Resolution - 2017-02APPROVED AS TO FORM:
AtiAr,)
Kifnberly H 11 Barlow
City Attorney
ATTEST:
Iniickolg 8: Lew-i—s'
City Clerk . .7; 7 •
RESOLUTION NO. 2017-2
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 Goveriunent 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.
PASSED, APPROVED AND ADOPTED on this 17th darpf January, 2017.
Corey W, shaw
Mayor
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 17 th day of January, 2017, by
the following vote of City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Johnson, Spence, Wu, Toma, Warshaw
None
None
None
•ckolas S. Lewis •
City 'Clerk - .,'„„
!Oki \
Exhibit A
FINANCE
BOX NO. DESCRIPTION DESTRUCTION DATE
1417 2007 7 Payroll Binders (Boxes
1417-1430)
12121/2002-1/3/2003
PR 1-2003 1 o1 2 & 2 Uniform Allowance
of 2 1/4/03-1/17/03
PR 1.5-2003
PR 2-2003
of 2
1 of 2 & 2
1418 2007 PR 3-2003 1 of 2 & 2 1/18/03-1/31/03
of 2 2/1/03-2/14103
PR 4-2003
of 2
1 of 2 & 2
1419 2007 PR 5-2003 1 of 2 & 2 2/15/03-2/28/03
of 2 3/1103-3/14/03
PR 6-2003
of 2
1 of 2 & 2
1420 2007 PR 7-2003 1 of 2 & 2 3/15/03-3/28/03
of 2 3/29/03-4/11/03
PR 8-2003
of 2
1 of 2 & 2
1421 2007 PR 9-2003 1 of 2 & 2 4/13/03-4/25103
of 2 4126/03-5/9/03
PR 10-2003
of 2
1 of 2 & 2
1422 2007 PR 11-2003 1 of 1 5/10/03-5/23/03
PR 12-2003
of 2
1 of 2 & 2 5/24/03-6/6/03
1423 2007 PR 13-2003
of 2
1 of 2 & 2 6/7/03-6I20/03
. PR 13.5-2003 1 of 1 6/21/03-714/03
PR 14-2003
of 2
1 of 2 & 2
1424 2007 PR 15-2003, 1 of 2 & 2 7/5/03-7/18/03
of 2 7/19/03-8/1/03
PR 16-2003
of 2
1 of 2 & 2
1425 2007 PR 17-2003 1 of 2 & 2 8/2/03-8/15/03
of 2 8/16/03-8/29103
PR 18-2003
of 2
1 of 2 & 2
1426 2007 PR 19-2003 1 of 2 & 2 8/30/03-9/12103
of 2 9/13/03-9/26103
PR 20-2003
of 2
1 of 2 & 2
1427 2007 PR 21-2003 1 of 2 & 2 9127/03-10/10/03
of 2 10/11/03-10/24103
PR 22-2003 10? 1P
1428 2007 PR 23-2003 1 of 2 & 2 10/25/03-11/7/03
of 2 ' 11/8/03-11/21/03
PR 24-2003
of 2
1 of 2 & 2
1429 2007 Sick Leave Bonus
PR 24.2-2003 1 of 1 11/22-03-12/5/03
PR 24.5-2003 1 of 1
PR 25-2003
of 2
1 of 2 & 2
1430 2007 PR 26-2003
of 2
1 of 2 & 2 12/6/03-12/19103
FINANCE
BOX NO. DESCRIYTION DESTRUCTION DATE
FY Close Check Register
2002-2003
1619 2010. Payroll binders: 12/17105-12/30/05
#1-2006 to #3-2006 Uniform Allowance
12/31/05-1113/06
1114/06-1/27/06
1620 2010 #4-2006 to book 1 of #7- 1128106-2110/06
2006 2111106-2/24106
2125/06-3/10/06
3/11/06-3/24/06
1622 2010 #11-2006 to book 1 of #14- 5/6/06-5/19-06
2006 5120/06-6/2106
6/3/06-6/16/06
6/17/06-6/30/06
1623 2010 Book 2 of #13-2006 to 317- 6/17106-6/30/06
2006 7/1/06-7/14/06
, 7/15/06-7/28/06
7/29106-8111/06
1625 2010 Book 2 of #21-2006 to 9/23/06-10/6/06
book 1 of #24-2006 10/7/06-10/20/06
10/21/06-1113/06
11/4/06-11/17/06
1626 2010 Book 2 of #24-2006 to #26- 11/4/06-11/17/06
2006 Sick L 11/19/05-11/27/06
Plus retro binder 11/18/06-12/1/06
