CC RES 1989-097RESOLUTION NO* 89 -97
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 necassary-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 34098 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 cif 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 t2> 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 3, 1989.
ld
MAYOR
ATTEST,
CITY CLERK-*
S'ate of California
County of Los Angeles ss
City of Rancho.Palos Verdes
It JO PURCELLr City Clerk of the City of Rancho Palos Verdes, hereby
certify that the .above Resolution No. 89,-,9.7 was duly and regularly
passed and adopted by the said City Council at a regular meeting
thereof-held on. October ,3, 1989.
woman"
CITY. CLERK-1.
CITY F RANCHO -PALOS VERDES
-2- RESOL. 89-97
JANUARY 1. 1989
DESTRUCTION SCHEDULE'
DEPARTMENT: CITY CLERK
The following list of official r
destruction on January 1, 1989.
Department's retention schedule.
it appear on that schedule. The
eligible for destruction.
DATE: JANUARY 1989
ecord series are eligible for
the Item Number refers-to the City
The name of the record -series is as
years are computed as to the records
ITEM CITY CLERK
NO
2 Budget 1986 rand older.
39 Elections Campaign Statements(Losers) 1984
60 Contracts 1974 "
80 Council Agendas -1984
90 Counter Copy of Agenda Packets 1986'
EXHIBIT "Alt
-3- RESOLe 89-97
JANUARY 1, 1989
DESTRUCTION SCHEDULE
DEPARTMENT* FINANCE
The following list of official record series are eligible for
destruction on January 1,.- 1989. The Item Number refers to the City,
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
eligibl,e for destruction.i
Item
Finance De.
No*
1*
Accts. Payable
1979
and
older
29
Accts. Receivable
it
3.
Budget Files
1987
50
Bank Reconciliation
1979
69
Budget Draft; Files
1987
if
it
7*
Business Licenses and
1987
So
Business Tax Registration Files
9*
Cancelled Checks
1979
it
10*
Cash Journals
1979
it
110
Cash Receipts
1979
if
12*
Correspondence and Subject Files
1984
to
13.
Chron Files
1984
it
14.9
Demands/Warrant Register and
1979
it
Control Files
150
District Files
1978
it
16.
Duplicate Check Records
1984
it
20.
Journal Vouchers
1979
it
21*
Ledger Reconciliations
1986
if
23.
Payroll Records
1979
It
24.
Payroll reports
1979
it
25*
Purchase Orders (Duplicate Series)
1987
it
26*
Report of Accounts
1979
it
27e
Retirement Records
1974
is
28.
Revenue Folders
1979
to
29*
Time Sheets
1979
if
EXHIBIT "All
_4- RESOL* 89-97
JANUARY 1, 19 8 9
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS
The following list of :official record . series are eligible for
destruction on January l,'198"9. The Item Number.refexs to the City,._
Department's 'retention schedule. The name of the reeQrd series is as
it appears on that schedule. The years are computed as.. to the records
eligible for destruction.
Item
Recreation and Parks
No.
1.
Activity Reports
1987
and
older
29
Budget Files
1984
3.
Cash Receipts
1982
4.
Correspondence and Subject Files
1984
59
Chronological Files
1988
6.
Enterprise Fund Financial Records
1979
810
Parks and Recreation Facilities
1983
"
Log Book
9.
Facilities'Use Permit
X1979
100
Purchase orders
1979
"
110
Recreation Class Records
1986
"
12.
Recreation Program rosters
1984
"
13.
Timecards - Temporary Employees
.1983
"
14.
Timesheets - Temporary Employees
1979
"
150
Timesheets - Permanent Employees
1987..
EXHIBIT "A"
-- 5 - RESOL . 89-97
JANUARY 1., 1989
DESTRUCTION SCHEDULE
DEPARTMENT #* PUBLIC WORKS
The following list of.official record series are eligible for
destruction on January 1., 198,9. The Item Number refers to the City
Department's retention schedule* The name of the record. series is as
it appears 'on that- '..sdhedul-e''. 'The years are computed I as .. to the record's
eligible for destruction.
