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Resolution - 2005-64RESOLUTION NO.2005-64 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 I" day of November 2005. ATTE C ty Clerk Lauri amco 75�� Mayor Shelley Sanderson I, LAURIE CARRICO, CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing resolution was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the lst day of November 2005, by the following vote of the City Council: AYES: Herfert, Hernandez, Miller, Wong, • NOES: ABSENT: None None ABSTAIN: None APPROVED AS TO FORM: �e City Attomey Amold varez-Glasman RESOLUTION NO. 2005-64 EXHIBIT A AUTHORIZATION FOR DESTRUCTION • I hereby authorize the destruction of the City Hall records and documents on the attached list in accordance with the provisions of the Government Code. All of the listed documents are authorized to be disposed of with the exceptions of those referenced under "Comments." I-- *A -A- City Attorney Amofd Alvarez-Glasman 1qD V. I, ZOOS 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. Date 0 Clerk La6rie Carrico • • OFFICE OF THE CITY CLERK DOCUMENTS FOR DESTRUCTION Resolution No. 2005-64 EXHIBIT A.1 NO. OF BOXES CONTENTS COMMENTS City Clerk's Office 12 Unused Election Ballots 03/04/2003 01 Miscellaneous Cash Receipts 1989-1994 01 Terminated Personnel Files 1983-1994 (copies) 04 Miscellaneous Master Microfilm 1991-1997 (Met retention schedule City Managers' Office 03 Miscellaneous Office Files 1991-1998 10 Project Working Filcs1990-1997 Community Development Commission 03 Accounts Payable 1995-1998 (copies) 01 Appraisals 1988 & prior 01 Chronological Files 1981-1987 04 CDBG Loan Applicants 1984-1996 04 Deferred Loans 1999 04 Parcel Information Files 1988-1996 01 Request for Recruitment Files 2001 06 Director's Working Files 1978-1999 Finance Department 03 Audit Back -Up Files 1993-1997 01 Check Copies 1990-1997 07 Check Registers 2000-2002 01 Chronological Files 1991-1992 05 Closed Business Licenses Applications 2000 03 Deferred Remittances 1997-2001 04 Miscellaneous Cash Receipts 1998 17 Miscellaneous Microfilm Files 1991-1997 (Met retention schedule 02 Miscellaneous Office Files 1983-1987 03 Monthly Registers Folders 1995-1997 02 Payroll Quarterly Reports 1994-1999 17 Temrinated Employees Personnel Files1998-2001 (copies) Fire Department 15 Incident Reports 1990-1992 04 Station Logs 1982-1994 03 Weed Abatement files 1996 Human Resources 01 Affirmative Action Forms 2000 01 Background Checks 2000-2001 (not hired) 02 Budget1993-1999 01 Personnel Commission Reports 1986-1993 • Microfilmed Pagel of 2 • • OFFICE OF THE CITY CLERK DOCUMENTS FOR DESTRUCTION Resolution No. 2005-64 EXHIBIT A.1 NO. OF BOXES CONTENTS COMMENTS Planning Department O1 Environmental Impact Reports1982-1991 O1 Easthill Specific Plan 1978 02 Generals Plans 1985 04 Miscellaneous Office Files 1970-2001 02 Miscellaneous Plans and Studies 1962-1975 02 Obsolete Photos and Slides 1974-1978 O1 Temporary Use Permits 2000-2001 Public Works Building/Engineering Community Enhancement/Maintenance 01 Chronological Files 1999 01 Complaint Log Books 1996-2001 O1 City Council Staff Reports 1993-1994 (copies) 01 Daily Maintenance Work Orders 1995 O1 Fees and Charges 1982-1994 04 Miscellaneous Cash Receipts & Office Files 1991-1999 O1 Payroll Sheets 1998-1999 (copies) 15 Permits 1993-1999 (copies) 08 Projects Files 1971-1994 (completion) 07 Request for Service 1996-1998 35 Water Files, Receipts, Stubs 1994-2000 03 . Building Permits 2003-2005 Risk Management O1 INA Police Assn/City Manager, Request for Certificate of Insurance FY 1995/1999 O1 City Council Staff Reports 1978-1979 (copies) • Microfilmed Page 2 of 2