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HomeMy WebLinkAboutResolutions - No. 2009-23RESOLUTION NO. 2009-23 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING DESTRUCTIONOF CERTAIN CITYWIDE RECORDS WHEREAS, in accordance with Government Code Section 34090, the City Clerk and City Attorney have filed written consent to the destruction of certain Citywide records as specifically set forth in the attached inventory marked as Exhibit A, and thereby made a part hereof. NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that: 1. The records heretofore identified are no longer required. 2. The Lodi City Council finds that the City Clerk and City Attorney have given written consent to the destruction of the records inventoried on Exhibit A attached hereto and the destruction of those records is hereby authorized. Dated: March 4, 2009 hereby certify that Resolution No. 2009-23 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 4, 2009, by the following vote: AYES: COUNCIL MEMBERS — Hitchcock, Johnson, Katzakian, Mounce, and Mayor Hansen NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS— None DI JOHL City Clerk K1I11s�c3 City of Lodi A AU T nvvRi 1 1 TO DESTRO) OBSOLETE RECORD, 1EXHUT Al The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent cf the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documenfs will be reviewed for hisforical value and, if applicable, refained in the archives. Documenfs involved in litigation or pending. audit will not be destroyed. Department: Date: I Total No. of Pages: I Proposed Destruction Citv Clerk I Date: TBD Division: Prepared By: Sign r Elections& Operations Corina Farnsworth ir�d Record Series Title Dates of Records Storage Loca ion Box No. Same as Retention Schedule From and To City Council Calendars and City 2006 and prior City Clerk's Office Council/City Clerk Travel City Council and City Clerk's 2006 and prior City Clerk's Office Office general correspondence City Council meeting packets 2006 and prior City Clerk Vault (NOTE: These records have been scanned, indexed, and are accessible in the City's e -records system) Shirtsleeve Session meeting 2006 and prior City Clerk Vault packets (NOTE: These records have been scanned, indexed, and are accessible in the Citys e-recordssystem) Notice of Public Hearings 2004 and prior City Clerk's Office Legal Advertising/Proof of 2004 and prior City Clerk's Vault Publications Weed Abatement Files 2006 and prior City Clerk's Office City Council Audio & Video Tapes 2006 and prior City Clerk's Office Administration/Campaign 2003 and prior City Clerk Vault Statements and Conflict cf Interest Candidate Statements 2004 and prior City Clerk Vault Nomination Papers 2003 and prior City Clerk Vault Department Head: Date: City Clerk:. Date: Consent is hereb iven to destro he above -I fisted records: *City Attorne • Dater L" Destruction Completed -By: Printed Name Signature Date AttachmentA — Form 4 (Authority to Destroy Records) *Signature certifies a CityAttorney assessment that records are not relevantto existing or anticipatedlitigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. Th accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properlydestroyed/disposed of. Note: Documents will be reviewed fr historical value and, if aonlicable, retained in the archives. Documents involved in litigation or pending audit will not be desWyed. Department: Internal Services City Clerk Date: 02-06-09 Total No. of Pages: one Proposed Destruction Date: TBD Division: FinancialServices Prepared By: Cory WadlowAccountin Senior Accountant - Plgcvua4,, Record Series Title Same as Retention Schedule Dates of Records Fzanand To Storage Location Box No. Next Step/Leave Balance 2006-07 Basement Pavroll Edit Reaisters Payroll Journal Detail Payroll Integrity Reports Payroll Voucher Detail " Pavroll Check Reaisters Wage Attachment Report ' Overtime