The URL can be used to link to this page

Home My WebLink About15-018 CC ResolutionRESOLUTION NO. 15 -18 tA RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMECULA APPROVING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, Section 34090 et seq. of the California Government Code authorizes the destruction of City records upon approval of the legislative body of the City and with written consent of the City Attorney, provided that the records do not fall within certain specified categories, and are not less than two years old; and WHEREAS, City staff has presented a report to the City Council describing certain records, the destruction of which is authorized under state and federal law, such records being described on the list attached hereto as Exhibit A and incorporated herein by this reference; and WHEREAS, the records described on Exhibit A are more than two years old, are not subject to litigation hold, and are not otherwise required to be kept by the City by statute; and WHEREAS, in addition to the description of records provided on Exhibit A, bar code scans clearly identify each record retained and /or destroyed by the City; ' THE CITY COUNCIL OF THE CITY OF TEMECULA DOES HEREBY RESOLVE AS FOLLOWS: Section 1. The City Clerk or her designee is authorized to destroy the records described on Exhibit A. Section 2. The City Attorney's signature on this resolution shall serve as evidence of his written consent to the destruction of said records. Section 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Resolutions of the City of Temecula. Resos 15 -18 ' PASSED, APPROVED, AND ADOPTED by the City Council of the City of Temecula this 24th day of March, 2015. ATTEST: Randi Jo - fitson, City Clerk [SEAL] Resos 15 -18 2 Jeff Comerchero, Mayor STATE OF CALIFORNIA ) ' COUNTY OF RIVERSIDE ) ss CITY OF TEMECULA ) I, Randi Johl - Olson, City Clerk of the City of Temecula, do hereby certify that the foregoing Resolution No. 15 -18 was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the 24th day of March, 2015, by the following vote: AYES: 4 COUNCIL MEMBERS NOES: ABSTAIN ABSENT: 0 COUNCIL MEMBERS: 0 COUNCIL MEMBERS: 0 COUNCIL MEMBERS: Resos 15 -18 3 Edwards, Naggar, Rahn, Comerchero None None None d) i Johl- Olson, City Clerk CITY OF TEMECULA Exhibit A 2015 Annual Records Destruction ALL DEPARTMENTS: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORDTYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 101 -01 Chronological Files ALL Current + 2 General Correspondence 2011 and prior GC 34090 documents settled 101 -02 Mail Log ALL Current +2 Logs 2011 and prior GC 34090 supporting documents Unsuccessful 101 -03 Telephone Record Books ALL Current +2 Books, notes 2011 and prior GC 34090 101 -04 Suspense Files ALL Current+ 2 General Correspontlence 2011 and prior GC 34090 101 -05 Mailing Requests ALL Current+ 2 General Correspondence , requests 2011 and prior GC 34090 205 -01 Budget Working Paper Files ALL Current + 2 Working files 2011 and prior GC 34090 205 -02 Proposed Budget ALL Current + 2 Proposed budget documents 2011 and prior GC 34090 601 -15 RFQ's/RFP's ALL 3 Successful Requests for Quotes /Proposals, supporting 2011 and prior 2 Unsuccessful documents, lists, logs Successful; 2010 and GC 34090 prior Unsuccessful 606 -01 Equipment Instruction and Information ALL Current + 3 After Booklets, information, instructions 2010 and prior after Disposition disposition GC 34090 606 -02 Equipment Log Book Files ALL Current + 3 After Lags 2010 and prior after Disposition disposition GC 34090 606 -03 Equipment Service Records & Equipment Maintenance ALL Current + 3 After Service and/or maintenance records 2010 and prior after Disposition disposition GC 34090 704 -12 City Attorney Correspondence (General) ALL Current + 2 General Correspondence 2010 and prior GC 34090 1180 -04 Press Releases ALL Current + 2 Press Release copies, General Correspondence 2011 and prior GC 34090 1180 -03 Public Inquiry and Complaints (Except Consumer) ALL 2 After Settled Complaints and inquiries 2012 and prior after GC 34090 1 1 settled CITY CLERK DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 305 -02 Claims CC, FIN 3 After Settled Claims, general correspondence, supporting 2011 and prior years after GC 34090 documents settled 601 -03 Bid Files CC 4 Unsuccessful Unsuccessful bids, general correspondence and 2011 and prior CCP 337.5 supporting documents Unsuccessful 602 -02 Contracts and Agreements General Correspondence CC Current + 2 General Correspondence 2011 and prior GC 34090 605 -07 1 Proof of Publication CC Current + 3 Proof of Publication for notices of public hearings, 2010 and pri r CITY MANAGER/ECONOMIC DEVELOPMENT: RECORD RECORD CATEGORY RECORD GC 34090 inviting bids, meeting notices, election notices, RETENTION