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CC RESOLUTION 4276RESOLUTION NO. _42_76 A RESOLUTION AUTHORIZING THE DESTRUCTION OF PUBLIC RECORDS IN ACCORDANCE WITH THE CALIFORNIA GOVERNMENT CODE. BE IT RESOLVED by the Council of the City of El Segundo as follows: SECTION 1: The City Council finds as follows: A. Certain documents from the City Clerk's Department, City Treasurer's Department, Public Works, Police Department and Library are proposed to be destroyed in accord with Government Code § 34090; B. The City Attorney has giving written approval for the destruction of these records pursuant to Government Code § 34090; C. Based upon the documents presented to it for destruction, it does not appear to the City Council that these records need be retained and are occupying valuable storage space. SECTION 2: Pursuant to Government Code § 34090, the City Council approves the destruction of the records referred to in attached Exhibit "A," which is incorporated by reference, and authorizes the City Clerk to dispose of the records in any lawful manner. SECTION 3: Upon destroying these documents, the City Clerk is directed to complete a certificate verifying the destruction of these records and file the certificate with the City's official records. SECTION 4: The City Clerk is directed to certify the adoption of this Resolution; record this Resolution in the book of the City's original resolutions; and make a minute of the adoption of the Resolution in the City Council's records and the minutes of this meeting. SECTION 5: This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this istday of Oct er , 2002. f Mike Gordon, Mayor Page 1 of 2 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES 1 SS CITY OF EL SEGUNDO I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. 4276 was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 1st day of October , 2002, and the same was so passed and adopted by the following roll call vote: AYES: Gordon, Jacobs, Gaines, McDowell NOES: None ABSENT: Wernick ABSTAIN: None ATTEST: (?A1ttzL6Q)-NW&vt, 6J Cindy Mortelkn, City Clerk APPROVED AS TOJ Mark D. Hensle ity i By: Karl H. Berger Assistant City Page 2 of 2 DOCUMENTS FOR DESTRUCTION — 6/2002 BOX 1 Appeal of EA -349 Denial 2 /7/95 Appeal of EA -352 Approved 5/16/95 Appeal of EA -359 Denied 5/16/95 DOCUMENTS FOR DESTRUCTION — 6/2002 BOX 2 730 FPPC FY1993/94 (Originals) Hyrum B. Fedje Patrick D. Miner Edna M. Freeman Peter C. Freeman Marilynn G. Thomas Harry A. Reeves Richard S. Fearnn Terry L. Ceretto Margie A. Randall Richard A. Croxall Eugene J. Gillingham Elizabeth J. Kennedy Kirk Jon Walske Sandra Jacobs Wm. S. McCoy Walter Wm. Lee Ray H. Miller Patricia A. McCaverty John K. Mitchell. Karen G. Ackland Debbie Bundy Bill McCaverty Israel A. Mora Hobart K. McDowell, III Naima Greffon Sara Mosleh Laurie Brigham Jester Paul Garry Cindy Mortesen Lora Freeman Julia O. Abreu Jim. Hansen Donald L. Harrison Robert Hyland Donald E. Bott Ron Darville Linda Robinson Loran Hammond William Hatcher Jamie Taylor William H Cameron Dushan Skarich Bellur K. Devaraj Eduard Schroder Lawrence D. Vivian John W. Hilton Helen P. Schoenmeier, Jr. Caroline E. Rowan Barbara J. Pearson Debra Brighton Roger Kelly Erika Condon Judy Andoe Jim Fauk Richard Williams Jeff Trujillo Gwen Eng -Ellis Steven G. Klotzsche Joan Marie Garcia Steve Jones Jacquelyn D. Abraham Timothy J. Grimmond John Owen Wayt Ronald R. Green Jacob G. Nielson David W. Sloan Gary A. Chandler John W. Gilbert Eric R. Moore John Mapes Steve Tsumura Carl M. Nessel Sean M. Mahon FPPC Correspondence 1:0114111=341 ", 1. ATTORNEY BID NO. PW92 -6 2 -15 -94 No NOC No. Lining sewer lines 1991 -92 PW92 -10 10 -10 -92 NOC94 -913 Extend exist Imperial Hwy lft. Main PW92 -14B 5 -25 -93 NOC94- 1810879 Structure rehab 20,000 water tank PW92 -15 5 -9 -93 NOC94 -9151 Sidewalk replace various locations PW93 -02 7 -15 -92 NOC #94- 2120661 Paving Materials PW93 -2 1 -11 -94 Installation. of water system booster pump 1 PW93 -04 8 -3 -93 NOC #94 -9137 Landscape