HomeMy WebLinkAboutAgenda Report - March 4, 2009 E-07r
AGENDA ITEM E
CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Authorizing Destruction of Certain Citywide Records
MEETING DATE: March 4, 2009
PREPARED BY: Randi Johl, City Clerk
RECOMMENDED ACTION: Adopt resolution authorizing the destruction of certain Citywide
records in accordance with the Government Code and the City's
Records Management Policy.
BACKGROUND INFORMATION: Section 34090 of the California Government Code provides for the
destruction of certain City recordswith the approval of the legislative
body by resolution and the written consent of the City Attorney. In
addition, the City Clerk's office coordinated and compiled a listing of Citywide recordsto be destroyed
from the various departments pursuantto the City's Records Management Program and Policy (2007),
which specifically provides for the annual destruction of said records in accordance with the Secretary of
State's Records Retention Guidelines.
FISCAL IMPACT: None
FUNDING AVAILABLE:
Attachments
Not applicable
City Clerk
APPROVED:
Blairin , City Manager
N:1Administration\CLERnCounciNCOUNCOMIrecords destruction2009.doc
RESOLUTION NO. 2009-23
A RESOLUTION OF THE LODI CITY
COUNCIL AUTHORIZING DESTRUCTION OF
CERTAIN CITYWIDE RECORDS
WHEREAS, in accordance with Government Code Section 34090, the City Clerk
and City Attorney have filed written consent to the destruction of certain Citywide
records as specifically set forth in the attached inventory marked as Exhibit A, and
thereby made a part hereof.
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that:
1. The records heretofore identified are no longer required.
2. The Lodi City Council finds that the City Clerk and City Attorney have
given written consent to the destruction of the records inventoried on
Exhibit A attached hereto and the destruction of those records is hereby
authorized.
Dated: March 4, 2009
I hereby certify that Resolution No. 2009-23 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held March 4, 2009, by the following
vote:
AYES: COUNCIL MEMBERS— Hitchcock, Johnson, Katzakian, Mounce,
and Mayor Hansen
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS—None
I JOHL
City Clerk
2009-23
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
EXHIBIT Al
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. 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 City
Attorney, these records will be properly destroyed/disposed of.
Note: Documents will be reviewed for historical value and. ifanplicable, retained in the archives.
Documents involved in lifipation orpending audit will not be destroved.
Department:
Date:
Total No. of Pages: Proposed Destructiom
City Clerk
Date: TBD n
Division:
Prepared By:
Sign
Elections &O erations
Corina Farnsworth
2nmb"
Record Series Title
Dates of Records
Storage Loc on I Box No.
Same as Retention Schedule
From and To
City Council Calendars and City
2006 and prior
City Clerk's Office
Council/City Clerk Travel
City Council and City Clerk's
2006 and prior
City Clerk's Office
Office general correspondence
City Council meeting packets
2006 and prior
City Clerk Vault
(NOTE: These records have been
scanned. indexed, and are accessible in
the Citys e4ecords system)
_
Shirtsleeve Session meeting
2006 and prior
City Clerk Vault
packets
(NOTE: These records have been
scanned, indexed, and are accessible in
the C• 's e -records system)
Notice cf Public Hearings
2004 and prior
City Clerk's Office
Legal AdvertisinglProof of
2004 and prior
City Clerk's Vault
Publications
Weed Abatement Files
2006 and prior
City Clerk's Office
City Council Audio &Video Tapes
2006 and prior
City Clerk's Office
AdministrationlCampaicln
2003 and prior
City Clerk Vault
Statements and Conflict of
Interest
Nomination Paoers 2003 and prior i City Clerk Vault
Department Head:
City Clerk:
Date:
Date:
Consent is here iven to destro a above -listed records:
*City Attorne Date E Q g
Destruction Completed By:
Printed Name Signature Date
Attachment A — Form 4 (Authority to Destroy Records)
'Signature certifies a City Attorney assessment that recordsare notrelevantto existing oranticipatedlitigation
C i of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the C i of Lodi Retention Schedules. Tei
accordance with the City's Records Management Program, with the consent of
the Department Head, and upon written approval of the City Clerk and City
Attorney, these records wi I I be properly destroyedld isposed of.
Note: Documents will be reviewed fa- historical value and. if applicable. retained in the archives.
Department: Internal Services
City Clerk
Date: 02-06-09 Total No. of Pages: Proposed Destruction
I one Date: TBD
Division: Financial Services
Accounting
Prepared By: CorywadlowSlgry�ure:
Senior, A� wwntmd
L`
Record Series Title
Same as Retention Schedule
Dates of Records
From and To
Storage Location
Box No.
