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HomeMy WebLinkAboutResolutions - No. 2013-31RESOLUTION 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: 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 6, 2013 1 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 JOHL City Clerk 2013-31 11-1', i "i" A City of Lodi EX The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyedldisposed of. Note: Documents will be reviewed for historical value and if.pppficable, retained in the archives. Documents involved in fiti ation or pending audit will not be destroyed, Department: nate: Total No. of Pages: Proposed Destruction Public Works 114143 4 Date: 3131113 Division: Prepared By: Signature: AdministrationlEn ineerin Pam Farris Record Series Title Dates of Records Storage Location Box No. Satre as Retention Sciaeduto From and To _ City of Lodi Public Library Lighting Retrofit 10/07-7108 Lodi Unified School District CNG Fueling 3101-9103 City Hall 1 Station Construction 820 S. Gluff Ave. Lodi Unified School District CNG Fueling 4104-1106 City Hali 1 Station Construction (820 S. Cluff Ave,) — Certified Pa roll & Preltmtna Notices _ Lodi Unified School District CNG Fueling 9/03-3/05 city Hall 1 Station Construction (820 S. Cluff Ave.) — Construction Bid Correspondence Lodi Unified School District CNG Fueling 5103-6106 City Hall 1 Station Construction (820 S, Cluff Ave.) — Federal Aid Documents, Design for Construction & Contract Documents Lodi Unified School District CNG Fueling 12/00 — 1/05 City Hall 2 Station Equipment (820 S. Ctuff Aver _ ry Lodi Unified Schoo€ District CNG Fueling 1104-11/04 City Hall 2 Station Equipment (820 S, Cluff Ave.) — Bids & Specifications _ Stockton Street Asphalt Concrete 2106-12/08 City Hall — 2 Resurfacing, Kettleman Lane to 1,400 Feet South of Centu Boulevard Stockton Street Parkway Landscape, 12102-1/06 City 1-14 2 Tokay Street to Alley North of Locust Street Stockton Street Reconstruction, Lodi 4101-11/02 City Hal( 2 Avenue to Lockeford Street Stockton Street Reconstruction, Lodi 6101-8/02 city Hall T� 2 Avenue to Lockeford Street— Preliminary Notices and Certified Payroll Professional Services Agreement — 8/06-11109 City Hall 4 Associated Consultants, tnc, (Deflection Testing 2005106 Professional Services Agreement — 2105-5/06 City Hall 4 ATEEM Electrical En ineerin Inc. Professional Services Agreement — Bartle 6105 — 5106 City Hal[ 4 Wells Associates Professional Services Agreement— Brown 12109-5110 City Ha(I 4 & Caldwell_rr. Professional Services Agreement — DJH 2104-4/04 City Hall 4 Engineering Professional Services Agreement— 11109-4110 City Flail 4 Ecologic. Inc. Professional Services Agreement — Hilton, 611)$ -- 8109 City Hall 4 Farnkopf & Hobson Consultants, LLC Attachment A W- Form 4 (Authority to Destroy Records) *Signature cerNfles e City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi Professlonal Services Agreement — Harris 10/98 —1 1103 City Hall 4 & Associates File #? Professional Servfces Agreement— Harris 4/99-6103 City Halle 4 & Associates (File tf2j _ W 2008 Asphalt Rubber Cape Seal Various 5108-3109 City Hall 4 Streets 2008 Asphalt Rubber Cape Seal Various 7/08-1/09 City Hall 4 Streets -- Certified Payroll W _ 2008 Asphalt Rubber CapeSeal Various 5/08 City Hail 4 Streets — Specifications Lower Sacramento Road Widening 4105-8/07 City Hall 5 (Harney Lane to Kettleman Lane) — Contractor's Correspondence, General Correspondence, Project Personnel & Various Agreements _ Lower Sacramento Road Widening 11107 City Hall _ 5 (Harney Lane to Kettleman Lane) Design — RFPs & ierres ondence Lower Sacramento Road Widening - 8105-8106 City Hall 5 (Harney Lane to Kettleman Lane) — Contract Change Orders, Contract Item Pay Quantify Documents, Extra