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CC RESOLUTION 4488RESOLUTION NO. 4488 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, Library and Cable Services and Police Department 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this meeting SECTION 5 This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded PASSED AND ADOPTED tlus 8`h d STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo,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 4488 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 8thlay of November 2006, and the same was so passed and adopted by the following roll call vote AYES McDowell, Busch, Boulgarides, Fisher, Jacobson NOES None ABSENT; None ABSTAIN None ATTEST Cyfdy Mo s n, a City Clerk / APPROVED AS O F Mark D Hensl C r B �! Y 1 H Berger Assistant City A r �v, 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, Amended 06/07/06 by Resolution 4471) Accounting: Accounts Payable Prior 1999- Audit + 4 Years Administrative 2000 Services Bank Reconciliation Prior 1998- Audit + 5 Years Administrative 1999 Services Deposits Receipts Prior 1999- Audit + 4 Years Administrative 2000 Services Checks Prior 1998- Audit + 5 Years Administrative 1999 1 Services Warrant Register Prior 2001- Audit + 2 years Administrative 2002 Services Journal Entry Proof List Prior 1999- Current Year + 2 Administrative 2000 Services Citations Prior 2002 Closure + 2 Years Administrative Services Cash Receipts Register Prior 1999- Audit + 4 Years Administrative 20000 Services Water Stubs Prior 2002- Audit + 2 Years Administrative 2003 Services Water billing Registers Prior 2001- Audit + 2 Years Administrative 2002 Services APPROVED FOR DESTRUCTION: 4� -L Date Date I HEREBY CERPVY that the items listed above are approved for destruction on i l - S - 0 6 !// in accordance with City policies and procedures- pro i P \City Clerk \Destructlon_RetentlOn\2006\ASD Cert of Destruction 2 doc /a - f -a6 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, Amended 06/07/06 by Resolution 4471) Records 0k�scripflon Golf Course: Start 1"ild Box 4 Retention Period 1)ept Revenue Back- up/Register Prior 1/2002 Audit + 4 Years Administrative Services Store Closings Prior 1/2002 Audit + 4 Years Administrative Services Register Reports Prior 1999 Audit + 4 Years Administrative Services Journal Entnes Prior 6/1995 Audit + 4 Years Administrative Services Journal Entries TPT backup Prior 1996 Audit + 4 Years Administrative Services Accounts Payable Prior 1999/20 Audit + 4 Years Administrative 00 Services APPROVED FOR DESTRUCTION: Date Attorney ; Date I HEREBY CERTIFY that the items listed above are approved for destruction on ((- C6 -0 6 in accordance with City policies and procedures 6 Cindy Mort sen, City CIA Date P VCity Clerk \Destrucnon Retention\2006AASD Cert of Destruction 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): Records Description Start Date Elections - GENERAL, WORKING 2000 End Mile 2002 Box # 8 Izelention Period 2 Years Dept Crty Clerk or ADMINISTRATION Files (Correspondence, Precinct Workers, County Election Services, etc Completed/Expired 1994 6/1996 7 10 Years City Clerk Contracts SEE ATTACHED 1995 Agenda Packets 1/1995 12/1995 1 -3 10 Years City Clerk (Archived in Quest s) 1997 Central Alpha Files 1/1997 12/1997 4 3 Years City Clerk 2002 Public Records 1/2002 12/2002 5 2 Years City Clerk Requests APPROVED FOR DESTRUCTION: �fMnnAAM -alyj oepai Date T TION: / � G � Zlt�to Attorney Date I HEREBY CERTIFY that the items listed above