CC RES 2006-001RESOLUTION NO. 2006 -01
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES AUTHORIZING THE DESTRUCTION OF CERTAIN
CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE
GOVERNMENT CODE OF THE STATE OF CALIFORNIA, MAKING
CERTAIN CHANGES TO EXISTING RETENTION SCHEDULES AND
AMENDING RESOLUTION NO. 2004-75.
WHEREAS, on March 19, 1985 the City Council of the City of Rancho Palos
Verdes approved the first Retention and Destruction Schedules and related polices to
facilitate the orderly and efficient transfer, retention and destruction of the records of the
City of Rancho Palos Verdes; and
WHEREAS, the last time these retention schedules were revised was with the
adoption of Resolution No. 2004 -75; and
WHEREAS, it is again deemed necessary to make certain changes to the
retention schedules for the City Manager's Office and City Clerk's Office to reflect
current organizational functions and administrative needs.
NOW; THEREFORE, BE IT RESOLVED by the City Council of the City of
Rancho Palos Verdes as follows:
Section 1: Destruction of City Records: The records of the City of Rancho Palos
Verdes as set forth in the approved departmental Destruction Schedule attached hereto
as Exhibit "A" are hereby authorized to be destroyed as provided by Section 34090 of
the Government Code.
Section 2: Excepted Records: The provisions of Section 1 above do not authorize
the destruction of:
(a) Records affecting the title to real property or liens thereon
(b) Court records
(c) Records required to be kept by statute
(d) Records less than two (2) years old with the exception of duplicate records
(e) The minutes, ordinances or resolutions of the City Council of the City of Rancho
Palos Verdes or any City Committee or Commission
Section 3: City Attorney Written Consent: The written consent of the City Attorney has
been obtained for this destruction.
Attest:
PASSED, APPROVED and ADOPTED this 17th day of January 2006.
Cit Jerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES )ss
CITY OF RANCHO PALOS VERDES )
I, Carolynn Petru, City Clerk of the City of Rancho Palos Verdes, hereby certify that the
above Resolution No. 2006 -01 was duly and regularly passed and adopted by the said
City Council at a regular meeting thereof held on January 17, 2006.
Ci Clerk
Resolution No. 2006 -01
Page 2 of 2
RESOLUTION NO. 2006-01 - EXHIBIT "A"
JANUARY 2006
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER
The following list of official record series was eligible for destruction on January 1, 2006.
The Record Number refers to the Department's retention schedule and the Series
Description refers to the type of record as it appears on that schedule.
Record
Number
Record Series Description
Records Eligible for
Destruction
1
Weekly Administrative Report
1999 and prior
2
Budget Files
1997 It
3
Correspondence & Subject Files
2001 it
4
Correspondence — Chronological Files
1998 it
5
Grant Files Completed
1999 it
6
Legal Opinions
1995 It
7
Claims Files Closed
1995 It
9
Personnel Applications
2003 It
10
Personnel Cards, Full time Employees
1980 is
12
Personnel Records, Full time Employ..es
1985 it
13
Personnel Records, Part time Em to ees
1985 It
14
Animal Control Files
2003 it
15
Film Permits
2001 It
16
Parking Citation Reports
2003 it
18
Health & Benefits Reports
1999 it
21
Community Forum Files
1995 it
Resolution No. 2006 -01
Exhibit A
Page 1 of 6
JANUARY 2006
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK
The following list of official record series was eligible for destruction on January 1, 2006.
The Record Number refers to the Department's retention schedule and the Series
Description refers to the type of record as it appears on that schedule.
Resolution No. 2006 -01
Exhibit A
Page 2of6
Records Eligible for
Record Number
Record Series Description
Destruction
2
ity Clerk Dept. Budget
2002 and prior
4
Election Campaign Statements (not
2000 "
elected
6
Contracts (expired)
1990 "
7
Council Legislative Action Files (Agenda
1997 "
Reports)
9
Council Agendas Packets
2000 "
17
Motor Vehicle Ownership Records
2000 "
terminated
20
Petitions elections
2003 "
21
Petitions submitted to legislative body)
2003 "
22
Statements of Economic Interest: City
2001 "
Council & Planning Commission (Duplicate
Record)
Designated Positions (Original Record)
1998 "
Resolution No. 2006 -01
Exhibit A
Page 2of6
JANUARY 2006
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series was eligible for destruction on January 1, 2006.
