Resolution - 2013-47i
RESOLUTION NO. 2013-47
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 16`" day of July, 2013
ATTEST: Mayo elley Sand
i
City Clerk La r'4 Carrico
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 16"' day of July, 2013, by the following vote of
the City Council:
AYES: Herfert, McIntyre, Sotelo, Sykes, Sanderson
NOES: None
f
ABSENT:. None
ABSTAIN: None
City Clerk aurie_Ca/rrico
APPROVED AS TO FORM:
C' Attorney Arnold Alvarez-Glasman
RECORDS MANAGEMENT
RECORDS/DOCUMENTS FOR DESTRUCTION
AUTHORIZATION FOR DESTRUCTION
The records attached as Exhibit A to Resolution No. 2013-47 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 A` d Alvarez-Glasman
r -2 5 -/3
Date
VERIFICATION OF DESTRUCTION
Destruction Completed By:
Assistant City C erk Susan Rush
jq � �,)q,e;zai
Date
Z:Records Management/Documents for Destruction/Authorization for Destruction
RECORDS MANAGEMENT
2013 FILES TO BE DESTROYED
City Clerk
'128
02/2013
11/98 thru 02/02 Terminated Political Action
Committees and 04/95 thru 02/06 Various Form
700 - SEI
127
12/2011
Confidential - 2011 Measure D Initiative
Petitions
123
03/2013
2005/2008 Various Form 700 files, Conflict of
Interest files, Unsuccessful Council Candidates
files - Print Requests, MCR's, Passport MCR's
& Passport Transmittals
103
2012
2007 Claims Against the City of West Covina,
Legal Summons & Request for Records,
Summons/Subpoenas (copies) & PRA Requests
4
y
r
k
City Manager
2011-18
12/2012
1999/02 Artie Fields' Working Files: HR
Department Files & Negotiations 2000/02
2010-05
07/2013
07/01/08 to 06/30/09 Department Copies of
Requisitions
2010-04
07/2012
2007/08 Department Copies of Requisitions
2006-93
07/2013
07/05 to 06/06 Copies of Invoices and
Requisitions
2006-92
07/2013
07/05 to, 06/06 Copies of Invoices and
Requisitions
2006-46
09/2012
2002 City Manager's Weekly Reports
(January to August)
2006-29
01/2013
2003 City Manager's Weekly Reports
(January to June)
2006-27
01 /2013
2003 City Manager's Weekly Reports
(January to December)
Community Development
212
09/2012
1983/2002 Project Studies, Foreign Trade Zone
Commission
209
2008
1994 to2003 Mauna Loa Recertifications &
Promenade Recertifications
207
2003.
• 1997-1998 Lark Ellen Construction Invoices
• 03/98 to 04/98 Executive Lodge Pre -
Construction Loan Expenditures
• 04/97 to 04/98 Executive Lodge Operating
Expenditures
206
2003
1997 to.1998 Lark Ellen Village Construction
Invoices
198
2012
2004/05 Invoices & Requisitions
Community Services
2013-9
12/31/12
2007 Michele McNeill's "Face in the Crowd"
-
files for BLD
2013-8
12/31/12
2007 Michele McNeill's BLD PR file
2
..s
Environmental Mgmt.
70
12/2012
2009/2010 Food Menus,Imprinted Giveaways,
and other miscellaneous files
59
12/2012
1997/2006 Senior Discount List, Senior Discount
Letters, AB939 Program, & Solid Waste Rates &
Services Survey
44
12/2012
2006/07 Payroll Backup, Activity & Leave Time
& Chron Files
.
33
12/07
1987/96 Graffiti Removal Program, Annual
Report & Forms, Petty Cash, Integrated Waste
Management, Clean Air Act, etc -
Documents for 2013 Destruction - 1 of 6 07/ 16/ 13
RECORDS MANAGEMENT
2013 FILES TO BE DESTROYED
_ DEPARMENT
y...
