HomeMy WebLinkAboutCC Reso 2018-42 - Authorizing Destruction of RecordsRESOLUTION NO. 2018-42
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS
WHEREAS,The Community Services, Finance, Payroll, Human Services, Risk Management,
and Police departments, along with the City Attorney, City Clerk, and Police Records Clerk 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 19th day of December, 2018, by the following roll call vote:
AYES: Councilmembers Orozco, Brown, Scalmanini, Crane, and Mayor Mulheren
NOES: None
ABSTAIN: None
ABSENT: None
Maureen Mulheren, Mayor
ATTEST:
41 464, r;
Kristine Lawler, City Clerk
RECORDS SCHEDULED FOR DESTRUCTION 12‐19‐18
Item No.LOC. BOX # Date Rec'd Con /
Pub
Record Title RECORD DATES RETAIN
UNTIL
USER/SENDER DEPARTMENT COMMENT
1 3 4625 1/2/2017 Use of City Facilities Documents 2006 - 2009 2012 Terry Mayfield Community Services Long box
2 18 1214 Pub Treasurer Files 6/89 - 12/90 2016 Ranochak Finance
3 31 3765 2/18/2010 Con Payroll Time Sheets 5/08-10/08 2017 Elizabeth MacFarland Payroll/Finance
4 32 4626 1/3/2017 Use of City Facilities Documents 2006 - 2007 2010 Terry Mayfield Community Services
5 34 4627 1/3/2017 Use of City Facilities Documents 2007 - 2009 2012 Terry Mayfield Community Services
6 35 3769 2/18/2010 Con Payroll Time Sheets 10/08-12/08 2017 Elizabeth MacFarland Payroll/Finance
7 38 4628 1/3/2017 Use of City Facilities Documents 1996 - 2005 2008 Terry Mayfield Community Services
8 41 3772 2/18/2010 Con Payroll Time Sheets 12/07-5/08 2016 ElizaBeth MacFarland Payroll/Finance
9 42 1717 Pub Payroll Records 1972 - 1992 2017 Thomas Finance
10
46 3774 3/13/2009 Con Employee Payroll Files 12/03 2016 ElizaBeth MacFarland Payroll/Finance Reviewed for Destruction
July 2014
11
52 3776 3/13/2009 Con Employee Payroll Files 12/03 2016 ElizaBeth MacFarland Payroll/Finance Reviewed for Destruction
July 2014
12
53 3777 3/13/2009 Con Employee Payroll Files 12/03 2016 ElizaBeth MacFarland Payroll/Finance Reviewed for Destruction
July 2014
13 78 1189 Pub Payroll Records 10/89 - 5/90 2015 Inman Finance
14 80 1649 Pub Manuals 1987 - 1991 2016 None specified Finance
15
82 3781 3/13/2009 Con Employee Payroll Files-P&R, Seasonal & Temp
Employees
1999-2007 2016 ElizaBeth MacFarland Payroll/Finance Reviewed for Destruction
July 2014
16 88 3656 Con Recruitment Files 2/06 - 10/06 2016 Melody Harris Human Resources
17 100 4562 3/3/2016 Pub Special Events JAN 2012 - DEC 2014 2017 Julie Webb Community Services
18 104 4563 3/3/2016 Pub Special Events JAN 2012 - DEC 2014 2017 Julie Webb Community Services
19 119 3664 Con Benefit Distribution 1/08 - 6/08 2016 ElizaBeth MacFarland Finance
20
120 3949 9/15/2011 Con Payroll Files 2016 Revheim Payroll/Finance Reviewed for Destruction
July 2014
21 121 3787 3/13/2009 Con Benefit Distribution 7/08-12/08 2016 ElizaBeth MacFarland Payroll/Finance
22 127 3792 8/21/2009 Both Paid Documents F-GO 7/21/05-6/30/06 2017
23 130 4629 1/3/2017 Use of City Facilities Documents 2002 2005 Terry Mayfield Community Services
24 162 4630 1/3/2017 Use of City Facilities Documents 2005 2008 Terry Mayfield Community Services
25 168 4568 1/27/2016 Pub Facility Rentals/Use JUN 2012 - DEC 2014 2017 Julie Webb Community Services
26 181 4631 1/3/2017 Use of City Facilities Documents 2010 - 2011 2014 Terry Mayfield Community Services
