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HomeMy WebLinkAboutAgenda Report - March 5, 2014 C-11AGENDA ITEM C • J, 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 5, 2014 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 Ran Johl- son City Clerk -Mmm i = RESOLUTION NO. 2014-29 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 5, 2014 ------------------------------------------------------------------- ------------------------------------------------------------------- I hereby certify that Resolution No. 2014-29 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 5, 2014, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Johnson, Mounce, and Mayor Katzakian NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Nakanishi ABSTAIN: COUNCIL MEMBERS — None OHL-OLSON City Clerk 2014-29 9941r ffa City of Lodi JAN 3 1 2014 CITY CLERK 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 histotical value and, if applicable. retained fn the archives.. Documents involved in litigation or pending audit will not be destroyed Department: PRCS Date: 7131114 Total No. of Pages: Proposed taction Date: TBD Division: Administration Prepared By: Terri Lovett Signature: Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No, Personnel Action Forms (Part Time Em to)ees 2007-2008 PRCS 1 Facility Reservations 2009-2011 PRCS 2 Revenue Recap Forms 2008-2009 PRCS 3 Reduced Fee Applications 2010-2011 PRCS 4 Claim Vouchers 2011 PRCS 5 Costco Claim Vouchers 2010-2011 PRCS 6 Part Time Employee Timecards 2005-2010 PRCS 7-8,-, Receipts (Dept. Copy) 2010-2011 PRCS 9 PSA's w/Invoices (Dept. Copp 2010-2011 PRCS 10 Ron Williamson Desk Files 1980-2000 PRCS 11-19 RFP Files for Swim Complex, Indoor Sports Complex, and DeBenedetti Park 2001-2002 PRCS 20 Susan Bjork Desk Files ? - 2003 PRCS 21-22 PRCS Financial Data Binders 2000-2001 PRCS 23 City Budget Documents 1990-1997 PRCS 24 PRCS Revenue Documents 1990191-1998/99 PRCS 25 Dept. Budget Worksheets 1990/91-1993/94 PRCS 26 RecWare Software Updates 1997-2010 PRCS 27 Tony Goehring Desk Files 2006-2008 PRCS 28-32 BOBS Minutes 2002-2003 PRCS 33 P&R Commission Minutes Directors Co 1995-2008 PRCS 33 Purchase Orders 1990's PRCS 34-35 Misc. Office Files 1980-1990 PRCS 36-49 Daily Time Sheets & Vandalism Reports 1993-1994 PRCS 50 Attachment A - Form 4 (Authority to Destroy Records) *Signature certifies a CityAttomey assessment that records are not relevant to existing or anticipated litigation. City of Lodi Marilyn Fields Office Files 1991-1993 PRCS 59 Budget W��Ifft 1960-1989 PRCS 152 jep - Head: it rig Conse int is hereby gi n to destroy the above -listed records: `City p`ttorney: �'"—'" Date: Destro +ction Completed By: Printec=f Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *STgnatare certifies a CityAttomey assessment that records are not relevant to exfsting or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS RECEIVED JAN - 9 2014 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 gending audit will not be destroyed. Department: Date: Total No. of Pages: Proposed Destruction Public Works 1/8114 5 1 Date: 3/31/14 Division: Prepared By: Signature Administration/En ineerin Pam Farris Record Series Title Dates of Records Storage Location Box No. Same as Retention Schedule) (Erom and To UPS and FedEx Bilis 2003-2010 City Hall 1 DeBenedetti Park— Electrical 2/103/11 City Hall 1 Improvements Phase 1, 2350 S. Lower Sacramento Road MSC PBX Replacement Project (VOIP 2110-3110 City Hall 1 Project) North San Joaquin Water Conservation 1/08-12/08 City Hall 1 District NSJWCD File #4 North San Joaquin Water Conservation 1/07-12/07 City Hall 1 District NSJWCD File #3 Lower Sacramento Road Widening 9103-8104 City Hai( 2 (Homey Lane to Kettleman Lane) HES Grant/Agreement & TEA Application Lower Sacramento Road Widening 1100-4105 City Hall 2 (Homey Lane to Keitleman Lane) Environmental Documents Ridership (2004) 2/04.5/04 City Hall 2 Memorandum of Understanding 5102-8/02 City Hall 2 2004 FTA Triennial Review 2/01-8104 City Hall 2 Federal Transit Administration 4196-12199 City Hail 2 MV Proposal Binder for 2003 Transit 2003 City Hall 3 Service Operation for Demand Response and Fixed Route Kettleman Lane/Highway 99 Interchange 9105-7/07 City Hall 3 improvement (Measure K) Feasibility Stud — Mark Thomas & Company Kettleman Lane/HFghway 99 Interchange 5/98-2104 City Hall 3 Improvement Measure K A reemenfs Central City Revitalization Signed Deferral 6/96-10/96 City Hall 3 Agreements City of Lodl/LUSD Wash Bay (Specs) 2003 City Hail 3 2010 Alley Reconstruction 9/09-11110 City Hall 3 2010 Alley Reconstruction (Specs) 2010 City Hail 3 2010 Street Improvements (Ham Lane, 7/10-10/10 City Hall . 3 Homey — Kettleman; Vine Street, Mills — Fairmont) Certified Pa roll 2010 Street Improvements (Ham Lane, 12109-12110 City Hall 4 Homey — Kettlemon; Vine Street, Milts — Fairmont Attachment A — Form 4 (Authority to Destroy Records) *Signature certitles a CltyAttomey assessment that records are not relevant to existing orandcipated litigation. City of Lodi Shirtsleeve Agenda Titles 1997-2008 City Hall 4 Professional Services Agreement— Fehr & 8/10-4/11 City Hall 4 Peers, Transportation Consultants (Harney Lane/State Route 99 Harney Lane Interim Improvement Project) 5689 Professional Services Agreement— HDR 4/07-8/08 City Hail 4 Engineering, Inc. (Preliminary Design Services and El for Surface Water Treatment Facility) 5522/5475 Professional Services Agreement—HDR . 