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HomeMy WebLinkAboutAgenda Report - March 6, 2013 C-18AGENDA ITEM C Ag CITY OF LODI COUNCIL COMMUNICATION • TM AGENDA TITLE: Adopt Resolution Authorizing Destruction of Certain Citywide Records in Accordance with the Government Code and the City's Records Management Policy MEETING DATE: March 6, 2013 PREPARED BY: 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: Not applicable. Attachments APPROVED: Randi Jo City Clerk radt Bartlam, City Manager RESOLUTION NO. 2013-31 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: 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 6, 2013 I hereby certify that Resolution No. 2013-31 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 6, 2013, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Mounce, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None 4&J'OL City Clerk 2013-31 City of Lodi E X H11 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 for historical value and if applicable, retained in the archives. Documents involved in litigation orrendingaudit will not be destroyed. Department: Public Works Date: 1/4113 Total No. of Pages: 4 Proposed Destruction Date: 3/31113 Division: Prepared By: Signature: Administration/EngineeringAdministrafionffingineering Record Series Title Pam Farris Dates of Records Storage Location Box No. Same as Retention Schedule From and To 1 City of Lodi Public Library Lighting Retrofit 10/07-7/08 City Hall Lodi Unified School District CNG Fueling 3/01 — 9103 City H 31 1 Station Construction 820 S. Cluff Ave. 1 Lodi Unified School District CNG Fueling 4/04-1106 City Hail Station Construction (820 S. Cluff Ave.)— Certified Payroll & Preliminary Notices City Hall 1 Lodi Unified School District CNG Fueling 9/03-3/05 Station Construction (820 S. CluffAve.) — Construction Bid Correspondence City Hall 1 Lodi Unified School District CNG Fueling 5/03-6105 Station Construction (820 S. CluffAve.) — Federal Aid Documents, Design for Construction & Contract Documents City Hall 2 Lodi Unified School District CNG Fueling 12100-1/05 Station Equipment 820 S. Cluff Ave. City Hall 2 Lodi Unified School District CNG Fueling 1/04-11 Station Equipment (820 S. Cluff Ave.) — Bids & Specifications Stockton Street Asphalt Concrete 2106-12/08 City Hall 2 Resurfacing, Kettleman Lane to 1,000 Feet South of Century Boulevard Stockton Street Parkway Landscape, 12102-1/06 City Hall 2 Tokay Street to Alley North of Locust Street Stockton Street Reconstruction, Lodi 4101-11102 City Hall 2 Avenue to Lockeford Street Stockton Street Reconstruction, Lodi 6/01-8/02 City Hall 2 Avenue to Lockeford Street — Preliminary Notices and Certified Payroll Professional Services Agreement — 8105 —1 1109 City Hall 4 Associated Consultants, Inc. (Deflection Testing 2005/06) Professional Services Agreement — 2/05 — 5105 City Hall 4 ATEEM Electrical Engineering, Inc. City Hal! 4 Professional Services Agreement— Bartle 6/05 — 5f06 Wells Associates Professional Services Agreement — Brown 12109-5/10 City Hall 4 & Caldwell Professional Services Agreement — DJH 2/04-4104 City Hall 4 Engineering4 Professional Services Agreement — 11109-4110 City Hall Ecologic, Inc. Professional Services Agreement — Hilton, 6108-8109 City Hall 4 Farnko f & Hobson Consultants, LLC Attachment A — Form 4 (Authority to Destroy Records) `Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi Professional Services Agreement—Harris 10198 —11103 City Hall 4 & Associates File #1 Professional Services Agreement— Harris 4199-6/03 City Hall 4 & Associates File #2 2008 Asphalt Rubber Cape Seal Various 5108 — 3/09 City Hall 4 Streets 2008 Asphalt Rubber Cape Seal Various 7108-1109 City Hall 4 Streets — Certified Payroll 2008 Asphalt Rubber Cape Seal Various 5/08 City Hall 4 Streets — Specifications Lower Sacramento Road Widening 4/05-8/07 City Hail 5 (Harney Lane to Kettleman Lane) — Contractor's Correspondence, General