BOX —DESTROY
O3
N
DATE
•_. DESCRIPTION
Finance/Treasurer
13=06
11/01/03
1998 RDA Bank" Recs
-13-07
11/01/04
1996, 97, 98 & 99 City Bank Rees
13-08
11/01/03
1998 RDA Bank Rees
13-09
11/01/03
1998 RDA Bank Rees
13-10
11/01/05
1989, 90, 92,.97 & 98 Revenue. Files
12-43
06/30/ 12
July 2006 — Apr 2007 Bank Rees & Treasurer
Reports
12-42
11/01/10
Oct 2005 — Jun 2006 Bank Rees & Treasurer
Reports '
12-41
11/01/10
Jan — Sept 2005 Bank Rees & Treasurer Reports
12-40
11/01/09
Mar 2004 = Dec 2004 Bank Rees & Treasurer
Reports
12-39
11/01/09
Jul 2003 - Feb 2004 Bank Rees & Treasurer
Reports
12-25
06/30/13
FY 2006, 07, 08 & 09 Business License Close -
Outs
12-24
06/30/13 "
FY 2009 Business License Close -Outs
12-23
06/30/13
FY 2009 Business License Close -Outs
12-22
06/30/13
FY 2009 Business License Close -Outs
12-21
06/30/13
FY 2009 Business License Close -Outs
12-20
06/30/13
FY 2009 Business License Close -Outs
12-5
06/30/13
FY 2009 Business License Close -Outs
12-4
06/30/12
FY 2008 Business License Close -Outs
.12-3
06/30/13
FY 2007 - 2009 Out of City Contractor Business
License Renewals
12-2
06/30/11
FY 2007 In -City Contractor Business License
Renewals — L thru Z
12-1
06/30/11
FY 2007 In -City Contractor Business License
Renewals — A thru K
11-20
12/31/12
2006 Business License Closeouts
(License # 18730 thru 20062) Box 7 of 7
11-19
12/31/12
2008 Business License Closeouts
(License # 17202 thru 18716 Box 6 of 7
11-18
12/31/12
2008 Business License Closeouts
(License # 15489 thru 17197) Box 5 of 7
11-17
12/31/12
2008 Business License Closeouts
(License #12088.thru 15475) Box 4 of 7
l 1-16
12/31/12.
2008 Business License Closeouts
(License #03363 thru 11903) Box 3 of 7
11-15
12/31/12
2008 Business License Closeouts
(License 400940 thru 03353) Box 2 of 7
11-14
12/31/12
2008 Business License Closeouts
(License 40 thru 00875) Box 1 of 7
1108
2012
O1/98 — 05/98 Journal Vouchers
09-13
11/2012
10/05.to12/05 Cashflow
09-12
11/2012
07/05 to 09/05 Cashflow
08-22
07/2013
2003/2006 Misc. Folders JV's, etc.
08-18
07/2013
2006 Revenue Folders
08-14
07/2013
2006 MCR — white co — Finance
08-03
07/2013 "
2006 Revenue Summary Reports (RSR's)
10/13/06 thru 11/30/06
08-02
07/2013
2006 Revenue Summary Reports (RSR's)
08/24/06 thru 10/12/06
08-01
07/2013 "
2006 Revenue Summary Reports (RSR's)
07/01/06 thru 08/23/06
07-12
07/2012
2004/05 Revenue Receipts, WCSG Invoices to
Misc. Invoices & Returned Checks
07-11
07/2012
2004/05 Revenue Receipts, #4120 Franchise
Fees to #4818 CDC Misc
07-10
07/2013
2006 Revenue Summary Reports (RSR's)
06/2006
07-09
'07%201`3
2006 Revenue Summary Reports (RSR's)
05/2006'
07-08
07/2013
2006 Revenue Summary Reports (RSR's)
Documents for 2013 Destruction 2 of 6 07/ l 6/ 13
RECORDS MANAGEMENT
2013 FILES TO BE DESTROYED
03/2006 thru 04/2006
07-07
07/2013
2006 Revenue Summary Reports (RSR's)
02/2006 thru 03/2006
07/06
07/2013
2006 Revenue Summary Reports (RSR's)
01 /2006
07-05
07/2012 ` .
' 11-12/2005 Revenue Summary Reports (RSR's)
07-04
07/2012
10/2005 Revenue Summary Reports (RSR's)
01-03
07/2012
09/2005 Revenue Summary Reports (RSR's)
07-02
07/2012
08/2005 Revenue Surnmaa Reports (RSR's)
07-01
07/2012
07/2005 Revenue Summary Reports (RSR's)
06-26
07/2012
06/2005 Revenue Summary Reports RSR's)
06-25
07/2012
04-05/2005 Revenue Summary Reports. (RSR's)
06-24
07/2012
03-04/2005 Revenue Summary Reports (RSR's
06-23
07/2012
01-02/2005 Revenue Summary Reports (RSR's)
06-17
07/2013.
