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Home My Public Portal About7EAGENDA ITEM 7.E. MANAGEMENT SERVICES DEPARTMENT MEMORANDUM DATE: December 7, 2010 TO: The Honorable City Council FROM: Jose E. Pulido, City Manager By: Mary R. Flandrick, City Cler Ce- SUBJECT: ADOPTION OF RESOLUTION NO. 10-4712 APPROVING THE DESTRUCTION OF CERTAIN RECORDS RECOMMENDATION: The City Council is requested to adopt Resolution No. 10-4712 authorizing the destruction of certain records. BACKGROUND: The City's Records Retention Schedule is a written policy which governs the period of retention of records. It provides the legal authority for the disposition of city records and demonstrates compliance with governmental regulations. Pursuant to Government Code Sections 34090 and 34090.7, certain City records may be destroyed with the written consent of the City Attorney and approval of the legislative body of the City with the following exceptions: 1. records affecting the title to real property or liens thereon; 2. court records; 3. records required to be kept by statute; 4. records less than two (2) years old*; and 5. minutes, ordinances and resolutions of the legislative body or of a city board or commission. *Note: exception for certain election materials pursuant to the Election Code and certain duplicate records City Council December 7, 2010 Page 2 The attached records lists proposed for destruction have been compiled pursuant to the Records Retention Schedule and have been reviewed for compliance by the City Clerk and City Attorney. Following approval of the records destruction, a certified document destruction company will be contacted to pick up and destroy the records in a confidential manner and issue the City a Certificate of Destruction. CONCLUSION: The City Council is requested to consider a proposed resolution authorizing the destruction of certain records, pursuant to the Government and Elections Codes and the City's retention schedule. FISCAL IMPACT The City Council as part of the Fiscal Year (FY) 2010-11 City Budget approved an appropriation of $600 for this service. ATTACHMENT(S) A. Resolution No. 10-4712 B. Department Records Lists RESOLUTION NO. 10-4712 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY APPROVING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, Sections 34090 and 34090.7 of the Government Code authorize the destruction of City records upon approval of the legislative body of the City and with the written consent of the City Attorney provided that said records do not fall within certain specified categories and are not less than two (2) years old (exception: election materials so authorized under the Election Code), and, WHEREAS, the City Attorney has requested authority for the destruction of certain records which do not fall within the excepted categories. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TEMPLE CITY, AS FOLLOWS: SECTION 1. That the records listed on the attached Records Destruction Lists be destroyed in the appropriate manner. SECTION 2. The City Clerk shall certify to the adoption of this resolution. PASSED, APPROVED AND ADOPTED on this 7th day of December, 2010. MAYOR ATTEST' City Clerk I, City Clerk of the City of Temple City, do hereby certify that the foregoing resolution, Resolution No. 10-4712, was adopted by the City Council of the City of Temple City at a regular meeting held on the 7'h day of December, 2010, by the following vote: AYES: Councilmember- NOES: Councilmember- ABSENT. Councilmember- ABSTAIN: Councilmember- City Clerk DEPARTMENT: City Clerk RECORDS