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CC Reso 2019-15 - Authorizing Destruction of Records
1 1 1 RESOLUTION NO. 2019-15 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, The Finance, Payroll, and Human Services / Risk Management departments, along with the City Attorney and City 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 17th day of April, 2019, 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: 611 Kristine Lawler, City Clerk LOCATION BOX # Date Recd Record Title RECORD DATES RETAIN UNTIL USER/SENDER DEPARTMENT COMMENT 24 3932 2/6/2011 Billing Records 6/09-6/10 2013 Daphine Hams Finance 131 4702 11/18/2016 STARS Reports 2004-2005 2012 Leigh Halvorsen Finance 1st Q - 2004; 2nd Q - 2006 247 3823 5/6/2010 Journals/Vouchers 06/01/07-6/30/07 2018 Leigh Halvorsen Finance Edits 267 3521 6/8/2018 Accounts Payable 7/1/04 - 6/30/05 2016 Sechrest Finance (V -Z) 294 4803 11/29/2018 Financial Statements 6/30/05 - 2013 2018 Kathy Norris Finance 317 4717 6/8/2018 Billing Records 2015 2019 Lori Martin Finance 368 1781 General Ledger 11/92 - 9/93 2018 Glenn Finance 375 3972 8/4/2011 Billing Records 7/2010-6/2011 2018 Melody Harris Finance 386 4724 6/8/2018 Billing Records 2015 2018 Lori Martin Finance Edits 397 4725 6/8/2018 Billing Records 2016 2018 Lori Martin Finance Edits 404 4726 6/8/2018 Billing Records 2017 2018 Lori Martin Finance Checklist Edits 479 3862 6/18/2010 Reports 7/1/2006.6/30/2007 2018 Sechrest Finance 495 3869 6/18/2010 Reports 7/1/06-6/30/07 2018 Sechrest Finance 527 4430 9/28/2015 Billing Records 7/1/13-3/24/10 2018 Candice Rasmason Finance Tyler Csh Receipt Stubs 533 4431 9/28/2015 Billing Records 6/16/14-6/30/14 2018 Candice Rasmason Finance Utility Receipt Stubs 540 4432 9/28/2015 Billing Records 4/18/14-6/17/14 2018 Candice Rasmason Finance Register Receipt Packets 544 4433 9/28/2015 Billing Records 12/4/13-3/13/14 2018 Candice Rasmason Finance Register Receipt Packets 559 4436 9/28/2015 Billing Records 2/3/14-3/24/14 2018 Candice Rasmason Finance Register Receipt Packets 562 4437 9/28/2015 Billing Records 3/25/14-6/30/14 2018 Candice Rasmason Finance Tyler Receipt Packets 565 4439 9/28/2015 Billing Records 3/25/14-6/30/14 2018 Candice Rasmason Finance Register Receipt Packets 595 4440 9/28/2015 Billing Records 1/20/14-5/20/14 2018 Candice Rasmason Finance Utility Cash Post Reports 598 4441 9/28/2015 Billing Records 6/2008-6/2014 2018 Candice Rasmason Finance Utility Receipt Stubs, Daily Deposit Sheets, Cash control sheets, credit balance folders 609 4443 9/29/2015 Billing Records 7/2013-6/2014 2018 Candice Rasmason Finance Utility Maintenance Routes 31-71; UVSD Billing Maintenance,Parking 1st Quarter 623 4445 9/29/2015 Billing Records 7/2013-7/2014 2018 Candice Rasmason Finance Utility Maintenance Routes 15-30 629 4448 9/29/2015 Billing Records 7/2013-7/2014 2018 Candice Rasmason Finance Utility Maintenance Route 646 4451 9/29/2015 Billing Records 5/16/13-1/13/14 2018 Candice Rasmason Finance Sewer Payment Stubs; UVSD 647 4452 9/29/2015 Billing Records 12/18/13-1/9/14 2018 Candice Rasmason Finance Utility Payment Stubs 653 4455 9/29/2015 Billing Records 1/1993-12/2014 2018 Candice Rasmason Finance 655 4456 9/29/2015 Billing Records 2012-2014 2018 Candice Rasmason Finance 659 4458 9/29/2015 Billing Records 6/2012-7/7/14 2018 Candice Rasmason Finance 684 4463 10/14/2015 Billing Records 7/1/14-9/24/14 2019 Candice Rasmason Finance Register Receipt Packets 686 4749 4/29/2018 Cash Receipt Edit List 6/2015-10/2015 2019 Nancy Cooley Finance 688 4464 10/14/2015 Billing Records 9/25/14-12/19/14 2019 Candice