4/07-8/08 City Hall 4 Engineering, Inc. (Surface Wafer Treatment Facility — Conceptual Design & Feasibility Evaluation Only) 5214 Professional Services Agreement—Mark 10/10-1/12 City Hall 4 Thomas & Company (State Route 99/Harney Lane Interim Improvement Project) () (5683 Professional Services Agreement— Neil 3/11-4/11 City Hall 4 O. Anderson & Associates (G Basin Stomswater Pump Station Project, Various Testing and Inspections) 5809 Professional Services Agreement — RMC 9/05-10/08 City Hall 4 Water and Environment(File #1 Professional Services Agreement—RMC 12110-11/11 City Hail 4 Water and Environment (2010 Urban Water Management Plan) (5750 Professional Services Agreement— RMC 12/11-1/12 City Hall 5 Water and Environment (Water Meter Program Phase 1 Construction Management Services) File #4, Task Order#2 5554 Professional Services Agreement —V &A 11/08-3/09 City Hall 5 Consulting Engineers Cellular Phone Bilis 2010-2011 City Hail 5 Cellular Phone Bills 2008-2009 City Hall 5 Engineering Statements File #2 (2009) 7/09-12/09 City Hall 5 Engineering Statements File #1 (2009) 1/09-6/09 City Hall 5 Engineering Statements File #2 (2008) 7/08-12108 City Hall 5 Engineering Statements File #1 (2008) 1/08-6/08 City Hall 5 Engineering Statements File #2 (2007) 7107-12107 City Hall . 6 Engineering Statements File #1 (2007) 1/07-6/07 City Hall 6 SJCOG Transportation Development Act 1996-2004 City Hall 6 SJCOG Transportation Development Act 1989-1996 City Hall 6 Property Lease — Beckman Building, 212 1/92-9104 City Hall 6 W. Pine Street & 211 W. Oak Street Storm Drainage Fee Study 11/88-12/91 City Hail 7 Amtrak 3/01.4/02 City Hall 7 HES Grant Intersection Lighting 1998-1999 City Hall 7 Legion Park/Kofu Park Roof Replacement 3/074/07 City Hall 7 School Street and Spruce Street 8/01-8109 City Hall 7 Wastewater Pipe Improvements Lodi/Mills Signal, Lodi Avenue 3/01-8/03 City Hall 7 Interconnect Pedestrian Push Buttons and Sign Plates 11/01-3/02 City Hail 7 Signal Interconnect Project Design (Y&C 9/00-9/05 City Hall 7 Transportation) Ham/Century, Stockton/Harney, Lodi/Mills, Church/Mills, Church/Elm, Sacramento/Lockeford, Lodi Avenue Interconnect Attachment A — Form 4 (Authority to Destroy Records) "Signature certifies a CO Attorney assessment that records are not relevant to existing or enticlpated llflgallon. City of Lodi Traffic Signal Preventive Maintenance 2008-2009 City Hall 7 Program & Repair Program 08/09 Traffic Signal Preventive Maintenance 2006-2007 City Hall 7 Program & Repair Program 06/07 Traffic Signal Preventive Maintenance 2005-2006 City Hall 7 Program & Re air Program 05/06 Traffic Signal Preventive Maintenance 2003 City Hall 7 Program & Repair Program 2003 Turner Road/Loma Drive Traffic Signal 1101-2/01 City Hall 8 2010 Storm Drain Improvements (Specs) 2010 City Halm 8 2010 Storm Drain Improvements 2010 City Hall 8 Hutchins Street Improvements, Lodi Ave. 1996-2005 City Hall 8 to Pine Street CIP Project) Kettleman Lane WideningNVID Canal to -. 2000-2005 City Hall _ ................ ..... .. 8 Tlenda Drive & Stockton Street to Cherokee Lane (Kettleman Lane Gap Closure) Cooperative A mt/Billin Kettleman Lane WideningNVID Canal to 2000-2005 City Hall 8 Tlenda Drive & Stockton Street to Cherokee Lane (Kettleman Lane Gap Closure) Design Kettleman Lane WideningNVID Canal to 2000-2005 City Hall 8 Tienda Drive & Stockton Street to Cherokee Lane (Kettleman Lane Gap Closure) Environmental Documents Kettleman Lane WideningNVID Canal to 2000-2005 City Hall 8 Tienda Drive & Stockton Street to Cherokee Lane (Kettleman Lane Gap Closure) Mark Thomas & Company Bills File #2 Kettleman Lane WideningNVID Canal to 2000.2005 City Hail 8 Tienda Drive & Stockton Street to Cherokee Lane (Kettleman Lane Gap Closure) Mark Thomas & Company Bilis ile #1 Kettleman Lane/Hwy 12 Safety/Median 5/03-2/04 City Hall 9 improvements (Hutchins Street to 355 Feet East of School Street) Change Orders Kettleman Lane/Hwy 12 Safety/Median 5/03-2104 City Hall 9 Improvements (Hutchins Street to 355 Feet East of School Street) Contractors' Certified Payroll Kettleman Lane/Hwy 12 Safety/Median 5103-2/05 City Hall 9 Improvements (Hutchins Street to 355 Feet East of School Street) Contractor's Correspondence, General Correspondence, Project Personnel & Various Agreements Kettleman Lane/Hwy 12 Safety/Median 5/03-2106 City Hall 9 Improvements (Hutchins Street to 355 Feet East of School Street) Cones ondenceDBE Info & Specs) Kettleman Lane/Hwy 12 Safety/Median 5/03-2/07 City Hall 9 improvements (Hutchins Street to 355 Feet East of School Street) Correspondence (Design, RFPs Kettleman Lane/Hwy 12 Safety/Median 6103-2109 City Hall 9 Improvements (Hutchins Street to 355 Feet East of School Street) Correspondence HES Grant & A mt Kettleman Lane/Hwy 12 Safety/Median 5/03-2/10 City Hail 9 Improvements (Hutchins Street to 355 Feet East of School Street) Correspondence (Labor Compliance, EEO Records & Preliminary Notices