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Resolution - 9283RESOLUTION NO. 9283 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 6th day of February, 1996 ayor S eye H rfert ATTEST: • City C1erk,,Janet+B ry Resolution No. 9283 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 6th day of Feb., 1996 by the following vote: AYES: Manners, McFadden, Touhey, Wong, Herfert NOES: None ABSENT: None ABSTAIN: None APPROVED AS TO FORM: �a ue,�Qti ! . &x & Cit Attorney 0 City Clerk Janet'Beofy Ll OFFICE OF THE CITY CLERK DOCUMENTS FOR DESTRUCTION Resolution No. 9283 EXHIBIT A # BUILDING & ENGINEERING 3 1989-95 Building Permits 3 1992-94 Blue Prints 2 9/93-12/94 Traffic Committee Backup Files 2 1992 Accident Reports CITY CLERK 2 7/71-12/81 City Agreements & Contracts Nos. 215-408 3 1988-1991 Claims Against The City 1 1989-90 Subpoenas 1 1988-89 Proofs of Publication 1 1987-89 Tribune Statements 1 1989 Public.Hearings 3 1989-90 Agenda Material 1 4/10/90 Voter Roster 1 1/76-2/90 Statements of Economic Interest *1 1976-88 Weed Abatement *15 88/69-91/92 Pet License Files CITY MANAGER *8 1969-79 Chron Files *1 1985-86 Meet & Confer CITY TREASURER 10 10/18/91-4/28/94 Bank of America Payroll Account ft145000 thru ft187899 cancelled checks 4 3/17/92-10/19/93 First Interstate Bank General Account #139000 thru ft143199 cancelled checks CODE ENFORCEMENT *11 1986-90 Request for Service R/S LOG 1986, Chron Files 1983, 1990 *Not Microfilmed 0 0 OFFICE OF THE CITY CLERK DOCUMENTS FOR DESTRUCTION Resolution No. 9283 EXHIBIT A . . . . .... .... ..... .. .. ... .. .. ..... ... ..... CON E TENTS...COMMENTS.. .......... FINANCE 1 1/14/86-6/30/89 Final Warrant Register 2 1984-88 Terminated Part -Time Employees 88/89 Revenue Files/RDA Trans, 12/79-6/89 Schedule 1 of State Pymts., 4/86-12/88 Jury Duty Reimb. Receipts 1 7/86-6/89 Misc. Cash Receipts 1 1986-89 Invoice Receipts, 1986-87 JV Returned Checks. .1 7/88-5/89 Journal Entries 1 8/88-6/89 Time Reports 2 1989-90 Consortium P/R Folders, Deferred Comp. Statements 1 6/30/85 Audit Annual Financial Report, 1 7/l/89-6/15/90 P/R Time Sheets 4 7/89-12/89 P/R Records Terminated Employees 1 1987-90 Taxpayer Identification 1 1987-89 Miscellaneous Budget Files 1 12/84-12/88 Deferred Compen- sation - Dean Witter Stmts., 1980-81 Deferred Plan Agree- ment Terminated Employees 1 4/87-6/90 Payroll Deferred Comp GlendaleFederal Mo/Qtrly Statements 5 3/90-12/90 Payroll Binders Reports 3 1/89-12/89 Chronological Files 1 1989-90 Cash Receipts 1 3/89-6/90 Parking Citation Parking Receipt *Not Microfilmed f OFFICE OF THE CITY CLERK DOCUMENTS FOR DESTRUCTION Resolution No. 9283 EXHIBIT A ........ . . .... ... FINANCE 3 1988-1990 Medical and Dental Deduction Registers 3 1988-90 Medical and Dental Deductions and Statements PERSONNEL 4 1992 Terminated Employees Files 5 1993 Recruitment Files 2 1992 Affirmative Action Forms 2 1988-89 Study & Employee Assistance Program Proposals PLANNING 1 7/92-7/94 Conditional Use Permits 2 5/87-5/93 Precise Plans 1 10/89-12/93 Unclassified Use Permits 1 9/88-9/89 Variances RECREATION SERVICES 1 1990-91 Meetings, 1974-82 General Information Correspondence *5 1965-89 Program Files *1 1984-89 Correspondence, Employee Evaluations *1 1991 Limited Service Time Sheets REDEVELOPMENT AGENCY 1 1981-93 Deferred Pay Back Loans 1 1983-90 Newspaper Articles 1 1986-90 Property Management *2 1981-87 Meetings Ridge Riders, Budget Copies *2 1980 Appraisals *4 1982-85 Lakes Site Relocation *Not Microfilmed f U OFFICE OF THE CITY CLERK DOCUMENTS FOR DESTRUCTION Resolution No. 9283 EXHIBIT A ...... ... ...... ....... ............. .... .. .. .. REDEVELOPMENT AGENCY. *1 1984-89 Chet Yoshizakils Meetings/Files *1 6/85-12/87 Requisitions & Purchase Orders, 10/84-9/87 RISK MANAGEMENT 3 1988 Colen & Lee Workers' Comp Closed Files 3 1988 Colen & Lee General Liability Closed Files 1 7/31/89-2/28/92 Workers' Comp Loss Run 1 1/90-11/91 Workers' Comp Check Copies 1 1/90-1/91 Workers' Coomp 'Cancelled Checks *1 83/84-88/89 Contractors' Certificate of Insurance Chron Files *1 1973-1988 General & Auto Liability Loss Runs *1 5/24/84-1/l/85 Workers' Comp Checking Account *2 1989 Safety Committee, Accident Appeals *Not Microfilmed RESOLUTION NO. 9283 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". (9j,gcr. (fj-k, U I ion Cit-y/Attorney IgG '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 C71erk Janet ry •