DATES SERIES HOLDER & nominees for public office mitigated OF FILE (if specified) LEGAL CITATION negative declaration, workshops, unclaimed funds, RECORDS NUMBER positions available, rates & charges, public review, 410 -03 Meetings /Seminars/Conferences/Showceses ED Current + 2 intent to release funds, etc. 2011 and pdor 701 -09 Board, Committee, Commission & Agency Reference CC P Successful Applications, general correspondence, reports, Permanent 1150 -01 Papers, Applications, Appointments & Resignations CE, CM Current + 2 resumes Successful/2011 and prior Unsuccessful Unsuccessful GC 34090 701 -11 State Legislative Information & General Correspondence CC Current + 2 General Correspondence and reference papers 2011 and prior Brown Act GC 6254 701 -12 Federal Legislative Information & General Correspondence CC Current+ 2 General Correspondence and reference papers 2011 and prior GFOA GC 34090 701 -16 Meeting Notifications & Public Hearings CC Current + 2 Notices, reference papers 2011 and prior GC 34090 701 -17 Proclamations CC Curent+ 2 Certificate copies, logs, proclamation copies, notes, 2011 and prior GC 34090 reference papers 702 -00 Election Reference Papers CC Election + 4 Reference papers 2010 and prior GC 34090 702 -08 Campaign Statements CC Election + 5 General Correspondence, FPPC forms Elected Permanent/Non- GC81009 (b) Elected 2009 and prior Elected Permanent 702 -11 Initiatives, Referendum and Recall Petitions General CC Current + 2 General Correspondence 2011 and prior Correspondence GC 34090 702 -12 Initiatives, Referendum and Recall Petitions CC Closed + 8 months General Correspontlence , petitions, statements by April 2014 and prior EC 17200,17400; proponents, certificates, receipts, tally of votes, GC 7253.5 notice of intention, requests to prepare ballot title EC14700 + and summary, flyers GC3756:8 703 -01 Request for Records CC Closed + 2 General Correspondence, records requests 2011 and prior GC 34090 703 -08 Subpoenas CC Current + 2 Subpoenas for records/appearance and general 2011 and prior GC 34090 correspondence 704 -04 Affidavits Files CC Closed + 5 Affidavits of deliveries, mailings and postings 2010 and prior GC 34090 704 -07 Statements of Economic Interest CC After Termination +7 General Correspondence, FPPC forms, lists 2007 and prior after Election + 5 termination; 2010 and 81009(e) prior non- elected 81009(b) 704 -10 Code Enforcement Citations/Liens CC 3 After Settled Citations Citations 2011 after GC 34090 Liens Permanent settled; liens permanent 704 -13 Claims Against the City CC 3 After Settled Claims, general correspondence, supporting 2011 and prior years after GC 34090 documents, logs I settled 704 -19 Miscellaneous Petitions /Protests CC Current + 2 General Correspondence, petitions /protests 2011 and prior GC 6253, 50115 1302 -04 Fire Department General Correspondence CC Current + 2 General Correspondence 2011 and prior GC 34090 CITY MANAGER/ECONOMIC DEVELOPMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 410 -03 Meetings /Seminars/Conferences/Showceses ED Current + 2 Logs, General Correspondence, reference papers 2011 and pdor GC 34090 1150 -01 Animal Control General Correspondence CE, CM Curent+ 2 General Correspondence 2011 and prior COMMUNITY SERVICES DEPARTMENT: RECORD RECORD CATEGORY RECORD GC 34090 DOCUMENTIRECORD TYPE RETENTION DATES 1150 -03 Animal Control Legal Citation Hearings CE, CM Current + 2 General Correspondence, notes, reference papers, 2011 and prior FILE (if specified) GC 34090 recordings RECORDS 1301 -02 Public Safety, General CE, CM Current + 2 General Correspondence, reference papers 2011 and prior 203 -07 Temporary Use Permit CSD, PLG, PW GC 34090 Application, corresponding paperwork, permits 2011 and prior 1301 -13 Border Patrol CC, CM Current + 2 General Correspondence papers 2011 and prior 1130 -01 Volunteer Program CSD GC 34090 Applications, general correspondence, reference 2011 and prior 1500 -03 IntemationaVvs. Sister Cities Organization CM, CSD Current + 2 Travel dots and related purchases 2011 and prior 1130 -04 Special Events Permits CSD GC 34090 Applications, general correspondence, reference 2011 and prior COMMUNITY SERVICES DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 203 -07 Temporary Use Permit CSD, PLG, PW Current + 2 Application, corresponding paperwork, permits 2011 and prior GC 34090d 1130 -01 Volunteer Program CSD Current + 2 Applications, general correspondence, reference 2011 and prior GC 34090 papers 1130 -04 Special Events Permits CSD Current + 2 Applications, general correspondence, reference 2011 and prior GC 34090 papers 1401 -10 Recreation Forms (Liability Waivers, Activity CSD Current + 2 Applications, general correspondence, forms, lists, 2011 and prior Registrations,Park/Facility Rentals, Sign -In Sheets, Rosters, GC 34090 logs, receipts 1150 -03 Parental Consent, Registration Receipt, Vendor CE, CM Current + 2 Hearing documents 2011 and prior A lication,etc. GC 34090 1404 -01 Lake Oriented Sports CSD Current + 2 General Correspondence, lists, logs, reference 2011 and prior GC 34090 papers 1404 -02 Equipment Rental CSD Current + 2 General Correspondence, lists, logs, reference 2011 and prior GC 34090 papers 1404 -03 Recreation Programs CSD Current + 2 General Correspondence, lists, logs, reference 2011 and prior GC 34090 papers 1404 -06 Parades CSD Current + 2 General Correspondence, lists, logs, reference 2011 and prior GC 34090 papers 1404 -07 Skateboarding /Rollerblading CSD Current + 2 General Correspondence, lists, logs, reference 2011 and prior GC 34090 papers 1500 -03 IntemationalIvs. Sister Cities Organization CM, CSD Current + 2 Travel documents and related purchases 2011 and prior GC 34090 COMMUNITY DEVELOPMENT DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE If specified) LEGAL CITATION RECORDS NUMBER 203 -07 Temporary Use Permit CSD, PLG, PW Current + 2 Application, permit and corresponding paperwork 2011 and prior GC 34090d 203 -16 Temporary Signs PLG Current + 2 Application, permit and corresponding paperwork 2011 and prior GC 34090d 203 -32 Appeals PLG Current + 2 Appeal and corresponding paperwork 2011 and prior GC 34090 1150 -01 Animal Control General Correspondence CE, CM Current + 2 General Correspondence 2011 and prior GC 34090 1150 -03 Animal Control Legal Citation Hearings CE, CM Current + 2 Hearing documents 2011 and prior GC 34090 1301 -02 Public Safety, General CE, CM Current + 2 General Correspondence, lists, logs, reference 2011 and prior GC 34090 papers 1403 -06 Weed Abatement CE Closed + 2 General Correspondence, lists, logs, notices, 2012 and prior if closed SERIES HOLDER GC 34090 reference papers, corresponding a erwork OF 1301 -06 Vehicle Code Enforcement CE Current + 2 General Correspondence, lists, logs, notices, 2011 and prior NUMBER GC 34090 reference papers, corresponding paperwork 1301 -08 Abandoned Vehicles &Houses CE Current + 2 General Correspondence, lists, logs, notices, 2011 and prior GC 34090 reference papers, corresponding a erwork FINANCE DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 205 -13 State Budget Information FIN Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 305 -02 Claims CC, FIN 3 Years After Settled Claims, general correspondence, supporting 2011 and prior years after GC 34090 documents settled 401 -03 General Ledger File /AJE/BJE FIN 4 Years After Audit Accounting, revenue documents FY08 109 and prior GC 34090 401 -06 Accounts Payable FIN 4 Years After Audit Check copies, invoices, lists, reports, supporting FY08 109 and prior GC 34090 documents 401 -07 Accounts Receivable FIN 4 Years After Audit Receivables, lists, receipts, reports, supporting FY08 /09 and prior GC 34090 documents 401 -11 Encumbrance Files FIN 4 Years After Audit Electronic files FY08 /09 and prior GC 34090 401 -13 List of Demands FIN 4 Years After Audit Lists FY08 /09 and prior GC 34090 401 -14 Petty Cash Files FIN 4 Years After Audit Receipts, lists, log FY08 /09 and prior GC 34090 401 -16 Sales Tax FIN 4 Years After Audit Remittances, wire information, statements FY08 /09 and prior GC 34090 401 -19 Financial Statements FIN 7 Years After Audit CAFR Reports FY05 /06 and prior GC 34090 & CCP 337 401 -25 Vouchers and Voucher Register (Cash Disbursement FIN 4 Years After Audit A/P Checks, invoices FY08 /09 and prior Journal ) GC 34090 401 -35 Internal Service Funds FIN 4 Years After Audit Quarterly Journal Reports FY08 /09 and prior GC 34090 402 -06 Business Licenses FIN 4 After Termination Applications, licenses, renewals and supporting 2012 and prior if GC 34090 documentation terminated 403 -01 Bank Deposit Files FIN 4 Years After Audit Deposit slips and supporting documents FY08 /09 and prior GC 34090 402 -02 Daily Cash Receipts FIN 4 Years After Audit Receipts, reports FY08 /09 and prior GC 34090 403 -02 Bank Statements FIN 4 Years After Audit Statements FY08/09 and prior GC 34090 403 -03 Check Stubs, CancelledtVoided Checks FIN 5 Years After Audit Payroll, cancelled & voided checks FY07 108 and prior GC 34090 403 -04 Signature Cards & Authority FIN 5 Years After Audit Logs FY07108 and prior GC 34090 403 -05 Banking Service Files FIN 3 Years After Agreements, contacts 2011 and prior if Termination terminated GC 34090 403 -06 Bank Reconciliation FIN 4 Years After Audit Statements, reconciliations, summaries, FY08 /09 and prior GC 34090 disbursements M M M 403 -07 Bank Proposals FIN Current + 2 Proposals 2011 and prior GC 34090 403 -08 A/P Checks FIN 4 Years After Audit Check copies, invoices, lists, supporting documents FY08 /09 and prior GC 