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03-15-2011 - Destruction of Documents As Prescribed by Law - Item 5 (2).pdfCity of West Covina MEMORANDUM AGENDA TO: Andrew G. Pasmant, City Manager and City Council ITEM NO.: 5 DATE: March 15, 2011 FROM: Susan Rush Assistant City Clerk SUBJECT: DESTRUCTION OF DOCUMENTS AS PRESCRIBED BY LAW RECOMMENDATION: It is recommended that the City Council adopt the following resolution authorizing the destruction of specific records: RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS AS PRESCRIBED BY LAW DISCUSSION: The City of West Covina's Records Management Manual and Retention Schedule is based on state statutes governing public records (Government Code § 34090 et seq.). The Manual and Retention Schedule provides for the maintenance, retention, preservation, and disposition of records. One of the objectives of the Manual and Retention Schedule is the regular destruction of records and documents that are no longer needed and have been retained for the required period of time. The City Clerk's Office routinely reviews records eligible for destruction and prepares an exhibit showing a list of such records. The record series listed in Exhibit A of the attached resolution are no longer required to be retained and it is recommended they be destroyed. As required by state law, the destruction of documents must be authorized by resolution of the legislative body and with the written consent of the City Attorney. The City Attorney has reviewed the exhibit and found it to be in conformance with the statutes of the Government Code. Any member of the public may contact the City Clerk's Office and examine the material intended for destruction (except materials that are not available for public review pursuant to the Public Records Act) until March 29, 2011 after which time the material will be destroyed. FISCAL IMPACT The City Clerk's Office utilizes a company to shred documents on-site and to ensure disposal in a secure manner. The appropriate funds are budgeted in account 110.12.1210.6490 for 179 boxes of City Hall material and 110.31.3110.6210 for 141 boxes of Police Department material. Prepared by: Assistant City Clerk Attachment 1: Resolution Authorizing Destruction Reviewed and Approved approved via e-mail Arnold Alvarez-Glasman City Attorney RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS AS PRESCRIBED BY LAW WHEREAS, California Government Code Section 34090 et seq, sets forth certain legal requirements relating to the management and retention of certain municipal records; and WHEREAS, it is requested the City Council authorize the destruction of records specified and set forth as Exhibit "A" attached hereto: and WHEREAS, the City Attorney has reviewed and determined that the documents proposed for destruction qualify under the provisions of the Government Code as appropriate records for destruction and none of them: (a) affects the title to real property or liens thereon; (b) is a court record; (c) is a record required to be kept by statute; (d) is a record less than two years old, or, if less than two years old, that it is a duplicate of a record remaining on file; (e) is an ordinance, resolution or the minutes of the City Council or any board or commission of the City of West Covina. NOW, THEREFORE, the City Council of the City of West Covina determines and resolves as follows: SECTION 1. The documents listed Exhibit "A" have been hereby approved for destruction. SECTION 2. The City Clerk shall certify to the adoption of this resolution. APPROVED AND ADOPTED on thisl5th day of March 201 ATTEST: Mayor Steve Herfert City Clerk Laurie Carrico I, LAURIE CARRICO, CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing resolution was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 15 th day of March 2011, by the following vote of the City Council: AYES: NOES: ABSENT: ABSTAIN: City Clerk Laurie CaiTico APPROVED AS TO FORM: City Attorney Arnold Alvarez-Glasman RECORDS MANAGEMENT RECORDS/DOCUMENTS FOR DESTRUCTION DEPARTMENT BOX - NO DESTROY , DATE DESCRIPTION City Clerk 96 12/2006 2002/04 Subpoenas and Summons (duplicates) 2008 Passport MCR's 2009 Passport Transmittals 106 01/2011 2008 Bankruptcy Notices, Public Document, Request, 2005 Proof of Publication, & Claims 111 11/2010 1990-2006 Life Certificates (closed), Unsuccessful candidates; Statements of Economic Interests 112 12/2010 2001/07 Payroll Records 113 06/2010 02/03-06/07 Budget Binder Material 114 12/2010 1982-2008 MCR's, Outside Agency Notices, Microfilm Billings, etc. 119 01/2011 1950-2000 Index Cards of Files referencing Resolutions, Ordinances & Deeds 120 12/2010 1980-1994 L.A. County Animal Care Correspondence & Miscellaneous City Manager 2006-95 11/2010 1995/2004 Subject Files, confidential Closed Session Reports, Conf./Travel Arrangements 2006-77 11/2010 1995/2004 Subject Files, confidential Closed Session Reports, Conf./Travel Arrangements 2006-50 07/2010 01/00 to 06/00 misc. correspondence 2006-32 12/2010 06/00 to 12/00 misc. correspondence 2010-02 01/2008 1997/98 City Council Weekly Reports 2010-03 01/2008 1996/2006 City Manager Department Staff Reports 2010-07 08/2010 1995/97 League of California Cities Legislative Briefings and Policy Committee Agendas 2010-09 08/2010 2007 Correspondence 2010-11 01/2011 2006/08 Deputy City Mgr's Working Files 2010-12 01/2009 2006 Correspondence 2010-13 08/2010 1996 to 1999 Correspondence and Chron Files CDC 218 2010 2006/07 Conferences _ 217 2010 2006/07 Invoice Requisitions 191 2010 2002/03 Invoices/Requisitions 188 08/2010 1999/2005 Home Improvement Loan Payoffs 187 08/2010 1999/2007 Home Improvement Loan Payoffs 186 08/2010 1999/2005 Home Improvement Loan Payoffs 121 2010 Various Dates — Miscellaneous Files 96 01/2010 Various Dates — Contract and Reference Files 80A/B 2010 RDA Minutes/Confidential Files 77 2010 1995/96 Checks (Pink Copies) 73 2010 Miscellaneous Files Communications/Police 17 2000 01/15/97 — 01/07/98 Audio Tapes 16 1999 12/08/96 — 04/26/97 Audio Tapes 15 1998 03/25/96 — 11/22/96 Audio Tapes 14 1997 02/02/95 — 12/03/95 Audio Tapes 12 1996 08/12/93 — 09/28/94 Audio Tapes 9 12/2007 1998/2000 False Alarm Invoice Payments 8 12/2007 2000 False Alarm Letters 7 12/2008 2001 False Alarm Letters 4 12/2006 1999 False Alarm Letters 3 12/2005 1997/98 False Correspondence, Letters, Invoices & Payments Environmental Mgmt. 26 12/2010 2001/05 Misc. CRV Program, Youth CRV Program By-Laws/Documents, Rideshare, Household Hazardous Waste Roundup, etc. 25 12/2010 2004/05 48-HR Hotline Monitoring, Boys/Girls Club, Conversion Technology, etc. Finance/Treasurer 10-03 10/20/10 2006 Business License Closeouts 10-02 10/20/10 2006 Business License Closeouts 10-01 10/20/10 2006 Business License Closeouts) Documents for Destruction 1 of 4 03/15/11 RECORDS MANAGEMENT RECORDS/DOCUMENTS FOR DESTRUCTION DEPARTMENT BOX NO DESTROY ' DATE DESCRIPTION 08-13 07/2010 2005/06 Business License Closeouts (S thru Z) 08-12 08-11 07/2010 07/2010 2005/06 Business License Closeouts (M thru S) 2005/06 Business License Closeouts (H thru M) 08-10 07/2010 2005/06 Business License Closeouts (C thru H) 08-09 07/2010 2005/06 Business License Closeouts (A thru C) 07-16 01/2011 Cashflow Folders: Daily Deposits, Demand Check Register, Payroll Register, Wire and Book Transfers, etc. 07-15 10/2010 07/03-09/03 Cashflow Folders: Daily Deposits, Demand Check Register, Payroll Register, Wire and Book Transfers, etc. 06-38 