2005/2006 Parking Citations
Batch #05-0153T to 06-0059T
06-16
07/2012
03-09/2005 Parking Citations, Batch #05-0060T
to 05-0154T
06-14
07/2012
10/04 to 03/05 Parking Citations, Batch #04-
0208T to 05-0059T
05-01
07/2012
07/03 to 06/05 Numeric MCR— copies 38616F
thru 2324F
57
Finance/General Ledger
1860
07/2012
FY.2007/08 Purchase Orders
08-00675 thru 08-01261
1859
07/2012
FY 2007/08 Purchase Orders
08-0001 thru 08-00672
1800
01/2013
2008 Terminated Employees:
P/T (V. Arrevilla a thru F. Williams
1799
01/2013
2008 Terminated Employees:
F/T (W. Hauser thru P. Wener
1798
01/2013
2008 Terminated Employees:
F/T D. Bennallack thru C. Guzman)
1731
01/2013
2005/06 Journal Entries - (December/February)
1728
01/2013
2006 Journal Entries - (May/June)
1727
01/2013
2006 Journal Entries - (March/May)
1723
01/2013
2004/06 Graffiti Vandalism Invoices
(from Risk Management)
1672
07/2012
2005 Journal Vouchers (General Ledger Posting
List/Reports — May/June)
1671
07/2012
2005 Journal Entries (General Ledger Posting
List/Re orts — March/May)
1670
07/2012
2004/05 Journal Entries (General Ledger Posting
List/Reports — December/March
1663
10/2012
2005 False Alarm Billing: Reports & Invoice
Copies, Invoice Payments, Letters,
Correspondence (July/December)
1662
10/2012
2005 False Alarm Billing: Reports & Invoice
Copies, Invoice Payments, Letters, Past Dues,
Correspondence (January/June)
1594
12/2012
2006 Payroll Time Sheets/Vacation Buy Back
Requests (June/December)
1593
12/2012
2005/06 Payroll Time Sheets/Manual Paychecks
Timesheets (December/June)
1585
06/2013
FY 2005/06 Check Back -Up: West Covina Auto
Hand Wash to Misc. "X" to Misc. "Y" to Misc.
«Z„
1584
06/2013
FY 2005/06 Check Back -Up: Verizon Wireless
Messaging Svc to Misc. "W" to West Covina
Auto Body
1583
06/2013
FY 2005/06 Check Back -Up: Valley Light
Industries Inc. to Verizon Wireless
1582
06/2013
FY 2005/06 Check Back -Up: Triangle Truck
Documents for 2013 Destruction 3 of 6 1 07/ 16/ 13
RECORDS MANAGEMENT
2013 FILES TO BE DESTROYED
Parks to Misc. "U" to Misc. "V" to Valencia
Heights Water
1581
06/2013
FY 2005/06 Check Back -Up: Suburban Water to
Trans -West Network Solutions
1580
06/2013
FY 2005/06 Check Back -Up: So Calif Edison to
Suburban Water
'1579
06/2013
FY 2005/06 Check -Back Up: So Calif Edison
1578
06/2013
FY 2005/06 Check Back Up: Smart & Final to
So Calif Edison
1577
06/2013
FY 2005/06 Check Back -Up: Misc. "S"/So to Sz
to Simplex Grinnell LP
1576
06/2013
FY 2005/06 Check Back Up: Misc. "R" to Misc.
"S"(Sa-Sn) to Misc. S (South & Southern)
1575
06/2013
FY 2005/06 Check Back Up: Misc. "P" to Misc:
44T
1574
06/2013
FY 2005/06 Check Back Up: Office Depot to
Oshiro's Lawnmower Shop
1573
06/2013
FY 2005/06 Check Back Up: Montroy Supply
Co Inc. to Misc. "N" to Misc. "O" to Office
Depot
1572
06/2013
FY 2005/06 Check Back Up: Misc "M" (Mi-
MZ) to MMASC
1571
06/2013
FY 2005/06 Check Back Up: Misc. "L" to Misc.
•'M" (Ma-Mh)
1570
06/2013
FY 205/06 Check Back Up- Misc. "I" to Misc.
"J" to Misc. "K" to KV Blueprint
1569
06/2013
FY 2005/06 Check Back Up: Grainger to Misc.
