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Resolution - 2012-37RESOLUTION NO.2012-37 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS AS PRESCRIBED BY LAW WHEREAS, California Government Code Section 34090 et seq, sets forth certain legal requirements relating to the management and retention of certain municipal records; and WHEREAS, it is requested the City Council authorize the destruction of records specified and set forth as Exhibit "A" attached hereto: and WHEREAS, the City Attorney has reviewed and determined that the documents proposed for destruction qualify under the provisions of the Government Code as appropriate records for destruction and none of them: (a) affects the title to real property or liens thereon; (b) is a court record; (c) is a record required to be kept by statute; (d) is a record less than two years old, or, if less than two years old, that it is a duplicate of a record remaining on file; (e) is an ordinance, resolution or the minutes of the City Council or any board or commission of the City of West Covina. NOW, THEREFORE, the City Council of the City of West Covina determines and resolves as follows: SECTION 1. The documents listed in Exhibit "A" have been hereby approved for destruction. SECTION 2. The City Clerk shall certify to the adoption of this resolution. APPROVED AND ADOPTED on this 19th day of June 2012. ATTEST: l City Clerk Laurie Carrico Mayo,44ichael Touhey 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 19th day of June, 2012, by the following vote of the City Council: AYES: Herfert, Sanderson, Sotelo, Sykes, Touhey NOES: None ABSENT: None _ ABSTAIN: None y City Clerk L urie Carrico — APPROVED AS TO FORM: *tyAttome Arnold Alvarez-Glasman RECORDS MANAGEMENT RECORDS/DOCUMENTS FOR DESTRUCTION AUTHORIZATION FOR DESTRUCTION The records attached as Exhibit A to Resolution No. 2012-37 have been retained in accordance with the City's Records Management Manual and Retention Schedule and applicable federal and state laws. Upon approval of the City Council by resolution and the approval of the City Attorney, these records will be properly destroyed. City Attorney's Consent: The above -listed records have been reviewed and I hereby authorize the destruction of all the listed records. City Attorney Arnold Alvarez-Glasman - 1- l L— Date VERIFICATION OF DESTRUCTION Destruction Completed By: A istant City Cl rk Susan Rush r1 1.1319ol� Date Z:Records Management/Documents for Destruction/Authorization for Destruction RECORDS MANAGEMENT 2012 FILES TO BE DESTROYED City Clerk 121 12/2011 1958/2004 Campaign File — City Clerk Janet Berry, Statement of Economic Interest — Waste Management, Environmental Quality Commission, Chamber of Commerce Newsletters, etc. 115 12/2011 2006/09 Outside Agency Notices, Public Records Requests, Bankruptcy Notices, Claims Against the City, & Proof of Publications City Manager 2006-55 01/2012 2002 City Manager's Weekly Reports 2006-16 01/2012 1999/02 Newspaper Articles 2006-15 12/2011 2001 City Manager's Weekly Reports *Box could not be located. Not destroyed. 