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Home My WebLink About2005-25 Authorizing Destruction of Records1 1 1 RESOLUTION NO. 2005 -25 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the City Clerk's Department has reviewed and approved the list of records provided by the Finance 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 5th day of January, 2005, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: Councilmembers Crane, McCowen, Rodin, Baldwin, and Mayor Ashiku None None None Marie Ulvila, City Clerk Mark Ashiku, Mayor Resolution 2005 -25 Page 1 of 1 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 16, 2004 Department: Finance Records Coordinator: Marie Ulvila, Deputy City Clerk EXHIBITA 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 19 2065 Utility Records — Aged AR reports, UVSD on /off svc tags. 5/96 — 12/98 2001 X 20 1600 Payroll Benefit Distribution Rpts. 12/94 -12/95 2003 21 L 2066 Utility Records — UB ledger bal. 8/94 — 1/30/99 2002 27 2050 Paid parking from 7/1/98 to 2/28/99. DMV for 7/1/98 — 12/98 7/98 — 2/99 2002 29 N 2051 Confidential Utility Pmt Stubs 4/20/99 — 5/18/99 2003 31 2069 Confidential Parking Tickets 3/99 — 12/99 2002 33 2070 Confidential UK cash post 1/99 — 10/99 2003 34 Vnotices 1790 Disconnect list, delinquents, final 7/93 — 6/97 2000 41 2071 Confidential utility receipt stubs 5/99 — 6/99 2004 44 Y 2052 Confidential utility pmt stubs 3/99 — 4/99 2003 65 2075 Utility billing — UVSD 1/99 — 8/99 2003 ,• 83 2081 Billing records — receipt stubs 8/98 — 10/99 2003 138 1669 Bad debt writeoffs (A — J) 7/93 — 6/94 2004 " 139 "(\ 2083 A/R billing registers 10/1/99 — 3/30/00 2003 142 1940 Utility Records 7/93 — 6/99 2004 X 152 2082 A/R billing registers 7/1/99 — 9/30/99 2003 K. 156 2102 Utility service taqs- routes 1 — 26 1/00-6/00 2002 Signatures Authorizing Destruction Department Head Date: /�� City Clerk Date: 4,141. / ,0:4 Ci Attorn Date: z /z ;ia Destroyed By Date: oQ, Q5 Prr,, -,+c• r1„, +r,,,, 1 1 1 Date: August 17, 2004 Department: Finance Records Coordinator: Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keen : g our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 167 2032 Confidential Parking Enforcement 10/97 -2/98 2001 K 168 2093 A/R DUI & Misc. 1/9 —12/97 2003 173 X- 2029 Duplicate deposit slips, cancelled checks 4/92— 4/22/93 2003 178 �>, 2027 Closed Business License (A -M) 1/96 -12/96 2001 _180 2095 Cash Receipt Stubs — Counter 5/99 — 6/99 2004 190 1215 Warrants Pdr_Util. Refunds C -Z, Home weatherization loans A -Z 7/1/89 — 6/30/90 1995 fare-?iii Ta /94,04c,F" 47? X 192 2105 Confidential Billing Registers 1/99 -3/99 2004 X, 195 2107 Utility service tags- routes 27 -71 1/00 -6/00 2002 203 A 2112 Sewer receipt stubs 4/98 — 3/99 2004 1 219 y 1667 Bad debt writeoffs (A -H) 7/91 -6/93 2003 x 227 1819 UVSD payment stubs 101/96 -8/97 2003 247 2129 Electrical Statistics Reports 7/94 -10/97 2003 251 i 1920 Confidential Utility Payment Stubs 12/97 -12/97 2003 253 2133 Electrical Statistics Reports 4/98 -12/98 2004 282 1951 Sewer payment stubs 5/97 -4/98 2001 x 284 2149 Electrical Statistics Reports 7/96 -2/98 2003 291 1631 Bad Debt Write offs (H -N) 7/91 -6/93 2003 294 1955 Commercial Garbage pmt stubs 4/97 -8/98 2003 307 1658 Bad Debt Write offs (O -Z) 7/91 -6/93 2003 `,. 