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CC RESOLUTION 4433RESOLUTION NO. 4433 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 Administrative Services Department, City Clerk's Office, Fire Department, Police Department, and Library and Cable Services 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this meeting SECTION 5 This Resolution will become effective immediately upon adoption and will remain effective unless repealed or supereP ,IPd PASSED AND ADOPTED this 2 n d Page 1 of 2 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk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 4433 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 2nd day of August 2005, and the same was so passed and adopted by the following roll call vote AYES McDowell, Gaines, Boulgarides, Busch, Jacobson NOES None ABSENT None ABSTAIN None ATTEST w l o CUn Cindy Mortesen, City Clerk APPROVED AS Mark D Henslev By / arl H Berger Assistant City, EXHIBIT A CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02) Records Descriptiou PAYROLL: Start Eild Date Date Box 4 Retcotion Period Dept 1,000 Hours Employee Prior to 1998 1 Current Year +2 ASD Report 1998 Leave Liability Report Prior to 1998 1 -2 Current Year +2 ASD 1998 Employee Time Sheets Prior to 1996 1 Audit +6 Years ASD 1996 RISK MGMT & ASD PURCHASING: Claims, Damage — Closed Prior to 1999 1 -21 Closure +5 Years ASD 1999 Purchase Orders Prior to 2000 1 -3 Audit +2 Years ASD 2000 APPROVED FOR DESTRUCTION: Date ;71151905-- 7 /3 Z05-- Date I HEREBY CERTW that the items listed above are approved for destruction on r «off a {P.&5 in accordance with City policies and procedures 0�%� ,�n,n , �„ /11 "Loos Cindy Morte en, City Clerk Date P \City Clerk \Destruction_Retmoon\2005 Certs \Cert of Destruction ASDI doe CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02): APPROVED FOR DESTRUCTION: 4"1 -�,- , �t . DeparWnt ead Date Date I HEREBY CEPyTjFY that the items listed above are approved for destruction on y, a* d 05 in accordance with City policies and procedures Cindy Mortes n, City Clerk uDate P \City Clerk \Destruction_Retention\2005 Certs \Cent of Destruction ASD3 doc CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17(02). ACCOUNTING: Mite Mite Accounts Payable Prior to 1999 1 -35 Audit +4 Years ASD 1999 Bank Reconciliation Prior to 1998 1 -2 Audit +5Years ASD 1998 Deposits, Receipts Prior to 1999 1 -2 Audit +5 Years ASD 1999 Checks Prior to 1998 1 -2 Audit +5 Years ASD 1998 Warrant Register Prior to 2001 1 -2 Audit + 2 Years ASD 2001 Journal Entry Proof List Prior to 1999 1 Audit +5 Years ASD 1999 Citations Prior to 2001 1 -2 Current Year +2 ASD 2001 APPROVED FOR DESTRUCTION: i z 7-/5-CE Depar e Head Date APPRO E R T ON: � /3 Zd+� yt Ity Attorney bate I HEREBY CE FY that the items listed above are approved for destruction on 2 in accordance with City policies and procedures Cindy Morlesen, City Clerk Date P \Cny Clerk\Destmcnon_Retennon\2005 Certs \Cert of Destruction ASD2 doe CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02). Izecords Descriptioll Correspondence - ROUTINE (e g Start Date 2002 I'll([ Date 2002 Box 3 Izetelitioll 1'eriod 2 Years Dept City Clerk Administrative, Chronological, General Files, Letters, Memorandums, Miscellaneous Reports, Reading, Working Files, etc ) Unused April 13, 2004 Candidate 2004 2004 4 N/A (Extras) City Clerk Handbooks and Forms Verified Absent Voter, Permanent 2004 2004 5 6 Months City Clerk Absent Voter and Provisional Voter Signatures Absent Voter, Permanent Absent 2004 2004 6 6 Months City Clerk Voter Return Envelopes Statement of Economic Interests — 1996 1996 1 7 Years City Clerk Originals SEE ATTACHED APPROVED FOR DESTRUCTION: /vC(G.1 5 2X05 —Date g •ir � Date I HEREBY CERTIFY that the items listed above are approved for destruction on aAr&t A a005 in accordance with City policies and procedures 666iiq -2) ,,, , �Iy Cindy Moriksen, City Clerk P \City Clerk \Destruction Retent=o 2005 Certs \Cert of Destruction- Clerk 2 doc DOCUMENTS FOR DESTRUCTION — 6/2005 BOX NO. 3 Calendar Year 2002 City Clerk's Department Correspondence — Routine (administrative, chronological, general files, letters, memos, miscellaneous reports, reading, working files, etc ) DOCUMENTS FOR DESTRUCTION — 6/2005 BOX