2010 2005/06 Contractors Business License 06-12 2010 05/03-06/03 Cash Flow: Deposits, Book Transfers, Wires, Investments, etc. 06-11 2010 02/03-04/03 Cash Flow: Deposits, Book Transfers, Wires, Investments, etc. 06-10 2010 11/02-01/03 Cash Flow: Deposits, Book Transfers, Wires, Investments, etc. 06-06 06/2010 03-03-06-03 Treasurer's Report: Monthly Bank Statements & City/CDC Treasurer's Report 06-05 02/2010 2002/03 Treasurer's Report: Monthly Bank Statements & City/CDC Treasurer's Report 05-04 07/2010 10/03 & 11/03 Revenue Summary Reports (RSR's) 05-03 07/2010 08/03 & 09/03 RSR's 05-02 07/2010 07/03 & 08/03 RSR's 04-58 2010 06/03 — 10/03 Parking Citations 04-57 2010 2002/03 Revenue Files (2 of 2) 04-56 2010 2002/03 Revenue Files (1 of 2) 04-32 10/2010 FY1999/2000 thru FY 2002/2003 Transit Occupancy Tax (TOT) 04-31 10/2010 05/03-06/03 RSR's 04-30 10/2010 04/03-05/03 RSR's 04-29 10/2010 02/03-03/03 RSR's 04-28 10/2010 12/02-01/03 RSR's 04-27 10/2010 10/02-11/02 RSR's 04-26 10/2010 08/02-09/02 RSR's 04-25 10/2010 07/02-08/02 RSR's 04-21 10/2010 01/03-06/03 Parking Citations: #03-0001 to 03-0112T 04-20 10/2010 05/02-12/02 Parking Citations: #02-0064 to 02-0173T 04-15 10/2010 01/02-06/03 MCR's Finance/A/P, G/L 1677 01/2011 2003/06 Old Payroll Schedules, Tax Returns 2005/06 Electronic Fund Transfers (EFT) 1673 01/2011 2002/08 misc docs for F/T Terminated Employees 1657 07/2010 2005 Purchase Orders: #05-00501 thru 05-00823 1656 07/2010 2005 Purchase Orders: #05-0001 thru 05-00500 1618 06/06/10 07/06/07-06/06/08 EDEN Check Run Voucher List: Check #'s 228360-236336 1606 07/2010 FY 2005/06 A/R Invoices, backups, misc. cash receipts, etc. 1586 07/2010 07/2003 Journal Vouchers/Journal Entry Reports 1558 01/2011 1995/2005 Quarterly Tax Returns, US DOL Monthly Reports, EDD Amendments, W-2 Reports, IRS 941's, EDD Payments 1555 01/2011 1999/2004 CalPers Medical Payments 2004 Check Copies/Reimbursements 1554 01/2011 2000/04 Delta Dental & Delta Care Payments 1534 12/2010 12/03 Re-Bid #0903A & 0903B Fire Ambulance Billing/Fire Ambulance Operators 1533 10/2010 10/03 Bid #'s 0903A & 0903B, Fire Ambulance Billing/Fire Ambulance Operators 1532 03/2011 03/23/04 Bid #0204-A Towing Services 1501 2010 2004 Finance Timekeeper copies (employee timesheets, payroll timesheet, rideshare Documents for Destruction 2 of 4 03/15/11 RECORDS MANAGEMENT RECORDS/DOCUMENTS FOR DESTRUCTION DEPARTMENT BOX NO DESTROY. DATE DESCRIPTION timesheets, leave requests, attendance records) 1495 07/2010 06/03 (FY 2002/03) Journal Vouchers 1494 07/2010 05/03-06/03 Journal Vouchers 1493 07/2010 04/03-05/03 Journal Vouchers 1492 07/2010 02/03-03/03 Journal Vouchers 1491 07/2010 01/03-02/03 Journal Vouchers 1490 07/2010 11/02-12/02 Journal Vouchers 1489 07/2010 09/02-11/02 Journal Vouchers 1488 07/2010 08/02-09/02 Journal Vouchers 1472 12/10 Dept. Timekeeper Timesheets —Payroll #14-2004 tium Payroll #26-2004 1471 06/2010 Dept. Timekeeper Timesheets — Payroll #1-2004 thru Payroll #13-2004 1322 07/2010 07/02 (FY 02/03) Journal Vouchers 1259 10/2010 FY 2002/03 Demand Checks — copies w/ backup 1258 10/2010 FY 2002/03 Demand Checks cc 1257 10/2010 FY 2002/03 Demand Checks GC 1256 10/2010 FY 2002/03 Demand Checks cc 1255 10/2010 FY 2002/03 Demand Checks cc 1254 10/2010 FY 2002/03 Demand Checks cc 1253 10/2010 FY 2002/03 Demand Checks cc 1252 10/2010 FY 2002/03 Demand Checks cc 1245 10/2010 FY 2002/03 RDA Demand Checks " 1244 10/2010 FY 2002/03 RDA Demand Checks " 1241 10/2010 FY 2002/03 Demand Checks cc 1240 10/2010 FY 2002/03 Demand Checks cc 1239 10/2010 FY 2002/03 Demand Checks cc 1238 10/2010 FY 2002/03 Demand Checks cc 1237 10/2010 FY 2002/03 Demand Checks cc 1236 10/2010 FY 2002/03 Demand Checks cc 1235 10/2010 FY 2002/03 Demand