34090 404 -02 Payroll Deductions FIN Current + 2 Payroll Deductions only: 2011 and prior GC 34090 Benefit Reports Permanent P29 CFR 1627.3 404 -03 Payroll System Reports FIN 6 Years After Audit Pay period summaries FY06 /07 and prior GC 34090 404 -04 Time Sheets FIN 6 Years After Audit Timesheets FY06 /07 and prior GC 34090 404 -06 Vacation & Sick Leave FIN, HR 4 Years After Audit Time Off Requests FY08 /09 and prior GC 34090 404 -09 Unemployment Compensation Files FIN, HR 5 Years After Unemployment Tax Files 2009 and prior if Termination terminated GC 34090 404 -15 Copies of Employee Paychecks & Direct Deposit Stubs FIN 5 Years After Audit Checks, direct deposit copies FY07 /08 and prior GC 34090 404 -16 Workers Compensation FIN, HR 5 Years After Employee Works Comp Payroll Files 2009 and prior if Termination terminated GC 34090 408 -05 Investment Information Files FIN 4 Years After Audit Investment Portfolios FY08 /09 and prior GC 34090 408 -07 Administration FIN 4 Years After Audit Investment Documents FY08109 and prior GC 34090 408 -09 Brokers/Dealers FIN Current +2 Bond Issuance 2011 and prior GC 34090 408 -10 State of California Local Agency Investment Fund (LAIF) FIN 4 Years After Audit Investment Forms FY08 /09 and prior GC 34090 409 -01 Administration FIN 4 Years After Audit Revenue Documents FY08/09 and prior GC 34090 409 -12 Transient Occupancy Tax (TOT) FIN 4 Years After Audit Remittance Packets /Receipts FY08/09 and prior GC 34090 409 -16 Documentary Transfer Tax FIN 4 Years After Audit Revenue Files FY08 109 and prior GC 34090 409 -23 Gas Tax FIN 4 Years After Audit Bank Statements, Remittance Notices FY08 109 and prior GC 34090 409 -31 Parking Legal Citations FIN 4 Years After Closed Citations, general correspondence, lists, logs 2012 and prior if closed GC 34090 601 -01 Purchase Orders FIN 4 Years After Audit Purchase orders and supporting documents FY08 /09 and prior GC 34090 601 -02 Product Services, Catalogs FIN Current +2 Catalogs 2011 and prior GC 34090 601 -05 Department Requisition File FIN 5 Years After Audit Purchase Order Requisition Files FY07 /08 and prior GC 34090 601 -13 Credit Applications FIN 4 Years After Audit Applications FY08 /09 and prior GC 34090 601 -16 Consultant Information FIN Current +2 Reference papers 2011 and prior GC 34090 603 -02 Fuel Records File (Gasoline, Oil, etc.) FIN Current+ 2 City vehicle fuel records 2011 and prior GC 34090 604 -01 Salvage and Surplus Sales FIN Current + 3 Years Lists, logs, reference papers, salvage /surplus items 2010 and prior after After Dispostion and equipment disposition GC 34090 HUMAN RESOURCES DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 202 -01 Organization Planning (City of Temecula) HR Current +2 General Correspondence, reports, research 2011 and prior GC 34090 documents 404 -06 Vacation & Sick Leave FIN, HR 4 Years After Audit General Correspondence, medical reports, FY08 109 and prior GC 34090 request forms 404 -09 Unemployment Compensation Files FIN, HR 5 Years After Claim fors, general correspondence 2009 and prior if Termination reference papers, correspond n a erwork terminated 1205 -04 Communication Facilities IT GC 34090 General Correspondence, lists, logs, notices, 2011 and prior 404 -16 Workers Compensation FIN, HR 5 Years After Claim fors, general correspondence, medical 2009 and prior if 1206 -01 Cable TV Reference Papers IT Termination reports terminated GC 34090 reference papers, corresponding a erwork 501 -01 Individual Personnel Folders HR Closed + 10 Benefit elections, general correspondence, 2004 and prior if closed GC 34090 evaluations, new hire paperwork, personnel actions, training certificates 505 -01 Recruitment File HR After Closed + 3 Applications, resumes, lists, logs, examination 2011 and prior if closed GC 34090 materials, examination answer sheets, job bulletins 505 -02 Department of Motor Vehicles Driving Records (DMV) HR After Termination + 3 Driving record reports 2011 and prior if GC 34090 terminated 505 -04 Employment eligibility Verification HR After Termination + 3 Form 1 -9 certification and supporting 2011 and prior if GC 34090 documentation terminated 505 -06 Job Applications HR Current + 3 Applications, general correspondence, resumes 2010 and prior 29 CFR 1627.3 505 -08 Recruitment Consultants HR After Closed + 3 Agreement, scope of work, work product, reports 2011 and prior if closed GC 34090 511 -021 City Sponsored Employee Activities (Team PACE) HR Current + 2 Reference papers, notes 2011 and prior 901 -03 GC 34090 INFORMATION TECHNOLOGY DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (If specifled) LEGAL CITATION RECORDS NUMBER 1205 -01 General Telephone IT Current + 2 General Correspondence, lists, logs, notices, 2011 and prior GC 34090 reference papers, corresponding