Rasmason Finance Register Receipt Packets 691 4751 5/1/2018 Billing Records 1/2014-1/2015 2019 Nancy Cooley Finance 692 4466 10/14/2015 Billing Records 2/18/14-3/24/14 2019 Candice Rasmason Finance Utility Pay Stubs 694 4467 10/14/2015 Billing Records 3/25/14-5/6/14 2019 Candice Rasmason Candice Rasmason Finance Utility Pay Stubs 696 4468 10/14/2015 Billing Records 1/16/14-2/14/14 2019 Finance Utility Pay Stubs 697 4469 10/21/2015 Billing Records 8/14/14-9/25/14 2019 Candice Rasmason Finance Utility Payment Stubs 702 4471 10/21/2015 Billing Records 7/1/14-8/8/14 2019 Candice Rasmason Finance Utility Payment Stubs 706 4472 10/21/2015 Billing Records 5/7/14-6/4/14 2019 Candice Rasmason Finance Utility Payment Stubs 707 4473 10/21/2015 Bitting Records 9/29/14-11/7/14 2019 Candice Rasmason Finance Utility Payment Stubs 712 4474 10/21/2015 Billing Records 11/10/14-12/18/14 2019 Candice Rasmason Finance Utility Payment Stubs 714 4475 10/21/2015 Billing Records 2008-2015 2019 Candice Rasmason Finance Utility Collections & Misc 768 4478 10/21/2015 Billing Records 2006-2014 2019 Candice Rasmason Finance 788 4479 10/22/2015 Billing Records 05/2015 - 06/2015 2018 Candice Rasmason Finance Billing Edits - May to June 2015 797 4150 7/18/2012 Billing Records 7/1/11-6/30/12 2018 Daphine Harris Finance 801 4481 10/22/2015 Billing Records 01/2015 - 02/2015 2018 Candice Rasmason Finance Billing Edits - Jan. to Feb. 2015 839 4487 11/22/2015 Billing Records 03/2015 - 04/2015 2018 Candice Rasmason Finance Billing Edits - Mar to April 2015 844 4488 10/22/2015 Billing Records 07/2014 -16/2015 2018 Candice Rasmason Finance Billing Edits - UVSD Cash Post 845 4489 10/22/2015 Billing Records 01/2015 - 06/2015 2018 Candice Rasmason Finance Utiliity Cash Post - Jan to June 2015 849 4491 10/27/2015 Budget Transfers 2011 - 2014 2018 Jan Newell Finance Budget Transfers 851 4492 10/27/2015 Daily Splits 7/2013 - 6/2014 2018 Jan Newell Finance Daily Splits 2019 RECORDS DESTRUCTION Document Review - 2/28/19 MIN EXHIBIT A 1 CA) 2019 RECORDS DESTRUCTION Document Review- 2/28/19 852 4493 10/27/2015 General Billing Cash Batches & Joumals 12/2012 - 6/2013 2018 Jan Newell Finance General Billing Cash Batches & Joumals (Cash Postings) 854 4495 10/27/2015 Budget Workup / Projected Actuals 2011 - 2014 2018 Jan Newell Finance Budget Workup, Projected Actuals 864 4170 7/18/2013 Billing Records 12/1/12-2/28/13 2018 Jan Newell Finance 870 4173 7/18/2013 Billing Records 6/1/13-6/30/13 2018 Jan Newell Finance 876 4174 7/18/2013 Billing Records 3/1/13-6/30/13 2018 Jan Newell Finance 897 4502 10/27/2015 Batch Reports & Journals (Cash Posting) 12/2012 - 1/2013 2019 Jan Newell Finance Batch Reports / Journal Cash Postings 952 4504 10/27/2015 General Billing Cash Batches & Joumals (Cash Posting) 2/2013 - 6/2013 2019 Jan Newell Finance General Billing Cash Batches & Joumals (Cash Postings) 953 4505 10/27/2015 General Billing Cash Batches & Joumals (Cash Posting) 5/2013 - 6/2013 2019 Jan Newell Finance General Billing Cash Batches & Joumals (Cash Postings) 954 4506 10/27/2015 General Billing Batches & Joumals 7/2013 - 9/2013 2019 Jan Newell Finance General Billing Batches & Journal Pmts 955 4507 10/27/2015 General Billing Batches & Joumals 10/2013 - 12/2013 2019 Jan Newell Finance General Billing Batches & Journal Pmts 957 4509 10/27/2015 Closed Utility Applications L -R 1993 - 2012 2018 Jan Newell Finance Closed Utility Applications L -R 1993-2012 962 4516 10/27/2015 Airport Dailies 7/2012 - 6/2014 2018 Jan Newell Finance Airport Dailies 963 4517 10/27/2015 Daily Splits 7/2013 - 6/2014 2018 Jan Newell