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Home My WebLink About2007-23 records destructionRESOLUTION NO. 2007-23 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the Engineering, Public Works, Personnel, Community Services, and Finance Departments have reviewed and approved the list of records 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 18`h day of July, 2007, by the following roll call vote: AYES: Councilmember Thomas, Crane, McCowen, and Mayor Rodin NOES: None ABSTAIN: None ~ ~ - , ABSENT: Councilmember Baldwin ~ ~ Mari Rodin, Mayor ~ ATTEST:- ./i ~ -) _~- ~ <~ ___ - da Brov~~~y City Clerk RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: January 29, 2007 Department: Finance Records Coordinator: Gail Petersen, 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 February 28, 2007 to the City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 519 -~" 3308 Billin records 1988-1993 1996 McLellan 529 -- 1392 Time sheets 8/92-11/92 2000 DeKnoblou h 540 - 3313 Billin records 2/88-12/88 1991 McLellan 599 ~. 3320 Bookin fees 1994-1999 2004 Norris 608 r. 3323 Bad debt write-offs 1987-1991 1999 McLellan 626 -_ 3324 Billin records 2/00-2/02 2005 McLellan 633 _. 1853 Pa roll timesheets 6/94-11/94 2002 Thomas 634 ~ 1854 Pa roll timesheets 11/94-5/95 2003 Thomas 635 - 1855 Pa roll timesheets 5/95-10/95 2003 Thomas 637 ~+ 1857 Pa roll timesheets 3/96-8196 2004 Thomas 638 .., 1858 Pa roll timesheets 10/95-3/96 2003 Thomas 639 ~' 1859 Pa roll validation 12/86-10197 2001 Thomas 652 -' 3329 Billin records 1998-202 2005 McLellan 655 ~" 33j0 Billin records 1/05-6/05 2003 McLellan 658 - 3332 Bad debt write-offs 1975-1995 2003 McLellan 659 ^ 1879 Pa roll timesheets 8/96-12/96 2004 Thomas 729 ~-^ 1999 Confidential a roll timesheets 5198-11/98 2006 Thomas 734 -- 2004 Confidential a roll timesheets 11/97-6/98 2005 Thomas 755.- 3340 Billin records 7/01-9/01 2005 McLellan 768 3341 Parkin invoices 1988-1995 1999 Norris 816 - 2292 Utili a ment re isters 3/96-12/96 None Elton 839 -~ 2315 Utili service to s routes 2141 6/95-6/97 2005 Erin 870 ~- 3342 Cash recei is edit list 10101-1/02 2005 Norris 875 -- 2351 Em to ee distribution re orts 8/00-10/00 2006 Thomas 888 - 236A Health ins -terminated olicies 1/94-12/00 2005 Thomas 889 - 2365 Pa roll checks co ies 8/99-2/00 2006 Thomas 892 --- 343 Billin records 1995-1999 2003 McLellan SianaturesAuthorizina Destruction ~~~~ Department Head is~o1 City Clerk L- ~- i i y - 7 ~ ~~ Destroyed by: ~`p '~~Q~ y Date: Date: '~~ ~ ~ 7 Date: n Date: j D Destroy (Finance)-City Clerk Feb 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH ~ ~~ v Date: February 2, 2007 Department: Engineering Records Coordinator: 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 '" /~~ ~7to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION I BOX I RECORD TITLE DATES I RETENTION I COMMENTS Cinn~4i irae ~i ithnri~inn't-lactn irtinn Department Mead City C l erk ~ ~ ttor ey Destroyed By / ~ ~ Date: " ~ , '~i~.~ ~ a7 Date: ~ ~ a 7 Date: '~-~~z~d 7 `ate: (~ ~07 Reports: Destroy -City Clerk - 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: June 28, 2007 Department: Community Records Coordinator: Services Linda Brown, Acting City Clerk Current retention schedules show that the records licted are now ready for rtastn ictinn Instructions: 1. Review this listing 2. Obtain Department Head's Signature. 