Work Lower Sacramento Road Widening 12104 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 8104-9/06 City Hall 5 (Harney Lane to Kettleman Lane) — PreconstruoWn Bid Correspondence & Construction Bids Lower Sacramento Road Widening 1101 --10107 City Hall 5 (Harney Lane to Kettleman Lane) — Preliminary Engineering & Design (Matic Thomas &Com an Lower Sacramento Road Widening 8103-11105 City Hall 5 (Harney Lane to Kettleman Lane) -- SJCOGISTPISTIP A reements _ Lower Sacramento Road Widening 7105 — 2106 City Hall 5 (Harney Lane to Kettleman Lane) — Measure K Funding Professional Services Agreement — 4104-8104 — City Hall 5 Krnan & Associates, tnc. Lower Sacramento Road Widening 6105-12106 City Mall 6 — (Harney Lane to Kettleman Lane) — Certified Payroll North San Joaquin Water Conservation 5/03-7103 _ City Hail 6 District Acrea 0Charge/Ballots Radon 10199-4100 City Hall 6 _ Eastside Paris N-18 (Formerly Richards 3103-12103 City Hall - 6 Ranch Lower Sacramento Road Widening 12/00 —1 1103 w. City Hall 6 (Kettleman Lane to Turner Road) Lower Sacramento Road Widening 4101-12/02 City Hall 6 (Kettleman Lane to Turner Road) — Certified Payroll Lower Sacramento Road Widening 9/01-5103 City Hall 7 (Kettleman Lane to Turner Road) (Measure K) — Contract Change Orders, Contract Items Pay Quantity Documents Lower Sacramento Road Widening 10100 — 4105 _ City Hall 7 (Kettleman Lane to Turner Road) Measure K) — DBE Info & Specifications Attachment A -M 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 Hail 7 (Kettleman Lane to Turner Road) (Measure K) – Engineer's Daily Reports & Weekly Record of Working Hates Lower Sacramento Road Widening 12!98 •- 1199 City Hall 7 (Kettleman Lane to Turner Road) (Measure K) – Design, RFPs & Correspondence �– Lower Sacramento Road Widening 5101 – 9101 City Hail 7 (Kettleman Lane to Turner Road) (Measure K) – Material Certificates & Materials Data — �– Lower Sacramento Road Widening 4199 – 8101 City Hall 8 (Kettleman Lane to Turner Road) Measure K – Environmental Documents Lower Sacramento Road Widening —41CO--- 1105 City Halt 8 (Kettleman Lane to Turner Road)(Measure K – Federal Aid Documents Lower Sacramento Road Widening 8101 –12!01 City Hall 8 (Kettleman Lane to Tumer Road) (Measure K) – Labor Compliance & EEO Records & Prelimina tJotices Lower Sacramento Road Widening 10/00 – 12105 City Hall 8 (Kettleman Lane to Turner Road) (Measure K) – Preconstruction Bid Corrospandenoe & Construction Bids Lower Sacramento Road Widening 3/99-11101 _ City Hall 8 (Kettleman Lane to Tumor Road) (Measure K) – Preliminary Engineering & Desi n _ Lower Sacramento Road Widening 6199-7/03 City Halt 9� (Kettleman Lane to Turner Road) (Measure K) – Preliminary Engineering & Design (Mark Thomas & Co. Bills)_ Lower Sacramento Road Widening 1101 –5103 City Hall 9 (Kettleman Lane to Turner Road) (Measure K) – Progress Payment Estimates & Status of Funds Lower Sacramento Road Widening 7199-7104 City Hall – 9 (Kettleman Lane to Turner Road) – STPISTIP Measure K Agreements Lower Sacramento Road Median 7t05 – 7106 City Hall 9 Landscaping & Irrigation (Kettleman Lane to Harney Lane) Lower Sacramento Road Widening 1107-1 1!07 City Hall _ 10 (Kettleman Lane to Turner Road) -- Mark Thomas Bills Well Automation and Telemetry System 12/80-8/83 City Hall _ 11 Wastewater Treatment Master Plan RFQ 5/98-10198 City Hall 11 Wastewater Treatment'Master Plan (West 6198-12/00 City Halt 11 Yost & Associates) 2001 – File #1 Wastewater Treatment Master Pian (West 1101 –1/08 City Hall 11 Yost & Associates 2001 –Filo #2 Harney Lane Crossing at Woodbridge 8100-6106 City Hall 11 ,Irrigation District Canal Accident Reports (File 1) 11/99-6/03 City Hall 13 – Ac6dent Reports (File 2) — 1103-3106 City Hall 13 Transportation Manager