a erwork 1205 -02 Cellular Telephone IT Current + 2 General Correspondence, lists, logs, notices, 2011 and prior GC 34090 reference papers, corresponding a erwork 1205 -03 Pacific Bell IT Current + 2 General Correspondence, lists, logs, notices, 2011 and prior GC 34090 reference papers, correspond n a erwork 1205 -04 Communication Facilities IT Current + 2 General Correspondence, lists, logs, notices, 2011 and prior GC 34090 reference papers, comes on ing paperwork 1206 -01 Cable TV Reference Papers IT Current + 2 General Correspondence, lists, logs, notices, 2011 and prior GC 34090 reference papers, corresponding a erwork PUBLIC WORKS DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 203 -07 Temporary Use Permit CSD, PLG, PW Current+ 2 Application, permit and corresponding paperwork 2011 and prior GC 34090 606 -04 Work Orders and Service Requests PW Current + 3 Work orders, services requests and related 2010 and prior MISC. /OTHER: RECORD RECORD CATEGORY RECORD GC 34090 paperwork RETENTION DATES 1110-05 Street Maintenance and Repairs PW 3 Logs, reference papers 2011 and prior FILE (if specified) GC 34090 RECORDS 1120 -02 Street Lighting Maintenance Files PW Current + 2 Logs, reference papers 2011 and prior 1100 PUBLIC SERVICES AND PUBLIC RELATIONS GC 34090 1160 -06 Traffic Consultants PW Current + 5 General Correspondence , reference papers 2010 and prior GC 34090 1403 -05 Hazardous Waste and Materials Current + 10 General Correspondence, reference papers, logs, 2004 and prior CAL OSHA; 40 CFR reports 1150 -02 Animal Inoculations /Licensing 122.21 General Correspondence, reference papers 2011 and prior MISC. /OTHER: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT /RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1100 PUBLIC SERVICES AND PUBLIC RELATIONS 1130 -02 Work Exchange Programs (Court Referral) Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1130 -03 Contribution Programs Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1150 -02 Animal Inoculations /Licensing Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1150 -04 Wild and Exotic Animals Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1200 PUBLIC UTILITIES, COMMUNICATIONS, AND TRANSPORTATION 1202 -02 Rules, Regulations, Rates & General Correspondence Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1204 -01 Water Services, General Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1204 -02 Water Meters Current + 2 General Correspondence papers 2011 and prior GC 34090 1204 -03 Water Service Application Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1204 -04 Water Service Application — Temporary Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1204 -05 Deposits, Refunds and Rates Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1204 -06 Water System Maintenance Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1204 -07 Water Conservation — Consumption Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1207 -07 City Bus Routes Current + 2 General Correspondence papers 2011 and prior GC 34090 1207 -08 Taxi Service Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1207 -09 Horse Drawn Vehicles Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1300 PUBLIC SAFETY 1301 -05 Alarm Systems Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1301 -09 Juvenile Anti - Delinquency Programs Current + 2 General Correspondence, reference papers 2011 and prior GC 34090 1301-11 Substance Abuse Current + 2 General Correspondence, reference papers 2011 and prior RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER GC 34090 1400 PARKS, RECREATION, ENVIRONMENTAL AND EDUCATION 1405 -01 Temecula Valley Unified School District Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 etc. 1405 -02 Universities, College & Higher Education Current + 2 _publications, General Correspondence mailings, notices, 2011 and prior GC 34090 publications, etc. 1405 -03 Private & Christian Schools Current + 2 General Correspondence mailings, notices. 2011 and prior GC 34090 publications, etc. 1405 -04 High Schools Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 etc. 1405 -05 Munieta Unified School District Current + 2 _publications, General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1500 GOVERNMENT ORGANIZATION AND OFFICES: - General Correspondence , flyers, mailings, notices, INTERNATIONAL, NATIONAL AND LOCAL publications, etc. 1500 -02 International City Managers Association (ICMA) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1500 -04 Technical Advisory Committee — March Air Force Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -00 Intergovernmental Agency & Organization Reference Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior Papers GC 34090 etc. 1501 -01 U.S. Department of Transportation