3. Return this notice to Acting City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, Acting City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 399 ~ 2192 Golf Course Fees & Reports 1/1/00- 2006 Madsen 12/30/00 Sinnatures Authnri~inn I~estniction Department He rk i Att ne (' Destroyed By Date:' y~ (~~ Date: 7- -p "7 Date: 7- ~ - o ~ ate: ~ ~ (~/ Reports: Destroy -City Clerk - 2006 1'YG/~lll"1AO 1'1GCTr]I 1/~TII'1\I \Il1TIl~G G/'1f1 I+ITV l1G I IVIA V R Cl'VRVJ VGJ 1 RVV I IVIY IYV I IIiL IVR V11 1 Vf Vf\1/'111 V Date: January 24, 2007 Department: Police Records Coordinator: Gait Petersen, 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. ~ J ~ w~ G 7 3. Return this notice, signed, no later than to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 396 -- 1282 Parking Citation Books 1000001- 7/90 None 110951 C i.. .~fi. n Aii#hnri~inn rlce#n ir4inn epj~rtment Head ~ ~ City C,leyrlq C' A orn Destr 1~% f 7~ a-c-C.- / -- Date: /c/o 7 Date: ! ~ 9~D 7 Date: Z Y d 7 ate: Q~ Reports: Destroy-City Clerk 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: June 12, 2007 Department: Finance Records Coordinator: Linda Brown, City Clerk C;IlrrPnt 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, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES COMMENTS i 885 Pa roll Records 1978 1979 154 ~ 757 De artmental Re orts 1966,77,79 1980 364 - 852 Pa roll R cords 1/82 - 12/83 1984 245 - 858 Vac/Sick Re orts & Ck Re isters 1/84 - 10/85 1988 Inman 467 - 1119 Vac/Sick Re orts 1/87 - 9/88 1989 Inman ~ --. ~3y~ DDO-~2oo r10 6 Co.~-,ti-J-J n:--_.. ..-..., n.~a....:-.i.... nec.+rl lr+inn JI IIPWIC.~. r~uulw lulu Department Head 'ty Irk i Attorn y , Destroyed By y ~' A (A~ VV" 1 7'~ ~~11 Date: 6 "'0'2~ 7 Date: _ Date: 7 - ~ .- a ate: Reports: Destroy-Gifu Clerk 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: June 28, 2007 Department: Personnel Records Coordinator: Linda Brown, Acting 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, to Acting City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, Acting City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 141 ~ 839 Closed osition files 1983 -1986 None Stamelos 277 ~- 1556 Confidential firefighter recruitment file & a lications 5/93 2003 Revheim 279 -" 1540 Confidential personnel recruitment files 1985 - 1993 2003 Revheim 299 ^' 1537 Personnel recruitment files 11/88 - 7/4 2004 Revheim 783 - 2259 Personnel files miscellaneous 1993-2001 None Harris 1118 ... 2594 Misc. ersonnel files 1994-2001 None DeKnoblou h 1119 ~. 2595 Misc. ersonnel files 11/99 - 9/02 None DeKnoblou h 1120 ~. 