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CC RES 1994-081RESOLUTION NO. 94 -81 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 September 20, 1994. 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. 94 -81 was duly and regularly passed and adopted by the said City Council at a Regular Meeting thereof held on September 20, 1994. :iu City Clerk, C y of Rancho Palos Verdes Page 2 Resol, No. 94 -81 a:destroy.res JANUARY 11 1994 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, 1994, 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) 1992 and prior 2 Certificates of Compliance Permanent 3 Certificates of Compliance Files 1989 and prior 4 Coastal Permit Hearings Minutes Permanent 5 Conditional Use Permit and Variance Files (completed) 1989 and prior 6 Correspondence - Chronological Files 1984 7 Development Code Amendments and Zone Changes 1989 8 Development Code Enforcement File 1984 9 Environmental Assessment Reports None eligible 10 Environmental Impact Reports to of 11 General Plan and Coastal Plan Amendments Files 1989 and prior 12 Geologic and Soils Reports Permanent 13 Application Index Log Books When superseded 14 Non- Residential Building Plans (completed) 1992 and prior 15 Open Planning Application File (completed) 1992 16 Parcel Maps Files (completed) 1984 17 Parcel Maps - Reference Copy When superseded *18 Parks and Recreation Committee Minutes Permanent 19 Planning Commission Minutes and Resolutions it 20 Reference Maps When superseded 21 Reproducible Maps if if 22 Subject Files Subject to annual review 23 Tract Map Files (completed) 1984 and prior 24 Tract Maps - Reference Copy When superseded * Responsibility for Recreation & Parks Comm. returned to Recreation & Park Dept. DESTSCH.PLN EXHIBIT "A" RESOL. NO. 94 -81 Page 1 JANUARY 11 1994 RECREATION AND PARRS DESTRIICTION SCHEDULE DEPARTMENT: RECREATION AND PARRS ADMINISTRATOR The following list of official record series were eligible for destruction on January 1, 1994, 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 1993 and prior 2 Budget Files 1989 if 3 Cash Receipts 1987 " if 4 Correspondence and Subject Files 1989 " if 5 Correspondence - Chronological 1993 " it 6 Enterprise Funds financial Records 1984 " if 7 Parks & Recreation Committee Files 1987 8 Parks and Recreation Facilities Log Book 1988 9 Facilities Use Permit 1984 10 Purchase Records it 11 Recreation Class Reports 1991 12 Recreation Program Rosters 1989 13 Timesheets - Part Time Employees 1984 14 Timesheets - Full Time Employees 1993 15 Recreation & Parks Committee Minutes Permanent DESTSCH.R &P EXHIBIT "A" RESOL. NO. 94 -81 Page 2 JANUARY 11 1994 FINANCE DEPARTMENT DESTRIICTION SCHEDULE DEPARTMENT: FINANCE DIRECTOR The following list of official record series were eligible for destruction on January 1, 1994, 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 1984 and prior 2 Accounts Receivable Files it " it 3 Finance Department Budget Files 1992 " if 4 Auditor's Reports Permanent 5 Bank Reconciliation Files 1984 and prior 6 Budget Files (duplicate) 1993 " it 7 Business License and Business Tax 1991 Registration Files 8 Business License Reports 1987 and prior 9 Cancelled Checks 1984 10 Cash Journal of 11 Cash Receipts of 12 Correspondence and Subject File 1989 13 Correspondence - Chronological Files it 14 Demands /Warrant Register & Control Files 1984 15 Special District Files 1983 16 Duplicate Check Record 1990 17 Expenditure and Revenue Ledgers 1974 18 General and Subsidiary Ledgers it 19 Health and Benefits Reports 1989 20 Journal Vouchers 1984 21 Ledger Reconciliations 1991 22 Operating Budget Permanent 23 Payroll Records 1984 and prior 24 Payroll Reports it it if 25 Purchase Orders 1993 of if 26 Reports of Accounts 1984 if if 27 Retirement Records 1979 if if 28 Revenue Folders 1984 if if 29 Time Sheets 30 Trust Deposit Records DESTSCH.FIN EXHIBIT "A" RESOL. NO. 94 -81 Page 3 JANUARY 1, 1994 PUBLIC WORKS DEPARTMENT DESTRUCTION SCHEDULE DEPARTMENT: PUBLIC WORKS DIRECTOR The Following list of official record series were eligible for destruction on January 1, 1994. 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 1993 and prior 2 Budget Files it if if 3 City Council Agendas From June 94' & prior 4 Maps and Plans None eligible 5 Contractor Invoices to City 1989 and prior 6 Subject and Project Files (completed) 19 8 8 and prior 7 Chronological Files 1989 " if 8 Highway Permits (completed) 1987 9 Improvement Undergrounding and Maintenance District files (completed) 1983 and prior 10 Inventory of Road Infrastructure When superseded 11 Los Angeles County Road Dept, Service Requests (completed) 1989 and prior 12 Los Angeles County Engineering Department Service Requests (completed) 1989 and prior 13 Maintenance Records: Streets, Roads, Sidewalks, and Tree Removal 1987 and prior 14 Radar Speed Studies 1989 " of 15 Telephone Logs 1992 " if 16 Time Sheets 1988 if 17 Traffic Committee Minutes Permanent DESTSCH.PW EXHIBIT "A" - RESOL. N0. 94-81 Page 4 DEPARTMENT: JANUARY 1, 1994 CITY CLERK DESTRUCTION SCHEDULE CITY CLERK /RISK MANAGER The following list of official record series were eligible for destruction on January 1, 19949 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 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 DESTSCH.CC EXHIBIT-"All Permanent 1992 and prior Permanent 1989 and prior Permanent 1979 and prior 1989 and prior 1992 and prior Permanent None eligible Permanent 1989 and prior Permanent 1989 and prior None eligible Permanent it None eligible 1992 and prior Permanent Closed 1984 and prior 1984 and prior RESOL. NO. 94 -81 Page 5 JANUARY 11 1994 CITY MANAGER DESTRUCTION SCHEDULE DEPARTMENT: CITY MANAGER The following list of official record series were eligible for destruction on January 1, 1994, 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 1991 and prior 2 Budget Files 1986 " if 3 Correspondence & Subject Files 1990 " of 4 Correspondence- Chronological Files 1987 5 Grant Files (completed) 6 Legal Options 1988 7 Litigation and Claims Files (closed) 1984 8 Personnel Applications 1992 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) 1974 and prior 13 Status Reports 1988 " if 14 Treasurer's Annual Reports 1984 " if 15 Treasurer's Ledgers if " if 16 Treasurer's Monthly Reports if 17 Treasurer's Warrants Register and Requests for Warrants 1989 and prior 18 Animal Control Files 1992 " " 19 Dog License Files it " to 20 Community Forum Files 1984 " if 21 Community Forum Publication Files Permanent 22 Film Permits 1990 and prior 23 Parking Ticket Reports 1992 " of 24 Cable Television 1984 " if 25 Public Art 1984 " if DESTSCH.CM EXHIBIT "A" RESOL. 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