CC RES 1986-064RESOLUTION N09 86 -64
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF RANCHO PALOS VERDE S 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 cer-
tain period of time for the effective and efficient operation of the gov-
ernment of the City of Rancho Palos Verdes; and
WHEREAS, Section 34090 of the Government Code of the State of Califor-
nia provides a procedure whereby any City record which" has served its pur-
pose 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 VE RDE S
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 de-
stroyed 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 theron
(b) Court records
(c) Records required to be kept by statute
(d) Records less than two (2) years old
700CP /RP.13
(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 7. 19869
ATTEST:
N1AY R
CITY CLERK
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 do hereby cer-
tify that the foregoing resolution, being Resolution No. 86 -64, was duly
and regularly adopted by the City Council of said City at a regular meeting
thereof held on October 7, 1986.
-2-
700CP/RP .14
Resolution No. 86 -64
JANUARY 1 , 1986
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK
Date: January 1986
The following list of official record ,,series are elegible `for destruction
on January 1, 1986. The Item Number refers to the City Department's reten-
tion schedule. The name of the record series is as it appears on that
schedule. The years are computed as to the records eligible for destruc-
tion.
ITEM
NO . RECORD SERIES NAME
2 BUDGET FILES
3 CAMPAIGN STATEMENTS - LOSERS
6 CONTRACTS
7 COUNCIL ACTION MATERIAL FILE
8 COUNCIL AGENDAS
13 COUNCIL ORDINANCE CONTROL SHEET
15 COUNCIL RESOLUTIONS CONTROL SHEET
-3-
705CP/CCDS1.1
Exhibit "A"
DATE OR AGE OF FILES ELIGIBLE
FOR DESTRUCTION
1982 and older
1980 and older
Expired 1971 and earlier
1977 and older
1980 and older
1980 and older
1980 and older
Resolution No. 86 -64
JANUARY 1, 1986
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER
Date: January 1986
The following list of official record series are elegible for destruction
on January 1, 1986. The Item Number refers to the City Department's reten-
tion schedule. The name of the record series is as it appears on that
schedule. The years are computed as to the records eligible for destruc-
tion.
ITEM
N0.
RECORD SERIES NAME
1. ACTIVITY REPORTS
(fire, police, dept. directors)
2. BUDGET FILES
3, CORRESPONDENCE AND SUBJECT FILES
49 CORRESPONDENCE - CHRON FILE
5, GRANT FILES
6. LEGAL OPINIONS
7, LITIGATION AND CLAIMS FILES
89 PERSONNEL APPLICATIONS
9, PERSONNEL HANDBOOKS
10e PERSONNEL RE C 0 RD S - PERMANENT
EMPLOYEES
110 PERSONNEL RECORDS - TEMPORARY
EMPLOYEES
12. STATUS REPORTS
(Department and City Manager)
13* TREASURER'S ANNUAL REPORTS
Exhibit "A"
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705CP /CMDS1.1
DATE OR AGE OF FILES ELIGIBLE
FOR DESTRUCTION
1982 and older
1977 and older
1982 and older
1978 and older
Expired in 1979 and older
1975 and older
Completed in 1975 and earlier
1983 and older
Handbooks and superseded
pages from 1983 and earlier
Terminated in 1975 and
earlier
Terminated in 1980 and
earlier
1980 and older
1975 and older
Resolution No. 86 -64
CITY MANAGER DESTRUCTION SCHEDULE CONT' D
ITEM DATE OR AGE OF FILES ELIGIBLE
NO . RECORD SERIES NAME FOR DESTRUCTION
14. TREASURER'S LEDGERS 1975 and older
15* TREASURER'S MONTHLY REPORTS 1975 and older
16. TREASURER'S WARRANTS REGISTER 1980 and older
AND REQUESTS FOR WARRANTS
17o WORKMEN'S COMPENSATION CLAIM Completed in 1974 and older
Exhibit "A"
-5-
7 0 5 CP/ CMDSI . 2 Resolution No. 86 -64
JANUARY 1 , 1986
DESTRUCTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES Date: January 1986
The following list of official record series are eligible for destruction
on January 1, 1986. The Item Number refers to the City Department's reten-
tion schedule. The name of the record series is as it appears on that
schedule. The years are computed as to the records eligible for destruc-
tion.
