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CC RES 1996-091RESOLUTION NO. 96 -91 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, MAKING CERTAIN CHANGES TO EXISTING RETENTION SCHEDULES, AND AMENDING RESOLUTION NO. 85 -18. 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 March 19, 1985 the City Council of the City of Rancho Palos Verdes adopted Resolution No. 85 -15 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 WHEREAS, it has been deemed necessary to make certain changes to the retention schedules for the Finance Department and the Recreation & Parks 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 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: Citv Attornev Written Consent: The written consent of the City Attorney has been obtained for this destruction. PASSED, APPROVED AND ADOPTED OCTOBER 15, 1996. ATTEST: State of California County of Los Angeles City of Rancho Palos Verdes )SS I, Jo Purcell, City Clerk of the City of Rancho Palos Verdes, hereby Y certif that the above Resolution No. 96 -91 was duly and regularly passed and adopted b the said . p p y d City Council at a Regular Meeting thereof held on October 15, 1996. N:I GROUPICITYCLRK IRECORDS196DESRES.WPD Resol. No. 96 -91 Page 2 AA)rO I, Jo Purcell, City Clerk of the City of Rancho Palos Verdes, hereby Y certif that the above Resolution No. 96 -91 was duly and regularly passed and adopted b the said . p p y d City Council at a Regular Meeting thereof held on October 15, 1996. N:I GROUPICITYCLRK IRECORDS196DESRES.WPD Resol. No. 96 -91 Page 2 JANUARY 1996 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, 1996. 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. Treasurer's Ledgers 1 Activity Reports 2 Budget Files 3 Correspondence & Subject Files 4 Correspondence- Chronological Files 5 Grant Files (completed) 6 Legal Opinions 7 Litigation and Claims Files (closed) 8 Personnel Applications 9 Personnel Cards - Full Time Employees 10 Personnel Handbooks 11 Personnel Records, Fulltime Employees 12 Personnel Records, Partime Employees (Terminated) 13 Friday Administrataive Report (formerly Status Reports) 14 Treasurer's Annual Reports 15 Treasurer's Ledgers 16 Treasurer's Monthly Reports 17 Treasurer's Warrants Register and 1986 Requests for Warrants 18 Animal Control Files 19 Dog License Files 20 Community Forum Files 21 Community Forum Publication Files 22 Film Permits 23 Parking Ticket Reports 24 Cable Television 25 Public Art RECORDS ELIGIBLE FOR DESTRUCTION 1993 and prior 1988 " 1992 1994 1989 if 1990 " 1986 Permanent 1986 1992 1994 prior None eligible Until superseded None eligible 1976 and prior 1990 1986 1986 1986 1991 and prior 1994 " if 1994 " if 1986 " if Permanent 1992 and prior 1994 it 1986 " if 1986 " if Resol. No. 96 -91 Exhibit "A" Page 1 of 6 JANUARY 11 1996 FINANCE DEPARTMENT DESTRUCTION SCHEDULE DEPARTMENT: FINANCE DEPARTMENT The following list of official record series were eligible for destruction on January 1, 1996, 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. RECORDS ELIGIBLE FOR DESTRUCTION 1 Accounts Payable 1991 & prior 2 Accounts Receivable 1991 & if 3 Finance Department Budgets 1994 & if 4 Auditor's Reports Permanent 5 Bank Reconciliation Files 1986 & prior 6 Budget Files (duplicate) 1995 & if 7 Business License& Business Tax 1993 & if Registrations 8 Business License Reports 1989 & it 9 Cancelled Checks 1991 & if 10 Cash Journal 1991 & if 11 Cash Receipts 1991 & if 12 Correspondence and Subject File 1991 & if 13 Correspondence - Chronological 1991 & if 14 Demands /Warrant Register & Control 1991 & if 15 Special District Files 1985 & if 16 Duplicate Check Record 1992 & if 17 Expenditure & Revenue Ledgers 1991 & if 18 General & Subsidiary Ledgers 1976 & of 19 General & Subsidiary Ledgers (Monthly) 1991 " if 20 General & Subsidiary Ledgers (Annual) 1976 " if 21 Health & Benefits Reports 1991 " if 22 Journal Vouchers 1986 00 00 23 Ledger Reconciliations 1993 " if 24 Operating Budget Permanent 25 Payroll Records 1986 " if 26 Payroll Reports 1986 00 00 27 Purchase Orders 1995 " if 28 Reports of Accounts 1986 " If 29 Retirement Records 1981 30 Revenue Folders 1991 31 Time Sheets 1985 32 Trust Deposit Records 1985 N: \GROUP \CITYCLRK \RECORDS \FINDES96.WPD Resol, No. 96 -91 Exhibit "A" Page 2 of 6 JANUARY 1996 PUBLIC WORKS DEPARTMENT DESTRUCTION SCHEDULE DEPARTMENT: PUBLIC WORKS The Following list of official record series were eligible for destruction on January 1, 1996. 