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Home My WebLink About2005-12 authorizing destruction of records RESOLUTION NO . 2005= 12 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 City Clerk ' s Department , Personnel Department , and the Public Works 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 September , 2004 , by the following roll call vote : AYES : Councilmember Rodin , Andersen , Smith , Baldwin , and Mayor Larson NOES : None ABSTAIN : None ABSENT : None Eric Larson , Mayor ATTEST : Marie Ulvila , Deputy City Clerk Resolution 2005 - Page 1 of 1 pd I Date : August 17 , 2001 DopCartr7r. enf : C"y ItE :c: c) dsa ordinator : � alle Ulvi a , Deputy City Clerk , Current retention schedules show that the records listed are now ready fore 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 COMETS DATES A 230 300 Airport files , clear zone 1952- 1965 2000 616 1936 Bids — 601 -03 1996- 1996 1999 617 1837 Bids — 601 -03 1996- 1996 1999 4;2 618 1838 Bids — 601 -03 1987- 1994 1997 619 1839 Bids — 601 -03 1995- 1995 1998 / _-_ _ 620 1840 Bids — 601 -03 1994- 1995 1998 / 868 2344 Bids 7/01 -6/02 2004 G-4 870 2346 Bids 7/01 -6/02 2004 Signatures Authorizing Destruction Department Head. ity C r 4tto n Destroyed By Date : Date . 17 p Date : ��// � Date , I Ad Reports : Destroy-City Clerk 2004 RECORDS TRANSFER NOTICE Date Department User/Sender . Location Box �� March 4 , 1998 City Clerk Colleen Henderson -- ) Record Title ( From Records Retention Schedule ) Records ar o ublic Record Dates: Month Year Month Year Information Bids - 601 -03 - 1996 Confidential? Circle One, FROM : 1996 TO : 1996 Year to consider destruction : 1 /2000 Permanent: Y o N Retention Period : 3Y Detailed Listing of Tote Box Contents ( Do not write on Box) Spec , 96-04 , Gobbi Street Storm Drain from Waugh Ln to Leslie St. Roof Replacement Wastewater Operations Building Spec , 96-05 , Traffic Signal-No . State/Low Gap/Brush E14916 , 2 Wheel Dr Utility Vehicle Landfill Erosion Control E14342 , Ford Taurus E 9992 New 1996 or 1997 3/4 Ton Truck # 9993 New 1996 or 1997 '/ Ton Trucks SOD-BIS Sodium Bisulfite Products E15527 Liquid Polymer Spec . No . 96-12 Street Striping Check for Contracts/Notices of Completion 3/4/98 cbh Instructions : 1 . Please type or print legibly 2 . Place copies 1 and 2 inside Tote Box on top of records 3 . Retain copy 3 for follow up a : Records Retention : RTNform : 1 /98 RECORDS TRANSFER NOTICE Date Department User/Sender . Location Box '77 March 4 , 1998 City Clerk Colleen He nderson � / � • Record Title ( From Records Retention Schedule ) Records ar ubli Record Dates : Month Year Month Year Bids - 601 -03 - 1996 Information or Confidential? Circle One. FROM : 1996 TO : 1996 Year to consider destruction : 1 /2000 ermanent : Y or Retention Period : 3Y Detailed Listing of Tote Box Contents ( Do not write on Box) Spec . No . 96A4 , Leachate Pipeline Improvements E14195 , Tree Trimming at Various Locations Spec , 96A 7 , Booster Station at Landfill E15703 , Electric Meter Reading Spec , No . 96- 16 , Reconstruction of Airport Road Spec. 95-20 , ADA Ramps Main St./Low Gap E15703 , Camellia Valley Supply D1684 , Tree Trimming at Various Locations E13684 , Polemount Transformers E15753 , 1000 KVA 12 , 000 Volt Pri . Pad . Trans. Chlorine Products E14708 , New 1996 One Ton Truck Cab & Chassis E13426 , Mini -Mainline Color video Sewer Insp , Camera Sodium Hydroxide Products E14007 , 10 , 000' 4/0 19 Strand Aluminum Cable E15096 , Wood Poles E13691 & E13692 , Various Electric Transformers Petroleum Products for City Garage Various Petroleum Products Check for Contracts/Notices of Completion 3/4/98 cbh Instructions . 