ITEM
NO. RECORD SERIES NAME
19 ANIMAL CONTROL
2* BUDGET RECORDS
3, COMMUNITY FORUM
5. CORRESPONDENCE - CHRONOLOGICAL
6. DOG LICENSES
7. FILM FILES
89 GRANTS FILES
9. PARKING TICKET REPORTS
10. SUBJECT FILES
Exhibit "A"
-6-
705CP /CSDS1.1
DATE OR AGE OF FILES ELIGIBLE
FOR DESTRUCTION
1982 and
1980 and
1975 and
1981 and
1983 and
1981 and
Expired
1983 and
1980 and
prior
prior
prior
prior
prior
prior
1979 a-,
prior
prior
years
years
years
years
years
years
ad earlier
years
years
Resolution No. 86 -64
JANUARY 1 , 1986
DESTRUCTION SCHEDULE
DEPARTMENT: = ENVIRONMENTAL SERVICES
Date: January 1986
The following list of official record series are eligible for destruction
on January 1, 1986. The Item Number refers to the City Department's reten-
tion schedule. The name of the record : series is as it appears on that
schedule. The years are computed as to the records eligible for destruc-
tion.
ITEM
NO.
2.
4.
5,
6.
11.
14.
15.
16.
17.
23.
240
RECORD SERIES NAME
CERTIFICATE OF COMPLIANCE - NOT
APPROVED
CONDITIONAL USE PERMITS AND
VARIANCES '- APPROVED
CONDITIONAL USE PERMITS - NOT
APPROVED
CHRONOLOGICAL CORRESPONDENCE
GENERAL PLAN AND COASTAL PLAN
AMENDMENTS
NON- RESIDENTIAL BUILDING PLANS
PLANNING APPLICATIONS- OPEN
PARCEL MAPS
PARCEL MAPS - NOT APPROVED
SUBJECT FILES
TRACT MAPS
Exhibit "A"
-7-
705CP /ESDS1.1
DATE OR AGE OF FILES ELIGIBLE
FOR DESTRUCTION
1979 and prior years
1975 and prior years
1980 and prior years
1974 and prior years
1980 and prior years
Terminated prior to 1983
1983 and prior years
1974 and prior years
1974 and prior years
1984 and prior years
1974 and prior years
Resolution No. 86 -64
. JANUARY 1, 19 8 6
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE
Date: January 1986
The following list of official record series are eligible for destruction
on January 1, 1986. The Item Number refers to the City Department's reten-
tion schedule. The name of the record series is as it appears on that
schedule. The years are computed as to the records eligible for destruc-
tion.
ITEM
N0, RECORD SERIES NAME
1, ACCOUNTS PAYABLE FILE (VENDOR)
29 ACCOUNTS RECEIVABLE FILES
3. FINANCE DEPARTMENT BUDGET FILES
5, BANK RECONCILIATION FILES
6, BUDGET FILES
7, BUSINESS LICENSE AND BUSINESS
TAX REGISTRATION FILES
9* CANCELLED CHECKS
10* CASH JOURNAL
11, CASH RECEIPTS
12, CORRESPONDENCE AND SUBJECT
13. CORRESPONDENCE - CHRONOLOGICAL
FILES
14, DEMANDS/WARRANT REGISTER AND
CONTROL FILES
159 DISTRICT FILES
Exhibit "A"
-g-
705CP /FDS1.1
DATE OR AGE OF FILES ELIGIBLE
FOR DESTRUCTION
1975
and
older
1975
and
older
1983
and
older
1975
and
older
1983
and
older
1981
and
older
1975
and
older
1975
and
older
1975
and
older
1980
and
older
1980
and
older
1975 and older
1974 and older
Resolution No. 86 -64
FINANCE DEPARTMENT DESTRUCTION SCHEDULE CONT' D
ITEM
NO . RECORD SERIES NAME
16, DUPLICATE CHECK RECORD
18* GENERAL AND SUBSIDIARY LEDGERS
199 HEALTH AND BENEFIT REPORTS
209 JOURNAL VOUCHERS
21 . LEDGER-RECONCILIATIONS
239 PAYROLL RECORDS
24. PAYROLL REPORTS
25* PURCHASE ORDERS
26. REPORTS OF ACCOUNTS
28, REVENUE FOLDERS
29. TIME SHEETS
Exhibit "A"
-9-
705CP /FDS1.2
DATE OR AGE OF FILES ELIGIBLE
FOR DESTRUCTION
1981
and
older
1965
and
older
1980
and
older
1975
and
older
1982
and
older
1975
and
older
1975
and
older
1981
and
older
1975
and
older
1975
and
older
1975
and
older
Resolution No. 86 -64
JANUARY 1, 1986
DESTRUCTION SCHEDULE
DEPARTMENT: LEISURE SERVICES Date: January 1986
The following list of official record series are eligible for destruction
on January 1, 1986. The Item Number refers to the City Department's reten-
tion schedule. The name of the record series is as it appears on that
schedule. The years are computed as to the records eligible for destruc-
tion.
