The URL can be used to link to this page

Home My WebLink About2011-19 Record DestructionRESOLUTION NO. 2011-19 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the Finance, City Clerk, and Human Resources Departments have reviewed and approved the list of records provided by the City Clerk's Department that are ready for destruction; and WHEREAS, the attached list of City records represents records which are no longer necessary and may at this time be destroyed. NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council hereby approves the destruction of certain records, contained in Exhibit A of this Resolution, and authorizes the City Clerk to destroy the records. PASSED AND ADOPTED this 20th day of April, 2011, by the following roll call vote: AYES:Councilmembers Landis, Thomas, Crane, Baldwin, and Mayor Rodin NOES: None ABSTAIN: None ABSENT: None Mari Rodin, Mayor ATTEST: Anne M. Currie, City Clerk RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/2511 Department: City Clerk Records Coordinator: JoAnne Currie, City Clerk Uurrent retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USER/SENDE R COMMENTS 83 3158 Bids 7/03 - 5/04 2006 Ulvila o~ 204 272 Petitions 1957 - 1999 2001 Currie o~ 334 1665 Commission Meeting Planning 1994 - 1996 2001 None specified C d 389 3727 Bids & Proposals 601- 03 2005-2006 2008 Currie 391 2194 Bids 7/97 - 6/98 2000 Ulvila 39.5 2195 Election 1998 2000 Ulvila I 524 3160 Bids 7/03 - 7/04 2006 Ulvila 530 3162 Election Files - 02-04 2002 - 2004 2010 Ulvila n 563 3050 Bids - 601-03 3/04 - 05/05 2007 Ulvila 9 1 565 3052 Bids - 601-03 7/04 - 6/05 2007 Ulvila 602 3898 Public Info Requests Record Retention Inventory 1999-2006 2008 Currie 867 2343 Election Documents 7/98 - 12/00 2004 Ulvila 942 2418 Election Files 2002 7/02 - 12/02 2006 Ulvila 1084 2560 UVCC Construction, City Mgr memos, Bankruptcies 1978 - 1992 1999 Ulvila d 5ianatures Authonzina Uestruction Department Head City C Attorn Destroyed By OL- Date:Date:Date: 3 - / ? -Date: Administration/Record Retention/00 form_recordsdestructionnotice ,U~ RECORDS DESTRUCTION NOTICE FOR CITY nF I IKIAW bate: 1/25/11 Department: Human Resources Records Coordinator: JoAnne Currie, City Clerk r, 4- ..4i...4:-- ..L.....1. .1,. _1-_... i~_ ii_ uVI1"%A UGQ JI IVVV 11IQl LIIV IMoUlUb nsLea are now reaay Tor destruction. Instructions: 1. Review this listing. 1 - 2. Obtain Department Head's Signature.4~~~ lVf 3. Return this notice, signed, to City Clerk. A,=1 /2 PthlyThankyouforyourcooperationinkeepingourrecordsmanagementsysteTrkingsgdle~al ly. JoAnne Currie, Cit Clerk -)/L( LOC BOX I- IRECORDTITLEDATES RETENTION USERISENDER COMMENTS DATES 12 747 Human 1982-None None specified Resources Files 1983 specified 503-02 422 3015 Recruitment Files 1990-2011 DeKnobloughandEmployee2001 Fingerprint Cards 894 2370 Payroll Records 1/94-None Thomas 12/00 specified 308 610 Confidential None 25 years McBride Human specified Resources Files - Terminated, FT, Ceta, Crossing Guards 453 1027 Closed Employee None 25 years McBride Files specified 490 1149 Confidential 1981-2011 25 yrs McBride Background, FTO,1986 Training, Human Resources Files, Citizen Complaints for 1981-1986 Signatures Authorizina Destructinn Department HJd City Clerk y ttor y Destroyed By 01 Date: Date: 3 /5 - Date: 3 - f 7 - f I Date: Administration/Record Retention/00 form_recordsdestructionnotice tp RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USERISENDER