CC RES 2001-093 RESOLUTION NO. 2001-93
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.
2000-85.
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.2000-85; and
WHEREAS, it is now deemed necessary to make certain changes to the
retention schedules for the Finance Department and the Planning, Building &
Code Enforcement Department.
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
Resolution No. 2001-93
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Section 3: City Attorney Written Consent: The written consent of the City
Attorney has been obtained for this destruction.
Passed approved and adopted November 20, 2001.
J i?1 f
Mayor
ATTEST:
dts ' / i il
C y Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF RANCHO PALOS VERDES f"-.1.-- . - '''jr
I, JO PURCELL, City Clerk of the City of Rancho Palos Verdes,
hereby certify that the above Resolution No. 2001-93 was duly and regularly
passed and adopted by the said City Council at a regular meeting thereof held on
November 20, 2001.
0
CITY CLERK
Resolution No. 2001-93
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EXHIBIT "A"
JANUARY 2001
CITY CLERK
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK/ADMINISTRATIVE SERVICES
The following list of official record series was eligible for destruction on January
1, 2001. The Item 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 SERIES DESCRIPTION RECORDS
ELIGIBLE
NO FOR
DESTRUCTION
2 Budget (Department only) 1999 & prior
4 Elections Campaign Statements (Losers) 1996 & prior
6 Contracts 1986 & prior
7 Council Legislative Action Files 1993 &
8 Council Agenda 1996 & "
9 Counter Copy of Agenda Packets 1999 & "
11 City Council Minutes Reference Copy
(duplicate copy) none eligible
13 City Council Ordinances Control Record 1996 & prior
15 City Council Resolution Control Record 1996 & prior
16 Vehicle Ownership Records None eligible
18 File Indices
19 Petitions (elections) none eligible
20 Petitions (other than in 19) 1999 & prior
22 Claims Files Closed 1991 & prior
23 Workers Comp.claims 1991 & prior
24 Statements of Economic Interest
City Council (Dup.Record) 1997 "
Planning Comm. (Dup.Record) 1997 "
Designated Positions (Orig.) 1994 "
JANUARY 2001
RECREATION AND PARKS
DESTRUCTION SCHEDULE
Resolution No. 2001-93
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DEPARTMENT: RECREATION AND PARKS DEPT.
The following list of official record series was eligible for destruction on January
1, 2001. The Item Number refers to the Department's retention schedule and the
Series Description refers to the type of record as it appears on that schedule.
NO. SERIES DESCRIPTION RECORDS ELIGIBLE
FOR DESTRUCTION
1 Activity Reports (Duplicate record) 2000 and prior
2 Budget Files 1996 " "
3 Cash Receipts 1994 " "
4 Correspondence and Subject Files 1996 " "
5 Rec. & Parks Committee Files 1994 " "
6 Rec. & Parks Facilities Log
Book 1995 " "
7 Facilities Use Permit 1996" "
8 Recreation Class Reports (REACH) 1998 " "
9 Timesheets (duplicate record):
Full & Part time 2000 " "
January 2001
CITY MANAGER'S OFFICE
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER'S OFFICE
The following list of official record series was eligible for destruction on January
1, 2001. The Item 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 SERIES DESCRIPTION RECORDS
ELIGIBLE
NO. FOR
DESTRUCTION
1 Activity Reports 1998 and prior
2 Budget Files 1993 " "
3 Correspondence & Subject Files 1997 " "
4 Correspondence-Chronological Files 1994 " "
5 Grant Files (completed) 1995 " "
6 Legal Opinions 1991 " "
7 Claims Files (closed) 1991 " "
8 Personnel Applications 1999 " "
9 Personnel Cards - Full Time Employees 1976 " "
11 Personnel Records, Fulltime Employees 1981 " "
12 Personnel Records, Partime Employees 1981 " "
Resolution No. 2001-93
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13 Friday Admin. Report 1995 " "
14 Treasurer's Annual Reports 1991 " "
15 Treasurer's Ledgers 1991 it "
16 Treasurer's Monthly Reports 1991 " "
17 Treasurer's Warrants Register &
Requests for Warrants 1996 " "
18 Animal Control Files 1999 " "
19 Public Art 1991 " "
20 Community Forum Files 1991 " "
22 Film Permits 1997 " "
23 Parking Citation Disposition Forms 1999 " "
24 Cable Television Advisory Board 1991 " "
JANUARY 1, 2001
FINANCE DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series was eligible for destruction on January
1, 2001. The Item 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 SERIES DESCRIPTION RECORDS
ELIGIBLE
NO. FOR
DESTRUCTION
1 Accounts Payable 1996 & prior
2 Accounts Receivable 1996 "
3 Finance Department. Budgets 1999 "
5 Bank Reconciliation Files 1991 & prior
6 Budget Files (duplicate) 2000 "
7 Business License & Business Tax 1996 "
Registrations
8 Business License Reports 1994 "
9 Cancelled Checks 1994 "
10 Cash Journal 1996 "
11 Cash Receipts 1996 "
12 Correspondence and Subject File 1996 "
13 Correspondence - Chronological 1996 "
14 Demands/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 "
Resolution No. 2001-93
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20 General & Subsidiary Ledgers (Annual) 1981 "
21 Health & Benefits Reports 1996 "
22 Journal Vouchers 1991 "
23 Ledger Reconciliation 1998 "
25 Payroll Records 1991 & prior
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 "
JANUARY 2001
PLANNING, BUILDING, AND CODE ENFORCEMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PLANNING, BUILDING, AND CODE ENFORCEMENT
The following list of official record series were eligible for destruction on January
1, 2001. The Item 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 SERIES DESCRIPTION RECORDS ELIGIBLE
NO. FOR DESCRIPTION
6 Corres. & Chron. Files 1991 " "
8 Development Code Enforcement File 1991 " "
15 Open Planning Application File
(completed) 1999 " "
17 Parcel Maps - Reference Copy when superseded
19 Reference Maps When superseded
20 Reproducible Maps "
21 Subject Files 1999 and prior
JANUARY 2001
PUBLIC WORKS DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series was eligible for destruction on January
1, 2001. The Item 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. 2001-93
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RECORD SERIES DESCRIPTION RECORDS
NO. ELIGIBLE
FOR DESTRUCTION
1 Activity Reports (Duplicate record) 2000 and prior
2 Budget Files 1999 " "
3 City Council Agendas (Duplicate
File) Jan 2001 " "
4 Maps and Plans none eligible
5 Contractor Invoices to City 1996 " "
6 Subject & Project Files (completed) 1991 " "
7 Chronological Files 1996 " "
8 Highway Permits (completed) 1994 " "
9 Improvement Undergrounding &
Maintenance District files (completed) 1990 " "
10 Inventory of Road Infrastructure As superseded
11 Los Angeles County Road Dept.Service
Requests (completed) 1996 " "
12 Los Angeles County Engineering
Department Service Requests (completed) 1996 " "
13 Maint. Records: Streets, Roads,
Sidewalks & Tree Removal 1991 " "
14 Radar Speed Studies 1996 " "
15 Telephone Logs 1999 " "
16 Time Sheets 1995 " "
Resolution No. 2001-93
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