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Home My WebLink About1995-11-14 - AGENDA REPORTS - DESTRUCTION OF RECORDS (2)AGENDA REPORT CONSENT CALENDAR Item to be presented by: Donna M. Grindey DATE: November 14, 1995 SUBJECT: AUTHORIZING DESTRUCTION OF CERTAIN RECORDS - RESOLUTION NO. 95-143 DEPARTMENT City Manager BACKGROUND Section 34090 of the Government Code provides a procedure whereby any City record which has served its purpose and is no longer required, may be destroyed. There are certain records retained by the City which have become eligible for destruction. The City Clerk has reviewed the retention schedule which was adopted by the City Council in September of 1993 and inactive storage for those records which are ready for destruction. A complete list of the records to be destroyed are attached to the Resolution as Exhibit A. The Department Heads, the City Attorney and the City Clerk have approved the request for destruction. RECOMMENDATION Adopt Resolution No. 95-143 and authorize the City Clerk to begin destruction of eligible City records. ATTACHMENT Resolution No. 95-143 Mopted;L%� corres.reso95-143 Agenda Item:JL RESOLUTION NO. 95-143 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, Government Code , Section 34090 et seq. Provides procedures whereby any City record which has served its purpose and is no longer required may be destroyed; NOW, THEREFORE, BE IT RESOLVED, that SECTION 1. The City Council finds that the records set forth in Exhibit A, attached hereto, are older than two years, do no affect title to real property or pending or threatened litigation, and are not original minutes, resolutions, or ordinances of the City Council or any Commission of the City; SECTION 2. The City Council finds that the City Attorney and the City Clerk have, by signing this resolution, given written consent to the destruction of said records; SECTION 3. The City Council hereby authorizes the City Clerk to destroy the City records, documents, books or papers as described in Exhibit A. 1995. PASSED, APPROVED AND ADOPTED this day of ATTEST: CITY CLERK I consent to the destruction of records described in Exhibit A of this Resolution. CITY ATTORNEY MAYOR STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF SANTA CLARITA ) I HEREBY CERTIFY, that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the day of , 1995, by the following vote of Council: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK STATE OF CALIFORNIA COUNTY OF LOS ANGELES SITY OF SANTA CLARITA ) ss I HEREBY TIFY, that the foregoi solution was duly adopted by the City Council of the City of Santa MAnta at a reguIVmeeting thereof, held on the day of , 1995, by tWollowing4ote of Council: AYES: NOES: ABSENT: / COUNCILMEMBERS: CITY CLERK CI'1. we SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Building d Engineering Services - Engineering gmrtr t Page of Date: 10/12/95 ITEM 'Total DECM OPIU TITLE i Detention - Period inclusive Dates OUAMTITY/0010EDTs Fran To Chronological File's Record Series / 22 2 years Jan. 92 Dec. 92 12 files (Inter/Intra Memorandums) a o� Chronological Files Record Series / 22 2 years Jan 92 Dec. 92 12 files (Outgoing Correspondence) ote: These files are old Community Development Files that inclu correspondence from the Plan- ning, Engineering, Administr tion and Building b Safety and NPDES Divisions. There W Correspondence from Community 0% Recovery and Economic Devel— opment for the stated time period is not included here. The Above ram we stssitted for d acnaetion In accordance Kith proosdres outlined In the //�' tiny of Santa Clarita Records Rotation Ilarsal Approved: e5 • Date: 1404%_ Aprovd: - DATE: � t apartartt Medi (City Attor y) Approved: Date: .