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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