Loading...
CC RES 1985-018RESOLUTION N0. 85 -18 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, the City Council and the City Attorney and each department head and they have approved a Retention Schedule and Policy to facilitate the orderly and efficient transfer, retention and destruction f 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 theron (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 March 19, 1985. MAYO 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. 85-18 was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held March 19, 1985. City Clerk, ity of Rancho Palos Gerdes -2- RESOLUTION NO. 85 -18 #700CP -.13.1 .JANUARY 11 1985 DESTRUCTION SCHEDULE DEPARTMENT: CITY CLERK Date: Dec. 17, 198+ The following list of official record series are eligible for destruction on January 1, 1985. The I t errs Number refers to the City Department's retention schedule. The name of the record series is as It appears on the schedule. The years are computed as to the records eligible for destruction. I tern Record Series Name Date or Age of Files No. Eligible for Destruction 3. CAMPAIGN STATEMENTS - LOSERS 1979 and older 6. CONTRACTS Expired 1970 and earlier 7. COUNCIL ACTION MATERIAL FILE Files sent t o Inactive Storage in 1979 and earlier 8.. COUNCIL AGENDAS 1981 and older 13. COUNCIL ORDINANCES CONTROL RECORD 1979 and older 15. COUNCIL RESOLUTIONS CONTROL RECORD 1979 and older 19. OFFICIAL PETITIONS TO THE CITY 1979 and older 20. PETITIONS TO THE CITY Files sent to Inactive Storage in 1982 and earlier. -3- Exhibit "A" Resol No. 85 -18 JANUARY 1, 1985 DESTRUCTION SCHEDULE DEPARTMENT: CITY MANAGER Date: Dec. 17, 198+ The following list of official record series are eligible. for destruction on January 1, 1985. The Item Number refers to the City Department's retention schedule- The name of the record series Is as It appears on the schedule. The years are computed as to the records eligible for destruction. Item Record Series Name Date or Age of Files No. Eligible for Destruction, 1. ACTIVITY REPORTS 2. BUDGET FILES 3. CORRESPONDENCE AND SUBJECT FILES S. GRANT FILES 6. LEGAL OPINIONS 7. LITIGATION AND CLAIMS FILES 8. PERSONNEL APPLICATIONS 9. PERSONNEL CARDS - PERMANENT EMPLOYEES 10. PERSONNEL HANDBOOKS 11. PERSONNEL RECORDS - PERMANENT EMPLOYEES 12. PERSONNEL RECORDS - TEMPORARY EMPLOYEES 13. STATUS REPORTS 14. TREASURER'S ANNUAL REPORTS 15. TREASURER'S LEDGERS 1981 and older 1976 and older Files held in Inactive Storage from 1981. Expired In 1978 and older 1974 and older Completed in 1974 and earlier 1982 and older Terminated in 1959 and earlier Handbooks and superseded pages from 1982 and earlier Terminated In 1974 and earlier Terminated In 1979 and earlier 1979 and older 1974 and older 1974 and older .-4- Exhibit "All R esol No. 85 -18 City Manager Destruction Schedule I t ern Record Series Name No. 16. TREASURER`S MONTHLY REPORTS 17. TREASURER'S WARRANTS REGISTER AND REQUESTS FOR WARRANTS 18. WORKMEN'S COMPENSATION CLAIM January 1, 1985 Gate or Age of Files Eligible for Destruction 1974 and older 1979 and older Completed in 1974 and older -5- Exhibit "A,► Resol No. 85 -18 JANUARY 1, 1985 DESTRUCTION SCHEDULE DEPARTMENT: COMMUNITY SERVICES Date: Dec. 17, 1984 The following list of official record series are eligible for destruction on January 1, 1985. The Item Number refers to the City Department's retention schedule. The name of the record series Is as It appears can the schedule. The years are computed as to the records eligible for destruction. I tent Record Series Name Date or Age of Files No. Eligible for Destruction 1. 2. 3. 5. 6. 7. 8. 9. 