---�, (City Clark) J CITY OF SANTA CLARITA Page _t_ of _1 REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF:BUILDING & ENGINEERING -BLDG & SAFETY Date: October 25, 1995 (Department) ITEM. RECORD SERIES TITLE Total Retention Period Inclusive From Dates To -- OUALITY/COMMENTS 6 Permit Receipt Files C+3 yrs 12/88 12/90 8 boxes The above records are submitted for destruction In accordance with procedures outiln rn e City of Santa Cladta Records Retention Manual Y'L"9Y Approved: - te:lv� - (Ciy Attoiney CITY OF SANTA CLARITA REQUEST FOR ' AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF:ADMINISTRATIVE SVCES -CEN SVC FS. Date: October 25, 1995 (Department) Page —L of ITEM RECORD SERIES TITLE Toted Retention Period Inclusive From Dates To QUALITYICOMMENTS 1 Correspondence & Subject Files 2AR 1/88 6/90 4 boxes 4 Purchase Order Files 2 yrs 1989 1992 4 boxes The above records are sulxtdaad for destnictbn In accordancevAtit Moedures outtin e City of Santa Cladta Records Retention Marxral Approved: Date: �_/ Approved: (De M H i te:. (Gty AaameY) Approved:I 1e: 77"—"`�� .•. (City edc CITY OF SANTA CLARITA RECORDS OF: REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Administrative Services —Finance (Department) Page I of I Date: 10/30/95 ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 18 Correspondence & Chronological Files 2 yrs 1989 1992 Location: under Lee Davis' desk in Finance Division 40 Purchasing Records (Duplicate) 2 yrs 1991 1992 Purchase requisitions 2 Accounts Payable - 1099's - Edit Lists 1 yr 1991 1992 " 1099 Proof Report 10 Accounts Receivable Reports —Edit Liss 3 months 1989 1993 Th4Head) ome records are submitted for destruction in accordance with procedures outfin the City of Santa Cents. Records Retention Manual i Approved:te;. - 31-95 Approved:.7. Date: D pApprovedale(. CITY OF SANTA CLARITA RECORDS OF: FINANCE (Department) REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Date: 10/25/95 Page_l_of_l_ ITEM RECORD SERIES TITLE Total Retention Period Indusive From Dates To QUALITY/COMMENTS 38 Payroll timesheets 2 yrs 1991 1991 1 box - FD00001 7 A/P Vendor files - A -Z 7 yrs 1987 1988 1 box - FD00020 7 A/P Vendor files Co. Of LA. to LA. Times 7 yrs 1988 1989 1 box - FD00022 7 A/P Vendor files -Misc - Pao BeIW88 7 yrs 1988 1989 1 box - FD00023 7 A/P Vendor files-Pac Bell -Edison 6/88 7 yrs 1988 1989 1 box - FD00024 7 A/P Vendor files So. Cal. Edison 7/88 to Z 7 yrs 1988 1989 1 box - FD00025 5 A/P check registers 7 yrs 1988 1989 1 box - FD00D46 38 Payroll timesheets PP 9-17 2 yrs 1991 1991 1 box - FD00049 38 Payroll Umesheets PP 18-26 2 yrs 1991 1991 1 box - FD00050 5 Check registers -1/88-10/88 & 10/91-12/91 7 yrs 1988 1991 1 box - FD00071 5 Check registers -12/88-12/89 7 yrs 1988 1989 1 box - FD00075 8 FN88-89 cash receipt by day & acct # 7 yrs 7/88 6/89 1 box - FD00091 35 & Payroll -Insurance billings, tax returns, etc. 7 yrs 1988 1989 1 box - FD00093 37 23 Budget Journal Approval Register 7 yrs 7/88 6/89 1 box - FD00097) 12 Bank Reconciliations 7 yrs 7/88 3/89 1 box - FD00097) 12 Bank Reconciliations, Statements, Cancelled checks 7 yrs 4/89 8/89 1 box - FD00098 12 Bank Reconciliations, Statements, Cancelled checks 7 yrs 1/88 6/88 1 box - FD00099 9 F.Y. 89/90 P & R Reg. Appds. 7 yrs 7/89 6/90 1 box - FD00101 The list above are files that have been stored at Datalok and are ready for destruction Approved: (City The above records are submitted for destruction in accordance with pmcedwes outlined In the I City of Santa Clar to Records Retention Dais: J_'%' j Approved:4C K ate: Pity X16dey) 1 I J CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Page_t_of_1_ Date: 10/24/95 ITEM RECORD SERIES TITLE Total Retention- Period Inclusive From Dates To OUALITY/COMMENTS 4 Manuals S+2 1992 1 box - IR00001 4 Manuals S+2 1992 1 box - IR00002 4 Manuals S+2 1992 1 box - IR00003 4 Manuals S+2 1992 1 box - IR00004 4 Manuals S+2 1992 1 box - IR00005 4 Manuals S+2 1992 