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Home My WebLink About1998-10-13 - AGENDA REPORTS - DESTRUCTION RECORDS (2)AGENDA REPORT CONSENT CALENDAR DATE: October 13, 1998 City Manager Approval: Item to be presented by: SUBJECT: AUTHORIZING - DESTRUCTION RESOLUTION NO. 98-118 DEPARTMENT: City Manager OF CERTAIN RECORDS - Adopt Resolution No. 98-118 and authorize the City Clerk to begin destruction of eligible City records. 1:1CN1640"*i111iNI 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 is attached to the Resolution as Exhibit A. The Department Heads, the City Attorney and the City Clerk have approved the request for destruction. ALTERNATIVE ACTION Retain all records which places the City at risk for not being in compliance with the Council adopted retention schedules and which increases storage costs. FISCAL IMPACT Funds are budgeted in the Clerk's Division Professional Services Account for this purpose. Total expenses are estimated to be approximately $500.00. ATTACHMENT Resolution No. 98-118 Adopted: '16 -/,3-9Y Agenda item: RESOLUTION NO. 98-118 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA; 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 not 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. PASSED, APPROVED AND ADOPTED this 13th day of October, 1998. "03016)7 ATTEST: CITY CLERK I consent to the destruction of records described in Exhibit A of this Resolution. [OI�Y'OMES) MMA STATE OF CALIFORNIA ). COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Sharon L. Dawson, City Clerk of the City of Santa Clarita do 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 13th day of October, 1998, by the following vote of Council: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK CITY OF SANTA CLARITA Page _1_ of _1_ REQUESTFOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Human Resources / City Manager's Office (Department) Date: 3/23/98 ITEM RECORD SERIES TITLE ' Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 10 Recruitment Files 2 A R 1994 1994 Box # 48569201 48569202 48569203 48569204 48569205 48569206 The above records are submitted for destruction in actor nce with procedures outlined In the City of Santa Clanta Records elan io a u q -_bate: i 0 Approved: Date: (City Attorney) Approved: r '-' (City Clerk) CITY OF SANTA CLARITA REQUESTFOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Human Resources / City Manager's Office (Department) Page _1_ of _i_ Date: 9/2/98 ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS - 9 Personnel Files T+10 1988 1988 Box PE -00002 10 Recruitment Files 2 1995 1995 Box 48569212 Recruitment Files i 2 1995 1995 Box 48569213 Recruitment Files 2 1995 1995 Box 48569214 Recruitment Files 2 1995 1995 Box 48569324 Recruitment Files 2 1995 1995 Box 48569326 111I1q G The above records are submitted for destruction in acco ilh roce res outlined i the 4 l l`l City of Santa Clarita Recon et on Approve Dale: Approv n. 9%s Y (Depa ent Head C� gyp. ityAttorney) Approved: Date: (City Clerk) _ . CITY OF SANTA CLARITA Page _1_ of _1_ REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: City Clerk Date: 9/9/98 ITEM RECORD SERIES TITLE - ' Total Retention Period Inclusive From Dates To OUALITY/COMMENTS 1 Bids— Unsuccessful 2 1993 1995 Record Series 45 2 Press Release Files 2AR 1994 1995 Record Series 448 3 City Council Audio Tapes 7 1987 1994 Record Series 410 4 City Council Chamber Rental Files 2 1996 1996 Record Series 48 5 Correspondence & Subject Files 