CC RES 1998-093 RESOLUTION NO. 98-93
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF RANCHO PALOS VERDES AUTHORIZING
THE DESTRUCTION OF CERTAIN CITY RECORDS
AS PROVIDED BY SECT. 34090 OF THE GOVERNMENT
CODE OF THE STATE OF CALIFORNIA
WHEREAS, the keeping of numerous records after a certain length of time is not
necessary for the effective and efficient operation of the government of the City Rancho
Palos Verdes; and
WHEREAS, Section 34090 of the Government Code of the State of
California provides a procedure whereby any City record which has served its purpose
and is no longer required may be destroyed; and
WHEREAS, on October 15, 1996, the City Council of the City of Rancho Palos
Verdes adopted Resol. No. 96-91 approving 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
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 Schedules 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 November 4, 1998.
)6A--Set-t-o (YeA.A.4-4-4D
i
OR
ATTEST:
Og f / ;
,
S ITY C ERK
St e 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. 98-93 was duly and regularly passed and adopted by the
said City Council at a Regular Meeting thereof held on Novembe -, 1998.
A iit
City Clerk
N:\GROUP\CITYCLRK\RECORDS\98RESOL
Resol. No. 98-93
Page 2
JANUARY 1998
CITY MANAGER'S OFFICE
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER'S OFFICE
The following list of official record series were eligible for
destruction on January 1, 1998. 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 1995 and prior
2 Budget Files 1990 "
3 Correspondence & Subject Files 1994 " "
4 Correspondence-Chronological Files 1991 "
5 Grant Files (completed) 1992 "
6 Legal Opinions 1988 " "
7 Litigation and Claims Files (closed) 1988 "
8 Personnel Applications 1996 "
9 Personnel Cards - Full Time Employees None eligible
10 Personnel Handbooks Permanent
11 Personnel Records, Fulltime Employees Term. prior 1979
12 Personnel Records, Partime Employees " " "
13 Friday Admin. Report
(formerly Status Reports) 1992 "
14 Treasurer's Annual Reports 1988 "
15 Treasurer's Ledgers 1988 "
16 Treasurer's Monthly Reports 1988 " "
17 Treasurer's Warrants Register and
Requests for Warrants 1993 and prior
18 Animal Control Files 1996 " "
19 Dog License Files 1996 "
20 Community Forum Files 1988 "
21 Community Forum Publication Files Permanent
22 Film Permits 1994 and prior
23 Parking Ticket Reports 1996 "
24 Cable Television 1988 "
25 Public Art 1988 " "
N:\GROUP\CITYCLRK\RECORDS\RECORDS\CITMGDES.98
Exhibit "A"
Resol. No. 98-93
Page 3
JANUARY 1998
PUBLIC WORKS DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The Following list of official record series were eligible for
destruction on January 1, 1998. 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 1997 & Prior
2 Budget Files 1997 &
3 City Council Agendas (Duplicate
File) Jan 98 & prior
4 Maps and Plans None eligible
5 Contractor Invoices to City 1993 & Prior
6 Subject & Project Files (completed) 1989 & "
7 Chronological Files 1993 &
8 Highway Permits (completed) 1991 &
9 Improvement Undergrounding &
Maintenance District files (completed) 1987 &
10 Inventory of Road Infrastructure As superseded
11 Los Angeles County Road Dept.Service
Requests (completed) 1993 & Prior
12 Los Angeles County Engineering
Department Service Requests (completed) 1993 &
13 Maint. Records: Streets, Roads,
Sidewalks & Tree Removal 1991 & "
14 Radar Speed Studies 1993 &
15 Telephone Logs 1996 &
16 Time Sheets 1992 & "
17 Traffic Committee Minutes Permanent
N:\GROUP\CITYCLRK\RECORDS\RECORDS\PWDEST.98W
Exhibit "A"
Resol. No. 98-93
Page 4
JANUARY 1998
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, 1998. 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 Address Files(Bldgs. destroyed) 1995 and prior
2 Certificates of Compliance Permanent
3 Certificates of Compliance Files 1992 and prior
4 Coastal Permit Hearings Minutes Permanent
5 Conditional Use Permit and
Variance Files (completed) 1987 and prior
6 Correspondence - Chronological
Files 1987 "
7 Development Code Amendments and
Zone Changes 1992 "
8 Development Code Enforcement File 1987 " "