Checks cc 1234 10/2010 FY 2002/03 Demand Checks cc 1233 10/2010 FY 2002/03 Demand Checks “ 1232 10/2010 FY 2002/03 Demand Checks cc 1231 10/2010 FY 2002/03 Demand Checks cc 1230 10/2010 FY 2002/03 Demand Checks cc 1229 10/2010 FY 2002/03 Demand Checks cc 1228C 10/2010 FY 2002/03 Demand Checks cc 1228B 10/2010 FY 2002/03 Demand Checks cc 1228A 10/2010 FY 2002/03 Demand Checks cc Fire 178 2010 2007/08 Narcotics Check Sheets & Blue Sheets 177 2010 2007/09 ALS Protocol Critical Indicators 170 2010 2000/03 Accounts Payable Copies (P) 169 2010 2000/03 Accounts Payable Copies (L thru 0) 168 2010 2000/03 Accounts Payable Copies (D thru K) 167 2010 2000/03 Accounts Payable Copies (A thru C) 163 2008 09/05 thru 12/06 Continuing Education Classes 162 2007 2004/05 Continuing Education Classes 158 2010 2005 Payroll Timesheets, Leave Balance Reports, Record of Leave Accruals, Usage and Balance Human Resources 302-10 Immediately 2002/06 Recruitment Files 301-10 2010 1997/99 Recruitment Files 300-10 2010 2007 Recruitment Files 299-10 2010 2004/06 Recruitment Files 271-08 2010 2005 Department Files — Term. EE's (RA-ZI) 270-08 2010 2005 Department Files — Term. EE's (MA-PO) 269-08 2010 2005 Department Files — Term. EE's (HE-LI) 268-08 2010 2005 Department Files — Term. EE's (AC-GU) 260-07 2009 2004 Department Files — Term. EE's (OR-ZA) 259-07 2009 2004 Department Files — Term. EE's (FR-NE) 258-07 2009 2004 Department Files — Term. EE's (BA-FE) 257-07 2008 2003 Department Files — Term. EE' (BA-WI) 256-07 2007 2002 Department Files — Term. EE's (BA-UZ) Documents for Destruction 3 of 4 03/15/11 RECORDS MANAGE1VIENT RECORDS/DOCUMENTS FOR DESTRUCTION • DEPARTMENT BOX NO DESTROY DATE DESCRIPTION 255-07 2006 2001 Department Files — Terminated Employees (Da, Es, Ki, La, Mc-Me, Re-Ru, & Ta) 254-07 2005 2000 Department Files — Term. EE's (CH-SO) 253-07 2009 1994/2004 Department Files — Term. EE's (Misc.) Planning 10-19 01/01/11 1998/2005 Planning Commission Files, 2003/05 ROP Student Files 10-18 01/01/11 2003/08 Miscellaneous Files No box # 1976 1975 Reel-to-Reel Tapes of Planning Commission Meetings No box # 1976 1975 Reel-to-Reel Tapes of Planning Commission Meetings Public Works 06-57 2006 2002/04 Unsuccessful RFP's 06-09 2010 2003 Request for Service — Closed Files Webster Cir. To Yvonne St. 06-08 2010 2003 Request for Service — Closed Files S. Spring Meadow to Walnut Haven Dr. 06-07 2010 2003 Request for Service — Closed Files Osborne Ave. to S. South Hills Dr. 06-06 2010 2003 Request for Service — Closed Files Mayland to Orange Ave. 06-05 2010 2003 Request for Service — Closed Files June Ct. to E. Maureen St. 06-04 2010 2003 Request for Service — Closed Files Glenhurst Pl. to Jennifer Pl. 06-03 2010 2003 Request for Service — Closed Files Dumess St. to S. Glendora 06-02 2010 2003 Request for Service — Closed Files Cabana to S. Duff 06-01 2010 2003 Request for Service — Closed Files Acacia to Butterfield Rd. 07-86 2010 2003/05 Step Log, W-2's, Payroll, etc. 08-47 08/2010 2002 Traffic Collision Reports 08-48 08/2010 2003 Traffic Collision Reports 08-49 08/2010 2003 Traffic Collision Reports 08-50 08/2010 2002 Traffic Collision Reports 08-53 2010 2004 Record of Leave Accruals, Usage & Balance & Payroll Risk Management 260 12/2010 1993/2005 Closed Uninsured Loss Files 235 08/2010 2003/05 Uninsured Loss Claim Files 225 08/2007 2002 General Liability Claims 221 07/2010 2001/04 Monthly premium statements for Life, LTD, PD/NA and Voluntary Life insurances. Copies of demands submitted to Finance. 