Correspondence, Project Personnel & Various Agreements Lower Sacramento Road Widening 11/07 City Hall 5 (Harney Lane to Kettleman Lane) Design — RFPs & Correspondence Lower Sacramento Road Widening 8105-8/06 City Hall 5 (Harney Lane to Kettleman Lane) — Contract Change Orders, Contract Item Pay Quantity Documents, Extra Work Report Lower Sacramento Road Widening 12/04 City Hall 5 (Harney Lane to Kettleman Lane) — DBE Information & Specs Lower Sacramento Road Widening 11/00-7102 City Hall 5 (Harney Lane to Kettleman Lane) — Federal Aid and State Aid Lower Sacramento Road Widening 8/04-9/06 City Hall 5 (Harney Lane to Kettleman Lane) — Preconstruction Bid Correspondence & Construction Bids Lower Sacramento Road Widening 1101-10/07 City Hall 5 (Harney Lane to Kettleman Lane) — Preliminary Engineering & Design (Mark Thomas & Company)5 Lower Sacramento Road Widening 8/03-11105 City Hall (Harney Lane to Kettleman Lane) — SJCOG/STP/STIP Agreements Lower Sacramento Road Widening 7105-2/06 City Hall 5 (Harney Lane to Kettleman Lane) — Measure K Funding5 Professional Services Agreement — 4/04-8/04 City Hall Krazan & Associates, Inc. Lower Sacramento Road Widening 6/05-12/06 City Hail 6 (Harney Lane to Kettleman Lane) — Certified Payroll North San Joaquin Water Conservation 5/03-7/03 City Hall 6 District Acreage Charge/Ball ts Radon 10199-4100 City Hall 6 Eastside Park N-18 (Formerly Richards 3/03-12/03 City Hall 6 Ranch)6 Lower Sacramento Road Widening 12/00 —11/03 City Hall Kettleman Lane to Turner Road Lower Sacramento Road Widening 4/01-12102 City Hall 6 (Kettleman Lane to Turner Road) — Certified Payroll Lower Sacramento Road Widening 9101— 5/03 City Hall 7 (Kettleman Lane to Turner Road) (Measure K) — Contract Change Orders, Contract Items Pay Quantity Documents City Hall 7 Lower Sacramento Road Widening 10/00-4/05 (Kettleman Lane to Turner Road) Measure K — DBE Info & S ecifications Attachment A — Form 4 (Authority to Destroy Records) "Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi Lower Sacramento Road Widening No Dates Available City Hall 7 (Kettleman Lane to Turner Road) (Measure K) — Engineer's Daily Reports & Weekly Record of Working Dates City Hall 7 Lower Sacramento Road Widening 12/98 —1/99 (Kettleman Lane to Turner Road) (Measure K) — Design, RFPs & Correspondence Lower Sacramento Road Widening 5/01 — 9/01 City Hall 7 (Kettleman Lane to Turner Road) (Measure K) — Material Certificates & Materials Data Lower Sacramento Road Widening 4199-8/01 City Hall 8 (Kettleman Lane to Turner Road) Measure K — Environmental Documents 8 Lower Sacramento Road Widening 4/00-1/05 City Hall (Kettleman Lane to Turner Road)(Measure K) — Federal Aid Documents Lower Sacramento Road Widening 8/01-12/01 City Halt 8 (Kettleman Lane to Turner Road) (Measure K) — Labor Compliance & EEO Records & Preliminary Notices Lower Sacramento Road Widening 10!00 —12105 City Hall 8 (Kettleman Lane to Turner Road) (Measure K) — Preconstruction Bid Correspondence & Construction Bids City Hall 8 Lower Sacramento Road Widening 3199-11/01 (Kettleman Lane to Turner Road) (Measure K) — Preliminary Engineering & Design Lower Sacramento Road Widening 5199-7/03 City Hall 9 (Kettleman Lane to Turner Road) (Measure K) — Preliminary Engineering & Design (Mark Thomas & Co. Bills 9 Lower Sacramento Road Widening 1/01-5/03 City Hall (Kettleman Lane to Turner Road) (Measure K) — Progress Payment Estimates & Status of Funds 9 Lower Sacramento Road Widening 7/99-7/04 City Hall (Kettleman Lane to Turner Road) — STP/STIP Measure K Agreements Lower Sacramento Road Median 7/05-7/06 City Hall 9 Landscaping & Irrigation (Kettleman Lane to Harney Lane Lower Sacramento Road Widening 1107-11107 City Hall 10 (Kettleman Lane to Turner Road) — Mark Thomas Bills Well Automation and Telemetry System 12/80-8183 City Hall 11 Wastewater Treatment Master Plan RFQ 5198-10/98 City Hall 11 Wastewater Treatment' Master Plan (West 6198-12/00 City Hall 11 