9 Environmental Assessment Reports None eligible
10 Environmental Impact Reports " "
11 General Plan and Coastal Plan
Amendments Files 1992 and prior
12 Geologic and Soils Reports Permanent
13 Application Index Log Books When superseded
14 Non-Residential Building Plans
(completed) 1995 and prior
15 Open Planning Application File
(completed) 1995 " "
16 Parcel Maps Files (completed) 1987 " "
17 Parcel Maps - Reference Copy When superseded
18 Parks and Recreation Committee Minutes Permanent
19 Planning Commission Minutes and
Resolutions
20 Reference Maps When superseded
21 Reproducible Maps
22 Subject Files 1996 & Prior
23 Tract Map Files (completed) 1987 and prior
24 Tract Maps - Reference Copy When superseded
N:I GROUPICITYCLRK IRECORDSIRECORDSIPLNDES97.WPD Exhibit "A"
Resol. No. 98-93
Page 5
JANUARY 1, 1998
FINANCE DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series were eligible for
destruction on January 1, 1998. 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 1993 & prior
2 Accounts Receivable 1993 & "
3 Finance Department Budgets 1996 & "
4 Auditor's Reports Permanent
5 Bank Reconciliation Files 1988 & prior
6 Budget Files (duplicate) 1997 & "
7 Business License& Business Tax 1993 & "
Registrations
8 Business License Reports 1991 & "
9 Cancelled Checks 1993 & "
10 Cash Journal 1993 & "
11 Cash Receipts 1993 & "
12 Correspondence and Subject File 1993 & "
13 Correspondence - Chronological 1993 & "
14 Demands/Warrant Register & Control 1993 & "
15 Special District Files 1987 & "
16 Duplicate Check Record 1994 & "
17 Expenditure & Revenue Ledgers 1993 & "
18 General & Subsidiary Ledgers 1978 & "
19 General & Subsidiary Ledgers (Monthly) 1993 " "
20 General & Subsidiary Ledgers (Annual) 1978 " "
21 Health & Benefits Reports 1993 " "
22 Journal Vouchers 1988 " "
23 Ledger Reconciliations 1995 " "
24 Operating Budget Permanent
25 Payroll Records 1988 " "
26 Payroll Reports 1988 " II
27 Purchase Orders 1997 " "
28 Reports of Accounts 1988 " 1'
29 Retirement Records 1983 " "
30 Revenue Folders 1993 " "
31 Time Sheets 1988 " "
32 Trust Deposit Records 1988 " "
NAGROUPI CITYCLRK IRECORDSIRECORDSIFINDEST.98
Exhibit "A"
Resol. No. 98-93
Page 6
JANUARY 1998
RECREATION AND PARKS
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS DEPT.
The following list of official record series were eligible for
destruction on January 1, 1998. 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 1997 & prior
2 Budget Files 1993 " "
3 Cash Receipts 1991 "
4 Correspondence and Subject Files 1993 " "
5 Rec. & Parks Committee Files 1991 " "
6 Rec. & Parks Facilities Log
Book 1992 " "
7 Facilities Use Permit 1993 " "
8 Recreation Class Reports (REACH) 1995 " "
9 Timesheets (dupliate record) :
Full & Part time 1997 "
10 Rec. & Parks Committee Minutes Permanent
N:\GROUP\CITYCLRK\RECORDS\RECORDS\R&PDES.98
Exhibit "A"
Resol. No. 98-93
Page 7
JANUARY 1998
CITY CLERK
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK/RISK MANAGER
The following list of official record series were eligible for
destruction on January 1, 1998. 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
O FOR DESTRUCTION
1 Annexation Permanent
2 Budget (Department only) 1996 and prior
3 Elections - Winners Permanent
4 Elections - Losers 1993 and prior
5 City Incorporation Documents Permanent
6 Contracts 1983 and prior
7 Council Legislative Action Files 1990 & It
8 Council Agenda 1993 & "
9 Counter Copy of Agenda Packets 1996 & "
10 City Council Minute Books Permanent
11 City Council Minutes Reference Copy None eligible
12 City Council Ordinances Books Permanent
13 City Council Ordinances Control Record
Sheet 1993 and prior
14 City Council Resolution Books Permanent
15 City Council Resolution Control Record
Sheet 1993 and prior
16 Vehicle Ownership Records None eligible
17 History Archives Permanent
18 File Indices I+
19 Petitions (elections) None eligible
20 Petitions (other than in 19) 1996 and prior
21 Real Property Files Permanent
22 Claims Files Closed 1988 and
prior
23 Workers Comp. Files 1988 and prior
N:\GROUP\CITYCLRK\RECORDS\RECORDS\CCLEKDES.98
Exhibit "A"
Resol. No. 98-93
Page 8