Resolution - 8894RESOLUTION NO.8894
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN DOCUMENTS AS PRESCRIBED
BY LAW
• WHEREAS, Section 34090 of the Government Code provides
for the destruction of governmental documents and records through
specific provisions; and
WHEREAS, the City of West Covina has accumulated numerous
records no longer necessary or required for the maintenance of
accepted record management techniques; and
WHEREAS, all documents proposed for destruction have been
screened for historical value and those considered to have
historical merit have been removed from the boxes of documents
proposed for destruction for safekeeping; and
WHEREAS, a list of all documents proposed for destruction
is attached and incorporated herein as EXHIBIT A; and
WHEREAS, the City Attorney has determined that the
documents proposed for destruction qualify under the provisions of
the Government Code as appropriate records for destruction.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST
COVINA DETERMINES AND RESOLVES AS FOLLOWS:
SECTION 1. All proposed documents for destruction have
been screened for historical value.
SECTION 2. The documents listed on EXHIBIT A have been
authorized for destruction by the City Attorney.
SECTION 3. 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 as
listed under "Comments" in EXHIBIT A shall be removed from its
container and placed in archive storage boxes for safekeeping.
SECTION 4. The City Clerk shall certify to the adoption
of this resolution.
APPROVED AND ADOPTED this 3rd day of November, 1992
ATTEST:
City Clerk Janet r
ry
I
Mayor CIncy Manners
Resolution No. 8894
Page 2
I, JANET BERRY, hereby certify that the foregoing
resolution was duly adopted by the City Council of the City of West
Covina at a regular meeting held on the 3rd day of November, 1992,
by the following vote:
• AYES: Councilmembers: Manners, Jennings, Herfert, McFadden, Wong
NOES: Councilmembers: None
ABSENT: Councilmembers: None
ABSTAIN: Councilmembers: None
V
City Clerk Janet rry
APPROVED AS TO FORM:
Cit Attorney
6
OFFICE OF THE CITY CLERK
DOCUMENTS FOR DESTRUCTION
Resolution No. 8894
EXHIBIT A
..
OF BOXES
X
.. .. .. .. . ..... .. . . ... .....
. . ... .
..........
..... ..... .. ... ONTENTS,
Building Department
gg .. ... ........
COMMENTS ............
I
Building Permits, 1989-92
2
Commercial Plans, 1989-90
City Manager
*1
-Agenda Packets, 6/89-9/89
*1
City Manager General Files
7/88-10/88
*1
City Council Weekly
Calendars - 1983-86
*4
Miscellaneous Files
1980-86
2
Chronological Files
1982-83
City Treasurer
2
F I B General Fund Account
Canceled Checks
3/89-12/89
2
Bank of America Payroll
Canceled Checks
6/89-12/89
Engineering Department
2
Traffic Committee Back-up
5/91-12/91 and 1/92-8/92
2
Chronological
1/90-12/90
1
Lot Line Adjustment Files
1980-89
1
City Project Files
1980-89
1
Unclassified Use Files
1980-89
1
Meeting with HWT, 1990
1
City Council Agenda Reports
1/88-12/90
1 --Tract
Files, 1964-67
2
Maps, Miscellaneous
Blueprints - 1985-89
Finance Department
1
Budget Documents, 1957-58
*1
Work Orders, 1962-67
*Not Microfilmed
•
t
OFFICE OF THE CITY CLERK
DOCUMENTS FOR DESTRUCTION
Resolution No. 8894
EXHIBIT A
OF BOXES
CONTENTS
COMMENTS
Finance Department
(Continued)
1
Terminated City Part Time
Employees, 1987-88
1
Adjusting Journal Entries
1987-88
1
Public Works Programs, 1982
1
Fixed Asset Valuation, 6/82
1
Payroll Time Reports
1988-89
1
Budgets & Final Statements
1962-85
1
Appraisal of Fixed Assets
6/81
8
Payroll Binders & Reports
7/87-10/87, 5/89-12/89
1
Sheet & Ledger, 1957-86
1
Component Statements,6/84
1
Monthly Reports, 1/81-12/83
1
Pre Check Register
7/81-6/83
1
Miscellaneous Files, Budget
Retreat 82-83, Ceta Payroll
Students 77-79, Department
Head Meetings 1985,
Overtime Records 1972-76,
Timesheets 1981-82,
Suburban Water Files
1
Trial Balance, 1981-83
1
City Payroll Binders
1/87-6/87
1
ESGV Consortium Payroll
Binders 12/86-12/87
9
1st Interstate Demand
Checks 1988
1
Open Purchase Orders
1984-85
1
Payroll Time Reports 1988
*1
W-9 Forms, 1984
*1
Evbit Grants, 6/30/88
*1
Flood Disaster, 1978
Please retain 1
yr.