352 1935 Confidential Business License Records 1/94-6/98 2003 Signatures Authorizing Destruction DepartmenHead City Clerk 0 0 ' ttorr Destroyed By Date: /- /-1 /dz Date: /:V,Wp�f Date: 12-7 /0 7c Date: 1/4,27D 5J Reports: Destroy- Finance 2004 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: DATES RETENTION DATES Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 359 1958 Benefit Distribution 3/98 -12/98 2003 Date: .V /a .2/C%, 1 369 1934 Confidential Utility Payment Stubs 4/98 -5/98 2002 . 384 2187 Payroll Validation 10/99 -6/00 2003 392 1915 Confidential Utility Pmt Stubs 9/97 -10/97 2001 ,)(` 407 2200 Labor Distribution 1/00 -9/00 2004 _V/ 410 2204 Confidential Utility Receipt Stubs 5/00 -6/00 2004 j--' 419 2207 Confidential Utility Pmt Stubs 9/99 -9/99 2003 j' 422 2208 Confidential Utility Pmt Stubs 1/00 -2/00 2004 j( 424 2214 Confidential Utility Pmt Stubs 10/99 -12/99 2004 j\/ 426 2216 Confidential Utility Pmt Stubs 3/00 -5/00 2004 :\ 429 2212 Confidential Utility Receipt Stubs 7/99 -8/99 2003 x 430 2217 Confidential Utility Receipt Stubs 2/00 -3/00 2004 ;,( 432 2213 Confidential Utility Receipt Stubs 8/99 -9/99 2003 439 2220 Confidential Utility Receipt Stubs 12/99 -1/00 2004 440 2219 Confidential Credit Card pmts 5/99 -1/00 2003 441 1931 Confidential Utility Pmt Stubs 2/98 -2/98 2003 )( 442 2218 Confidential Utility Pmt Stubs 6/99 -7/99 2003 443 1921 Cash Receipt Stubs – Counter 5/98 -6/98 2001 A- 506 1369 Bad Debt Write offs (F -L) 7/88 -6/91 2001 Signatures Authorizing Destruction �rtment Head City Clerk Cit Attorney Destroyed By ----‘1./ 2.// 4L .1,1_,/__/:,-/-1Z C ' ireiVy4t. .?—/—Zael- Date: / Date: /�{ ,,,OA L Date: I2-72.;/o cf. Date: .V /a .2/C%, RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: DATES RETENTION DATES Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS '- 507 1370 Bad Debt Write offs (A -E) 7/88 -6/91 2001 y: 509 1372 Bad Debt Write offs (M -R) 7/88 -6/91 2001 .)e 513 1743 Utility Pmt Stubs 6/96 -7/96 2000 .'K 514 1779 Financial Statements - Interim 7/92 -12/92 2002 A. 515 1378 Bad Debt Write offs (A -Z) 7/88 -6/91 2001 -=�•° 520 - 1706 Cash Receipt Stubs — Counter 9/96 -10/96 1999 522 1927 Confidential Employee Dist. 10/20/96- 6/6/97 2002 531 1394 Warrants Paid 6/91 -7/92 2002 534 1753 Warrants Paid (J -MBNA) 7/95 -6/96 2001 3, 535 1925 Confidential Utility Pmt Stubs 8/97 -9/97 2001 539 1755 Utility Pmt Stubs 5/96 -6/96 2000 .. . 540 1756 Cash Receipt Stubs — Counter 5/97 -6/97 2000 541 1758 Cash Receipt Stubs — Counter 11/96 -12/96 1999 x 545 1750 Warrants Paid (Pafford -PZ) 7/95 - 6/96 2001 549 1744 Cash Receipt Stubs — Counter 1/97 - 2/97 2000 J.550 1924 Confidential Utility Pmt Stubs 1/98 -1/98 2002 -..t, 553 1745 Utility Pmt Stubs 3/9 6- 4/96 2000 555 1759 Cash Receipt Stubs — Counter 7/96 - 8/96 1999 ,557 T- 1751 Warrants Paid (A -BL) 7/95 — 1/96 2001 A_ 558 1768 Journal Vouchers 7/92 -3/94 2004 _4561 1778 Financial Statements - Interim 7/94 -12/94 2004 tures Authorizing Destruction Department Head City Clerk Ci Attorn Destroyed By Date: / 9 Date: /7/7/,/ z/ Date: /z /Z.