12/2/06-12/15/06
1684 1011/15 A/P Check copies; A- 2007/2048
Aloha
1687 10115 Azteca — Butler 2007/2008
1718 4/23/16 Bid no. 0209-A, item: 4123/09
Towing Bids
1753 Oct 2016 A/P files: 2008-2009
A Misc — Alvarez
1754 Oct 2016 Arnbicom —AT&T 2008-2009
1755 Oct 2016 AT&T — Azusa Light & 2008-2009
Water
1756 Oct 2016 B — CA State Board of 2008-2009
Equalization
1757 Oct 2016 CA State Dept of — 2008-2009
Clements Conservation
1758 Oct 2016 Ciippinger Chevrolet — 2008-2009
Daydots
1759 . Oct 2016 Debilio — Exhibit Co 2008-2009
1760 Oct 2016 F — Guzman 2008-2009
1761 Oct 2016 H — Hydro 2008-2009
1762 Oct 2016 I — Keystone Uniform 2008-2009
1763 Oct 2016 Kim — Lyncole 2008-2009
1764 Oct 2016 M — Meza 2008-2009.
1765 Oct 2016 Mission—Of Wolfin Barger 2008-2009
1767 Oct 2016 Office Depot 2008-2009
1768 Oct 2016 Q — SZ Misc 2008-2009
1769 Oct 2016 Safety Kleen — Smart & 2008-2009
Final
FINANCE
BOX NO. DESCRIPTION DESTRUCTION D
1770 Oct 2016 Snnith - Sysco 2008-2009
1771 Oct 2016 T.- US Healthworks 2008-2009
1772 Oct 2016 V - VVZ Misc 2008-2009
1773 Oct 2016 Walnut - West Coast Door 2008-2009
Masters
1774 Oct 2016 West Covina Auto 2008-2009
Handwash - Zurnar
1775 Oct 2016 Edison Jul 08 - Feb 09 2008-2009
1776 Oct 2016 Edison Mar 09 - Jun 09 2008-2009
1777 Oct 2016 Voyager 2008-2009
1778 ( Oct 2016 Verizon Wireless 2008-2009
1779 Oct 2016 Suburban Water 2008-2009
1780 Oct 2016 Invoice & check posting list 2008-2009
711/08 - 8/27/09
1781 Oct 2016 invoice & check posting list 2008-2009
9/3109 -12/31/09
1790 1/1117 AP backup Verizon Jan 2008-Dec 2009
Land sines
1791 10/1/16 AP backup Verizon April 2009-Sep 2009
Wireless
1792 4/1/16 AP backup Verizon Sep 2008-March 2009
Wireless
1812 2013 PR#01-2009 to PR403- 12/2712008 - 01/09/2009
- 2009 2009 Uniform
01/10/2009 - 01/23/2009
01/24/2009 - 02/06/2009
1813 2013 PR#04-2009 to PR#08- 02/07/2009 - 02/20/2009
2009 (book #1 of 2) 02/21/2009 - 03/06/2009
03/07/2009 - 03/20/2009
03/21/2009 - 04103/2009
04104/2009 - 04/17/2009
1814 2013 PR#08-2009(book #2 of 2) 04104/2009 - 04/17/2009
to PR#12-2009 04/18/2009 - 05/01/2009
05/02/2009 - 05/15/2009
05/16/2009 - 05/29/2009
05/30/2009 - 06/12/2009
1815 2013 PR#13-2009 to PR#16- 06/13/2009 - 06/26/2009
2009 06/27/2009 - 07/1012009
07/11/2009 - 07/24/2009
07/25/2009 - 08/07/2009
1816 2013 PR#17-2009 to PR#20- 08/08/2009 -08/21/2009
2009 08/22/2009 - 09/04/2009
09/05/2009 - 09/18/2009
09/19/2009 - 10/0212009
1817 2013 PR#21-2009 to PR#24- 10/03/2009 - 10/16/2009
2009 & 2009 Sick Leave
1818 2013 PR#25-2009 to PR#26- 11/28/2009 - 12/11/2009
2009, 2009 Leave Reports,
& 2009 Voids/Manuals
12/12/2009 - 12/25/2009
1841 12/13 Payroll Tax EFT's, & Qtrly 2007 - 2009
Tax Returns
1852 July 2016 Budget adjustment and July - Aug. 2008
general Journal posting
lists:
FY 2008-2009
Journal entries
FINANCE