are approved for destruction on 1(- S - O fo in accordance with City policies and procedures Cindy Wrtesen, City Clerk P \City Clerk\ Destruction _Retention\2006 \CityClerkCert of Destructionl doc Date 2304 Bem, Frost & Assoc /Coord Services West Basin Municipal Water Dist 12/31/95 2304A Bem, Frost & Assoc /Coord Services West Basin Municipal Water Dist 12/31/95 2310 LA Metro Transp Authority Prop C MOU 12/31/95 2256 A L Roark Assoc - Program License Agreement w/PD 6/30/95 DESTRUCTION 6/2006 — BOX 7 CONTRACTS: Completed 2216 Autocite Software & Firmware user License Agreement 11115195 2230 Golf Planning Solutions 6/30/94 2243 Teresa Dobbs /Community Development Consulting Services 6/30/96 2279 Zakaroff 7/30/95 2303A West Basin Water District/Project Coord Services 12115/94 2312 Firstate Service Lease 11/6/94 2316 Eaton Lease 12/31194 2318 Chabin Concepts 6/7/94 2335 Brown and Cadwell Consultants 6/17!94 2333 Lance, Sol & Lunghard, CPA 7/1/94 2330 Metro Builders /Structural Rehab 9/6/94 2336 DJ Construction/Replacement of Sidewalks 12/6/94 2346 BSI Consultants 9130/94 2348 Pavemenet Coatings Company /Slurry Seal 9/6/94 2430 Gloria Lee Consultant/Block Grant 6/30/96 2304 Bem, Frost & Assoc /Coord Services West Basin Municipal Water Dist 12/31/95 2304A Bem, Frost & Assoc /Coord Services West Basin Municipal Water Dist 12/31/95 2310 LA Metro Transp Authority Prop C MOU 12/31/95 2256 A L Roark Assoc - Program License Agreement w/PD 6/30/95 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) Copies of Misc Public Records Date 1996 2001 x # 6 Period 2 Years City Clerk Requests SEE ATTACHED Copy of City Clerk Budget 2000 2001 6 2 Years City Clerk Worksheets FY 00 /01 Copy of County Election 2002 2002 6 2 Years City Clerk information March, 2002 Public Works Bids - 1997 1998 5 Bid Opening + City Clerk Unsuccessful SEE ATTACHED 2 Years Copy of Open Meetings Act 7/1/1997 6/30/1998 6 2 Years City Clerk Time/Work Documentation (City received reimbursement in March 2000 FPPC Statements of Econommc 1997 1998 6 7 Years City Clerk Interest (Copies) SEE ATTACHED FPPC Statements of Economic 1997 1998 6 4 Years City Clerk Interest 1997 -1998 (Originals) SEE ATTACHED APPROVED FOR DESTRUCTION: G-Z°t -o Date Attorney Date I HEREBY CERTIFY that the items listed above are approved for destruction on lb— $ b 6 in accordance with City policies and procedures: la - I -04 Cindy Mort en, City Clerk Date P \City Clerk\ Destruction _Retenbon\2006 \CityClerkCen of Dest ucbon2 doc DOCUMENTS FOR DESTRUCTION 6/2006 BOX 6 Copy - Public Records Request 2/16/01 — Andrew R Henderson Copy - Public Records Request 2/24/2000 — Reff & Aderonmu SBRPCA Copy - Public Records Request 5/10/96 — Shapiro Copy - Public Records Request 9/15100 — Jeanne Morgan— Trees and Sidewalks Copy— Public Records Request 3/14/01— Daily Breeze — LAX issues Copy of City Clerk Budget Worksheets FY 00 /01 Copy of County Election information March, 2002 DOCUMENTS FOR DESTRUCTION 6/2006 BOX PW 95 -12 Sidewalks North of Douglas St Metro Green Line Station PW 97 -02 Sound Insulation PW 97 -03 Sound Insulation PW 97 -04 Sound Insulation PW 97 -05 Sound Insulation PW 97 -06 Sound Insulation PW 97 -07 Sound Insulation PW 97 -08 Sound Insulation PW 97 -09 Reconstruction of alley east of Main from Holly PW 97 -10 Handicap Ramps, Bus Pads, Maple Ave Sidewalk PW 97 -11 1996 -97 Slurry Seal PW 97 -15 1997 -98 Replacement of Waterlines PW 97 -18 Replacement of Playground Equipment/Sycamore Park PW 97 -19 Trenchless Rehap Sewer Main in