10. ANIMAL CONTROL FILES BUDGET FILES COMMUNITY FORUM FILES CORRESPONDENCE FILES - CHRONOLOGICAL DOG LICENSE FILES FILM FILES GRANTS FILES PARKING TICKET REPORTS SUBJECT FILES Files sent to Inactive Storage In 1982 and earlier 1979 and earlier 1974 and older 1980 and alder 1982 and alder 1980 and older Expired 1978 and earlier 1982 and older File sent to Inactive Storage In 1979 and earlier �- Exhibit. "A" Resol No. 85 -18 JANUARY It 1985 DESTRUCTION SCHEDULE DEPARTMENT: ENVIRONMENTAL SERVICES Date: Dec . 17, 1984 The following list of official record series are eligible for destruction on January 1, 1985. The I t err, Number refers to the City Department's retention schedule. The narrle of the record series is as it appears on the schedule. The years are c c•rr,pu t ed as to the records eligible for destruction. I teal Record Series Name Date or Age of Files No. Eligible for Destruction, 1. 3. 5. 6. 7. ADDRESS FILES CERTIFICATES OF COMPLIANCE FILES CONDITIONAL USE PERMIT AND VARIANCE FILES CORRESPONDENCE -- CHRONOLOGICAL FILES DEVELOPMENT CODE AMENDMENTS 8. DEVELOPMENT CODE ENFORCEMENT Terminated 1982 1979 and older Completed 1974 and earlier 1974 and older Materials reviewed and declared obsolete at last review Completed 1974 and earlier 1959 and earlier 1959 Ar,d earlier Materials reviewed and declared obsolete at last review Books and superseded pages fron, 1982 and earlier. 7 Exhibit "A" Resol No. 85 -18 FILE 9. ENVIRONMENTAL ASSESSMENT REPORTS 14. ENVIRONMENTAL IMPACT REPORTS 11. GENERAL PLAN AND COASTAL AND ZONE CHANGES PLAN AMENDMENTS FILES 13. ILEX LOG BOOKS Terminated 1982 1979 and older Completed 1974 and earlier 1974 and older Materials reviewed and declared obsolete at last review Completed 1974 and earlier 1959 and earlier 1959 Ar,d earlier Materials reviewed and declared obsolete at last review Books and superseded pages fron, 1982 and earlier. 7 Exhibit "A" Resol No. 85 -18 Environmental Services Destruction Schedule January 1, 1985 Item Record Series Name Date or Age of Files No. Eligible for Destruction 14. NON-RESIDENTAL BUILDING PLANS is. OPEN PLANNING APPLICATIONS FILE 16. PARCEL MAPS FILES 17. PARCEL MAPS - REFERENCE COPY 20. REFERENCE MAPS 21. REPRODUCIBLE MAPS 22. SUBJECT FILES 23. TRACT MAP FILES 24. TRACT MAPS - REFERENCE COPY Terminated In 1982 and earlier I Files sent to Inactive Storage in 1982 and earlier Completed In 1.974 and earlier Superseded Superseded Superseded Files reviewed In 1984 and declared obsolete Completed In 1974 and ear liez Superseded am 8- Exhibit "A" Resol No. 85-18 DEPARTMENT: FINANCE JANUARY lo 1985 DESTRUCTION SCHEDULE Date: Dec . 17, 198+ The following list of official record series are eligible for destruction or Y � January 1 1985. The I t ent Number refers to the City Department's retention schedule. The name of the record series is as i t appears on the schedule. The years are computed as to the records eligible for destruction. Item Record Series Name Date or Age of Files No. Eligible for Destruction 1. ACCOUNTS PAYABLE FILE 2. ACCOUNTS RECEIVABLE FILES 3. ADMINISTRATIVE SERVICES BUDGET FILES S. BANK RECONCILIATION FILES 7, BUSINESS LICENSE AND BUSINESS TAX REGISTRATION FILES 8. BUSINESS LICENSE REPORT 9. CANCELLED CHECKS 10. CASH JOURNAL 11. CASH RECEIPTS 12. CORRESPONDENCE AND SUBJECT 13. CORRESPONDENCE -- CHRONOLOGICAL FILES 14. DEMANDS /WARRANT REGISTER AND CONTROL FILES is. DISTRICT FILE 16. DUPLICATE CHECK RECORD 1974 and older 1974 and older 1982 and older 1974 and older Expired in 1982 and older 1959 or earlier 1974 and older 1974 and older 1974 and older Files sent to Inactive Storage in 1979 Files sent to Inactive Storage in 1979 197+ and older 1973 and older. 