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HomeMy WebLinkAboutAgenda Report - March 2, 2011 C-11AGENDA ITEM 'Am oil A 0 CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Authorizing Destruction of C rtain City, ide Records in Accordance with the Government Code and the City's Records Management Policy MEETING DATE: March 2, 2011 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 records with the approval of the legislative body by resolution and the written consent of the City Attorney. The City Clerk's office coordinated and compiled a listing of Citywide records to be destroyed from the various departments pursuant to 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. APPROVED: City Clerk Konradt Bartlam, City Manager N:\Administration\CLERK\Councii\COUNCOM\records destruction201 Ldoc RESOLUTION NO. 2011-26 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 2, 2011 ------------------------------------------------------------------- ------------------------------------------------------------------- hereby certify that Resolution No. 2011-26 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 2, 2011, by the following vote: AYES: COUNCIL MEMBERS — Katzakian, Nakanishi, and Mayor Johnson NOES: COUNCIL MEMBERS— None ABSENT: COUNCIL MEMBERS — Hansen and Mounce ABSTAIN: COUNCIL MEMBERS— None 2011-26 City of Lodi ( TO ESTI C =+ 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 for historical value and if applicable, retained in the archives. Documents involved in litigation oraendina audit will not be destroyed Department: n ema ewices Date:11121120111 Totalo. ot Pages: Proposed Destruction Date: TBD Division: Financial Services Accountingt� Prepared By: -t LD ti Si�e��- Liv Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Next Step/Leave Balance 2008-09 Basement Payroll Edit Registers " " Payroll Journal Detail it Payroll Integrity Reports o " PayrollVoucher Detail " " Payroll Check Registers 99 " Wage Attachment Report " " Overtime Cards 2006-07 " Accounts Payable Final Post 2008-09 " Accounts Payable Payment Register It Accounts Payable Payment Group Accounts Payable Cash Requirements " Accounts Payable Posting Edit Accounts Payable Edit Report " Collectors Daily Reports at It Misc Journal Entries 2005-06 " Wire Transfers 2006-07 " Inventory 2008-09 Department Head: o-r-F--k..��✓�,6' Date: �� t City Clerk. Date: Consent is he o destroy th bove-listed records: 1 - *City Attorney: Date: ac ment A - 0 �Authorit to Destroy Records) *Signature certifies a City Aftomey assessment that rieconis are not relevant to existingor anticipated litigation. City of Lodi Destruction Completed By: Printed Name Signature Date Attachment — Form 4 (Authority to Destroy Records) "Signatureoertilies a City Attomey assessmentthat records ere not relevant to existingor anticipated Iffigadon. 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. Department: Internal Services Date% Total No. of Pages: Proposed Destruction Date: TBD Division: Budget Prepared By: Susan Bork Dates of Records From and To Sign A;@e'f_ Storage Lo6atlon 'I " Box No. Record Series Title Same as Retention Schedule Purchasina — Bids 1 1/1/199212/31/2003 1 MSC —Warehouse Purchasing — Requisitions 1/1/199412/31/2003 I MSC —Warehouse Purchasing — Purchase Orders 1/1/200112/31/200 MSC -Warehouse Department Head. Date. 4 Z1 City Clerk: Date: Consent is h�r given to destroy a above- ' ted records: *City Attorney: Date: Destruction Completed By: Printed Name Signature Date AttachmentA — Form 4 (Authority to Destroy Records) *Signature certifies a City Attomey assessment thatreawds are not relevantto existingoranticipated litigation. City of Lodi RECEIVED AUTHORITY TO DESTROY OBSOLETE RECORDS - -1 AM 10: 30 The below -listed department records have been retained in accordeg? g„t�e City's Records Management