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CC RES 1995-089RESOLUTION NO. 95 -89 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 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 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; 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 3, 1995, MAYOR ATTEST: � Y t 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. 95 -89 was duly and regularly passed and adopted by the said City Council at a Regular Meeting thereof held on October 3, 1995. City Clerk, C y of Rancho Palos Verdes t Page 2 Resol. No. 95 -89 a:&stroy.ms JANUARY 11 1995 CITY MANAGER DESTRUCTION SCHEDULE DEPARTMENT: CITY MANAGER The following list of official record series were eligible for destruction on January 11 1995. 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 1992 and prior 2 Budget Files 1987 " it 3 Correspondence & Subject Files 1991 " if 4 Correspondence- Chronological Files 1988 " it 5 Grant Files (completed) 1989 " it 6 Legal Opinions 1985 " it 7 Litigation and Claims Files (closed) 1985 " It 8 Personnel Applications 1993 " it 9 Personnel Cards - Full Time Employees None eligible 10 Personnel Handbooks Until superseded 11 Personnel Records, Fulltime Employees None eligible 12 Personnel Records, Partime Employees (Terminated) 1975 and prior 13 Status Reports 1989 " if 14 Treasurer's Annual Reports 1985 " of 15 Treasurer's Ledgers if " it 16 Treasurer's Monthly Reports if 17 Treasurer's Warrants Register and Requests for Warrants 1990 and prior 18 Animal Control Files 1993 " if 19 Dog License Files 1993 " it 20 Community Forum Files 1985 " if 21 Community Forum Publication Files Permanent 22 Film Permits 1991 and prior 23 Parking Ticket Reports 1993 " it 24 Cable Television 1985 " it 25 Public Art 1985 " it DESTSCH.CM EXHIBIT "A" Resol. No. 95 -89 Page 1 of 6 JANUARY 1, 1995 PLANNING, BUILDING, AND CODE ENFORCEMENT DESTRUCTION SCHEDULE DEPARTMENT: PLANNING, BUILDING, AND CODE ENFORCEMENT DIRECTOR The following list of official record series were eligible for destruction on January 1, 1995. 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 Address Files 1993 and prior 2 Certificates of Compliance Permanent 3 Certificates of Compliance Files 1990 and prior 4 Coastal Permit Hearings Minutes Permanent 5 Conditional Use Permit and Variance Files (completed) 1985 and prior 6 Correspondence - Chronological Files 1985 7 Development Code Amendments and Zone Changes 1990 8 Development Code Enforcement File 1985 9 Environmental Assessment Reports None eligible 10 Environmental Impact Reports if it 11 General Plan and Coastal Plan Amendments Files 1990 and prior 12 Geologic and Soils Reports Permanent 13 Application Index Log Books When superseded 14 Non - Residential Building Plans (completed) 1993 and prior 15 Planning Application File (completed) 1993 16 Parcel Maps Files (completed) 1985 17 Parcel Maps - Reference Copy When superseded *18 Parks and Recreation Committee Minutes Permanent 19 Planning Commission Minutes and Resolutions Permanent 20 Reference Maps When superseded 21 Reproducible Maps it to 22 Subject Files Annual review 23 Tract Map Files (completed) 1985 and prior 24 Tract Maps - Reference Copy When superseded * Responsibility for Recreation & Parks Comm. returned to Recreation & Park Dept, DESTSCH.PLN Resol. NO. 95 -89 Page 2 of 6 JANUARY 11 1995 CITY CLERK DESTRUCTION SCHEDULE DEPARTMENT: CITY CLERK /RISK MANAGER The following list of official record series were eligible for destruction on January 1, 1995, 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 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 RECORDS