The Record Number refers to the Department's retention schedule and the Series
Description refers to the type of record as it appears on that schedule.
Record Number
Record Series Description
Records Eligible for
Destruction
1
Accounts Payable
2000 & prior
2
Accounts Receivable
2000 it
3
Finance Department Budgets (duplicate)
2003 "
5
Bank Reconciliation Files
1995 "
6
Budget Files (duplicate)
2004 "
7
Business License & Business Tax
Registration
2000 "
8
Business License Reports
1998 it
9
Cancelled Checks
1998 it
10
Cash Journal
2000 "
11
Cash Receipts
2000 "
12
Correspondence & Subject File
2000 "
13
Correspondence — Chronological
2000 "
14
Demand/Warrant Register & Control
2000 "
15
Special District Files
1994 "
16
Duplicate Check Record
2001 "
17
General & Subsidiary Ledgers (Monthly)
2000 "
18
General & Subsidiary Ledgers Annual
1985 "
19
Journal Vouchers
1995 "
20
Ledger Reconciliations
2002 "
22
Payroll Records
1995 "
23
Payroll Reports
1995 "
24
Purchase Orders (Duplicate Record
2004 "
25
Report of Accounts
1995 "
26
Retirement Records
1990 "
27
Revenue Folders
2000 "
28
Time Sheets
1995 "
29
Trust Deposit Records
1995 "
30
Finance Advisory Committee Agenda
2000 "
31
Finance Advisory Committee Agenda
Packets
2003 "
32
Treasurer's Warrants (Register of Demands
2000 "
33
Monthly Treasurer's Report
1995
34
Detailed General Ledger
1995
Resolution No. 2006 -01
Exhibit A
Page 3 of 6
JANUARY 2006
DESTRUCTION SCHEDULE
DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT
The following list of official record series was eligible for destruction on January 1, 2006.
The Record Number refers to the Department's retention schedule and the Series
Description refers to the type of record as it appears on that schedule.
Record Number
Record Series Description
Records Eligible for
Destruction
6
Corres ondence & Chron. Files
1995 and prior
8
Develo ment Code Enforcement Files
1995 "
21
Subject Files
2003 "
23
Planning Comm. Agenda Packets
2004 "
24
Budget
2000 "
Resolution No. 2006 -01
Exhibit A
Page 4 of 6
JANUARY 2006
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series was eligible for destruction on January 1, 2006.
The Record Number refers to the Department's retention schedule and the Series
Description refers to the type of record as it appears on that schedule.
Record Number
Record Series Description
Records Eligible for
Destruction
1
Activity Reports (Duplicate Record
2004 and prior
2
Budget Files
2003 It
3
City Council Agendas (Duplicate File
2004 It
5
Contractor Invoices to City
2000 It
6
Subject & project files (completed)
1995 it
7
Chronological Files
2000 it
8
Highway Permits (completed)
1995 It
9
Improvement Undergrounding &
Maintenance District Files (completed)
1994 It
11
L.A. County Rd. Dept Service Requests
LLcompleted)
2000 it
12
L.A. County Engineering Dept. Service
Requests (completed
2000 "
13
Maintenance Records: Streets, Roads,
Sidewalks & Tree Removal
1995 "
14
Radar Speed Studies
2000 "
15
Telephone Los
2003 "
16
Time Sheets
1999 "
Resolution No. 2006 -01
Exhibit A
Page 5 of 6
JANUARY 2006
DESTRUCTION SCHEDULE
DEPARTMENT: PARKS & RECREATION
The following list of official record series was eligible for destruction on January 1, 2006.
The Record Number refers to the Department's retention schedule and the Series
Description refers to the type of record as it appears on that schedule.
Record Number
Record Series Description
Records Eligible for
Destruction
1
Activity Reports (Duplicate Record
2004 and prior
2
Budget Files
1995 It
3
Cash Receipts
1998 It
4
Correspondence & Subject Files
2000 It
5
Rec. & Park Committee Files
1998 It
6
Rec. & Parks Facilities Logbook
1999 "
7
Facilities Use Permit
2000 It
8
Recreation Class Reports REACH
2002 It
9
Timesheets (duplicate record): full and
art time
2004 It
Resolution No. 2006 -01
Exhibit A
Page 6of6