HomeMy WebLinkAboutCC Reso 2025-17 - Destruction of Records - Payroll, CM, EUD, FireRESOLUTION NO. 2025-17
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE
DESTRUCTION OF OUTDATED RECORDS
WHEREAS, the Payroll Division, City Manager, Electric Utility, and Fire department, along with the
City Clerk's office and the City Attorney's office, 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of certain outdated records, contained in Exhibit A of this Resolution, and authorizes the City Clerk to
destroy the records.
PASSED AND ADOPTED this 7th day of May, 2025, by the following roll call vote:
AYES: Councilmembers Rodin, Criss, Orozco, and Mayor Crane.
NOES: None.
ABSTAIN: None.
ABSENT: Vice Mayor Sher.
____________________________
Douglas F. Crane, Mayor
ATTEST:
______________________________
Kristine Lawler, City Clerk
Page 1 of 3
ROOM SHELF LOCATION BOX #Date Rec'd Central File
#RECORD TITLE START DATE END DATE
RETAIN
UNTIL USER/SENDER DEPARTMENT
1 a 2 01110 2/16/1990 714.20 Salary Records 1/1/1951 12/31/1986 1989 Inman Payroll
1 d 57 04559 3/8/2016 714.09 Employee Time Sheets 1/1/2009 12/31/2014 2022 Elizabeth MacFarland Payroll
1 e 82 04787 5/25/2018 714.20 Salary Records 9/1/2016 12/1/2016 2023 Kippi Cummins Payroll
1 e 88 00023 5/25/2018 714.20 Salary Records 5/1/2016 8/31/2016 2023 Kippi Cummins Payroll
1 f 94 04561 3/8/2016 714.09 Employee Time Sheets 6/1/2014 10/31/2014 2022 Elizabeth MacFarland Payroll
1 f 100 04789 5/25/2018 714.09 Employee Time Sheets 1/1/2016 4/30/2016 2023 Kippi Cummins Payroll
1 g 117 04564 3/8/2016 714.09 Employee Time Sheets 12/1/2013 6/30/2014 2021 Elizabeth MacFarland Payroll
1 L 211 02117 714.10 Feature Distribution 1/1/1999 3/31/1999 2024 Thomas Payroll
1 L 217 02119 714.10 Feature Distribution 10/1/1999 12/31/1999 2024 Thomas Payroll
1 m 229 02121 714.10 Feature Distribution 7/1/1999 9/30/1999 2024 Thomas Payroll
1 m 238 02123 714.10 Feature Distribution 4/1/1999 6/30/1999 2024 Thomas Payroll
1 p 296 02061 Payroll Ledgers 10/1/1998 12/31/1998 2023 Thomas Payroll
1 q 322 01576 714.10 Feature Distribution 7/1/1994 11/30/1998 2024 Payroll
1 r 344 04394 6/1/2015 714.09 Employee Time Sheets 12/1/2012 6/30/2013 2020 Payroll
1 r 346 04395 6/1/2015 714.09 Employee Time Sheets 6/1/2013 12/31/2013 2020 Payroll
1 t 387 02190 Confidential Program Files 1/1/1992 12/31/1998 2023 Klingbeil Payroll
1 z 518 01381 714.05 Check Register 1/1/1992 3/30/1993 1996 Deknoblough Payroll
2 g 733 02003 Payroll Ledgers 7/1/1999 9/30/1999 2024 Thomas Payroll
2 g 736 02006 714.05 Feature Distribution 3/1/1997 3/30/1998 2023 Thomas Payroll
2 h 742 02012 714.10 Feature Distribution 3/1/1998 6/30/1998 2023 Thomas Payroll
2 r 940 04663 7/27/2017 714.09 Employee Time Sheets 1/1/2015 5/30/2015 2023 ElizaBeth MacFarland Payroll
2 t 986 02462 Payroll Ledgers 10/1/1997 6/30/1998 2023 Thomas Payroll
2 u 1017 04666 7/27/2017 714.09 Employee Time Sheets 5/1/2015 8/30/2015 2023 ElizaBeth MacFarland Payroll