Program Policy and Procedures and w to F 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 for historical w I z a retained in the I: ; D i i I I in liA tip or pending audit will t be destroyed. Department: Internal Services Date: 1/312/11 Total No. of Pages: Proposed Destruction D te• Ii'.BD Division: Finance Prepared By: Gail Glissman Signature: Record Series Title Same as Retention Schedule Dates of Records From and To Storage Locati�fi Box No. Business Tax Applications 2005 Finance Basement CIS Daily Postings & Journals July 2004 — June 2005 Finance Basement Service Orders/Utility I ontract sl July 2004 — June 2005 y 2006—June 2007 Finance Basement Finance r sit Refunds I 1 2004 — lime 20 5 is Basement of it T Parking I July 2004 ine 2005 it i I r it Lodi Do i is Partnership Collections Julv2004—June 2005 nc: Basement Miscellaneous Receivables Julv 2004 —June 2005 Finance Basement Returned Checks July 2006 — June 2007 Finance Basement Pet License Applications July 2004—June 2005 Finance Basement Department Head: —Date: �' I City Clerk: Date: Consent is hereby given to destro th above -listed records: - *City Attorney; LLDate: Destruction Completed By: Attachment A — Form 4 (Authorityto Destroy Records) *Signaturecerdfies a 01yAttomey assessment that records are nor relevant to existing or anticipatedlidgadon. City of Lodi 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. Th 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 recoi* will be properly destroyed Idisposed of. �• Il•. .11'1! !: C �• • 1 •1-1i• •• :• Cr /�• 1 1I: Da a co o. e e en e_ t e • se Department: Parks and Recreation Date: Februa 2 2011 Total Ab. of Pages: Proposed Destruction Date: T Division: Parks and Recreation Prepared W. Terri Lovell Record Series a Same as Retention Schedule) Dates cf Records (From and To) Daily Revenue Recap Forms 2007 & Prior f_tecreation Register Receipts 2005 Recreation Reduced Fee Program App. 2002 & Prior Recreation Returned Check Files 2002 & Prior Recreation Facility Rental Permits 2007 & Prior Recreation P/T EmployeeTimecards 2004 & Prior Recreatiom PersonnelAction Forms 2005 & Prior Recreatiom Maintenance Reports 2006 & Prior Parks Parks Dept. Invoices 2006 & Prior Parks Expenditure Reports- Blakely Pool 2006 & Prior Parks Overtime Reports 2006 & Prior Parks Playground Safety Checks 2006& Prior Parks Purchases -Purchasing Dept. 2006 & Prior Parks Purchase Orders 2006 & Prior Parks Purchase Requests 2006 & Prior Parks Unscheduled Leave Report 2006 & Prior Parks Vandalism Report 2006 & Prior Parks Parks Crew M_tg7S_9Tety Training 2006 & Prior Parks Ooh Aah Festival Cost Report 2006 & Prior Parks PesticideApplicators Workshop 2006 & Prior Parks Probation Department 2006 & Prior Parks Restricted Materials Permit 2006 & Prior Parks CA River Parkways Grant 2006& Prior Parks Carson Landscape Maxicorn 2006 & Prior Parks Personnel a one Usage 2006 & Prior Parks opier i engin ormation 2005 & Prior Parks Alamo Alarm 2005 & Prior ar s City of UKH Miscellaneous Parks Reports 2005 & Prior Parks DocentTour Billing Statements 2005 & Prior Parks Hourly Employee Rates 2005 & Prior Parks Police Reports—Vandalism 2006& Prior Parks Memorial Bench Projects 2004 & Prior Parks Vinewood Drinking Fountain 2004 & Prior Parks Work Orders 2004 & Prior Parks Service Clubs/Community Projects 2004 & Prior Parks Stockton Streetsoape 2004 & Prior Parks Rd et Info 2004& Prior Parks Business/Travel Expense 2003 & Prior Parks Steve Dutra Correspondence 2003 & Prior Parks Probation Department 2003 & Prior Parks CommunityCorp. 2003 & Prior Parks Department Head: vel .