Next Step/Leave Balance
2006-07
Basement
Payroll Edit Registers
"
"
Payroll Joumal Detail
a"
Payrol lnieg*y Repods
"
°
Payroll Voucher Detail
K"
Payroll Check Registers
"
°
Wage Attachment Report
I`
Overtime Cards
2004-2005
°
Accounts Payable Final Post
2006-2007
"
Accounts Payable Payment
Register
"
Accounts Payable Payment
Grou
"
Accounts Payable Cash
Requinsments
°
Accounts Payable Posting Edit
Accounts Payable Edit Report
Collectors Daily Reports
°
Misc. Journal Entries
2003-2004
"
Wire Transfers
2005
"
Inventory
2006.2007
"
plc tz
Department Head: Ruby Paiste, Internal Services Manager— Date: 02-6-09
� � Mi, -.1
i-�
��l■lt:=�—��ie �r
Attachment A — Form 4 (Audi—MFy to Destroy Records)
Slgrhre cerW" a C.CyAff amy assess "&W that moor& ars na mW" to sxls W or w ftwfod NEipedon•
City of Lodi
Destruction Completed By:
Printed Name Signature Date
AttachmentA — Form 4 (Authority to Destroy Records)
'Sigrnatum owNes a City Attorney assessment that records are not relevant to existing or anticipated litigation.
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. In
accordance with the City's Records Management Program, with the consent Cr
the Department Head, and upon written approval of the City Clerk and City
Attorney, these records will be properly destroyed/disposed of.
Note: Documents will be reviewed for historical value and. if applicable, retained in the archives.
Documents involved in litigation orpendkw audit will not be destroyed.
Department: Internal Services
Date: 1129109 rotal No. of Pages: I Proposed Destruction
0-001 D te:
Division: Finance
Prepared By: Gail Glissman
Signature:
Record Series Title
Same as Retention Schedule
Dates of Records
From and To
I Storage LocatioW
I U Box No.
Business Tax Applications
2003
Finance Basement
CIS Daily Postings &Journals
July 2002 -June 2003
Finance Basement
Service Orders/Utility
Contract
July 2002 -June 2003
Finance Basement
Correspondence
July 2004 - June 2005
Finance Basement
Deposit Refunds
July 2002 -June 2003
Finance Basement
Enforcement Technoloav
Parking Balancing Reports
July 2002 -June 2003
Finance Basement
Lodi Downtown Business
Partnership Collections
July 2002 -June 2003
Finance Basement
Miscellaneous Receivables
July 2002 -June 2003
Finance Basement
Returned Checks
July 2004 -June 2005
Finance Basement
Pet License Applications
July 2002 - June 2003
Finance Basement
Department Head: 4� Date: �s/°
City Clerk: Date:
Consent is herehv given to destrovAbe-abMe-listed records:
*City
Destruction Completed By:
Date:
Attachment A - Form 4 (Authority to Destroy Records)
Signature certifies a City Attorney assessment that records are nor relevant to existing or anticipated litigation.
City of Lodi
Printed Name Signature Date
Attachment A — Form 4 (Authority to Destroy Records)
Signature certifies a CityAttomeyassessment that records are not relevant to existing oranticipated litigation
City of Lodi RECEIVED
-2 AM 11: 41
TV CLERK
The belowlisted department records have been retained in accordJW&YvA 4W(
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. 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 City
Attorney, these records will be properly destroyed/disposed of.
Department: i
i.i r
Division:
Date:
I a, 3 d �1
Prepared By:
ISCA n r
Total No. of Pages: Proposed es ti
1 Date: j ()"I
Signature:
Record Series Title
(Same as Retention Schedule)
Dates of Records
(From and To)
§torage Location Box No.
n
-7111()1, --7[
-
Department Head: � Date: ///30/0
City Clerk: Date:
Consent is hereby given to destr the above -listed r rds:
*City Attorney. Date:
Destruction Completed By:
Printed Name Signature Date
Attachment A — Form 4 (Authority to Destroy Records)
"Signature certifies a CilyAttomey assessmentthat records are not relevant to existing orenticipated litigation.
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
Department: Police
Date: 01/27/09
Total No. of Pages:
Proposed Destruction
Date: 031 /09
Division: Administration
Prepared By: S. Meyers
Dates of Records
From and To)
Sig tura• A� A� �" �
Storage Location 17 Box No.
Record Series Title
Same as Retention Schedule
Background Investigations
I + 5 yrs from closure
Administration
and Emalovment Records of
I date (prior to 2004)
1 personnel filinq
previous employees who cabinet
have left employmentwith the
Citv (not Retirees).
Background Investigations + 5 yrs from closure I Administration
And Employment Records of date (prior to 2004) personnel filing
Retired emplovees who are I I cabinet
Department H
City Clerk;
Consent is hereby given to
*City
Destruction Completed By:
�WAEVAF���
the above -listed records:
Date: �-,U-af
Date:
Date:
Printed Name Signature Date
Attachment A — Form 4 (Authorityto Destroy Records)
'Signature certifies a CityAttomey assessment that records are not relevant to existing or anticipatedlitigation
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. 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 City
Attorney, these records will be properly destroyed/disposed of.