2011-05 12/2011 12/05-12/09 Chris Freeland Working Files/Tina Clark Grant Working Files 2011-04 12/2011 12/2009 Chris Freeland Working Files 5 _.. F.,.., CommunityIF Development Commission 193 2011 FY 2000/04 Invoices and Requisitions Community Services CS-11-1 03/2007 2004/06 Audio Tapes Senior Citizen & Community Services Commission Meetings 1951-1989 Microfilm — Recreation & Park Commission Meeting Minutes CS-1 1-6 06/2008 1975/2005 CSC Staff Reports, Weekly Reports, Terminated Employees & Chron Files -Microfilm CS-12-1 12/2011 2005/2009 Chron Files, MCR Receipts, Office Supplies, Park Reservations, & Print Requests CS-12-2 12/2011 2009/2009 Chron Files (4) ta RT Environmental Mgmt. 50 12/2011 2003/05 Used Oil Recycling Program, Annual Report, Correspondence, Grant Applications, Invoices, Time Sheets, etc. 43 12/2011 2003/06 Payroll Time Sheets, Chron Files, Budget Correspondence, Budget Invoices 42 12/2011 2003/06 Bike to Work Day, National Self - Storage, Rideshare Misc. Correspondence, Earth Day, Budget 2005/06, 2006/07 & 2007/08 40 12/2011 2004/2006 Graffiti Contract, Correspondence, Invoices, & Complaints 39 12/2011 2000/06 Solid Waste Management, Activity Report, Temp. Employee File, Athens Complaints. Budizet, Consultine Services. etc. Finance/Treasurer 10-08 11/17/2011 2007 Business License Closeouts License #16707 thru 20345, Box 5 of 5 10-07 11/17/2011 2007 Business License Closeouts License #15014 thru 16691, Box 4 of 5 10-06 11/17/2011 2007 Business License Closeouts License #12053 thru 15010, Box 3 of 5 10-05 11/17/2011 2007 Business License Closeouts License #03146 thru 11961 Documents for 2012 Destruction 1 of 5 7/30/12 RECORDS MANAGEMENT 2012 FILES TO BE DESTROYED 10-04 11/17/2011 2007 Business License Closeouts License #00183 thru 02989 09-04 09/16/2011 2006/07 Business License Closeouts License # 16000 thru 16999 License # 17000 thru 17999 09-03 09/16/2011 2006/07 Business License Closeouts License # 11000 thru 11999 License # 12000 thru 12999 License # 13000 thru 13999 License # 14000 thru 14999 License # 15000 thru 15999 09-02 09/16/2011 2006/07 Business License Closeouts License # 00001 thru 09999, Box 2 of 2 09-01 09/16/2011 2006/07 Business License Closeouts Business License Inspector Closeouts License #00061 thru 09999, Box 1 of 2 07-22 04/2012 2005 Cashflow Folders: Daily Deposits, Demand Checks, Payroll Register, etc. 07-21 04/2012 2005 Cashflow Folders: Daily Deposits, Demand Checks, Payroll Register, etc. 07-20 04/2012 2004 Cashflow Folders: Daily Deposits, Demand Checks, Payroll Register, etc. 07-19 10/2011 07/04 thru 09/04 Cashflow Folders: Daily Deposits, Demand Checks, Register, Payroll Register, Wire and Book Transfers, etc. 04-59 2011 10/03 to 03/04 Parking Citations Batch #03-0202T to #04-0283T (14) d ��� Finance/General Ledger 1809 09/2011 FY 2006/07 Purchase Order No. 07-00641 to 07- 1110 1808 09/2011 FY 2006/07 Purchase Order No. 07-00001 to 07- 00640 1807 11/2008 1998 to 2003 Various RFP Files 1804 09/2009 2002 City Financial Mgmt Software System — RFP #0902-C 1803 02/2009 2002 Replacement of City Telephone System — RFP #0202-A 1802 11/2008 2001 Replacement of City Telephone System — RFP # 1101-B, Box 2 of 2 1801 11/2008 2001 Replacement of City Telephone System — RFP #11-1-B, Box 1 of 2 1797 01/2012 2007 Terminated Employees — P/T (J. Aceves thru A Wuu) 1796 01/2012 2007 Terminated Employees — F/T (M. Tedesco thru E. Zumbia) 1795 01/2012 2007 Terminated Employees — F/T (S. Lasher thru R. Saczawa) 1794 01/2012 2007 Terminated Employees — F/T (J. Adkins thru L. King) 1730 01/2012 09-12/2005 Journal