CC RES 2002-092 RESOLUTION NO. 2002-92
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. 2001-93.
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, certain retention schedules were revised with the adoption of Resolution No. 2001-93;
and
WHEREAS, it is now deemed necessary to make certain changes to the retention schedules for
the Finance Department and the City Manager's Office:
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES DOES
RESOLVE 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
(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 5th day of November 2002. ,
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Attest:
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City lerk
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. 2002-92 was duly and regularly passed and adopted by the said City Council at a regular
meeting thereof held on November 5, 2002.
?-1) ,' , , 1
ity Clerk
EXHIBIT A
JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK
The following list of official record series was eligible for destruction on January 1, 2002.
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.
Records Eligible for
Record Number Record Series Description Destruction
2 Budget (dept only) 1999 and prior
4 Election Campaign Statements (not 1996 "
elected)
6 Contracts 1986 "
7 Council Legislative Action Files (Agenda 1993 "
Reports)
8 Council Agendas 1996 "
9 Council Agendas: Counter Copy 1999 "
(Duplicate)
13 City Council Ordinance Control Record 1996 "
15 City Council Resolution Control Record 1996 "
16 Motor Vehicle Ownership Records 1996 "
19 Petitions (elections) 2001 "
20 Petitions (submitted to legislative body) 1999 "
22 Closed Claims 1991 "
23 Closed Workers Compensation Claims 1991 "
24 Statements of Economic Interest: City 1997 "
Council & Planning Commission (Duplicate
Record)
Designated Positions (Original Record) 1994 "
Exhibit A
Resolution No. 2002-92
Page 1 of 6
JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER
The following list of official record series was eligible for destruction on January 1, 2002.
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.
Records Eligible for
Record Number Record Series Description Destruction
1 Activity Reports 1998 and prior
2 Budget Files 1993 if
3 Correspondence & Subject Files 1997 "
4 Correspondence — Chronological Files 1994 "
5 Grant Files (Completed) 1995 "
6 Legal Opinions 1991 if
7 Claims Files (Closed) 1991 if
8 Personnel Applications 1999 if
9 Personnel Cards, Full time Employees 1976 if
11 Personnel Records, Full time Employees 1981 it
12 Personnel Records, Part time 1981 "
Employees
13 Friday Administrative Report 1995 if
14 Treasurer's Annual Reports 1991 "
15 Treasurer's Ledgers 1991 "
16 Treasurer's Monthly Reports 1991 "
17 Treasurer's Warrant Register& 1996 if
Requests for Warrants
18 Animal Control Files 1999 "
19 Public Art 1991 "
20 Community Forum Files 1991 "
22 Film Permits 1997 "
23 Parking Citation Disposition Forms 1999 if
24 Cable Television Advisory Board 1991 if
Exhibit A
Resolution No. 2002-92
Page 2 of 6
JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series was eligible for destruction on January 1, 2002.
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.
Records Eligible for
Record Number Record Series Description Destruction
1 Accounts Payable 1996 & prior
2 Accounts Receivable 1996 "
3 Finance Department Budgets 1999 "
5 Bank Reconciliation Files 1991 "
6 Budget Files (duplicate) 2000 "
7 Business License & Business Tax 1996 "
Registration
8 Business License Reports 1994 "
9 Cancelled Checks 1994 "
10 Cash Journal 1996 "
11 Cash Receipts 1996 "
12 Correspondence & Subject File 1996 "
13 Correspondence — Chronological 1996 "
14 Demand/Warrant Register& Control 1996 "
15 Special District Files 1990 "
16 Duplicate Check Record 1997 "
17 Expenditure & Revenue Ledgers 1996 "
18 General & Subsidiary Ledgers 1981 "
19 General & Subsidiary Ledgers (Monthly) 1996 "
20 General & Subsidiary Ledgers (Annual) 1981 "
21 Health & Benefit Reports 1996 "
22 Journal Vouchers 1991 If
23 Ledger Reconciliation 1998 "
25 Payroll Records 1991 "
26 Payroll Reports 1991 "
27 Purchase Orders (Duplicate Record) 2000 "
28 Report of Accounts 1991 "
29 Retirement Records 1986 "
30 Revenue Folders 1996 "
31 Time Sheets 1991 "
32 Trust Deposit Records 1991 "
Exhibit A
Resolution No. 2002-92
Page 3 of 6
JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: PARKS & RECREATION
The following list of official record series was eligible for destruction on January 1, 2002.
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.
Records Eligible for
Record Number Record Series Description Destruction
1 Activity Reports (Duplicate Record) 2000 and prior
2 Budget Files 1991 if
3 Cash Receipts 1994
4 Correspondence & Subject Files 1996
5 Rec & Park Committee Files 1994
6 Rec. & Parks Facilities Logbook 1995 it
7 Facilities Use Permit 1996
8 Recreation Class Reports (REACH) 1998
9 Timesheets (duplicate record): full and 2000
part time
Exhibit A
Resolution No. 2002-92
Page 4 of 6
JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT
The following list of official record series was eligible for destruction on January 1, 2002.
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.
Records Eligible for
Record Number Record Series Description Destruction
6 Correspondence & Chron. Files 1991 and prior
8 Development Code Enforcement Files 1991
15 Open Planning Applications (Completed) 1999
21 Subject Files 1999 it
Exhibit A
Resolution No. 2002-92
Page 5 of 6
JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series was eligible for destruction on January 1, 2002.
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.
Records Eligible for
Record Number Record Series Description Destruction
1 Activity Reports (Duplicate Record) 2000 and prior
2 Budget Files 1999 "
3 City Council Agendas (Duplicate File) June 2001 "
5 Contractor Invoices to City 1996 if
6 Subject & project files (completed) 1991
7 Chronological Files 1996 It
8 Highway Permits (completed) 1994 it
9 Improvement Undergrounding & Maint. 1990 if
Dist. Files (completed)
11 L.A.County Rd. Dept Service Requests 1996 ti
(completed)
12 L.A.County Engineering Dept. Service 1996
Requests (completed)
13 Maint. Records: Streets, Roads, 1991
Sidewalks & Tree Removal
14 Radar Speed Studies 1996 ft
15 Telephone Logs 1999
16 Time Sheets 1995
Exhibit A
Resolution No. 2002-92
Page 6 of 6