1 . Please type or print legibly 2 . Place copies 1 and 2 inside Tote Box on top of records 3 . Retain copy 3 for follow up a : Records Retention : RTNform : 1 /98 RECORDS TRANSFER NOTICE Date Department User/Sender Location Box March 3 , 1998 City Clerk Colleen Hendrs on Record Title (From Records Retention Schedule) Records afeTublip Record Dates : Month Year Month Year -.�rf a oon Bid Files - 601 -03 - 1994 on i ential? Circle One, FROM : 1987 TO : 1994 Year to consider destruction : 1 /1998 Permanent: Y o N Retention Period : 3 years Detailed Listing of Tote Box Contents (Do not write on Box) 1 New Mid Sized Sedan Chlorine and Sulfur Products Pavement Crack Sealing Machine Silent Auction Dec. 21 , 1994 Mobile Shelving Sun House One Ton Truck w/Service Body/Crane Transformers 10/25/94 BO Airport Fuel Tank IBM 6252 Printer Street Maintenance Equipment Truck Scales at Landfill Repairs to D8N CAT Tractor Audit Proposals for 1994/95 Sodium Hydroxide Products Petroleum Products Helen Avenue Sidewalk Const. Replace Trickling Filter Arm - STP Publication of Legal Notices - 1988 - bid file Publication of Legal Notices - 1987 - bid file Instructions : 1 . Please type or print legibly 2 . Place copies 1 and 2 inside Tote Box on top of records 3 . Retain copy 3 for follow up a : Records Retention : RTNform : 1 /98 RECORDS TRANSFER NOTICE Date Department User/Sender Location Box March 3 , 1998 City Clerk Colleen Henderson Record Title (From Records Retention Schedule) Records ar Publ' Record Dates : Month Year Month Year Bids - 601 -03 - 1995 Information o Confidential? Circle One, FROM : 1995 TO : 1995 Year to consider destruction : 1 /1999 Permanent: Y or Retention Period : 3Y Detailed Listing of Tote Box Contents .(Do not write on Box) Wood Poles 750 KVA Transformer 3 Police Cars Steel Lined Water Tank Various Padmount Electrical Transformers River Bank Repairs at the Wastewater Treatment Plant Transformers One New Aerial Unit Aluminum Sulfate Skid Loader One New Refuse Loading Compactor One John Deere Utility 870 tractor RFQ - River Bank Repair Design Services Bolted Steel Water Tank Aluminum Conductor Cable Instructions , 1 . Please type or print legibly 2 . Place copies 1 and 2 inside Tote Box on top of records 3 . Retain copy 3 for follow up a : Records Retention : RTNform : 1 /98 RECORDS TRANSFER NOTICE Date Department User/Sender Location Box March 3 , 1998 City Clerk Colleen Henderson 62o (y� 0 Record Title (From Records Retention Schedule) Records a Public Record Dates : Month Year Month Year Bids - 601 -03 - 1994/95 to 1995 Information or Confidential? Circle One. FROM : 1994/5 TO : 1995 Year to consider destruction : 1 /1999 Permanent: Y 0(1; Retention Period : 3Y Detailed Listing of Tote Box Contents (Do not write on Box) RFP City Clerk ARM/OIS Backfile Conv Seven SWAT Police Vests Various Electrical Transformers 4" Portable Sewer Pump Scraper Rental Street Striping Tree Trimming Central Striping Service Street Striping Fixed Asset Demolition of 273 E . Clay Construction of Sidewalk, etc . , Spec No . 