+s /6 c f Date: .sl /�?. 1�`Lt� Reports: Destrov- Finanr.P 70n4 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 563 1808 Utility Pmt Stubs 5/97 -6/97 1999 564 1809 Utility Pmt Stubs 6/97 -7/97 1999 568 .4, 1811 Utility Pmt Stubs 12/94 -5/96 2000 569 1432 Journal Vouchers 7/85 -8/89 1999 /570 1433 Journal Vouchers 9/89 -6/92 2002 572 1810 Utility Pmt Stubs 7/97 -8/97 1999 591 1806 Utility Pmt Stubs 3/97 -4/97 1999 593 1742 Utility Pmt Stubs 1/96 -2/96 2000 X. 595 1916 Confidential Utility Pmt Stubs 10/97 -11/97 2001 12/24/92 598 1918 Confidential Utility Pmt Stubs 10/97 -10/97 2001 ._.607 1746 . Utility Pmt Stubs 12/95 -1/96 2000 609 `- 1829 Confidential Bad Debt Write offs (A -L) 7/94 -6/95 2002 610 1830 Confidential Utility Reports -Fixed Charges Listing- Routes 1 -71 1/96 -6/96 2000 .- 611 1831 Confidential UVSD Payments 5/96 -6/97 2000 .- 612 1832 Confidential UVSD Payments 5/96 -12/96 1999 613 1833 Confidential Bad Debt Write offs (M -Z) 7/94 -6/95 2002 -t-- 614 1834 Confidential UVSD Billing List 11/95 -6/96 1999 .-1(-_ 615 1835 Confidential UVSD Billing List 7/96 -1/97 2000 621 1841 Warrant Register 1/95 -6/95 2000 •--- 622 1842 Warrant Register 1/96 -6/96 2001 k 623 1843 Warrant Register 7/94 -12/94 1999 624 1844 Warrant Register 7/95 -12/95 2000 625 1845 Golf Course Weekly Reports 7/97 -1/98 2003 Signatures Authorizing Destruction D partment Head City Clerk ity • ttor, Destroyed B )4te,‘ 1 1 1 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: DATES RETENTION DATES Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS X 626 1846 Golf Course Weekly Reports 10/96 -7/97 2002 \i. 627 1847 Parking Tickets 3/97 -9/97 2000 X 630 1850 Cash Receipt Stubs — Counter 9/97 -10/97 2000 X" 631 1851 Cash Receipt Stubs — Counter 7/97 -8/97 2000 X 647 1867 Confidential Billing Registers 3/93 -12/94 1999 X 648 1923 Confidential Payroll Records 12/95 -7/97 2002 650 1870 Confidential Business Licenses (N -Z) 1/95 -12/95 2000 651 % 1871 Confidential Business Licenses (A -M) 1/95 -12/95 2000 V 653 1873 Confidential Business Licenses 1/94 -12/94 1999 X 654 1884 Cash Receipt Stubs — Counter 1/98 -2/98 2001 / x;,65 1885 Cash Receipt Stubs — Counter 3/98 -4/98 2001 X 666 1886 Cash Receipt Stubs — Counter 11/97-12/97 2001 )l 669 1889 Bad Debts 7/91 -6/97 2004 x 670 1890 Bad Debts 1/92 -8/96 2003 671 1891 Confidential Bad Debt Write offs (N -Z) 6/96 -7/97 2004 q' 672 1892 Confidential Bad Debt Write offs (A -M) 7/96 -6/97 2004 )( 673 1893 Warrants Paid (A -BO) 7/96 -6/97 2002 \.,/, 674 1864 Warrants Paid (BR -DE) 7/96 -6/97 2002 1C 675 1895 Warrants Paid (DI -F) 7/96 -6/97 2002 K 676 1896 Warrants Paid (G -J) 7/96 -6/97 2002 K 677 1897 Warrants Paid (K -Mc) 7/96 -6/97 2002 LJI I I CI l U I IJ.J / suu Iy vv•■• Department H ad vv....... City Clerk Date: /A ,,,q/ C' Attorn Destroyed By Date:, /L/Ai— Date: /-.j..Z/7 ` Date: 1 /-/z sib c f RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk Signatures Authorizing Destruction Department Head Date: /Z' G City Clerk City Attor Date /,/af/Q,r/ Date: t -f IVo Destroyed By Date: 1 LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 678 1898 Warrants Paid (Me -N) 7/97 -6/97 2002 679 1899 Warrants Paid (0 -Pac Bell) 7/97 -6/97 2002 k' 680 1900 Warrants Paid (P) 7/96 -6/97 2002 681 As 1901 Warrants Paid (!,R,S -SC) 7/96 -6/97 2002 v 682 /K' 1902 Warrants Paid (Se -Ti) 7/96 -6/97 2002 683 1903 Warrants Paid (To- Ukiah) 7/96 -6/97 2002 x 684 1904 Warrants Paid (Un -Z) 7/96 -07/96 2002 / 685 1905 Warrants Paid 1990 -10/95 2000 686 X 1906 Financial Reports 7/96 -6/97 2002 x 687 1907 Warrants Registers 7/96 -6/97 2002 688 1908 Warrants Registers 7/97 -12/97 2002 K 689 2609 Warrants Registers 1/96-6/98 2003 690 A 1960 Confidential Labor Distribution Reports 2/98 -12/98 2003 yy 693 /\ 1963 Confidential Payroll Interfaces /Authorizations 7/97 -3/98 2003 V 694 1964 Confidential Utility Reports 7/96 -6/98 2001 A 697 1967 Utility Reports 1/97 -3/97 2000 Signatures Authorizing Destruction Department Head Date: /Z' G City Clerk City Attor Date /,/af/Q,r/ Date: t -f IVo Destroyed By Date: 1 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS Date: / - 3/d Date: ■\.. •.• \•n leen is 'isc. -l...- . .. �.�•,..._ 702 1972 Confidential Payroll Interfaces /Authorizations 4/98/12/98 2004 24_ 704 1974 Confidential Payroll Records 7/97 -12/98 2003 705 1975 Purchase Orders 7/95 -6/98 2003 706 1976 Confidential Cash Receipt Registers 12/97 -6/99 2004 'X 710 1980 Utility Records 7/96 -12/98 2003 x' 712 1982 Confidential Utility Pmt Stubs 11/98 -12/98 2002 X 713 1983 Confidential Utility Pmt Stubs 12/98 -1/99 2003 X 714 1984 Utility Records 11/97 -8/98 2002 715 1985 Confidential Utility Pmt Stubs 8/98 -9/98 2002 ,,`( y 716 1986 Confidential Utility Pmt Stubs 6/98 -7/98 2002 717 1987 Confidential Utility Pmt Stubs 10/98 -11/98 2002 718 1988 Confidential Utility Pmt Stubs 9/98 -10/98 2002 ,X 719 1989 Confidential Utility Pmt Stubs 7/98 -8/98 2004 720 1990 Confidential Utility Pmt Stubs 3/99 -3/99 2003 721 1991 Cash Receipt Stubs — Counter 7/98 -8/98 2001 tion Department Head City Clerk City Attorn,. Destroyed By Date:. -c�'Y Date: /.././0/ / /OIL Date: / - 3/d Date: Date: August 17, 200 I RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH 4 Department: Finance Records Coordinator: Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 722 1992 Cash Receipt Stubs — Counter 1/99 -2/99 2002 Date: 723 /' 1993 Cash Receipt Stubs — Counter 9/98 -10/98 2001 V 724 1994 Cash Receipt Stubs — Counter 3/99 -4/99 2002 725 ' 1995 Cash Receipt Stubs — Counter 11/98-12/98 2001 1, 726 1996 Utility Records 6/97 -10/97 2002 1, 727 1997 Confidential Utility Pmt Stubs 2/99 -2/99 2003 41-.728 1998 Confidential Utility Pmt Stubs 1/99 -2/99 2003 . 