219 2010 2002/04 Closed General Liability Files from Vericlaim 218 2010 2001/03 Closed General Liability Files from Vericlaim 211 12/2010 1991/2003 Closed Uninsured Loss Files 207 12/2010 Various Dates — Terminated employee medical files, pre-employment physicals, annual required physicals Police Department N/A 01/2011 2008 Crime Reports and Arrest Jackets (they are now combined in one folder) — (137 boxes) N/A 01/2011 2008 Traffic Citations (4 boxes) OVERALL TOTAL BOXES FOR DESTRUCTION = 320 Documents for Destruction 4 of 4 03/15/11 RECORDS MANAGEMENT RECORDS/DOCUMENTS FOR DESTRUCTION AUTHORIZATION FOR DESTRUCTION The records attached as Exhibit A to Resolution No. have been retained in accordance with the City's Records Management Manual and Retention Schedule and applicable federal and state laws. Upon approval of the City Council by resolution and the approval of the City Attorney, these records will be properly destroyed. City Attorney's Consent: The above-listed records have been reviewed and I hereby authorize the destruction of all the listed records. approved via e-mail City Attorney Arnold Alvarez-Glasman Date VERIFICATION OF DESTRUCTION Destruction Completed By: Assistant City Clerk Susan Rush Date Z:Records Management/Documents for Destruction/Authorization for Destruction City of West Covina TO: Andrew G. Pasniant, City Manager and City Council Memorandum AGENDA FROM: Shannon YauchZee, Director/City Engineer Public Works Department ITEM NO. 6 DATE March 15,2011 SUBJECT: AUTHORIZATION TO PROCEED WITH THE INFILL OF CITY HALL FIRST FLOOR (PROJECT NO. BP-09303) RECOMMENDATION: It is recommended that the City Council take the following actions: 1. Authorize expenditure of Castucci Foundation Grant. 2. Direct staff to design, bid, and build the City Hall first floor infill. 3. Appropriate $30,000 of grant funds from Fund 160 for the preparation of construction design documents and the project bid package. 4. Appropriate an additional $40,000 of grant funds from Fund 160 and authorize the remodel of the existing employee break room at the Police Department. DISCUSSION: A long time resident and friend of the Police Department, Ms. Katharine Castucci, bequeathed the West Covina Police Department a grant to fund an expansion of the Police Department including a meeting room, a courtyard, and a small memorial. The first floor of City Hall would be the most economical place to build this, especially given the site constraints of the Civic Center and would also provide meeting rooms and multipurpose rooms for general City use and improve security in other parts of City Hall. Staff will perform architectural design for this project, supported by utility design specialists hired on an as-needed basis. Due to the completion of conceptual design and planned use studies, remaining architectural design work may now be performed in-house, if that work is limited to the design areas shown on Attachment A. Project design will include all of the engineering services necessary to develop the construction design documents and DreD are the bid package to build the selected improvements. Construction will provide an enclosure, air conditioning, and utilities for approximately 9,000 square feet of new enclosed space within an existing open bay area at West Covina City Hall. Two large training/meeting rooms, offices, and a multi-purpose room will be built within that space. (Refer to Attachment A.) Ais project will supply fixtures, furniture, or equipment for the new offices. Funding will be set aside at the award of bid for these items. On February 2, 2010, the City Council authorized the acceptance of Grant Funds from the Castucci Foundation to design and infill of City Hall's first floor. The infill option was presented as the most economical means of accomplishing the desired expansion of the Police Department facilities with general training and meeting areas. Staff prepared a Request