Current+ 2 _publications, General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -02 U.S. Department of Commerce- Bureau of Census Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -03 U.S. Post Office Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -04 National Flood Insurance Program Current+ 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -05 Internal Revenue Service Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -06 Department of Interior Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -07 Federal Communications Commission Current + 2 General Correspondence mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -08 Federal Budget Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -09 Equal Employment Opportunity (EEOC) Current + 2 General Correspontlence, fryers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -10 Federal Emergency Management Agency (FEMA) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -11 Environmental Protection Agency Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -12 All American Cities Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -13 NAFTA Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1501 -14 GFOA (Government Finance Officers Association) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 ublications, etc. 1502 -01 Department of Real Estate Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -02 Air Resources Board Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. RECORD R RECORD CATEGORY R RECORD R RETENTION D DOCUMENT/RECORD TYPE R RETENTION DATES SERIES H HOLDER & & O OF FILE ( (if specified) L LEGAL CITATION R RECORDS NUMBER 1502 -03 A Alcoholic Beverage Control C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 _ etc. 1502 -04 B Board of Equalization C Current + 2 G _publications, e 2011 and prior GC 34090 p publications, etc. 1502 -05 F Fair Political Practices Commission C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -06 H Highway Patrol C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -07 P Public Employees Retirement C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -08 D Department of Forestry C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -09 D Department of Industrial Relations /Prevailing Wage C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -10 L Land Commission C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -11 F Fish and Game C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -12 G General Services C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -13 C Controller C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -14 D Department of Motor Vehicles C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -15 C California Conservation Corps. C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -16 O Office of Planning & Research — Newsletter C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -17 D Department of Transportation C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -18 T Transportation Commission C Current+ 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -19 C California Parks & Recreation Society C Current + 2 G General Correspondence , flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -20 W Workers Compensation Insurance C Current+ 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -21 D Debt Advisory Commission (AB 1192) C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -22 C California Energy Commission C Current + 2 G General Correspondence mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -23 O Office of Management & Budget C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -24 S Secretary of State C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -25 I Industrial Development Financing Advisory Committee C Current + 2 G General Correspondence mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -26 S State Department of Health C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -27 S State Water Resources Commission & Control Board C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. 1502 -28 M Municipal Business Tax Association C Current + 2 G General Correspondence, flyers, mailings, notices, 2 2011 and prior GC 34090 p publications, etc. RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1502 -29 Housing and Community Development Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -30 Office of Criminal Justice Planning Current + 2 General Correspondence mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -31 Employment Development Department Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -32 Water Quality Control Board Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -33 Geology & Mining Board Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -34 Department of Finance Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -35 