Attachment A - Form 4 (Authority to Destroy Records) `Signature certifies a City Attomey assessment that records are not relevant to existing or antic/pated litigation..: City of Lodi Kettleman Lane/Hwy 12 Safety/Median 5/03-2/11 City Hall 9 Improvements (Hutchins Street to 355 Feet East of School Street) Correspondence (Material Certificate & Materials Data Kettteman Lane/Hwy 12 Safety/Median 5103-2/12 City Hail 9 Improvements (Hutchins Street to 355 Feet East of School Street) Correspondence (Preliminary Engineering & Design, Harris & Associates Bills Kettleman Lane/Hwy 12 Safety/Median 5103-2113 City Hall 9 Improvements (Hutchins Street to 355 Feet East of School Street) Correspondence (Preconstruction Bid & Constructions Bids Kettleman Lane/Hwy 12 Safety/Median 5103-2114 City Hall 9 Improvements (Hutchins Street to 355 Feet East of School Street) Correspondence (Progress Pay Estimate & Status of Funds Kettleman Lane Street Improvements 1999-2000 City Hall 9 Traffic Signals (Hwy 12 Lower Sacramento Road Segment 21) 8/00-12106 City Hall 9 (Homey Curve CNG Lodi Unified School Buses (14) 2001-2003 City Hail 9 CNG Heavy -Duty Trucks 4/99-11/03 City Hall 9 Sacramento Street Water Main Installation 11/08-10/09 City Hall 10 Lodi Ave. to Alley South of Lodi Ave. Standby Generators at Water Well Sites 1996-2007 City Hall 10 22, 23, and 24 Water Main Replacement Program Project 11/09-2/11 City-Hall 10 No. 3 Water Main Replacement Program Project 11/09-2/11 City Hall 10 No. 3 Certified Pa roll Well 10C Pump & Motor, 790 N. Guild 10102-4/15 City Hall 10 Ave. Well 27 On -Site Improvements, 2360 W. 6/10-5/11 City Hall 10 Century Blvd. (DeBenedettl Park Basin) Specifications Well 28 Substation Pump & Drilling, 2800 11/03-12105 City Hall 11 W. Kettleman Lane Well 28 Substation Pump & Drilling, 2800 11103-12/06 City Hall 11 W. Kettleman Lane Certified Payroll) Animal Shelter (2001) 2001-2008 City Hall 11 County Court No. 1 —Tenant 3106-11/09 City Hall 11 Improvements Development Impact Fee Study (File #3) 1999-2002 City Hail 11 Development impact Fee Study (File #2) . 1991-1998 City Hall 11 Development Impact Fee Study (File #1) 1988-1990 City Hall 11 Eastside Mobility Access Plan Project 2004-2005 City Hall 11 EMAP Fire Administration Mold Remediation 2006 City Hall 11 Project, 25 E. Pine Street Fire Station No. 2 Hose Tower Demolition 2010 City Hall 11 Baker Roofing Company -- MSC Gutter 11/10-12110 City Hall 11 Replacement ABetter Fire & Safety —Annual Fire 11/10-12/10 City Hall 11 Extinguisher Maintenance Farwest Safety — Traffic Control & 12/10 City Hall 11 Signage Bramwell -Smith Company — Appraisal 12/10 City Hall 11 Review Services for Cairrans Homey Lane/SR 99 Interim Improvement Project Attachment A - Form 4 (Authority to Destroy Records) "Signature certifies a City Attomey assessment that records are not relevant to exlsting or anticipated litigation. City of Lodi R. L. Righetti Enterprises — Opacity 2010 City Hail 11 Testing L&H Airco — Supply, Service & Repair 2010 City Hall 11 HVAC ISL Engineering — MSC Transit Vehicle. 2011 City Hall 11 Maintenance Facillfty Solar Power Project Electrical Protection, Inc. — Old Public 2011 City Hall 11 Safety Building Jim's Painting & Papering Service — City 2011 City Hail 11 Hall Vestibule RSA Analysis — City Hall HVAC Survey 2011 City Hall 11 Paramount Pest Control 2011 City Hall 11 Kettleman Lane, Lower Sacramento Road 12/94-1/00 City Hall 12 to Cherokee Lane Measure K Bike Lanes Tlenda Drive Lift Station, 2000 Tienda 10/00-4/04 City Hall 12 Drive APN 031-040-24 . Kettieman Lane/Highway 12 Safety 8/07-4104 City Hall 12 Median Improvements (Hutchins Street to 355 Feet East of School Street) — Federal Aid Documents Authority to Proceed Lodi Community Improvement Project 2008 City Hall 12 Redevelopment &enq Miscellaneous Project 2006.2010 City Hail 12 Century Boulevard Roadway 8/05-8/06 City Hail 12 Improvements (Lower Sacramento Road to sage way) Carnegie Forum Re -Roof, 305 W. Pine St. 8/10-3/11 City Halt 12 CSarnegie Forum Re -Roof, 305 W. Pine SL 2010 City Hall 12 In all cases, original pians are Department Head: City Date: l / 4 t Date: A121 Consent is hereb�Tto—dleistroy 'he above -listed records: *City Attorne . Date: . Destruction C y: Printed Name Signature Date Attachment A — Form 4 (Authofity to Destroy Records) *Signature certifies a C/ty Attorney assessment that records are not relevant to existing or anticipated litigation. RECEIVED City of Lodi JAN 2014 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 pplicable 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 historlogivalue and, if applicable, retained in the archives.. Documents involved in fitiaation orbendfna audit will not be destroyed. Department: Fire Date: 1.6-14 Total No. of Pages: 2 Proposed. Destruction Date: T . Division: Administration Prepared By:. Carl Shates Signaturdd- Record Series Title (Same as Retention Schedule Dates of Records (From and To) Storage Location Box No. Acct's payable invoice copies 7/1/10 —6/30/11 Fire Admin 1 Claim Voucher copies 7/1/10 — 6/30/11 Fire Admin 1 Expenditure/Transaction Analysis report copies 7/1/10 —6/30/11 Fire Admin 1 Release of Care Against medical advice copies 7/1/9 -6/30/10 Fire Admin 1 Leave balance.Accrual reports 7/1/9--6/30/10 Fire Admin 1 Ride along completed forms 719/10 —6/30/10 Fire Admin 1 Claim Voucher. Electronic copies 7/1110— 6/30/11 Fire Admin 0:\WordlAdmin FLSA Electronic copies 2010 • Fire Admin 0:\Word\Admin Payroll spread sheets Electronic copies 2010: Fire Admin 0:\Word\Admin Uniform allowance Electronic copies 2010- Fire Admin 0:\Word\Admin Department Hea Date: -- Date: Consent is hereby givep_to destroy the above -listed records: _..GG....