NO. 4 Unused April 13, 2004 Candidate Handbooks and Forms DOCUMENTS FOR DESTRUCTION — 6/2005 BOX NO. 5 Verified Absent Voter/PAV/ Provisional Voter Signatures April 13, 2004 Election DOCUMENTS FOR DESTRUCTION — 6/2005 BOX NO. 6 Absent VOter(PAV Return Envelopes, April 13, 2004 Election 1996 700 STATEMENT OF ECONOMIC INTEREST FPPC (Originals) Box 1 James W Morrison Julia Abreu Susan Schofield Colleen Francis Mulvany James Hansen Cindy Mortesen Barbara Pearson Erika Condon Debra Brighton Caroline Rowan Gary Morris John W Hilton Bret Bernard Laurie Jester Paul Garry Hannah Bowen Naima Greffon Sara Mosleh Ron Darville Jim Fauk Patrick Miner William Hatcher Harvey Holden Loran Hammond Bellur K DevaraJ Bobby Joe Green Judy Andoe Richard Williams Linda L Lidster Jamme Taylor Tim Grimmond Ronald R Green John Wayt Steven R Jones Eunice Kramer Carl M Nessel David Sharp Jacob Nielson Steve Tsumum Eric Moore John Gilbert Debbie Bundy Sandra Romero Harry Reeves Tina Gall Eugene Gillingham Michael Rotolo John Games A J Paz Hobart K McDowell Terry Ceretto Marilynn G Thomas Steven Edelfsen Keith Covington Peter C Freeman Edna M Freeman Richard C Lundquist Gary Horwitz David J Gaulton William Mason II Nancy L Cobb Carl Jacobson Brian Polkmghome Willard Krick Gary B Horwitz Bernice Whitcomb Charles Pulci Thomas G Coonan CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02) Municipal Election Ballots — voted, 4/13/2004 4/13/2004 7 -9 Period 6 months City Clerk spoiled, unused General Employees Election Ballots August August 1 6 months City Clerk 1999 1999 Statements of Economic Interest 1996 1996 1 4 years City Clerk FPPC Filers (Copies) SEE ATTACHED Contracts — Completed, Terminated 1993 1994 2 Completion City Clerk SEE ATTACHED + 10 Years APPROVED FOR DESTRUCTION: WpartrWent Head City 5 - S -VS Date IS N Date I HEREBY CERTIFY that the items listed above are approved for destruction on OA&"t g. ab0 5 in accordance with City policies and procedures Cindy M rtesen, City Clerk P \City Clerk \Destruction Retenuon\2005 Certs \Cert of Destruction -Clerk doc DOCUMENTS FOR DESTRUCTION — 612005 BOX NO. 1 1996 700 STATEMENT OF ECONOMIC INTEREST FPPC (COPIES) Jane Fnedkm Mike Gordon Sandra Jacobs Liam Weston Mark Hensley Brian Scott Crowley Stacey Palmer Robert Yeagley Charles W O'Heam Gary L Wycoff James Boulgartdes South Bay Good Govt PAC FPPC Filings (terminated 1/97) DOCUMENTS FOR DESTRUCTION — 612005 BOX CONTRACTS Completed 2290 Environmental Golf /Escrow Agmt/Secunty Deposits In Lieu of Retention 7/15/94 2215 Lmscott, Law & Greenspan Engrs, Traffic Count 6/30/94 2227 NBS /Lowry, Consulting Rev Zoning and Subdivision Ords 2/15/94 2266 NBS /Lowry, Consulting Rev Zoning and Subdivision Ords Amendment 2/15/94 2265 Richard Garland, Traffic & Parking Consultant 6/30/94 2263 Gerald Hatzebuhler, Contract for On -Site Microfilming 6/30/94 2262 Compliance Group, Plan Checking 6/30/94 2261 George Boghosran & Assoc , Plan Checking 6/30/94 2274 Tamtec Co , Consulting Services Community Dev Block Grant 6/30/94 2273 Just Right Home Car, Inc , Community Dev Block Grant Consulting 6/30/94 2271 City of Redondo Bch, So Bay Juvenile Diversion Project 6/30/94 2268 Diana Cho and Assoc , Consulting Services Community Dev Block Grant 6/30/94 2283 Twining Labs of So Calif , Inspection & Materials Testing ES Golf Course 3/7/94 2289 Liebert, Cassidy & Frierson, Consulting for Legal Services 10/31/94 2288 Robert Bern and William Frost, Engineering Services 2116/94 2287 DJ Construction, Landscape Improvements and Hillcrest Street Closure 11/16/93 2286 Patricia Jordan & Assoc„ Aerospace Sales Tax Coalition 10/31/93 2284 Pavement Coatings Co , Slurry Seal 11/16/93 2297 Tomoko Ghererdi, Community Development Block Grant Consultant 6/30/94 2296 Ton Fong, Community Development Block Grant Consultant 6/30/94 2295 Marion Ring, Community Development Block Grant Consultant 6/30/94 2294 Just Right Home Care, Community Development Block Grant Consultant 6/30/94 2293 Robert Bem, William Frost, Consultant Engrg Services Pump Station 7 3/1/94 2298 Ruth Parks, Community Development Block Grant Consultant 6/30/94 2299 Deborah Hom- Bostel, Community Development Block Grant Consultant 6/30/94 2327 Pacific Coast Construction, ESMC Compliance Service 4/15/94 2305 