BOX NO. DESCRIPTION DESTRUCTION DATE
1853
_
July 2016 Budget adjustment and
general Journal posting
lists:
Journal entries
Sept. — Oct. 2008
FY 2008-2009
1854 July 2016 Budget adjustment and Nov. — Dec. 2008
general Journal posting
lists: .
FY 2008-2009
Journal entries
1855 July 2016 Budget adjustment and Jan. - Feb. 2009
general Journal posting
lists:
FY 2008-2009
Journal entries
1856 July 2016 Budget adjustment and Mar, April, May 2009
general Journal posting
lists:
FY 2008-2009
Journal entries
1857 July 2016 Budget adjustment and June 2009
general Journal posting
lists:
FY 2008-2009
Journal entries
1858 July 2016 EDEN checks Postings 2/26/09 thru 6/25/09
1901 11/1/16 Dept Timekeeper Files:
9 Employee leave 2008-2010
balance report 2009-2010
• Employee signed 2009-2010
tirnesheets 2009-2010
. . Dept timesheet to
payroll
2009-2010
• Leave requests
• Rideshare
timesheets
1930 Oct 2016 Purchase Orders: FY 08/09
No. 09-00601 thru 09-
00941
1934 10/2015 Surplus items (memos,
staff reports)
1998-2011
1949 Jul 2016 A/R invoices & A/R Posting 2011-2012
Reports
1953 2014 PRIt 01-2010 to PR# 04- 12/26/2009 — 01108/2010
2010 01/09/2010— 01/2212010
01/23/2010— 02/0512010
02/06/2010— 02119/2010
1954 2014 PR* 05-2010 to PR* 08- 02/20/2010— 03/05/2010
2010 0310612010— 03/19/2010
03/2012010 — 04/02/2010
04/03/2010— 04/16/2010
1956 2014 PR* 09-2010 to PRff 13- 04/1712010 — 04/30/2010
2010 05/01/2010 — 05/14/2010
05/15/2010 — 05/28/20.10
05129/2010 — 06/11/2010
06/12/2010 — 06/26/2010
1956 2014 PR* 14-2010 to PR* 20- 06/26/2010— 07/09/2010
2010 07/10/2010— 07/23/2010
07/24/2010— 08106/2010
08/0712010 — 08/20/2010
08/21/2010 —09/03/2010
09/04/2010 — 09/17/2010
09/18/2010 — 10/01/2010
FINANCE
BOX NO. DESCRIPTION DESTRUCTION DATE
1957 ' 2014 PR# 21-2010 — PR# 26-
2010
10/02/2010— 10/15/2010
10/16//2010 — 10/29/2010
10130/2010— 11/12/2010
11/13/2010 — 11/26/2010
11/27/2010 — 12/1012010
12/11/2010 — 12/24/2010
1958 12/2016 Payroll Timesheets PR#01-
2010 — PR#12-2010
12/26/2009 — 06/11/2010
1959 12/2016 Payroll Timesheets PR#13-
2010 — PR#26-2010
06112/2010 — 12/24/2010
1960 12/2016 Payroll Tax EFT's & Qtrly
tax Returns
2010-2012
1962 12/2016 Terminated Employees F/T
(Aguilar, J through
Hoppe,9
Terminated Employees F/T
(Lopez, R through Smith,
D)
2011
2011 1963 12/2016
1974 Oct 2016 Purchase Orders FY 11/12
12-00001 to 12-00645
7/1/11-6/30/12
2004 Oct 2016 Cash Receipts and AR
invoices
2012/2013, 2013/2014
2007 Oct 2016 NP Back up —Verizon
Wireless . 7/2013 — 4/2014
2044 Oct 2016 REPs:
• Ford Escape
Hybrids
• Ford Fusion Hybrid
• Mini Coopers
• Paid Parking
• Propane Generator
• Towing
• Towing - Rebid
• Toyota Prius
2009
2079 Jul 2016 Journal Entries (never put
back into Box 1854 to
1857)
Nov 2008, Jan-Jun 2009
FINANCE
BOX NO. DESCRIPTION DESTRUCTION DATE
Box. No Description .
42705 RSR (Revenue Summary Report)
Destruction Date
115/09 to 2/23/09
2/24/09 to 04/09/09
11-21
11-22 42705 RSR (Revenue Summary RepOrt)
11-23 42705 RSR (Revenue Summary Report) 4/13/09 to 5/19/09
12-10 42675 Cashflow July-S9.2 2008
12-11 42675 Cashflow Oct-Dec 2008
12-31 42675 Cashflows Jan - April 2009
May - July 2009 12-32 42675 Cashflows
12-33 42675 Cashflows Aug - Oct 2009
12-34 42675 Cashflows Nov - Dec 2009
15-11 42735 BUSINESS LICENSE CLOSEOUTS JANUARY-DECEMBER 2012
15-12 42735 BUSINESS LICENSE CLOSEOUTS JANUARY-DECEMBER 2012
15-13 42735 BUSINESS LICENSE CLOSEOUTS JANUARY-DECEMBER 2012
15-14 42735 BUSINESS LICENSE CLOSEOUTS JANUARY-DECEMBER 2011
15-15 42735 BUSINESS LICENSE CLOSEOUTS JANUARY-DECEMBER 2011
15-16 42735 PARKING CITATIONS CY 2012
15-17 • - 42735 PARKING CITATIONS " CY 2012
15-18 42735 PARKING CITATIONS CY 2012
16-75
ACTIVE BUSINESS LICENSE FROM
42369 BEGINNING OF TIME TO 2011 BEGINNING(1959) -2011
BEGINNING(1959) -2011 16-76
ACTIVE BUSINESS LICENSE FROM
42369 BEGINNING OF TIME TO 2011
16-77
ACTIVE BUSINESS LICENSE FROM
42369 BEGINNING OF TIME TO 2011 BEGINNING(1959) -2011
16-78
ACTIVE BUSINESS LICENSE FROM
42369 BEGINNING OF TIME TO 2011 BEGINNING(1959) -2011
BEGINNING(1959) -2011
DESCRIPTION DESTRUCTION DATE
ACTIVE BUSINESS LICENSE FROM
42369 BEGINNING OF TIME TO 2011
Fire Department:
Box No. Description Destruction Date
269 Receipts
Continuing Education Classes
January 1, 2017
January 1, 2017 261
260 Document Requests January 1, 2016
259 Subpoenas
Assistant Chief Activity Reports
January 1, 2016
January 1, 2016 257
248 Narcotics Inventory (Cheek Sheets) January 1, 2015
241 Places of Assembly January 1, 2017
240 Arson Reports and City Council Agenda ' January 1, 2017
239 Continuing Education Class January 1, 2016
238 Continuing Education Class January 1, 2015
234 Chron Files September 30, 2017.
236 Claron Files September 30, 2016
232 Chton Files September 30, 2015
231 Chron Files September 30, 2014
December 31, 2011 230 Backgrounds (Non-lured.)
