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Resolution - 2014-55RESOLUTION NO. 2014-55 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 16a' day of December 2014 APP VED AS TO FOP : Kithberly fall Barlow City Attorney /�• w4c,, /' Frelrick Mayor ATTEST:. Nickolas S. Lewis_ Citv`Cierk r I 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 on the 16`hday of December 2014, by the following vote of City Council: AYES: Herfert, Spence, Toma, Warshaw, Sykes NOES: None ABSENT: None ABSTAIN: None Nickolas S. Lewis, —/ City Clerk RECORDS MANAGEMENT DOCUMENT DESTRUCTION 12/16/2014 BOX DESTROY DEPARTMENT NO. DATE DESCRIPTION City Clerk 142 1212014 2012 - Passport MCRs, Passport Application Transmittals, Bankruptcy Notices, Public Record Act Requests — 2007 City Attorney Project Work file 141 12/2014 2012 Misc. Cash Receipts (MCRs), Print Requests, Subpoena for Records (copies), Summons & Legal Documents (copies), Outside Agency Notices — 2007 City Attorney Project Work file 137 12/2014 2007/08 City Attorney Project Work files, Copies of Attorney Invoices City Manager 2013-19 07/2013 2005-2006 Conference/Travel Files 1982-1992 Misc. Files, i.e. Document Tracking System, Document Tracking Log, etc. 2013-18 07/2012 2008-2010 Building Calendars 2004/2010 Council Calendars 2013-17 07/2012 2007-2010 Conference Files 2013-16 07/2009 1998-2007 Conference Files 2013-15 07/2012 2009-2010 Requisitions 2013-13 07/2012 2001-2010 City Manager's Office Various Project Files 2013-08 07/2014 2002-2012 Andy Grams, Conference Files, Misc. Work File 2006-83 06/2014 2006-2007 Successful & Unsuccessful Legal Services RFQ(s) 2006-65 09/2014 01/2003 to 09/2004 Newspaper Articles 2006-07 07/2014 01/2004 to 06/2004 City Manager's Weekly Reports 99-24 2003 Falcon Cable Folder Binders Community Services 2014-09 12/31/12 01/2004 thru 12/31/09 City Council Staff Reports (copies), Chron Files 2013-23 12/31/14 Payroll Timesheets 01/01/09 thru 12/31/09 2013-22 12/31/14 Payroll Time Sheets 01/01/09 thru 12/31/09 2013-3 12/31/14 07/01/08 thru 06/30/09 Youth Assistance - Program Applications CS 11-2 03/2014 1992-2004 Staff Reports — Human Services & Community Services Departments Environmental Mgmt. 67 12/2014 2004 thru 2010 Chron Files, Print Requests, Petty Cash Back Up, Weekly Staff Reports, Misc. Work Files 53 12/2014 2007/08 Surplus Item, Software Application Information, 2005/09 Misc. Department Complaints 24 12/2014 1985 thru 2004 Earth Day, CRV Youth Recycling Program, Recycling Program VHS Finance/Treasurer 14-15 07/31/14 FY 2009/17Y 2010 Business License - contractors 14-14 07/31/14 FY 2009/FY 2010 Business License - contractors 14-13 07/13/14 FY 2009/FY 2010 Business License - contractors 14-12 07/31/14 FY 2009/FY 2010 Business License - contractors 14-11 12/31/14 FY 2008/10 Business License Permits for Massage, Games of Skill, Vehicles for Hire, & Bingo 12/16/2014 Document Destruction EXHIBIT A RECORDS MANAGEMENT DOCUMENT DESTRUCTION 12/16/2014 DEPARTMENT BOX NO._ DESTROY DATE DESCRIPTION 14-10 12/31/14 FY 1997/FY 2010 Business Licenses — Non Commercial & Commercial Solicitation Permits 14-09 12/31/14 FY 1997/FY 2010 Business Licenses — Non Commercial & Commercial Solicitation Permits 12-46 11/01/14 03/09 thru 12/09 Bank Rees & Treasurer Reports 12-45 11/01/14 04/08 thru 02/09 Bank Recs & Treasurer Reports 12-30 06/30/14 FY 2010 Business License Close -Outs 12-29 06/30/14 FY 2010 Business License Close -Outs 12-28 06/30/14 FY 2010 Business License Close -Outs 12-27 06/30/14 FY 2010 Business License Close -Outs 12-26 06/30/14 FY 2010 Business License Close -Outs 12-7 11/01/14 Oct/Dec 2007 Cashflow 12-6 11/01/14 JullSept 2007 Cashflow 11-38 07/2014 FY 2006/2007 Revenue Folders 11-04 12/2014 11/07 thru 12/07 Recorded Sales Receipts 11-03 10/01/2014 10/07 thru 11/07 Revenue