1 box - IR00006 4 Manuals S+2 1992 1 box - IR00007 4 Manuals S+2 1992 1 box - IROD008 3 Project files C+2AR 1990 1 box - IROD009 3 Project files C+2AR 1990 1 box - IRODO10 3 Project files C+2AR 1990 1 box - IR 00011 The list above are files that have been stored at Datalok and are now ready for destruction. above records are submitted for destruction N acc wIl re duras outlined h the City of Santa Clarify Reeor elentt 1 ale:' Approved: Is: (City Adomey) )ate: CITY OF SANTA CLARITA Page —1 of _i_ RECORDS OF: CITY MANAGER (Department) REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Date: October 25, 1995 ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 2 Chronological Files 2yrs 1/88 12/93 3 boxes 1 Correspondence & Subject Files 1AR 1989 1993 1 box u above records are submitted for destruction in accordance whh procedures ouMnedjn the ,y�� x� �y of Sarda Ciadla Records Retentlon Manual )ate: �� / Approved:42g�4t Date:±\4-7 1 (Cit Attomey) Date:f / CITY OF SANTA CLARITA Page -I— of _1 REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: PERSONNEL Date: 10/25/95 tDeoaAmenti ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dales To OUALITY/COIdMENTS 10 Closed recruitments-Admin.clerk-Acct 2 yrs 1991 1991 1 box - PE00005 10 Closed recruitments -Assoc Eng - Sup Bld 2 yrs 1991 1991 1 box - PE00006 10 Closed Recruitment-BMW-Bid.Ins.Rec.Coord-P/W 2 yrs 1991 1991 1 box - PE00007 10 Closed recruitment part time rec-civil eng - exec sec 2 yrs 1991 1991 1 box - PE00008 10 Closed recruitment acct cirk-traffic 2 yrs 1991 1991 1 box - PE00009 10 Closed recruitment no spec no opening 2 yrs 1991 1991 1 box - PE00010 10 Closed recruitment A -C. 2 yrs 1992 1992 1 box - PE00011 10 Closed recruitment D -P 2 yrs 1992 1992 1 box - PE00012 10 Closed recruitment R -T 2 yrs 1992 1992 1 box - PE00013 10 Closed recruitment U -Z 2 yrs 1992 1992 1 box - PE00014 11 Test Files A -P 2AR 1988 1988 1 box - PE00016 11 Test Files A -P 2AR 1989 1989 1 box - PE00017 11 Test Files A -J 2AR 1990 1990 1 box - PE0001 a 11 Test Files L -S 2AR 1990 1990 1 box - PE00019 11 Test Files Acct. Clerk BMW I 2AR 1991 1991 1 box - PE00021 11 Test Files Rn Int-Gen.Ser.Mgr.-Red.Sup.Per.Tech. 2AR 1991 1991 1 box - PE00022 11 Test Files P.W. Insp - Sec 2AR 1991 1991 1 box - PE00023 11 Test Files BMW - Eng. Tech 2AR 1990 1990 1 box - PE00024 10 Recruit files -'92 2 yrs 1992 1992 1 box - PE00027 10 Recruit files -'92 2 yrs 1992 1992 1 box - PE00028 10 Recruit files `92 2 yrs 1992 1992 1 box - PE00029 10 Recruit files `92 2 yrs 1992 1992 1 box - PE00030 The list above have been stored at Datalok and are ready for destruction The above records are submitted for destruction In accordance wi rocedures outlined in the i CWdla Records Retent n Approv@d' :)ate: ( ity Attorfiey) CITY OF SANTA CLARITA RECORDS OF: REQUEST FOR AUTHORI7;f +0 DESTROY OBSOLETE RECORDS 1 G' •JI IG Page I of 2_ Date: = 10/24/95 [TEN RECORD SERIES TITLE Totsi Retention Period Inclusive Dates QUANTITY/CONENTS from To /O ec�r•tN' rr en i G S Building Maint. Worker 10 8/91 8/91 Building Maint. Worker II 10/91 10/91 Clerk Typist (Gen Svcs/Bldg & Sfty) 1/91 1/91 St. Maint. Worker 9/90 9/90 XEROX Bldg. Inspector 10/91 10/91 City Engineer 10/91 10/91 Clerk Typist 11/91 11/91 Bldg. Inspector Exams 1/91 1/91 Bldg. Inspector 1/91 1/91 Computer Programmer I 11/91 11/91 Clerk Typist 7/91 7/91 Bldg. Official• Accountant 9/91 9/91 The above records we nditted for destruction in aoeoldree mith proeedres outlined in the City of Sante Clarity Reca+ds Retention Naraal _ p Date: ' 3 �9S Approved; DATE: 7 O-4 (City Attorney) Date: I 7 tel• CITY OF SANTA CLARITA REQUEST FOR AUTHORITf +O DESTROY OBSOLETE RECORDS RECORDS OF: CITY mANAGER,s OFFICE/P13L9oNNEL DEPARTmEw (Department) Page 2 of 2 Date: 10/24/95 ITEM RECORD SERIES TITLE Total Retention Period Inclusive Dates