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Home My WebLink AboutCC Reso 2023-13 - Authoriziing Destruction of Records - Fire & Finance RESOLUTION NO. 2023-13 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the Fire and Finance departments, along with the City Attorney's Office and the City Clerk 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 15tt' day of March, 2023, by the following roll call vote: AYES: Councilmembers Orozco, Sher, Crane, Duenas, and Mayor Rodin NOES: None ABSTAIN: None ABSENT: None Mari Rodin, Mayor ATTEST: Kristine Lawler, City Clerk EXHIBIT A CITY OF UKIAH RECORDS DESTRUCTION NOTICE Date: 2/23/23 Department: Fire Current retention schedules show that the attached records listed are now ready for review for records destruction. Instructions: 1. Review the attached listing (if needed, you may obtain a copy of the retention guidelines from City Clerk) 2. If only a portion of the box is to be kept, remove it and start a new box with a new transfer notice; Follow normal retention box submission instructions, which can be obtained from City Clerk if needed. 3. If the entire box is to be kept, change the date/year to consider destruction on the attached list, and give back to the City Clerk. 4. For boxes that are okay to proceed with destruction, obtain Department Head's signature and return this notice, along with the attached list to City Clerk. NOTE.Please keep in mind that we only have a set number of box storage locations. Only keep records past their retention deadline if it is necessary. Thank you for your cooperation in keeping our records management system working smoothly. Kristine Lawler, City Clerk DATE SIGNATURE Department Head Feb 27, 2023 �' � City Clerk Feb 27, 2023 L.ad lw Kristine Lawler(Feb 27,202211:55 PST) City Attorney Feb 27, 2023 Darcy Va nn(Feb 2,2023 11:21 PST) City Council Destroyed RECORDS TRANSFER NOTICE Location Retention Container 2 & 3, on floor F1 BOX # (boxes were kept in Fire Bay and were not issued box or shelf numbers) Title Fire Department — See list below (from Records Retention Schedule;please Include number Dates of Contents 1/1/1978 — 12131/2013 mm/dd —mm/dd/ Department Fire Name of Person Rickey Dean Submitting Box Date of Submission 2/13/2023 Confidential ® Public[] Destr do Date = 2020 Detailed listing of Contents: (Please list contents of box in as much detail as possible;imagine searching for something in this box 10 years from now and needing to use key words for the search engine-please include that type of detail.) PALLET 1 BOX# TITLE NO. DESCRIPTION RETENTION PERIOD 25 807.05 Patient Care Reports(PCRs) 10/09-03/10 2018 28 807.05 PCRs 02/11-07/11 2018 19 807.05 PCRs 07/07-01/08 2015 3 807.05 Daily Journal/Incident Logs 98-01,96-99 2006 24 807.05 PCRs 05/09-09/09 2016 29 807.05 PCRs 08/11-01/12 2019 18 807.05 PCRs 12/06-06/07 2014 27 807.05 PCRs 09/10-01/11 2018 21 807.05 PCRs 02/08-06/08 2015 23 807.05 PCRs 12/08-04/09 2016 26 807.05 PCRs 04/10-08/10 2017 22 807.05 PCRs 07/08-11/08 2015 9 807.05 PCRs 10/02-06/03 2010 OR1 807.05 PCRs 03/96-05/02 2009 OR2 807.05 PCRs 01/97-12/97 2004 OR3 807.05 PCRs 09/00-03/01 2008 OR4 807.05 PCRs 01/98-11/08 2015 10 807.05 PCRs 07/03-12/03 2010 45 807.05 PCRs 05/96-12/96 2003 11 807.05 PCRs 01/04-08/04 2011 OR6 807.05 1 PCRs 04/01-09/01 2008 OR7 1 807.05 PCRs 04/02-07/02 2009 JFPAILLET2 OX# TITLE NO. DESCRIPTION RETENTION DATES 8 807.05 PCRs 07/12-02/13 2020 9 804.04 PCRs Training records 00-02 2004 10 807.05 PCRs 01/99-12/99 2006 11 807.05 PCRS 03/06-11/06 2013 OR12 801.01 FF Association Misc 05/96-09/97(Gen Sub Files) 2007 OR13 806.03 Daily Logs 11/78-10/82 1984 20 806.02 Tower Construction 07/92-11/93 1995 OR14 801.01 Weather Reports 96-99(Gen Sub Files) 2009 OR1S 801.10 Grants 02 2007 14 807.05 PCRs 07/05-02/06 2013 OR16 801.11 Ambulance Billing 12/95-07/97 2000 OR17 801.12 HIPPA Disclosures 03-07,Ambulance Billing 04-07 2013 OR18 807.05 PCRs 10/95-12/95 2002 OR19 801.13 Safety Committee 83-98 2004 12 806.03/703.01 Drug Logs 97-04,Ambulance Payments 03 2006/2008 OR20 807.01 Unusual Occurrences 00 2003 13 807.05 PCRs 09/04-06/05 2012 OR21 801.01 FF Association 12/89-04/97 2007 OR22 801.01 FF Association 68-84 1994 CITY OF UKIAH RECORDS DESTRUCTION NOTICE Date: 317123 Department: Finance Current retention schedules show that the attached records listed are now ready for review for records destruction. Instructions: 1. Review the attached listing (if needed, you may obtain a copy of the retention guidelines from City Clerk) 2. If only a portion of the box is to be kept, remove it and start a new box with a new transfer notice; Follow normal retention box submission instructions, which can be obtained from City Clerk if needed. 