CC RESOLUTION 4614RESOLUTION NO. 4614
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 Office, Finance Department, Fire
Department, Library, Police Department, Public Works, and Treasury are
proposed to be destroyed in accord with Government Code § 34090;
B. The City Attorney gave 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will remain effective unless repealed or superseded.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 1st 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. 4614 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 1 st day of September 2009, and the same was so
passed and adopted by the following roll call vote:
AYES: McDowell, Busch, Brann, Fisher, Jacobson
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
Cindy M rtesen,
City Clerk A
APPROVED AS TO F,4
Mark D. Hensley City Attorney j
By:
I(rl H. Berger
Assistant City,
C
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
X,
Closed Contracts and
Through
4
Current year + 10
City Clerk
Agreements (SEE
1998
ATTACHED)
City Council Agenda Packets
1/3/98
12/15/98
5 & 6
10 years
City Clerk
(ARCHIVED IN
DOCUMENT IMAGING
DATABASE)
April 2004 General
4/04
7
City Clerk
Municipal Election — roster
of voters, tally sheets
2005 General
1 /1 /05-
8
City Clerk
Correspondence Files
12/31/05
2005 Public Records
1/1/05
12/31/05
9
3 years
City Clerk
Requests
April 8, 2008 Election items
4/8/08
10&
8 months
City Clerk
(voted ballots, unused
11
ballots, VBM Applications,
return envelopes — does not
include rosters)
APPROVED FOR DESTRUCTION:
� -� 7 -2 -00
Depa ead Date
PR UCTION:
City Attorne Date
I HEREBY CkRf IFY that the items listed above are approved for destruction on
q — ( — b R in accordance with City policies and procedures:
Cindy More n, City Clerk
PACity Clerk \Destruction_Retention\2009 Certs \Cert of Destruction - Clerk 2.doc
Date
DOCUMENTS FOR DESTRUCTION — 6/2009
BOX NO. 4
CONTRACT # COMPANY
1653
PGA Insurance Service
1699
Gess & Associates
2006
Ross Loos Medical Group, Inc.
2115
Roger Ernst & Assoc. Auctioneers
2344ABC
Daniel Freeman Marina Hosp. (CDBG)
2353
Angelica Rental Services Group
2381
Land Forms Landscape Construction
2389
D.J. Construction
2394
So. Cal Humane Society\
2414
Cal. Teamsters Public, Prof. & Med. Union, Local 911
2417
The Compliance Group
2426
United States Escrow
2438
Thomas, Bigbie & Smith
2439
Diehl, Evans & Company
2440
S.S. Mechanical Corp.
2452
MBI Instruments and Control
2453
TAMTEC Company
2454
Just Right Help, II Inc. (CDBG)
2455
Assoc. of Governments - Access Project
2456
South Bay Youth Project (CDBG)
2459
Pavement Coatings Co.
2460
Tina Gall
2461
City of Redondo Beach -South Bay Youth Project
2462
R.C. Foster Corporation
2463
Williams Supply Co., Inc.
2466
Willdan Assoc.
2467
El Segundo Police Officers' Assoc.
2473
The Compliance Group
2474
Hartzog & Crabill, Inc.
2475
Great American Insurance Co.
2476
Fedje
2480
E.S. Firefighters Assoc.
2483
Eaton Corp.
2489
On -Site Microfilming Service
2501
Southland Construction
2502
Dominguez Water Corporation
2503
C.J. Construction
2506
Marianne O'Reilly
2512
Landscape West
2525
Century Paving, Inc.
2532
Astrium Energy Services
2533
South Bay Youth Project (CDBG)
2540
The Compliance Group
2550
Sanchez Brothers Paving
2554
Bill Theo Construction
2557
Ralph Andersen & Assoc.