Bureau of Automotive Repairs Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -36 Wildlife Conservation Board Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -37 California Department of Commerce Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -38 3CMA (City- County Communications & Marketing) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1502 -39 California Association for Local Economic Development Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior CALED GC 34090 etc. 150240 California Redevelopment Association (CRA) Current + 2 _publications, General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 150241 California Contract Cities Association Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 150242 CSMFO (California Society of Municipal Finance Officers) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 150243 CMBTA (California Municipal Business Tax Association) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 150244 CAPPO (California Association of Purchasing Professionals Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior Asses ) GC 34090 etc. 150245 State Transportation Improvement Program (STIP) Current + 2 —publications, General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 150246 Board of Governors Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -00 LAFCO — Local Agency Formation Commission Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -01 Intergovernmental Training & Development Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -02 Water Agencies Associations Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -03 Mayors & Councilmembers of Riverside County Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -04 ARMS (Area Regional Justice Information System) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -05 Southern California Joint Powers Insurance Authority Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -06 League of California Cities and National League of Cities Current + 2 General Correspondence mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -07 Metropolitan Water District of Southern California Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -OS WRCOG (Western Riverside Council of Governments Current + 2 General Correspondence, Vvers, mailings, notices, 2011 and prior 10 RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER GC 34090 publications, etc. 1503 -09 Inland Empire Relocation Group Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -10 SWRCoCC (Southwest Riverside County Care Coalition) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and poor GC 34090 publications, etc. 1503 -11 SCAG (Southern California Association of Governments) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -12 Airport Land Use Commission Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -13 CARE (Coalition for a Reasonable Environment) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -14 CVAG (Coachella Valley Association of Governments) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1503 -15 SANDAG (San Diego Association of Governments) Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -01 Riverside County General Correspondence, General Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -02 Assessor Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -03 Auditor and Controller Current + 2 General Correspontlence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -04 Board of Supervisors Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -05 Office of Disaster Preparedness Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -06 Flood Control/Water Conservation District Current + 2 General Correspondence, flyers, mailings, notices. 2011 and prior GC 34090 publications, etc. 1504 -07 Housing and Community Development Department Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -08 Public Works Department Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -09 Registrar of Voters Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -10 Sheriff Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -11 Traffic Advisory Commission Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -12 Treasurer— Tax Collector Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -13 Public Health Services Current + 2 General Correspondence , flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -14 Department of Transportation Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -15 Department of Animal Control Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -16 Economic Development Program Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -17 Planning & Land Use Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -18 General Services Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications. etc. 