Entries 1729 01/2012 07-09/2005 Journal Entries 1675 01/2012 2001, 2004, 2006/07 W-2 Worksheets 1661 10/01/11 07-12/2004 False Alarm Billing 1660 10/01/11 01-06/2003/04 False Alarm Billing 1539b 12/16/11 05/21/05 to 12/16/05 Payroll Time Sheets PR # 12-05 to PR #26-05 Documents for 2012 Destruction 2 of 5 7/30/12 RECORDS MANAGEMENT 2012 FILES TO BE DESTROYED 1539a 12/16/11 12/18/04 to 05/20/05 Payroll Time Sheets PR #1-05 to PR #11-05 1502 2011 2005 Finance Timekeeper Copies (employee timesheets, payroll timesheets, rideshare timesheets, leave requests, attendance records) 1455 06/2012 FY 2004/05 Check Back -Up: CH-Cz through G & RA-RZ 1454 06/2012 FY 2004/05 Check Back -Up: West Covina Cleaners-Zumar Industries 1453 06/2012 FY 2004/05 Check Back -Up: Verizon Wireless Msg. — WC Chamber of Comm. 1452 06/2012 FY 2004/05 Check Back -Up: Unitrol/Stinger — Verizon Wireless 1451 06/2012 FY 2004/05 Check Back -Up: Sysco Food Service — United Parcel Services 1450 06/2012 FY 2004/05 Check Back -Up: Suburban Water — Ulton Plumbing 1449 06/2012 FY 2004/05 Check Back -Up: So Cal Edison — 07/02/04 — 09/24/04 to Stryker Ems 1448 06/2012 FY 2004/05 Check Back -Up: So Cal Edison — 06/24/05 to South Hills Country Club 1447 06/2012 FY 2004/05 Check Back -Up: So Cal Edison — 10/01/04 — 01/28/05 1446 06/2012 FY 2004/05 Check Back -Up: Safety-Kleen Systems to South Coast AQMD 1445 06/2012 FY 2004/05 Check Back -Up: Proforma to "So- Sz" Misc. 1444 06/2012 FY 2004/05 Check Back -Up: Office Depot 1443 06/2012 FY 2004/05 Check Back -Up: O'Guinn Print Wear Sales Co. 1442 06/2012 FY 2004/05 Check Back -Up: Naber Tech Enterprise to O.F. Wolfinban er 1441 06/2012 FY 2004/05 Check Back -Up: Mariposa Horticultural to "N" Misc. 1440 06/2012 FY 2004/05 Check Back -Up: LA Area Fire Chiefs Assoc. to Manchester Grand Hyatt 1439 06/2012 FY 2004/05 Check Back -Up: Intl. Council of Shopping Centers to LaCommare 1438 06/2012 FY 2004/05 Check Back -Up: Misc. Ha-Hd to Int'1 Code Council 1437 06/2012 FY 2004/05 Check Back -Up: Equipment Microfilm to GS&W Services Inc. 1436 06/2012 FY 2004/05 Check Back -Up: Daniels Tire Services to Entemann Rovin Co. 1435 06/2012 FY 2004/05 Check Back -Up: Citrus Valley Health to Daniels, Brian 1434 06/2012 FY 2004/05 Check Back -Up: Azteca Landscape to "Ca-C " Misc. 1433 06/2012 FY 2004/05 Check Back -Up: Amar & Azusa Chevron to Azteca Uniform & Towel Rental 1432 06/2012 FY 2004/05 Check Back -Up: Misc. Numbers to Misc. "A" & Alvarez-Glasman & Colvin 1415 10/2011 2003/04 CDC/RDA A/P Checks (Bank 12) (44 Fire 228 06/28/11 06/25/08 Backgrounds (RSVP Employees) 229 04/07/11 11/95 to 04/08 Backgrounds (Current & Former Employees) 230 12/31/11 1998 to 2008 Backgrounds (Non -Hired) 207 12/2010 2004/05 Annual Permits Documents for 2012 Destruction 3 of 5 7/30/12 RECORDS MANAGEMENT 2012 FILES TO BE DESTROYED 206 12/2008 2001/03 Annual Permits 200 12/2011 2000/09 Public Education Programs 176 12/2011 2006 Copies of Time Sheets. Human Resources 303-11 03/2012 Confidential — Human Resources Copy Only 286-10 2011 2006 Terminated Employees —Department Files Planning 11-11 01/2012 2006/09 Payroll Reports, Timesheets, Accounts Payable Records, & Leave Requests 11-05 01/2010 2004/05 City Attorney Memoranda — Confidential, City Attorney Invoices — 2008/09, City Council Resolutions (copies), & City Council