__ *City Attorney: Destruction Com-Olete-d-tW. 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 anticipated.11tigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS REWVED JAN - 9 2014 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 destroyed. Department: Fire Date: 117114 Total No. of Pages: 1 Proposed Destruction 1 Date: T13:Q Division: Fire Prevention Prepared By: Carl Shates Signature: - 4- t, , tW Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Accts payable invoice copies 2010 Fire Admin 1 Knox box Order form copies 2010 Fire Admin 1 Auth to Connect form copies 2009 Fire Admin 1 Weed abatement letter copies 2010 Fire Admin 1 Operational permit ck copies 2011 Fire Admin 1 Inspection fee ck copies 2011 Fire Admin 1 Inspection fee ck copies 2010 Fire Admin 1 List of Apt insp 2010 Fire Admin 1 List of Apt Insp 2011 Fire Admin 1 Dep., City Consent is hereby given to destroy the above -listed records: *City Attorney. Date: 1 Destruction 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 - JAN 3 0 201-4. AUTHORITY TO DESTROY OBSOLETE RECORD 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 Cleric and .City Attorney, these records will be properly destroyed/disposed of. 141 Department: Internal Services Date: t �O �� Total No. of Pages: 1 Proposed Destruction Date: TBD Division: Human Resources Prepared By: Gristina Gonzales Signature: Record Series Title Same as Retention Schedule Dates of Records. From and To Storage Location Box No. Recruitment Examination Files All files prior to December 31, 2011 Basement 221 W. Pine St. Salary Surveys All files prior to December 31, 2010 Basement 221 W. Pine St. Employment Files (Terminations) — Hourly All. files prior to December 31 2007 Basement 221 W. Pine St. Employment Files Terminations — Salary All files prior to December 31 2008 Basement 221. W. Pine St. Department Head. Date: o. 1 City Clerk: Date: Consent is herebyy giuen to destroy -the above -listed records: *City Destruction Codd By: Printed Name Signature. Date Attachment A— Form 4 (Authorityto Destroy Records). 'Signature certifies a CityAttomey assessment that records are not relevant to existing or antic/pated litigation. RECEIVED City of Lodi JAN 3 1 2014 AUTHORITY TO DESTROY OBSOLETE RECORDS CITY 9LE9K 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: Internal Services Date: 9123114 Total No. of Pages: 1 Pro sod Destruction Division: Finance _7NT�. Prepared By: Gail Glissman Signature: Record Series Title Same as Retention Schedule Dates of Records From and To Storage LocatW Box No. Business Tax Applications 2008 Finance Basement CIS Daily Postings & Journals July 2007 -,lune 2008 Finance Basement Service Orders/Utility Contract July 2007 -June 2008 Finance Basement Enforcement Technology Parking Balancing Reports July 2007 -June 2008 Finance Basement Lodi Downtown Business Partnership Collections 2008 Finance Basement Miscellaneous Receivables July 2007 -June 2008 Finance Basement Pet License Applications July 2007 -June 2008 Finance Basement Dep City artment Head• Date: J 1 Clerk: Date:�� Consent is hereby giv •to destroy the above -listed records: *City Attorney Destruction Completed By: Attachment A — Form 4 (Authority to Destroy Records) :'.2j'q 1 1 . *Signature certf<es a Caiy Attomey assessment that records are not relevant to existing or anticlpated lifigation. u - RECE f VED City of Lodi 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 alid 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 wlll be reviewed for historical value and, if apalicable, retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department: Police Date: January 29, 2014 Total No. of Pages: 1 Proposed Destruction Date: March 2014 Division: Administration Prepared By: Patsy Tucker -! Signature: I 2L­;� Record Series Title Same as Retention Schedule Dates of Records From and To . Storage Location Box No. Invoices 2010-2011 Administration Personnel filing room 1, 2 Claim Vouchers 2008-2011 Administration office & Personnel filing room 2 . Business Expense & Petty Cash Vouchers 2010-2011 Administration office filing cabinet 2 Purchase Orders 2008-2011 Administration office & Personnel filing room 3 Badge Ordering file 2008-2010 Administration office filing cabinet 3 Correspondence 2008-2011 Administration office & Personnel filing room 3 Tuition Reimbursement file 2009-2011 Administration office filing cabinet 3 ice', Department Head: Date: 6�Z9� City Clerk: Date: Consent is hereby given to destroy the above -listed records: *City Attorney: Date: I�L Destruction Co "edzell 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 -__ RECEIVED JAN 3 1 2014 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 