2558
Peerless Products. Inc.,
2562
G.B. Construction
2564
T& M Construction
2565
G.B. Construction
2566
G.B. Construction
2577
Jean Ushijima
2590
Emery Air Freight Corporation
2599
Raymond Chavez
2602
Robert Bein, William Frost And Associates
2606
On -Site Microfilming
2607
On -Site Microfilming
2610
Tracy Ferguson
2613
Susan Cooper
2618
Hayer Consultants, Inc.
2624
Moreland & Associates
2632
Pavement Coatings Co.
2633
Colleen Mulvany
2292
C -DAD Inc, ADA Upgrades City Buildings
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):
Unsuccessful Bid —
5 -4 -93
1
opening +2 yrs
Construction of Golf Course
PW 93 -6
General Correspondence on
11/2/99
2
3 yrs
City Clerk
Co. Consolidated School
Board Election
Correspondence, Notices,
4/14/98
2
2 yrs
City Clerk
and publications, Candidate
Handbook —1998 Municipal
Election
Correspondence, Notices,
4/9/96
2
2 yrs
City Clerk
and publications, Candidate
Handbook — 1996 Municipal
Election
Misc. Correspondence
3/7/00
2
2 yrs
City Clerk
Presidential Primary Election
APPROVED FOR DESTRUCTION:
?--9 -b°
Date
F ES UCTION:
Date
I HEREBY CEILT FY that the items listed above are approved for destruction on
9-1-09 in accordance with City policies and procedures:
j Cindy sen, City Clerk
PACity Clerk \Destruction_Retention\2009 Certs \Cert of Destruction - Clerk l .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):
APPROVED FOR DESTRUCTION:
Departmeni Head
APPROVED FOR DESTRUCTION:
/ 7
y MorAey
�3boI
ate
glb /09
Date
I HEREBY CERTIFY that the items listed above are approved for destruction on
9' _ t — 0 9 in accordance with City policies and procedures:
111-9���
&MV=& .
Cindy W46sen, City Clerk
9 — �' v j
Date
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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):
APPROVED FOR DESTRUCTION:
8&001
Date
Date
I HEREBY CERTIFY that the items listed above are approved for destruction on
1 -1— b q in accordance with City policies and procedures:
&U4aW_0_V_ Ev-t- 4, ( -o
Cindy Mort en, City Clerk Date
C: \Documents and Settings \jhorak \Local Settings \Temporary Internet Files \OLK 106 \Cert of Destruction.doc
Page 1 of 2
Accounting Sevices Destruction List
8/4/2009
The Lakes Financials
2002 244516093
1998 244516034
; 1.
Acct Sery
12
724
ge,
Acct Sery
12
725
Final Financial Stmts
Comm Cntr Acctg
Disencumb PO's
Water Stubs
2000
2000
2001
140788315
140788313
140788304
s
Acct Sery
Acct Sery
Acct Sery
12
12
12
738
739
744
Daily Cash Recap
2001
140788302
,
Acct Sery
12
746
Fund 108 Recreation
Fund 01
2001
2001
140788306
140788296
i
, i
Acct Sery
Acct Sery
12
12
747
750
Fund 01
Fund 01
2001
2001
140788299
140788298
,
Acct Sery
Acct Sery
12
12
751
752
Fund 104/108
Red Binders
-
2001
2000
140788297
140788305
„
le-6,
Acct Sery
Acct Sery
12
12
753
755
Vendor P rots
< 2001
140788277.AuA,A
Acct Sery
12
756
Vendor P mts
r
2001
140788279
+ Li 4 /LS
Acct Sery
12
757
Vendor P rots
2001
140788280