Ordinances 11-04 01/2011 2006/08 Temporary Use Permits — various locations 12-01 01/2012 2007 Copies of City Council resolutions, ordinances, & agendas. Chron files 01/2012 thru 12/2012 (4 Public Works '09-02 2007 2005 Traffic Collision Reports 09-01 2006/07 2004/05 Traffic Collision Reports 08-99 2006 2004 Traffic Collision Reports 08-83 2010 2005 Chron File, Weekly Reports, Public Document Requests, Demand Checks, misc. files 07-87 2011 2005/06 Limited Services Hours, Employee Leave Balance Report, Record of Leave Accruals, Usage & Balance, Activity Report, Employee Time Sheets, Limited Payroll, & Full Time Payroll 06-25 2011 2004 Request for Service — Closed Files Walnut Avenue thru Yosemite Way 06-24 2011 2004 Request for Service — Closed Files Stacey Court to Virginia 06-23 2011 2004 Request for Service — Closed Files Patricia to Spring Meadow 06-22 2011 2004 Request for Service — Closed Files Merced Avenue West to Pass and Covina Road 06-21 2011 2004 Request for Service — Closed Files Lark Ellen North to Merced Avenue East 06-20 2011 2004 Request for Service — Closed Files Glenhurst Place to Lang Avenue North 06-19 2011 2004 Request for Service — Closed Files East Hills to South Glendora 06-18 2011 2004 Request for Service — Closed Files South Cabana Avenue to Durness 06-17 2011 2004 Request for Service — Closed Files Acacia to South Butterfield Road Documents for 2012 Destruction 4 of 5 7/30/12 RECORDS MANAGEMENT 2012 FILES TO BE DESTROYED 70 2011 2001 City Council Agenda, City Council Special Agenda, City Council Minutes, and Closed Session Council Report 15 Maintenance MD-87 Upon State of California Fleet Cards (Voyager Gas expiration Cards) expired cards MD-86 2011 2002/05 Sick Leave Bonus, Tidbits, Manager Meeting Minutes, Backflow Testing, Cross Connection Files, Lead/Copper Testing, Municipal Pool Billing, etc. MD-85 2011 2002 Closed/Paid Purchase Orders MD-83 2006 2000/02 Dial -A -Ride Billing, Fuel Delivery Receipts, & Monthly Fuel Inventory *Box could not be located. Not MD-81 01/2012 1998/2007 Employee Safety Training, Diversity destroyed. Training, Lead & Copper Testing, etc. MD-41 01/2011 2000/04 Maintenance Payroll Risk Management 340 12/2011 2000/05/06 Cal/OSHA Logs, Citation & Appeal & Safety Training Records 334 12/2010 2008 Worker's Comp Checking Account (Check # 15241 — 17223, January -December) 323 2009 2004 General Liability Closed Claims 322 2010 2005 General Liability Closed Claims 320 2011 2006 General Liability Closed Claims 276 12/2011 2004/06 Closed Uninsured Loss Files 245 09/2011 06/98 to 09/01 Worker's Compensation Loss Runs 239 08/2011 06/88 to 12/01 Colen and Lee General Liability Loss Runs 06/86 to 1987 Emett and Chandler Liability Loss Runs 232 08/2011 1994/99 OSHA Log Files 224 08/2011 1959 to 2006 Employee Physicals Full -Time Terminated 223 08/2011 1966 to 2006 Employee Physicals Full -Time Terminated 222 08/2011 1965 to-2006 Employee Physicals Full -Time Terminated 12 Police Department N/A 2009 Crime Reports & Arrest Jackets (140 boxes) N/A 2009 Traffic Citations (4 boxes) N/A 1997 Crime Reports (70 boxes) N/A 1997 Arrest Jackets (70 boxes) N/A 2008 2006 Officer Pursuit Summaries N/A 2009 2006 Investigations N/A 2009 2006 Traffic Collisions - Work Copies N/A 2011 2009 Pitchess Motions — Work Files Documents for 2012 Destruction 5 of 5 7/30/12