CC RESOLUTION 4009I*
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RESOLUTION NO. 4009
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO,
CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS IN
THE CITY CLERK'S OFFICE AND THE FINANCE, HUMAN RESOURCES,
PLANNING AND BUILDING SAFETY, AND LIBRARY DEPARTMENT'S.
WHEREAS, there is presented to the City Council for approval and forwarding to the City
Council, the attached correspondence; and
WHEREAS, the City Council finds that the records hereinabove referred to are of no further
value to the City of El Segundo, and that they occupy badly needed storage space; and
WHEREAS, the City Attorney has, in accordance with the provisions of Section 34090 of
the Government Code of the State of California, consented to the destruction of said records and
documents.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ELSEG UNDO, CALIFORNIA,
DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Clerk is hereby authorized and granted authority to dispose of the
records identified in Exhibit A by the City Clerk's Office form dated March, 1997, the Human
Resources Department's form dated February, 1997, the Planning and Building Safety
Department's form dated April, 1997, the Library memorandum dated March 17, 1997, and the
Finance Department's form dated April, 1997. The City Clerk's Office shall cause these records
to be destroyed in a lawful manner.
SECTION 2. Upon destruction of the foregoing records, the City Clerk shall make a
certificate of complete destruction of said records and file the original of the same in the Office of
the City Clerk and file a copy of said certificate together with a certified copy of this resolution in
the City Clerk's Office and the Finance, Human Resources, Planning and Building Safety, and
Library Department's.
SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution;
shall enter the same in the book of original resolutions of said city; and shall make a minute of the
passage and adoption thereof in the records of the proceedings of the City Council of said city, in
the minutes of the meeting at which the same is passed and adopted.
PASSED, APPROVED and ADOPTED this 6th day of MAY , 1997.
ATTESTED:
if
50y MortVeq, dity tdlirk (SEAL)
APPROVED AS TO FORM:
Mark D. Hensley, City Attomef
andra Jacobs Ma r
City of EI Segund alifornia
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CITY CLERK'S OFFICE
RECORDS TO BE DESTROYED
March 1997
DESCRIPTION
PERIOD OF TIME FOR DESTRUCTION
All Successful Bid and RFP files and proof
of publication.
Up to 1990
All Unsuccessful Bid and RFP files and
proof of publication.
Up to 1992
Budget files.
Up to 1992
Campaign Statements and Political Action
Committee Statements - Not Elected.
Up to 1990
Chronological Correspondence
Up to 1995
City Council Agenda Packets
Up to 1990
City Council Meeting Notices, Special
Meeting, Adjournment and Cancellation
Notices. I
Up to 1990
All Election Files
Up to 1992
Election Notices
Up to 1992
Election Candidate List
Up to 1992
Sample Ballots
Up to 1992
Precinct Material
Up to 1992
Polling Place Materials
Up to 1992
Absentee Voter Ballots and Materials
Up to 1992
Federal Political Practices Commission
Materials /Forms
Up to 1992
Administrative Materials
Up to 1992
Election Voter Ballots
Up to 1992
Tally Sheets, Index Challenge List, Assisted
Voters List
Up to 1992
Inspectors Materials
Up to 1992
Absentee Voter Ballot Applications and
Identification Envelopes
Up to 1992
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V
L-- DESCRIPTION
PERIOD OF TIME FOR DESTRUCTION
Petitions for', Initiatives, Referendum and
Recall
Up to 1992
Planning Commission Agendas and Copies
of Resolutions
Up to 1994
Public Hearing files
Up to 1990
Form 721's (Unless still in cffice)
Up to 1993
Form 730's
Up to 1990
Form 405s and 415s
Studies and Reports
Up to 1993
Up to 1995
Studies and Reports
Up to 1995
All Alphabetical Files
Up to 1994
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0 February 1997
RECRUITMENT FILES
Account Specialist 1 /II
Administrative Secretary
Building Inspector II
Building Inspector I
Chief of Police
Code Enforcement Officer
Director of Planning
Equipment/Facilities Supervisor
Financial Services Manager
Fire Marshall
Librarian - Young People's
Library Clerk II
Park Maintenance Worker 1 /II
Police Captain
Police Lieutenant
Police Officer - Trainee
Police Officer - Trainee
Police Records Clerk 1 1II
Police Records Specialist iAl
Police Sergeant
III Pool Maintenance Technician
Public Works Inspector IAI
Street Maintenance Superintendent
Traffic Painter/Lead Worker
Wastewater Maintenance Worker 1 /11
agenda.260
HUMAN RESOURCES DEPARTMENT
. RECORDS TO BE DESTROYED
DESTROY ALL RECORDS
PRIOR TO 1/1/93
817/92
6/18/92
11/17/92
7/20/92
5/27/92
4/30/92
5/13/92
12/12/92
4/15/92
9/10/92
4/2/92
7/24/92
11/20/92
7/28/92
7/10/92
3/16/92
8/31 /92
1/1/92
9/29/92
1/10/92
9/23/92
7/15/32
10/2/92
12/21/92
10/29/92
REQUIRED
RETENTION
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
4 yrs
• PLANNING AND BUILDING SAFETY DEPARTMENT
RECORDS TO BE DESTROYED
April 1997
Chronological Correspondence (both Div)
Up to 1995
Weekly Activity Reports (Dept. and City Mgr.)