Position 7199-9/02 City Hall 13 SJCOG Congested Management Plan 10/90-6195 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 4198-12199 City Hall 14 Avenue Traffic SfgnallMedian Project HES Granth jT 99819-� _ _ 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 Traffic Signal and Street Lighting for 8101 —9103 City Hall 14 Harney Lane & Stockton Street Traffic Signal and Street Ughting for 1102 — 6103 City Hall 14 Harney Lane & Stockton Street — Payroll and Prelirn€nary Re orfs Turner Road and Mills Avenue Raiiroad 2/88 City Hall 14 Cross€n Protection Lighted Crosswalk/Flashing Beacon 2104 — 2106 City Hall 14 Project, Elm Street at Loma Drive and at Mills Avenue and on Mills Avenue at Various Locations Lighted Crosswalk/Flashing Beacon 4105-10105 City Hall 14 Project, Elm Street at Loma Drive and at Mills Avenue and on Mills Avenue at Various Locations — Certified Payroll Lockeford Street at Calaveras Street — 2104-1/06 City Hali 14 Safe Route to School Grants Lockeford Street at Calaveras Street — 1,05-8105 City Hall ry 14 Safe Route to SchoolGrants— Certified Payroll Kettleman Larne (Highway 12) and 1999 City Hall 15 Crescent Avenue Traffic S€gnaltMedian Pro ect — Specifications Kett€eman Lane (Highway 12) and 9199 City Hall 15 Crescent Avenue Traffic SignallMedian —Project W Bids & DBE Information Civic Center/Annex Office Space 5/02-1103 _ City Hall 15 Decisions Construction Specifications —1983 5183-10/98 City Hall 15 Centra€ City Revitalization 6195 — 5198 City Ha€1 15 No Parking 1/83-11193 City Hall 16 Speed Zoning 1981 -1993 City Haq 16 Budget (Transit) 11!03 — 2106 City Hal- 15 — Transit Miscellaneous (File #3) 11/01 -- 12106 City Hail _ 16 *In all cases, original Department Head: City Cleric: are maintained. Date: t(r3 Date: Consent is her iven to destr e above -listed records: Tity Attorney\ l 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 KWIVE9 JAN - 4 2013 OITY CLERK The below -fisted 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 ifapplicable retained in the archives. Documents involved in litrpation or pending audit will notbe destroy Department: Internal Services Date: 1/4120U Total Pio. of Pages: 9 1 Proposed Destruction I Gate: tE ITO Division: Risk Management Prepared By: Janet Hamilton Signature: 1 Record Series Title (Sante as Retention Schedule) Dates of Records (Prom and Ta Storage Loca ' Box Aro. Invoices 2002 - 2007 City Hail basement 1 - 2 Bids -- GI- & WC TPA 1998, 2005 Parking garage 3-4 Claims, Damages 1984, 2004 Parking garage 6-6 Department Head- Date: 1 City Clerk: Date: 1113 Consent is here ven to destro above -listed records: *City Attorney: Date: De ,truction 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 RECEIVED JAN 3 0 2013 AUTHORITY TO DESTROY OBSOLETE RE9®RU 4ITy 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. j Documents involved in litigation orpending audit will not be destroyed. Department: Internal Services gate: 112412013 fatal No, of Pages: 2Proposed Destruction Date: TWO Division: Accounting Prepared By: Nancy Spinelli Signature,p. Record Series Title Same as Retention Schedule Dates of Records jFrom and To Storage Location'"7f Box No. Next Step/Leave Balances 2010-2019 Storage Room Payroll Edit Registers " Payroll Journal Detail " Payroll Voucher Detail " Payroll Check Registers" Wage Attachment Report Overtime Cards 2008-2009 µ " Daily 'Timecards _ Accounts Payable Final Post 2010-2011 Basement Accounts Payable Payment Register " _ Accounts Payable Payment Group _ Accounts Payable Cash Requirements " Accounts Payable Posting Edit " _ Accounts Payable Edit Report " Collectors Daily Reports " Misc Journal Entries 2007-2008 Storage Room Wire Transfers 2008.2009 " Inventory 2010-2011 F&M Bank Statements 2004-2005 Basement Unclaimed Property Records Storage Room DB Claims Bank Reconciliation 2005-2007 " IGS Activity & Bank' Reconciliation Accounts Payable Claims 2005-2006 _ Basement CaicelledfVoided Checks 2005-2006 Storage Room 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 Department Hea..4 ,,�� -� .