CC RES 2004-075RESOLUTION NO. 2004-75
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. 2002-92.
WHEREAS on March 19, 1985 the City Council of the City of Rancho
Palos Verdes approved Retention and Destruction Schedules 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. 2002 -92; and
WHEREAS, it is again deemed necessary to make certain changes to the
retention schedules for the City Clerk's Office, City Manager's Office, Finance
Department, and the Planning, Building & Safety and Code Enforcement
Department 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.
Passed, approved, and adopted this Pa ojoSeptember, 2004.
Mayor
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes)
I, JO PURCELL, City Clerk of the City of Rancho Palos Verdes,
hereby certify that the above Resolution No. 2004 -75 was duly and regularly
passed and adopted by the said City Council at a regular meeting thereof held on
September 7, 2004.
Resolution No. 2004 -75
Page 2of2
Resolution No. 2004 -75 Exhibit A
JANUARY 2004
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK
The following list of official record series was eligible for destruction on January
11 2004. 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
2
City Clerk Dept. Budget
2000 and prior
4
Election Campaign Statements (not
elected
1998 It
6
Contracts
1988 At
7
Council Legislative Action Files (Agenda
Reports)
1995 It
8
Council Agendas
1998 it
9
Council Agendas: Counter Copy
(Duplicate)
2001 It
11
Reference Copy City Council Minutes
(Duplicate)
1973 "
13
City Council Ordinance Control Record
1998 It
15
City Council Resolution Control Record
1998 it
16
Motor Vehicle Ownership Records
1998 it
19
Petitions elections
2002 It
20
Petitions submitted to legislative body)
2001 it
22
Statements of Economic Interest: City
Council & Planning Commission (Duplicate
Record)
Designated Positions (Original Record)
1999 "
1996 It
Resolution No. 2004 -75
Exhibit A
Page 1 of 6
JANUARY 2004
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER
The following list of official record series was eligible for destruction on January
11 2004. 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
Admin. (Friday) Report
1997 and prior
2
Budget Files
1995 It
3
Correspondence & Subject Files
1999 It
4
Correspondence — Chronological Files
1996 It
5
Grant Files (Completed)
1997 "
6
Legal Opinions
1993 if
7
Claims Files Closed
1993 it
8
Personnel Applications
2001 It
9
Personnel Cards, Full time Employees
1978 It
11
Personnel Records, Full time Employees
1983 If
12
Personnel Records, Part time Employees
1983 it
13
Animal Control Files
2001 it
14
Film Permits
1999 "
15
Parking Citation Reports
2001 it
17
Health & Benefits Reports
1997 it
18
Public Art
1993 "
20
Community Forum Files
1993 "
Resolution No. 2004 -75
Exhibit A
Page 2 of 6
JANUARY 2004
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series was eligible for destruction on January 1,
2004. 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
1998 & prior
2
Accounts Receivable
1998 It
3
Finance Department Budgets (duplicate)
2001 "
5
Bank Reconciliation Files
1993 "
6
Budget Files (duplicate)
2002 "
7
Business License & Business Tax
Registration
1998 "
8
Business License Reports
1996 "
9
Cancelled Checks
1996 "
10
Cash Journal
1998 "
11
Cash Receipts
1998 "
12
Correspondence & Subject File
1998 "
13
Correspondence — Chronological
1998 "
14
DemandNVarrant Register & Control
1998 "
15
Special District Files
1992 "
16
Duplicate Check Record
1999 "
17
General & Subsidiary Ledgers (Monthly)
1998 "
18
General & Subsidiary Ledgers Annual
1983 "
19
Journal Vouchers
1993 "
20
Ledger Reconciliations
2000 "
22
Payroll Records
1993 "
23
Pa roll Reports
1993 "
24
Purchase Orders (Duplicate Record
2002 "
25
Report of Accounts
1993 "
26
Retirement Records
1988 "
27
Revenue Folders
1998 "
28
Time Sheets
1993 "
29
Trust Deposit Records
1993 "
30
Finance Advisory Committee Agenda
1998 "
31
Finance Advisory Committee Agenda
Packets
2001 it
32
Treasurer's Warrants (Register of
Demands
1998 "
33
Monthly Treasurer's Report
1993
34
Detailed General Ledger
1993
Resolution No. 2004 -75
Exhibit A
Page 3 of 6
JANUARY 2004
DESTRUCTION SCHEDULE
DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT
The following list of official record series was eligible for destruction on January
11 2004. 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
Correspondence & Chron. Files
1993 and prior
8
Development Code Enforcement Files
1993 "
15
Open Planning Applications (Completed)
2001 "
21
Subject Files
2001 It
23
Planning Comm. Agenda Packets
2002 it
24
Budget
1998 it
Resolution No. 2004 -75
Exhibit A
Page 4 of 6
JANUARY 2004
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series was eligible for destruction on January
1, 2004. 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
2002 and prior
2
Budget Files
2001 It
3
City Council Agendas (Duplicate File
2002 "
5
Contractor Invoices to City
1998 it
6
Subject & project files (completed)
1993 "
7
Chronological Files
1998 is
8
Highway Permits (completed)
1996 It
9
Improvement Undergrounding & Maint.
Dist. Files (completed)
1992 it
11
L.A.County Rd. Dept Service Requests
completed)
1998 "
12
L.A.County Engineering Dept. Service
Requests (completed
1998 It
13
M a i nt. Records: Streets, Roads,
Sidewalks & Tree Removal
1993 "
14
Radar Speed Studies
1998 it
15
Telephone Los
2001 If
16
Time Sheets
1997 At
Resolution No. 200475
Exhibit A
Page 5 of 6
JANUARY 2004
DESTRUCTION SCHEDULE
DEPARTMENT: PARKS & RECREATION
The following list of official record series was eligible for destruction on January
1, 2004. 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
2002 and prior
2
Budget, Files
1993 It
3
Cash Receipts
1996 It
4
Correspondence & Subject Files
1998 It
5
Rec & Park Committee Files
1996 "
6
Rec. & Parks Facilities Logbook
1997 it
7
Facilities Use Permit
1998 It
8
Recreation Class Reports REACH
2000 It
9
Timesheets (duplicate record): full and
art time
2002 It
Resolution No. 2004 -75
Exhibit A
Page 6of6