CARMEN A. TRUTANICH City Attorney REPORT RE:

Transcription

1 . City Hall Ea st 200 N. Main Str eet Ro om 800 Los An geles, CA (213) Tel (213) Fax CTrutani org ci ty.org/atty CARMEN A. TRUTANICH City Attorney REPORT RE: REPORT NO. R lfp REQUEST TO DESTROY CERTAIN OBSOLETE RECORDS FROM THE DEPARTMENT OF WATER AND POWER, ACCOUNTING DIVI SION (DWP/ BOXES) FOR THE PERIOD OF The Honorable City Council of the City of Los Angeles Room 395, City Hall 200 North Spring Street Los Angeles, CA Honorable Members: Transmitted herewith is a request by the Department of Water and Power, Accounting Division (DWP/ boxes) for the period to destroy certain obsolete records. This Office finds that this request for destruction of obsolete records has been processed in accordance with the requirements of Los Angeles Administrative Code (LAAC) Section 12.5 and accordingly approves the destruction thereof. Also attached to this letter is a certification of the City Clerk and a form of resolution as requ ired by LAAC Section Should you have any questions, please contact Assistant City Attorney Joseph Brajevich at (213) WWC:Iee Tra nsmittal Very truly yours, M:\Muni Counsei\RECORO OESTRUCTION\DWP\826 BOX LTR TO COUNCIL.doc CARMEN A. TRUTANICH, City Attorney B y~~ WI LLIAM 1f.CARTER Chief Deputy City Attorney

2 Form Gen. 160 CITY OF LOS ANGELES INTER-DEPARTMENTAL CORRESPONDENCE DATE: TO: FROM: SUBJECT: September Honorable Reckard J. Delgadillo, City Attorney RoomJ~OO, City Hall East ~0k;..~ Frank T. Martinez, City ~~- REQUEST FOR Attached is a Request for Authority to Destroy Obsolete Records from the Department of Water and Power, signed by an authorized designee on the date indicated and for the period listed below: DEPARTMENT/DESIGNEE/DATE Department of Water and Power Accounting Division (DWP/ boxes) Ronald 0. Vazquez September 1, 2006 DATES OF RECORDS CITY CLERK RECORDS REVIEW In accordance with Section 12.5 (d) of the Los Angeles Administrative Code and the Mayor's Executive Directive No. 50, I hereby certify that the attached Request for Authority to Destroy Obsolete Records has been reviewed by my office and to the best of my knowledge is complete, accurate, and adequate. City Clerk staff have reviewed the request for historical content and removed any items of unique historical value. This file is therefore forwarded to your office for review and confirmation of consent on the attached Consolidated Request for Authority to Destroy Obsolete Records (Form Gen. 48a). FISCAL IMPACT STATEMENT The retention of 826 records boxes beyond the required retention time period, based on industry commercial standard rates, will continue to cost the City the equivalent of a minimum of $ per month, or $1, per year. Please return this letter and the enclosed documents to the City Clerk's Office for further processing to the City CounciL If you have any questions please contact Todd Gaydowski of my Records Management Division at (213) FTM:KEK:TG:IS Attachments d0105 0:\records correspondence\dwpll dol boxes dor.wpd

3 RESOLUTION WHEREAS, the City Clerk has submitted a Request for Authority to Destroy Obsolete Records from 1921 through 1988 from the Department of Water and Power, and the request is signed by authorized designee Ronald 0. Vazquez, and is dated September 1, 2006; and WHEREAS, said records are fully described on the attached Request for Authority to Destroy Obsolete Records and are certified for destruction by the head of said department; and WHEREAS, none of said records: (a) affect title to real property or liens thereon; (b) are records of any court or any records required to be held by State statute; (c) are less than 2 years old, except those records with a shorter retention period specified by law; or (d) are minutes, ordinances, or resolutions of the City Council of the City of Los Angeles, or of any Board or Commission thereof; and WHEREAS, all other provisions of Section 12.5 of the Los Angeles Administrative Code have been complied with. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Los Angeles, that, pursuant to the provisions of Section 12.5 of the Los Angeles Administrative Code, the destruction of said records within the limitations recommended by the Information Technology and Governmental Affairs Committee is hereby approved. I HEREBY CERTIFY that the foregoing Resolution was adopted by the Los Angeles City Council at its meeting of, JUNE LAGMAY- CITY CLERK BY Deputy Council File No.