QUANTITY/COM ITS _ From To �v ifgirieeY. Subdivision 9/91, 7/91 Engineer. Tech. 1/91 1/91 Engineer.,Cap. Proj. 7/91 7/91 Engineer. Aide 3/91 3/91 Bldg. Admin. Analyst 10/91 10/91 Bldg. Inspector 10/91 10/91 The above reeards aro submitted for destruction In accordsrce mith procedures outlined in the City of Santa C is Reeords Retention Menusl Date: -i Approved: 4 DATE: (City Attorney) Date: /v �"%5 / CITY OF SANTA CLARITA Page 1 of _2 REQUEST FOR ADTHORIT-1 +0 DESTROY OBSOLETE RECORDS_ RECORDS OF: CITY MANAGER'S OFFICE/PERSONNEL Date: 10/27/95 ITEM RECORD SERIES TITLE Total Retention Period Inclusive Dates V ART]TY/COMMENTS Fran To Recreation Leaders 1990 1990 Accounting Intern 11/90 11/90 Admin Clerk 8/90 8/90 Associate Planner 1990 1990 Employee DMV Records 1990 1990 Recreation Supervisor 5/90 5/90 Code Enforcement 10/90 10/90 Part - Time Groundskeeper 1990 1990 Street Maint Worker 1990 1990 Supervisor.Permit Specialist 1990 1999 Groundskeeper I 10/90 10/90 Parks Supervisor 10/90 10/90 Recreation Supervisor 4/90 4/90 Assist Planner II - economic 1990 1990 General Interns 1990 1990 Janitor - temporary 1990 1990 Associate Traffic Engineer 1990 1990 Child Care Coordinator 1990 1990 Clerk Typist 1990 1990 Computer Programmer 2/89 2/89 The algae reeorda are shitted for destruction In aoeordsnce with procedures outlined in the City ofSaSanta ..��Clarita Records Retention Ramat Date: Approved: DATE: (C ty Attorney) i CITY OF SANTA CLARITA REQUEST FOR AUTHORIT-1+O DESTROY OBSOLETE RECORDS Page _2 of _2 RECORDS OF: CITY MANAGER'S OFFICE/PERSONNEL DEPARTMENT Date: (Department) ITEM RECORD SERIES TITLE Total Retention Period Inclusive Dates DWNTITT/CDMIENTS From To Ezecutive Secretary 1988 1988 Groundakeeper 1990 1990 The above recom are afaitted for destruction in eccorderce mith procedures outlined in the City of Santa Clarlts Recetda Retention Nand ate: a/ Approved: DATE: 1) (City Attor(wy) CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: CITY CLERK Date 10-26-95 (Department) Page _7_ of _2_ ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITYXOMMENTS 7 Council Agenda Packets 5 yrs 1/10/89 8/22/89 1 box - CC00001 7 Council Agenda Packets and 5 yrs 9/12/89 12/12/89 1 box - CCOOD02 Study Session Packets 1/89 12/89 7 Council Agenda Packets 5 yrs 1114/88 10/13/88 1 box - CC00006 7 Council Agenda Packets 5 yrs 10/27/88 12/88 1 box - CC00007 7 Planning Commission Agenda Pkts 5 yrs 12/88 12/89 1 box - CC00009 7 Planning Commission Agenda Pkis 5 yrs 2/88 11/88 1 box - CC00011 15 Correspondence & Subject Files 2AR 1991 1991 1 box - CC00016 15 Correspondence & Subject Files 2AR 1991 1991 1 box - CC00017 15 Correspondence & Subject Files 2AR 1991 1991 1 box - CC00027 15 Correspondence & Subject Files 2AR 1990 1991 1 box - CC00029 The list above has been stored at Datalok and are ready for destruction. 1 Agreements & Contracts C+4 1988 1990 1 box 5 Bids -Unsuccessful 2 yrs 1989 1990 1 box 15 Correspondence & Subject Files (Council corres., 2 yrs 1988 1992 1 box appeals, notices, petitions) 16 Chronological Files 2 yrs 1988 1992 1 box 17 Election file& - ballots 6 mos. 1992 1994 36 boxes 18 Election files - general(manual, procedures) 2AR 1990 1992 4 boxes 20 Election files - petitions 8 mos. 1992 1992 2 boxes 32 Hazard reports 3 yrs 1991 1991 1 box The above records are wbinllled for destruction in accordance vdth procedures outlinscrVi4 City of Santa ClaNa Records Retention Manual f �Be19r / Approved: Dale: l I 7 S (CltyAfforpWc Data�,L,Z2� I�j CITY OF SANTA CLARITA Page _2_ of REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: CITY CLERK Date: October 25, 1995 (Department) ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 8 City Council Chamber Files (rental notices) 2 yrs 1989 1990 1/4 box 14 Claims C+5 1989 1989 2 boxes 39 Mfg. Rent Stabiliztion Election Ballots 2 yrs 