2 u 1018 04667 7/27/2017 714.09 Employee Time Sheets 8/1/2015 12/30/2015 2023 ElizaBeth MacFarland Payroll
2 cc 1174 00680 2/15/2022 714.11 Federal and State Reports; Payroll 1/1/2015 12/31/2016 2021 Kippi Cummins Payroll
2 cc 1189 00688 1/5/2022 714.09 Employee Time Sheets 12/18/2016 4/22/2017 2024 Devon King Payroll
2 cc 1190 00689 1/5/2022 714.09 Employee Time Sheets 8/13/2017 12/31/2017 2024 Devon King Payroll
2 dd 1197 00679 1/5/2022 714.09 Employee Time Sheets 4/23/2017 8/12/2017 2024 Devon King Payroll
2 dd 1198 00681 2/15/2022 714.20 Salary Records 1/1/2019 12/31/2019 2023 Kippi Cummins Payroll
2 dd 1203 00579 6/22/2021 714.20 Salary Records 1/1/2018 12/31/2018 2022 Kippi Cummins Payroll
2 dd 1212 00682 2/15/2022 714.02 Benefit Distribution 1/1/2012 12/31/2013 2020 Kippi Cummins Payroll
PAYROLL
RECORDS SCHEDULED FOR DESTRUCTION Exhibit A
Page 2 of 3
ROOM SHELF LOCATION BOX # Date Rec'd
Con /
Pub
Central
File #RECORD TITLE START DATE END DATE
RETAIN
UNTIL USER/SENDER DEPARTMENT COMMENT
2 p 908 00979 Pub 101.01 General Subject Files - Administration 11/17/1993 6/19/1996 1999 City Manager
CITY MANAGER
RECORDS SCHEDULED FOR DESTRUCTION
LOCATION BOX # Date Rec'd
Con/P
Central
File #START DATE END DATE
RETAIN
UNTIL USER/SENDER DEPARTMENT
Rolling Files 05001
ub
4/23/2025 Pub 601.01 1/1/2009 12/31/2022 2024 Diann Lucchetti Electric Utility
RECORD TITLE
General Subject Files
ELECTRIC UTILITY
RECORDS SCHEDULED FOR DESTRUCTION
ROOM SHELF LOCATION BOX # Date Rec'd
Con /
Pub
Central
File #RECORD TITLE START DATE END DATE UNTIL
RETAIN USER/SENDER DEPARTMENT COMMENT
1 k 185 01718 Pub 1/1/1981 1/31/1997 2022 McAfee Fire
1 w 448 01930 Pub 1/1/1995 12/31/1997 2022 McAfee Fire
2 d 667 01887 Pub
9 Entry level Fire Fighter study guides
Daily Journals, Shift History Reports
Human Resources, FLSA, Overtime and Payroll 1/1/1993 12/31/1997 2022 Faye McAfee Fire 9/4/24 gave box to Sheri to review
FIRE
RECORDS SCHEDULED FOR DESTRUCTION
Page 3 of 3
RECORDS TRANSFER NOTICE
Location 2p - 908
Box # 00979
Title
Please include number from
Records Retention Schedule,
and only one title/category of
documents per box)
101.01 General Subject Files - Administration
Dates of Contents
mm/dd/yy – mm/dd/yy)
11/17/1993-06/19/1996
Department City Manager
Name of Person
Submitting Box
Date of Submission
Confidential Public
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.)
Ukiah Valley Sanitation District Board Meeting Agenda Packets for 1993-1996
Annual Audits for years 1989-1995
CU+3= 1999
RECORDS TRANSFER NOTICE
Location Rolling Files
Box # 05001
Title
(from Records Retention
Schedule; please include
number)
601.01 General Subject Files
Dates of Contents
(mm/dd/yy – mm/dd/yy)
2009-2022
Department Electric Utility
Name of Person
Submitting Box Diann Lucchetti
Date of Submission 4/23/25
Confidential ☐ Public☒ CU+2= 2024
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.)
2009-2022 Commercial rebate application forms completed.