applicable, retained in the archives_. Documents involved in litiaation or pending audit will not be destroyed Department: Police Date: January 6, 2013 Total No. of Pages: l Proposed Destruction I Date: March 2014 Division: Administration Prepared By: Julie Wall Signature: .Waj Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Employee timecards and related payroll records(prior +3 years from closure date to 2011 investigations Storage Room Parking Citations +2 years from closure date rior to 2012 Packing citation office Parking Cite Appeals +2 years from closure date rior to 2012 Parking citation office Pager Bilis +2 years from closure date rior to 2012 Investigations Storage Room Cellular Phone Bills +2 years from closure date _(prior to 2012 Investigations Storage Room Fugitive Warrant Documents +5 years from closure date (prior to 2009 Investigations Storage Room Civil Subpoena Documents +2 years from closure date (prior to 2012 Investigations Storage Room Pawn slips +3 years from closure date rior to 2011 Admin Partner office Departme City Clerk `��612y/ nt Head:4 Date: i^ Date: !2j(Q1114 Consent is her to destroy the above -listed records: *City Destruction Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature certffies a City Attorney assessment that records are not relevant to existing or anfictpated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS RECE t YED JAN 3 1 2014 CITY 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 archives. Documents involved in litigation or pending audit will not be destroyed. CLERK Department: Police Date: — ` Total No. of Pages: Proposed Destruction Date: March 2014 Division: Support Services Animal Services Prepared By: Jennifer Sender I Signature: Record Series Title ' Same as Retentton.Schedule Dates of Records From and To) Storage Location 1 (4 ox No. M6 Vnudvor oOV, it - •es L ski Cal ks —O {a try'u.1 SW ,vim AOOVCA 09t ed Sk& 3 woo -s 1b aa-vog An"I L4 Department Header Date: City Clerk: Date: Consent is hereby g *City Destruction to destroy the above -listed. records: 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 RECEIVED JAN 3 t 2014 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 applicable retained in the archives. Documents involved in ffl ntion or12endino audit will not be destroad. Department: Police Date: 01/25/14 Total No. of Pages: -T--proposed Destruction 1 Date: 03112 Division: Investigations Prepared By: Lt. Fernando Martinez Signature: Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Background investigations and employment records of previous Lodi Police Department employees +5 years from closure date Administration personnel filing cabinet Administrative and Internal Affairs Investigations +5 years from closure date Investigations Lt filing cabinet Background Investigations (not hired) +2 years from closure date Administration personnel tiling cabinet Asset Forfeiture investigations/proceedings CL +2 yrs Special investigations file cabinet Informant Files T+ 10 yrs Special investigations file cabinet Retired /Former Employees T + 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 anifolpated litigation. Department Head: 1n' Date: City Clerk: Date: i Consent is hereby give to destroy the above -listed records: *City Attorne . Date: Destruction Co y: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature certff/es a City Attorney assessment that records are not relevant to existing or anticlpated litigation. City of Lodi RECEIVED JAN 3 1 2014 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 he feviewed for historical value and, if applicable, retained in the archives. Documents involved In litigation or pending audit will not be destroyed. Department: Date: 01/08M4Total No. of Pages: Proposed Destruction Police7 Date: March 2014 Division: Records Prepared By: H. Kirschenman S' n W Dates of Records Storage Location Box No. Record Series Tine Same as Retention Schedule From and To Traffic Citations 2011 and prior LPD Records Arrest/Booking Sheets 2007 and prior LPD Records Statistical (UCR) 2011 and prior LPD Records Permits -Permit Applications 2011 and prior LPD Records (massage, card room, peddler, tow truck, concealed weapons etc Subpoenas 2011 and prior LPD Records Arrests -11367 & 11.360H&S 2011 and prior LPD Records Sealed- Adult/ Juvenile Destruction date of LPD Records reports 2013 and prior Records related to deceased Date of Death 12- LPD Records persons (not including 2012 and prior homicide victims C -Pouches Mis eanor arrest LPD Records dgo 2003 and Prior Live Scan Billing Records 1 2912 a9b prior LPD Records Department Head: Date: 612-141 City Clerk: Date: Consent is hereby glyen to destroy the above -listed records: *City Destruction 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 fifigatlon. City of Lodi ..