Yost & Associates) 2001 — File #1 11 Wastewater Treatment Master Plan (West 1/01 —1108 City Hall Yost & Associates) 2001 — File #2 11 Harney Lane Crossing at Woodbridge 8100-6/06 City Hall Irrigation District Canal Accident Reports (File 1) 11/99-6/03 City Hall 13 Accident Reports (File 2) 1/03-3/06 City Hall 13 Transportation Manager Position 7/99-9/02 City Hall 13 SJCOG Congested Management Plan 10/90-6/95 City Hall 14 Kettleman Lane (Hwy. 12) and Crescent 1/00-10/00 City Hall 14 Avenue Traffic Signal/Median Project HES Grant 2000 Kettleman Lane (Hwy. 12) and Crescent 4198-12/99 City Hall 14 Avenue Traffic Signal/Median Project HES Grant 1998199 Attachment A — Form 4 (Authority to Destroy Records) Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi Traffic Signal and Street Lighting for 8/01-9103 City Hatt 14 Harney Lane & Stockton Street City Hall 14 Traffic Signal and Street lighting for 1/02— /02—Harney HarneyLane & Stockton Street— Payroll . and Prelimina Re orts14 Turner Road and Mills Avenue Railroad 2188 — 3,'89 City Hall Crossing Protection Lighted Crosswalk/Flashing Beacon 2104-2/06 City Hall t4 Project, Elm Street at Loma Drive and at Mills Avenue and on Mills Avenue at Various Locations14 Lighted Crosswalk/Flashing Beacon 4/05-10 City Hall Project, Elm Street at Loma Drive and at Mills Avenue and on Mills Avenue at Various Locations — Certified Payroll City Hall 14 Lockeford Street at Calaveras Street — 2104-1/06 Safe Route to School Grants Lockeford Street at Calaveras Street — 1/05-8/05 City Hall 14 Safe Route to School Grants — Certified Payroll Kettleman Lane (Highway 12) and 1999 City Hall 15 Crescent Avenue Traffid Signal/Median Project — Specifications Kettleman Lane (Highway 12) and 9199 City Hall 15 Crescent Avenue Traffic SignallMedian Project — Bids & DBE Information City Hall 15 Civic Center/Annex Office Space 5/02-1/03 Decisions Construction Specifications —1983 5/83-10/98 City Hall 15 Central City Revitalization 6/95-5/98 City Hall 15 No Parking 1/83-11/93 City Hall 16 Speed Zoning 1981 -1993 City Hall 16 Budget (rransit) 11/03 — 2/06 City Hall 16 Transit Miscellaneous (File #3) 11/01 —12106 City Hall 16 *In all cases, originalplans are Intainea. Department Head: Date: t /x113 City Clerk: Date: 1 Consent is hergbMiven to destr a above -listed records: *City Attorney:` I Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS R9HIYED JAN - 4 2013 CITY CLERK 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 if applicable retained in the archives. Documents involved in litigation or pending audit will not be destroved. Department: internal Services Date: 1/4/2013 Totai No. of Pages: 1 Proposed Destruction Date: Division: Risk Management Record Series Title Same as Retention Schedule Invoices Prepared By: Janet Hamilton Dates of Records From and To 2002-2007 Signature: storage Loca ' City Hall basement Box No. 1 - 2 Bids — GL & WC TPA 1998, 2005 Parking garage 3-4 Claims, Damages 1984, 2004 Parking garage 5-6 Department Head. Date: City Clerk: Dater, Consent is here ven to destro above -listed records: *City Attorney: Date: Destruction Completed By: Printed Name Signature uate Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies a CityAttorney assessment that records are not relevant to existing or anticipated litigation. RECEIVED City of Lodi JAN 3 0 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS►ITY CLERK 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 if a licable retained in the archives. Documents involved in litigation or pending audit will not be destroved. 