Summary Reports (RSRs) 11-02 10/20/14 08/07 thru 09/07 Revenue Summary Reports (RSRs) 11-01 10/14/14 07/07 thru 08/07 Revenue Summary Reports (RSRs) 09-19 11/2014 04/07 thru 06/07 Cashflow 09-18 11/2014 01/07 thru 03/07 Cashflow 09-17 11/2014 10/06thru 12/06 Cashflow 09-16 11/2014 07/06 thru 09/06 Cashflow 08-21 07/2014 2004/2007 Parking Citation Admin Reviews 08-20 07/2014 2006/2007 Booking Fees to Collection 08-19 07/2014 07/2005 thru 12/2007 Miscellaneous Cash Receipts (MCR) Pink Copies 08-15 07/2014 2007 Parking Citations 08-08 07/2014 06/07 thru 06/07 Revenue Summary Reports (RSRs) 08-07 07/2014 04/07 thru 05/07 Revenue Summary Reports (RSRs) 08-06 07/2014 03/07 thru 04/07 Revenue Summary Reports (RSRs) 08-05 07/2014 01/07 thru 03/07 Revenue Summary Reports (RSRs) 08-04 07/2014 12/06 thru 01/07 Revenue Summary Reports (RSRs) 07-14 07/2014 01/07 thru 04/07 Parking Citations 07-000IT — 07-0094T 07-13 07/2014 05/06 thru 12/06 Parking Citations 06-0061T — 06-0155T Finance/General Ledger 1971 12/2014 05/31 /08 thru 12/26/08 Payroll Timesheets PR#13-2008 thru PR#27-2008 1970 12/2014 12/15/07 thru 05/30/08 Payroll Timesheets PR1-2008 thru PR-12-2008 1900 11/01/14 2006/2008 Employee Leave Balance Report, Employee Signed Timesheets, Dept. Timesheet to Payroll, Leave Requests, & Rideshare Timesheets 1932 10/2014 FY 09/10 Purchase Orders: 10-00450thru 10-00790 1931 10/2014 FY 09/10 Purchase Orders: 10-00001thru 10-00449 1864 07/2014 FY 09/10 A/R Invoices FY 08/09 & 09/10 Transient Occupancy Tax T.O.T. 1862 06/2014 01/11 thru 12/11 Citations Admin & Police 12/16/2014 Document Destruction EXHIBIT A RECO2DS MANAGEMENT DOCUMENT DESTRUCTION 12/16/2014 BOX DESTROY DEPARTMENT NO. DATE DESCRIPTION from Code Enforcement 1861 06/2014 2009/2001/2011 (Jan -Jun) Police Dept. Paid Citations (from Code Enhancement Dept.) 1786 07/01/14 FY 2006/2007 (Apr -Jun) Journal Vouchers 1785 07/01,14 FY 2006/2007 (Feb -Apr) Journal Vouchers 1784 07/01/14 FY 2006/2007 (Nov -Feb) Journal Vouchers 1783 07/01/14 FY 2006/2007 (Sept -Nov 06) Journal Vouchers 1782 07/01/14 FY 2006/2007 (Jul -Sept 06) Journal Vouchers 1713 11/29/14 Bid #1007-A, Bid Item: 2008 Ford F450 Ambulance, Bid Date: 11/29/07 1678 01/2010 2004 thru 2008 MOU COLA Worksheets, Reso #2008-53 PMA for Misc., Fire, PD, Non -Sworn, PMA 1667 10/01/2014 Jul -Dec 2007 False Alarm Billing — Reports & Invoice Copies, Invoice Payments, Letters, Correspondence 1666 10/01/2014 Jan -Jul 2007 False Alarm Billing — Reports & Invoice Copies, Invoice Payments, Letters, Past Dues, Correspondence 1652 07/01/14 FY 2006/07 West Covina Schwinn Cyclery — Zumar Industries Inc. 1651 07/01/14 FY 2006/07 "W" Misc. — West Covina Lake Associates warrant copies) 1650 07/01/14 FY 2006/07 Verizon — Verizon Wireless (warrant copies) 1649 07/01/14 FY 2006/07 "V" Misc. — Vulcan Materials Co. warrant copies) 1648 07/01/14 FY 2006/07 Togo's — U-Store It (warrant copies) 1647 07/01/14 FY 2006/07 Southland Transit Inc. — Todd, Andrew warrant copies) 1646 07/01/14 FY 2006/07 Suburban Water Systems (warrant copies) 1645 07/01/14 FY 2006/07 So Cal Edison warrant copies) 1644 07/01/14 FY 2006/07 So Cal Edison (warrant copies) 1643 .07/01/14 FY 2006/07 San Gabriel Valley Newspaper — So Cal Gas Co warrant copies) 1642 07/01/14 FY 2006/07 Ramirez, Mirna — SGV NAACP warrant copies) 1641 07/01/14 FY 2006/07 Patton Sales Corp. — Radio Shack Co warrant copies) 1640 07/01/14 FY 2006/07 Office Depot — Pasmant, Andrew (warrant copies) 1639 07/01/14 FY 2006/07 Multi Systems Inca— Office Depot (warrant copies) 1638 07/01/14 FY 2006/07 Mariposa Horticultural Ent. — MTGL Inc. (warrant copies) 1637 07/01/14 FY 2006/07 LA County — Metro Trans Auth. — Mario Del Fante Florist warrant copies) 1636 07/01/14 FY 2006/07 Iry Seaver Motorcycles — LA County Dept. of Public Works (warrant