CC RES 1999-078 RESOLUTION NO. 99- 78
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 November 4, 1998, the City Council of the City of Rancho Palos
Verdes adopted Resol. No. 98-93 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 October 19, 1999.
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IWITY ' LERK
• ate 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. 99-78 was duly and regularly passed and adopted by the said
City Council at a Regular Meeting thereof held on October 19, 1999.
i
§ City Clerk
re dest sched .DOC
Resol . No. 99-78
Page 2
JANUARY 1999
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, 1999. 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 1996 and prior
2 Budget Files 1991 " "
3 Correspondence & Subject Files 1995 " "
4 Correspondence-Chronological Files 1992 " "
5 Grant Files (completed) 1993 " "
6 Legal Opinions 1989 " "
7 Litigation and Claims Files (closed) 1989 " "
8 Personnel Applications 1997 " "
9 Personnel Cards - Full Time Employees 1973 " "
10 Personnel Handbooks Permanent
11 Personnel Records, Fulltime Employees 1979 " "
12 Personnel Records, Partime Employees 1979 " "
13 Friday Admin. Report (formerly Status
Reports) 1993 " "
14 Treasurer's Annual Reports 1989 " "
15 Treasurer's Ledgers 1989 " "
16 Treasurer's Monthly Reports 1989 " "
17 Treasurer's Warrants Register &
Requests for Warrants 1994 " "
18 Animal Control Files 1997 " "
19 Dog License Files 1997 " "
20 Community Forum Files (NEWSLETTER) 1989 " "
21 Community Forum Published issues Permanent
22 Film Permits 1995 " "
23 Parking Ticket Reports 1997 " "
24 Cable Television 1989 " "
25 Public Art 1989 " "
W:\RECORDS\RECORDS\99city mgr des sched. .doc
Exhibit "A"
Resol. No. 99-78
JANUARY 1999
CITY CLERK
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK/ADMINISTRATAIVE SERVICES
The following list of official record series were eligible for
destruction on January 1, 1999 . 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 Annexation Permanent
2 Budget (Department only) 1998 and prior
3 Elections - Winners Permanent
4 Elections - Losers 1994 and prior
5 City Incorporation Documents Permanent
6 Contracts 1984 and prior
7 Council Legislative Action Files 1991 &
8 Council Agenda 1994 & If
9 Counter Copy of Agenda Packets 1997 & If
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 1994 and prior
14 City Council Resolution Books Permanent
15 City Council Resolution Control Record
Sheet 1994 and prior
16 Vehicle Ownership Records None eligible
17 History Archives Permanent
18 File Indices
19 Petitions (elections) None eligible
20 Petitions (other than in 19) 1997 and prior
21 Real Property Files Permanent
22 Claims Files Closed 1989 and
prior
23 Workers Comp. Files 1989 and prior
Exhibit "A"
Resol. No. 99-78
Page 2
JANUARY 1, 1999
FINANCE DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series were eligible for
destruction on January 1, 1999 . 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 1994 & prior
2 Accounts Receivable 1994 &
3 Finance Department Budgets 1997 &
4 Auditor' s Reports Permanent
5 Bank Reconciliation Files 1989 & prior
6 Budget Files (duplicate) 1998 & "
7 Business License& Business Tax 1994 &
Registrations
8 Business License Reports 1992 &
9 Cancelled Checks 1994 &
10 Cash Journal 1994 &
11 Cash Receipts 1994 &
12 Correspondence and Subject File 1994 &
13 Correspondence - Chronological 1994 &
14 Demands/Warrant. Register & Control 1994 &
15 Special District Files 1988 &
16 Duplicate Check Record 1995 &
17 Expenditure & Revenue Ledgers 1994 &
18 General & Subsidiary Ledgers 1979 &
19 General & Subsidiary Ledgers (Monthly) 1994 "
20 General & Subsidiary Ledgers (Annual) 1979 "
21 Health & Benefits Reports 1994 "
22 Journal Vouchers 1989 "
23 Ledger Reconciliations 1996 "
24 Operating Budget Permanent
25 Payroll Records 1989 "
26 Payroll Reports 1989 "
27 Purchase Orders 1998 "
28 Reports of Accounts 1989 "
29 Retirement Records 1984 "
30 Revenue Folders 1994 "
31 Time Sheets 1989 "
32 Trust Deposit Records 1989 "
W:\RECORDS\RECORDS\99 FIN DEST SCHED.doc
Exhibit "A"
Resol. No. 99-78
Page 3
JANUARY 1999
PUBLIC WORKS DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series were eligible for destruction on January 1, 1999.
