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