Note Documents will be reviewed A rhisloncal value and. if applicable. retainedin the archives
Documents involved in htlgalion orpendln.g audit will not be destroyed
Department Police
Division: Administration
Date: 02120109
Prepared By: Julie Wall
Total No. cf Pages: Proposed Destruction
PtP /�
Signature:7 ��1.
Record Series Title
Same as Retention Schedule
Dates of Records
From and To
Storage Location
Box No.
Employee Time Cards and
+3 yrs from closure
Investigations Storage
related payroll records.
Date (prior to 2006)
Room
Department Head. ` _ Date:
City Clerk: Date:
Consent is hereU
ven to destr the above -listed records:
*City Attorney: Date: '
Destruction Completed By:
Printed Name Signature Date
Attachment A — Form 4 (Authority to Destroy Records)
'Signature certifies a CityAttomey assessment that records are not relevant to existingor anticipated litigation.
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. 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 City
Attorney, these recordswill be properly destroyed/disposed of.
Note. Documents will be reviewed tbr historical value and, ifappticable: retained in the archives
Documents involved in litigation or pending audit will not be destroyed
Department: Police
Date: 01/27/09
Total No. of Pages:
I Proposed Destruction
te: 031 109
Division: Investigations
Prepared By: Lt. Bryan Noblett Signature:
Record Series Title
Same as Retention Schedule
Dates of Records
Front and To
Storage Location Bbx No.
Adminlinternal
+ 5 yrs from closure
Investigations
Investigations
date
Lt. filing cabinet
Background Investigations
+ 2 yrs from closure
Investigations
(not hired)
date
Lt, filing cabinet
Department Hea Date: �rZ r D�
City Clerk:
Date:
Consent is hereb ive destroy a above -listed records:
*City Attorney; Date:
Destruction Completed By:
Printed Name Signature Date
Attachment A — Form 4 (Authorityto Destroy Records)
Signature certifies a City Attomey assessment that records are not relevant to existing or anticipated litigation
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. 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 City
Attorney, these records will be properly destroyedldisposed of.
Note: Documents will be reviewed for historical value and, if applicable, retained in the archives.
Documents involved in litigation or pending audit will not be destroyed.
Department: Polloe
Date: 01127/09
Total No. of Pages: Proposed Destruction
5,000 D 03/15109
Division: Records
Prepared By: H. Mrschenman
Signatu .
Record Series Title
Same as Retention Schedule
Dates of Records
From and To
Storage Location
ox No.
Traffic Citations
+2 yrs from closure
Records cabinets
Date old `2005'
Incident reports
111!03 thru 12/31/03
Records cabinets
Department Had: Date: /— 7-7 rGr
City Clerk:
Cons
*City
Destruction LDmDleted Bv:
Date:
Date:
Printed ame Signature Date
Attachment A — Form 4 (Authorityto Destroy Records)
Signaturecertifres a City Attorney assessmentthat records are not relevant to existing of anticipated litigation.
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
Department:
Date:
Total No. of Pages: 3 Proposed Destruction
Public Works
02/09109
Date:
Division:
Prepared By:
Signatu
Administration/EngineeringAdministration/Engineering
Pam Farris
Record Series Title
Dates of Records
Storage Location
Box No.
(-I 1\QI I- - VYIf6Y{iIQ
From and To
Cellular Phone Bills (02-03) (Fin - C)
2002-2003
City Hall
1
Engineering Statements 2002 (Fin -
2002
City Hall
1
S
Finance Dept. Memos (98-02) (Fin -M)
1998-2002
City Hall
1
Engineering Statements 2003 (Fin -S)
2003
City Hall
1
BMX Track — Salas Park/Century
2000-2002
City Hall
1
Blvd. PR -L
Traffic Control Device Inventory (OTS
1997-2002
City Hall
1
Grant) (IR-R&S
Eastside Lighting Project Phase 3
2000-2002
City Hall
1
PR -E
Alley South of Pine St. Wastewater
2003-2004
City Hall
1
Main Rehah Pr ' ct PR -SS
Lawrence Park Playground
2002-2003
City Hall
1
St. PR -P
Lodi Lake Fishing Dock, 1101 W.
1997-2002
City Hall
1
Turner Rd. PR -P
Lodi Ave. and Sacramento St. Signal
1998-2002
City Hall
1
Modifications (PR -SI)
Traffic Signal and Street Lighting for
2003
City Hall
1
Century Blvd. and Ham Ln. PR -SI
Lockeford St. Storm Drain (Mills Ave.