Cards 2004-2005 " Accounts Pavable Final Post 2006-2007 Accounts Payable Payment Reciister U" Accounts Payable Payment Group " Accounts Payable Cash Requirements Accounts Payable Posting Edit Accounts Payable Edit Report Collectors Daily Reports U ° Misc. Journal Entries 2003-2004 " Wire Transfers 2005 ° Inventory 2006-2007 U City Clerk: Consent is herebv given to destroyAbwAove-listed records: *City Date: Attachment - Form (Auth-o-rify to Destroy Records) "Signature certifies a City Attomey assessment thatrewrds are not relevant in existing or anticipated litigation. City of Lodi Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *SignatureceniBes a City Attorney assessment that records am not relevant to existing oranficipated lifigafion. City of Lodi AUTHORITY TO DESTROY .E' E ORD 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 ornendina audit will not be destroyed. Department: Internal Services Date: 1/29/09 Total No. of Pages: Proposed Destruction 0YLB1 D te: Division: Finance Prepared By: Gail Glissman Signature: PqLA4� Record Series Title Dates of Records Same as Retention Schedule From and To Business Tax Applications 2003 Finance Basement CIS Daily Postings &Journals July 2002 -June 2003 Finance Basement Service Orders/Utility Contract July 2002 -June 2003 Finance Basement Correspondence July 2004 -June 2005 Finance Basement Deposit Refunds July 2002 -June 2003 Finance Basement Enforcement Technology Parkinq Balancing Reports July 2002 -June 2003 Finance Basement Lodi Downtown Business Partnershi Collections July 2002 - June 2003 Finance Basement Miscellaneous Receivables July 2002 -June 2003 Finance Basement Returned Checks July 2004 -June 2005 Finance Basement Pet License Applications July 2002 -June 2003 Finance Basement Department Head: City Clerk: Consent is hereby aiven to destrov v�Gdisted records: *City Destruction Completed By: Date: 4514-9 Date: Date: Attachment A - Form 4 (Authority to Destroy Records) Signature certifies a CityAttorney assessment that records are not relevant to existing or anticipated litigation. on City cf Lodi Printed Name Signature Date Attachment — Form 4 (Authorityto Destroy Records) *Signaturecertifies a CityAttomey assessment that records are not relevant to existing or anticipated litigation. City of Lodi RECEIVED 1009 -2 AM 11: 41 AUTHORITY TO DESTROY OBSOLETE RECOR� CITY CLERK The below -listed department records have been retained in accordaRcTe A 4WI City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City cf Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these 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: Date:Total d9 No. of Pages: Proposed estr tign, Date: � i Division: Prepared By: IS CAi'l Signature: Record Series Title (Same as Retention Schedule) Dates of Records (From and To §torage Location Box No. Department Head: ate, Date: 1136110 City Clerk: Date: Consent is hereby given to destr the above -listed re rds: *City Attorney. Date: Destruction Completed By: Printed Name Signature Date Attachment A —Form 4 (Authority to Destroy Records) *Signaturecertifies a CityAttomey assessmentthat records are not relevant b 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 hisforical value and, if applicable, refained in the archives. Documents involved in litigation orpending audit will not be desfroved. Department: Police Date: 01/27/09 Total No. of Pages: Proposed Destruction Date: 031 109 Division: Administration Prepared By: S. Meyers Sig ture• Record Series Title (Same as Retention Schedule) Dates of Records (From and To) Storage Location Box No. Background Investigations + 5 yrs from closure Administration and Employment Records of date (prior to 2004) personnel filing previous employees who cabinet have left employment with the Ci not Retirees). Background Investigations + 5 yrs from closure Administration And Employment Records of date (prior to 