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 1998 " "
3 City Council Agendas (Duplicate
File) Jan 99 " "
4 Maps and Plans None eligible
5 Contractor Invoices to City 1994 " "
6 Subject & Project Files (completed) 1989 " "
7 Chronological Files 1994 " "
8 Highway Permits (completed) 1992 " "
9 Improvement Undergrounding &
Maintenance District files (completed) 1988 " "
10 Inventory of Road Infrastructure As superseded
11 Los Angeles County Road Dept.Service
Requests (completed) 1994 " "
12 Los Angeles County Engineering
Department Service Requests (completed) 1994 " "
13 Maint. Records: Streets, Roads,
Sidewalks & Tree Removal 1989 " "
14 Radar Speed Studies 1994 " "
15 Telephone Logs 1997 " "
16 Time Sheets 1993 " "
17 Traffic Committee Minutes Permanent
W:\RECORDS\RECORDS\99 PUB WKS DEST.DOC
Exhibit "A"
Resol. No. 99-78
Page 4
JANUARY 1999
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, 1999.
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
1 Address Files(Bldgs. destroyed) 1996 and prior
2 Certificates of Compliance Permanent
3 Certificates of Compliance Files 1994 and prior
4 Coastal Permit Hearings Minutes Permanent
5 Conditional Use Permit and
Variance Files (completed) 1989 and prior
6 Corres. & Chron. Files 1989 " "
7 Development Code Amendments and
Zone Changes 1994 " "
8 Development Code Enforcement File 1989 " "
9 Environmental Assessment Reports None eligible
10 Environmental Impact Reports " "
11 General Plan and Coastal Plan
Amendments Files 1994 and prior
12 Geologic and Soils Reports Permanent
13 Application Index Log Books When superseded
14 Non-Residential Building Plans
(completed) 1997 and prior
15 Open Planning Application File
(completed) 1997 " "
16 Parcel Maps Files (completed) 1989 "
17 Parcel Maps - Reference Copy When superseded
18 P&R Committee Mins. Permanent
19 Plang. Comm. Mins. & Resols.
20 Reference Maps When superseded
21 Reproducible Maps "
22 Subject Files 1997 and prior
23 Tract Map Files (completed) 1989 "
24 Tract Maps - Reference Copy When superseded
W:\RECORDS\99pIng bldg&code enf des..doc
Exhibit "A"
Resol. No. 99-78
Page 5
JANUARY 1999
RECREATION AND PARKS
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS DEPT.
The following list of official record series were eligible for destruction on January 1, 1999.
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 1998 and prior
2 Budget Files 1994 " "
3 Cash Receipts 1992 " "
4 Correspondence and Subject Files 1994 " "
5 Rec. & Parks Committee Files 1992 " "
6 Rec. & Parks Facilities Log
Book 1993 " "
7 Facilities Use Permit 1994 " "
8 Recreation Class Reports (REACH) 1996 " "
9 Timesheets (duplicate record):
Full & Part time 1998 " "
10 Rec. & Parks Committee Minutes Permanent
W:\RECORDS\RECORDS\99 P&R dest.sched.doc
Exhibit "A"
Resol. No. 99-78
Page 6