or Relevant