Resolution - 2014-9RESOLUTION NO. 2014-9
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, AUTHORIZING THE DESTRUCTION 11OF
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 il, 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. 11
SECTION 2. The City Clerk shall certify to the adoption of this resolution.
APPROVED AND ADOPTED on this 18t" day of March 2014
S�
ATTEST: Mayor Stev Herfert
ity Clerk Nick las S: Le is
I, NICKOLAS S. LEWIS, 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 18th day of March 2014, by the following vote of
the City Council:
AYES:
Spence, Sykes, Toma, Warshaw, Herfi
NOES:
None
ABSENT:
None
ABSTAIN:
None
APPROVED AS TO FORM:
-
City Attorney old Alvarez-Glasman
EXHIBIT A
RECORDS MANAGEMENT
FILES TO BE DESTROYED — 03/18/2014
City Clerk
150
12/2012
1986 thru 2005 City Attorney Work Files —
Public Works
149
12/2012
2000 thru 2005 City Attorney Work Files —
Community Development Commission (CDC)
148
12/2013
2001 thru 2006 City Attorney Work Files —
Community Development Commission (CDC)
147
12/2012
1994 thru 2005 City Attorney Work Files —
Community Development Commission (CDC)
146
12/2012
1998 thru 2005 City Attorney Work Files —
Community Development Commission (CDC)
145
12/2013
2000 thru 2006 City Attorney Work Files —
Community Development Commission (CDC)
144
12/2013
2001.thru 2006 City Attorney Work Files —
Planning Department &
2000 thru 2005 City Attorney Works Files —
Public Works Department I
140
12/2013
2000 thru 2006 City Attorney Work Files:
Finance, Police, & Planning Departments
139
12/2013
2000 thru 2006 City Attorney Work Files —
CMO, Risk, Finance
138
12/2013
2000 thru 2006 City Attorney Work Files — HR,
Community Services, Fire
136
12/2013
1996 thru 2006 City Attorney Work Files — City
Clerk
135
2013
2000 thru 2006 City Attorney Work Files - Misc
133
12/2012
2010 Misc. Cash Receipts, Printi Requests, Public
Records Act Requests, Subpoena for Records &
Summons & Legal Documents I,
132
12/2012
2010 Bankruptcy Notices & Outside Notices
125
12/2013
2011 Public Records Act Requelsts, Subpoena for
Records, Summons & Legal Documents, Print
Requests, & other misc. files
Total 15 J�
s
City Manager
2011-05
12/2011
12/05 — 12/09 Chris Freeland Working Files &
Tina Clark Grant Working Files,
2006-08
01/2014
07/04 — 12/04 City Manager's W eekly Reports
Total 2
�.. _
Community Development Commission
252
12/2013
2004 thru 2008 Payroll N
Total 1 �f
NNE,
12/31/11
01/01/02 thru 12/31/07 Recreation Transit
Community Services
2013-20
A plications/Records
2013-19
12/31/11
01/01/03 thru 12/31/07 MicheleMcNeill
Working Files 03/07: Transit Files 2003 thru
2007, & Shadow Oak Survey Cards
2013-4
12/31/13
07/01/07 thru 06/30/08 Youth Assistance
Program Applications
Total 3 N
Environmental Mgmt.
66
12/2013
2006 thru 2011 Senior Discourif Low Income
License Correspondence & Athc ns Complaints
for FY 2010/2011 11
58
12/2013
2005 thru 2008 Christmas Tree Recycling,
Payroll, Public Document Records Copying Fees
Form, Paper & Supply Orders, Print Requests
56
12/2013
2004 thru 2008 City Council Staff Reports,
Weekly Staff Reports, & other misc. files
55
12/2013
1999 thru 2007 Athens Correspondence, Audit,
Franchise Fee Receipts, Rate Survey, Staff
Reports Back -Up Information
54
12/2013
2007 thru 2008 Chron Files
1 of 3
EXHIBIT A
RECORDS MANAGEMENT
FILES TO BE DESTROYED — 03/18/2014
47 12/2013 2002 thru 2005 Travel Reimbursement, Payroll,
Procurement Policy, DWC Spring Articles, &
other misc. files
46 12/2013 1998 thru 2005 Timesheets, Petty Cash
Register/Request, Misc. Correspondence,
Request for Public Forum, & other misc. files
Total 7
Finance/Treasurer 12-44 11/01/13 05/07 thru 03/08 Bank Recs & Treasurer Reports
09-15 11/2013 04/06 thru 06/06 Cashflow
09-14 11/2013 01/06 thru 03/06 Cashflow
Total 3
Finance/General Ledger
1929
10/2013
FY 08/09 Purchase Orders:
409-00001 thru 09-00600
1899
11/2013
FY 10/11 Accounts Receivable Invoices
1869
01/2014
2009 Terminated Employees — P/T
(Aguilar, M thru Zema, M)
1868
01/2014
2009 Terminated Employees — F/T
(Mitchell, E thru Sosa, R)
1867
01/2014
2009 Terminated Employees — F/T
(Barrios, M thru Mena, Pedro)