2AR 1994 1995 Record Series 415 - 6 Agreements C+4 1988 1993 Record Series 41 7 Claims - C+5 1990 1992 Record Series 414 ecords are submitted for destruction In accordance with rocedures outlined in the City of Santa Clanta Records ten onal Approved: _ _ ate: —Q tf (city tto ) CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, and Community Services -- (epartrneny Page 1 of 1 Date: August 26,1998 ITEM RECORD SERIES TITLE Total Retention Inclusive Dates . QUALITY/COMMENTS Period From To 21 Summer Youth Employment 8t Training A+3 05/93 09/93 Files 3 Events and Programs 2 AR 01/94 12/94 Approved: Approved: The above records are submitted far desbuodon in accordance with procedures outlined In the City of Santa Clarita Records Retention Manual 1. --7 V1 Date: 9' ;'%P Approved: 4 — (City Attorney) racadminldes"y Data: 9 /3 '? 5y Date: / CITY OF SANTA CLARITA Page _1_ of REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, & Community Services Date: 8/27/98 (DoPwIMw4I Community Services Division ITEM ' RECORD SERIES TITLE Total Retention Pedod InektWe Fran Dams To OUAUTY1COMMENTS 1 Emergency Preparedness Planning Files 2 AR 1989 1994 7 Chronological Files 2 AR 1991 1995 8 Correspondence & Subject Oiles 2 AR 1993 1995 12 Summer Youth Employment & Training A + 3 1992 1993 Files 5 Youth & Family 2 AR 1991 1995 The above records are submitted for destruction In somrdanee with pracedues outihed In the My of Santa Cladm 7;C4Att0MGyI ! uDam: = f=*Dam: 119 pfmdmdnbestroyf.dmg CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, and Community Services ( t) Page 1 of 1 Date: , August 26, 1998 ITEM 'RECORD SERIES TITLE Total Retention Period Inclusive Dates QUALITY/COMMENTS From To 1 Aquatics Class Files 2 yrs. 1994 1995 2 Aquatics Correspondence and Subject Files 2 AR 1991/1992 1994/1995 Budget Records 18 & 19 Adult and Youth Registration 5 yrs. 9/92 12/92 Destroy from storage. (Box # PR -0004) The above records are subrnlaed for destruction In accordance with procedures outlined In the . City of Santa Clarita Records Retention Manual Approved:�Date: $ (Department Head) Approved: (City Attorney) Date: Approved: �� Data: alr (City Clerk) racadminldestroy . CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO.DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, and Community Services (Depermiertt) Page_1_of_1_ Date: December 22, 1997 ITEM ' RECORD SERIES TITLE Total Retenfion Period Inclusive From Dates To QUALITY/COMMENTS 21 Summer Youth Employment & Training Files A.3 '05/93 09/93 - 3 Events and Programs 2AR i 0154 12/94 Approved: Approved: (City Clerk) The above records are submitted for destruction in accqrdqnoe with procedures outlined in the - �{, City of Santa Clarita Recce etei Ii _ Date: t •7i Approved: Dale: i•2 !�3 Q 7 (City nay 044." ' w""_ Date: P a3 /?7 CITY OF SANTA CLARITA Page _1_ of _1_ REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, and Community Services Date: 9115198 (Department) Community Services Division • ITEM RECORD SERIES TITLE Total Retention Period Indus(ve From Dates TO QUALITYICOMMENTS 4 Community Services Neighborhood Grants 3AR 1993 1994 12 Summer Youth Employment 8 Training Files 3AR 1994 1994 . i The above records are submitted for destruction in accord a th pro ur dined In the r City of Santa Clarita Re co on a Date: �G Appro Date: Head) (Cly omey) Aa' O� i4�ra0t� Date: 1'Z( 19t (City Clerk) pkadmKdestroyf.dmg CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation and Community