2004) personnel filing Retired employees who are cabinet Now deceased. Department He City Clerk: Cons *City Destruction Completed By: Date: k2,2 -P1 Date: Date: Printed Name Signature Date 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 AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these recordswill be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and, if applicable, retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department: Police Division: Administration Date: 02120109 Prepared By: Julie Wall Total No. of Pages: Signature' Proposed Destruction Date..: ``031 -1D9 _tjaL ,. Recor—ies Tit a d erg Same as Retention Schedule) Dates o Records From and To Storage Location Box No. Employee Time Cards and +3 yrs from closure Investigations Storage related payroll records. Date (prior to 2006) Room Department Head City Clerk: Date_Z- 0- .i -OF Date: Consent is hereby given to destr the above -listed records: *City Attorney: ' Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) Signature certifies a CityAttomey assessmentthat 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: Documenfs will be reviewed for historical value and, if applicable, refained in the archives. Documents involved in litigation orpendinq audif will not be desfroved. Department: Police Date: 01/27/09 Total No. of Pages: posed Destruction lZe:031 109 Division: Investigations Prepared By: Lt. Bryan Noblett Signature: -C&;�= Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Sfox No. Admin/Internal + 5 yrs from closure Investigations Investigations date Lt. filing cabinet Background Investigations + 2 yrs from closure Investigations (not hired) date Lt. filing cabinet Department Hea : Date: City Clerk: Date: Consent is hereb ive destroy a above -listed records: *City Attorney: Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signature certifies a CityAttomey assessment that records are not relevant to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these recordswill be properly destroyed/disposed of. Department: Police Date: 01/27/09 Total No. of Pages: 5,000 Proposed Destruction Date: 03/15/09 Division: Records Prepared By: H. Kirschenman Signatur bxrsc� Record Series Title Same as Retention Schedule Dates of Records Storage Location From and To 13ox No. Traffic Citations +2 yrs from closure Records cabinets Date old '2006' Incident reports 1/1/03thru 12/31/03 Records cabinets a City Clerk: Date: Consent is her he /e -listed records: *City Attome - Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authorityto Destroy Records) Signature certifiesa CityAttomey assessmentthat 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 recordswill be properly destroyed/disposed of. Note: Documenfs will be reviewed for historical value and, if applicable. refained in the archives. Documenfs involved in litigafion onoending audit will not be destroyed. Department: Date: Total No. of Pages: 3 1 Proposed Destruction Public Works 02/09/09 J Date: T_ B Division: Prepared By: Signature Administration/EngineeringAdministration/Engineering Pam Farris Record Series Title Dates of Records Storage Location Box No. Cellular Phone Bills (02-03) (Fin - C) 2002-2003 City Hall 1 Engineering Statements 2002 (Fin - 2002 City Hall 1 S Finance Dept. Memos (98-02) (Fin -M) 1998-2002 City Hall 1 Engineering Statements 2003 (Fin -S) 2003 City Hall 1 BMX Track — Salas Park/Century 2000-2002 Citv Hall 1 Traffic Control Devicelnventor_v (OTS 1997-2002 City Hall 1 Grant) TR-R&S Eastside Lighting Project Phase 3 2000-2002 City Hall 1 PR -E Alley South of Pine St. Wastewater 2003-2004 City Hall 1 Main Rehab Project PR -SS Lawrence Park Playground 2002-2003 City Hall 1 Improvements. 350 N. Washinnton Lodi Lake Fishina Dock, 1101 W. 1997-2002 Citv Hall 1 Turner Rd.