3. If the entire box is to be kept, change the datelyear to consider destruction on the attached list, and give back to the City Clerk. 4. For boxes that are okay to proceed with destruction, obtain Department Head's signature and return this notice, along with the attached list to City Clerk. NOTE:Please keep in mind that we only have a set number of box storage locations. Only keep records past their retention deadline if it is necessary. Thank you for your cooperation in keeping our records management system working smoothly. Kristine Lawler, City Clerk DATE SIGNATURE Department Head Mar 7,2023 City Clerk Mar 7,2023 �C�ift%�2 LaW�2� Kristine Lawler(Mar 7,2023 16:12 PST( City Attorney Marl,2023 L511" VA" Darcy Va ghn(Mar ,2023 1&13 PST) City Council Destroyed RECORDS TRANSFER NOTICE Location Purchasing Bay Box # 00837 Title 716.04 Purchase Orders (from Records Retention Schedule;please include number Dates of Contents 111108-12/31/17 mm/dd&-mmld Department Finance Name of Person Mary Horger Submitting Box Date of Submission 317/23 Confidential ❑ Public® 2022 Detailed Listing of Contents; (Please list contents of box in as much detail as possible;imagine searching for something in this box 10 years from now and needing to use key words for the search engine-please include that type of detail.) Five boxes RECORDS TRANSFER NOTICE Location Purchasing Bay Box # 00838 Title 716.00 Purchasing (from Records Retention Schedule;please include number Dates of Contents 111108-12/31/17 mm/d —mm/dd/ Department Finance Name of Person Mary Horger Submitting Box Date of Submission 317123 Confidential ❑ Public® 2022 Detailed Listing of Contents: (Please list contents of box in as much detail as possible;imagine searching for something in this box 10 years from now and needing to use key words for the search engine-please include that type of detail.) One Box Mary Williamson mixed documents RECORDS TRANSFER NOTICE Location Purchasing Bay Box # 00839 Title 716.00 Purchasing (from Records Retention Schedule;please Include number Dates of Contents 111108-12131117 mm/d —mm/dd/ Department Finance Name of Person Mary Horger Submitting Box Date of Submission 317123 Confidential ❑ Public® 2022 Detailed Listing of Contents: (Please list contents of box in as much detail as possible;imagine searching for something in this box 10 years from now and needing to use key words for the search engine-please include that type of detail.) One Box Mary Williamson mixed documents RECORDS TRANSFER NOTICE .00 Location PurchasingBa u — Box # 00840 Title 716.01 Bids, RFQs, RFPs (from Records Retention Schedule;please Include number Dates of Contents 111109.12/31117 mm/dd -mmldd/ Department Finance Name of Person Mary Horger Submitting Box Date of Submission 317123 Confidential ❑ Public® 2023 t Detailed Listing of Contents: (Please list contents or box in as much detail as possible;imagine searching for something in this box 10 years from now and needing to use key words for the search engine—please include that type of detail.) 17 boxes RECORDS TRANSFER NOTICE Location Purchasing Bay Box # 00841 Title 716.03 Requisitions (from Records Retention Schedule;please Include number Dates of Contents 111I96-12131118 mm/dd -mm/d _ Department Finance Name of Person Mary Horger - - - - Submitting Box Date of Submission 3/7123 Confidential ❑ Public® 2023 Detailed Listing of Contents: (Please list contents of box in as much detail as possible;imagine searching for something in this box 10 years from now and needing to use key words for the search engine-please include that type of detail.) 19 boxes