Easement PW 97 -25 Improvements Parking Lot SW Corner Main & Manposa PW 97 -26 Sidewalk Replacement/Handicap Ramps /Grand Ave PW 97 -28 Slurry Seal Completed 12/3/198 Completed 12/31/98 Completed 12/31/98 Completed 12/31/98 Completed 12/31/98 Completed 12/31/98 Completed 12/31/98 Completed 12/31/98 Completed 10/24/97 Completed 11/4/97 Completed 6/30/98 Completed 12/31/98 Completed 6/30/98 Completed 6/30/98 Completed 12/31/98 Completed 12/31/98 Completed 12/1/98 DOCUMENTS FOR DESTRUCTION 6/2006 BOX 6 700 FPPC Statements of Economic Interest 1997 -1998 (Copies) Sandra Jacobs Nancy Wernick Jane Fnedkm Liam Weston Mike Gordon Kelly McDowell John Gaines M Stacey Palmer Gary L Wycoff James Boulgandes Brian Crowley Charles O'Heam Mark D Hensley Susan C Cooper James Morrison Bill Bue Tim Grimmond Michael J Kretzmer Mary Strenn 700 FPPC Statements of Econormc Interest 1997 -1998 (Originals) Julia Abreu Patrick D Miner Cindy Mortesen WM E Hatcher Brian Polkmg home Mary Kobus Jamie Taylor Gary Bruce Horwitz Lora Ellen Freeman Loran Hammond Nancy Cobb Colleen Mulvany Hannah LB Bowen Gerry Chong Susan C Cooper Harvey G Holden Kirk Walske James Hansen Tim Gnmmond Leigh Engibous Eunice Kramer John Wayt Kelly McDowell Gavin Curran Ronald R Green Bernice Whitcomb Bob S Ridley Ed Schroder Charles Pulci Steve Jones Belur K DevaraJ Don Carter Bret Plumlee Bobby J Green Thomas Coonan Jacob G Nielson Gary T Moms John Vautrain Carl M Nessel John Hilton Terry Ceretto David K Sharp Jun Fauk Margie Randall John W Gilbert Judy Andoe Sandra Romero Eric Moore Richard Williams William McCaverty Steve Tsumara Eugene J Gillingham Debbie Bundy Robert F Hyland Michael D Dugan Terry Ceretto Barbara J Pearson A J Paz Michael Kretzmer Debra Brighton John Van Hook Colleen Glynn -Rich Erika Condon Mike Rotolo J Thomas Killinger Caroline Rowan Harry Reeves Steven J Edlefsen Bret B Bernard John Gaines Peter Freeman Laurie B Jester Karen Ackland Carol Lynn Wingate Sara Mosleh David Gaulton Edna Freeman Paul Garry William Mason Louise McCann Naima greffen Carl Jacobson Keith A Covington Ron Darville Willard Krick Tim Norland Linda L Lidster Richard C Lundquist Marilyn G Thomas 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: Department Head Date APPROVED 1011111111 �Irl:rI06 Attorney Date I HEREBY CERTIFY that the items listed above are approved for destruction on It —'K — n (' in accordance with City policies and procedures "%n 0 IM W H \Fortes \Cert of Destruction - FD Request—Submit June 2006 doe �a— t —o6 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 Descriptimi Fine Transmittal Forms Start Date 10/1/02 End 1);1te 9/30/03 Box Relcutiou Period 2 Years 1)Vpt Libr Request for Reimbursement of Expense 10/1/02 9/30103 2 Years Library Copy Machin Receipts 10/1/02 9/30/03 2 Years Library Lost Book (partial paid) Receipts 10/1/02 9/30/03 2 Years Library Lost Book aid Receipts 10/1/02 9/30/03 2 Years Library Cash Register Tapes 1/2003 12/2003 2 Years Library Library Invoices 1/2003 12/2003 2 Years Library Library Purchase Orders 1/2003 12/2003 2 Years Library Postage Receipts 1/2003 12/2003 2 Years Library APPROVED FOR DESTRUCTION: Date (9 � 14C10 Date I HEREBY CERTIFY that the items listed above are approved for destruction on in accordance with City policies and procedures — &4t�- Cindy Morte n, City Clerk P \City Clerk\ Destruction _Retenbon\2006 \LbruryCert of Destruction doc 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, Amended 06/07/06 by Resolution 4471): Payroll Records (See