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
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