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