1980 and older -- 9- Exhibit "Al, Re so l No. 85-18 FINANCE DEPARTMENT Destruction Sctiedule January 1, 1985 I t etyl Record Series Name Date or Age of Files No. Eligible for Destruction 17. EXPENDITURE AND REVENUE LEDGERS 1960 and older 18. GENERAL AND SUBSIDIARY LEDGERS 1960 and older 19. HEALTH AND BENEFIT REPORTS Files sent to Inactive Storage In 1979 20. JOURNAL VOUCHERS 1974 and older 21. LEDGER RECONCILIATIONS 1981 and older 23. PAYROLL RECORDS 1974 and older 24. PAYROLL REPORTS 1974 and older 26. REPORTS OF ACCOUNTS 1974 and older 28. REVENUE FOLDERS 1974 and older 29- TIME SHEETS 1974 and older -10- Exhibit "A" Resol No. 85-18 JANUARY 11 1985 DESTRUCTION SCHEDULE DEPARTMENT: LEISURE SERVICES Date: De c . . , 17 , 198+ The following list of official record series Ore eligible for c• tf'e des t ruc City t i on or January 1, 1985. Department's reter�t i on schedule. u mbe The Name o f the record Series i s as f t Opp ors the schedule. computed The year s are computed as to the records eligible for destruction. I t errs Record Series Name Date or Age of Files Eligible for Destruction No. 1. ACTIVITY REPORTS 1983 and older 2 . BUDGET i ET FILES 1979 and older 3. CASH RECEIPTS .197? and cal der 4. CORRESPONDENCE AND SUBJECT Files sent to Inactive in 1979 and earlier FILES Storage 5. CORRESPONDENCE - CHRONOLOGICAL 1983 and older FILE. 6. ENTERPRISE FUND FINANCIAL. 197+ and older RECORDS 7. PARKS AND RECREATION COMMITTEE File sent to Inactive in 1982 and earlier FILES Storage 8. PARKS AND RECREATION FACILITIES 1978 and alder LOG BOOKS. .. . I , 9. FACILITIES USE PERMITS 1974 and older 10. PURCHASE RECORDS 197+ and alder •• 11. • RECORDS RECREATION CLASS REG 1981. and o 1 der 12. RECREATION PROGRAM ROSTERS 1979 and older 13. TIMECARDS - TEMPORARY EMPLOYEES 1978 arid older Exhibit "A" Resol No. 85 -18 -11- • Leisure Services Destruction Schedule January 1, 1985 I tem Record Series Name Date or Aye of Files No. Eligible far Destruction 14. TIME SHEETS - TEMPORARY 1974 and older EMPLOYEES -12 Exhibit "A" Resol No. 85 -18 JANUARY It 1985 DESTRUCTION SCHEDULE D • EP,4RTMENT . PUBLIC WORKS Date: Dec . 17, 198+ The following list of official record series are eligible for January 1 1985. The Item Number refers to t r'e destruction cr, Y � The name of the record City Department's retention schedule. computed series is as it appears on the schedule. The years are c cmp � as to the records eligible for destruction. I t ero Record Series Name Gate or Age of Files NU. Eligible for Destruction 2. BUDGET FILES 4. CITY BUILDING PLANS S. CONTRACTOR INVOICE TO CITY 6 CORRESPONDENCE AND SUBJECT -13- Exhibit "A" 1982 and alder Terminated in 1982 and earlier 1979 and older Files sent to Inactive in 1979 and earlier 1979 and older Completed 1977 and earlier Files seat to Inactive Storage in 1973 Superseded Completed 1979 and earlier 1977 and earlier 1979 and earlier Resol No. 85 -18 FILES 7. CORRESPONDENCE -- CHRONOLOGICAL FILES 8. HIGHWAY PERMITS 9. IMPROVEMENT, UNDERGROUNDING, AND MAINTENANCE DISTRICTS FILES 10. INVENTORY OF ROAD INFRASTRUCTURE 11. LOS ANGELES COUNTY ROAD DEPARTMENT SERVICE REQUESTS 12. MAINTENANCE RECORDS -- STREETS, ROADS, SIDEWALKS, TREE REMOVAL 14. OSHA LOG AND REPORTS -13- Exhibit "A" 1982 and alder Terminated in 1982 and earlier 1979 and older Files sent to Inactive in 1979 and earlier 1979 and older Completed 1977 and earlier Files seat to Inactive Storage in 1973 Superseded Completed 1979 and earlier 1977 and earlier 1979 and earlier Resol No. 85 -18 Public Works Destruction Schedule I t ern No. is. 16. 17. 18. 19. 20. 21. 22. Record Series Name PROJECT FILES RADAR SPEED STUDIES MAPS - REFERENCE COPY SUBCONTRACTORS FILES SUBCONTRACTORS FILES IGRANTS) SUBCONTRAC1*ORS INVOICES TELEPHONE LOGS TI,MESHEE1*S Exhibit "All January 1, 1985 Date or Age of Files Eligible for Destruction Completed 1978 and earlier 1979 and earlier Superseded 1982 and older 1978 and older 1969 and older 1982 and older 1978 and older Resol No.