Pnor 1998 -99 Audit + 6 Years Administrative Attached ) Services Risk Management & Purchasing: Bids, RFQ's RFP's — Copies Prior 2004 2 Boxes Bid Opening + 2 Administrative Years Services Purchase Orders Prior 2001 2 Boxes Audit + 4 Years Administrative Services Human Resources — Prior 2000 Closure + 3 Years Administrative Recruitment, Testing & Services -Advertising APPROVED FOR DESTRUCTION: Date y/711 ( " / Attorney Date I HEREBY CERTIFY that the items listed above are approved for destruction on in accordance with City policies and procedures: —c —0.6 Date C \Documents and Settings \CDomami \Local SertmpU mpormy Lnemet Fdes \0LK64\ASD Cert of DesWC[wn I 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, Amended 06/07/06 by Resolution 447 1) Records Description Start Date Fnd Date Box lZetention Period Dept Inactive business licenses 1997 1997 Termination + 4 Administrative Years Services Close out business licenses 1997 1997 Termination + 4 Administrative Years Services Business license registers FY July June 98 Termination + 4 Administrative 97 Years Services Business license registers Jan 98- Feb 98 Termination + 4 Administrative Years Services Business license registers Mar 98- Jun 98 Termination + 4 Administrative Years Services Inactive A -L business license 1998 1998 Termination + 4 Administrative Years Services Inactive A -H business license 1999 1999 Termination + 4 Administrative Years Services APPROVED FOR DESTRUCTION: U-2-0-66 Date Date I HEREBY CERTIFY that the items listed above are approved for destruction on /% , t — O 6 >n accordance with City policies and procedures Cindy Morte en, City Clerk P \City C1erk\Deshvohon_Retenoon\2006 Spemal\ASD Cm of Destruction I doc /,2— I —o/6 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, Amended 06/07/06 by Resolution 447 1) APPROVED FOR DESTRUCTION: 11-)5224 Date ate I HEREBY CERTIFY that the items listed above are approved for destruction on // — 9 — Q 6 in accordance with City policies and procedures C�a�L�RiT.//rr/!'LQ� E FDLJ Cindy Mortes6fi, City Clerk P \City Clerk \Destrucuon_Retennoo\2006 SpectaMSD Cert of Destruction 2 doc Date CITY OF EL SEGUNDO RECORDS DESTRUCTION FORM The records listed below are scheduled to be destroyed, as indicated on the Retention Schedule ado ted b the Cit Council fResolution 4291 adopted 12/17/02 Records Description DOG LICENSES APPLICATIONS Start Date YR 1993 I'lld Date YR 1997 1;4)-% 4 1 Retention Period 2 YEARS Dept POLICE/ ANIMAL CONTROL CITATIONS #418400 423977 YR 1999 YR 1999 1 2 YEARS POLICE /RECORDS CITATIONS #373821416974 YR 1999 YR 1999 2 2 YEARS POLICE/RECORDS CITATIONS #417010 -418399 YR 1999 YR 1999 3 2 YEARS POLICE/RECORDS CITATIONS #373049 - 452100 YR 2000 YR 2000 1 2 YEARS POLICE/RECORDS CITATIONS #452101- 453498 YR 2000 YR 2000 2 2 YEARS POLICE RECORDS CITATIONS #453499 - 456955 YR 2000 YR 2000 3 2 YEARS POLICE /RECORDS RECORDS CHECK YR 2003 YR 2003 1 2 YEARS POLICE/RECORDS APPLICATIONS OLD CITATIONS BOOKS NO DATE NO DATE 1 1 YEAR POLICE /RECORDS STORED /IMPOUND VEHICLE YR 1995 YR 1995 1 7 YEARS POLICE /RECORDS REPORTS, TRAFFIC COLLISION/ PROPERTY DAMAGE REPORTS; MISDEMEANOR ARREST REPORTS, FOUND PROPERTY REPORTS (See destruction Log attached) APPROVED FOR DESTRUCTION: ZOjbly City Attorney Date I HEREBY C TIFY that the items listed above are approved for destruction on //— Q'— G in accordance with City policies and procedures: Cindy Mortes , City Clerk N Wy DocumentARecords documents\destmetion of records \Cert of Destruction doe /9-—(— Date