CC RES 1997-089RESOLUTION NO. 97 -89
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 is not necessary after a certain
period of time for the effective and efficient operation of the government of the City of
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 Resolution 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 October 21, 1997.
�li�l � o VIII
ATTEST:
/CITY CLERK
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. 97 -89 was duly and regularly passed and adopted by the
said City Council at a Regular Meeting thereof held on October 21, 1997.
City Clerk
N:\GROUP\CITYCLRK\RECORDS\9789RES.
Resol. No. 97 -89
Page 2
JANUARY 1997
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, 1997.
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
NOw
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
RECORDS ELIGIBLE
FOR DESTRUCTION
Activity Reports 1994 and prior
Budget Files 1989 it if
Correspondence & Subject Files 1993 it to
Correspondence- Chronological Files 1990 if if
Grant Files (completed) 1991 it It
Legal Opinions 1987 1° it
Litigation and Claims Files (closed) 1987 if If
Personnel Applications 1995 if it
Personnel Cards -Full Time Employees
Personnel Handbooks
Personnel Records, Fulltime Employees
Personnel Records, Partime Employees
(Terminated)
Friday Administrative Report
Treasurer's Annual Reports of
Treasurer's Ledgers go
Treasurer's Monthly Reports
Treasurer's Warrants Register and
Requests for Warrants
Animal Control Files
Dog License Files
Community Forum Files if
Community Forum Publication Files
Film Permits
Parking Ticket Reports
Cable Television of
Public Art of
None eligible
Until superseded
None eligible
1977 and prior
1991 " "
1987 "
1987 "
1987 '° "
1992 and prior
1995 " "
1995 " "
1987 "
Permanent
1993 and prior
1995 " "
1987 "
1987 "
Exhibit "A"
Resol. No. 97 -89
Page 1
JANUARY 1, 1997
FINANCE DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series were eligible for destruction on January 1, 1997.
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
FOR DESTRUCTION
1
Accounts Payable
1992 &
prior
2
Accounts Receivable
1992 &
of
3
Finance Department Budgets
1995 &
if
4
Auditor's Reports
Permanent
5
Bank Reconciliation Files
1987 &
prior
6
Budget Files (duplicate)
1996 &
if
7
Business License& Business Tax
1992 &
if
Registrations
8
Business License Reports
1990 &
if
9
Cancelled Checks
1992 &
"
10
Cash Journal
1992 &
11
Cash Receipts
1992 &
12
Correspondence and Subject File
1992 &
"
13
Correspondence - Chronological
1992 &
"
14
Demands/Warrant Register & Control
1992 &
"
15
Special District Files
1986 &
"
16
Duplicate Check Record
1993 &
"
17
Expenditure & Revenue Ledgers
1992 &
"
18
General & Subsidiary Ledgers
1977 &
"
19
General & Subsidiary Ledgers (Monthly)
1992 &
"
20
General & Subsidiary Ledgers (Annual)
1977 &
"
21
Health & Benefits Reports
1992 &
"
22
Journal Vouchers
1987 &
23
Ledger Reconciliations
1994 &
"
24
Operating Budget
Permanent
25
Payroll Records
1987 &
26
Payroll Reports
1987 &
27
Purchase Orders
1996 &
28
Reports of Accounts
1987 &
"
29
Retirement Records
1982 &
"
30
Revenue Folders
1992 &
"
31
Time Sheets
1987 &
"
32
Trust Deposit Records
1985 &
"
Exhibit "A"
Resol. No. 97 -89
Page 2
JANUARY 1997
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, 1997.
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 It "
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 of if
16
Parcel Maps Files (completed)
1987 of of
17
Parcel Maps - Reference Copy
When superseded
18
Parks and Recreation Committee Minutes
Permanent
19
Planning Commission Minutes and
Resolutions
if
20
Reference Maps
When superseded
21
Reproducible Maps
of if
22
Subject Files
Subject to annual
review
23
Tract Map Files (completed)
1987 and prior
24
Tract Maps - Reference Copy
When superseded
Exhibit "A"
Resol. No. 97 -89
Page 3
JANUARY 1997
CITY CLERK
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK/RISK MANAGER
The following list of official record series were eligible for destruction on January 1, 1997.