1504 -19 County Recorder & Clerk Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 11 RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT /RECORD TYPE RETENTION DATES SERIES HOLDER 8 OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1504 -20 Social Services Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 etc. 1504 -21 Library System Current + 2 _publications, General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 etc. 1504 -22 Parks and Recreation Current + 2 _publications, General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 publications, etc. 1504 -23 Waste Management Current + 2 General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 etc. 1504 -24 Centennial Current + 2 _publications, General Correspondence, flyers, mailings, notices, 2011 and pdor GC 34090 etc. 1504 -25 Riverside Operational Area Organization Current + 2 —publications, General Correspondence, flyers, mailings, notices, 2011 and prior GC 34090 etc. 1504 -26 County Courts Current + 2 _publications, General Correspondence, flyers, mailings, notices, 2011 and pdor GC 34090 etc. 1504 -27 Riverside County Abandoned Vehicle Service Authority Current + 2 _publications, General Correspondence, flyers, mailings, notices, 2011 and prior AVA GC 34090 publications, etc. 12 In accordance with the City of Temecula Records Retention Schedule approved by City Council on February 24, 2015 (CC Resolution No. 15 -13), the City records, documents, instruments, books or papers, described and listed above, have reached or exceeded the legal retention period, are permanently imaged, do not have a litigation hold, and are otherwise no longer required to be retained by the City. The department records are retained in accordance with applicable federal and state laws as set forth in the City of Temecula's current retention schedule. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and the City Attorney, these records will be properly destroyed or disposed of. RECORDS WITH A PERMANENT RETENTION: Authorization to destroy Permanent records after imaging as listed on the current retention schedule: (Historical documents, vital records, documents involved in litigation orpending audit will not be destroyed). Imaging and indexing of these records have been quality checked; Images have been stored in the City's Imaging System; The imaged record becomes the official original record of the City and will be held in accordance of the City's Retention Schedule DEPARTMENT DIRECTOR APPROVAL: Signature Si t Date Manager City Attorney -City -Community Services Director Finance Director Director of Public Works/City Engineer f114 — Director of Community Development Senior Human Resources Analyst De ut Director of Information Technology y i 6% CITY ATTORNEY /CITY CLERK APPROVAL: Signature Date City Clerk I r City Attorney I hereby certify that the records described above have been destroyed in accordance with the City's current Retention Schedule. Records were destroyed by a third party vendor and the Certificate of Destruction is attached. DESTRUCTION COMPLETED BY: Si nature Date Records Manager I r ro 13 Customer: 13616071 City of Temecula 43210 Business Park Or Temecula CA 92590 -3633 Order: 8015495344 Order Date: 04/27/2015 and 05/04/2015 Customer PO: 031752 Service Type: OFF -SITE PURGE CUSTODY Contact: Gwyn Flores Time In: 10:17 AM Time Out! 02:11 PM _it Qty Shred -it BANKERS /ARCHIVE BOX 4111 Flat Rock Drive Riverside CA ' 92505 Total SERVICE RECORD CERTIFICATE OF DESTRUCTION Please keep this for your records. Collect (THIS IS NOT AN INVOICE) THIS YEAR YOUR FIRM HAS SAVED 01598 238 TREES THROUGH RECYCLING Facility SHREDDED PAPER Customer: 13616071 City of Temecula 43210 Business Park Or Temecula CA 92590 -3633 Order: 8015495344 Order Date: 04/27/2015 and 05/04/2015 Customer PO: 031752 Service Type: OFF -SITE PURGE CUSTODY Contact: Gwyn Flores Time In: 10:17 AM Time Out! 02:11 PM Se mii fr a : Material Collected: Qty Mr BANKERS /ARCHIVE BOX 646 SMALL MEDIA UNIT 510 wa a Dr . a Dest Idt o- Total 1196 Pallet Tracking ' Collect 00000097476 Truck 01598 Facility CAIO Se mii fr a : i're[{ ; :omn.!tec a me xc. a 36atri:O09 Jf i9 CusCM^ era 233 Mr = +stare \a —e GNE% ; aa+est art nsr,.+cto-i to Ic h., rt saw tes a s NAM :e let: wa a Dr . a Dest Idt o- CSR Vane "'Na. Gaxs 05.04.2015 10:17 AM 05.04.2015 02:10 PM 05.04.2015 03:10 PM i're[{ ; :omn.!tec a me xc. a 36atri:O09 Jf i9 CusCM^ era c: -f ce rial r-b —Wan. ` i :rrca•'an .i i'IF — hat S -rerr- test cvs re stoma :ar°4e- t a mate ial. o. - :aa�- to ; aa+est art nsr,.+cto-i to Ic h., rt saw tes a s NAM :e let: wa a Dr . a Dest Idt o- Hocie DlY.I'J�O'1 Tr kb.. rg ». ma ae rt%AID c: -'=x: err . Den,. -�. Sc - -caper Div '.a 05.04.2015 10:17 AM 05.04.2015 02:10 PM 05.04.2015 03:10 PM