"H" to Hydro Connections
1568
06/2013
FY 2005/06 Check Back Up: F&S Plumbing to
Misc. "G" to Gowans PhD, -Dennis
1567
06/2013
FY 2005/06 Check Back Up: Delhaven
Community Ctr to Misc. "E" to Misc. "F"
1566
06/2013
FY 2005/06 Check Back Up: Clippinger Ford to
Misc. "D" to Debilio Distributors
1,565
06/2013
FY 2005/06 Check Back Up: Misc"C" (Cn-Cz)
to Cli pinger Chevrolet
1564
06/2013
FY 2005/06 Check Back Up: Azusa Light &
Water to Misc. "B" to Misc. "C" (Ca -Cm)
1563
06/2013
FY 2005/06 Check Back Up: Amar & Azusa
Chevron to Azteca Landscape
1562
06/2013
FY 2005/06 Check Back Up: Misc. Numbers to
Misc. "A" to Alvarez-Glasman & Colvin
1561
12/2012
2004/05 Em to ce Leave Balance Reports
1468
07/2012
FY 2004/05 A/P Check Registers
07/02/04 to 06/24/05
1466
07/2013
FY 2006/2007 Eden Check Postings
05/05/06 thru 08/04/06
1462
07/2013
FY 2004/2005 Eden Check Postings
04/15/05,thru 06/24/05
1461
07/2012
FY 2004/05 Eden Check Postings
01/14/05 to 04/08/05
1460
07/2012
FY 2004/05 Eden Check Postings
10/ 15/04 to 01 /07/05
1459
07/2012
FY 2004/05 Eden Check Postings
07/02/04 to 10/08/04
Documents for 2013 Destruction 4 of 6
07/16/13
RECORDS MANAGEMENT
2013 FILES TO BE DESTROYED
Human Resources
298-10
2012
2005/07 Payroll
297-10
2012
2005/07 Chron Files, Employment Verification
296-10
2012
2005/07 Operating Budget (department copies)
295-10
2012
1997/2007 Project Files — Open Enrollment
292-10
2012
2007 Fire Department Files/Terminated
Employees (copies)
291-10
2012
2007 Department Files/Terminated Employees
(copies)
6
Planning
13-08
01/01/09
2006/2007 Temporary Use Permits, Special
Events Permits,& Public Right of Way Banners
13-07
01/01/13
2004/2009 Refunds Processed, Personnel
Timesheets, & Payroll Reports
13-05
01/01/12
2003/2007 Preliminary Reviews
13-04 `
01/01/13.
1981/2009 Model Home Marketing Complex
documents for Brookfield Davidson, Centex,
Ryland, Pacific & Olson Home Builders
13-03
01/01/13
1993/2011 Conceptual Plan #'s 2, 3, 4, 6, 7, 8, 9,
10,11,12,13&14
13-01
01/01/13
2006/2009 MCR's, Accounts Payable (copies),
Payroll Reports, & Timesheets
6
p
Public Works
09-10
1999
1998 Closed CIP Project work files
08-64
2011
2001 Closed CIP Project work files
08-63
2011
2000/2001 Closed CIP Project work files
08-62
2010
2000 Closed CIP Project work files
08-61
2010
2000 Closed CIP Project work files.
07-88
2012
2007 Limited Services Hours, Employee Leave
Balance Report, Record of Leave Accruals,
Activity Report, Employee Time Sheets, etc.
06-77
2012
2005 Request for Service — Closed Files
(Teresa Street — Zeus)
06-76
2012
2005 Request for Service — Closed Files
(Pacific Lane — Sylvia Street)
06-75
2012
2005 Request for Service — Closed Files
Magdalena Drive —.Osborn Avenue
06-74
2012
2005 Request for Service — Closed Files
Glenhurst Place — South Lynn Court
06-73
2012
2005 Request for Service — Closed Files
Charlinda Street — South Glendora Avenue
06-72
2012
2005 Request for Services — Closed Files
Acacia Lane - Channing Street
06-16'
2012
1999/2002 CIP project work files, Police
Department Refurbishing, Police Department
Lobby Modifications, Friendship /Palmview Park
Improvements, Ball Field Netting, etc.
13
p,.
Public Works/Maintenance
93
2009
1994/97 Follow up Issues, Edison File, Address
Changes, PettyCash, Maximus File, etc.
92
2012
2007 MCR's, Hazardous Waste Manifest, Chron
File, Closed Purchase Orders, Graffiti, Claims,
etc.
90
2009
2007 Closed/Paid Purchase Orders, Contract
WCM-96-01, PettyCash, Misc. Cash Receipts
Risk Management
331
12/2012
2007 General Liability Closed Claims
328
12/2012
2006/07 Closed Uninsured Loss Files
Documentsfor 2013 Destruction
5 of 6
07/16/13
RECORDS MANAGEMENT
2013 FILES TO BE DESTROYED
y
BOX
DESTROY-1a
DEPARTMENT
NO.
ATE
k < DESCRIPTIONA^
...
, ,.
242
08/2012
2002 General Liability Monthly Loss Runs
3
X
Police Department
N/A
2013
2010 Crime Reports & Arrest Jackets (140
boxes
N/A
2013.
2010 Traffic Citations (4 boxes)
N/A
1999
1996 Crime Reports (70 boxes)
N/A
1999
1996 Arrest Reports (70 boxes)
N/A
1998
1995 Crime Reports (70 boxes)
N/A
1998
1995 Arrest Reports (70 boxes)
N/A
2009
2003 thru 2009 Copies of A/P Invoices
N/A
2009
2007 After Pursuit Summary Documents
N/A
2012
2010 Pitchess Motions
N/A
2010
2007 Unit Involved Traffic Collisions
N/A
2009
2007 Use of Force Investigation Reports,
Recordings, & Photographs
N/A
2007
2007 Citizen Complaints
N/A
2009
2007 Internal Affairs Investigations with a
finding other than "Sustained"
07/16/13