731 2001 Confidential Landfill Charge Tags 7/98 -6/99 2004 X 732 2002 Daily Cash Receipts/Transaction Lists /Financial Reports 1/96 -6/97 2003 735 2005 Confidential Billing Registers 11/98 -6/98 2003 A.. 738 2008 Utility Svc Call Tags Routes 1 -20 7/94 -6/95 1998 yc 739 2009 Golf Course Reports 1/98 -8/98 2000 .k 741 201 1 Confidential Utility Pmt Stubs 5/98 -6/98 2002 Recruitment Files Y 747 2017 Confidential Utility Pmt Stubs 2/98 -4/98 2002 -1{ 748 2018 Confidential Payroll Records 12/97 -06/98 2003 X 765 / 2241 Utility Records — Receipt Stubs 7/00 -8/00 2004 f < 766 V 2242 Utility Records — Receipt Stubs 5/00 -7/00 2004 A 767 2243 Utility Records — Receipt Stubs 11/00 -12/00 2004 )( 768 2244 Utility Records — Receipt Stubs 10/00 -11/00 2004 )( 771 2247 Utility Records — Receipt Stubs 8/00 -10/00 2004 Signatures Authorizing Destruction Department Head City Clerk i A torn Destroyed By �� ' Date: /-5V-07 Date: / - //D, Date: /Z -23Jo T Date: Reports: Destroy- Finance 2004 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: DATES RETENTION DATES Marie Ulvila, City Clerk Current retention schedules show that the records listed are now ready for destruction. 1 1 Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS X 776 2252 Confidential Utility Records — Receipt Stubs 2/00 -11/00 2004 A 790 2266 Confidential Business Licenses 1/98 -12/98 2003 791 2267 Confidential Business Licenses 1/97 -12/98 2003 792 2268 Confidential Billing Registers 6/99 -12/99 2004 X 795 2271 Utility Deposits Refunded 1990 -1994 1999 X 799 2275 Confidential Billing Registers 7/97 -6/99 2004 2C 802 2278 Refunded Deposit Cards 12/94 -6/97 2000 X 803 2279 Utility Deposit Listings 1/88 -12/95 1998 4- 807 2283 Confidential Business Licenses 1/99-12/99 2004 X 809 2285 Parking Permit Records 10/92 -11/97 2000 :( 812 2288 Confidential Business Licenses 1/99 -12/99 2004 X 814 2290 Confidential Business Licenses 1/97 -12/97 2003 K 820 2296 Confidential Business Licenses 1/97-12/97 2003 X 821 2297 Confidential Business Licenses 1/01 -12/01 2004 Signatures Authorizing Destruction Department ead City Clerk Attorn Destroyed By Date: /"?/7" ' " Date:/ a Date: 1i/Z s/o `/ Date: RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS Ji 837 2313 UVSD Service Orders 1/92 -12.94 1999 `i 840 �( 2316 Confidential Billing Records 1/01 -3/01 2004 841 X 2317 Confidential Billing Records 1/00 -6/00 2003 X 842 2318 Confidential Billing Records 7/00 -9/00 2003 843 2319 Confidential Billing Records 10/00 -12/00 2003 848 2324 Utility Records 8/94 -4/97 2000 X 849 2325 Golf Records 1/92 -12/94 1997 x 862 2338 Confidential Billing Records 4/01 -6/01 2004 928 2404 Financial Records 1985 -1988 1998 929 2405 Grants, Loans, Financial Reports 6/85 -10/92 2002 , rij� ---P , f4 ,01 930 2406 Financial Records 6/85 -9/91 2001 X 950 2426 Billing Records 7/01 -9/01 2004 983 2459 Warrants — Paid 7/89 -6/90 2000 / 989 J 2465 Accounts Receivable Invoices /Ledger Cards 1987 -1995 2000 Signatures Authorizing Destruction Department Head Date: rY / C1 City Clerk - Date �� / / / i % Attor Destroyed By Date: Date: i2 /zz5/o if Reports: Destroy- Finance 2004 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: DATES RETENTION DATES Marie Ulvila, City Clerk Current retention schedules show that the records listed are now ready for destruction. 