-� ---- Date: City CieriC: Date: 1 V Consent is hereby given to destroy the above -listed records: *City Attorney: Date --2. k S 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 2 4 2013 The below -listed department records have, been retained in accordance with the City's Records Management Program Policy and Procedures and w1fl; 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. Doc ments involved in litigation or pending audit will notde destroyed. Department: Fire Date:1i17113 Total No. of Pages: I Proposed Destruction Date: T9b Division: Prevention Prepared By: Carl Shates Signature: Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Accounts payables invoice c0 !es 711109 — 6130110 Fire Prevention 1i Department H ead Date: Ile 3 i City Clerk: Dater Consent is hereby given to destroy the above -listed records: "City Attorney.. Date: Destruction 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 OR1331a 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 a d if a !i abI retained !n th archtves. Documents involved in litigation or endin auditi11 not be destro ed. Department: Internal Services 1 Date: 9124113 Total No. of Pages:1 Proposed Destruction I A DAte::,+p Division: Finance Prepared By: Gall Glissman Signature: Record Series Title Same as Retention Scheduie Dates of Records Storage Location from and To Dox No. Business Tax Applications 2007 Finance Basement CIS Daily Postings & Journals July 2006 -June 2007 Finance Basement Service Orders/l.itiff Contract July 2006 -June 2007 Finance Basement Correspondence July 2008 -June 2009 Finance Basement I5eposit Refunds July 2006 -June 2007 Finance Basement Enforcement Technology Parking Balancing Reports July 2006 -June 2007 Finance Basement Lodi Downtown Business Partnership Collections July 2006 -June 2007 Finance Basement Miscellaneous Receivables July 2006 -June 2007 Finance Basement Returned Checks July 2008 -June 2008 Finance Basement Pet License Applications July 2006 -June 2007 Finance Basement Department Head: Date:jt 1 City Clerk: Dater 1 Consent is hereb iven to destroy the above -listed records: *City Attorney: Date Attachment A — Form 4 (Authority to Destroy Records) "Signature certfir&s a O y Rttomey assessment that records are not relevant to existing or antlaipated fitfoation. City of Lodi The below -listed department records have been retained in accordance with the City's Records Ma nagarnent Prograi n 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 !Ration or pending audit will not badestroyed. Department: Fire Date: 1/23113 Total No. of Pages: 2 #1 of 2 � Proposed Destruction Date: TBD Division: Administration Prepared By: Linda Hoover Signature: e, _ ��0 Vr� Record Series Title Sarre as Retention Schedule Dates of Records From and To Storage Location Box No. Acct's. Payable Invoices/Copies 711109 — 6/30/10 Fire Admin. 1 Claim Vouchers/Copies 711109 — 6/30/10 Fire Admin. 1 Correspondence 711109 — 6130110 Fire Admin. 1 Expendable Trust/Copies 711/09 -- 6/30/10 Fire Admin. 1 Experiditure/Transaction Analysis Repo rts/Copies —7/1109— 6130110 Fire Admin. 1 FLSA Pay/Copies 2009 Fire Admin. 1 Admin. Leave Pay, Comp. Leave Pay, Holiday Pay, Vacation Pa ICo les 2008-2009 Fire Admin. 1 Release of Care Against Medical Advice/Copies 711108 — 6130109 Fire Admin. 1 Leave Balance Accrual sheets/Copies _ 6130108 — 6128109 Fire Admin. 1 Ride Along Forms 2007-2009 Fire Admin. 1 Supply Order RequesfslCo ies 711109 --6130/10 Fire Admin. 