COMMENTS 190 3288 Closed Business Licenses A-L 1/05- 12/05 2011 Norris 191 I 3289 Closed Business Licenses M-Z 1/05- 12/05 2011 Norris 198 3290 Closed Airport Accounts 11/00- 1/06 2011 Norris AMC- 27.0 3700 Miscellaneous A/R Billing 6/07- 12/07 2011 Norris 273 3701 Transaction Listing 7/2/07- 12/31/07 2011 Norris 27,6 3703 Miscellaneous A/R Billing 10/06- 12/07 2011 Norris 339 3222 DUI's / Booking Fees 3/03- 12/05 2011 Norris 1085 3468 Paid Parking Citations 3/07 - 6/07 2011 Norris Signatures Authorizing Destruction rtme City Clerk 67it ~Att ney Destroyed By D : dt?,to(7,ol! 3to0'ate:; j -Date: " f I Date: Administration/Record Retention/00 form_recordsdestructionnotice 6~~ RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. y 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USER/SENDER COMMENTS rNA1 120 3665 Payroll Validation 1/08 - 6/08 2011 MacFarland 134 3668 GL Interface 1/08 - 6/08 2011 MacFarland A A 323 3253 Employee Distribution 10/05- 12/05 2011 MacFarland 473 3255 Employee Distribution 7/05 - 9/05 2011 MacFarland 570 3055 Benefit R Distribution 1/03- 12/03 2011 MacFarland WA WWANN3 ANN 0111010ft rri~ R@AA RA Signatures Autho izing Destruction D art ead City Cjerk y417 Destroyed By Date: - - V~ ` ate: 3- J5~-) (Date: 3 ' f 7 - f(Date: rf~~ Administration/Record Retention/00 form recordsdestructionnotice 5 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk unWL ItMCIlLfun 5uhudue5 snow tnat the records nstea are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USER/SENDER COMMENTS 712.3120 Payroll Validation 1/04 - 6/04 2011 MacFarland 720 3128 Checks 7/04- 12/04 2011 MacFarland 799 3164 Employee Distribution s 4/05 - 5/05 2011 Hall 809 3168 Employee Distribution 1/05 - 6/05 2010 Hall 849 3179 Payroll Checks 7/04- 12/04 2011 MacFarland 888 3596 Payroll Validation 7/07- 12/07 2011 MacFarland i Sianatures Authorizing Destruction J Depa a ad City Clerk i Attor y Destroyed By Date: /0- ate: 3- g_ 1( Date: 3 - / ~ - / ( Date: Administration/Record Retention/00 form_recordsdestructionnotice RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk current retention scneauies snow inai the records nstea are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USER/SENDER COMMENTS 908 3608 Labor Di$tribution 7/07- 12/07 2011 MacFarland 915 3610 GL Interface 7/07- 12/07 2011 MacFarland 931 2407 Confidential 1099 Printouts 1995- 1998 2004 Nerve-spee-A er WIMP 219 3817 Productive/Non Productive Report, Vacation/Sick/Co mp Leave Report 1/08- 12/08 2009 MacFarla d Signatures Authorizing Destruction De art e t Head City Clerk qt~ Attor ey Destroyed By Date: Date: 3_~ 1 Date: 3 - r 7 Date: 0 Administration/Record Retention/00 form_recordsdestructionnotice ` RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready Tor destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION USERISENDER COMMENTS MR DATES W111161660M 236 3677 Reports 1/99-2011 Sechrest 12/05 640 3325 Accounts Payable 7/04-2011 Sechrest Reports -12/04 1134 2610 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable Ho-L 1135 2611 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable Wo-Z 1136 2612 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable D - Fowlers 1137 2613 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable Office Depot - Pacific 1138 2614 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable Friedmans - Hi 1139 2615 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable UI - Wi