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Resolution - 2004-75• RESOLUTION NO. 2004-75 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 the destruction have been screened for historical value. SECTION 2. The documents listed 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 on this 21" day of September 2004. ATT T: ity Clerk et Berry Mayor Michael L. Miller I, JANET BERRY, CITY CLERK of the City of West Covina do 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 21" day of September 2004 by the following vote: AYES: Herfert, Hernandez, Sanderson, Wo ,Miller NOES: None ABSENT: None APPROVED AS TO FOR: City Clerk anet Berry �14�6— - City Attorney Amol Alvarez-Glasman RESOLUTION NO. 2004-75 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 exceptions of those referenced under "Comments." A 4 V — S� C4 Attorney Arnold A Ivarez-Glasman -/T- o 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 Berry Date :7 • E OFFICE OF THE CITY CLERK DOCUMENTS FOR DESTRUCTION Resolution No. 2004-75 EXHIBIT A NO. OF BOXES CONTENTS COMMENTS City Clerk' Office 03 Election Rosters 04/28/1998, 03/02/1999 03 Election Work Files 1965-1999 01 Requisitions, 1997-2001, Purchase Orders 1996-2000, Public Act Requests 1998-2000, Inactive life certificates 1998-2001 01 Conflict of Interest 1976-1994 01 Proof of Publications 1990-1997 02 Claims Against the City of West Covina 1992-1998 03 Summons, Subpoenas 1992-2001 City Manager's Office 02 Requisitions 1997-1999 02 Budgets Files 1991-1997 02 Miscellaneous Office Files 1991-1998 Finance 03 Purchase orders 1985-1994 10 Payroll folders terminated employees 1990-1993 43 Paid Warrants 1991-1995 13 Check Copies of Paid Demands 1989-1991 04 Revenue Summary Reports 1991-1996 02 Disbursement Journals 1969-1979 01 Misc. Account Records 1970-1975 07 Office Work Files 1980-1998 09 Journal Vouchers 1989-1996 01 Consortium Timesheets/payroll1981-1983 03 Consortium P/R check copies 1989-1990 02 Department's Payroll Time Sheets Copies I990-1992 (copies) 06 Journal Entries 1989-1993 05 Warrant Registers 1990-2000 03 Prints outs of Accounts Payable 1992-1996 07 Audit Work Files 1985-1997 01 Quarterly Tax Reports 1987-1990 02 Fixed Assets 6/1992 01 Misc. Account Records 1970-1975 02 Monthly Banking Records 1997 01 Chronological Files 1991-1996 06 Deferred Comp Deduction Registers 1992-1996 04 Medical Worksheets & Deduction Registers 1990-19994 03 Purchase Orders 1985-1994 (copies) 19 Inactive Business Licenses 1996-1998 04 Inactive Contractors' Business Licenses 1997-1999 02 Proof Business Listing 1993-1996 01 Inactive Business Licenses Files 1989-1992 01 Bank Statements 1990-1992 07 Budget Work Files 1992-1999 02 Canceled Checks 1987-1997* 0 Microfilm • E OFFICE OF THE CITY CLERK DOCUMENTS FOR DESTRUCTION Resolution No. 2004-75 EXHIBIT A NO. OF BOXES CONTENTS COMMENTS Public Works B uilding/Engineering/ Community Enhancement 03 Building Permits 1999-2002 01 Traffic Committee Files 4/97-6/97* 08 Request for Service 1980-1996 (closed files) 12 Permits 1993-2002 (copies) 02 Termination Employee's Filesl993-1999 (copies) 04 Closed CIP Projects 1978-1984 01 Chronological Files 1999 02 Requisitions 1999, MCR 1990-1996 (copies) Maintenance 01 Chronological Files 1996-1998 07 General Office Files 1983-1997 15 Maintenance Payroll Files 1983-1998 (copies) 03 Complaints 1996-1999 06 Water Files 1994-1998 02 Liability Claims 1971-1998 (copies) 01 Works Orders 1997-1999 Environmental Management 06 Earth Day Material (obsolete) 03 Rideshare Program Material 1993-1996 03 Recycling Informationl983-1992 04 Graffiti - reports, work orders, miscellaneous files 04 Analyst Files, Packets 1993-1996 (copies) 08 San Gabriel Valley Joint Powers Authority Miscellaneous Files 1993-1997 17 Chronological Files, miscellaneous general files 1978-1994 Community Service 02 Miscellaneous office files 1980-1985 01 Correspondence1997 01 Requisitions 1989-1991 (copies) Community Development Commission 05 Deferred Loans: applications, paid off 1987-1998 01 Appraisals 1988 Human Resources 02 Budget Files 1993-1999 Planning 03 Development Files 1969-1991 04 General Plans & Photos & Slides 1974-1985 (copies) 04 Office Files 1970-2001 Risk Management 32 Liability Files 1988-1997 (closed) • Microfilm