�..... RECEIVED— AUTHORITY TO DESTROY OBSOLETE RECORDS SAN 3 0 2014 The below -listed department records have been retained in accordance'*CLERK City's Records Management Program Policy and Procedures and. with applica le 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. Node: 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. Departpp�� r`U 6 Date: 4 �� Total No. of Pages: {' Proposed Destruction I Date: TBD Division:n Prepare B . Sign re: Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. %1VW • 11Atl�x� o RAAV-mGid 0 - v ff agi saw r . oto - � ` Department Head: Date:_._. City Clerk: Date: Consent is hereby given *City Attorney:. Destruction the above -listed records: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature certNies a Gty Attomey assessment that records are not relevant to existing or anticipated litigation. City of Lodi RECEIVED JAN 3 Q 2014 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 avolicable retained in the archives Dements involved in litigation or rending audit will not be destroyed. Department: GS Date: �.� l�( Total No. of Pages: Fj fiI Proposed Destruction Date: TBD Division, h _ `vl Prep d B , 1UW' Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Brox No. IM -CLS d GY S S• iywa_� 141D IX u— /14 e� l Department Head. Date: City Clerk: Date: Consent is hereby given to destroy the above -listed records: "City Attorney:, Destruction Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a CityAttomeyassessment that records are not relevant to existing or anticipated lffigatton. (3 City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS RECEIVED JAN 3 0 2014 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 asset 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 histortcal value and if ntl ole retained in the archives Qncuments involved in lfttlon or oendin(z audit will not be destroyed. Department: Date., Total No. of Pages: Proposed Destruction Date: Division: Prepared By: Signature: Record Series Title (Same as Retention Schedule) Dates of Records Storage Location Box No. (From and To) CS Ile- LAd ' t G` b Department Head: 66 Date: City Clerk: Date: W1 lia Consent is hereby ' n to destroy the above4isted records: *City Attorney. Date: �f Destruction Comp a ed By: Printed Name Signature Date . Attachment A — Form 4 (Authority to Destroy Records) *Signature cerflfles a City Attomey assessment that records are not relevant to existing or anticipated litigation. ,..,r.: .. , rW 1-14 1 S Xf9D uA City of Lodi WEI VEO JAN 2•9 2014 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 applicable retained in the -archives. Documents involved in litigation or pending audit will not be destroyed. Department: Community Development Date: 4121112 Total No. of Pages: 1 Proposed Destruction Date:> • Division: Building, Neighborhood Services, and Planning Prepared By: Kari Chadwick Signature: Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Copies of: Invoices / Claim Vouchers / Settlements' Prior to July. 2010 City Hail - CDD CDD - 02 General Office Supply Requests. Prior to July 2010 City Hail - CDD CDD - 01 Deposit Receipts Prior to July 2010 City Hall - CDD CDD - 01 Monthly Building Reports Prior to July 2010 City Hall - CDD CDD - 01 Request for leave slips Prior to Jan. 2011 City Hall - CDD . CDD 01 Employee Balance Accrual Worksheets Prior to Jan. 2011 City Hail - CDD CDD - 01 Misc. Correspondence Prior to July 2010. City Hall _ CDD CDD - 02 Credit Card Receipts Prior to July 2010 City Hall - CDD. CDD �­ 02 Department Head: Date: - 'City Clerk: Date: Consent is herebygi to destroy the above -listed records: *City Attorney. Date: `� l Destruction Comp a y: Printed Name Signature • Date Attachment A - Form 4 (Authority to Destroy Records) *Signature certifies a CV Attomey assessment that records are not relevant to existing or anticipated I igation. REGE 1 VED City of Lodi JAN 2 9 2014 CITY CLERK 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 littgation or pending audit will not be destroyed Department: Internal Services 1/22114 Total No. of Pages: Proposed Destruction I Data: TBD Finance/Accounting Nancy Spinelli , Sig reo re: I`te gez Record Series Title Same as Retention Schedule Dates of Records From and To Storage L cation Box No. Next Step/Leave Balance 2011-2012 Storage Room Payroll Edit Registers " Payroll Voucher Detail " Payroll Check Registers " Wage Attachment Report it Overtime Cards 2007-2008 " Daily Timecards 2007-2008 " Accounts Payable Final Post 2011-2012 Basement Accounts Payable Payment Register " Accounts Payable Payment Group " Accounts Payable Cash Requirements " Accounts Payable Posting Edit Accounts Payable Edit Report " Collectors Daily Reports It Storage Room Misc Journal Entries 2008-2009 " Wire Transfers 2009-2010 " F&M (Main) Bank Statements 2007-2008 " F&M (Payroll) Bank Statements u " Unclaimed Property Records " DB Claims Bank Reconciliation " GB Bragg Activity & Bank Reconciliation " York Activity & Bank Reconciliation " Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies a City Attomey assessment that records are notrelevent to existing or anticipated litigation. City of Lodi JAN' -ii 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 applicable, retained in Lhe archives. Documents involved in litWtion or Pending audit will not be destroyed. Department: Electric Utility Date: January 21, 2014 Total No. of Pages: Proposed Destruction 1 Date: TBD Division: Prepared By: Signature: Administration Linda Tremble Record Series Title. Dates of Records Storage Location Box No. Same as Retention Schedule