4 Form Gen. 48a ) ClTY OF LOS ANGELES Consolidated Request For Honorable Council of the City of Los Angeles The following departments respectfully request authority to destroy the obsolete records listed herein. The records have been retained for the period of time prescribed on approved Records Retention Schedules and have been certified for destruction in accordance with Section 12.5 of the Los Angeles Administrative Code: DEPARTMENT PAGE(S) DEPARTMENT OF WATER AND POWER Accounting Division (DWP/11) boxes of Transportation & Construction Usage Detail 67 boxes of Transportation & Shop Charges 7 boxes of Water & Power System Depreciation Computations DWP11 d0105.div.wpd Consent of the City Attorney is hereby given in accordance with Section of the Government Code: [] See attached letter for exceptions. [} No exceptions. Hy ~~~~ Date ~~ 9 -'-/?5~?')---'~'-:'""'~--'-~-"t?""' Council File No.

5 ANTONIO R. VILLARAIGOSA Commission RONALD F. DEATON, General Mnnnger Mayor MARY D NICHOL<;, Pres idenr H. DAV ID NAHAl, Vice President NICK PATSAOURAS EDITH RAMIREZ FORESCEE HOGAN-ROWLES BARBARA E. MOSCHOS, Secretary Mr. Todd Gaydowski City Records Management Officer Office of City Clerk Space 320, Piper Technical Center 555 Ramirez Street Los Angeles, California Dear Mr. Gaydowski: August 31, 2006 Please process the following Request for Authority to Destroy Obsolete Records (Original/Official) forms for the Accounting (DWP-11) Division: FJ FJ FJ FJ FJ FJ FJ FJ FJ Also enclosed is the approved Certification for Destruction of Records form, Request to Destroy Obsolete Records Summary, and Statement of Review of Records for Historical Value forms. If there are any questions regarding this transmittal, please contact me at (213) Enclosures Water and Power Conservation... a way of life Il l North Hope Street, Los Angeles, Cal ifornia Mailing address: Box , Los Angeles Telephone: (213) Cable address: DEWAPOLA. ~ Recydabloand made from o8c)dedwas1e 'CJQ'

6 FJ August 31, 2006 Mr. Todd Gaydowski City Records Management Officer Office of City Clerk Space 320, Piper Technical Center 555 Ramirez Street Los Angeles, California Dear Mr. Gaydowski: Please process the following Request for Authority to Destroy Obsolete Records (Original/Official) forms for the Accounting (DWP-11) Division: FJ FJ FJ FJ FJ FJ FJ FJ FJ Also enclosed is the approved Certification for Destruction of Records form, Request to Destroy Obsolete Records Summary, and Statement of Review of Records for Historical Value forms. If there are any questions regarding this transmittal, please contact me at (213) Sincerely, AT GARY E. WONG Records Manager Enclosures be: Gary Wong Angela Tatum

7 Form Gen 48b CERTIFICATION FOR DESTRUCTION OF RECORDS I hereby certify that the following determinations have been made for the records listed on the attached Request(s) for Authority to Destroy Obsolete Records: 1. The records are under the management or control of named department head; 2. The Records Retention Schedule minimum time limits have been satisfied; 3. The records listed are no longer required: a. For operations of named department or office, or b. For the operations of the City, or c. To satisfy a City Council policy adopted by resolution, or a City Council request, or d. By the City for administrative, historical, research, fiscal, legal, or cultural purposes, or e. By the City Clerk for the City Archives; and 4. The destruction of said records will not violate provisions of the State of California Government Code, Division 12 of the Los Angeles Administrative Code, or other applicable laws. In the event the destruction of a writing is under consideration and a copy thereof has been made by photographic reproduction, the following determinations have also been made: 1. At least two copies exist within the custody of the City, one of which is of Archival quality and is stored in accordance with Sec. 12.4(a)(1 )B of the Los Angeles Administrative Code; 2. All conditions set forth in Sec of the Los Angeles Administrative Code and all standards and regulations otherwise adopted or required by law have been satisfied; and 3. The provisions of City Charter Sec. 434, where applicable, have been complied with. Ro ld 0. Vazquez DepartmenUBureau Departmen o Water & Power, Accounting DWP-11 Records Dated 1..:...:9=2=--=1----=t=h.:...: ro=u:..;l gc:...: h--=1=9=8=8