For Proposal for all project design services and invitations to bid the work were issued to five interested firms selected by the Public Works Director/City Engineer. Three of those firms attended the mandatory on-site informational meeting to survey the project areas. The following is a list of the bids submitted to perform this design work: • . WMM Associates $79,000 2. RTK Architects $98,768 3. Perkins & Will $99,924 ZAAGENDA - 2011 \ Infill of City Hall First Floor rev 1 BP-09303.doc As part of the proposal review process, Public Works and Police Department staff interviewed the bidders to review their qualifications and experience, and to further define for them the project's scope of work. After reviewing all proposals, staff believes the firm of WMM Associates to be best qualified to perform as the project's architect, should the City Council choose to select that alternative. Design-Bid-Build Instead of hiring an architect, staff can cut costs by using a design-bid-build method. A period of 12 weeks will be needed for staff to design and bid the' construction project, prior to the City Council receiving the ensuing award-of-bid recommendation. Construction of those improvements should take about 20 weeks and will require the transfer of additional Grant Funds beyond those already authorized by the City Council. It is also the recommendation of this report that cost savings gained through this method be applied towards refurbishing the Police Department's employee break room. This area's appliances, fixtures, cabinets, counters, and finishes have become worn through age and use, and staff recommends their replacement at a not to exceed cost. of $30,000. ALTERNATIVES: 1. Direct staff to design-bid-build the City Hall infill and remodel the employee break room instead of hiring an architect (recommended). 2. Accept the proposal of WMM Associates in the amount of $79,000 as submitted on March 18, 2010, for the preparation of conceptual design plans and construction documents to build new Police Department offices within an existing open bay area of City Hall and authorize the Public Works Director/City Engineer and City Clerk to execute the contract. This alternate will require the appropriation of $10,000 additional funds, from the Grant Funds account, to Fund 160 (Capital Project Fund). 3. Seek additional proposals from other consulting firms. This will cause the project to be delayed by approximately six weeks, and may incur additional grant-related administration costs. 4. Do not perform the work at this time. , FISCAL IMPACT: In February 2010, the City Council appropriated $80,000 in grant funds for this design project. This report recommends spending $30,000 of those available funds to perform that same work using City staff, and also recommends that $40,000 be spent on refurbishing the Police Department's existing employee break room. It is anticipated that completion of the Police Department Expansion project will cost between $300,000 and $500,000. The project is 100% grant funded and will improve existing City facilities without the use of General Funds. iLie) Prepared by: Bruce Hammill Construction Coordinator Reviewed/Approved by: Finance Attachment A .----- Reviewed/Approve4 by: Shannon A. Yauchzee Director/City Engineer ZAAGENDA -201 Nardi of City Hall First Floor revl BP-09303.doc ATTACHMENT "A" GOVT. COUNSEL WHEE CHAIR ELEVATOR ON ROJECITION %ACE-N.4 4 Of'el" 31 31 f-C)0 OA pfdtk 31:0-3" 31).2' 31;-?. ern 011litlitH110,1111151111210 SCALE IlCity of West Covina 1444 West Garvey West Covina, CA TEL (626) 814-8520 1-4DR-4,1 T-10nJ Jr ...a •••••• -••• •• • •••n•-• ••-•• WEST COVINA, CA FIRST FLOOR (As Measured: May 2002) TEL: 1-888-393-6655 FILE: 2002-387