95-04 Computer Hardware Optical Imaging RFQ ano Watershed Study Rotary Mower Petroleum Products Instructions : 1 . Please type or print legibly 2 . Place copies 1 and 2 inside Tote Box on top of records 3 . Retain copy 3 for follow up aeoRecords Retention : RTNform : 1 /98 RECORDS TRANSFER NOTICE Date Department: CITY CLERK User/Sender. Location Box 10/22/02 MARIE U LV I LA Record Title ( From Records Retention Schedule) Records are Record Dates : Month Year Month Year BIDS : 2001 -2002 Public Information _x_ or Confidential FROM : 7/1 /2001 TO : 6/30/2002 Year to consider destruction — June 2004 Permanent : ? Retention Period : CLOSED/COMPLETION + 2 YRS Yes or No X Detailed Listing of Tote Box Contents (Do not write on Box) : 601 -03 Ferric Chlorine Products 2/ 19/02 Sodium Bisulfite 2/ 11 /02 Full Size 1/2 Ton Pick Up 7/31 /01 Sodium Hydroxide 1 /8/02 HVAC Units 11 /25/01 Surplus Caterpillar Equipment 5/30/02 Landfill Erosion Control 9/25/01 Thermo Plastic Alkyd 8/ 16/01 Landscape Design & Installation Services 4/8/02 Transformers &22588 8/9/01 Liquid Polymer 10/31 /02 Transformers &23252 4/ 18/02 Liquid Polymer Alkyamine 1 /3/02 Tree Trimming E-22594 9/ 12/01 Liquid Polymer Emulsion 1 /8/01 Two-Axle Truck E -23326 8/27/01 Mendocino Drive Sidewalk Improvements , Spec . 00 -06 5/23/02 Two-Axle Truck Cab & Chassis &23322 8/ 16/01 Painting Interior of Civic Center 4/15/02 Ukiah Riverside Park Fencing 2/25/02 Police & Fire Furniture 4/30/02 Wastewater Treatment Plant Improvement Project 5/31 /02 Police Vehicle 5/28/02 RFP Water Treatment Plant 3/ 1 /02 Police Vehicles 9/6/01 Radio Antenna System 8/28/01 Remove & Replace Carpet 4/ 15/02 Riding Mower 7/31 /01 Instructions : 1 . Please type or print legibly 2 . Place 3 copies inside Tote Box on top of records (one copy will be returned to you indicating the Location and Box number) Records : Retention F RECORDS TRANSFER NOTICE Date Department : CITY CLERK User/Sender: Location Box 10/22/02 MARIE U LV I LA 192 -Iw_ I Record Title ( From Records Retention Schedule) Records are Record Dates : Month Year Month Year BIDS : 2001 -2002 Public Information _x_ or Confidential FROM : 7/ 1 /2001 TO : 6/30/2002 Year to consider destruction — June 2003 Permanent: ? Retention Period : CLOSED/COMPLETION + 2 YRS Yes or No _ X Detailed Listing of Tote Box Contents (Do not write on Box) : ADA Curb Ramps , Phase 4 : 5/2/02 Airport Park Blvd , Remedlation , Phase 1 4/24/02 Banking Services 2/25/02 Cellular Phones 1 /22/02 Chlorine Products 2/19/02 Clean Anaerobic Sludge Digester , Spec . No . WWTP 5/ 13/02 Complete Aerial Unit 4/2/02 Computer (7) Systems 10/ 1 /01 Construction of Civic Center, Spec . No . 02 -06 5/22/02 Instructions : 1 . Please type or print legibly 2 . Place 3 copies inside Tote Box on top of records (one copy will be returned to you indicating the Location and Box number) Records : Retention RECORDS DESTRUCTION NOTICE FOR CITY 01:: hJKIAF Date : August 17 , 2004 Department : Personnel Records Coordinator : Marie Ulvila , Deputy 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 ._ 9j ;,I III 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 COMMENTS DATES 49 2054 Confidential Personnel Files 1989- 1991 1996 r4EE ) � risk . 707 1977 Confidential Recruitment Files 1986- 1997 2002 708 1978 Confidential Recruitment files 6/94- 11 /94 1999 709 1979 Confidential Payroll Records 1985- 1986 2001- E ID— p t' f N�1 . 740 2010 Confidential Personnel Files 1 979- 1997 2004 787 2263 Confidential Firefighter 4/99 -4/99 2004 Recruitment File & Applications . . Signatures Authorizing Destruction Department Head Am. 1 rk Cit , Atto ne Destroyed By Date: g . , D Date : � o / 6 a Date : Reports : Destroy- Personnel 2004 r� UECORDS ANSFER NOTICE Mme . Date Department User/Sender Location Box O 70 7 / ' 77 Record Title (From Records Retention Schedule) Records are Pu iic Record Dates : Month Year Month Year onfidentia Circle One. FROM : a f� TO : / 9 Year to consider destruction : Permanent. Y or N Retention Period : Detailed Listing of Tote Box Contents (Do not write on Box) A40I F 19 �6/?7 Cam- r /4 S I X9.3 I e J /. ti ► /`� � 4 !1 11 1011 CI I 111011�L4 t ` ' 7 / Q 3/ 9 It l Instructions : << VIC? 1 . Please type or print legibly 2 . Place copies 1 and 2 inside Tote Box on - top of records 3 . Retain copy 3 for follow up Records Retention : RTNform : 1 /98 ti - rte: RECORDS ` � : INSFER NOTICE � - Date Department User/Sender Location Box � qj Record Title (From Records Retention Schedule) Records are Public Record Dates : Month Year Month Year Information or onfidential . le One. FROM : 6 '� TO : 9 Year to consider destruction : Permanent: Y or N Retention Period : Detailed Listing of Tote Box Contents (Do not write on Box) 1L Instructions . 1 . Please type or print legibly 2 . Place copies 1 and 2 inside Tote Box on - top of records 3 . Retain copy 3 for follow up Records Retention : RTNform : 1 /98 .: CORDS T ' r NSFER NOTICE � :ate Department User/Sender Location Box - � , 00 pis 8 S � acord Title (From Records Retention Schedule) Records are Public Record Dates : Month Year Month Year Information or RtO^e 7R%4%1jk.1r cCetX C44A -t- ' < <5 on i ential . Circle One. FROM : TO : �l � q IqC7 gar to consider destruction : Permanent: Y oro Retention Period : : tailed Listing of Tote Box Contents (Do not write on Box) Fftf /EMA7 I CA eics 0e ,1%rCS IdAAd e4k�� 5 1 ructions : Tease type or print legibly ' lace copies 1 and 2 inside Tote Box on - top of records Zetain copy 3 for follow up cords Retention : RTNform : 1 /98 RECORDS DESTRUCTION NOTICE FOR Ul"Y OF UKIAH Date : August 17 , 2004 Department : Public Works Records Coordinator : Marie Ulvila , Deputy 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 COMMENTS DATES 461 2227 Landfill Recycling Programs 1994- 1997 2000 Signatures Authorizing Destruction Department Head lerk ' y to Key Destroyed By Date : /D k* 04� Date : t b l Date : / a 46 a Date : Reports : Destroy- Public Works 2004 s RECORDS TRANSFER NOTICE Date Department User/Sender Loca Box Public Works 6/29/01 Steele q bi Record Title ( From Records Retention Schedule ) Records are Record Dates : Month Year Month Year Landfill Recycling Programs Public Information _x or Confidential ? FROM : 1994 TO : 1997 Year to consider destruction : 2000 Permanent: ? Retention Period : S + 2 Yes or No x 3 Detailed Listing of Tote Box Contents ( Do not write on Box) Debris Box Survey Appliance Recycling (CFC info) Spacing Ordinance for recyclables in development projects Mandatory Garbage Collection Yardwaste Ban Garbage/Recycling Ordinances Procurement policy General Reporting Standards for Licensed Refuse Haulers (Sonoma County) Mendo-Lake Medical Society Recycling USW Quarterly meetings Curbside Recycling Program Garbage & Recycling Rates City Recycling, Diversions , Mktg. . , etc . Landfill rates for City-wide participation Apartment Recycling LEA Hearing panel PW Newsletter AB 939 Base Year Calculations / AB 939 Annual Re ort - �(�//� / .� Recycle 1993 Curbside Recycling Cost Analysis - Reductions to 2000 Goal (requests) �C� . ° 50% Diversion Strategies (AB 939 ) �r: � �r SRRE Regs Misc . Recycling - news Utility Bill Notices CIWMB Model Annual Report Curbside Recycling Monthly reports Willits - Garbage/Recycling Info . USW Recycling Process-Facility Proposal Correspondence - Misc . Garbage/Recycling Garbage/Recycling Customer Complaints Transfer Station Info . RFP - MSWMA Transfer Stn . 3401 N . State St . lC� Recycling Market Development Zone y II' 1' � "f -k"1- A F -1' � �� LRecycling ViA JPA/Bylaws,.etc . t` { Element /C �/� �' '� - ' , , l � ,�._ , Task Force AB 939 _ MSWMA Used Oil collection grant Hazmobile schedules HHW Storage Facility Last printed 6/29/012 : 27 PM