1 Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 1018 2494 Warrants — Paid 7/94 -6/95 2000 ,, 1020 2496 Warrants — Paid 7/94 -6/95 2000 1021 �x 2497 Warrants - Paid 7/91 -6/92 2002 1022 2498 Warrants — Paid 7/91 — 6/92 2002 1024 2500 Warrants — Paid 7/93 -6/94 1999 x1025 X 2501 Warrants — Paid 1/99 -1/01 2004 1039 /N. 2515 Demand Payments — Paid 7/92 -6/93 1998 V 1040 2516 Billing Records 11/99 -2/00 2003 1041 2517 Utility Fixed Charge Listings 1/99 -6/99 2004 X 1042 2518 Utility Fixed Charge Listings 7/99 -12/99 2004 1043 2519 AR/Septic Disposal Tags 12/91 -7/93 2004 a- 1044 2520 Warrants - Paid 7/91 -6/92 2002 X 1045 2521 Warrants - Paid 7/94 -6/95 2001 1046 2522 Warrants - Paid 7/94 -6/95 2000 )( Y 1047 2523 Warrants - Paid 7/94 -6/95 2000 x 1048 2524 Warrants - Paid 7/93 -6/94 1999 1049 2525 Warrants - Paid 7/91 -6/92 2002 ..i .yt IcILUI co ru a l'..JI y '.,-,,,.. ,,,,,.". . C' o Date: Attorn it Destroyed By Date: Department Head r' / ci Date: / ' ' 9 City Clerk Date: // //O l2-A- s/o 4 Reports: Destroy- Finance 2004 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS . 1051 2527 Warrants — Paid 7/94 -6/95 2000 1052 x 2528 Warrants — Paid 7/93 -6/94 1999 X 1053 2529 Demand Payments — Paid 7/92 -6/93 1998 xf 1054 2530 Warrants — Paid 7/91 -6/92 2002 1055 2531 Warrants — Paid 7/91 -6/92 2002 X 1056 2532 Demand Payments — Paid 7/92 -6/93 1998 1057 2533 Invoices 7/91 -6/92 1998 1058 2534 Invoices 7/94 -6/95 2000 -* 1059 2535 Paid Parking Violations 11/95 -2/96 1999 1060 X. 2536 Utility Records 3/97 -12/97 1999 s/ 1061 �) 2537 Warrants — Paid 7/91 — 6/92 1997 1062 ' 2538 Warrants — Paid 7/94 -6/95 2000 A\ 1063 2539 Demand Payments — Paid 7/92 -6/93 2003 X 1064 2540 Warrants — Paid 7/94 -6/95 2000 1065 2541 Demand Payments — Paid 7/92 -6/93 1998 i\ 1066 2542 Warrants — Paid 7/93 -6/94 1999 1067 2543 Warrants — Paid 7/93 -6/94 1999 Signatures Authorizing Destruction Department Head Date: (,g City Clerk Date: W, 7 C' Attorn Reports: Destroy- Finance 2004 Date: I z /2. sio c f Destroyed By Date: 1 1 1 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: August 17, 2004 Department: Finance Records Coordinator: DATES RETENTION DATES Marie Ulvila, 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, no later than Sept. 16, 2004 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS / \ 1068 2544 Warrants — Paid 7/94 -6/95 2000 1069 2545 Warrants — Paid 7/93 -6/94 1999 1070 2546 Demand Payments - Paid 7/92 -6/93 1998 1071 2547 Demand Payments — Paid 7/92 -6/93 1998 / 1072 2548 Warrants — Paid 7/91 -6/92 1997 11111 2587 Confidential Business License 4/91,2/92, 3/96 2002 Signatures Authorizing Destruction Department Head City Clerk ty Attorn Destroyed By