copies) 1635 07/01/14 FY 2006/07 Grubb & Ellis Mgmt Svcs. Inc. — Inter Valley Pool Supply warrant copies) 1634 07/01/14 FY 2006/07 F&S Plumbing Company — Green Giant Landscape Inc. (warrant copies) 1633 07/01/14 FY 2006/07 Dell Computers — "F" Misc. 12/16/2014 Document Destruction EXHIBIT A RECORDS MANAGEMENT DOCUMENT DESTRUCTION 12/16/2014 DEPARTMENT BOX NO. DESTROY DATE DESCRIPTION warrant copies) 1632 07/01/14 FY 2006/07 Compact Kitchens Inc. — Delhaven Community Center (warrant copies) 1631 07/01/14 FY 2006/07 Chung — Communications Center warrant copies) 1630 ' 07/01/14 FY 2006/07 Brown Motor Works Inc. — China Times Printing Inc. (warrant copies) 1629 07/01/14 FY 2006/07 AT&T / MCI — Brossard, Nancy warrant copies) 1628 07/01/14 FY 2006/07 Alvarez Glasman & Colvin AT&T (warrant copies) 1627 07/01/14 FY 2006/07 Misc. Numbers — Alta Loma Charter Lines warrant copies) 1613 09/28/14 07/07 thru 09/07 EDEN Check Posting List 1612 06/29/14 03/07 thru 06/07 EDEN Check Posting List 1611 03/09/14 12/06 thru 03/07 EDEN Check Posting List 1608 07/01/14 FY 2006/07 A/R Invoices 1607 07/01/14 FY 2005/06 & 2006/07 A/R Invoices FY 2003/04 Transient Occupancy Tax (T.O.T.) Fire 231 09/30/14 2008/09 Chron Files 208 12/2014 2006, 2009, & 2010 Department Personnel Files (terminated employees -copies) 202 12/2014 2003 thru 2009 Plan Check Transmittals 197 12/2014 2009 Copies of Employee Attendance Record, Employee Leave Balance Report, Payroll Activity Reports 196 12/2014 2009 Copies of Payroll Timesheets Planning 14-02 2014 2006/07 Accounts Payable Records, 2010 Misc. Cash Receipts, 2011 Misc. Cash Receipts, 2008 Chron Files Public Works 09-69 2008 j 2006 Traffic Collision Reports (Box 1 of 3) 09-70 2009 2006/07 Traffic Collision Reports(Box 2 of 3 09-71 2009 2006/07 Traffic Collision Reports (Box 3 of 3) 09-33 2014 2009 Employee Leave Balance Report, Activity Report, Time Sheets, Payroll Copies 08-20 2014 2007 Request for Service — Closed Files East Walnut Creek Court — Yvonne Street 08-19 2014 2007 Request for Service — Closed Files East Shamwood— South Walnut Avenue 08-18 2014 2007 Request for Service — Closed Files North Orange Avenue — South Shadydale Avenue 08-17 2014 2007 Request for Service — Closed Files East Los Cerillos Drive — Oakdale Street 08-16 2014 2007 Request for Service — Closed Files East Holly Oak Drive — Los Alamos Drive 08-15 2014 2007 Request for Service — Closed Files Gauntlet Drive — North Hollow Avenue 08-14 2014 2007 Request for Service — Closed Files East Hills Drive — 1444 West Garvey Avenue South 08-13 2014 2007 Request for Service — Closed Files Cabana — West Durness 08-12 2014 2007 Request for Service — Closed Files 12/16/2014 Document Destruction EXHIBIT A RECORDS MANAGEMENT DOCUMENT DESTRUCTION 12/16/2014 BOX DESTROY DEPARTMENT NO. DATE DESCRIPTION Abrazo — South Butterfield 06-14 2014 11/13/00 thru 02/19/04 - Cameron Park — East Parking Lot Rehabilitation, LED Traffic Lights, Civic Center ADA Upgrades, Galster Park Tower, Restroom Rehabilitation, Senior Center Improvements, Tot Lots Safety Enhancements Public Works/Maintenance 95 2013 Misc. work files 91 2011 Misc. work files Risk Management 315 12/2014 01/05/09 thru 12/31/09 General Liability Closed Claims 246 09/2014 I0/01 thru 09/04 Worker's Compensation Loss Runs Police Department N/A 12/2014 After Pursuit Documents O1/01/09 thru 12/31/09 N/A 12/2014 Pitchess Motions 01/01/12 thru 12/31/12 N/A 12/2014 Unit Involved Traffic Collisions O1/01/09 thru 12/31/09 N/A 12/2014 Use of Force Investigations Reports & Recordings 01/01/09 thru 12/31/09 N/A 12/2014 Citizen Complaints O1/01/08 thru 12/31/08 N/A 12/2014 Internal Affairs Investigations with a finding other than "Sustained" O1/01/08 thru 12/31/08 Total of 5 boxes for Police Department 12/16/2014 Document Destruction EXHIBIT A