Services, Admin (Department) Page-i—Cf—j— Date: 9/30/98 ITEM RECORD SERIESTITLE, Total Retention Period Inclusive From Dales TO OUALrrY/C0lVlMENTS:,_ 3 Subject Files and Correspondence Files 2AR 1990 112(93 Budget Recrods 1991-94 Correspondence 1993-95 Revenue Receipt Records (3 boxes) 4 Correspondence- Chronological Files 2AR 1993 1995 (1 box) The above records are submitted for destruction in accordance with procedures cutllgsd, In the City of Santa Clarita Reoords Retention Manual Date: f, App fApproved:. Date: e a ent Head) (CKVAfiomey). Approved. Date:. Ito (City Clerk) PRADUMdWmy98.dw CITY OF SANTA CLARITA Page _1_ of _1_ REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Date: (Department) ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 2 CORRESPONDENCE & SUBJECT FILES 3AR 1992 1992 13 PARK MAINTENANPE-SERVICE FILES 2AR 1993 1993 Irrigation Records 14 PESTICIDE FILES 2AR 1992 1993 Inspections - - 19 URBAN FORESTRY PROGRAM FILES 2AR Budget/Accounts Records 1992 1993 Events/Programs 1992 1993 Service Request Work Order Records 1990 1992 The above records are submitted for destruction in accordance with procedures outlined in the c City of Santa Clarita Rawr et n f —Date: �a�� ' 7 Approved: Date: O % ity ttorney) Approves ,>;!-""^"'� C.JOO+� Data: CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: QDMIN16rP-AT-IJ,9 SEedrC�S Date: 9_2 -3 -yd' (Department) Page 1 of 3 ITEM RECORD SERIES TITLE , Total Retention Period Inclusive From Dates To QUALITY/COMMENTS FDO0199 4/90- 6/90 & 2/91 -5/91 - Bank Statement/Bank Reconciliation 7 4/90 6/90 FD00088 FY 90/91 P&R Registration Approvals 7 7/90 12/90 FD00091 FY 88/89 Cash Receipts by Day & Account k 7 7/88 6/89 FD00101. FY 89/90 P&R Registration Approvals 7 7/89 6/90 FDO0100 Bank Ree Reports/Bank Statements/Cancelled Checks 7 8/89 1/90 Bank Rec Reports/Bank Statements/Cancelled Checks 7 2/90 4/90 F000086 Daily Treasurer's Report 4 5/90 7/91 Bank Rec Reports 7 7/89 6/90 Budget Journal Approval Registers 7 7/89 6/90 FD00087 Bank Reconcillations/Bank Statements 7 7/90 1/91 - FD00097 Budget Journal Approval Register _ 7 7/88 6/89 Bank Reconciliations/Bank Statements 7 7/88 3/89 FD00098 Bank Reconcittallons/Bank Statements/Cancelled Checks 7 4/89 8/89 FD00099 Bank Reconcillallons/Bank Statements/Cancelled Checks 7 1/88 6/88 FD00080 Payroll PA 410 pp 1.17 pp Council 1.8 7 1990 1990 FD00081 Payroll PA 410 - 7 - (pp 18-26 1990/Work Comp Reports 5/89-12/90/PERS Backup 7 1989 1990 Log 1990) 7 F000082 Payroll 7 1990 1990 (PERS RepodsMmebank Reports/Deduction Adjustment Listing/ 7 Deferred Comp. Reports/Final Check Registers/Otrty Reports 7 ' FD00075 Check Registers and Pink Copies (12/88.12/89) _ 7 1988 1990 FD00093 Payroll 7 1988 1989 C88 ADP Worksheets, Wages, Tax Registers, Payroll 7 Summaries/88-89 Insurance Billings/88-89 Tax Returns/ 7 88/89 Def. Comp. Billing & Correspondence) 7 The above records are submitted for destruction in accordance with procedures outlined in the [� City of Santa pSaantta Cladta Records Retention kiApproved: Date: Z/-9� Approved: Date: ( = (Department �`a H�+^'eea�/d�),�(City ttomy). \ ,e Approved: - '- Dater - (City Clerk) CITY OF SANTA CLARITA RECORDS OF: (Department) g REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Date: Page 2 of 3 ITEM „•-L RECORD, SERIES TITLE ' Total Retention Period Inclusive From Dates To - QUALITY/COMMENTS FD00094 Payroll (Approval Register/Audit RptslW-21nfo Otrty Tax Return) 7 1990 1990 FD00095 Payroll (pp 1-26 PA 