Up to 1995
Monthly Activity Reports (Bldg. Safety)
Up to 1995
Monthly Activity Reports (C.M. Cano)
Up to 1993
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bldg/destroy.rec
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City of El Segundo
INTER - DEPARTMENTAL CORRESPONDENCE
Date: March 17, 1997
To: Cindy Mortesen, City Clerk
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From: Barbara J. Pearson, Library Director
Subject: Destruction of Records
The following records should be added to your "Destruction of Records" Chart;
1. Library Fine Transmittal Forms - 9/93 - 7/94
2. Library Request for Reimbursement of Expenses - 9/93 - 7/94
3. Library Copy Machine Receipts - 9/93 - 7194
4. Library Lost Book (partial paid) Receipts - 9/93 - 7/94
5. Library Lost Book (paid) Receipts - 9/93 - 7/94
6. Library Cash Register Tapes - Jan. '93 - Dec. '94
7. Library Invoices - Jan. '94 - Dec. '94
8. Library Purchase Orders - Jan. '94 - Dec. '94
9. Library Postage Receipts - Mar. '93 - Dec. '94
Thanks for your help.
DESTRUCT.REC
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FINANCE DEPARTMENT
RECORDS TO BE DESTROYED
April 1997
DESTROY ALL RECORDS
REQUIRED
DESCRIPTION
PRIOR TO LISTED FY DATE
RETENTION
Business License Files
FY 91/92
5 yr.
Purchase Requisitions
FY 91/92
5 yr.
Purchase Orders
FY 91/92
5 yr.
Bid Files
FY 86/87
10 yr.
Postage Meter
FY 94/95
2 yr.
Cashier Audit Tapes
FY 93/94
3 yr.
Accounts Receivable Invoices
FY 93/94
3 yr.
Reports and Correspondence -
FY 91/92
5 yr.
Routine Finance Department
Business
Water Cash Stubs
FY 93/94
3 yr,
Water Cash Receipt Posting Sheets
FY 93/94
3 yr.
Water General Ledger
FY 93/94
3 yr.
Water Bills & Register
FY 93/94
3 yr.
City Invoices
FY 93/94
3 yr.
Special Deposits
FY 89/90
7 yr.
Accounts Payable Warrant Detail
FY 91/92
5 yr.
Journal Entries & Proof List
FY 91192
-5 yr.
General Ledger/Trial Balance
FY 91/92
5 yr.
Expenditure Appropriation Ledger
FY 91/92
5 yr.
and Detail
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Revenue Detail Report
Accounts Payable History Update &
Detail Summary Warrant Register
Daily Cash Receipts
Parking Citation Receipts
of Payment
Fixed Assets List
DESTROY ALL RECORDS REQUIRED
PRIOR TO LISTED FY DATE RETENTION
FY 91/92 5 yr.
FY 89/90 7 yr,
FY 91192 5 yr.
FY 91/92 5 yr.
FY 92/93 4 yr.
IN ACCORDANCE with the provisions of Section 34090 of the Government Code of the State
of California, the City Attorney hereby gives his written consent to the destruction of the
foregoing records.
DATE: -,,4
• City Attorney: Mark D. Hens y �—
-2-
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9 CERTIFICATION
STATE OF CALIFORNIA ]
COUNTY OF LOS ANGELES ] SS
CITY OF EL SEGUNDO ]
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, DO HEREBY
CERTIFY that the whole number of members of the City Council of the said City is five;
that the foregoing resolution, being RESOLUTION NO. 4009 was duly passed and
adopted by the said City Council, approved and signed by the Mayor or said City, and
attested by the City Clerk of said City, all at a regular meeting of the said Council held
on the 6th day of MAY, 1997, and the same was so passed and adopted by the following
vote:
AYES: Mayor Jacobs, Mayor ProTem Wernick, Councilwoman
Friedkin, Councilman Weston, and Councilman Gordon
• NOES: None
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ABSENT: None
ABSTENTION: None
NOT PARTICIPATING: None
WITNESS MY HAND THE: OFFICIAL SEAL OF SAID CITY this 6th day of May,1997.
AY
indy Mo ,e C' er
of the Ci y of EI Segundo,
California
(SEAL)