3 I Total No. Avision: Accounting Prepared By: Nancy Spinelli Signatu1)0.4 c4, ly Dates of Records From and To 2010-2011 Storage Location Storage Room Box Record Series Title Same as Retention Schedule Next Step/Leave Balances Payroll Edit Registers " accounts Payable Edit Report Payroll Journal Detail u Misc Journal Entries Payroll Voucher Detail Storage Room Wire Transfers 2008-2009 Payroll Check Registers " Inventory 2004-2006 Basement F&M Bank Statements Wage Attachment Report Overtime Cards 2008-2009 DB Claims Bank Reconciliation 2005-2007 " _-- Daily Timecards Accounts Payable Final Post 2010-2011 Basement Cancelled/Voided Checks Accounts Payable Payment Storage Room Accounts Payable Payment . Group Accounts Payable Cash Requirements Accounts Payable Posting Edit " accounts Payable Edit Report Collectors Daily Reports u Misc Journal Entries 2007-2008 Storage Room Wire Transfers 2008-2009 2010-2011 Inventory 2004-2006 Basement F&M Bank Statements Jnclaimed Property Records Storage Room DB Claims Bank Reconciliation 2005-2007 " _-- ICS Activity & Bank Reconciliation 2005-2006 Basement Accounts Payable Claims Cancelled/Voided Checks 2005-2006 Storage Room Attachment A — Form 4 (Authority to Destroy Records) "Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi �Dater Department Heat Date:City Clerk: Consent is hereby given to destroy the above -listed records: *City Attorney:. Date. Destruction Completed By: Printed Name Signature Lia« Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. RECEIVED City of Lodi JAN 2 4 2013 AUTHORITY TO DESTROY OBSOLETE RECORDITY CLERK 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 if applicable, retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department: Fire Date:1/17/13 Total No. of Pages: r Proposed Destruction Date:8: Division: Prevention Prepared By: Cari Shales Signature: Record Series Title Same as Retention Schedule Dates of Records Storage Location From and To Box No. Accounts payables invoice copies 7/1/09 — 6/30/10 Fire Prevention Department H Date: / E3 / City Clerk: Date: 2� 3 Consent is hereby given to destroy the above -listed records: *City Attorney.. Date: Destruction Conlpieted By: Printed Name Signature uaie Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. 111ju w it ��OZ k Z Ntlf ____�.• City of Lodi OR13331 133311 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: internal Services Division: Finance Date: 1124113 Prepared By: Gail Glissman Dates of Records From and To 2007 July 2006 -June 2007 July 2006 -June 2007 July 2008 -June 2009 July 2006 -June 2007 July 2006 -June 2007 July 2006 -June 2007 July 2006 -June 2007 Total No. of Pages: 1 Proposes ui s*uuvuvll Signature: Storage Location Box No. Finance Basement Finance Basement Finance Basement Finance Basement Finance Basement Finance Basement Finance Basement Finance Basement Record Series Title Same as Retention Schedule Business Tax Applications CIS Daily Postings &Journals Service Orders/Utility Contract Correspondence Deposit Refunds Enforcement Technology Parking Balancing Reports Lodi Downtown Business Partnership Collections Miscellaneous Receivables Returned Checks July 2008 -June 2009 July 2006 -June 2007 Finance Basement Finance Basement Pet License Applications Department Head: Date: r -7-10-1L 1 City Clerk: Date: 1 Consent is hereb iven to destroy t e above -listed records: *City Attorney: Date. Destru(�,;:_,-, "ji-,pi:;ted By: Attachment A -- Form 4 (Authority to Destroy Records) *Signature certfies 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 I`,lianagament 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 mP of the � City Clerk and ram, with the consent City the Department Head, and upon written approval Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and if a licable retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department: Fire Date: 1123113 Total No. of Pages: 2 -Propose tense TBDst #1 of 2 nivieien: Administration Prepared By: Linda Hoover Signature: vow Date: Department He __-- Date: City Clerk: Consent is here ven Jo destroy t above -listed records: Date. _ 'City F,tt;:rncy: Destruction Completed By: Date: Attachment A - Form 4 (Authority to Destroy Records) `Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. Dates of Records 11 Box N age Location :tFire Record Series Title Same as Retention Schedule From and To) 7/1/09 - 6/30/10 Admin. 