� a ------- Date: l City Clerk: Date: Content is hereby given to destroyArabove4lsted records: *City Attomey. Date: Destruction Completed By: Printed Name Signature Date Attachment —Form 4 (Authority to Destroy Records) 'Signature certirms a CltyAttorney assessment thatrecords are notrelevanttoexisting oranticipatedlltigatlon. City cf Lodi RECEIVED AUTHORITY TO DESTROY OBSOLETE RECORDS811 FFR -7 M 9' 46 The below -listed. department records have been retained in accordanceii6tec C E R K City's Records Management Program Policy and Procedures and with ap ZQF L ppb 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. 1 l�.' ar '.! I, 1 I .! r i r 1 ._ • - i !l.i.'.! i IIS. �[e /� :! •. • I •- • /• 1,! I • 1 r i - kB v( �AM_' - . city 11a Date: - -• 1� - • •- •; �- •• -• ^•• • -rte ���Z�►!ts�� Destruction Completed By: PnnW Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature cerfifiess CNyAd may assessmentthatmoords are notrelevant to oMrxjorenttcfPateaf frtigation. ,j,.o0gi �L ooh 10 -1 (o Total No. of Pages: i.: Location (From and To) .��'. r..... �.1IMOI �_, rL,�.,. << � 0 , W* i MIAMI 06MOVIRM MON I= IW 1 A,W-0 . AA I "11IMPUMMY,M' i .. ! 1 r.Va111 .�- i 1 r i - kB v( �AM_' - . city 11a Date: - -• 1� - • •- •; �- •• -• ^•• • -rte ���Z�►!ts�� Destruction Completed By: PnnW Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature cerfifiess CNyAd may assessmentthatmoords are notrelevant to oMrxjorenttcfPateaf frtigation. ,j,.o0gi �L ooh 10 -1 (o CitydLodi RECEIVED AUT iOR! Y TO ! :S' ' 9' 46 CI T Y CLERK. The below -listed department records have been retained in aCODrd=Oogith 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 propedydestroyed/disposed of. Dpartme t: (�'J Date: 1 _pl1 j1 Total No. of pages: Jj Obo 'I'" Proposed Destruction Date: TBD Divisio Pre reISM Signature: Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. CO . fI✓ tc7Y- SS OWe r PDOl im rim f El N —Po W Department Head; Date: `i City Clerk: Date: Consent is hereby given to destro0hq above -listed records: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) "Signature certifies a t ityAttomeyessessment that records are not relevant to existing orantioipated INgatlon. City of Lodi R E GE N E D AUTHORITY TO DESTROY OBSOLEWIRMdRA 9" 41 CIT Y CUP," The below -listed department records have been retained inCqvWtiblid PkIth 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 if applicable. retained in the archives. Documents invohred in liilaation or pending audit will not be destroyed. Department: Community Center Date: Feb. 1 20 Total No. of Pages: Proposed Destruction 1 Date: TBD Division: Prepared By.-Mat, Division of Arts -& Cut a e Amaral j Record Series Title Sarne as Retention Schedule Dates of Records From and To Storage Location Box No. S -�rdne .Aw6 440 53 c J 07`f' CG Yi SS G && A r 5 mien cif ids o o Q OD ✓�.5 ce Department- - . .;...—, ►lit i ' City Clerk: Date: Consent is hereby given to destro t above -listed records: *CityAttomay;. Date: Destruction Completed By: PrInTea Marne Signature Date AttachmentA — Form 4 (Authority to Destroy Records) 'Signature certiiles a CityAttomey assessment thatrecords are not relevant to existingor anticipated lNgation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained i n 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 properlydestroyed/disposed of. Note_ Documents will be reviewed for historical value and if applicable. retained in the archives. Documents involved in litigation orgendina audit will not be destroved. Department: rffly Date: 1/31/2011 Total No. of Pages: 1 Proposed Destruction Date: c Division: Prepared By: Signature: Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Pavroff Records 112006-12/2006 Library business office Payroll Records 1/2007 -1212007 Librarvbusinessoffice Community Room reservation forms 1/2006 -12/2006 I Library business office Community Room reservation forms 112007-12/2007 Library business office Community Room reservation forms 1/2008 -12/2008 Library business office Vendor Invoices -copies 7/2007-6/2008 Library