8 CITY OF LOS ANGELES DEPARTMENT OF WATER AND POWER INTRADEPARTMENTAL CORRESPONDENCE Date: May 10, 2006 y Obsolete Records - Chromium Statement In accordance with Division 12 of the City Administrative Code, records management staff routinely processes Authority to Destroy (ATD) Obsolete Records forms for the Department. Your signature on the approval line below confirms that no Chromium 6 chemical records or references to Chromium 6 are included in the following ATD package: DWP-11, Accounting ATD package FJ Time Period: & J 19 7 Total boxes: 3,193 Cost & Project Accounting Individual pkg totals: 850, 848,@, and 669 APPROVED: Ron Ll c: Office of the City Clerk File Copy

9 STATEMENT Ot- REVIEW OF RECORDS FOR HIS-IuRICAL VALUE The Original/Official records listed on the attached Request for Authority to Destroy Obsolete Records form(s) which are summarized below have been reviewed for historical value under procedures established by the Records Management Program of the Los Angeles Department of Water and Power. Business Unit: Accounting - Cost & Project (DWP-11) Date Range: RECORD TITLE ' Transportation & Construction Usage Detail Transportation & Shop Charges Water & Power System Depreciation Computations Total Boxes: NO. OF BOXES Historical records, including any records relating to the Manzanar Relocation Center, have been removed and processed for permanent retention by the Los Angeles Department of Water and Power. Only obsolete record and/or non-record materials remain in the original boxes which are therefore subject to destruction under Division 12 of the City of Los Angeles Administrative Code. To the best of my knowledge, the above determinations are true. Historical Records Program Consultant: PtuA, t ~' 'l Paul Soifer:Pn. Date _ 1-/.:...!./-'- 18'--- Business Unit Director/Office Records Management Coordinator: tfj~tj 1-tL---- System Head/Designated Executive: =' ~-c-"'- ''--- Date S#.f!. RMP Form Code 91015, Revision 1, 03/1992

10 CODE Rev Request for FJ Year Ending Records of WATER & POWER (Department/Bureau} Accounting (Division) Cost & Project Accounting (Unit) Location of Records Records Retention Records Retention Center Schedule No. DWP ~~~ Original Records D Duplicate Records Sch. Total Inclusive Dates Item Item Con f. Reten. No. No. Record Title (Same as on Schedule) Rec. Form No. Period From To StoraQe Location Nos. Quantity Transportation & Construction 15 07/ / , , 62 usage Detail , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , The above records are submitted for destruction in accordance with Sec of the LA Administrative Code: zd---sy " Division Head TOTAL BOXES Date 5:/9/v 0 Page 1 of 1 Pages Retention Code: A = Audit AR = Annual Review E = Expiration P = Pennanent S = Superseded T = Termination