2596 Misc. ersonnel files Insurance 1999 - 9/02 None DeKnoblou h 1123 ~' 2599 Retiree insurance coupons/Remif comes ondence 1990 - 2003 None DeKnoblou h 132 573 Ceta S-W Terminated-Smart-Zirbes 1975 -1979 None 208 -- 572 Ceta A-Smith, Rick None None 7d 7v-~t A'c . ~r I`t 3 iY~'3 1 i <Y - Sinnaturac Authnri~inn nestruction Department Head /~ ..Gi ~k~~ - ity Att n Destroyed By /~ i~~~7C Ni7iVt~~ '~~ -~ ~" "i ~ Date: c _ Date: - - ~ - C' - Date: 7 - ~ o - ° ~ ate: ~ p`j Reports: Destroy -City Clerk - 2007 ~~ ~F ~~ z RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH ~ ~' Date: January 29, 2007 Department: Finance Records Coordinator: Gail Petersen, 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 February 28, 2007 to the City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 3 - 1606 Labor Distribution Re orts 12/94-12/95 1999 Thomas 13 1229 Warrants aid G-K 7191-6192 2001 DeKnoblou h 173 - 2987 Utili billin b-list 1/00-7/00 2006 McLellan 207 -- 2115 Pa roll timesheets 11/98-5/99 2006 Thomas 239 --~ 3293 Bankru tc files 1985-1996 2003 McLellan 253 - 3298 Bad debt write-off 7/91-2/94 2002 McLellan 313 - 3300 Financial statements 4/00-8/00 2005 Norris 351 - 2175 Em to ee distribution re orts 1/99-6/99 2005 Thomas 367 -- 2178 Em to ee distribution re orts 12199-2100 2006 Thomas 374 ,-. 2179 Em to ee distribution re orts 7/99-11/99 2005 Thomas 381 - 2185 Em to ee distribution re orts 3100-5/00 2006 Thomas 382 - 2184 Calculation totals 1/99-12/99 2002 Thomas 383 f' 2186 Em to ee distribution re orts 6100-7100 2006 Thomas 397 - 2196 Benefit distribution 1/99-12/99 2006 Thomas 409 ~ 2201 Pa roll GL intertace 1/99-9/99 2003 Thomas 410 -- 3301 Emer enc res onse billin 1992-1997 2002 Norris 413 - 2198 Labor distribution 1/99-12/99 2002 Thomas 415 ,-- 2206 Vacation/sick leave re orts 1/99-6/00 2001 Thomas 416 2205 Pa roll interfaces/authorizations 10/99-6/00 2003 Thomas 445 -~ 1821 Billin re ister co ies-dum /dui 7/95-1/96 2001 McLellan 455 -' 1823 billin re ister co ies-dum /dui 1196-6/96 2005 McLellan 463 1928 Pa roll records 12/95-10/86 2001 Thomas 488 3261 Prod/non productive report & Vac/Sick Leave Re ort 7/04-12/04 2005 MacFarland 493 -- 3265 Billin and customer records 1/04-7/04 2006 McLellan 503 "' 1597 Pa roll records 12/93-12/94 2001 Thomas 505 --" 1368 Bad debt write-offs S-Z 7/88-6/91 None Sechrest Signatures Authorizing Destruction Department Head City Clerk /: i n y / Destroyed by: ~ rc ~ e D ~ ~ Date: Da : Date: ( Destroy (Finance)-City Clerk Feb 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: June 12, 2007 Department: Finance Records Coordinator: Linda Brown, City Clerk Current retention schedules show that the records listed are now Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES COMMENTS 839 - 2315 Utilit Service Ta s 6/95 - 6/97 2005 Erin 870 - 3342 Cash Recei is Edit List 10/01 - 1/02 2005 Norris 875 - 2351 Em to ee Distribution Re orts 8/00 - 10/00 2005 Thomas 889 - 2365 Pa roll Checks Co ies 8/99 - 10/00 2005 Thomas 925 ' 3345 Billin Records 1/02 - 12/02 2005 McLellan 930 3346 Cash Recei t Stubs 5/1/00 - 5/30/00 2005 McLellan 932 - 3347 Cash Recei t Stubs 2/1/00 - 2/28/00 2005 McLellan 935 - 3348 Cash Recei tStubs 7/31/00-8/31/00 2005 McLellan 938 - 3351 Cash Recei is Edit List 2/02 - 5/02 2005 Norris 943 - 3355 Cash Recei tsStubs-Counter 3/00-4/00 2005 Fusco 944 - 2420 Billin Records 7/02 - 9/02 2005 Erin 946 - 2422 Billin Records 11/02 - 12/02 2005 Erin 947 - 2423 Billin Records 1/01 - 1/03 2005 980 ~ 3345 Bank Reconciliafion/Statements 1977 - 1998 2005 McCann 102 - 1773 Bank Statements 5195 - 6/96 2006 Glenn 267 ., 3203 Bank Statements 10/99 - 6103 2006 McCann 278 3414 Various a roll re orts 1/05 - 12/05 