410/Council 1=12/PERS Reports) 7 1989 1989 FD00096 Payroll Reports 7 1989 1989 ' (Time Bank Bonus Credits(Deduction Ad)ustmerit Listing nal 7 Check Registers/Audit Reports/Approval Registers/Quarterly 7 Reports/V Chr YTD Check ReporW Otr Earning Deduction 7 Summary/Eaimtngs Register pp 1.3) 7 FD00034 Finance -A/P- Vendor Files (TMisc. -Z) 7 1989 1990 FD00038 Finance - A/R - Daily Work/Yellow Receipts 7 2/89 6/90 FD00039 Finance -A/P =Check Registers 7 1989 1990 FD00042, Finance-A/P-Check Registers 7 1989 1990 FD00046 Finance-A/P-Check Registers 7 1988 1989 FD00006 P&R-Cash Receipts 7 1989 1990 FD00012 P&R-Cash Receipts/Gold In Binders 7 1989 1990 FD00015 Finance- Cash Receipts/Gold 7 1989 1990 FD00018 P&R- Cash Receipts/Yellow 7 1989 1990 FD00019 P&R- Cash Receipts/Yellow 7- 1989 1990 FD00020 Finance - A/P - Vendor Files (A -n 7 .1987 1988 FD00021 Finance - A/P - Vendor Files (A - City of Santa Clarila) 7 1988 1989 FD00022 Finance - A/P - Vendor Files (Co. of LA. - L.A. Times) 7 1988 1989 The above records are submitted for destruction in accordance with procedures outlined in the City of Santa Clarita Records Retention M Approved: Date: 9- z/-7 Approved: Date: 4 Z2, ..(D�epamnentHeeadd)� (City Attorney) Approved: .7R-tl`a^ �'r'"""""� Dale: (City Clerk) CITY OF SANTA CLARITA RECORDS OF: (Department) REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Date: Page 3 of 3 ITEM RECORD SERIES TITLE _ Total Retention- Period Inclusive From Dates To OLIALITY/COMMENTS FD00023 Finance -A/P-Vendor Files (M Misc.- Pacific Bell 6/88) 7 1988 1989 FD00024 Finance -A/P- Vendor Flies (Pacific Bell 7/88 -SC Edison 6/88) 7 1988 1989 FD00025 Finance -A/P- Vendor Files (SC Edison 7/88-Z) 7 1988 1989 FD00026 Finance -A/P- Vendor Files (AMisc, -Burke Vending) 7 1989 1990 _ F000027 Finance -A/P - Vendor Files (C Misc. - Co. of L.A. Parks) 7 1989 1990 FD00028 Finance -A/P- Vendor Files (Co. of LA. PW -Government) 7 1989 1990 FD00029 Finance -A/P- Vendor Files (H Misc.-Lumber City) 7 1989 1990 FD00030 Finance - A/P'- Vendor Files (M Misc. -Oral Health) 7 1989 1990 FDo0031 Finance - A/P - Vendor Files (P Misc. - Steve's Florist) 7 1989 1990 FD00032 Finance -A/P- Vendor Files (Pacific Bell) 7 1989 1990 FD00033 Finance -A/P•- Vendor Files (So. Calif. Edison) 7 1989 1990 No # _ Parking Citation, Llables/Not Liables Admin Reviews 2 1995 1995 Never labeled and sent to Datalok No # Admin Reviews. Liables/Not Llables-1994 Hearing/1994 Reports .2 1993 1994 Never labeled and sent to Datalok No # Parking Citations, Hearings/Reports 2 1995 1995 Never labeled and sent to Datalok The above records are submitted for destruction In accordance with procedures outlined in the City of Santa Clarita Records Retention kJaPMAI p Approved: Dater Approved:orney) Date: (Department Aeeaad)� (CityAtt Approved:.,,Date: 7�02yIQP (City Clerk) syslo%destro98 CITY OF SANTA CLARITA REQUEST FOR. AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: TUANSpnRTATTON h FNGINEERING SERVICES (Department) Page 1 of I Date: 08/17/98 ItEM ` RECORD SERIES TITLE Total Retention Period Inclusive Dates "NTIty/CCNMENTS from To 22 Admin -Chronological Files 2 yrs. 1/1/95 12/31/95 Includes correspondence 5 memos. 19 Intersection Files (Traffic) 5 yrs. 1/1/91 '12/31/92 i Approved: Approved; The above records are submitted for destruction in accordenee with proeeduv muttirw;a thtoia City of Santa Clarity Records Retention Narumt ' �; Iy:. (City Clerk) �� z�sY Date: Approved: DATE: .(City Attorr Date: 9!°t((5U