From and To Payroll Records 2010 and prior Electric Utility Admin 01 Hard Copy Employment Files 2009 and prior Electric Utility Admin 01 Departed/Deceased - Hourly Purchase Orders 2010 and prior Electric Utility Admin 01 Hard Copy Meal Allowance/ 2010 and prior Electric Utility Admin M:\Word\Admin Electronic Copies Uniform Allowance/ 2010 and prior Electric Utility Admin M:\Word\Admin Electronic Copies Card Svc Visa Statements/ 2010 and prior Electric Utility Admin M:\Word\Admin Electronic Copies Verizon Billing/ 2010 and prior Electric Ufiiity Admin M:\Word/Admin Electronic Copies Business Expense Reports/ 2010 and prior Electric Utility Admin M:\Word\Admin Electronic Copies Council Agendas & 2009 and prior Electric Utility Admin M:\Word\Admin Communications/ Electronic Copies Consent is hereby gi to destroy the above -listed records: *City Attorney: Date: Ah4uo Destruction ComDle e Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature cerhWes 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 ands if applicable, retained in the archives. Documents involved in litigation or pending audit will not be destroyed.. RECEIVED JAN Z 8 2014 CITY CLERK Department: Public Works Date: January 28, 2044 Total No. of Pages: 3 Proposed Destruction I Date: TBD Division: Municipal Service Center Prepared By: Micheile.Niemantsverdriet Signature: o Record Series Title Same as Retention Schedule Dates of Records Storag Location Box No. From and To ***See Attached List*** Department Head: Date: -2' i City Clerk: Date: -2-1101 Consent is hereby'y given to destroy the above -listed records: *City J Destruction Com-p-Tet—ed By: Printed Name Signature Date Attachment A —Form 4 (Authority to Destroy Records) *Slgnature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. Record Series Title (Same as Retention Schedule) Dates of Records (From and to) Storage Location BOX NO, Asphalt 2008-2009 MSC Server Room 2009B Sidewalk Repair Program & Miscellaneous Concrete 2008-2009 MSC Server Room 20098 Encroachment Violations Jan-June 2009 MSC Server Room 2009B Encroachment Violations July-Dec 2009 MSC Server Room 2009B Traffic Work Authorizations 2008-2009 MSC Server Room 200913 Lodi Consolidated Landscape Assessment District 2003-1 2008-2009 MSC Server Room 2009B Safety Training Veriftcation - WWW Prior to 2009 MSC Server Room 2009C Asphalt 2009-2010 MSC Server Room 2009C Sidewalk Repair Program & Miscellaneous Concrete 2009-2010 MSC Server Room 2009C Landscape Maintenance(Group A - Creative Outdoor 2009 MSC Server Room 2009C Landscape Maintenance (Groups B&C - Odyssey) 2009 MSC Server Room 2009C Lodi Consolidated Landscape Assessment District 2003-1 2009-2010 MSC Server Room 2009C Confidential 2010 2010 MSC Server Room 2014A Correspondence 1999 -2005 4999-2005 MSC Server Room 2014A Downtown Lodi Business Partnership 2002-2008 MSC Server Room 2014A ICMA International City/County City/CountyManagement Assoc 2001-2004 MSC Server Room 2014A Information Systems Committee 1995-1999 MSC Server Room 2014A Janitorial Contract 1994-2010 MSC Server Room 2014A SJ Co Mass Destruction 1999-2001 MSC Server Room 2014A MSC Network Info/Corres ondence 1995-2001 MSC Server Room 2014A Miscellaneous Police Reports 2007-2010 2007-2010 MSC Server Room 2014A Recreation Facilities 2005-2006 MSC Server Room 2014A Storage at MSC - Vehicles/Equipment 1995-2002 MSC Server Room 2014A UtIlKy Coordinating Committee 2004-2008 MSC Server Room 2014A Veterans Memorial Mail 2001-2002 MSC Server Room 2014A Vehicles Personal Use of 1989-2007 1989-2007 MSC Server Room 2014A Cellular Telephone Monthly Billings 2000-2001 MSC Server Room 2014B Computer information Misc. 1992-2006 MSC Server Room 20148 CPR Training 1995-2007 1995-2007 MSC Server Room 20148 Correspondence 1990-2006 MSC Server Room 2014B Fax Machine 1996-2007 MSC Server Room 2014B Key Lists 1976-1996 MSC Server Room 20148 Emergency Preparedness 2002 MSC Server Room 2014B Hepatitis B Roster/Declines 1993-1995 MSC Server Room 2014E OSHA 1989-1993 MSC Server Room 2014B OSHA Respirator Questionnaire 2003 MSC Server Room 2014B Safe Commiftee 1996 - 2005' 1996-2005 MSC Server Room 2014B Safety Equipment Trainin 1992-1993 MSC Server Room 2014B Safety General 1993-2006 MSC Server Room 2014B iSafety Training Verification Sheets - Equipment Maint 1996-2002 MSC Server Room 2014E Record Series Title (Same as Retention Schedule) Dates of Records (From and to) Storage Location BOX NO. Operation Statements 2010 2010 MSC Server Room 2014D Claims 2010 Jan - June 2010 MSC Server Room 2014D Travel Claims 2010 Jan -June 2010 .. MSC Server Room 2014D Travel Claims 2010 July -December 2010 MSC Server Room 2014D Transmissions 2001. MSC Server Room 2014D Tutition Reimbursement 19942009 MSC Server Room 2014D Personal Use of City Vehicles 2008-2011 MSC Server Room 2014D Small Tools 1995 MSC Server Room 2014D Street Grinding_ .2005-2006 MSC Server Room 2014D Street Grinding Informal Bids 1990-1995 MSC Server Room 2014D Paint, Slumpt Stone, Fences 1971-2008 MSC Server Room 2014D Street Lights 2001 . MSC Server Room 2014D Bus Stops. 1993-2007 MSC Server Room 2014D Celebratioon Central 2002-2009 MSC Server Room .. 2014D. 