Resolution - 6318RESOLUTION NO. 6318
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ICIEST COVINA, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF DOCUMENTS NO LONGER REQUIRED
BY THE OFFICE OF THE CITY CLERK
WHEREAS, Section 34090 of the Government Code provides for the des-
truction of governmental documents and records through
specific provisions; and
WHEREAS, the Office of the City Clerk has accumulated numerous records
no longer necessary or required for the maintenance of accepted
record management techniques; and
WHEREAS, a!:list of all documents proposed for destruction is attached as
EXHIBIT A and is incorporated herein by reference; and
WHEREAS, the City Attorney has determined the documents proposed for des-
truction as listed on EXHIBIT A qualify under the provisions of
Section 34090 as -appropriate records for destruction.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ICIEST COVINA RESOLVES AS
FOLLOWS:
SECTION 1. The documents listed on EXHIBIT A have been authorized
by the City Attorney for destruction..
SECTION 2. The City Clerk shall provide for the destruction of
• all such documents listed in EXHIBIT A. Any document denied
approval for destruction by the City Attorney shall be removed
from its container and placed in archive storage boxes for
safekeeping.
SECTION 3. The City Clerk shall certify to the adoption of this
resolution.
APPROVED and ADOPTED this 13th day of April, 1981.
Ma or Chester hearer
ATTEST:
ors
City Clerk He ene M. Mooney
I, HELENE M. MOONEY, hereby certify that the foregoing reso-
lution was duly adopted by the City Council of the City of West Covina
• at a regular meeting thereof on the 13th day of April 1981, by the
following vote of the Council:
AYES: Bacon, Tennant, Chappell, Tice, Shearer
NOES: None
ABSENT: None
APPROVED ASS TO FORA:-�c�
City Clerk Helene M. M oney /
City Attorney Colin Lennard
9
•
0
. -EXHIBIT A
OFFICE OF THE CITY CLEk
FILES FOR DESTRUCTION
BOX CONTENTS COMMENTS
1 -
Tapes of City Council meetings and various other
9
meetings from 1966 through 1977
10
Temporary Use Permits (1968-77)
11
Miscellaneous Cash Receipts (1970-77)
12
Chronological files (1971-73)
13 -
Copies or carbons of Business Licenses (1957-71)
15
Index cards by streets
Business license violation notices (.1967-73)
Business license renewal notices (1973)
16
Revenue Summary Sheets (1970-73)
T-Sheets (1970-73)
17
City Clerk files re Claims for Damages (through
1977)
18
Proofs of Publications for:
Public Hearing Notices (1971-77)
Notices Inviting Bids (1970-77)
Proclamations and related correspondence (1971-77)
19
Requisitions for Supplies (1967-74)
Receipts of Fines & Forfeitures from Citrus Munic-
ipal Court (MCR's 1971-77)
Receipts from Water Department (MCR's 1973-75)
20
Copies of old Agendas, Minutes, staff reports, memo
21
Copies of old Agendas, Minutes, pamphlets from
various companies
22
Same as box 20, including old bid packets
23
Same as box 20, including old petitions
24
Advertizements and pamphlets from companies
25
Copies of old Municipal Code indexes
26
Two antiquated dictaphone machines
c1aQ 64-1
27
Newspapers
28
Correspondence re charity drives (1966-68)
League of California Cities Annual Conference files
Minutes of California Cities meetings (up to 1967)
Proclamations (1965-68)
Proofs of Publications (1969-70)
29
Newspapers
30
Newspapers
•
•
EXHIBIT A
OFFICE OF THE CITY CLERK FILES FOR DESTRUCTION
BOX CONTENTS COMMENTS
31
Miscellaneous election supplies: pencils, pads, etc.