2003-2004
City Hall
2
to 300 Feet East of Loma Dr) (PR -
SD)
Main St. Storm Drain Improvement
2003-2004
City Hall
2
Project (PR -SD)
Beckman Rd. Reconstruction& Bike
1998-2001
City Hall
2
Lane Striping. 1,000 Ft. South of Vine
St. to 700 Ft. North cf Pine St. (PR -
ST)
Kettteman Lane Street Improvement
1979-1982
City Hall
2
I-5 (PR -ST)
Kettleman Lane (Hwy. 12) Landscape
2001-2005
City Hall
2
and Irrigation Project (Hutchins St. to
FairmontAve.) (PR -ST)
Attachment A — Form 4 (Authority to Destroy Records)
'Signature certifies a City Atfomey assessment thatrecords am not relevant to existing or anticipated litigation.
City of Lodi
Lower Sacramento Road Utilities
2000-2002
City Hall
2
(Kettleman Lane to Turner Road)
(PR -ST)
Stockton St. Reconstruction —Tokay
2001-2002
City Hall
2
St. to Lodi Ave. PR -ST
Stockton St, Rewnstruction—Tokay
2001-2002
City Hall
2
St. to Lodi Ave. Certified Payroll &
Preliminary Notices(PR-ST)
Well 10C Site Improvements, 790 N.
2002-2004
City Hall
2
Guild Ave. PR -
Well 10C Well Drilling, 790 N. Guild
2002-2003
City Hall
2
Ave. PR -W
Turner Rd. @ Mills Ave. Grade
1980-1999
City Hall
3
Crossing Protection— DE -105.3 (PR-
S
Communication Conduit Installation.
2004
City Hall
3
305 W. Pine St. to 300 W. Pine St.
PR -M
Elm St. Parking Lot. 11, 15,& 17W.
2000-2002
City Hall
3
Elm Street PR -M
General Plan — Jones & Stokes (PR-
1988-1991
City Hall
3
M
Growth Management Plan (PR -M)
1988-1991
City Hall
3
Police Department Carnegie
1996
City Hall
3
Basement Remodel Specifications
PR -M
Roof Evaluationsfor City Buildings
1997-2000
City Hall
3
Price Consulting,Inc PR -M
Re -Roof Proiect.100 E. Pine St.
2002-2003
City Hall
3
New Shanghai Building) PR -M
Vehide Exhaust Extraction Systems
2000-2001
City Hall
3
for Fire Stations 1,2,83 PR -M
White Slough Control Building Re-
2002
City Hall
3
roof, 12751 N. Thomton Rd. PR -M
Property Acquisition — 13 N. Church
1990-1992
City Hall
3
St. PR -C
Property Acquisition — 233 N. Church
1990
City Hail
3
St. PR -C
Property Acquisition —207 W. Elm St.
1987-1988
City Hall
3
P R -C
Property Acquisition —21 1 W. FLxi St.
1987-1988
City Hall
3
PR -C
Property Acquisition — 214 W.
1989-1990
City Hall
3
Lockeford St. PR -C
Property Acquisition — 346 N.
1990
City Hall
3
Stockton St. PR -C
Property Acquisition (Miscellaneous
No dates. Blank
City Hall
3
Documents) (PR -C)
forms only.
Business Expense Reports & Claim
-2000-2002
City Hall
3
Vouchers 2000-2002 FIN -C
Special Allocations FY 2000 — 2000
2000
City Hall
3
FIN -B
Special Allocations FY 2001-2002
2001-2002
City Hall
3
FIN -B
Animal Shelter (1982 - 1989) (PR -M)
1982-1989
City Hall
3
Attachment A — Form 4 (Authority to Destroy Records)
*Signaturecertifies a ChyAttomey assessment that records are not relevant to existing or anticipatedli8gation.
City of Lodi
r
Department Head:
City Clerk:
Date: Z-/ V I
Date:
Consent is hereb givep to destjQy tt a above -listed records:
*City Attorney: Date;
Destruction Completed By:
Printed Name Signature Date
Attachment A — Form 4 (Authority to Destroy Records)
`Signature certifies a City Attorney assessment thal records are not relevant to existing or anticipated litigation
City of Lodi
Department:
INTERNAL SERVICES
ate:
FEBRUARY 10 2009
Total No. of Pages:
1
Proposed Destruction
Date: TBD
Division:
PURCHASING
Ptyps red BY ,
RANDY LI -PELT
signature:
�,_-.Gy
/t—, �
Record Series Title
Same as Retention Schedule
Dates of Records
From and To
Storage Locaboh
Box No.
PURCHASE ORDERS
1993-1994
MSC WAREHOUSE
8,
Department Head. Date: 1y
City Clerk:
Consent is liven to destroy ftabove-listed records:
Destruction Completed By: �J
Date:
Printed Name Signature Date
Attachment — Form 4 (Authority to Destroy Records)
Signature certifies a CityAttomeY assessment that records are not relevant to existing or anticipatedlitigation