1 Acct's. Payable Invoices/Copies-1Fire Claim Vouchers/Copies 7/1/09 - 6/30/10 Admin. 1 Correspondence 7/1/09 - 6/30/10 Fire Admin. 1 Expendable Trust/Copies 711/09 - 6/30/10 Fire Admin. 1 Expenditure/Transaction 7/1109 - 6/30/10 Fire Admin. Analysis Reports/Copies 2009 Fire Admin. 1 FLSA Pay/Copies Admin. Leave Pay, Comp. 2008-2009 Fire Admin. 1 Leave Pay, Holiday Pay, Vacation Pa /Co ies Release of Care Against 711/08 - 6/30109 Fire Admin. 1 Medical Advice/Copies Leave Balance Accrual 6/30/08 - 6128/09 Fire Admin. 1 Sheets/Copies---Fire 2007-20091 Admin. 1 Ride Along Forms 7!1/09 - 6/30110 Fire Admin. Supply Order Requests/Co ies 2009 Fire Admin. 1 Time -Off Requests Date: Department He __-- Date: City Clerk: Consent is here ven Jo destroy t above -listed records: Date. _ 'City F,tt;:rncy: Destruction Completed By: Date: Attachment A - Form 4 (Authority to Destroy Records) `Signature certifies 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 of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Nofe: Documents will be reviewed for historical value and if a licable retained in the archives. Documents involved in lifi anon or endin audit will not be destro ed. Department: Fire Date: 1123113 Division: Administration Prepared By: Linda F Record Series Title Same as Retention Schedule Dates of Records From and To Acct's. Payable/ 711/09— 6/30/10 Electronic Copies Claim Vouchers/ 7/1/09 — 6/30/10 Electronic Copies Correspondence/Electronic 2009 Copies Council Agendas & 2009 Communications/ Electronic Copies FLSA/Electronic Copies 2009 Payroll Spreadsheets/ 2009 Electronic Copies Uniform Allowance/Electronic 2009 Copies Total No. of Pages: 2 Prop< #2 of 2 Date: loover Signature: Storage Location Box No. Fire Admin. ord\Admin Fire Admin. Fire Admin. FireFire Ad im nim n O:\Word\Admin Fire Admin. 0:\Word\Admin Fire Admin. O:\word\Admin Department H d: Date: f z City Clerk: Date: 2 9 Consent is here r given to destroy 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 City Attorney assessment that records are not relevant to existing or anticipated litigation. RECEIVED City of Lodi .IAN 4 12013 AUTHORITY TO DESTROY OBSOLETE RECORMY CLERK 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 if applicable. re in the archives. Documents involved in litigation or pending audit will not be destroyed. epartment: Dater 23 Total No. of Pages: Proposed Destruction Date: -i$p Ctit �� Division: eAU %A.PAz Pr pa ed y: Signatur Record Series Title Dates of Records Storage Location Box No. (Same.as Retention Schedule) (From and To) 1ftY' .5e"Aoc/ Yvffe e r O ch 5 ; PO4nd:! - 0 /D ercr• ier' S lccA wxlve.rs 1 ear r SS A00'rAl J- s .- a g licr x-55 DepartmentHead: Date: 3d .17 City Clerk: Date:` Consent is hereby given to destroy the above -listed records: *City Attorney: �_~ Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destrc-y ,records) 'Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi RECEIVED JAN 1 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS TY GtERI( 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 if applicableretained in thearchives. Documents involved in litigation or wending audit will not be destroyed. Depa r}tt. �J Date l pt Total No. of Pages: �f- ProposedrDestruction Date• DivisionL Record Series Title (Same as Retention Schedule) Pre ed y• • Dates of Records (From -and To) Si tune: Storage Location Box No. a Q1 vi lousi- Department Head: Date: Date: -) 3 City Clerk: Date: 3 Consent is hereby given to destroy the above -listed records: *City Destruction Completed By: Printed Name Signature Date Attachment A - Form 4 (Authority to Destroy Records) 'Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. RECEIVED City of Lodi JAN J 1 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS C I TY CLERK 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. /Vote Documents will be reviewed