(PR-15) Lodi Ave. and Sacramento St. Signal 1998-2002 City Hall 1 Modifications PR -SI Traffic Signal and Street Lighting for 2003 City Hall 1 Century Blvd. and Ham Ln. PR -SI Lockeford St. Storm Drain (Mills Ave. 2003-2004 City Hall 2 to 300 Feet East of Loma Dr.) (PR - SD Main St. Storm Drain Improvement 2003-2004 City Hall 2 Beckman Rd. Reconstruction& Bike 1998-2001 City Hall 2 Lane Striping, 1,000 Ft. South of Vine St. to 700 Ft. North of Pine St, (PR- S Kettleman Lane Street Improvement 1979-1982 City Hall 2 1-5(PR-ST) Kettleman Lane (Hwy. 12) Landscape 2001-2005 City Hall 2 and Irrigation Project (Hutchins St. to Fairmont Ave.(PR-ST) AttachmentA — Form 4 (Authorityto Destroy Records) *Signature certifies a CityAttorney assessment that records are not relevant to existing or anticipated litigation. City cf Lodi Lower Sacramento Road Utilities 2000-2002 City Hall 2 (Kettleman Lane to Turner Road) PR -ST Stockton St. Reconstruction —Tokay 2001-2002 City Hall 2 St. to Lodi Ave. PR -ST Stockton St. Reconstruction—Tokay 2001-2002 City Hall 2 St. to Lodi Ave. Certified Payroll & Preliminary Notices PR -ST Well 10C Site Improvements, 790 N. 2002-2004 City Hall 2 Guild Ave. PR -W Well 10C Well Drilling, 790 N. Guild 2002-2003 City Hall 2 Ave. PR -W Turner Rd. @ Mills Ave. Grade 1980-1999 City Hall 3 Crossing Protection— DEA 05.3 (PR - ST Communication Conduit Installation, 2004 City Hall 3 305 W. Pine St. to 300 W. Pine St. PR -M Elm St. Parking Lot, 11, 15, & 17 W. 2000-2002 City Hall 3 Elm Street PR -M General Plan — Jones & Stokes (PR- 1988-1991 City Hall 3 M Growth Management Plan (PR -M) 1988-1991 City Hall 3 Police Department Carnegie 1996 City Hall 3 Basement Remodel Specifications PR -M Roof Evaluationsfor City Buildings 1997-2000 City Hall 3 Price Consulting, Inc PR -M Re -Roof Project, 100 E. Pine St. 2002-2003 City Hall 3 New Shanghai Building) PR -M Vehicle Exhaust Extraction Systems 2000-2001 City Hall 3 for Fire Stations 1,2,&3 PR -M White Slough Control Building Re- 2002 City Hall 3 roof, 12751 N. Thornton Rd. PR -M Property Acquisition — 13 N. Church 1990-1992 City Hall 3 St. PR -C Property Acquisition -233 N. Church 1990 City Hall 3 St. PR -C Property Acquisition —207 W. Elm St. 1987-1988 City Hall 3 PR -C Property Acquisition —211 W. Elm St. 1987-1988 City Hall 3 PR -C Property Acquisition — 214 W. 1989-1990 City Hall 3 Lockeford St. PR -C Property Acquisition — 346 N. 1990 City Hall 3 Stockton St. PR -C Property Acquisition (Miscellaneous No dates. Blank City Hall 3 Documents) (PR -C) forms only. Business Expense Reports & Claim .2000-2002 City Hall 3 Vouchers 2000-2002 FIN -C Special Allocations FY 2000 — 2000 2000 City Hall 3 FIN -B Special Allocations FY 2001-2002 2001-2002 City Hall 3 FIN -B Animal Shelter (1982 - 1989) (PR -M) 1982-1989 City Hall 3 Attachment A — Form 4 (Authority to Destroy Records) Signature certifies a CityAttorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi Department Head: Date: 1- / I City Clerk: Date: Consent is hereby given to Best the above -listed records: *City Attorney. Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) *Signaturecertiiies a CityAttomey assessment that records are not relevant fi existing or anticipated litigation. City of Lodi AUTHORII , rO DESTRO) OBSOLETE REC( RC 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 orpendin-q audit will not be destroved. Department: P ERNAL SERVICES Date: FEBRUARY 10, 2009 ___P Total No. of Pages: 1 Proposed Destruction Date: TBD Division: PURCIIAWG Record Series Title Prepared By RNDY LIPELT Dates of Records Sig ature: T : Storage Locatiofi � Box No. PURCHASE OMERS 1993-1994 MSC WAREHOUSE 8, Department Head -�`/�_ Date: 10 2l City Clerk: Consent is hem iven to destroy -the above -listed records: Destruction Completed By: Date: Printed Name Signature Date AttachmentA — Form 4 (Authority to Destroy Records) "Signature certifies a CityAttomey assessment that records are not relevant to existing or anticiriatedlitigation.