j t
Acct Sery
12
758
Vendor P rots
2001
140788281
:%
Acct Sery
12
759
Vendor P rots
2001
140788282
J �
Acct Sery
12
760
Vendor P rots
2001
140788283
t t
Acct Sery
12
761
Vendor P rots
2001
140788284
Acct Sery
12
762
Vendor P rots
2001
140788285
Acct Sery
12
763
Vendor P rots
2001
140788286
11
Acct Sery
12
764
Vendor P rots
2001
140788287
It
Acct Sery
12
765
Vendor P mts
2001
140788288
Acct Sery
12
766
Vendor P rots
2001
140788289
i
Acct Sery
12
767
Vendor P rots
2001
140788290
Acct Sery
12
768
Vendor P rots
2001
140788291
Acct Sery
13
769
Vendor P rots
2001
140788292
Acct Sery
13
770
Vendor P rots
2001
140788293
Acct Sery
13
771
Vendor P rots
2001
140788294
Acct Sery
13
772
Vendor P rots
2001
140788295
Acct Sery
13
773
Cash Receipts
2002
244516031
q
Acct Sery
13
775
Jrnal Postng
2003
244516092
Acct Sery
13
780
Daily Cash
2001
140788303
Acct Sery
13
782
Rec Fund 108
2001
140788307
t ►
Acct Sery
13
783
3 Drk Blue Binders
2002
244516059
Uoies
Acct Sery
13
785
Daily Cash
2002
244516056
J\ j4, t,
Acct Sery
13
786
Rec Fund 108
2002
244516054
4 5
Acct Sery
13
787
Rec Fund 108
2002
244516055
Acct Sery
13
789
Util Tax
2002
244516058
0-
Acct Sery
13
790
Fund 001
2002
244516049
Acct Sery
13
791
Fund 104/108
2002
244516050
,�
Acct Sery
13
792
Water Stubs
2002
244516053
Acct Sery
13
793
Page 2 of 2
Accounting Sevices Destruction List
8/4/2009
3 Drk Blue Binders
Daily Cash
Eden Cash Receipts
O o ►e
h
2002
2002
2003
244516060
244516057
244516096
Acct Sery
Acct Sery
Acct Sery
13
13
13
816
818
819
Cashier L5vrv%mxr4
2004
244516063
Acct Sery
14
841
Daily Cash
i.
2004
244516071
Acct Sery
14
842
Cash Receipts
2004
244516065
Acct Sery
14
843
Cash Receipts
i
2004
244516066
Acct Sery
14
844
Cash Receipts
2004
244516067
Acct Sery
14
845
Cash Receipts
2004
244516068
Acct Sery
14
846
Cash Receipts
2004
244516062
Acct Sery
14
847
Cash Receipts
L f
2004
244516061
Acct Sery
14
848
Cashier s Umvviar
Daily Cash
i
2004
2004
244516064
244516072
Acct Sery
Acct Sery
14
14
868
869
Eden Cash Receipts
i
2004
244516128
Acct Sery
14
870
Eden Cash Receipts
, i
2005
244516129
Acct Sery
14
888
Eden Cash Receipts
2005
279774751
Acct Sery
14
889
Eden Cash Receipts
2006
244516121
Acct Sery
14
890
Eden Cash Receipts
,
2006
244516123
Acct Sery
14
891
Eden Cash Receipts
2006
244516122
Acct Sery
15
904
Eden Cash Receipts
20061
244516124
Acct Sery
151
905
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):
APPROVED FOR DESTRUCTION:
- :L "Department
APPROVED FOR DESTRUCTION:
CP
y A rn
elgb 1
Date
810 !b%
Date
I HEREBY CERTIFY that the items listed above are approved for destruction on
9-1—()1 in accordance with City policies and procedures:
&IqQckn(�& ') f-
Cindy Mor en, City Clerk Date
CADocuments and Settings \RHogate \Local Settings \Temporary Internet Files \OLK64 \Cert of Destruction.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, Amended
06/07/06 by Resolution 4471):
APPROVED FOR DESTRUCTION:
r
A'�ity Attorney,
-:z ti
Date
Date
I HEREBY CERTIFY that the items listed above are approved for destruction on
i .- ( — D t in accordance with City policies and procedures:
a
Cindy Mortege , City Clerk
q -I -a<�
Date
CAD6cuments and Settings \llecates \Local Settings \Temporary Internet Files \OLK6D \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, Amended
06/07/06 by Resolution 4471):
Dispatch Summaries
Jan. 2002
June 2002
16
7 years
Fire
Dispatch Printouts
Jan. 2002
Aril 30, 2002
16
7 Years
Fire
EMS Reports
Jan 2002
May 15, 2002
16
7 Years
Fire
Dispatch Summaries
July 2002
Dec. 2002
17
7 Years
Fire
Dispatch Printouts
May 1, 2002
Au . 31, 2002
17 1
7 Years
Fire
EMS Reports
May 16, 2002
Aug. 31, 2002
17
7 Years
Fire
Dispatch Printouts
Sept. 1, 2002
Dec. 31, 2002
18
7 Years
Fire
EMS Reports
Sept. 1, 2002
Dec. 31, 2002
18
7 Years
Fire
Payroll
Jan. 2000
Dec. 2006
19
Copies n/a
Fire
FLSA
Jan. 1998
June 2004
20
Copies n/a
Fire
Billing
Jan. 2006
Dec. 2006
21
Copies n/a
Fire
Billing
Jan. 2007
Dec. 2007
22
Copies n/a
Fire
Invoice/PO
2000
2001
23
Copies n/a
Fire
Invoice/PO
2001
2002
24
Copies n/a
Fire
Invoice/PO
2001
2002
25
Copies n/a
Fire
APPROVE F
Departmen
APPRO
thy' At
I HEREBY CERTI
q-I_0ef
TRUCTION:
3'x[,02
Date
CTION:
hk
Date
hat the items listed above are approved for destruction on
in accordance with City policies and procedures:
Cindy Mo en, City Clerk
q -(-OY
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):
APPROVED FOR DESTRUCTION:
Q&Aik=t��
Mpaftment Head
APPROVED FOR DESTRUCTION:
y tto hey
3
h a te
Date
I HEREBY CERTIFY that the items listed above are approved for destruction on
9-1-02 in accordance with City policies and procedures:
Cindy McWtesen, City Clerk Date
CADocuments and Settings\7LeMay \My Documents\Jessie\Jessie Forms \City Clerk's office \Cert of Destruction.doc
- 1 -
LIBRARY RECORDS FOR DESTRUCTION
July 29, 2009
DESCRIPTION
DATES COVERED
BOX NO.
RETENTION
PERIOD
DEPT
Internal Memo
Jan 1989 — Mar 1989
Jan 1990 — Dec 1990
1
3 years
Library
Correspondence — Library
1989
1
Correspondence — City Manager
1989
1
Correspondence — Budget
1989 -1990
1
Correspondence — City Manager
1990
Correspondence — Employee Review Form
1990
1
City Manager Weekly Report
1990
Correspondence — City Clerk
1990
1
Correspondence — Fire
1990
1
Correspondence — City Attorney
1990
1
Correspondence — Development Services
1990
Correspondence — Finance
1990
1
Correspondence — Police
1990
1
Correspondence — Library
1990
1
Correspondence — Personnel
1990
Correspondence — Police
1990
1
Literacy Project
1990 -91
1
Position Description
1990
1
Miscellaneous Correspondence
June 1992 -93 thru
Dec. 1992 -93
1
Correspondence — City Attorney
Correspondence — City Clerk
1992
1992
1
„
-2-
LIBRARY RECORD FOR DESTRUCTION
July 29, 2009
DESCRIPTION
DATES COVERED
BOX NO.
RETENTION
PERIOD
DEPT
Correspondence — Finance
1992 -93
1
3 years
Library
Correspondence — Gov't Bldg.