32
Same as Box 31
33
ABC licenses (1965-69)
Citrus Court Collections (1959-70)
Deposits to City Treasurer (1965-69)
MCR's (1965-69)
Revenue Summary Reports (1965-69)
34
Proofs of Publications (1967-69)
Chronological Files (1964-70)
Incoming Mail Logs (1965-67)
35
Same as Box 20
36
Same as Box 20, including copies of special meeting
minutes
37
Same as Box 20
38
Copies of pages from the old Municipal Code
39
Newspapers
40
Newspapers
41
Copies of Minutes, Agendas, correspondence, memos,
lc-"� wt
brochures, junk, mai-1
c
42
Same as Box 41
43
Tax Rate booklets from County Auditor (1960)
Pamphlets, brochures
Reports from various organizations, groups
44
List of businesses in hest Covina (copies)
Small Claims court papers (1960-64)
45
Expired insurance polices (1963-65)
Annual financial reports (1955-64)
Purchasing requisitions (1963-64)
ABC licenses (1963-64)
MCR's (1964)
Directional Sign permits (1963-64)
Area Code - tax maps (1959)
46
Tax Cancellations (1957-58)
Newspaper clippings
Deposit receipts (1954)
Miscellaneous receipts (1956-57)
47
Cash Summaries (1956-57)
Temporary Use Permits (1956-59)
County Recorder correspondence (1957)
License receipts (1957-59)
General correspondence (1957-59)
Payroll list (1955)
M
•
OFfIC£ Of 1NE WY CLERK EXHIBIT A
FILES FOR DESTRUCTION
BOX ._ . CONTENTS
COMMENTS
48
Old court cases
Temporary Use Permits (1963)
Board of Supervisor correspondence (1960-64)
Copies of Personnel Board minutes
Proofs of Publication (1961-63)
49
City Clerk files re zone changes, variances, pre-
cise plans
50
Copies of minutes from various council and com-
mission meetings
51
Chronological files, incoming mail logs (1960-61)
League of'California Cities Digests (1957-59)
Temporary Use Permits (1960)
Public relations files of correspondence (1957-59)
Proofs of. Publications (1957-61)
52
Temporary Use Permits (1961-62)
Deposit Summaries (1963)
Solicitors' applications (1961-62)
Proofs of Publications (1962)
53
Copies of Planning Commission resolutions
Board of Supervisor correspondence 1(1957-58)
Proofs of Publications (1957-59)
Chronological files (1958-59)
Census information (1953-59)
54
Proofs of Publications (1964-66)
Insurance claims (1962-66)
55
Business License applications (1957-61)
Cash summaries (1959-60)
Deposit Summaries (1960-62)
City Clerk receipts (1960)
Fire Department approvals re business licenses.
(1959-62)
Solicitors' applications (1962)
56
Chronological files and incoming mail logs (1963-6
)
Public relations charity drives (1962-65)
Proclamations (1959-64)
Minutes of various leagues, associations (1961-63)
57
Public relations files of organizations (1956-62)
Public Utilities Commission folders (1961-62)
Chronological files, incoming mail logs
Proclamations (1961-62)
58
Petitions re Ralph's Market (1962)
Various other petitions (1957)
Newsclippings
Proofs of Publication (1960-62)
MCR' s '(1962-63 )
Weed Abatement files (1960-62)
3
•
•
1,01
Of THE CITY MR3 EXHIBIT A
FILES.FOR DESTRUCTION
BOX CONTENTS COMMENTS
59
Miscellaneous records re checks drawn on
General Fund (1938-40)
60
Miscellaneous Cash Receipts (1954-59)
ABC applications (1954-60)
Budgets (1955-60)
Weed Abatement files (1958-59)
Summary .Reports (1959-60)
Sanitation District correspondence (1957-58)
61
Reports, memos from various City departments'
(1948-51)
Proofs of Publication (1951)
Copies of old resolutions
62
Correspondence and general records (1940-43)
Demands and Receipts (1944)
Demands and Receipts (1941)
63
Correspondence, memos from departments, organi-
zations, associations (1-953-56)
64
Various agreements labeled "Retire" (up through
1959)
65
Reports, proposals, audits (1936-39)
Expired insurance claims (1957)
66'
Demands and Receipts (1946-47)
and related correspondence
67
Budgets (1951-55)
Bank Deposits (1955)
Job Applications (up to 1957)
Job Description forms (up to 1957)
68
Miscellaneous files of organizations, boards,
commissions, public relations (1953-57)
69
Miscellaneous invoices, purchase orders, and
demands (1951-56)
70
Business license receipts (1952-56)
Proofs of publications (1953)
71
Demands and Receipts (1955)
72
Requisitions (1956)
Pamphlets and old reports (1955-56)
Committee folders (1955)
73
Election materials (1976)
74
Election materials (1976)
75
Newspapers
OOZE OF iKE CITY C-1695 EXHIBIT A
FILES FOR DESTRUCTION
BOX. ....CONTENTS COMMENTS
76 Newspapers
77 Paper ballots, 1976 .Election
78 Paper ballots, 1976 Election
AUTHORIZATION FOR DESTRUCTION
I hereby authorize the destruction of the above listed City Clerk
files in accordance with the provisions of the Government Code.
All of the above documents are..authorized to be disposed..of'wi-th the
exception of those referenced to under "Comments."
J
City Attorney Colin Lennard
Date
VERIFICATION OF DESTRUCTION
Any documents,`.reports,.-files, or papers denied approval'for:des=
tr:dctioh by the. City Attorney have been removed and placed for
safekeeping in archive storage boxes.
Deputy City Clerk Janet Berry
• Date
5