for historical value and if applicable retained in the r ives. Documents involved in litiaation orpendina audit will not be destroyed. Department Head: Date:d"'�3 Date: City Clerk: Consent is hereb iven to destroy the above -listed records: *City Attorney: Date:_aj�� Destruction Completed By: Printed Name Signature udtc Attac h;n,rr::: - Form 4 (Authority to Destroy Records) -Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi RECEIVED JAN 3 1 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS MY CLERK 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 if applicable, retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department Head: Date: O Y U City Clerk: Date: 2, Destruction Completed By: Printed Name Signature va« Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies a City Attomey assessment that records are not relevant to existing or anticipated litigation. RECEIVED City of Lodi FEB -1 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS I TY CLERK 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 if applicable, retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department: Library Date: 1/31!2013 Total No. of Pages: ,� Proposed Destruction Date:I B;D Division: Prepared By: Signature: Record Series Title Same as Retention Schedule Dates of Records From and To) Storage Location Box No. Payroll Records 2009 Library business office Vendor Invoices - copies FY 2010-2011 Library business office Community Room reservation forms 2010 Library business office Linsco Private Ledger )LPL) 2010 Library business office Monthly Investment Statements (retaining summary page) L/ `�'' ` Date: t • -3 � . Department Head: -- City Clerk: Date: IL— Consent is hereb iven to destroy the above -listed records: *City Attorney: Date: Destruction Completed By: Printed Name Signature uate Attachment A — Form 4 (Authority to Destroy Records) "Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS coce withThe below -listed department records have been retained i federalrdand state laws as san the tet forth herothe rds Management Program Policy and Procedures and with applicable 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 Cleric and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and if a licable retained in the archives. Documents in in lilt anon or endin audit will not be desfro ed. tv apartment: Date: Total No. of Pages: Proposed Desti Clerk 1/31/2013 Unknown te: 3/3112013 vicinn- Elections and Oaerations Prepared By: Randi Johl 11Signatur Record Series Title (Same as Retention Schedule) uates or tcecvrus From and To) 2010 and prior --w- —w -Same records the Not Applicable OPERATIONS: City Clerk/City Council Calendars (GC 34090 et seq. — 2 years) seg. — 2 ears currently stored In y Shirtsleeve Session Meeting 2010 and prior Packets City Clerk's (Available in e -Records) (GC 34090 at 2010 and prior Office and/or vaults. Regular/Special/Shirtsleeve City Clerk/City Council Travel GC 34090 et seg. — 2 ears 2010 and prior GC 34090.7 — Current + 3 months City Clerk/City Council Departmental Budget Copies GC 34090 et seg, — 2 ears City Clerk/City Council General 2010 and prior GC 34090 at seg, — 2 ears 2010 and prior City Council Regular / Special Meeting Packets (Available in e -Records) (GC 34090 at seg. — 2 ears Shirtsleeve Session Meeting 2010 and prior Packets (Available in e -Records) (GC 34090 at seg, — 2 ears 2011 and prior Regular/Special/Shirtsleeve Session Meeting Tapes AudioNideo GC 34090.7 — Current + 3 months 2010 and prior Hardcopy Closed Session Minutes (GC 34090, 34090.5 — 2 years) (closed Session Minutes Kept Permanently Eectronfca/ Board, Committee, Commission 2007 and prior Applications and Correspondence — Selected GC 34090, 40801— 5 ears Board, Committee, Commission 2010 and prior Applications and Correspondence — Not Selected GC 34090 — 2 ears Legal Advertising/Proof of 2008 and prior Publications (CCP 343, 349 et seq., GC 911.2, 34090 — 4 