Merzi Painting, Water Sealing of City Buildings 3/15/94 2339 Dept of Transportation Federal Aid Project 07 -5235 12/31/94 CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02) Wcords Descriptiou EMS Reports Start Date Jan 1997 End Date Box # Dec 1997 1 Retention Period Current + 6 yrs Dept (Minors 18 +1) EMS Reports Jan 1995 Jun 1995 2 Current + 6 yrs Jul 1994 Dec 1994 (Minors 18 +1) 7fire EMS Reports Jan 1990 Jun 1990 3 Current + 6 yrs Jul 1995 Dec 1995 (Minors 18 +1) EMS Reports Jul 1990 Dec 1990 4 Current + 6 yrs Fire Jan 1993 Jun 1993 (Minors 18 +1) EMS Reports Jan 1992 Dec 1992 5 Current + 6 yrs Fire (Minors 18 +1) Deports Jan 1996 Dec 1996 6 Current + 6 yrs Fire (Minors 18 +1) APPROVED FOR DESTRUCTION: Department Head - 17 -OS Date y Date V that the items listed above are approved for destruction on S in accordance with City policies and procedures �1 �dY✓)LWIM 'S") kA2t 0100 S Cindy Mo esen, City Clerk Date H \Forms \Cert of Destruction - FD Request_ REVISED 5 17 05 (ong submit Dec 2004) doe CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02) FOR DESTRUCTION: City Attorney Head Date ^r Date I HEREBY CERTIFY that the items listed above are approved for destruction on 0-Oo5m accordance with City policies and procedures . _R, Cindy M tesen, City Clerk P \City Clerk \Destruction Retention\2005 Certs \Cert of Destruction PD 2 doc CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02). FOR DESTRUCTION: Attorney d� /Date' G2Y. Date I HEREBY CER'T'IFY that the items listed above are approved for destruction on 0Lt,a,(, a a x065 in accordance with City policies and procedures 0 �"LM ,ko-li Cindy Mo sen, City Clerk P \City Clerk \Destrucnon Retennon \Celt of Destruction don A�9-r t l r, a0_ 0 5 Date CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02) Records Descriptioii Stored/Impound Vehicle Reports Start Date 1994 I., ' Ild Date 1994 Box # 1 Reteiitioji Period 2 Years Dept Police Traffic Collision Reports 1994 1994 1 2 Years Police Misdemeanor Arrest Reports 1994 1994 1 2 Years Police Found Property Reports 1994 1994 1 2 Years Police Stored/Impound Vehicle Reports 1994 1994 2 2 Years Police Traffic Collision Reports 1994 1994 2 1 2 Years Police Misdemeanor Arrest Reports 1 1994 1994 1 2 2 Years Police Found Property Reports 1994 1994 1 2 2 Years Police APPROVED FOR DESTRUCTION: ep &fni6KAead ate G Zs' ate I HEREBY CERTIFY that the items listed above are approved for destruction on 0 &, -- al, 9,665 in accordance with City policies and procedures- Cindy Morteddn, City Clerk ' P \City Clerk \Destruction Retennon\2005 Certs \Cert of Destruction PD 3 doc CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule adopted by the City Council (Resolution 4291 adopted 12/17/02). Fine Transmittal Forms Mite 10/1/01 1)ate 9/30/02 2 years Library Request for Reimbursement of Expense 10/1/01 9/30/02 2 years Library Copy Machine Receipts 10/1/01 9/30/02 2 ears Library Lost Book (partial Paid) Receipts 10/1/01 9/30/02 2 Years Library Cash Register Tapes 1/2002 12/2002 2 Years Library Invo>ces 1/2001 12/2002 2 Years Library Purchase Orders 1/2002 12/2002 2 Years Library APPROVED FOR DESTRUCTION: ate Date W above are approved for destruction on ({ -?z .jt X8 S in accordance with City policies and procedures f �IU!M1i�ll..�l ... Mrs r. kyj M P \City Clerk \Destrucnon_Retentlon\2005 Certs \Cent of Destruction - Library doc Date Work Order # 36011 CERTIFICATE OF DESTRUCTION This Document Certifies that proprietary data, the property of City Of El Segundo -City Clerk 350 Main St El Segundo Ca 90245 was destroyed by DD' o o N Z Witness by K Quantity; �kn %6, Date 981i n�nM5 DOCUMENT DISINTEGRATION INC. 572 W 184th Street, Gardena, CA 90248 (800) 300 -8222 Work Order # nil, Date 0`�i "U3C,5 Customer Information Name CifJtuSwxoa Y� `�e��� r`r M, fn Address City Phone Contact " - an-,V i: Dir. _)„_ POD Service Information,? Load Information Equipment Requirements r� Time In ,? 11 ' Time Out Bins) Del Bin /Amt Bin/Amt Total Amt ^� CLQpy'1,� Mileage /i �% Bin(s) P/U } Destruction Fee ig Ail Rate Customer Signature [Authorizing transfer of documents to DDt for destruction) Work Order # t, CERTIFICATE OF DESTRUCT This Document ie that proprie a the fro f t t.'tcun' a, w s ed by 0 D DI CRWO Witness by Quantity Date