ELIGIBLE FOR DESTRUCTION 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 Copy Record Record Permanent 1993 and prior Permanent 1990 and prior Permanent 1980 and prior 1987 " if 1990 and prior 1993 and prior Permanent None eligible Permanent 1990 and prior Permanent 1990 and prior T Permanent if None eligible 1993 and prior Permanent Closed 1985 and prior 1985 and prior DESTSCH.CC Resol. No. 95 -89 Page 3 of 6 JANUARY 11 1995 RECREATION AND PARRS DESTRIICTION SCHEDULE DEPARTMENT: RECREATION AND PARRS ADMINISTRATOR The following list of official record series were eligible for destruction on January 1, 1995, 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 1994 and prior 2 Budget Files 1990 " it 3 Cash Receipts 1988 " if 4 Correspondence and Subject Files 1990 " it 5 Correspondence - Chronological 1994 " if 6 Enterprise Funds financial Records 1985 " it 7 Parks & Recreation Committee Files 1988 " 8 Parks and Recreation Facilities Log Book 1989 9 Facilities Use Permit 1985 10 Purchase Records if 11 Recreation Class Reports 1992 12 Recreation Program Rosters 1990 " 13 Timesheets - Part Time Employees 1985 14 Timesheets - Full Time Employees 1994 15 Recreation & Parks Committee Minutes Permanent DESTSCH.R &P Resol. NO. 95 -89 Page 4 of 6 JANUARY 1, 1995 FINANCE DEPARTMENT DESTRIICTION SCHEDULE DEPARTMENT: FINANCE DIRECTOR The following list of official record series were eligible for destruction on January 1, 1995, 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 File 1985 and prior 2 Accounts Receivable Files if " it 3 Finance Department Budget Files 1993 " if 4 Auditor's Reports Permanent 5 Bank Reconciliation Files 1985 and prior 6 Budget Files (duplicate) 1994 " if 7 Business License and Business Tax 1992 Registration Files 8 Business License Reports 1988 and prior 9 Cancelled Checks 1985 " it 10 Cash Journal to of it 11 Cash Receipts it it if 12 Correspondence and Subject File 1990 1 of 13 Correspondence - Chronological Files if 14 Demands /Warrant Register & Control Files 1985 15 Special District Files 1984 16 Duplicate Check Record 1991 17 Expenditure and Revenue Ledgers 1975 18 General and Subsidiary Ledgers it 19 Health and Benefits Reports 1990 " 20 Journal Vouchers 1985 21 Ledger Reconciliations 1992 " 22 Operating Budget Permanent 23 Payroll Records 1985 and prior 24 Payroll Reports if it if 25 Purchase Orders 1994 of if 26 Reports of Accounts 1985 it if 27 Retirement Records 1980 if of 28 Revenue Folders 1985 if if 29 Time Sheets of it it 30 Trust Deposit Records if if it DESTSCH.FIN Resol. No. 95 -89 Page 5 of 6 JANUARY 1, 1995 PUBLIC WORKS DEPARTMENT DESTRUCTION SCHEDULE DEPARTMENT: PUBLIC WORKS DIRECTOR The Following list of official record series were eligible for destruction on January 1, 1995. 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 1994 and prior 2 Budget Files if if it 3 City Council Agendas From June 95' & prior 4 Maps and Plans None eligible 5 Contractor Invoices to City 1990 and prior 6 Subject and Project Files (completed) 1989 and prior 7 Chronological Files 1990 " if 8 Highway Permits (completed) 1988 9 Improvement Undergrounding and Maintenance District files (completed) 1984 and prior 10 Inventory of Road Infrastructure As superseded 11 Los Angeles County Road Dept. Service Requests (completed) 1990 and prior 12 Los Angeles County Engineering Department Service Requests (completed) 1990 and prior 13 Maintenance Records: Streets, Roads, Sidewalks, and Tree Removal 1988 and prior 14 Radar Speed Studies 1990 15 Telephone Logs 1993 16 Time Sheets 1989 17 Traffic Committee Minutes Permanent DESTSCH.PW Resol. No, 95 -89 Page 6 of 6