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
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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