business office Vendor Invoices - copies 712008-612009 Library businessoffice Private Sector Financial Docs 1979-2004 Library business office Department Head: Date: L - 3 elll City Clerk: I Date: Consent is hereby given to destr the above -listed records: *City Attomey Date: Destruction Completed By: Printed Name Signature Date AttachmentA —Form 4 (Authorityto Destroy Records) *Signature certifies a City Attomey assessmentthat records am not relevant to existing or anticipated IAVation. City d Lodi AUTHORIT TO DESTROY' OF IS 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 wi l l be properly destroyed/disposed of. Note_ Documents wN be reviewed for historical value and if applicable. retained in the archives. Documents involved in litigation oraending audit will not be destroved. Department: internal Services Date: Total No. of Pages: Pr sed Des uction I 1 '­_ Iatef T D Division: Human Resources Prepared Ear: Signature: l Dean Gualco Dates of Records storage Location BoXMo. From and To Record Series Title Same as Retention Schedule Recruitment Examination Files All files priorto December31 2008 Basement 221 W. Pine St. Salary Surveys All files priorto December31 2007 Basement 221 W. Pine St. Employment Files (Terminations) — Hourly All files priorto December31 2004 Basement 221 W. Pine St. Employment Files (Terminations) — Salary All files priorto December 31 2005 Basement 221. W. Pine St. Department Head: - - - - Date:) Z� City Clerk: Date: Consent :is hereby given to destrc y the above -listed records: *City Attorney Date: Destruction Completed By: Printed ame bignature Date Attachment — Form 4 (Authority to Destroy Records) Signature certifies a CRyA tfomeyassessment thatrecords are not relevant to existing orantic/pated litigation. City of Lodi 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 C i 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 properlydestroyed/disposed of. Note: Documents wS be reykwed forhistorical value and. Tian licable, retained in the archives. Documents involved in lifioation or nendina audit will not be destr+oved. Department: Date: Total No. of Pages: I Proposed Destruction Ci Clerk 1119111 ate: 101 Division: Prepared By: Maria Becerra ___f'Signature• Elections & operations Record Series Title Dates of Records Storage Location Boz No. Same as Retention Schedule From and To City Council Calendars and City 2008 and prior City Clerk's ORice Council/City Clerk Travel City Council and City Clerk's 2008 and prior City Clerk's Office Office general correspondence City Council meeting packets 2008 and prior City Clerk Vault (NOTE: These records have been scanned, indexed, and are accessible in the C s e -records system) Shirtsleeve Session meeting 2008 and prior City Clerk Vault packets (NOTE:These records have been scanned, indexed, and are accessible in the C s e-rec:ordssystem) Notice cf Public Hearings 2007 and prior City Clerk's Office Legal Advertising/Proof cf 2006 and prior City Clerk's Vault Publications Weed Abatement Files 2008 and prior City Clerk's Office City CouncilAudio & Video Tapes 2008 and prior City Clerk's Office Administration/Campaign 2005 and prior City Clerk Vault Statements and Conflict cf Interest Candidate Statements 1 2006 and prior City Clerk Vault Nomination Papers 2005 and prior City Clerk Vault Department Head: Date: City Clerk: Date: Consent is her 'ven to des y e above -listed records: *City Attorney. ' Date: Destruction Completed By: Printed Name Signature Date Attachment A —Form 4 (Authority to Destroy Records) *Signature oeroues a cityAttomey assessmentthat recordsare not relevant to existingorentkipated llfigetlon. City of Lodi FAMONIZA Atoll 11;*: 1 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. Department: Community Development Date: 1/21/11 Prepared By: Kari Chadwick Dates of Records From