Date: f��/ Date:/ / //Q- L Date: t �/z it tf Date: PaInnrtc• r r,n+r, -,, Cyr, ')nnn 1 1 1 1 1 1 RESOLUTION NO. 2005 -27 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the City Clerk's Department has reviewed and approved the list of records provided by the Personnel and Payroll Departments 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 19th day of January, 2005, by the following roll call vote: AYES: Councilmembers McCowen, Rodin, Baldwin, and Mayor Ashiku NOES: None ABSTAIN: None ABSENT: Councilmember Crane ATTEST: Mark Ashiku, Mayor — Mare- Utv#a, City Clerk L / "'E-TL:. CrnL Resolution 200 -27 Page 1 of 1 RESOLUTION NO. 2005 -27 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the City Clerk's Department has reviewed and approved the list of records provided by the Personnel and Payroll Departments 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 19th day of January, 2005, by the following roll call vote: AYES: Councilmembers McCowen, Rodin, Baldwin, and Mayor Ashiku NOES: None ABSTAIN: None ABSENT: Councilmember Crane ATTEST: Marie Ulvila, City Clerk Mark Ashiku, Mayor Resolution 2005 -27 Page 1 of 1 1 1 1 1 1 1 EXHIBIT RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: December 21, 2004 Department: Payroll Records Coordinator: Marie Ulvila, 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, no later than January 4, 2005 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 232 638 Legers & Print Outs 1962 -1975 gam_ 597 1455 Payroll Validation 1/10/92- 12/24/92 ✓Audit + 2 yrs,. Or 1/20/2018? e?k- 701 1971 Payroll Register 12/31 /95- 8/23/97 ��5 years? 4.101- (C:t`i'narie'.. id" _ ,b./iS-1,01)V '5 years.? 6 ,)c i� C1 r" tLiti e rCt- (74 % 703 1973 Payroll Register 8/24/97- 12/98 984 2460 Time Sheets 6/6/93- 11/20/93 5 years ..J 4, d i-t-t- LE. v ns c/( 1050 2526 Payroll Checks 1980 -1981 Audit + 5 yr or 1/1987 ?„ Signatures Authorizing Destruction Department Head = _-� ,_:.;.s..-------- Date: / /I- // .3 City Clerk Date: ,V.,//z? _-2)---- Date: it Attorney Destroyed By u Date: ,[,L /aa fd.5"' '/s /D S Reports: Destroy- Finance 2002 EXHIBIT A RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: December 21, 2004 Department: Personnel Records Coordinator: Marie Ulvila, 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, no later than January 5, 2005 to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Marie Ulvila, City Clerk Si natures Authorizin• Destruction Department Head f^ > Date: it . 5 City Clerk /)Ll -Le City A orney" Date: // /�.5.-- Date: Reports: Destroy- Finance 2002 Destroyed By Date: 1 /a.21/4 ,j 1 LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 698 1968 1969 Recruitment Files & Worker's Comp Files Misc. Personnel Files 1987 -1997 1990 -1998 5 years 699 5 years 744 2014 Personnel Recruitment Files 1987 -1996 Close + 5 years Si natures Authorizin• Destruction Department Head f^ > Date: it . 5 City Clerk /)Ll -Le City A orney" Date: // /�.5.-- Date: Reports: Destroy- Finance 2002 Destroyed By Date: 1 /a.21/4 ,j 1