Resolution - 2006-94RESOLUTION NO. 2006- 94
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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 s` day of November 2006.
ATTEL
City Clerk Laurie Carrico
Ste Hei ert
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 21st day of November 2006, by the following
vote of the City Council:
AYES: Hernandez, Lane, Sanderson, Touhey, Herfert
NOES: None
ABSENT: None
ABSTAIN: None
APPROVED AS TO FORM:
AA
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City Attomey old Alvarez-Glasman
(61
City Clerk Laurie Carrico
OFFICE OF THE CITY CLERK
C]
Is
DOCUMENTS FOR DESTRUCTION
Resolution No.2006-94
EXHIBIT A
NO. OF BOXES
CONTENTS
COMMENTS
City Manager's Office
09
1999-04 Accounts Payable (copies)
02
2001 Cable complaints & 1986 cable survey
06
1995-01 City Council Agendas (copies)
Community Services
05
1994-00 Careship Agreements
01
1998-94 Facility Use Agreement
03
1992-00 Miscellaneous Office Files
01
1989-91 Requisitions for Purchase
Environmental Management
06
1982-95 Air Quality & Miscellaneous Files
02
1989-90 Cultural Center Office Files
02
1991-94 Waste Management Office Files
03
1990-95 Recycling Office Files
Finance Department
01
Blank Checks (obsolete
02
1998 Payroll cancelled & voided checks
04
1989-98 General Checking Cancelled
04
1996-97 General ledgers
04
2001 Inactive Business Licenses
03
1997-99 Journal Vouchers
03
1996-01 Payroll Timesheets & 1998-02 W 2'
01
1997-98 Payroll System General Ledger
01
1997-02 Purchase Orders
02
1997-99 Revenue Files
Fire
09
1982-89 Alarm Reports
01
1983 Budget Records
02
1988 Fire Incident Summary Print Outs
05
1984-88 Incident Reports
01
1997-98 Miscellaneous Cash Receipts
01
1989-99 Timeshects (copies)
Human Resources
02
1999-02 Background Checks
01
1989-04 Commission Tapes
01
1987-03 Employment Development Files
01
1999-01 General Correspondence
01
1998-00 Meet & Conf
01
1988-02 Miscellaneous Files
01
1990 Negotiations Files
15
1997-02 Recruitment Files
• Microfilm
OFFICE OF THE CITY CLERK
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DOCUMENTS FOR DESTRUCTION
Resolution No. 2006-94
EXHIBIT A
NO. OF BOXES
CONTENTS
COMMENTS
Planning Department
01
1958-95 Permit Clearance for Street Signs
01
1978-00 Miscellaneous Office Files
Public Works
Build ing/Engineering
Community Enhancement & Maintenance
05
. 2004-05 Building Permits (filmed)
02
1989-00 Chorological Files, 2001 Correspondence
02
1999 Employees Timesheets (copies)
02
1993-96 Improvement Project Files (obsolete)
09
1999-02 Request for Service (closed files)
02
1993-00 Water Stubs & Binder
01
2000 Works Orders
Risk Management
02
1999-02 Closed Uninsured Loss Files
01
2002 Basic Voluntary Premiums
01
1998-99 Closed Uninsured Loss Files
0 Microfilm
RESOLUTION NO. 2006-94
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."
i�
i y Attorn y Arnold Alvarez-Glasman
November 21, 2006
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.
lt'� -
Assistant City Cler Susan Rush
December 28. 2006_i
Date
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