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
NO
1
Annexation
2
Budget (Department only)
3
Elections - Winners
4
Elections - Losers
5
City Incorporation Documents
6
Contracts
7
Council Legislative Action Files
8
Council Agenda
9
Counter Copy of Agenda Packets
10
City Council Minute Books
11
City Council Minutes Reference Copy
12
City Council Ordinances Books
13
City Council Ordinances Control Record
Sheet
14
City Council Resolution Books
15
City Council Resolution Control Record
Sheet
16
Vehicle Ownership Records
17
History Archives
18
File Indices
19
Petitions (elections)
20
Petitions (other than in 19)
21
Real Property Files
22
Claims Files
23
Workers Comp. Files
RECORDS ELIGIBLE
FOR DESTRUCTION
Permanent
1995 and prior
Permanent
1992 and prior
Permanent
1982 and prior
1989 & "
1992 & "
1995 & "
Permanent
None eligible
Permanent
1992 and prior
Permanent
1992 and prior
None eligible
Permanent
of
None eligible
1995 and prior
Permanent
Closed 1987 & prior
1987 and prior
Exhibit "A"
Resol. No. 97 -89
Page 4
JANUARY 1997
PUBLIC WORKS DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The Following list of official record series were eligible for destruction on January 1, 1997.
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
NO
1 Activity Reports
2 Budget Files
3 City Council Agendas (Duplicate
File)
4 Maps and Plans
5 Contractor Invoices to City
6 Subject &Project Files (completed)
7 Chronological Files
8 Highway Permits (completed)
9 Improvement Undergrounding &
Maintenance District files (completed)
10 Inventory of Road Infrastructure
11 Los Angeles County Road Dept.Service
Requests (completed)
12 Los Angeles County Engineering
Department Service Requests (completed)
13 Maint. Records: Streets, Roads,
Sidewalks &Tree Removal
14 Radar Speed Studies
15 Telephone Logs
16 Time Sheets
17 Traffic Committee Minutes
RECORDS ELIGIBLE
FOR DESTRUCTION
1996 & Prior
1996 & to
Jan 97' & prior
None eligible
1992 & Prior
1991 & of
1992 & of
1990 & If
1986 & it
As superseded
1996 & Prior
11100 P'YAF:
1990 & of
1992 & of
1995 & of
1991 & to
Permanent
Exhibit "A"
Resol. No. 97 -89
Page 5
JANUARY 1997
RECREATION AND PARKS
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS DEPT.
The following list of official record series were eligible for destruction on January 1, 1997.
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 DESCRIPTIQN
NO
1
Activity Reports
2
Budget Files
3
Cash Receipts
4
Correspondence and Subject Files
5
Rec. &Parks Committee Files
6
Rec. &Parks Facilities Log
Book
7
Facilities Use Permit
8
Recreation Class Reports
9
Timesheets:Full &Part time employees
10
Rec. &Parks Committee Minutes
NA GROUPICITYCLRK IRECORDS\97D EST. EXH
RECORDS ELIGIBLE
FOR DESTRUCTION
1996 & prior
1992 of if
1990 of of
1992 If it
1990 it if
1991 of of
1992 it if
1994 if If
1996 of of
Permanent
Exhibit "A"
Resol. No. 97 -69
Page 6
JANUARY 1997
PUBLIC WORKS DEPARTMENT
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The Following list of official record series were eligible for destruction on January 1, 1997.
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 & Prior
2 Budget Files 1996 & "
3 City Council Agendas (Duplicate
File) Jan 97' & prior
4 Maps and Plans None eligible
5 Contractor Invoices to City 1992 & Prior
6 Subject & Project Files (completed) 1991 & "
7 Chronological Files 1992 &
8 Highway Permits (completed) 1990 &
9 Improvement Undergrounding &
Maintenance District files (completed) 1986 &
10 Inventory of Road Infrastructure As superseded
11 Los Angeles County Road Dept.Service
Requests (completed) 1996 & Prior
12 Los Angeles County Engineering
Department Service Requests (completed) 1992 & "
13 Maint. Records: Streets, Roads,
Sidewalks & Tree Removal 1990 &
14 Radar Speed Studies 1992 &
15 Telephone Logs 1995 &
16 Time Sheets 1991 & "
17 Traffic Committee Minutes Permanent
Exhibit "A"
Reso l. No. 97-89
Page 7
JANUARY 1997
RECREATION AND PARKS
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS DEPT.
The following list of official record series were eligible for destruction on January 1, 1997.
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 & prior
2 Budget Files 1992 " "
3 Cash Receipts 1990 " "
4 Correspondence and Subject Files 1992 " "
5 Rec. & Parks Committee Files 1990 " "
6 Rec. & Parks Facilities Log
Book 1991
7 Facilities Use Permit 1992 " "
8 Recreation Class Reports 1994 " "
9 Timesheets:Full & Part time employees 1996 " "
10 Rec. & Parks Committee Minutes Permanent
N:IGROUPICITYCLRKIRECORDS197DEST.EXH
Exhibit "A"
Resol. No. 97-89
Page 8