DESTRUCTION LIST 2010 ACTUAL TITLE OF FILE DATE FROM — TO DEPT. APPROVAL Street Mtce: Resurfacing 5 Streets (P03-10, P03-12, P03-13, P03-14, P03-26) 2004 mRp Street Mtce: Citywide Street marking & Striping 2000 Street Mtce: Citywide Street marking & Striping 3/2000 Street Mtce: Resurfacing 5 Streets (P03-10, P03-12, P03-13, P03-14, P03-26) 12/2003 Losing Bids: Municipal Parking Lot @ Sultana & Las Tunas (P02-17) 3/2004 Losing Bids: TC Mall Parking Lot Improvement Project (P03-21) 3/2005 l Losing Bids: Concrete Repair Project Citywide FY 04-05 12/2004 Losing Bids: Concrete Repair Second Citywide Project FY 04- 05 3/2005 Gen Mtce/Upkeep: Paint Light Poles, Las Tunas / T.C. Blvd 1/1986 Comm Prom: Newsletter Fall 1997 1997 Comm Prom: Newsletter Summer 1997 1997 Comm Prom: Newsletter Spring 1997 1997 Comm Prom: Newsletter Winter 1996 1996 i Comm Prom: Newsletter Fall 1996 1996 Comm Prom: Newsletter Summer 1996 d 1996 CITY CLERK rr RF CITY ATTORNEY Page 1 of 2 ACTUAL TITLE OF FILE DATE FROM — TO DEPT. APPROVAL Comm Prom: Newsletter Spring 1996 1996 Comm Prom: Newsletter Spring 1995 1995 Roster of Voters 2005 CITY CLERK rr+Rf CITY ATTORNEY Page 2of2 DEPARTMENT: Finance RECORDS DESTRUCTION LIST ACTUAL TITLE OF FILE DATE FROM — TO DEPT, APPROVAL Budget Documents Up To FY 2006 Budget Amendments Up To FY 2004 Journal Entries Up To FY 2004 Numerical Receipts Up To FY 2006 Pink Check Copies -Warrant Up To FY 2004 Paid Invoices Up To FY 2002 Purchase Orders Up To FY 2007 Time Cards Up To FY 2007 Travel Expense Reports Up To FY 2003 City Council/CRA/Housing/Special Meeting Minutes Up To FY 2008 Investment Policy Up To FY 2004 Receipt Journals _ Up To FY 2004 Warrant Listin s Up To FY 2004 CITY CLERK "rj i- CITY ATTORNEY Page 1 of 1 DEPARTMENT: Parks & Recreation RECORDS DESTRUCTION LIST ACTUAL TITLE OF FILE Use of Facilities Community Rm DATE FROM f TO 2004-2006 DEPT. APPROVAL Use of Facilities Pavilion 2005-2005 Schools Pool/Aquatics _ 1999-2002 Schools Pool/Aquatics 1993-1998 Use of Facilities TCALL 2004 Use of Facilities AYSO 2003-2004 Use of Facilities Tennis Club 1999-2004 Use of Facilities TCYF 2002-2003 Use of Facilities TCALL 2005 incident Reports — City Employee 2003-2004 Incident Reports — City Employee 2002-2003 Incident Reports -- City Employee 2001-2002 Incident Reports — City Employee 2000-2001 Incident Reports — Public/City Property 2001-2002 Incident Reports — Public/City Property 2000-2001 Incident Reports — Public/City Property 2002-2005 Incident Reports — Discipline Reports 1997-2000 1 CITY CLERK lam" RF CITY ATTORNEY Page 1 of 1 DEPARTMENT: Parks & Recreation RECORDS DESTRUCTION LIST ACTUAL TITLE OF FILE DATE FROM - TO DEPT. APPROVAL Dial -A -Ride Driver Logs 2007 Oh - Special Events 2002 - 2004 2009 egis - mp Youth Scholarship A - G 2001-2002 Youth Scholarship N- Z 2002-2003 Youth Programs 2008 Youth Programs 2007-2008 Dial -A -Ride Logs 2007 Dial -A -Ride Logs 9/2005 Dial -A -Ride Surveys 2004 Volunteer Applications 1998 STARS 2008-2009 Volunteer Time Cards - 2006 1 Parks & Recreation Commission Cassette Tapes 2002-2007 P & R Special Events 2004-2006 —...--:_ -- _ -- _. _, ..