ears Petitions to Legislative Body 2011 and prior GC 6253, 50115— i ear Public Hearinq Notices 2010 and prior i0 — 2 ears - Attachment A — Form 4 (Authority to Destroy Records) "Signature certifies a City Attorney assessment that records are not relevant to existing or anticlpated litigation. City of Lodi Public Records Act Requests 2010 and prior GC 34090 — 2 ears Protests from City Council Public 2010 and prior Hearings - Water ! Wastewater / Electric Utility Rates GC 34090 — 2 ears Protests from City Council Public 2010 and prior Hearings - All Other GC 34090 — 2 years 1 2010 and prior Weed Abatement Files Mr: 34090— 2 years) ElectionCalendars 2010 and prior 90 — Election + 2 ears 2010 and prior cates of Election 2005 and prior 090 — Election + 2 ears ation Papers - Elected and 2006 and prior lected 2007 and prior 100 — Term + 4 ears s and Publications 2008 and prior 090 — Election + 2 ears 2004 and prior of Office 2005 and prior 090, 29 USC 1113 —Term + 6 ears Petitions - Initiatives, Recalls, 2011 and prior Referendums (EC 14700, 17200, 17400, GC 7253- 5, 2005 and prior 3756.8 — Election + 8 months)2009 Candidate Statements and prior rrrr n4n90 — Election + 2 years 2005 and prior Form 460 -Campaign Disclosure 2007 and prior Statements, Non -Elected (GC 81009 — Current + 5 years, Elected - permanent Form 460 - Campaign Disclosure 2005 and prior Statements, Committees GC 81009 — Current + 7 ears Form 700 - Statements of 2007 and prior Economic Interest- Administration/Employees Fppc opinions — Current + 5 ears Form 700 - Statements of 2005 and prior Economic Interest - Elected (GC 81009 — Current + 7 years Form 700 - Statements of 2007 and prior Economic Interest - Non -Elected GC 81009 — Current + 5 ears Form 801 - Gifts to Agency 2005 and prior GC 81009 — Current + 7 ears Form 802 - Ticket Distribution 2005 and rior p GC 81009 -current + 7 yeaLs� Form 803 - Behested Payment 2005 and prior GC 81009 - Current + 7 ears Form 806 - Appointments 2005 and prior GC 81009 —Current + 7 ears All Forms Not Specified Above - 2005 and prior Elected and Non -Elected (GC 81009 — Current + 7 years) Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a City Attomey assessment that records are not relevant to existing or anticlpated litigation. City of Lodi Department Head: Date: City Cleric: Date: Consent iso -list�drecords: *City AttorneDate: y: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi 1ECEIVID FEB - 4 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS tTY CLERK 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 if a licable refained in the archives. Documents involved in 1 gation or pending audit will not be destroyed. Code Record Series Title (Same as Retention Schedule) Case Files Department City Clerk: 01/31/13 Total No. of Pages: 1 ProposeDatd -ed By: Nancy Baker natur es of Records Storage Loc on B4 2010 Investigations Store 1,2 Room 2009 Investigations Store 3 Date: /-3/`r3 Date: � Consent is hereb 'ven to des y e above -listed records: *City Attorne * Date: Destruction Completed By: Printed Name Signature Date No. Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies 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 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 involved in litigation or pending audit will not be destroyed. Department: Police Date: 02/13/13 Total No. of Pages: Proposed Destruction Date: Tf] Division: Records Prepared By: H. Kirschenman Signatu Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Traffic Citations 2010 and prior LPD Records Arrest/Booking Sheets 2006 and prior LPD Records Statistical (UCR) 2010 and prior LPD Records Permits -Permit Applications (massage, card room, peddler, tow truck, etc. 2010 and prior LPD Records Subpoena 2010 and prior LPD Records Live Scan Billing records 2011 and prior LPD Records 11357 arrests 2010 and prior LPD Records Department Head: Date: City Clerk: Date: Consent is hereby given to destr the above -listed records: `City Attorney' Date:4L c� Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. RECEIVED City of Lodi FEB ^ 4 2013 ITY CLERK 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 if annlicable, retained in the archives. Documents involved in litigation or pending audit will not be destroved.