Hillcrest Street Closure PW93 -07 7 -20 -93 NOC #94 -9138 1992 -93 Slurry Seal PW93 -16 10 -5 -93 NOC #94- 687987 Water Seal City Buildings PW93 -20 7 -19 -94 NOC #94- 2120662 1993 -94 Repair Sewer Lines S93 -01 12 -21 -92 GPM Triple Combination Pumpers 93 -25 2 -9 -94 4 door police sedan 93 -26 3 -8 -94 lease 94 -95 water pump rights -West Basin 93 -27 3 -8 -94 Recreation equipment's playpod systems 93 -28 4 -27 -94 Landscape Maintenance Service 93 -29 5 -3 -94 Firefighting protective clothing 94 -01 8 -17 -94 Police uniforms PW94 -01 6 -7 -94 NOC94- 1810880 1993 -94 Slurry Seal PW94 -06 5 -24 -94 No NOC Street Sweeping PW94 -07 7 -19 -94 No NOC Sports Lighting PW94 -08 7 -19 -94 NOC94- 2211034 Water Sealing PD City Council Packets — 1992 January 7 January 13 January 21— 5 p.m. January 21 — 7 p.m. January 30 February 4 February 18 February 20 March 3 — 5 p.m. March 3 — 7 p.m. City Council Packet — 1990 March 20, 1990 City Council Packets — 1991 January 15 February 5 (2) EXHIBIT "A" DOCUMENTS FOR DESTRUCTION — 6/2002 BOX NO. 3 DOCUMENTS FOR DESTRUCTION — 6/2002 BOX NO,. 4 2. City Council Packets — 1992 March 4 March 10 March 12 March 17 March 19 March 20 March 23 March 24 March 21 April 7 April 21 April 28 April 30 May 5 May 11 May 19 June 2 June 4 June 9 June 16 June 24 June 29 June 30 DOCUMENTS FOR DESTRUCTION — 6/2002 BOX NO. 6 DOCUMENTS FOR DESTRUCTION — 6/2002 BOX '7 29 — 1996 background investigations packages of potential police department employees. DOCUMENTS FOR DESTRUCTION — 6/2002 BOX a Obsolete election supplies (privacy sleeves, absent voter envelopes, etc.) EXHIBIT "A" APPRO��"O �TION: CITY ATTORNEY' 4. City Treasurer (Mar 2002) Box 1 Accounts Payable Cancelled Check # 210727 - 214170 Mar 1994 - Sep 1994 Box 2 Accounts Payable Cancelled Check # 214171- 217595 Sep 1994 - Feb 1995 Box 3 Payroll Cancelled Check # 115916 - 119727 Feb 1994 - Jul 1994 Box 4 Payroll Cancelled Check # 119728 - 123419 Jul 1994 - Jan 1995 Box 5 The Lake at El Segundo Accounts Payable Cancelled Check # 07232 - 11199 Mar 1991- Aug 1994 Box 6 Daily Banking receipt and report Aug 1994 - Feb 1995 Box 7 Associated Recreation Activates banking record Jul 1993 - Dec 1994 City Treasurer (Jul 2002) Box 1 Employee Bond Request 1989 -1995 Box 2 Bank Statement & Bank Reconciliation 1994 -1995 Box 3 Worker Compensation Check Register Aug 1992 - Nov 1994 Box 4 1. Dare Bank Statement 1993 2. Westnet Disbursement 1/91- Thru 7/1992 3. Risk Mgmt Associated Ck register 1989-1990 4. Worker Compensation Ck register 1989-1990 5. Employee Bond request 1984 6. Colen & Lee General & Auto Liabilty voucher 6/88-5/93 EXHIBIT "A" 5. City Treasurer (Sept 2002) Box 91 Cancelled Checks July -Sep 1987 Box 92 Cancelled Checks Apr -Jun 1987 Box 93 Cancelled Checks Apr -Jun 1985 Box 94 Cancelled Checks Oct -Dec 1987 Box 95 Cancelled Checks Oct -Dec 1985 Box 96 Cancelled Checks Jan-Mar 1985 Box 97 Cancelled Checks Jul -Sep 985 Box 97 Cancelled Checks Apr -Jun 1986 Box 99 Cancelled Checks Jan-Mar 1986 Box 100 Cancelled Checks Oct -Dec 1986 Box 101 Cancelled Checks Jul -Sep 1986 Box 102 Cancelled Checks Jan-Mar 1987 Box 103 Daily Fund Investment Jul 1981 -Dec 1984 Box 104 Petty Cash Receipts 1975 Box 105 Banking -Time Deposits 1983 -1984 Box 106 Bank Stints So. Bay 1971 -1978 Public Communications Box 107 Treasury P.O.s, Payroll Acct. Receipts 1982 -1988 Box 108 Treasury PR Register & Acct Summaries 1982 -1984 Box 109 Treasury Expenditure Reports 1980 -1983 Outstanding Checks Chart of Accounts Box 110 Petty Cash Receipts 1987 -1988 Box 111 Petty Cash Receipts 1976 Cash Receipts Box 112 Petty Cash Receipts 1983 EXHIBIT "A" 6. PUBLIC WORKS 2002 The following is a list of records /files /documents from the Public Works Department Administration and Engineering Division, which can be destroyed: 1. Discontinued Industrial Waste Fees — Copies of receipts for Industrial Waste Fee collection 1996 -1999 (fees no longer received). Copies on file in Finance Dept. 2. Miscellaneous water correspondence — Consultant information, water studies, etc. (1990's). NOTE: proposed water well information is not included in this correspondence. 