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/ftposed of. Note: Documents will be ►ev/ewed for hlstortca/ value and ifWp_11cahle. retained in the archives Documents involved in fi Wtion or pending audit will not be destroyed. Department: Date: Total No. of Pages: Proposed Destruction City Clerk 1/31/2014 1 Unknown Date: 3/31/2014 Division: Elections and Operations Prepared By: Randa Johl-Olson Signature: Record Series Title Dates of Records Storage Location Box No. Same as Retention Schedule From and Ta OPERATIONS: City Clerk/City Council Calendars 2011 and prior All records listed are Not Applicable (GC 34090 at seq. - 2 years) currently stored in the City Clerk's Office and/or vaults. City Clerk/City Council Travel 2011 and prior GC 34090 at seg.-- 2 years City Clerk/City Council 2011 and prior Departmental Budget Copies GC 34090 at seg. - 2 ears City Clerk/City Council General 2011 and prior Correspondence GC 34090 et se , — 2 rs City Council Regular / Special 2011 and prior Meeting Packets (Available in e -Records) (GC 34090 at seg, - 2 ears Shirtsleeve Session Meeting 2011 and prior Packets (Available in e -Records) (GC 34090 at seg, — 2 ears Regular/Special/Shirtsleeve 2012 and prior Session Meeting Tapes AudioNideo GC 34090.7 — Current + 3 months Hardcopy Closed Session 2011 and prior Minutes (GC 34090, 34090.5 - 2 years) (Closed Sess/on Mfiutes Kept PermanenUY Electmdcall Board, Committee, Commission 2008 and prior Applications and Correspondence - Selected GC 34090 40801— 5 ears Board, Committee, Commission 2011 and prior Applications and Correspondence - Not Selected GC 34090— 2 ears Legal Advertising/Proof of 2009 and prior Publications (CCP 343,-349 at seq., GC 911.2, 34090 - 4 years) 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 Petitions to Legislative Body 2012 and. prior . GC 6253, 50115 —1 yeao Public Hearing Notices 2011 and prior GC 34090 — 2 ears Public Records Act Requests 2011 and prior GC 34090 — 2 ears Protests from City Council Public 2011 and prior Hearings — Water / Wastewater / Electric Utility Rates GC 34090 — 2 ears Protests from City Council Public 2011 and prior Hearings — All Other GC 34090 — 2 ears Weed Abatement Files 2011 and prior GC 34090 — 2 ears ELECTIONS: Election Calendars 2011 and prior GC 34090 — Election + 2 ars Certificates of Election 2011 and prior GC 34090— Election + 2 ears Nomination Papers — Elected and 2007 and prior Non -Elected EC 17100 — Term + 4 ears Notices and Publications 2010 and prior GC 34090 — Election + 2 Years Oaths of Office 2005 and prior (GC 34090, 29 USC 1113 — Term + 6 ears Petitions — Initiatives, Recalls, 2012 and prior Referendums (,C 14700, 17200, 17400, GC 7253.5, 3756.8 — Election + 8 months Candidate Statements 2010 and prior GC 34090 — Election + 2 years FPPC: Form 460 - Campaign Disclosure 2006 and prior Statements, Non -Elected (GC 81009 — Current + 7 years, Elected - Permanent Form 460 — Campaign Disclosure 2006 and prior Statements, Committees GC 81009 — Current + 7 ears Form 700 - Statements of 2006 and prior Economic Interest.— Administration/Employees FPPC 0 inions — Current + 7 ears Form 700 - Statements of 2006 and prior Economic Interest— Elected GC 81009 — Current + 7 years Form 700 - Statements of 2006 and prior Economic Interest — Non -Elected GC 8f 009 — Current + 7 ears Form 801 — Gifts to Agency 2006 and prior GC 81009 — Current + 7 ears Form 802 — Ticket Distribution 2006 and prior GC 81009 — Current + 7 ears Form 603 — Behested Payment 2006 and prior GC 81009 — Current + 7 ears 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 Form 806 — Appointments 2006 and prior GC 81009 — Current + 7 ars All Forms Not Specified Above - 2006 and prior Elected and Non -Elected GC 81009 — Current + 7 ears Department Head: Date: City Cleric: Date: Consent is hereb ' n to destroy the above -listed records: *City Aiiome . Date: t� Destructionto Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature certffles a City Aftorney assessment that records are not relevant to existing or anticipated Iftlgation. 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: Administration Date: 1131114 Total No. of Pages: Proposed Destruction Date: TSD Division: City Attorney Prepared By: Peggy Nicolini Signature: .' Record Series Title (Same as Retention Schedule) Dates of Records (From and To) Date files closed Storage Location ' Q ; Box No. Litigation Cases 2010-2011 City Hall Vault Pitchess Motions 2010-2011 City Attorney's Office Misc. Code Enforcement/Public Nuisance Issues 2009-2011 " Misc. Legal Billings 2004-2008 " Misc. Project Files 2000-2010 " Misc. Subject Files 2005-2011 " Lodi Municipal Code Violations 2007-2010 " Restraining Orders 2011 Vicious Dog Hearings 2005-2011 " Discrimination Complaints 2009 " Deposition Subpoenas/Subpoenas for Employment Records/Public Records/CPRA Requests 2005-2011 " Confidential Personnel Records 2005-11 " Property Acquisitions 2000-2008 " Property Sales 2001-2009 Eminent Domain 2007 Vicious Dog Hearings 2005-2011 " Department,H l- Date: l `% h% /YZ City Clerk: Date: Consent is hereby given to destroy the above -listed records: - - -, / *City Attorney: r'�� ^ Date:.1 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.