- Department: Police Division: Administration Date:January 16, 2013 Total No. of Pages: I Proposed ph Destruction l �y n Prepared By: Julie Wall Signature:, `-(,�J o�.x-�./ Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Employee timecards and related payroll records +3 years from closure date rior to 2010 investigations Storage Room Parking Citations +2 years from closure date (prior to 2011 Parking citation office Parking Cite Appeals +2 years from closure date (pd or to 2011 Parking citation office Pager Bills +2 years from closure date (pd or to 2011 Investigations Storage Room Cellular Phone Bills +2 years from closure date (prior to 2011 Investigations Storage Room Fugitive Warrant Documents +5 years from closure date (prior to 2008 Investigations Storage Room Civil Subpoena Documents +2 years from closure date (prior to 2011 Investigations Storage Room Department Head. Dater City Clerk: Date:__2� Consent is hereb destro th ve-listed records: IS City Attorney: Dater Destruction Completed By: Printed Name Signature uate Attachment A - Form 4 (Authority to Destroy Records) *Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi RECEIVED FEB - 4 W3 AUTHORITY TO DESTROY OBSOLETE RECORDS CITY CLERK 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 if a licable retained in the archives. Documents involved in litigation or Aendina audit will not be destroyed. Department: Police Date: 01/25113 Division: Investigations Prepared Lt. Fern, Record Series Title Same as Retention Schedule(Fron Dates i Background investigations and employment records of previous Lodi Police Department employees +5 ye cloy Administrative and Internal Affairs Investigations +5 ye clos Background Investigations (not hired) +2 yE clos Asset Forfeiture investigations/proceedings CL Informant Files T A Retired /Former Employees T No. of Pages: 2I Prop( Date: By: I Signature: ndo Martinez /a --j_ i and To ars from Administration ire date personnel filing cabinet ars from Investigations U. are date I filin cabinet ,ars tromI muilui1wuauV,I are date personnel filing cabinet +2 yrsI Special lnvesugz file cabinet 10yrs — Special investigations file cabinet F 5 yrs Personnel file cabinet Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. �j' City of Lodi Department Head: Date: WT --1 T City Clerk:_Date:_24_�_ Consent is hereby given to destroy the above -listed records: *City Attorne Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to 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 RECEIVED FEB - 4 2013 CITY CLERK 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 if applicable retained in the archives. Documents involved in litigation or pendino audit will not be destroyed. Department Internal Services Date: Total No. of Pages: 1 Proposed Destruction Date: TBD Division: Human Resources Record Series Title Same as Retention Schedule Prepared By: Signature: Dean Gualco Box No. Dates of Rec rds ) Storage Location From and To Recruitment Examination Files All files prior to December 31, 2010 Basement 221 W. Pine St. Salary Surveys All files prior to December 31 2009 Basement 221 W. Pine St. Employment Files Terminations — Hourly All files prior to December 31, 2006 Basement 221 W. Pine St. Employment Files Terminations — Salary All files prior to December 31, 2007 Basement 221. W. Pine St. Department Head: Date: Z �q) City Clerk: Date: Consent is hereby given to destro he above -listed records: *City Attorney. Date:_4fi!_� Destruction Completed By: Printed Name Signature uate Attachment A — Form 4 (Authority to Destroy Records) -Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation.