Resolution - 2017-62if)1
RESOLUTION NO. 2017-62
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 tide 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 20 th day of June 2017
Kintiberly Ha(11 Barlow
City Attorney
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 20th day of
June, 2017 by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Johnson, Spence, Toma, Wu, Warshaw
None
None
None
Exhibit A
.BOZ:. No , ,
DestrUCticin - .. . ...
Year Per
• Records
Retention .
• .S,Oodille. Description •
City Clerk's
126 2016 Claims Against the City
City Manager
2006-64 2013 City council Closed session reports (2002)
2006-86 2015 City Coucil Weekly Report (2005)
2006-89 2016 City Council/ CM Correspondence (2005)
2006-90 2016 To City Council Fax Transmittals (2005)
2010-01 2015 City Council Weekly Reports (2005)
2013-09 2015 Payroll from 2004-2010
2013-11 2015
City Manager's Subject Files P-T, San Gabriel Valley
Documents, School District Recreation Agreements
(2003-2012)
2013-12 2014
City Manager's Files: Forward to Council & E-mails,
Managements' Files & City Attorney Files
2013-15A 2016
Packing Slips & Trophy Center Orders Fax
Transmittals (2004-2010)
2013-21 2015 RDA Files from 1997-2006
2015-02 2014
City Council Calendars, Correspondence Forwarded
to Council, Weekly Reports Misc., Misc. Office Files,
Former City Council Members (2001-2008)
2015-05 2015 Subject Files from 2010-2012
2015-06 2015 Subject Files From 2010-2012
2016-02 2014 Chris Freeland Subject files (2008-2011)
Community
Services
2013-01 2016 Youth assistance Program Applications 2010-2011
2013-02 2016 Youth assistance Program Applications 2010-2011
2013-05 2015 Youth assistance Program Applications 2009-2010
2013-06 2015 Youth assistance Program Applications 2009-2010
2013-10 2015 C. Freeland Working Files
2013-11 2015
LA Shonda Smith Working Files: Animal Control,
Kaboom Grants, Misc. Items
2013-12 2016
Big League Dreams Faces in the Crowd (2006)
Box 1 of 2 - Last Name: A-L
2013-13 2016
Big League Dreams Faces in the Crowd (2006)
Box 2 of 2 - Last Name: M-Z
2013-15 2016 Department payroll timesheets (2010)
2013-16 2016 Department Payroll Timesheets
2013-17 2016 Department Payroll Timesheets
2013-18 2015
Michele McNeill Working Files 06-10: Commission
Agenda Notes (Copies), City Council Staff Reports &
Ridge Riders Working File
2014-01 2016 City Attorney RFP Documents (copies) August 2014
2014-02
,
2016
City Attorney RFP Documents (Working Files for Chris
Freeland) - August 2014
2014-10 2016
BLD Survey 2008, Bus Pass MCR's 2009, Payroll
Printouts August 2010 to June 2011
2015-10 2016
BLD Survey 2008, Bus Pass MCR's 2009, Payroll
Printouts August 2010 to June 2011
2016-01 2016
Sign in sheets from 2011-2013, Participant logs from
2008-2012, Misc. Cash Receipts from 2013
2016-03 2015
Sign in sheets from 2007-2013, Careship from 2006,
Misc. Cash receipts from 2013
2016-04 2016
Daycare Files: Sign In Sheets from 2017-2013 & Misc.
Cash Receipts from 2013
2016-05 2016
Vine Daycare Files: Sign In Sheets from 2007-2013,
Careship from 2008-2011 & Misc. Cash Receipts from
2011-2013
2016-06 2016 Daycare Files: Incident Reports 2011-2012
Env. Mgmt.
23 2014
WMFQC Jan. 2000,2001,2002,2003,Jan, June and July
2004
48 2013 Senior Discount Renewal (2007)
49 2014 Senior Discount Renewal Jan to May (200-2008)
51 2015
Used oil Recycling Program 2005-2006,
Correspondence, annual report, grant application,
Invoice, used oil calendar, senior discount denied
2007-2009, Senior discount renewals Dec-June 2008-
2009, Clean up Saturday program 2005-2006,
Correspondence, promotions, Results/reports, Clean-
up Saturdays program 2006-2007, Correspondence,
Promotions, Results Reports (2005-2009)
52 2016
Household Hazardous waste round-up 05-06,07,
Correspondence, Promotions, Results/ Reports,
Handout Examples, CRV Program 03-04,05, Annual
report, Grant application, invoice, Bike helmet 06-10,
Discover west Covina 07-08
65 2016
Chronological File (2010-2011) Budget
Correspondence FY 2007-2008
66 2016
America Recycles Day 06-07,08, Earth Day 06-
07,08,09 Special Events 08-09, Promotions 07-08,09,
Results/Report 07-08,09, Correspondence 08-09,
Finance
11-08 2015 RSR's 5-2008-6-2008
1543 2008 F/T Terminated employee files T-Z (2004)
1615 2015 Eden Check posting list 1/2008-4/2008
1863 2015 Collections A/R Invoices 11/08 to 6/2011
1867 2014 Terminated Employees F/T (2009)
1964 2016 Terminated Employees F/T (2012)
1965 2016 Terminated Employees F/T (2012)
1966 2016 Terminated Employees F/T 2012
Planning
•
16-01 2016
Accounts Payable records FY 2007/2008,2009,
Payroll 2010- Tim esheets, leave reports, payroll
reports, leave request, comp time/over time
authorizations
16-23 2013-2015
2009 Payroll/ Timesheets, Misc. City Council staff
reports, copies of city council ordinances, copies of
city council resolutions (2008)
16-24 2016
Planning Commission agendas 2010,11,12,13,
Planning Commission forthcoming 2010,11, 12,13,
Planning Commission Summary of Actions 2010,
11,12,13
16-26 2016 Chron file- (2011)
16-41 2016
PP-07-06,04-07,04-08,04-09,04-10,04-11,04-12,04-
13,05-01
16-43 2016
Tentative Tract No.
45299,45098,45397,45451,45656,45768,45939,4620
2,46201,46780,46781,46815,47727,47815
16-44 2016 Tentative Tract No. 48636,48997,49155,49787,50037
Public Works
06-15
Del Norte Parking lot Rehab, Palm View Park Tot lot
(11/11/96), Palm View Park Storage Building
(2/21/96), City Hall Handrails (3/1/00), Parking lot
seal coating and city yard repaving (7/11/02), City
Hall Ceiling tile replacement (2/04/02), ADA
Improvements at 11 city parks (05/03/05), R1 Safety
Netting at 2 parks (6/10/05), City Bus Shelters solar
2015 lighting (9/15/04)
Approved Grant: Homeland Security Grant 2004-
2005, Denied Grants:DWR grant Proposal -2003;
Central irrigation System _ MD's, Code Enforcement
Grant, MWD- Community Partnering program - 2003
Grant Application - Disk, EPA integrated waste
management board - Rubberized Asphalt Concrete
Grant (2003) MWD Grant Proposal _ Innovative
conservation program disk, Community Partnering
program, DWR Grant Proposal - Central Irrigation
2015 system - disk_ (2002)
Request for Service- Closed files, Abrazo- Beauer
2015 Drive (2008)
Request for Service- Closed files, North Baymar -
2015 1Cynthia Court
Request for Service- Closed files, South Dancove
2015 Drive - Gauntlet Drive
Request for Service- Closed files, GaYbar Avenue-
2015 Highlight Drive
Request for Service- Closed files, South Hillborn
2015 Avenue- South Lang
Request for Service- Closed files, Larirnore Avenue-
2015 East Melissa
Request for service- closed files, East Merced Avenue-1
2015 South Novarro Street (2008)
Request for Service- Closed files, Oak Knoll Drive -
2015 West Robindale Street
Request for service- closed files, Rodilee Avenue-
2015 Sylvia Street
Request for service- closed files, South tarnar Drive-
2015 south Wescove place
Request for Service- Closed files, West Covina
2015 Parkway -Yvonne
Request for Service- Closed files, South Acadia Ln. -
2016 East Barbara Avenue
08 -06
08 -21
08-22
08-23
08-24
08-25
08-26
08-27
08-28
08-29
08-30
08-31
08-73
08-74 2016
Request for Service- Closed files, West Barbara
Avenue - South Citrus Street (2009)
08-75 2016
Request for Service- Closed files, Columbus Street -
South Citrus Street (2009) .
08-76 2016
Request for Service- Closed files, South Ferritower
Avenue - South Glenn Alan Avenue
08-77 2016
Request for Service- Closed files, South Glenshaw
Drive - East ldahome Street (2009)
08-78 2016
Request for Service- Closed files, South Indian
Summer Avenue - East Los Cerillos Drive (2009)
08-79 2016
Request for Service- Closed files, West Louisa Avenue
- North Morris Avenue
08-80 2016
Request for Service- Closed files, West Mossberg
Avenue - East Rio Verde Drive
08-81 2016
Request for Service- Closed files, South Robin Road -
South Tonopah Avenue
- 08-82 2016
Request for Service- Closed files, Topaz Lane - Yvonne
Street (2009)
09-34 2015
Records leave actual, Usage and balance, Employee
leave balance report. Activity report, time sheets, Full
time payroll copies, limited service payroll copies,
Limited service hours FY 2007-2008
09-35 2016
Records Leave accrual, usage and balance, Employee
leave balance report, Activity report, time sheets, full
time payroll copies, limited service payroll copies,
limited service hours FY (2011)
09-79 2014
Chron fills (2004), Demand & Checks, Public
Document request, Maintenance division (work
Order), City Council agenda, special meeting and
minutes (2004), Maintenance division request for PW
(2004)
09-80 2014
Traffic letter to residents 99-2000, incoming
correspondence 2000, City Council min. special
meeting and agenda 2002, Public Works report 2002,
Management meeting, Public works department
weekly report, city manager office request, city
manager office correspondences to CM (2002), City
council special Meeting and agenda 2005,
Maintenance division request for PW (work Order)
2006
_.. 09-82 2014
Chron Files (Jan to Dec), City Manager's Office
request, City Council report, Vacation exception
report, Weekly report, City Council Agenda, City
Council Special Agenda, City Minutes, Tidbits, Chron
Files, Vacation Exception Report City Manager's
Office Request
09-87 2014 Plot Plan
Risk Mgmt.
247 2016
Worker's compensation loss runs Oct. 2004-may
2006 •
330 2015 Closed uninsured loss fifes 1994 to 2010
333 2015 Closed uninsured loss files 2009-2010