Item
Public Works
No.
110
Activity reports
1987
and
older
20
Budget
1987
3.
City Council Agendas FEB*
1989
5*
contractor"invoices to City
1984,
6.
Subject and Completed Project Files
1983.
70
Chronological Files
1984
80
Highway Permit (Completed)
1982
9•
Improvement Undergrounding and
1978
Maint. Dist* Files
110
L.A. County Road Dept,
1984 ,
Service Requests
120
L.A. County Engineering Dept,
1984
Completed Service Requests
13e
Maintenance Records
1982
14*
Radar Speed Studies
1984
15e
Telephone Logs
1987
169
Timesheets
1983
EXHIBIT "All
-6- RESOLe 89-,97
JANUARY 11.1989
DESTRUCTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES (CITY MANAGER)
The following list of official record series are eligible for
destruction on January 1, 1989. . The Item Number refers to the,.City
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 Community Services (City Manager)
No.
110
Animal Control
1986
and
older
2*
Dept. Budget Files
1984
JV_
i
It
39
Community Forum
5*
Correspondence Files
1985
60
Dog Licenses
1987
7e
Film Permit Files
1985
8*
Grants (Completed)
1983
916
Parking Citation Reports
1987
100
Subject Files
19-86
EXHIBIT "All
-7- RESOL* 89--'.,.9,7
JANUARY 1, 1989
DESTRUCTION SCHEDULE
DEPARTMENT: ENVIRONMENTAL SERVICES
The fol lowing Jist of official - record series are eligible for
destruction,on -January 1,` 1'989. The Item Number refers to the city
Department's retention schedule The years are computed as to the
records eligible for, destruction.
Item
Environmental Services
Noe
2.
Certificates of Compliance
1984
and older
4*
Conditional Use Permits and
1979
Variances (Completed)
5*
Conditional'Use Permits
1.984
(not approved)
6.,
Chronological Correspondence
1979
lie
General Plan and Coastal Plan
1984
Amendment'
14.
Non-Reside''ntial Building Plans
1980
't f=
(Demolished Bldgs.)
1510
Planning Applications (Open)
1987
16*
Parcel Maps (Approved/Recorded)
1979
17*
Parcel Maps (Not approved)
1979
23*
Subject Files (Correspondence)
1987
24*
Tract Map Files (Completed)
1979
EXHIBIT "All
"8- RESOL* 89-97
JANUARY 1, 1989
DESTRUCTION SCHEDULE
DEPARTMENT** CITY MANAGER
The following list of official record series are eligible for
destruction on January 1, 1989. 'The Item Number refers to the City
Department's retention'scheduleo 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 City Manager
Not
19
Activity Reports
2*
Budget Files
39
Correspondence and Subject Files
4*
Correspondence - Chron Files
5.9
Grant Files (Completed)
69
Legal opinions
79
Litigation and Claims (Completed)
12*
City Manager Weekly Status Report
13.
Treasurer's Annual Report
14*
Treasurer's Ledgers
150
Treasurer's Monthly reports
160
Treasurer's Warrant Register & Request
1979
for Warrants
179
Worker's Compensation Claims
(Completed)
EXHIBIT "A"
-9-
1986 and older
1983.
f1
ti
1986
1982
1983
1979
1979
1984
1979
1979
1979
1986
1979 if if
RESOL* 89-97
JANUARY 1, 1989
DESTRUCTION SCHEDULE
DEPARTMENT: PERSONNEL
The following list of official record series are eligible for
destruction, on January 1, 1989. The l tem Number refers to the City.
Y
Department's retentiori.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 Personnel
No.
89 Personnel Applications 1987 and older
10. Personnel Files (Terminated Fulltime 1979 "
Employees)
110 Personnel Files - Terminated Parttime 1984 '
Employees)
EXHIBIT "A"
-10- R.ESOL. 89-57