229 Backgrounds (current and former employees) April 7, 2011
June 28, 2011 228 Backgrounds (RSVP Employees)
208 Department Personnel Files December 1, 2014
207 Annual Permits December 1, 2010
206 Annual Permits December 1, 2008
205 Training Files December 1, 2012
204 Training Files December 1, 2012
203 DMV Files December 1, 2017
202 Plan Check Transmittals December 1, 2014
201 Chron Files December 1, 2012
200 Public Education Programs December 1, 2011
199 Smployee Attendance Records/Leave &lance Reports/Payroll Activity Reports December 1, 2013
198 Payroll Timesheets December 1, 2013
197 Employee Attendance Records/Leave Balance Reports/Payroi I Activity Reports December 1, 2014
196 Payroll Timesheets December 1, 2014
195 Employee Attendance Rceords/Leave Balance Reports/Payroll Activity Reports December 1, 2012
194 Payroll Timesheets December 1, 2012
181 Accounts Payables January 1, 2013
180 Accounts Payables January 1, 2013
179 Accounts Payables January 1, 2013
178 Narcotics Check Sheets & Blue Sheets January 1, 2010
Box No. Description Destruction Date
177 ALS Protocol Critical Indicators January 1, 2010
176 Timesheet Cosies December 1, 2011
175 Vehicle Maintenance Log December 1, 2007
174 Vehicle Maintenance Log December 1, 2007
173 Vehicle Maintenance Log December 1, 2007
172 Background (Firefighter/Paramedics) December 1, 2009
171 Leave Reports/Sick Leave Buy Back/Ride Share/1OD Sheets December 1, 2008
170 Accounts Payables January 1, 2010
169 Accounts Payables January 1, 2010
January 1, 2010 168 Accounts Payables
167 Accounts Payables January 1, 2010
166 MCR Copies June I, 2009
165 Quality Improvement/SFTP/Narcotic Records January 1, 2009
164 Training Hours & Monthly Records of Alarms January 1, 2008
163 Continuing Education Classes January 1, 2008
162 Continuing Education Classes January 1, 2007
161 Petty Cash Receipts January 1, 2009
160 Wittinan Enterprises (Revenue/Summary Reports)
Approved Budget Books
January 1, 2008
January 1, 2009 159
158 Payroll Tirnesheets/Employee Leave Balance
Reports/Records of Leave Accruals, Usage and Balance
January 1, 2010
147 FLSA Timeshects January 1, 1996
144 Invoices, Petty Cash Receipts, & MCR Copies January 1, 1998
143 IOD Copies, Last Pay Checks, Ride Share, Records of Leave
Accruals, Usage, and Balance, and Jury Duty Notices
Payroll Printouts
January 1, 2009
January 1,2009 142
141 Training Files January 1, 2008
140 Payroll Tirnesheets January 1, 2009
139 MCR Copies, and Petty Cash Receipts January 1, 2007
138 Narcotic Inventory
Purchase Order
January 1, 2006
January 1, 2002 129
128 MCR Copies, and Petty Cash Receipts January 1, 2006
127 Payroll Timesheets January 1, 2008
126 Payroll Tinaesheets January 1, 2007
121 Special Orders, Special Notices, Chronological Correspondence,
Department Correspondence, and Training Files April 1, 2006
120 Personnel Files April 1, 2006
119 Miscellaneous Counter Receipts & Telephone Logs April 1, 2006
118 Public Records Request, Chief Greene Correspondence,
and Applicant Background Files (Not Hired)
June 1, 2006
105 Timesheets January 1, 2008
106 Timesheets January 1, 2008
103 Timesheets November 1,2004
102 Billing Files and MRC's November 1, 2004
Box No. Description Destruction Date
101 Billing Files November 1, 2004
100 Billing Files November 1, 2004
99 Miscellaneous January 1, 2001
98 Miscellaneous January 1, 2001
97 Miscellaneous January 1, 2001
96 Miscellaneous Jan-nary 1, 2001
95 Miscellaneous January 1, 2001
(