Finance Trans. Listing of Pmts 990 4523 10/27/2015 General Billing Statements 7/2013 - 6/2014 2018 Jan Newell Finance General Billing Stmts 1071 4671 2/17/2017 Accounts Receivable 2015 - 2016 2019 Kathy Norris Finance Closed Miscellaneous 1085 4208 12/23/2013 Budget; Financil Reports; Billing Records 1981-2010 2018 Kristine Lawler Finance Records Scheduled for Destruction but pulled by City Attorney 1094 4042 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance A -AS 1095 4043 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance AT&T -Az 1096 4044 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance B 1097 4045 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance C -De 1098 4046 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance DFM -EDGE 12/07 1099 4047 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance EDGE 1/08 -FRA 1100 4048 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance Friedman's - G 1101 4049 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance IJ 1102 4050 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance K -MAX 1103 4051 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance Mc -N 1105 4052 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance 0 -Pi 1106 4053 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance PL -Q 1108 4054 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance R -Re 1110 4055 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance RFS -SP 1112 4056 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance St -T 1113 4057 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance U 1114 4058 3/25/2011 Accounts Payable 7/2007-6/2008 2019 Sechrest Finance V -Z 1118 4676 2/17/2017 Accounts Receivable 2015 - 2016 2019 Kathy Norris Finance Miscellaneous - purged 1119 4677 2/17/2017 Taxes Receivable 6/2013 - 12/2015 2019 Kathy Norris Finance TOTS 1122 3757 4/2/2009 Cash Receipts Edit List 6/07-6/08 2018 Daphine Harris Finance Date extended by City Attomey Request _ 1123 1198! 4532 4076 11/17/2015 Closed Utility Applications - 2014 01/2014-12/2014 2019 Kathy Norris Finance Closed Utility Applications A -Z 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance A -As 1199 4077 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance AT&T -Az 1202 4078 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance B 1204 4079 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance C -Dc 1205 4080 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance De -Edge (partaal) 1206 4081 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance Edge-Fi 1207 4082 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance FI -Granite 1208 4083 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance Grants -I 1209 4084 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance J -L 1210 4085 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance Ma -Mo 1211 4086 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance MSA -O 1212 4087 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance P -Pub Service 1213 4088 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance Misc P's -Redwood 1214 4089 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance Reese-Sn 1215 4090 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance So -Su 1216 4091 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance Sw-Ukiah Daily Journal 2 2019 RECORDS DESTRUCTION Document Review - 2/28/19 1217 4092 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance Ukiah Dodge - Uz 1218 4093 6/11/2010 Accounts Payable 7/1/06-6/30/07 2018 Sechrest Finance V -Z 3 2019 RECORDS DESTRUCTION Document Review - 2/28/19 LOCATION BOX* Date Recd Record Title RECORD DATES RETAIN UNTIL USER/SENDER DEPARTMENT COMMENT 11 3692 Employee Time Sheets 12/06-6/07 2016 ElizaBeth MacFarland Finance/Payroll This was box 152, but there was another box in that location. I am re -assigning it to location 11. There was not transfer notice in the box. —Kristine 34 4777 5/25/2018 Payroll Records 2015 2017 Kippy Cummins Finance/Payroll 37 3417 10/30/2006 Payroll Records 1/06-3/06 2012 ElizaBeth MacFarland Finance/Payroll This box was approved by the City Attomey for destruction, but somehow didn't get destroyed. 38 4779 5/25/2018 Checks 7/2011-12/2011 2018 Kippy Cummins Finance/Payroll 41 4780 5/25/2018 Checks 1/2011-7/2011 2018 IGppy Cummins Finance/Payroll 42 4781 5/25/2018 Payroll Records 2016 2019 Kippy Cummins Finance/Payroll 46 4782 5/25/2018 Employee Payroll Files 7/2012-12/2012 2017 Kippy Cummins Finance/Payroll 52 4783 5/25/2018 Employee Payroll Files 2010 2017 Kippy Cummins Finance/Payroll 53 4784 5/25/2018 Checks 1/2012-6/2012 2019 Kippy Cummins Finance/Payroll 78 4785 5/25/2018 Checks 7/2012-12/2012 2019 Kippy Cummins Finance/Payroll 80 4786 5/25/2018 Payroll Records 2014 2016 Kippy Cummins Finance/Payroll 99 4257 2/13/2014 Invoices (Health Insurance) 1/2010-12/2012 2018 Elizabeth MacFadand Finance/Payroll 120 4792 5/25/2018 Payroll Records 2013 2016 Kippy Cummins Finance/Payroll 155 4259 2/13/2014 Federal & State Reports: Payroll (457 Plan Contribution & more) 1/2010-12/2012 2019 Elizabeth MacFadand Finance/Payroll 295 1650 Payroll, Feature Distribution 6/93 - 12/93 2018 Thomas Finance/Payroll 308 3964 12/19/2011 Benefit Distribution 7/2010-9/2011 2019 ElizaBeth MacFarland _ Finance/Payroll 338 4391 6/1/2015 W -2s, Split Payroll Records, Paycheck Copies 2008-2013 2019 Finance/Payroll 340 4392 6/1/2015 Employee Distribution 7/11-12/13 2019 Finance/Payroll _ 425 1663 Feature Distribution Reports 12/93 - 7/94 2019 Thomas Finance/Payroll _ 438 1506 Feature Distribution Reports 12/92 - 6/93 2018 DeKnoblough Finance/Payroll _ 601 1510 Payroll Records 1/93 - 6/93 2018 Deknoblough Finance/Payroll __ 748 4013 1/4/2012 Payroll Time sheets 6/10-12/10 2018 ElizaBeth MacFarland Finance/Payroll 1135 4217 1/10/2014 Payroll Time Sheets Aug 2012 - Dec 2012 2019 Elizabeth MacFarland Finance/Payroll 1137 4219 1/10/2014 Payroll Time Sheets Dec 2011 - Apr 2012 2019 Elizabeth MacFarland Finance/Payroll 1157 4237 12/16/2013 Payroll Timesheets Aug 2011 - Dec 2011 2019 Elizabeth MacFarland Finance/Payroll 1158 4238 12/16/2013 Payroll Timesheets Mar 2011 - Aug 2011 2019 Elizabeth MacFarland Finance/Payroll 1159 4239 12/16/2013 Payroll Timesheets Dec 2010 - Mar 2011 2018 Elizabeth MacFarland Finance/Payroll — 1 2019 RECORDS DESTRUCTION Document Review - 2/28/19 LOCATION BOX* Date Reed Con / Pub Record Title RECORD DATES RETAIN UNTIL USER/SENDER DEPARTMENT COMMENT 389 3718 3/18/2009 Con Recruitment 2005-2008 2019 Melody Hams _ Melody Hams Human Resources 370 3717 3/18/2009 Con Recruitment 1996-2007 2019 Human Resources 734 4592 6/22/2016 Pub Risk Management Reports 2007 - 2014 2019 Melody Hams Risk Management 938 3620 Con Recruitment Files 2003 - 2007 2018 Melody Hams Human Resources 941 3621 Con Recruitment Files 1994 - 2007 2018 Melody Hams Human Resources 943 3622 Con Recruitment Files 2003 - 2007 2018 Melody Hams Human Resources 944 3623 Con Recruitment Files 2000 - 2007 2018 Melody Hams Human Resources 946 3624 Con Recruitment Files 2003 - 2007 2018 Melody Hams Human Resources 1065 4203 11/20/2013 Con Claims 2013 2018 Denise Olmstead Human Resources 1