1992-93
1
Corres ondence — City Clerk
1992 -93
Correspondence — City Manager
1992 -93
Correspondence — Planning
1992 -93
1
Correspondence — Librar
1992 -93
1
Correspondence — Personnel
1992 -93
1
Correspondence — Police
1992 -93
1
Correspondence — Fire
1992-93
1
Correspondence — Rec & Park
1992
1
Correspondence — Finance
1992
Accts Payable Procedure
1992
1
Building Problems
1993
1
LBOT Agenda
1991 -01
2
Baker & Taylor Invoices
1999 -00
3
Baker & Tavlor Invoices
2001
4
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):
CITATIONS - MOVING 01/01/03
12131103
2
2 YEARS
POLICE
TRAFFIC 2003
CITATIONS - PARKING
01101/06
12131/06
1
2 YEARS
POLICE
TRAFFIC
CHIEF'S SECRETARY
1980
1988
5
2 YEARS
POLICE
MISCELLANEOUS
DOCUMENTS
RECORDS - CLETS DEPT. OF
1999
1999
1
5 YEARS
POLICE
JUSTICE OLD MANUALS
RECORDS - REPORTS OF
01/01/96
12/31/96
2
2 YEARS
POLICE
IMPOUND AND STORE
VEHICLES
RECORDS CHECKS AND
01101/07
12/31/07
1
2 YEARS
POLICE
FINGERPRINTS
APPLICATIONS
RECORDS - CRIME REPORTS
01101/96
12/31/96
2
4 YEARS
POLICE
INCLUDING PETTY THEFT,
SIMPLE ASSAULTS, INCIDENT
REPORTS, PUBLIC
INTOXICATION, LOCATED
MISSING PERSON, 5150
HOLDS, LOST AND FOUND.
TRAFFIC COLLISION
REPORTS PROPERTY
DAMAGE.
RECORDS - SUBPOENAS
01/01/06
01/01/06
1
2 YEARS
POLICE
N:\My Documents\Records documents \destruction of records \Cert of Destruction 2009.doc
TRUCTION:
Date
APPRO D TRUCTION:
ity Attorney Date
I HE BY CE TIFY that the items listed above are approved for destruction on
I —b 9 in accordance with City policies and procedures:
Cindy Mo esen, City Clerk
NAMy Documents\Records documents \destruction of records \Cert of Destruction 2009.doc
q— ( —0
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):
ED FO ESTRU TON:
Date
Date
I HE BY CERTIFY that the items listed above are approved for destruction on
C)!2 in accordance with City policies and procedures:
Cindy Mortesen, City Clerk Date
NA09 Cert of Destruction for city clerk(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, Amended
06/07/06 by Resolution 4471):
APPROVED FOR DESTRUCTION:
x� U
Department Head
APPROVED FOR DESTRUCTION:
ty to ey
r A,"f
Date
Date
I HEREBY CERTIFY that the items listed above are approved for destruction on
Q- -� -- n g in accordance with City policies and procedures:
0'at6na, &- q -(-01
Cindy M esen, City Clerk Date
CADocuments and Settings \thimw \Local Settings \Temporary Internet Files\OLK I C\Cert of Destruction (2).doc
1. Lake At El Segundo
Cancelled Check 01/15/98 - 11/13/2000
Assigned Box no. 129056357
2. Union Bank Deposit Slips
10/1/08 — 09/30/99
Assigned Box No. 129056355
3. Worker Comp
Check Register 7/1/2000 — 9/30/2001
Assigned Box No. 244516152
4. Union Bank Statement / Wires 20001
Employee Saving Bonds 2000 -2001
Assigned Box No. 244516154
5. Credit Card Rec & Park
01/09/2000 — 01/12/2001
Assigned Box No. 244516145
6. Paramedic
1/08/2000-01/12/2001
Assigned Box No. 244516146
7. Union Bank Deposit Slip
4/1/2001 — 01/31/2002
Assigned Box No. 244516147
8. Union Bank Deposit Slip
6/1/2000 — 03/31/2001
Assigned Box No. 244516148
9. Bank Statement Union Bank
Employee Saving Bond
Assigned Box No. 244516150
10. Worker Comp
Check Register 4/1/2000 — 4/30/2002
Assigned Box No. 244516224
11. Worker Comp
Check Register 4/1/2002 — 4/30/2004
Assigned Box No. 244516225
12. Returned Checks
YR.1994 — 2003
Assigned Box No. 244516200