1993 1993 1 box 40 Mfg. Rent Stabilization Panel Files (notices, etc) 2AR 1992 1992 1 box 55 Safety Training Files S+4 1989 1989 VS box 58 Vehicle Accident Reports 2 yrs 1991 1992 1/4 box The above records are submitted for destruction In accordance with procedureQ(Cli, he City of Santa Clarity Records Retention Manual / f Date: Dale: ��-9`� Approved: Dale: r I Rm.ey) CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Page _1 _ of _1 Date: 10-25-95 ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 2 Correspondence & subject files (budget records, purchasing records (dupl.), corres.) 3AR 1/90 12/90 1 box - PP00001 2 Correspondence & subj.files(corres.,budget,etc) 3AR 1/90 12/90 1 box - PP00002 18 Urban Forestry Files (svoe.requests,plants info) 2AR 1989 1989 1 box - PP00004 3 Parks, Chron. Files 2 yrs 1/91 12/91 1 box - PP00005 2 Correspondence & subject files 3AR 1/91 12/91 1 box - PP00008 2 Correspondence & subject files 3AR 1/91 12/91 1 box - PP00009 2 Correspondence & subject files 3AR 1/91 12/91 1 box - PP00010 2 Correspondence & subject files 3AR 1/91 12/91 1 box - PP00011 9 Parks Maintenance Files (vandalism reports, safety work orders, etc) 2AR 1/91 12/91 1 box - PP00013 3 Parks chron files 2 yrs 1/90 12/92 1 box - PP00014 The list above have been stored at Datalok and are ready for destruction 3 Parks chron files 2 yrs 1989 1990 1 box The above records are submitted for destruction in accordance with p res outlined In Ilio City of Santa Ciarlta Records Retention >/- lr / /nom _Dale: d' Approved: ate: _I�J L_L� S (City Attorney) � ale:�Ld (City Clerk) 4117 ,-'�\ X CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS •'� • L:. : : •ISE: C•Z•uu ► \ : �u � :1 •� Page _1 of _1_ DATE: 10/25/95 ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITYICOMMENTS 12 Parks & Recreation Agenda Packets 5 1/90 12/90 1 box - PA00051 12 Parks & Recreation Agenda Packets 5 1/68 12/89 1 box - PA00052 The list above has been stored at Datalok and is ready for destruction 3 Correspondence & Subject files (calendar, policies, budget info., quarterly reports, etc.) 2AR 1988 1992 6 boxes 4 Chronological Files Parks & Recreation mm. des (corres.,agendas 2AR 11011111, 1/91 40M 12/91 dim 2 boxes 41� 13 (duplicate), proof of posting) 2AR 1988 1991 2 boxes 16 Publications 2AR 1989 1991 1 box 9 Grant files (general info., unaccepted grants) 2AR 11/90 12/90 1 box Tho above records are submitled for destruction in accordance with procedures outlined In the City of Santa Clarita Records Retention Manual late: //- G -9J1 r i Date:J Approved: (City Attorney) Date: CITY OF SANTA CLARITA REQUEST FOR AUTHORIif 'O DESTROY OBSOLETE RECORDS RECORDS OF: parks, Recreation, and Community Services - Admin Department) Page 1 of 1 Date: 10/9/95 ITEN RECORD SERIES TITLE Total Retention Period Induaive Dates OUAMTITT/COMEMTS from To 1 Accident/Incident Reports 5 7/88 11/90 Approved: Approved: The above raCcrda we submitted for destruction In eeoordraa with proeedree malined In the I City of Sante Clerits Records Retention Nwmt ' Date: ,/s,>�/ Approved• - /`� DATE: II 7 S (City Attorl)ty) Deter,/O�15�� s, CITY OF SANTA CLARITA REQUEST FOR AUTHORIif +0 DESTROY OBSOLETE RECORDS RECORDS OF: _ Parks. Recreation, and Community Services ( Recreation ) (DeWrtmnt) Page 1 0 of 1 Date: 10/9/95 ITEM ' RECORD SERIES TITLE Total Retention Period Inclusive Dates QUANTITY/COWNTS From To 2 Aquatics Correspondence & Subject Files 2AR 1990 1992 / X996 / G`01 -1/L 2 Aquatics -Correspondence & Subject Files 2AR 1990 1992 sox-#PR-6A8A7 ��` 2 Aquatics Correspondence & Subject Files 2AR 1990 1992 6nr IPR-00008 / Approved: Approved: The aharo neeeds oro arditted for destruction In accordance with procedree outlined In the. City of Santo Clarita Records Retention RAoaL (24;Date.. /e'/e, Approved: DATE: i AS �i (City Attor y) Date: