HomeMy WebLinkAboutCC Reso 2020-49 - Destruction of Records - Finance RESOLUTION NO. 2020-49
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS
WHEREAS, the Finance department, along with the City Attorney and City Clerk offices have
reviewed and approved the list of records that are attached as Exhibit A, and determined that said
records 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 2nd day of September, 2020, by the following roll call vote:
AYES: Councilmembers Mulheren, Brown, Scalmanini, Orozco, and Mayor Crane
NOES: None
ABSTAIN: None
ABSENT: None
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Douglas° . Crane, Mayor
ATTEST:
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Kristine Lawler, City Clerk
EXHIBIT A
CONTAI SHELF LOCATION BOX# Date Rec'd Con/ Central RECORD TITLE RECORD DATES RETAIN USERISENDER DEPART COMMENT
NER Pub File UNTIL MENT
System
No.
1 a 16 1602 Pub Payroll Validation 12/94-9/95 2020 Thomas Finance
1 a 39 1671 Pub Payroll Validations 12/94-4/95 2020 Thomas Finance
1 b 51 1603 Pub Payroll Validation and Register 12/94-12/95 2020 Thomas Finance
1 55 3778 3/13/2009 Con Employee Payroll Files 12/03 2020 ElizaBeth MacFarland Finance Originally scheduled for destruction in 2015,destruction
date was changed to 2020 on 11/21/16-AC
b
1 59 3779 3/13/2009 Con Employee Payroll Files 12/03 2020 ElizaBeth MacFarland Finance Originally scheduled for destruction in 2015,destruction
date was changed to 2020 on 11/21/16-AC
b
1 c 96 1604 Pub Employee Dist/Calculation Totals 12/94-12/95 2020 Thomas Finance
1 e 188 1610 Pub Feature Distribution Reports 11/95-12/95 2020 Thomas Finance
1 f 216 1599 Pub Feature Distribution Reports 12/94-4/95 2020 Thomas Finance
1 f 1 247 00184 8/9/2019 1 Pub 716.05 Stores 1/1/08-12/31/17 2020 Seth Strader Finance
1 g 260 4709 6/8/2018 con 704.09 Cash Receipt Stubs 2015-2016 2020 Lori Martin Finance
1 g 278 4712 6/8/2018 Con 704.09 Cash Receipt Stubs 2016 2020 Lori Martin Finance
1 g 293 00119 4/29/2018 Con Utility Receipt Stubs 6/2015-6/2016 2020 Nancy Cooley Finance was box 4772
1 h 313 4715 6/8/2018 Con Billing Records 12/27/16-2/2/17 2020 Lori Martin Finance
1 h 314 4716 6/8/2018 Con Billing Records 2014-2016 2020 Lori Martin Finance
1 320 4718 6/8/2018 Con Billing Records+* 2015-2016 2020 Lori Martin Finance Includes Requisition Books,Electric MtrAMR Mtr Chg
Tags Rtes,Utility service orders
h
1 324 4719 6/8/2018 Con Billing Records* 2014-2015 2020 Lori Martin Finance EFT,Heap,Utility Credits,MDR,Life Support,Zeiffert&
h Assoc/HUD,NSF's
1 h 329 4721 4/29/2018 Con 704.09 Cash Receipt Stubs 11/2015-3/2016 2020 Nancy Cooley Finance Edit List
2 j 386 00138 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Lora Smith Finance was location 528,box 48150
2 j 397 00139 11/19/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Candice Rasmason Finance was location 514,box 4847
2 k 438 00142 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance was location 517,box 4848
2 1 476 4615 8/9/2016 Accounts Payable 7/12-8/13 2020 Joanna Montes Finance G.I.Joe's-Home Depot
2 1 480 4616 8/9/2016 Accounts Payable 7/12-8/13 2020 Joanna Montes Finance Epic Aviation-F File
2 1 482 1612 1 Pub IFeature Distribution Reports 4/95-7/95 2020 IThomas Finance
2 I
485 4617 8/9/2016 Accounts Payable 7/12-8/13 2020 Joanna Montes Finance Coursey,Jennifer-Environmental Science
2 1 489 00150 6/30/2018 Pub Accounts PayableNVarrants Paid 7/1/13-6/30/14 2020 Laura Smith Finance was box 4835
2 1 491 4836 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance Pard-Q
2 1 493 4837 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Laura Smith Finance Moirs-One Source
2 1 496 4838 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance Ups-Z
2 1 497 4839 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance J-L
2 1 498 4840 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Laura Smith Finance Bu-DC
2 1 502 4841 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Laura Smith Finance Public Service Dept.-Rino Pacific
2 1 503 4842 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Laura Smith Finance Kiwanis-Michell 1
2 m 505 4843 11/19/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Candice Rasmason Finance Ukiah Valley-Z
2 m 508 4844 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance Bu-C
2 m 510 4845 11/19/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Candice Rasmason Finance Ris-Sur
2 m 519 4849 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Laura Smith Finance A-AT
2 m 530 4851 11/19/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Laura Smith Finance D-E
2 m 543 4852 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance O-Parc
2 m 544 00152 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Lora Smith Finance
2 m 546 4853 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance At-Bu
2 n 548 4854 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance 101-At
2 n 550 4855 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Laura Smith Finance De-Fred
2 n 552 1611 Pub Feature Distribution Reports 7/95-11/95 2020 Thomas Finance
2 n 553 4856 6/5/2018 Pub Accounts Payable 7/1/13-6/30/14 2020 Laura Smith Finance Hastings-Kirk
2 n 554 04857 11/27/2018 Pub Accounts Payable 1/1/12-12/31/15 2020 Candice Rasmason Finance
2 n 556 4858 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance T-Up
2 n 563 4859 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance Gp-Je
2 n 570 4860 11/19/2018 Pub Accounts Payable 7/1/14-6/30/15 2020 Candice Rasmason Finance F-Go
2 1 n 1 578 1 4862 1 11/19/2018 1 Pub I lAccounts Payable/Report of 7/1/14-6/30/15 1 2020 ICandice Rasmason I Finance IS
CONTAI SHELF LOCATION BOX# Date Rec'd Con 1 Central RECORD TITLE RECORD DATES RETAIN USERISENDER DEPART COMMENT
NER Pub File UNTIL MENT
System
No.
2 0 602 4865 11/28/2018 Pub Warrant Register/Report of 7/1/12-6/30/15 2020 Candice Rasmason Finance
2 0 606 04866 11/28/2018 Pub Report of Disbursements 7/1/14-6/30/15 2020 Candice Rasmason Finance Jan-Oct
2 q 682 4462 10/14/2015 Con Billing Records 3/25/15-6/18/15 2020 Candice Rasmason Finance Register Receipt Packets
2 q 683 4748 4/29/2018 Con Billing Records 11/2016-12/2016 2020 Nancy Cooley Finance
2 q 689 4750 4/29/2018 Con Billing Records 11/2015-12/2015 2020 Nancy Cooley Finance
2 q 690 4465 10/14/2015 Con Billing Records 12/23/14-3/24/15 2020 Candice Rasmason Finance Register Receipt Packets
2 q 698 4470 10/21/2015 Con Billing Records 12/22/14-1/26/15 2020 Candice Rasmason Finance Utility Payment Stubs
2 r 716 4752 4/29/2018 Con Billing Records 5/2016-6/2016 2020 Nancy Cooley Finance
2 r 726 4477 10/21/2015 Con Billing Records 2013-2015 2020 Candice Rasmason Finance Credit Card,Utility Post,UVSD
3 s 768 00269 9/26/2019 Pub 719.09 Past Due Reports 07/20/16-07/20/17 2020 Karen Brazil Finance
3 u 851 00183 8/9/2019 Pub 716.01 Bids,RFQs,RFPs-Successful 1/1/99-12/31/11 2017 Seth Strader Finance
856 4496 10/27/2015 Cash Receipts Batches 11/2014-1/2015 2020 Jan Newell Finance
3 u Con Cash Receipts,Batches 11/2014-01/2015
3 u 858 4497 10/27/2015 Con Cash Receipt Postings 7/2014-8/2014 2020 Jan Newell Finance Cash Reciept Postings July-August 2014
3 u 862 4499 10/27/2015 Con Batch Postings-Cash Receipts 9/2014-10/2014 2020 Jan Newell Finance Batch Postings-Cash Reciepts
3 u 866 00277 5/26/1982 1 Con 714.15 IlLedgers 01/01/78 1986 Finance was location 22,box 520
3 v 889 4500 10/27/2015 Con 704.09 Cash Receipt Stubs 7/2014-11/2014 2020 Jan Newell Finance Tyler Cashiering Payment Stubs/Work Packets
3 v 892 4501 10/27/2015 Con General Billing Batches&Journals 4/2014-5/2014 2020 Jan Newell Finance General Billing Batches&Journal Pmts
3 v 903 4602 8/11/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance Weston-XYZ
3 v 907 4603 8/11/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance Business Card-County of San Mateo
3 w 951 4503 10/27/2015 Con General Billing Batches&Journals 6/2013-6/2014 2020 Jan Newell Finance General Billing Batches&Journal Pmts&Cash Posting
3 w 956 4508 10/27/2015 Con General Billing Batches&Journals 1/2014-3/2014 2020 Jan Newell Finance General Billing Batches&Journal Pmts
3 x 970 4604 8/9/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance Napa Auto Parts-One Source
3 x 971 4605 8/9/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance Madrigal-M File
3 x 978 00350 1/13/2020 719.09 Past Due Report 01/01/11-12/31/15 2020 Lori Martin Finance
3 x 991 4606 8/9/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance Homemade-L File
3 x 992 4524 10/27/2015 Con Closed Business Licenses 1/2014-12/2014 2020 Jan Newell Finance Closed Business Licenses 2014
3 y 1040 4096 7/9/2012 BothP704.09
Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #1-A-As
3 y 1042 4097 7/9/2012 BothAccounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #2-AT&T-Az
3 y 1044 4098 7/9/2012 BothAccounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #3-B-
3 y 1046 4099 7/9/2012 BothAccounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #4-C-Da
3 y 1048 4100 7/9/2012 BothAccounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #5-De-Fi
3 y 1049 4669 2/17/2017 Con Cash Receipt Stubs 6/2015-10/2015 2020 Kathy Norris Finance Tyler Daily
3 y 1050 4101 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #6-FI-G
3 z 1052 4102 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #7-H-J
3 z 1054 4103 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #8-K-Ma
3 z 1056 4104 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #9-Mc-N
3 z 1058 4105 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #10-O-Pi
3 z 1060 4106 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #11-PI-RDO
3 z 1062 4107 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #12-Re-Rz
3 z 1064 4108 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #13-S-St
3 z 1066 4607 8/9/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance 101 Things-AT&T
1067 4608 8/11/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance Ukiah High School-Western Renewable
3 z
3 z 1068 4109 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #14-Su-Ukiah High
3 z 1070 4110 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #15-Ukiah Lock-Wh
3 z 1072 4111 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #16-Wi-Z
3 z 1076 4609 8/11/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance Target Safety-Ukiah Gun Club
3 z 1080 4112 7/9/2012 Both Accounts Payable 7/1/08-6/30/09 2020 Sechrest Finance #17-Edge
3 z 1089 4610 8/9/2016 Accounts Payable 7/12-6/13 2020 Joanna Montes Finance S.P.A.C.E-S File
3 as 1111 4675 2/17/2017 Con Accounts Receivable 2009-2016 2020 Kathy Norris Finance Miscellaneous
3 as 1112 00261 9/27/2019 Pub 719.08 Cashier Daily Work 03/22/11-05/13/11 2017 Karen Brazil Finance
3 as 1133 4611 8/9/2016 Accounts Payable 7/12-8/13 2020 Joanna Montes Finance AT&T-Bushway
3 as 1134 4612 8/9/2016 Accounts Payable 7/12-8/13 2020 Joanna Montes Finance Redwood Coast Fuels-R File
4 bb 1136 4218 1/10/2014 1 Con I IPayroll Time Sheets Apr 2012-Aug 2012 2020 1 Elizabeth MacFarland I Finance
CONTAI SHELF LOCATION BOX# Date Rec'd Con 1 Central RECORD TITLE RECORD DATES RETAIN USERISENDER DEPART COMMENT
NER Pub File UNTIL MENT
System
No.
1 a 35 4778 5/25/2018 Con Payroll Records 2017 2020 Kippy Cummins Finance/P