and To Total No. of Pages: 7 Sign .tune: bign sto Proposed Destruction Date: URe"IitY� Division: Building, Neighborhood Services, and Planning Record Series Title Same as Retention Schedule Copies of: Invoices/ Claim Vouchers / Settlements Priorto July 2008 City Hall — CDD CDD - 01 Requests Deposit Receipts Prior to July 2008 City Hail — CDD CDD - 01 Monthly Building Reports Prior to July 2008 City Hall — CDD CDD - 01 Department Head: _ Date: 1--Z1_--11 City Clerk: Consent is herebv_amejuto destroy the above -listed records: *City Attorney; Destruction Completed By: Date: Printed Name Signature Date AttachmentA— Form (Authority to Destroy Records) *Signaturecer ifies a CityAttomey assessment that records are not relevant to existing oranticlpated 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 recordsvvffl be properly destroyed/disposed of. Department: Public Works Date: 1/20/11 Total No. ot Pages: 1 3 Proposed Destruction Date: 3131111 Division: AdministrationtEn ineerin Prepared By: Pam Farris Signature; Ai�� Record Series Title (Same as Retention Schedule) Dates of Records Storage Location Box No. From and To Minority Business Program (MBE) City of Lodi(January 1994—December 1999 19941999 City Hall 1 Minority Business Program (MBE) City of Lodi(January 1984—December 1993 1984-1993 City Hall 1 Utility Coordinating Committee 1999-2000 1999-2000 City Hall 1 Budget Review 1993-1994 1993-1994 City Hall 1 Operating Budget 1997-1998 1997-1998 City Hall 1 Operating Budget 1996-1997 1996-1997 City Hall 1 Operating Budget 1995-1996 1995-1996 City Hall 1 Special Allocations FY 1999/2000 1999-2000 City Hall 1 Special Allocations FY 1998/99 1998-1999 City Hall 1 Special Allocations FY 1997/98 1997-1998 City Hall 1 Special Allocations FY 1996/97 1996-1997 City Hall 1 Special Allocations FY 1995196 1995-1996 City Hall 1 Special Allocations 1991-1995 1991-1995 City Hall 1 Claims 2000-2001 2000.2001 City Hall 2 UPS/FedEx Bills 1996-2000 1996-2000 City Hall 2 Finance Department Memos 1994.1997 19941997 City Hall 2 Engineering Statements 2001 2002 City Hall 2 General Correspondence(Publications) 1980-2002 1980-2002 City Hall 2 Worker Injury Reports 2000 2000 City Hall 3 FirstAid Kits 1990-2001 City Hall 3 MonthlySafety/Housekeeping Inspection Checklists 1994 City Halt 3 Tailgate Meetings 1999-2001 1999-2001 City Hall 3 Education/Tralning 1999-2001 1999-2001 City Hall 3 Sidewalk Replacement/ Replacement of Jama ed Sidewalks FY 1998/1999 1998-1999 City Hall 3 Sidewalk Replacementl Replacementof Jama ed Sidewalks FY 199912000 1999-2000 City Hall 3 Street Light Project (Various Arterials and Xlectors 1985-2003 City Hall 4 City of Lodi armory Park Ball Diamond Renovation 2004 City Hall llakely Park Improvements 1989-1995 City Hall :entury Park. Salas Park& Hutchins ptrafftggP rovements 1999-ZUUI LAY Hall T !735 W. Turner Road — Certified Payroll & 'relimina Notices .odi Lake Park Improvements 1988-1995 City Hall 5 Jutdoor Skate Park Facility 1999-2003 City Hall 'arks & Recreation Department Restroom 1999-2000 City Hall 5 Nocessibility Retrofit, 125 N. Stockton St. Peterson Park Restroom, 1999-2001 City Hall 5 199 Evergreen Drive 2001/2002 Handicap Ramp Retrofit 2001-2002 City Hall 5 Project —Various Locations 2000 Handicap Ramp RetrofitProject 2000-2001 City Hall 5 2001 Sidewalk Repair Program & 2001-2002 City Hall 5 MiscellaneousConcrete Work 2000- Repair 2000-2001 City Hail 5 dla s l .r B[e worK Mills Avenue, Vine Street& Ham Lane 2001-2002 City Hall 6 Asphalt Concrete Resurfacing Pine Street Overlay Project, Ham Lane— 2005-2006 City Hall 6 Church Street Pine Street Sidewalk Repair Project, 2003-2005 City Hall 8 School Street — Alley W/Sacramento St. ElevatedWater Tank ExteriorSurface 2005-2006 City Hall 7 Recoatin Mills Avenue Crossing at Woodbridge 1997-1999 City Hall 7 Irrigation