1 Time -Off Requests 2009 Fire Admin. 1 Department Head ---D Date: City Clerk: Date: Consent is here ver o destroy t above -listed records: :City �,t° rr:ey: i —�j Date: Vr�, 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 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. !Vote: Documents will be reviewed for historical value and if applicable, retained in the archives. Documents involved in liti ation or pending audit will not be destro ed. Department: Fire 17ate: 1!23!13 Total No. of Pages: 2 #2 of 2 Proposed Destruction Date: TBD Division: Administration Prepared By. Linda Hoover Signature: j (� Record Series Title Same as Retention Schedule Dates of Records and To Storage Location Box No. Acct's, Payable! Electronic Copies _from 711109— 6130110 Fire Admin. 0:1Word\Adrnin Claim Vouchers/ Electronic Copies 711109 — 613011 0 Fire Admin. 0:1WordlAdmin _ Correspondence/Electronic Copies 2009 Fire Admin. 0:1WordlAdmin Council Agendas & Communications/ Electronic Copies 2009 Fire Admin. 0:1Word\Admin FL.SAIElectronic Copies 2009 Fire Admin. 0:1WordlAdmin Payroll Spreadsheets/ Electronic Copies 2009 Fire Admin. 0:1Word\Admin Uniform Allowance/Electronic Copies 2009 Fire Admin. Q:IWordlAdmin Department H d: Date: l City Clerk: Date: Consent is here given to destroy the above -listed records: 'City Attorney: Dater 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 IECEIYD JAN 31 2013 AUTHORITY TO DESTROY OBSOLETE REgQRMY CLERK The below -listed depw-tnient 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 h1stodQztl value and if annficable, retained in the archives. Documents involved in litigation pr oendina aUdit will not be destroyed. apartment: In Ytil Date: I 2 'total No. of Pages: Proposed Destruction Date: Division: 01uLj111kPA_(- ?KV5, .P�zct~5 Prepa ed y: �ORUA(C.O, Signatur : /J �F Record Series Title (Same as Retention Schedule) I Dates of Records (From and To) Storage Location Box No. a01/-0aAe r iQ'A�,r D r di4i' -0 % . ch s�� � - 0 /4 &&#- Aar 1Wget VP..O"—< 'Ired*l d o or ear ieqS J,^ C3 b 1 tPlr° 11 r PI �m a e, 41609e .• Department Head: Date: City Clerk: Date: 1461,_ ___ 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 Desire. <:ecords) *Signature certifies a City Attorney assessment that records are not relevant to existing or anticipoted litigation. City of Lodi RECEIVED JAN 3 1 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS ... UITY 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: Documen s will be reviewed for historical value and if a licable retained 'n he archives, Documents involved in ligation or aendino audit will not he destroyed, Depart Date l °tgate: Total No. of Pages; Proposed Destruction Division Pre d y Si tors: Record Series Title (Same as Retention Schedule) Dates of Records (From -and To) Storage Location Box No. Mio r Department Head: Date:_ City Clerk: Date: ?J Consent is hereby given to destroy the above -listed records: *City Attorney. Dater Destruction Completed By.- Printed y: Printed Name Signature Date Attachment A •- Form 4 (Authority to Destroy Records) `Signature certifies a GrtyAttomey assessment that records are not relevant to existing or anticipated litigation. RECEIVED City of Lodi JAN 3 1 2013 The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyedldisposed of. ote: Documents will be nevi wed for historical value and if a licable retained 'n_tLp qkchivos. r2ocutye t Involved in iN anon or e di au it will not he des ro ed. Departmeft (�. Daha�e Total No. of Pages: Proposed Destruction Date: TaD Di s'on:P VI are _Blamino arl S' a r o Record Series 'title (Same as Retention Schedule) Dates of Records (From and To) Storage Location Box No. �� ICES D Q tr Department Head: Date: / ��-'r3 City Clerk:0 Date: Consent