ITEM
NO, RECORD SERIES NAME
1. ACTIVITY REPORTS
2, BUDGET FILES
39 CASH RECEIPTS
49 CORRESPONDENCE AND SUBJECT FILES
5. CORRESPONDENCE - CHRONOLOGICAL FILES
6. ENTERPRISE FUND FINANCIAL RECORDS
79 PARKS AND RECREATION COMMITTEE
FILES
8. PARKS AND RECREATION FACILITIES
LOG BOOKS
9, FACILITIES USE PERMITS
10, PURCHASE RECORDS
119 RECREATION CLASS RECORDS
12, RECREATION PROGRAM ROSTERS
13. TIMECARDS - TEMPORARY EMPLOYEES
149 TIMESHEETS - TEMPORARY EMPLOYEES
15. TIMESHEETS - PERMANENT EMPLOYEES
Exhibit "A"
-10-
705CP /LSDS1.1
DATE OR AGE OF FILES ELIGIBLE
FOR DESTRUCTION
1984
and
older
1980
and
older
1978
and
older
1980
and
older
1984
and
older
1975
and
older
1983
and
older
1979 and older
1975
and
older
1975
and
older
1982
and
older
1980
and
older
1979
and
older
1975
and
older
1984
and
older
Resolution No. 86 -64
JANUARY 1 , 1986
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
Date: January 1986
The following list of official record series are elegible for destruction
on January 1, 1986. The Item Number refers to the City Department's reten-
tion schedule. The name of the record series is as it appears on that
schedule. The years are computed as to the records eligible for destruc-
tion.
ITEM DATE OR AGE OF FILES ELIGIBLE
NO. RECORD SERIES NAME FOR DESTRUCTION
19 ACTIVITY REPORTS 1984 and older
2. BUDGET FILES 1983 and older
4. CITY MAPS AND PLANS Terminated in 1983 and
earlier
5. CONTRACTOR INVOICE TO CITY 1980 and older
6. CORRESPONDENCE AND SUBJECT FILES 1980 and older
7. CORRESPONDENCE - CHRONOLOGICAL 1980 and older
FILES
8.
HIGHWAY PERMITS
Completed
in 1978 and earlier
9,
IMPROVEMENT, UNDE RG ROUNDING, AND
1974 and
older
MAINTENANCE DISTRICT FILES
10.
INVENTORY OF ROAD INFRASTRUCTURE
Superseded
119
LOS ANGELES COUNTY ROAD DEPARTMENT
Completed
in 1980 and earlier
SERVICE REQUESTS
12.
LOS ANGELES COUNTY ENGINEERING
Completed
in 1980 and earlier
DEPARTMENT SERVICE REQUESTS
13.
MAINTENANCE RECORDS - STREETS,
1978 and
earlier
ROADS, SIDEWALKS, TREE REMOVAL
14.
RADAR SPEED STUDIES
1980 and
earlier
15o
TELEPHONE LOGS
1983 and
older
16.
TIMESHEETS
1979 and
older
Exhibit "A"
-11-
705CP /PWDS1.1 Resolution No. 86 -64