*2
Purchase Orders, 1975-82
•Not Mlcrorllmeti
•
OFFICE OF THE CITY CLERK
DOCUMENTS FOR DESTRUCTION
Resolution No. 8894
EXHIBIT A
# OF BOXES
CONTENTS 1
COMMENTS
Finance Department
(Continued)
*1
Correspondence, Management
Christmas Party
Human Resources
*9
Deferred Loans
1/82-7/89
*2
Careship Program 1984-85
and File Folders
*2
Home Improvement & File
Folders 1984-86
*4
Chronological Files
1977-84
Maintenance Department
*10
Water Receipts & Registers,
Computer Printouts, 1986
*9
Water Receipts & Registers,
Computer Printouts, 1988
*9
Water Receipts & Registers,
Computer Printouts, 1988
Parks and Recreation
1
Commission Reports
1971-79
1
Chronological Files
1987-89
3
Youth Sports Council Files
1956-89
*1
Chronological Files 1985-86
Personnel Department
3
Terminated Personnel Files
1990
1
Recruitment Files
1984-90
1
Affirmative Action Sheets
1990
*1
General Correspondence
Files - 1987
Planning Department
6
Code Amendments
4/60-10/ 5
1
U.U.Permits, 6/88-12/88
*Not Microfilmed
•
OFFICE OF THE CITY CLERK
DOCUMENTS FOR DESTRUCTION
Resolution No. 8894
EXHIBIT A
OF BOXES
CONTENTS !
COMMENTS
Planning Department
(Continued)
1
Variance, 6/83-11/88
1
General Plan Amendment
6/72-12/87
1
Zone Changes, 3/78-11/85
5
Precise Plans, 6/87-1/90
P.P. #161-821
Redevelopment Agency
2
D.D.A re: Harry Hill
7/7/84
D.D.A (Early 19801s)
1
D.D.A. re: Krausz &
Waterbed Gallery 7/84
2
Annual Reports 1979-87
2
Acquisition Files 1979-81
1
Consultant Files, Varied
1973-79
Risk Management
2
Uninsured Loss Files
1985-90
17
Workers' Compensation
Closed Files, 1975-89
3
General & Auto Liability
Closed Files, 1985-87
*1
Month End Status Reports
9/87-1/89
*1
Health Plan Information
1982-85
City Clerk
1
Selected City Agreements
7/58-12/63
*3
Miscellaneous Election
Materials
Please retain
absent voter
applications to
5/1/94
*Nnt MinrnFilmoA
•
9
RESOLUTION NO. 8894
EXHIBIT A
AUTHORIZATION FOR DESTRUCTION
I hereby authorize the destruction of the above listed City Hall
records and documents in accordance with the provisions of the
Government Code. All of the above documents are authorized to be
disposed of with the exception of those referenced under
"Comments".
to ai /ga
Date
VERIFICATION OF DESTRUCTION
Any documents, records, files or papers denied approval for
destruction by the City Attorney have been removed and placed for
safekeeping in archive storage boxes. All other materials have
been destroyed.
City Clerk Janet B ry
/a/�09C -
Date