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CC RES 1991-071RESOLUTION NO. 91 -71 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 of any City committee or commission. PASSED, APPROVED AND ADOPTED October 15, 1991, Z OR ATTEST: CITY CLERK S 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. 91 -71 was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on October 15, 19910 -2- RESOL . NO. 91 -71 JANUARY 11 1991 DESTRUCTION SCHEDULE DEPARTMENT: FINANCE The following list of official record series were eligible for destruction on January 1, 1991. The item number refers to the Department's Retention Schedule. The name of the record series is as it appears on that schedule. The years are computed as to the records eligible for destruction. Item Number Record Series 1. Accounts Payable 1981 and older 2. Accts. Receivable if " if 3. Budget Files 1988 " if 5. Bank Reconciliation 1981 " of 6e Budget (draft copy) 1990 7. Bus. licenses & bus. tax registration files 1989 90 'Cancelled Checks 1981 10. Cash Journals 1981 11. Cash Receipts 1981 12. Correspondence & subject files 1987 13. Chron. files 1986 " 14. Demands /Warrant Register & Control Files 1981 15. District files 1980 16. Duplicate Check Records 1987 1919 Health & Benefits Reports 1986 20. Journal Vouchers 1981 21. Ledger Reconciliations (work- sheets) 1987 23. Payroll Records 1981 24. Payroll Reports 1981 25. Purchase Orders (duplicates) 1990 2 6 . Report of Accounts 1981 27. Retirement Records 1976 28. Revenue Folders 1981 29. Time Sheets 1981 EXHIBIT "A" -3- RESOL. NO. 91 -71 JANUARY 1, 1991 DESTRUCTION SCHEDULE DEPARTMENT: CITY CLERK /RISK MANAGER The following list of official record series were eligible for destruction on January 1, 1991. The Item Number refers to the Department's retention schedule. The name of the record series is as it appears on that schedule. The years are computed as to the records eligible for destruction. ITEM NO. Record Series 2 Budget 1988 and older 3 Election campaign statements (losers) 1985 " it 6 Contracts 1976 " if 8 City Council Agendas 1987 " if 9 Agenda Packets (counter copy) 1988 " if 20 Petitions (election) 1990 " of 22 Claim Files 1980 " it 23 Workers Comp. Claims 1980 " if EXHIBIT "A" -4- RESOL. NO. 91 -71 JANUARY 11 1991 DESTRUCTION SCHEDULE DEPARTMENT: RECREATION & PARKS The following list of official record series were eligible for destruction on January 1, 1991, The Item Number refers to the Department's Retention Schedule. The name of the record series is as it appears on that schedule. The years are computed as to the records eligible for destruction. Item No. Record Series 1. Activity Reports 1990 and older 2. Budget Files 1985 " it 3. Cash Receipts 1984 " if 4o Corres . & Subject files 19 8 5 " if 5. Chron. Files 1990 " it 6. Enterprise Fund Financial Records 1981 " if 8. Parks & Rec. Facilities log books 1984 " if 90 Facilities Use Permits 1981 " if 100 Purchase Orders 1981 " if 110 Recreation Class Records 1987 " if 12. Rec. Program Rosters 1985 " if 13. Timecards (temporary employees) 1984 " if 14. Timesheets (temporary employees) 1981 " if 150 Timesheets (permanent R &P employees) 1989 (duplicate series) EXHIBIT "A" -5- RESOL. NO. 91 -71 JANUARY 11 1991 DESTRUCTION SCHEDULE DEPARTMENT: PUBLIC WORKS The following list of official record series were eligible for destruction as of January 1, 1991, The Item Number refers to the Department's Retention Schedule. The name of the record series is as it appears on that schedule. The years are computed as to the records eligible for destruction. Item No. Record Series 1. Activity Reports 1990 and older 2. Budget (details re dept. budget) 1988 " if 3. City Council agendas (duplicates) March, 1991 and older 5. Contractor Invoices to City 1985 6,o Subject & completed project files 19 8 4 7. Chron. files 1985 8. Highway Permits (completed) 1983 " 9. Improvement, Underground & Maint. District Files 1980 11. L. A. County Road Dept. 1985 Service Requests 12. L. A. County Engr, Dept. 1985 " Completed Service Requests 139 Maintenance Records 1983 14. Radar Speed Studies 1985 " 15. Dept. Telephone Logs 1988 16. Dept. Timesheets 1984 EXHIBIT "A" -6- RESOL. NO. 91 -71 JANUARY 11 1991 DESTRUCTION SCHEDULE DEPARTMENT: CITY MANAGER The following list of official record series were eligible for destruction on January 1, 1991. The Item Number refers to the Department's retention schedule. The name of the record series is as it appears on that schedule. The years are computed as to the records eligible for destruction. Item No. Record Series 1 Activity Reports 1988 and older 2 Budget files 1983 " if 3 -Corres . & Subject files 1987 " it 4 Corres, Chron, Files 1987 " if 5 Grant Files (completed) 1985 " it 6 Legal Opinions 1980 " of 7 Litigation Corres. 1980 " if 8 Personnel Applications 1988 " if 12 Personnel Files (term. parttime) 1985 " if 13 City Mgr. Wkly. Status Report 1985 " if 14 Treasurer's Annual Report 1980 " it 15 Treasurer's Ledgers 1980 " if 16 Treasurer's Monthly Report 1980 17 Treasurer's Warrant Register & Request for Warrants 1986 18 Animal Control (SPCA) 1988 19 Dog Licenses 1988 20 Community Forum 1980 22 Film Permits 1986 23 Parking Citation Reports 1988 " EXHIBIT "A" -7- RESOL. NO. 91 -71 JANUARY 11 1991 DESTRUCTION SCHEDULE DEPARTMENT: ENVIRONMENTAL SERVICES The following list of official record series were eligible for destruction on January 1, 1991. The Item Number refers to the Department's retention schedule. The years are computed as to the records eligible for destruction. Item No. Record Series 3 Certificates of Compliance Files 1985 and older 5 Conditional Use Permit & variance files 1980 6 Chron Files 1980 7 Development Code Amendments & Zone Changes 1985 8 Development Code Enforcement Files 1980 (completed) 11 General Plan & Coastal Plan Amendmens 1985 " 14 Non - residential building plans (demolished bldgs.) 1988 15 Planning Applications (open) 1988 16 Parcel Maps (approved /recorded) 1980 23 Tract Map Files 1980 24 Tract Map Files (completed) 1980 EXHIBIT "A" -8- RESOL. NO. 91 -71