is heret iven to destroy t e Bove -listed records: City Attorney: Date: Destruction Completed By: Printed Name Signature Date Form 4 (Authority to Destroy t,ccords) "Sf9nature certifies a CityA€tomey assessment that records are not relevant to existing or anticipated litigation. City of Lodi RECEIVED JAN 31 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS WY 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 ap licable retained in the archives. Documents involved in liti ation or pending audit will not be des tro ed. Department: Public Works Bate: Total No. of Pages: Proposed Destruction January30, 2013 1 Date: TB Division: Municipal Service Center Prepared By: Corina Farnsworth Signature; �— Record Series Title Same as Retention Schedule). Dates of Records -roman io Storage Location ox No. City Council Agenda/Minutes - Co ies Jan -June 2009 MSC Server Room 2009A City Council AgendalMinutes - Copies Jul -Dec 2009 MSC Server Room _ 2009A Claim Vouchers - Copies Jan -June 2009 MSC Server Room 2009A Claim Vouchers - Copies July -Dec 2009 MSC Server Room 2009A Operation Statements__., 2009 and rior MSC Server Room 2009A _ Petty Cash Slips_ 2009 and prior MSC Server Room 2009A _ Travel Claims - Copies Jan -June 2009 MSC Server Room 2009A Travel Claims - Copies Jul -Dec 2009 MSC Server Roorn 2009A AP Invoice - Copies Prior to 2009 MSC Server Room 20091 Return to Duty Slips Prior to 2009 MSC Server Room 2009E Department Head: Date: i I / 13 City Clerk: Date: —44cs— Consent is h destrolisted records: , 'City Attorney: ,ea Date: l f Destruction Completed By: Printed Name Signature Date Attachment A —f=orm 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 F1, B - f 2093 The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable " y federal and state laws as set forth in the City of Dodi 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 i Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and, if applicable, refained in the archives Documents involved in litition or ending audit will not beestroyed. Department: Library Date; x/3412013 Total No. of Pages: Proposed Destruction Date: TOO Division: Prepared By: Signature: Record Series Title Same as Retention Schedule Dates of Records From and Ta Storage Location sox 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) Department Head: t. Date: e City Clerk: Date: Consent is herebiven 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. 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 torah 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 destroyedidisposed of. Note:_ pocuments will be reviewed for historical value and ifanolicable, retained.in the archives. Documents involved in litigation or riendino audit will not be destroved. Department: tate: Total No. of Pages: Proposed Destruction City Clerk 1 113//2013 Unknown te:313112013 Division: Elections and Operations Prepared By: Randi Johl Signatur Record Series Title Dates of Records Storage Location Box No. Same as Retention Schedule) Frain and To OPERATIONS: City Clerk/City Council Calendars 2010 and prior All records listed are Not Applicable (GC 34090 et seq. — 2 years) currently stored in the City Clerk's Office andfor vaults. City Clerk/City Council Travel 2010 and prior GC 34090 et sag. — 2 ears _ City Clerk/City Council 2090 and prior Departmental Budget Copies GC 34090 et sea. -- 2ears _ City Clerk/City Council General 2090 and prior Correspondence GC 34090 et seg. - 2 ears City Council Regular! Special 2090 and prior Meeting Packets (Available in e -Records) (GC 34090 et seq. — 2 ears Shirtsleeve Session Meeting 2090 and prior Packets (Available in e -Records) (GC 34090 et se — 2 ars Regular/Special/Shirtsleeve 2091 and prior Session Meeting Tapes AudioNideo GC 34090. i �- Current � 3 months Hardcopy Closed Session 2090 and prior Minutes (GC 34090, 34090,5— 2 years) (oosea session M(r:utes Ke t Permanentiv Eleclronick!l Board, Committee, Commission 2007 and prior Applications and Correspondence - Selected GC 340961,40801—, 5 ears Board, Committee, Commission 2090 and prior Applications and Correspondence - Not Selected GC 34090 — 2 ears Legal Advertising/Proof of 2008 and prior Publications (CGP 343, 349 at seq., GC 994.2, 34090 — 4 ears Petitions to Legislative Body 2011 and prior GC 6253, 50445— 4 ear Public Hearing Notices 2090 and prior GC 34090 — 2 ears Attachment A — Form h (Authority to Destroy Records) "Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodit Public Records Act Requests 2010 and prior GC 34090— 2 years) Protests from City Councii Public 2010 and prior Hearings - Water 1 Wastewater 1 Electric Utility Rates GC 34090 — 2 ears Protests from City Council Public 2010 and prior Hearings - All Other GCe_ 34090 Weed Abatement Flies 2010 and prior GC 34090— 2ars ELECTIONS: Flection Calendars 2010 and prior GC 34090 — Election + 2. ygars Certificates of Election - 2010 and prior GC 34090 — Election + 2 Domination Papers - Elected and2006 and prior Non -Elected EC 17100 - Term + 4 ears Notices and Publications —2009 and prior GC 34090 — Election + 2 ears Oaths of Office 2004 and prior (GC 34090, 29 USC 1113 — Term + 6 ears Petitions - initiatives, Recalls, 2011 and prior Referendums (EC 14700, 17200, 17400, CSC 7253.5, 3756.8 — Election + 8 months Candidate Statements 2009 and prior GC 34090-- Election + 2 ears FPPC: Form 460 - Campaign Disclosure 2007 and prior Statements, Non -Elected (GC 81009 — Current + 5 years, Elected- Permanen Form 460 - Campaign Disclosure 2005 and prior Statements, Committees GC 81009 — Current Form 700 - Statements of 200'7 and prior Economic Interest- Administration/Employees FPPC Opinions — Current + 5 oars_ 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 yp2rs Form 801 -- Gifts to Agency 2005 and prior GCS 81009 — Current + 7 ears Form 802 - Ticket Distribution 2005 and prior (GC 81009 — Current + 7 ears Form 803 - Behested Payment 2005 and prior GC 61009 — Current + 7 ears�_ _ Form 806 - Appointments 2005 and prior GC 81009 —_Current +.7 ars _ All Forms Not Specified Above - 2005 and prior I Elected and Non -Elected 81009 Current + 7 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 Department Head -- City Clerk: Consent is$ a "A! -listed records: *City Attorney: Destruction Completed By: Printed Name Signature ©ate: 1J Date: Date: Date Attachment A — Form 4 (Authority to Destroy Records) Signature certiffes a City Attorney assessment that records are not relevant to existing or anticipated litigation, City of Lodi HOUVED 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS GITY CLERK The below -fisted 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/di sposed of. Note, Documents will be reviewed for historical value and if a ficable retained in the archives. Documents involved in litigation or Dendina audit will not be destroyed. Department: Police Date. Oil 1113 Total No. ofPages: 1 Proposed Destruction Hate: TSB _. Division: Code Enforcement Prepared By: Nancy Baker natur Record Series Title Same as Retention schedu[e Dates of Records From and To) Storage Loc on Box No. _ Closed Case Files _ 2010 Investigations Store 1, 2 Closed Case Files 2009 _Room Investigations Store Room 3 Department HeadXDate:g" —_ City Clerk: Dater Consent is hereb'ven to desftovAhe 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. City of Lodi The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the 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 qpj2ficabjeretqLnqd in the archives. Documents involved in litigation