Canal Millsbrid ePhasel Well 3R Drilling, 144S. Rose Street (SW 1992-1993 City Hall 7 Comer of Hutchins Street Square) Well 25 Pump & Motor 1994-1995 City Hail 7 Well 26 Enclosure, 1020 Bridgetome Dr. 2002-2003 City Hall 7 Katzakian Park Well 26 Pump & Motor, 1020 Bridgetowne 2001 City Hall 7 Dr. Katzakian Park Asbestos Abatement, Demolition, Clearing 2001 City Hall 7 & Grading,214 W. Lockeford Street Fire Station No. 4, 180 N. Lower 2001-2003 City Hall 7 Sacramento Road, Certified Payroll & Preliminary Notices 2 files Fire Station No. 4, 180 N. Lower 2001-2005 City Hall a Sacramento Road, Preconstructton Bid Correspondence. Bids, Post Bid Correspondence Fehr& Peers Fire Station No. 4, 180 N. Lower 1999-2002 City Hall Sacramento Road, Design 8 Billings (Georae Miers Fire Station No. 3 Air Conditioning 2003 City Hall 9 Replacement Fire Station No. 3 Re -Roof, 2002-2003 City Hall 2141 S. Ham Lane Informalion Technology (for Y2K) 1996-1998 City Hall 9 City Hall Remodel& Expansion Plans& 1986-1988 City Hall Data Civic Center Improvements (Phase 2) City 1994-1996 City Hall 9 Hall Remodel Attachment A — Form 4 (Authority to Destroy Records) `Signature certifies a CilyAttomey assessment that records are notrelevant to existing or anticipated IiNgation. City of Lodi Civic Center ImprovementsEntry/ Plaza Vt Uty Hall Renovations Dial -A -Ride Community Development -006 Uty Hall9 Finance Relocation to Parking Structure ZuUj Uty Hall Municipal Service Center Re -Roof, 1331 South Ham Lane Beckman Road Reconstruction & Bike Zuuu_ZuuI Uly Hall 9 Striping 1,000 FeetSMne Street -700 FeetN/Pine Street—Certified Payroll Requestfw Proposals —Transit Services IVVb Uty Hall 9 Debt Financing — Financial Advisor 1998 Oty Hall10 North San JoaquinWater Conservation IVVu-ZuU6 Uty Hall is ' 19 0-2 3 2003-2004 City Hall 10 District 9103-12/04 North San Joaquin Water Conservation 200-2 06 CIfYIN 10 District File 1/05-12/06 North San Joaquin Water Conservation - a 10 District File#1—EdSteffini Correspondence 1999 North San Joaquin Water Conservation 002-2003 Ulty Hall10 District File #2 — Ed Steffani Correspondence (5/02-8/03) North San Joaquin Water Conservation 20MOO4 City Hall"10 District File#3 —Ed Steffani Correspondence 9/03 —12/04 Department Head: JIAI12ILA In . , ^Ar /I Date: t City Clerk: Date: Consent is hereby given to destroy the anove4isted records.: *City Attome . Date: nrzetn w4inn r mmnlatarl Rxt- FjnnteCI Name Signature Date AttachmentA — Form 4 (Authorityto Destroy Records) `Signature certifiesa tityAttomey assessment thatrecords are not relevant to existingor anticipated litigation. City cf 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 farhistorical value and, if annlicable_ retained in the archives. Documents involved in liAgation oraendina audit will not be destroyed. eparlment: ire a Total No. o ages: _ Proposed Destruction #1 of 2 Chis.. TSD repare y: Unda Hoover bignature. Dates of Records Storage Location Box No. From and Division: Administration Record SeriesTitle Same as Retention Schedule Accts. Payable Invoices/Copies — ire min. Claim Vouchers/Copies 71110 7 — ire min. Correspondence 7/1/07-6/30/08 FireAdmin. ExpendableTrust/Copies ire min. Expenditure/Transaction Analysis Reports/Copies 108 FireAdmin. FLSA/Copies 7/1/07-6/30/08 FireAdmin. Leave Balances/Copies tlzlut — ire min. Minutes/Copies FireAdmin. Performance Incentive Bonus/Copies ire min. Releaseof Care Against Medical Advice/Copies 7/1102— 6130107 FireAdmin. 2 Strike Team Reimbursements 2007 FireAdmin. 2 Duplicate Subpoena of Records 2008 & Prior FireAdmin. 2 Supply Order Requests/Copies — FireAdmin. 2 Time -Off Requests 2001 FireAdmin. Traffic Safety Grant447 — /3Y/03 i i . Consent is herebyjven to destroy the above -listed records: '`City Attorney:r ~ Date: Destruction Comple a Date: Attachment A — Form 4 (Authorityto Destroy Records) "Signature certrlles a CityAttomeyessessment that records are notrelevantfo exis6ngorandfc1patediitigation. 