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. • 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 N:\ GROUP \CITYCLRK \RECORDS \PWDEST96.WPD RECORDS ELIGIBLE FOR DESTRUCTION 1995 & Prior 1995 & if June 95' & prior None eligible 1991 & Prior 1990 & it 1991 & it 1989 & if 1985 & if As superseded 1991 & Prior 1991 & if 1989 & if 1991 & if 1994 & if 1990 & if Permanent Resol. No. 96 -91 Exhibit "A" Page 3 of 6 JANUARY 1996 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, 1996. 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) 1994 and prior 2 Certificates of Compliance Permanent 3 Certificates of Compliance Files 1991 and prior 4 Coastal Permit Hearings Minutes Permanent 5 Conditional Use Permit and Variance Files (completed) 1986 and prior 6 Correspondence - Chronological Files 1986 7 Development Code Amendments and Zone Changes 1991 8 Development Code Enforcement File 1986 9 Environmental Assessment Reports None eligible 10 Environmental Impact Reports if if 11 General Plan and Coastal Plan Amendments Files 1991 and prior 12 Geologic and Soils Reports Permanent 13 Application Index Log Books When superseded 14 Non - Residential Building Plans (completed) 1994 and prior 15 Open Planning Application File (completed) 1994 16 Parcel Maps Files (completed) 1986 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 if if 22 Subject Files Subject to annual review 23 Tract Map Files (completed) 1986 and prior 24 Tract Maps - Reference Copy When superseded * Responsibility for Recreation & Parks Comm. returned to Recreation & Park Dept, Resol, No, 96 -91 Exhibit "A" Page 4 of 6 N:\ GROUP \CITYCLRK \RECORDS \PLNDES96.WPD JANUARY 1996 CITY CLERK DESTRUCTION SCHEDULE DEPARTMENT: CITY CLERK /RISK MANAGER The following list of official record destruction on January 1, 1996, The Department's retention schedule and the to the type of record as it appears on RECORD NO 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 SERIES DESCRIPTION series were eligible for Item Number refers to the Series Description refers that schedule. Annexation Budget (Department only) Elections - Winners Elections - Losers City Incorporation Documents Contracts Council Legislative Action Files Council Agenda Counter Copy of Agenda Packets City Council Minute Books City Council Minutes Reference City Council Ordinances Books City Council Ordinances Control Sheet City Council Resolution Books City Council Resolution Control Sheet Vehicle Ownership Records History Archives File Indices Petitions (elections) Petitions (other than in 19) Real Property Files Claims Files Workers Comp, Files N:\ GROUP \CITYCLRK \RECORDS \CCLDES96.WPD Copy Record Record RECORDS ELIGIBLE FOR DESTRUCTION Permanent 1994 and prior Permanent 1991 and prior Permanent 1981 and prior 1988 & it 1991 & if 1994 & if Permanent None eligible Permanent 1991 and prior Permanent 1991 and prior None eligible Permanent if None eligible 1994 and prior Permanent Closed 1986 and prior 1986 and prior Resol. No, 96 -91 Exhibit "A" Page 5 of 6 JANUARY 1996 RECREATION AND PARKS DESTRUCTION SCHEDULE DEPARTMENT: RECREATION AND PARKS DEPT. The following list of official record series were eligible for destruction on January 1, 1996, 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 & prior 2 Budget Files 1991 " if 3 Cash Receipts 1989 " of 4 Correspondence and Subject Files 1991 " if 5 Rec. & Parks Committee Files 1989 6 Rec. & Parks Facilities Log Book 1990 7 Facilities Use Permit 1991 8 Recreation Class Reports 1993 9 Timesheets:Full & Part time employees 1995 10 Rec. & Parks Committee Minutes Permanent Resol. No. 96 -91 Exhibit "A" Page 6 of 6 N:\ GROUP \CITYCLRK \RECORDS \R &PDES96.WPD