11 CODE Rev. 11/91 Request for FJ Year Ending Records of WATER & POWER Accounting Cost & Project Accounting (Department/Bureau) (Division) (Unit) Location of Records Records Retention Records Retention _;_:..:..:...:.-...:.-.:.:---=---=--=--_ Center Schedule No. n_w_p - _11 0 Original Records D Duplicate Records Sch. Item Item No. No Total Inclusive Dates Con f. Reten. Record Title (Same as on Schedule) Rec. Form No. Period From To Transportation & Construction 15 07/197l 11/1977 Usage Detail StoraQe Location Nos. Quantity , , , , , , , , , , , ' , , , ' , , , , , , , , , ' , TOTAL BOXES 69 The above re~. are SUbmitted ;o: destruction in accor~ce with Sec of the L.A. Administrative ~ode: 1 By!U ~#!)t---;,y ;1{8Hd4: ;J. ~ Date 5{<1/ tj & - Division Head Department H ad Retention Code: A = Audit AR = Annual Review C = Closed or Completion E = Exoiration P = Permanent Page S = Superseded 1 of 1 Pages T = Termination

12 CODE Rev. 11/91 Request for Year Ending FJ -=2..::.0..::.0.::.5 Records of WATER & POWER (Department/Bureau) Accounting (Division} Cost & Project Accounting (Unit) Location of Records Records Retention Records Retention Center Schedule No. DWP ~~~~ Original Records D Duplicate Records Item No. Sch. Item No. Total Inclusive Dates Con f. Reten. Record Title (Same as on Schedule) Rec. Form No. Period From To Storage Location Nos Transportation & Construction 15 03/ / , , 84 Usage Detail , , , , , , , , , , , , , , , , , , , , , , , , , , ( , , , , , , , , , , , , , , , , , Quantity are s~bmitted fo~ destruction in acco~nce with Sec of the LA. Administrativ: ~ode:,- TOTAL BOXES By ;,tfhr,:/11. ~y 7( N41~ tj,,~ Date 8/9({) (,6 Page of J 1 Pages Division Heaa Department l'fead Retention Code: A'"'Audit AR = Annual Review C = Closed or Completion E "' Expiration P '"' Permanent S '"' Superseded T'"' Termination

13 CODE Rev. 11/91 Request for FJ Year Ending Records of WATER & POWER Accounting Cost & Project Accounting (Department/Bureau) (Division) (Unit) Location of Records Sch. Item Item No. No Records Retention Records Retention Center Schedule No. DWP Total Inclusive Dates Con f. Reten. Record Title {Same as on Schedule) Rec. Form No. Period From To Transportation & Construction 15 01/ /1980 Usage Detail 0 Original Records 0 Duplicate Records Storage Location Nos. Quantity , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , TOTAL BOXES 102 The above C2J records are s~bmitte~f~d~n acc~anc~~:it~~;~~:~:~. :of th""e L.A. Administrativ~~~de:.. By ~""'~:_/ f; j) By if M 1"" v Pjo??~ Date h /9/ C;C' i f Retention Code: A= Audit AR =Annual Review E = Expiration P = Permanent Page 1 of 1 Pages S = Superseded T = Termination

14 CODE Rev.11/91 Request for Year Ending FJ _;;;;.2..:..0..:..0;;;.5 Records of WATER & POWER (DepartmenVBureau) Accounting (Division) Cost & Project Accounting (Unit) Location of Records Records Retention Records Retention Center Schedule No. DWP EZJ Original Records D Duplicate Records Sch. Total Inclusive Dates Item Item Cont. Reten. No. No. Record Title (Same as on Schedule) Rec. Form No. Period From To Storage Location Nos. Quantity Transportation & Construction 15 01/ / , , 72 Usage Detail , , , , , , , , , , , , , , , , , , , , , , The abo~e re l s are ~ubaitted for destruction in a~or an.ce with Sec of the L.A. Administrative Cod.e: I I A-,. II /f J j i I '~ ~ I' A ~ 1 I By f _ (~ H~ [Al...--By N~JJt.- V-. -~,~ Date!39/tJw =~-- D1v1s1on Head Departmen ad Page TOTAL BOXES 72 1 of 1 Pages Retention Code: A= Audit AR = Annual Review C = Closed or Completion E "' Expiration P "' Permanent S = Superseded T""' Termination

