Resolution - 9024RESOLUTION NO. 9024
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 19th day of October, 1993.
ATTEST: /
V
City Clerk Janet Berr
E
Mayor R,.ofia`M N. Jonnings
•
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Resolution No. 9024
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 19th day of October, 1993,
by the following vote:
AYES:
Councilmembers:
Herfert,
NOES:
Councilmembers:
None
ABSENT:
Councilmembers:
None
ABSTAIN:
Councilmembers:
None
APPROVED AS TO FORM:
&iLLfr j—& cY\ - C%ILto1-n0.
Cit Attorney
Manners, McFadden, Wong, Jennings
City Clerk Janet er
r1
L
•
OFFICE OF THE CITY CLERK
DOCUMENTS FOR DESTRUCTION
Resolution No. 9024
EXHIBIT A
/% OF BOXES
CONTENTS
COMMENTS .
Building Department
7
Blueprints (Filmed in-
house) 1989-92
1
Building Permits, 1989-93
City Clerk
1
1987 Agenda Staff Reports
1
1987 Public Hearings,
Proofs of Publications,
Claims Against the City
*1
1989-90 District Attorney
Lists from Pet License
Program
*1
1987-88 Auditors' Copies
from Pet License Program
City Manager
*1
1984, 85, 86, 87 Weekly .
Calendars
*1
1980 Administrative Files,
79-80 requisitions, 1979-80
CETA Files, 1979-80 City
News Letters
*.1
1980 Assorted Files, Animal
Control to Fire Prevention
*2
1972-83 Human Relations
Commission Files
*2
7/78 to 10/88 Chron Files,
1983 Misc. Leg. Corr.
Files, Other Misc. Files
1978-83
*3
City Agenda Packets 11/88
thru 5/90
City Treasurer
5
FIB Cancelled Checks,
3/13/89 - 7/22/91
9
Bank of America Payroll
Acct. Cancelled Checks,
6/20/89 thru 10/18/91
1
Wells Fargo RDA Acct.
Cancelled Checks 1/4/83
thru 11/13/89
2
Consortium Payroll Account
To be released to the
Cancelled Checks 12/22/86
Consortium
thru 6/25/90
1
West Covina Workers' Comp.
Checks 6/16/89 thru
10/29/91
*Not Microrllmea
•
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OFFICE OF THE CITY CLERK
DOCUMENTS FOR DESTRUCTION
Resolution No. 9024
EXHIBIT A
# OF BOXES
CONTENTS
C014MENT3
Engineering Department
1
Misc. Files: Annotated
City Council Minutes-1990,
1990-91 Chron Files,
Annotated Maintenance Div.
Minutes 1989-91
1
Department Head Meeting
Files with H.Thomas,
Colrgas, Div. Mgr. Mtgs,
1989, 90 & 91
1
Misc. Meeting Files,
Meetings w/HT 1/90 thru
8/91
1
Files: City Projects 6/91
thru 9/92, Lot Line
Adjustments 5/90 to 11/92
1
Files: Precise Plans 5/90
to 7/92, Parcel Maps 4/89
to 8/90, Unclassified Use
Permits 5/84 to 4/92
1
1991 Annotated City Council
Minutes, Agendas, 1989
Revenue Code
2
Accident Reports, 1/1/91
thru 12/31/91
Finance Department
1
1979 Fixed Asset Valuation
1
Appraisals, Fixed Asset
Detail, Parking Authority.
Reports 6/75 thru 6/89
7
1988,1989 Payroll Binders
(including Qtrly Reports)
2
Consortium Payroll Computer
To be released to the
Printouts 1/5/89 thru
Consortium
12/20/89
1
Consortium Pay Period
To be released to the
Folders, 1988 Board Minutes
Consortium
1
Revenue Files for Fiscal
Years 1985-86, 1986-87,
1987-88, 1988-89, and
7/1/85 to 6/30/90
5
Revenue Summary Reports
1/4/88 to 6/29/90
2
Journal Vouchers for FY
1985-86 & 1986-87
7 MlatnfllmPA
r�
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OFFICE OF THE CITY CLERK
DOCUMENTS FOR DESTRUCTION
Resolution No. 9024
EXHIBIT A
OF BOXES
CONTENTS
COMMENTS
Finance Department
(Continued)
10
1989 First Interstate
Demand Checks 1/5/89 thru
12/28/89
1
Budget Files, 1982 to 1987
*1
1950-86 Old Tax Payer Guide
Text Handbooks
Human Services
2
Deferred Loans, 1986-89
1
Misc..Files: Grantee,
Appraisals, EAR Projects,
1981-84
Personnel Services
4
Recruitment Files Acct.
Clerk to Senior
Communications Operator
1988 thru 1991
2
1991 Terminated Employees
(A to Z)
1
Affirmative Action Sheets,
1991
*2
1987-88 Recruitment Files,
Old Tests
*4
Pre 1991 Applications &
Recruitment Files
*6
1990 Applications
Planning Department
3
Blueprints (.Filmed in-
house) 1989-90
Recreation Services
1
1984-89 Recreation & Parks
Commission Meetings
1
Use Agreements, 1985-89,
Terminated Employees, 1989
*4
Limited Service Time
Sheets, 1986, 87, 88, 89,
90
*2
1987-89 accounts: P/R,
petty cash, refunds,
telephone charges, school
programs, MCR's, recap
sheets
*1
1987-89 Requisitions for
Purchase
*Not Microfilmed
is
0
OFFICE OF THE CITY CLERK
DOCUMENTS FOR DESTRUCTION
Resolution No. 9024
EXHIBIT A
# OF BOXES
CONTENTS
COMMENTS '.
Recreation Services
(Continued)
*3
Old Files: Accident
Reports, Budget 1985-90,
Vending Machine Agreements,
Chamber of Commerce 1989-
90, New Releases 1985,
Staff Meetings, 1988
*4
Old Senior Ctr Files, 1980
thru 90. Xmas Boutique,
Celebrations, Issues,
Awards, Programs, Chron,
Volunteer Programs
*2
Security Lighting-1972,
Gen. Plan 1961-77,
Bikeways-1972, W.C.
Anniversary 1973, Agenda,
Minutes & Follow-ups
Redevelopment Agency
1
Consultant Files: 1973-79
1
Misc. Project Files, R.A.
Checks, Appraisals thru
1979
1
Juniper Street Relocation
thru 1987
1
Acquisition Files, #1 and
very old files of various
dates, 1983-85
1
Atrium (Equidon) 1980-85
Risk Management
9
1983, 84, 85, 86 & 87
Workers' Compensation Files
A-Z (Colen and Lee)
11
General Liability Files:
1982, 83, 84, 85, 86, 87
(Colen and Lee)
2
Uninsured Loss Files: 10/82
to 12/87
2
Closed Claims Against the
City 1980-86
*Not microrilmea
RESOLUTION NO. 9024
0 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".
01a6�Cre1 (J9[ Ya.Iri�1C ,
City Attorney
10/13/93
Da
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.
UGG��
City Clerk Ja t Berry
Z46, 3
Date