or rending audit will not be destroyed. Department; Police Date: 02193143 'rotas No. of Pages: Proposed Destruction Date. Tai _ 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: 3" City Clerk: Date:_ Consent is hereby given to destrgy the above -listed records: *City Attorney' Date: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. City of Lodi FEB - 4 2013 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 licabie retained in the archives. Documents involved in lit' anon or endin audit will not be destro ed. Department: Police bate;January 16, 2043 Total No. of Pages: 1 Proposed Destruction I bate: March 2073 Division: Administration Prepared By: ,Julie waft Signature - Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Bax No. Employee timecards and related a rail retards(prior +3 years from closure date to 2010 investigations Storage Room T �� Parking Citations +2 years from closure date (prior to 2011) Parking citation office _ Parking Cite Appeals +2 years from closure date (prior to 2011 Parking citation office Pager Bills +2 years from closure date (prior to 201 Investigations Storage Room _ Cellular Phone Bills +2 years from closure date (prior to 2011 Investigations Storage Room F=ugitive warrant Documents +5 years from closure date (prior to 2008) Investigations Storage Room _ Civil Subpoena Documents +2 years from closure date rior to 2011 Investigations Storage Room Department Head: Date:w City Clerk: Dater Consent is hereb destro th ve-listed records: *City Attorney: Date:,;- Destruction ate: . 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 RECEIVED FEB 4 2013 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 Idisposed of. Nofe: Documents will be reviewed for historical value and if OnDlicable. retained in the archives. Documents involved in fiti ation or pending audit will not be destro ed. Department: Police Date: 01125/13 Total No. of Pages; 2 Proposed Destruction Date: 03112 Division: Investigations Prepared By. Lt. Fernando Martinez Signature: Record Series Title Same as Retention SchedqjeL Elates of Records From and Ta Storage Loca n ox Plo. Background investigations and employment records of previous Lodi Police Department employees +5 years from closure date Administration personnel filing cabinet Administrative and internal Affairs Investi ations +5 years from closure date Investigations Lt. filinq cabinet Background Investigations (not hired) +2 years from closure date Administration personnel filing cabinet Asset Forfeiture investi ations! roceedin�s - 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 anticipated litigation. City of Lodi Department Head: Date: City Clerk: Date: Consent is hereby given to destroy the above -listed records: *City Atto Destruction Completed By: IS 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, RECEIVER City of Lodi FEB 4 2013 AUTHORITY TO DESTROY OBSOLETE RECORDS CITY CLERIC 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 endin audit will not be destra ed. Department: Internal Services late: Total No. of Pages: 1 istruction Data: TaD Division: Human Resources Prepared By: Dean Gualco Signature: Record Series Title Same as Retention Schedule Dates of Rec rds From and To) Storage Location Box No. Recruitment Examination Files All files prior to December 81, 2010 Basement 221 W. Pine St. Salary Surveys All files prior to December 31 2009 Basement 221 W. Pine St. Employment Files erminations — Hourly All files prior to December 31, 2006 Basement 221 W. Pine St. Employment Files Terminations — Saler All files prior to December 31, 2007 Basement 221. W. Pine St. Department Head: Date: 1 City Clerk; Date:_ Consent is hereby given to destro he 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 litigatfon.