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 cf 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 for historical value and, if aeolicable. retained in the archives_ Documents involved in litigation or Pendina audit will not be destroyed. Department: Fire Date: 1/21111 otal No. ot Pages: _ #2 of 2 Proposed Destruction Date: 'TBD Division: Administration Prepared By: Linda Hoover Signature: _, _ ,_� A „ � Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No.J Acct's. Payable Invoices/ Electronic Copies 2002-6/30/2008 FireAdmin. 0:\Word\Admin Claim Vouchers/ Electron icCo ies 1998-6/30/2008 FireAdmin. 0.\Word\Admin Correspondence/AFSS (Admin. Fire Service Section) Electronic Copies 2003-2004 FireAdmin. O:\Word\Admin Council Agendas 81 Communications/ Electron icCo ies 1995-2007 FireAdmin. 0:\Wor6Admin FLSA/Electronic Copies 2001-6/30/2008 FireAdmin. 0:\Word\Admin Minutes/Electronic Copies 1996-2008 FireAdmin. 0:\Word\Admin Payroll Spreadsheets/ Electronic Copies 2001-2007 FireAdmin. O:\Word\Admin Uniform Allowance/Electronic Copies 1996-2007 FireAdmin. 0:\Word\Admin City Clerk: Consent is hweb_y QiY—an to destroy the\above-listed records: Date: *City Attomey\,' � M) (J/ l _Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authorityto Destroy Records) 'Signature certifies a t ityAttomey assessment thatreconis are notrelevant tD 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 cf 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 for historical value and, if applicable. retained in Me archives. Documents involved in litigation orpending audit will not be desfroved. Department: Fire Date: 01/24/2011 Total No. of Pages: Proposed Destruction I Date: TBD Division: Fire Prevention Prepared By: C Shates Sign : Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Inspections, Fire Prevention Jan. 1995 —Dec 2007 Electronic files Department Head,Date: etc 1C City, Clerk: cs;�4 Date: Consent is he iv to destro�rth above- ' ed records: *City Attorney: Date: Destruction Completed By: ante ame Signature ate Attachment — Form 4 (Authority to Destroy Records) *Signature certifies a CityAttomey 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 destroyed/disposed of. Department: Police Date: January 31,2011 Total No. of Pages: Proposed Destruction Date: March 2011 Division: Records Prepared By: H. Kirschenman Si�na e Record Series Title Same as Retention Schedule) Dates of Records (From and To) Storage Location Box No. Traffic Citations +2 years from closure date old '2008' Records cabinets Arrest/Booking Sheets +6 years from closure date old'2004' Records cabinets Department Head:Aa-.4�e3�1�Date: City Clerk: Date: Consent is here i to destroy the above -listed records: *City Attorney: Date: Destruction Completed By: Printed Name Signature Date Attachment — Form 4 (Authority to Destroy Records) *Signaturecertifies a CityAttomey assessment that records are not relevant to existing orentlolpated 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 cf Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent cf the Department Head, and upon written approval cf the City Clerk and City Attorney, these records will be properlydestroyed/disposed of. Department: Police Date: January 31,2011 Total No. of Pages: Proposed Destruction Date: March, 2011 Division: Investigations Prepared By: Lt. Chris Piombo Signature:` Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Asset Forfeiture Investigations +2 years from closure date Special Investigations cabinet Informant Files +10 years from termination date SIU cabinet Registration Files, Arson,290 Sex, and Narcotics or P.C. program manager file cabinet - IU Field Interview Cards + 2 years from Msure date SIU filing cabinet Department Head: Date: o � City Clerk: Date: Consent is hereby given to destroy he ve-listed records: .:� *City Attorney: Date: Destruction Completed By: Printed Name Signature Date Attachment A —Form 4 (Authorityto Destroy Records) Signature certifies a CityAttorney assessment that records are not relevant to existing or anticipatedi igsUon. 