3. Capital Improvement Program Advisory Committee ( CIPAC) — Items relating to the 1993 -1997 CIPAC projects. Agendas of meetings, minutes and correspondence relating to CIPAC projects that have been completed. Completed CIPAC project reports have been retained for future reference. 4. Customer Service Requests —1993 -1994 Municipal Code violations, letters to residents and businesses, Public Works "sign -off' on permits and resolved issues. 5. NPDES — Copies of Ordinances, Resolutions (Originals on file in the City Clerk's Office). Annual Sewer Quality Surcharge Fee (1995). Correspondence to NRDC (1994 - 1997). 6. Oil Company Files — Chevron, Mobil Oil, etc., paperwork (1985 - 1998), such as correspondence, completed projects (not relevant to current projects). All franchise agreement paperwork retained in Public Works and City Clerk's Office. 7. Utility Files — Correspondence to Edison and Gas Company (1985 -1997) re: utility work to be done, copies of Ordinances and Resolutions (Originals on file in the City Clerk's Office). EXHIBIT "A" 7. APPRQ'F�E�I UCTION: CITY ATTO POLICE DEPARTMENT 2002 1998 and Older Parking Citations 1998 and Older Misdemeanor Marijuana Citations 1998 and Older Moving Citations 1998 and Older Field Interview Cards 1998 and Older Traffic Citation Transmittals 1998 and Older Misdemeanor Citation Transmittals 1998 and Older Juvenile Citation Transmittals 1999 and Older Bail Transmittal Copies 1999 and Older Bail Receipts 1996 and Older Bicycle License 1998 and Older Dog License Copies 1991 and Older Monthly Statistical Reports and Arrest Registers 1993 and Older Eligible Misdemeanor Crime Reports 1993 and Older Eligible Felony Crime Reports 1993 and Older Non - Criminal Reports (Found /Lost Property, Stored Vehicles, Death /Injury Reports, etc.) 1991 and Older Eligible Felony and Misdemeanor Arrests • Plain Drunk and Traffic Warrant Arrests are 8 years from date of arrest • Arrests rejected by District Attorney's Office or released without further charges are 10 years from the date of disposition • Misdemeanor Arrests (except those punishable by death or life imprisonment or for the embezzlement of public money) are 10 years from date of final disposition or 10 years from date of completed sentencing and /or probation or fine, whichever is longest • Felony Arrests (except those punishable by death or life imprisonment or embezzlement of public money and includes offenses where a prior constitutes a felony) are a modified lifetime. Destroy at age 70 if no arrests since age 60 or after death notification from the Department of Justice. 1993 and Older Traffic Accident Reports • Eligible reports — 8 years from date of accident (If an arrest is involved, then the procedure for an arrest is used) 1999 and Older Complaint/Incident Reports 1999 and Older Activity Printout from Communications • Daily brief printouts from RCC Communications 1999 and Older Copies of Receipts LIBRARY 2002 Library Fine Transmittal Forms — 7/98 to 9/30/99 Library Request for Reimbursement of Expenses — 7/98 to 9/30/99 Library Copy Machine Receipts — 7/98 to 9/30/99 Library Lost Book (partial paid) Receipts — 7/98 to 9/30/99 Library Lost Book (paid) Receipts — 7/98 to 9/30/99 Library Cash Register Tapes —1/99 to 12/99 Library Invoices - Jan. '97 —1/99 to 12/99 Library Purchase Orders —1/99 to 12/99 Library Postage Receipts — 1/99 to 12/99 DOCUMENTS FOR DESTRUCTION — 6/2002 BOX NO. 4 (CONTINUED) February 19 (2) March 5 March 25 March 26 April 2 April 16 May 7 May 17 May 21 May 29 November 25 DOCUMENTS FOR DESTRUCTION — 6/2002 BOX NO.. 5 City Council Packets — 1991 June 3 June 4 June 17 June 18 June 20 June 27 June 24 July 2 July 3 July 16 August 6 August 12 August 15 August 19 August 20 August 21 August 27 September 3 September 9 — 7pm, 7:30 pm September 17 October 1 October 29 November 6 November 19 December 3 December 9 December 10 December 20 December 21 EXHIBIT "A" 3.