� - - - -. _ CITY CLERK rnI F CITY ATTORNEY Page 1 of ❑EPARTMENT: Parks & Recreation RECORDS DESTRUCTION LIST ACTUAL TITLE OF FILE DATE FROM — TO DEPT. APPROVAL 1990 Commission Activity Reports Commission Activity Reports 1991 Commission Activity Reports 2004- 2005 0 1 1 CITY CLERK rr, RE CITY ATTORNEY Page 1 of DEPARTMENT: Parks & Recreation PURGE 2010 ,OF RECORDS DESTRUCTION LIST Actual Title of File Date From — To Dept. Approval ely WILLIAM MARINO ENT_ FY 2008-2009 D.A.R. CONTRACT: 7/2000-6/2003 DIAL A RIDE PROPOSAL SAN GABRIEL TRANSIT 2000 FISCAL MGMT. PURCHASE ORDERS FY 2007-2008 FISCAL MGMT. PURCHASE ORDERS FY 2005-2006 FISCAL MGMT. PURCHASE ORDERS FY 2006-2007 FISCAL MGMT. PURCHASE ORDERS FY 2004-2005 FISCAL MGMT. PURCHASE ORDERS FY 2003-2004 FISCAL MGMT. PURCHASE ORDERS FY 2002-2003 MTA INVOICES FY 2007-2008 MTA INVOICES FY 2006-2007 MTA/FTZ INVOICES FY 2003-2004 MTA INVOICES FY 2004-2005 MTA INVOICES FY 2005-2006 MTA CORRESPONDENCE 2003 WILLIAM MARINO ENTER. FY 2007-2008 WILLIAM MARINO ENTER. FY 2006-2007 WILLIAM MARINO ENTER. FY 2005-2006 WILLIAM MARINO ENTER. FY 2004-2005 GAS CANS FY 2005-2006 City Clerk ris;RF City Attorney Page 1 of 2 DEPARTMENT: Parks & Recreation PURGE 2010 RECORDS DESTRUCTION LIST Actual Title of File GAS CAN RECEIPTS Date From - To FY 2004-2005 Dept. Approval 010 - ONTARIO REFRIGERATION FY 2005-2006 PROTECTION SERVICE INDUSTRIES 2004-2005 ONTARIO REFRIGERATION FY 2004-2005 PROTECTION SERVICE INDUSTRIES FY 2005-2006 Page 2 of 2 City Clerk r,Zr: i+:l.- A1_.Y _.. DEPARTMENT: Parks & Recreation RECORDS DESTRUCTION LIST ACTUAL TITLE OF FILE Registration forms DATE FROM — TO 9/07 to 10107 DEPT. APPROVAL C.1 -- Registration forms 3/07 to 5/07 Senior Trips registration forms 1/07 to 10/07 T -Ball registration forms 9/07 Basketball Registration forms 6/07 Summer Registration forms 6/07 to 8/07 2007 Summer classes Planning folder 6/07 to 8/07 Picnic Shelter Registration Forms 11/06 to 6/07 CITY CLERK flJ CITY ATTORNEY Page 1 of 1 DEPARTMENT: Parks & Recreation RECORDS DESTRUCTION LIST ACTUAL TITLE OF FILE Contractor Files — Parks & Recreation DATE DEPT. FROM — TO APPROVAL 1998 - CITY CLERK Y R_R CITY ATTORNEY Page 1 of 2, Temple MEMORANDUM TO: Susan Hampson, Parks & Recreation Supervisor FROM: Debbie Ingram, Secretary CYO_. SUBJECT: Contractor Listing The following contractors are on file at City Hall, Please cross off any names tat currently do not have a contract with the City and return to me when complete. Thanks!! Michael Appleby Eric Arreola Dh ' son -Den-afd-B-tirroughs Matthewyet Eoolrtra� Lucille DeThomas Stretirrarrari— '4CIrria'tlira Fowler &l,s Pk- Michelle Gonzalez Thomas I-(andforth �ano3 lfvveadi Tom Mclntee Do Mar Cori Monger Kidstar Performing Arts Virginia Morrow Sarah Nichols zSelva-Pfahs--- Atfre.do Freddie Quijano See-Moi Rangsipat 2t I i artt Larry Shaffer Jcf''bi@eoff Stocker ers Jennifer Wong ��► �- LOov\._5 Kazuko Yamagu ii Young Olympians Page 2 of 2 DEPARTMENT: Community Development/Public Safety Division RECORDS DESTRUCTION LIST ACTUAL TITLE OF FILE DATE FROM — TO DEPT. APPROVAL Animal Control Dog Licenses Receipts 2002 Animal Control (Box 2) Dog Impound Notices 2002 Animal Control (Box 2) Notice to Comply 2002 Public Works- Release of Securities 6161-6290 Avon Tract #53533 2004 PUBLIC WORKS: Release of Securities 6165-6169 Rosemead Blvd., Tract No. 26564 10/2004 PUBLIC WORKS: Parking -Annual Parking Permits 2004 Trees & Parkways (Box #1) Tree Planting & removal 2004 Trees & Parkways (Box 1) Removal/Planting List 01/19/2004 Trees & Parkways (Box 1) Removal/Planting List 04/12/2004 -. CITY CLERK r - CITY ATTORNEY Page 1 of 1 DEPARTMENT: Community Development/Public Safety Division RECORDS DESTRUCTION LIST - 1 ACTUAL TITLE OF FILE DATE FROM — TO DEPT. APPROVAL Animal Control (Box 1) Dog License Receipts 2003 Animal Control (Box 1) Dog Impound Notices 2003 Animal Control (Box 1) Notice to Comply 2003 01-5-2005 Public Works- (Box 1) Release of Securities 5243 Temple City Blvd. CITY CLERK rr, CITY ATTORNEY Page 1 of 1