Signatures Authori7ina Destruction D p Head City Clerk 'ty Attor y Destroyed By Date: ate: Date: - r (f Date: Administration/Record Retention/00 form_recordsdestructionnotice I RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25111 Department: Finance Records Coordinator: JoAnne Currie, City Clerk uI V1 R t cVc1 RIU1 sci It cUU!es snow inat ine recoras nstea are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION USERISENDER COMMENTS DATES 1140 2616 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable Mendocino - Oak 1141 2617 AP Paid 7/98 - 6/99 2010 Sechrest Documents O - Pacific Bell 1142 2618 AP Paid 7/98 - 6/99 2010 Sechrest Documents Sp - Ukiah Comm 1145 2621 AP Paid 7/98 - 6/99 2010 Sechrest Documents Ukiah Daily - V 1146 2622 AP Paid 7/98 - 6/99 2010 Sechrest Documents W - Z 1147 2623 AP Paid 7/99 - 6/00 2011 Sechrest Documents A - Big 1148 2624 AP Paid 7/98 - 6/99 2010 Sechrest Documents Pacific Int - Public Service 1149 2625 AP Paid 7/98 - 6/99 2010 Sechrest Documnents Mendocino - N 1150 2626 AP Paid 7/98 - 6/99 2010 Sechrest Documents Li - Mendo Signatures Authorizinq Destruction Dep Head City Clerk Ci Att r e Destroyed By Date: ate: Date: Date: Administration/Record Retention/00 form_recordsdestructionnotice ocrnpnS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk L__._. LI-_a ll-_ .-.i I:-L_d d.. r- .1--i....-L:-... Current reienuU1 I JVl 1VUU1GO OI IUVV Ll IQL U IG 1 GliUl UO ~IOLGId QI G 1 %JVV 1 catty I VI %A%-1QU LdVUVI J. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION USER/SENDER COMMENTS DATES 1151 2627 AP Paid 7/98 - 6/99 2010 Sechrest Documents H - Le 1152 2628 Confidential 1989-2002 Sechrest Departmental 1996 Reports 1154 2630 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable U.S. Cellular - Ukiah, 1155 2631 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable Staples - U.S. Post Office 1156 2632 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable Rel - Sp 1157 2633 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable Paf - Public Service 1158 2634 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable BI - C 1159 2635 Confidential 7/99 - 6/00 2011 Sechrest Accounts Payable M - Mendo ircc Al IthVIrizina Destruction orDeaHeadCityClerkiAtty Destroyed By Date: Date: 3-15--j Date: -3-(7- (f Date: Administration/Record Retention/00 form_recordsdestructionnotice I RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USERISENDER COMMENTS 1160 2636 AP Paid Documents Misc P's - Redwood Oil 7/98 - 6/99 2010 Sechrest 1161 2637 AP Paid Documents F - G 7/98 - 6/99 2010 Sechrest 1166 2642 AP Paid Documents D - E 7/98 - 6/99 2010 Sechrest 1.184 2660 AP Reports - Jan 2003 - June 2003 1/03 - 6/03 2009 Sechrest 1195 2671 AP Paid Documents Misc P'-Redwood 7/99- 6/2000 2011 Sechrest Signatures Authorizing Destruction De art Head 'CAiAtyr Clerk ~i Attor y Destroyed By L Vv` 19 Date: 3 t ate: 3_t' S- Date: -?Z~ 1 Date: Administration/Record Retention/00 form_recordsdestructionnotice S s T~A~~ ~~AT~Ar rAM A1T ff Ar t 11/l A I I RIF,CORDS DES Kul. I iUN NO i iCE rum kA I T Or unimn Date: 1125111 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention scneauies snow that ine records usteu are nVw ready rcr caestrucuQn. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USERISENDER COMMENTS 162 3398 Utility Billing Payment Stubs 3/06 - 4/06 2011 McLellan 300 3211 Utility Billing 7/04 - 6/05 2011 McLellan 301 3212 Utility Billing 7/04 - 6/05 2011 McLellan 319 3215 Utility Billing 7/04 - 6/05 2011 McLellan 327 3216 Utility Billing 7/04 - 6/05 2011 McLellan ft Now IA 1^~McLellan 416 3552 Billing Records 8/06 - 7/07 2011 McLellan 455 3555 Billing Records 8/06 - 7/07 2011 McLellan 493 3561 Billin Records 8/06 - 7/07 2011 McLellan 497 3562 Billing Records 8/06 - 7/07 2011 McLellan 502 3366 Billing Records 5/06 - 6/06 2011 McLellan McLellan 522 3034 Utilit Billing 7/04 - 9/04 2011 McLellan 544 3315 Bad Debt Write- offs 1998- 2002 2011 McLellan IVILteitan 1~Ite~eHaR McLellan 960 3399 Utility Billing Payment Stubs 4/06 - 6/06 2011 McLellan Cinnn+i mmo Di ithnri7_ina Destruction Depart Head Date: 3 -10,Y__ City Clerk Date: i , ttor ey Date: 3 -17-If Destroyed By Date: Administration/Record Retention/00 form_recordsdestructionnotice RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USER/SENDER COMMENTS 662-3400 Utility Billing Payment Stubs 6/06 - 6/06 2011 McLellan Wetelfan 1VILIzeii aarr McLellan r McL-etlan 9VIeLeftn 794 35 Re Billing s 7/06 - 9/07 2011 McLellan 870 3594 U tility Cash Post 12/06- 4/07 2011 McLellan cor s 2f S a k 2011 McLellan 1046 3375 Billing Records 7/05 - 6/06 2011 McLellan 1048 3377 Billing Records 7/05 - 6/06 2011 McLellan 1049 3378 Billing Records 4/06 - 5/06 2011 McLellan 1050,3379 Billing Records 9/05- 10/05 2011 McLellan 1051 3380 Billing Records 1/06 - 2/06 2011 McLellan 1052.3381 Billing Records 2/06 - 4/06 2011 McLellan ON Signatures Authorizina Destruction De e t Head City Clerk Ci A, ttor a Destroyed By Date: ®r 1 ate: (3 3 - 0- /Date Date: Administration/Record Retention/00 form_recordsdestructionnotice ,0 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: 1/25/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USER/SENDER COMMENTS 1054 3383 Billing Records 5/06 - 6/06 2011 McLellan 1055 3384 Billing Records 1/04 - 6/06 2011 McLellan 1056 3385 Billing Records 6/05 - 8/05 2011 McLellan 1057 3386 Billing Records 1/06 - 2/06 2011 McLellan 1058 3387 Billing Records 1/06 - 5/06 2011 McLellan 1059 3388 Billing Records 7/05 - 6/06 2011 McLellan 1060 3389 Billing Records 7/05 - 6/06 2011 McLellan 1061 3390 Billing Records 6/05 - 7/05 2011 McLellan 1062 3391 Billing Records 4/01 - 6/06 2011 McLellan 1063 3392 Billing Records 7/05 - 8/05 2011 McLellan 1064 3393 Billing Records 10/05- 11/05 2011 McLellan 1069 3401 Utility Billing Payment Stubs 2/06 - 3/06 2011 McLellan 1070 3402 Utility Billing Payment Stubs 12/06- 2/06 2011 McLellan 1071 3403 Utility Billing Payment Stubs 11/05- 12/05 2011 McLellan 1072 3404 UVSD Payment Stubs 5/05 - 3/06 2011 McLellan Sianatures Authorizina Destruction D t Head City Clerk At troyed ByDesro-~~ Date:ate: 3-1 -Date:Date: Administration/Record Retention/00 form recordsdestructionnotice oct+nonc nceToi IPTInAI MnTtf _F GnR riTV nF HKIAH Date: 1125/11 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destrucuuri. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES USERISENDER COMMENTS 280 3682 Stores 2003- 2006 2009 Thiele 362 3539 Bids 7/04 - 6/05 2011 Thiele 367 3541 Bids 7/03 - 6/04 2009 Thiele 375 3721 Purchase Orders 7/05-6/06 2011 Thiele own 381 3543 Purchase Orders 7/02 - 6/05 2011 Thiele 399 3547 Bids & Stores 7/01 - 6/05 2011 Thiele 410 3549 Stores 97/98- 03/04 2011 Thiele Signatures Authorizing Destruction De artm Head City Clerk Ci yam' ttor ey Destroyed By LRate: 3 --10 v Date: Date: 3 zz - l Date: Administration/Record Retention/00 form-recordsdestruction notice r b