15 CODE Rev Request for Year Ending FJ --=-2..:;..0..:;,;05;; _ Records of WATER & POWER Accounting (Department/Bureau) {Division) Cost & Project Accounting (Unit) Location of Records Records Retention Records Retention :_...:...:...:...:.-=--- C~nt~r Schedule No. -~-D_w_P_-_11 0 Original Records 0 Duplicate Records Sch. Total Inclusive Dates Item Item Con f. Reten. No. No. Record Title (Same as on Schedule} Rec. Form No. Period From To Storage Location Nos. Quantity Transportation & Construction 15 07/ / Usage Detail , , , , , , , , , , , , , , , , , /0;7.._," /J/fi JJ~~. ) '"'A'~.. The above records are submitted for destruction in accordance with Sec of the LA Administrative Code: ( 0~-;;{ foh /~ By 7f ~ew~~ ~P,. P~~/ Division Head - ~~ ~... TOTAL BOXES 76 By Date 579/u& Page 1 of 1 Pages Retention Code: A=Audit AR = Annual Review C = Closed or Completion E = Expiration P = Permanent S = Superseded T = Termination

16 CODE Rev. l FJ Request for Year Ending Records of WATER & POWER Accounting Cost & Project Accounting (DepartmentfBureau) (Division) (Unit) _..::.2..:.0..:.0.=.5 Location of Records Hem Sch. No. Item No. '1 121 Records Retention Records Retention center Schedule No. DWP Conf. Total Inclusive Dates Record Title (Same as on Schedule) Rec. Form No. Reten. Period From To Transportation & Construction 15 01/ /1980 Usage Detail XOriginal Records Storage Location Nos. Duplicate Records Quantity , , , Transportation & Shop Charges 15 07/ / , , , , , , , , , ' Water & Power System Depeciation 5 07/ /1978 computations , , , , TOTAL BOXES 81 By Retention Code: re s~bn;itte~ for d;struction i7rdance with Sec of the L.A. Administrative Code: ~ 1/ Jd---;y Jj ~?1td lr"'S< Date s/9 I [jg.. " Depart1 AR =Annual Review E = Expiration P = Permanent Page 1 of 1 Pages S = Superseded T = Termination

17 CODE Rev Records of WATER & POWER (Department/Bureau) Request for Accounting (Division) FJ Year Ending Cost & Project Accounting (Unit) Location of Records Records Retention Records Retention Center Schedule No. ::.D.:..:.W.:..P_-.=1.=1 0 Original Records D Duplicate Records Sch. Total Inclusive Dates Item Item Con f. Reten. No. No. Record Title (Same as on Schedule) Rec. Form No. Period From To Storage Location Nos. Quantity '1 121 Transportation & Construction 15 07/ / , 141 Usage Detail , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , f , , , , , , , , , The above reco ds are submitted for destruction in accordance with Sec of the LA Administrative Code: By. ::Z/ ~:! '1t( ~ Date hj1/ (){J ~ ~ " Division Head r i Page TOTAL BOXES of 1 Pages Retention Code: A = Audit AR = Annual Review C = Closed or Completion E = Expiration P = Permanent S = Superseded T =Termination

18 CODE Rev FJ Request for Year Ending Records of WATER & POWER Accounting Cost & Project Accounting (Department'Bureau) (Division) (Unit) Location Records Retention of Records Records Retention Center Schedule No. DWP ::.2..:..0..:..0.:..5 0 Original Records D Duplicate Records Sch. Total Inclusive Dates Item Item Conf. Reten. No. No. Record Title (Same as on Schedule) Rec. Form No. Period From To Storage Location Nos. Quantity Transportation & Construction 15 07/ / , 139 Usage Detail , , , , , , , , , , , , t , , , , , , , , , , , , , , , , , , , , , , , , , , , , The above reco,~s are submitted for destruction in accordance with Sec of the LA. Administrative Code: il' ~JJA!M # _/ 1c/ri11 By t_,t).j ~#~~By.if Md~ t)., 7A Date,!Jf(t/{f) Page 1 Division Head Departme ' -- TOTAL BOXES 139 of 1 Pages Retention Code: A = Audit AR = Annual Review C = Closed or Completion E = Expiration P =Permanent S = Superseded T = Tennination