1841
12/2013
2007 thru 2009 Payroll EFT Tax Requisition
2007 thru 2009 Payroll Quarterly Tax Returns
(1-4 QTR)
1805
10/2013
2006 Facility Needs Assessment Fire/PD RFP
# 1006-A
1741b
10/2013
06/16/07 thru 12/14/07 Payroll Timesheets
(FT/PT) — PR# 14-07 thru PR#26-07
1741a
10/2013
12/16/06 thru 06/15/07 Payroll Timesheets
(FT/PT) — Final Timesheets 2007
PR#01-07 to PR#13-07
1665
10/01/13
07/06 thru 12/06 False Alarm Billing — Reports,
Invoice Copies, Invoice Payments, Letters,
Correspondence
1664
10/01/13
01/06 thru 06/06 False Alarm Billing — Reports,
Invoice Copies, Invoice Payments, Letters,
Correspondence, & Past.Dues
1610
11/17/13
08/11/06 thru 11/17/06 EDEN Check Posting
List
1596
12/2013
2006 Employee Leave Balance Reports
1465
07/2013
2005/96 EDEN Check Posting
1464
07/2013
2005/06 EDEN Check Posting
1463
07/2013
2005/06 EDEN Check Posting
Total 16
Fire
199
12/2013
2008 Employee Attendance Record, Employee
Leave Balance Report, & Payroll Activity Report
(copies)
198
12/2013
2008 Payroll Timesheets (copies)
181
2013
2004 thru 2006 Accounts Payable (R thru
Z)/Co ies
180
2013
2004 thru 2006 Accounts Payable (H thru
Q)/Co ies
179
2013
2004 thru 2006 Accounts Payable (A thru G)
Copies
160
2008
2005 thru 2006 Wittman Enterprises, Inc. —
Revenues/Summary Reports
Total 6
Human Resources 294-10 2013 2008 Terminated Employees (copies)
293-10 2013 2008 Terminated Employees (copies)
Total 2
2 of 3
EXHIBIT A
RECORDS MANAGEMENT
FILES TO BE DESTROYED — 03/18/2014
Public Works 09-39 2013 2002 Project #SP-02111 / Street Rehabilitation
Work (Bus Routes)
2002 Project #SP-03102 / Azusa Avenue Median
09-38
2013
2002 Project #SP-02101 / Street Barrier
Removals, #SP-02103 / Curb & Gutter
Replacement, SP-02104 / Sidewalk Construction
Program, SP-02106 & SP-02107 / Street Rehab —
Community Reinvestment Program, & SP-02110
/ Slurry Seal
09-37
2013
2008 Chron Files, City Council Agenda, Request
for Public Works Work Orders (Maint.), Weekly
Memos, Public Document Request, Mayor's
Request, & Demand Checks
09-36
2012
2007 Chron Files
09-32
2013
2008 Record Leave Accrual, Usage, & Balance,
Employee Leave Balance Report, Activity
Report, Timesheets, & other misc. files
07-71
2013
2006 Request for Service — South Susanna
Avenue — Yvonne Street (Closed Files)
07-70
2013
2006 Request for Service — East Portner Street —
East Sunset Hill Drive (Closed Files)
07-69
2013
2006 Request for Service — East Merced Avenue
— Plaza Drive (Closed Files)
07-68
2013
2006 Request for Service — East James Avenue —
South Meeker Avenue (Closed Files)
07-67
2013
2006 Request for Service — South Glendora 100-
300 — Island (Closed Files)
07-66
2013
2006 Request for Service — South East Hills
Drive — West Glendale Street (Closed Files)
07-65
2013
2006 Request for Service— South California —
West Durness (Closed Files)
07-64
2013
2006 Request for Service - Abrazo — South
Cajon Avenue (Closed Files)
Total 14
Risk Management
339
12/2013
01/09 thru 12/11 Worker's Comp Checking
Accounts for January thru December
329
12/2013
2008 Closed Uninsured Loss Files
317
2013
2008 General Liability Closed Claims
258
11/2013
Various Dates - 2004 Premiums: UNIUM
Voluntary Life, UNUM LTD Buy Up, UNUM
Basic Life & CIGNA INA
Total 3
Police Department
N/A
2011 Crime Reports & Arrest Jackets (100
boxes)
N/A
2011 Traffic Citations (4 boxes)
N/A
1994 Crime Reports (70 boxes)
N/A
1994 Arrest Jackets (70 boxes)
N/A
1993 Crime Reports (70 boxes)
N/A
1993 Arrest Jackets (70 boxes)
NA
12/2008
After Pursuit documents 1/2008 — 12/2008
(l box
NA
12/2013
Pitchess Motions1/2011 — 12/2011 (1 box)
NA
12/2013
Unit Involved Traffic collisions
1/2008 — 12/2008 (1 box)
NA
12/2008
Investigative Report & recordings 1/2008 —
12/2008 (1 box)
Total 388
3 of 3
RECORDS MANAGEMENT
RECORDS/DOCUMENTS FOR DESTRUCTION
AUTHORIZATION FOR DESTRUCTION
The records attached as Exhibit A to Resolution No. 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.
Destruction Completed By:
kyyAttAomeyAm(old Alvarez-Glasman
-?- a-- ly
Date
VERIFICATION OF DESTRUCTION
Assistant City Clerk Susan Rush
Date
Z:Records Management/Documents for Destruction/Authorization for Destruction