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 wiT be reviewed for historical value and, if applicable, retained in the archives. Documents involved in litigation or pending audit wX not be destroved. Department: Police Date: January 31,2011 Total No. of Pages: Proposed Destruction Date: March, 2011 Division: Investigations Prepared By: Lt. Chris Piombo Signature: Gl i., .,.r,�a�.C•W Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Admin/Internal Investigations +5 years from closure date InvestigationsLt. filing cabinet Background Investigations not hired +2 years from closure date Investigations Lt. filing cabinet Department Head: Date: 011AY `/ City Clerk:. Date: Consent is here ive destro cords: *City Attorney:_ Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) 'Signature certffles a City Attorney assessment that records are not relevant to existing or anticipatedGtigation. 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 properlydestroyed/disposed of. Note: Documentswill be reviewedfor historicalvalue and. if applicable. retainedin the archives. Documents involved in litigationorpendinv auditwill notbedestroved. Department: Police Date: January 31,2011 Total No. of Pages: Proposed Destruction Date: March, 2011 Division: Administration Prepared By: S. Meyers Dates of Records From and To Signature: Storage Location Ij6x No Record Series Title Same as Retention Schedule Background Investigations and Employment Records of previous employees who have left employmentwith the Cit — including Retirees. +5 years from closure date (priorto 2006) Administration personnelfiling cabinet Administration personnelfiling i cabinet Department Head: Date: oo, ^a x' City Clerk: Date: Consent is hereb ive destro - cords: . *City Attorney: Date: Destruction Completed By: Printed Name Signature Date Attachment — Form 4 (Authority to Destroy Records) "Signature cerlifiesa ChyAttomey assessment that records are not relevant to existing or anticipated litigation. City of Lodi Au f i 10111IT V 1� s r IF S_ i'1 tU i UBSULE i E i ;ELJI WS 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 cf 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. Department: Police Date: January 31,2011 Total No. of Pages: Proposed Destruction Date: March, 2011 Division: Administration Prepared By: Julie Wall SlgnatyT®p_ (",�J l �Xox,� (I � Record Series Title Same as Retention Schedule Dates cf Records From and To Storage Location Box No. EmployeeTime Cards and related payroll records +3 years from closure date(prior to 2008 Investigations Storage Room Department Head: City Clerk:, Date: Consent is hereb iv to des e-abeve%listed records: *City Attorney: Date: Destruction Completed By: Printed Name Signature Date Attachment — Form 4 (Authority to Destroy Records) 'Signature certifiese CityAttOmey assessment thatrecords are not relevant to existingor anticipated iitigadon. 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 Attomey, these records will be properlydestroyed/disposed of. Note. Documents will be reviewed for historical value and if aAplhable, retained in the archives. Documents involved m litigation or pending audit will not be destroved. Department Head: _ Date: 01-d S- city Clerk: Date: Consent is *City Attorn Destruction Completed By. Printed ame Signature Date Attachment A — Fom 4 (Authority to Destroy Records) "SignatureoerdBes a CityAttomey assessment that records are not relevant to exisdngor andcipatedlidgadon.