27
195 3810 3/31/2009 Con Employee payroll files 12/03 2016 ElizaBeth MacFarland Payroll/Finance
Reviewed for Destruction
July 2014
28 202 1232 Pub Feature Distribution Reports 6/90 - 3/91 2016 Inman Finance
29 225 1470 Pub Feature Distribution Reports 7/92 - 12/92 2017 DeKnoblough Finance
30 250 4632 1/3/2017 Use of City Facilities Documents 2001 2004 Terry Mayfield Community Services
31 273 3960 9/15/2011 Con Claims to 2011 2016 Melody Harris Risk Management
32 276 4274 2/6/2014 Con Billing Records 8/8/12-9/20/12 2016 Amy Adams Finance Utility Payment Stubs
33 281 4275 4/2/2014 Con Billing Records 6/1/13-6/30/13 2017 Amy Adams Finance Tyler Cashiering Batches
34 285 4276 4/2/2014 Con Billing Records 3/1/13-5/31/13 2017 Amy Adams Finance Tyler Cashiering Batches
35 286 4277 4/2/2014 Con Billing Records 12/1/12-2/28/13 2017 Amy Adams Finance Tyler Cashiering Batches
36 291 3834 6/23/2010 con Billing Records 2003-6/30/2009 2016 Daphine Harris Finance
37 293 4278 2/6/2014 Con Billing Records 7/2/12-8/7/12 2016 Amy Adams Finance Utility Payment Stubs
38 294 3706 1/29/2009 Con Miscellaneous A/R Billing 7/07 - 6/08 2016 Kathy Norris Finance
39 301 4279 2/6/2014 Con Billing Records 12/12/12/-1/28/13 2017 Amy Adams Finance Utility Payment Stubs
40 312 4633 1/3/2017 Use of City Facilities Documents 2006 2009 Terry Mayfield Community Services
41 315 1280 Pub Feature Distribution Reports 5/91 - 11/91 2016 Inman Finance
42 323 4634 1/3/2017 Use of City Facilities Documents 2002 2005 Terry Mayfield Community Services
43 334 3968 12/19/2011 Con Employee Distribution 10/2010-06/2011 2017 ElizaBeth MacFarland Finance
44 339 4635 1/3/2017 Use of City Facilities Documents 1995 - 2006 2009 Terry Mayfield Community Services
45 362 3970 Dec-11 Con Employee Distribution and Payroll Validation 7/2010-10/2011 2017 ElizaBeth MacFarland Finance
1
EXHIBIT A
3
RECORDS SCHEDULED FOR DESTRUCTION 12‐19‐18
Item No.LOC. BOX # Date Rec'd Con /
Pub
Record Title RECORD DATES RETAIN
UNTIL
USER/SENDER DEPARTMENT COMMENT
46 367 4636 1/3/2017 Use of City Facilities Documents 1994 - 1996 1999 Terry Mayfield Community Services
47 371 3718 3/18/2009 Con Recruitment 2002-2007 2017 Melody Harris Human Resources
48
389 3974 11/8/2011 Con Billing Records 7/01/10-6/30/11 2016 Melody Harris Finance Reviewed for Destruction
July 2014
49
391 3975 11/8/2011 Con Billing Records 7/01/10-6/30/11 2016 Melody Harris Finance Reviewed for Destruction
July 2014
50 400 3729 9/22/2009 Billing Records 7/08-8/08 2015 McLellan Finance
51 401 4283 2/12/2014 Con Billing Records 2010-2013 2017 Amy Adams Finance Misc.
52 402 1627 Pub Computer Magnetic Media Files 1987 - 1991 2016 Klingbeil Finance
53 418 4637 1/3/2017 Use of City Facilities Documents 2001 2004 Terry Mayfield Community Services
54 420 4638 1/3/2017 Use of City Facilities Documents 2004 - 2005 2008 Terry Mayfield Community Services
55 432 4289 2/21/2014 Con Billing Records 2002-2013 2017 Amy Adams Finance Misc.
56 435 4290 2/6/2014 Con Billing Records 1/29/13-3/8/13 2017 Amy Adams Finance Utility Payment Stubs
57 440 4292 2/6/2014 Con Billing Records 11/1/12-12/11/12 2016 Amy Adams Finance Utility Payment Stubs
58 441 4293 2/12/2014 Con Billing Records 2009-2013 2017 Amy Adams Finance Misc.
59 442 4571 1/29/2016 Pub Sports Organization JAN 2008 - DEC 2015 2017 Julie Webb Community Services
60 443 3734 4/28/2010 Con Benefit Distr, and Employee Distr 1/09-6/09 2016 ElizaBeth MacFarland Payroll/Finance
61 445 4294 2/21/2014 Con Billing Records 7/20/09-6/28/11 2017 Amy Adams Finance Utility Payment Stubs
62
453 3981 11/8/2011 Con Billing Records 11/23/11-12/28/10 2016 Melody Harris Finance Reviewed for Destruction
July 2014
63 466 4297 2/21/2014 Con Billing Records 2012-2013 2017 Amy Adams Finance Misc.
64 469 4299 2/6/2014 Con Billing Records 9/21/12-10/31/13 2016 Amy Adams Finance Utility Payment Stubs
65 476 4418 2/6/2014 Con Billing Records 11/1/12-12/31/12 2016 Amy Adams Finance Daily Cash Packets
66 480 4306 2/21/2014 Con Billing Records 5/20/13-6/20/13 2017 Amy Adams Finance Utility Payment Stubs
67
485 4419 2/6/2014 Con Billing Records 12/20/12-6/30/13 2017 Amy Adams Finance Daily Cash Packets/Tyler
Cashering
68
487 3864 3/15/2010 Pub CG34090 Refunds, CC Deposits, Receipt Books,
etc.
2004-2008 2016 Lory Limbird Community Services
69 488 4639 1/3/2017 Use of City Facilities Documents 2004 - 2005 2008 Terry Mayfield Community Services
70 489 3866 3/15/2010 Pub CG34090 Refunds, CC Deposits, Receipt Books, 2004-08 2016 Lory Limbird Community Services
71 491 4307 2/12/2014 Con Billing Records 2010-2013 2017 Amy Adams Finance Misc.
72 493 4420 2/6/2014 Con Billing Records 3/1/13-5/7/13 2017 Amy Adams Finance Daily Cash Packets
73 496 4572 1/29/2016 Pub Sports Organization JAN 2015 - DEC 2015 2017 Julie Webb Community Services
74 497 4421 2/6/2014 Con Billing Records 1/1/13-2/28/13 2017 Amy Adams Finance Daily Cash Packets
75
498 4422 2/6/2014 Con Billing Records 12/08-6/13 2017 Amy Adams Finance Daily Cash Packets
5/8/13-6/30/13; Deposit
Tickets 12/08-12/12
76 502 4423 2/6/2014 Con Billing Records 9/1/12-10/31/12 2016 Amy Adams Finance Daily Cash Packets
77 503 4424 2/6/2014 Con Billing Records 7/2/12-8/31/12 2016 Amy Adams Finance Daily Cash Packets
78 505 4425 9/28/2015 Con Billing Records 6/21/13-7/11/13 2017 Candice Rasmason Finance Utility Receipt Stubs
79 508 4426 9/28/2015 Con Billing Records 7/12/13-8/5/13 2017 Candice Rasmason Finance Utility Receipt Stubs
80 510 3872 10/25/2010 Con Incidents 2006-2009 2016 Melody Harris Human Resources
81 512 4640 1/3/2017 Use of City Facilities Documents 2010 - 2012 2015 Terry Mayfield Community Services
82 514 4641 1/18/2016 Con STARS Reports 2005 - 2008 2014 Leigh Halvorsen Finance
83 517 1380 Pub Payroll Records 44/91 - 4/92 2017 Deknoblough Finance
84 519 4427 9/28/2015 Con Billing Records 8/20/13-1/16/14 2017 Candice Rasmason Finance Tyler Csh Receipt Stubs
85 528 1391 Pub Payroll Records 1992 2017 DeKnoblough Finance
86
530 3990 11/8/2011 Con Billing Records 12/08/09-1/09/10 2016 Melody Harris Finance Reviewed for Destruction
July 2014
87 543 3883 10/22/2010 Con benefit distribution / Employee Distribution 7/2009-12/2009 2017 ElizaBeth MacFarland Payroll/Finance
88 546 3884 10/22/2010 Con benefit distribution / Employee Distribution 1/2010-6/2010 2017 ElizaBeth MacFarland Payroll/Finance
89 548 3885 10/27/2010 Con payroll time sheets & payroll checks 10/2009-12/2009 2017 ElizaBeth MacFarland Payroll/Finance
90 550 4576 1/29/2016 Pub Sports Organization JAN 2014 - DEC 2014 2016 Julie Webb Community Services
2
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