2006 MacFarland 397 ~ 2196 Benefit Distribution 1/99 - 12/99 2006 Thomas 493 - 3265 Billin and Customer Records 1/9/04 - 7/29/04 2006 McLellan 554 - 1676 Fiscal A ents Accounts 7/94 - 6/95 2006 S h 794 - 2270 Confidential Billin Re isters 1/01 -4/01 2006 Norris 903 _ 2379 Pa roll timesheets 10/17/99-4/15/00 2006 Thomas 905 2381 Pa roll Checks Co ies 1/01 - 6/01 2006 Thomas 917 - 239 Pa roll Checks Co ies 3/10/00 - 8/25/00 2006 Thomas Cin no4i iroe Ai i4hnri~inn r)actn ictinn Department Head i lerk _ r Attor ey ~ Destroyed By ~ A -~~ e.-7`-y -r., Date: '~~ ~i~' Date: 7- _ p'7 Date: 7- 9 - o ate: Reports: Destroy-City Clerk 2007 RECORDS DESI Kuc I IVN rvu I Ict rurc la I r ur unlwn Date: June 11, 2007 Department: Finance Records Coordinator: Linda Brown, City Clerk rrent retention schedules show that the records listed are now ready Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, City Clerk, LOC BOX RECORD TITLE DATES RETENTION DATES COMMENTS 260 1093 GL Interface 6/85-7/87 1990 Marlene ,~~~ 1528 Billin Records 5-6/79 - 1980's 1991 540. 3313 Billin Records ~ 2/88 - 12/88 1991 McLellan 497 1156 Vac/Sick & Payroll Validation Re orts 1/88- 1989 1992 Inman 769 3240 Correspondence (Working Documentation 1990 1992 McCann 418- 1202 Misc. Billin 1990 1993 McLellan 987 - 2463 Pa roll Timesheets 5/86 - 12/86 1993 Inman 314 ' 1290 P/R Validation 1990 - 6/91 1994 471 1123 Labor/Benefit Dist Re orts 1/87 - 12/88 1995 Inman 975 -' 2451 Pa roll Interface Re ort 1/92 - 9/92 1995 Deknoblou h 519 ^ 3308 Billin Records 1988 - 1993 1996 McLellan 970 '" 2446 Vacation/Sick Leave Re orts 7/94 - 12/95 1996 Thomas 971 ~' 2447 Labor Distribution Re orts 6/93 - 5/94 1996 Thomas 994_ 2469 Employee Distribution Re orts/Labor Distribution 5/90-6/91 1996 Inman 329 -. 1578 Labor/Benefit Dist Re orts 4/12/92-12/3/94 1997 Thomas 969 - 2445 Pa roll Validation 4193 - 6/94 1997 Thomas 992 - 2468 Em to ee Distribution Re orts 6/91 - 4/92 1997 Inman 112-~ 1619 Closed PO's 1993 1998 113^ 346 - 1741 1695 Cash recei t stubs Air ort Files 2/96 - 3/96 7/1/93 - 6/95 1998 1 Jud Sechrest ~ 972 ~ 2448 Em to ee Distribution Re orts 6/93 - 10/93 1998 Thomas 58 1622 Financial Records 0.YY I 10/93-6/94 1999 ~ Sechrest 87 ~ 1828 Utilit Re orts 11/89-6/96 1999 Tammie 344 " 529 - 1621 1392 Financial Statements Time Sheets 5193 - 11/93 8/16/92-11/21/92 1999 1999 Glenn D h ~ n...~__:_:__ n_s.....a:,.., JI I IQ lU1GJ /'luU wi iu~ t ent Head rt m Depa I A ~ r y G Destroyed By Q .~ - ~1 ° 1/ ~ Date: ~ ~`Z-~~~ Date: ~ - ~ Date: '~ - g - ~ ate: Reports: DestroV-City Clerk 2007 ;~ RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: June 12, 2007 Department: Finance Records Coordinator: Linda Brown, 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, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES COMMENTS 608 - 3323 Bad Debt Write-offs 1987 - 1991 1999 McLellan 768 - 3341 Parkin Invoices 1988 - 1995 1999 Norris 973 - 2449 Em to eeDistribution Re orts 11/93-4/94 1999 DeKnoblou h 974 - 2450 Em to ee Distribution Re orts 4/94 - 12/94 1999 Thomas 23 - 1793 Cash Recei t Stubs 8/96 - 9/96 2000 Jud 32 1246 Warrants Paid 54 7/1/87-6I30I90 2000 ~ Accts Pa able ~ 40 - 1204 Warrants Paid A/C - Ch 7/1/87-6/30/90 2000 i ~ke~ac R 73 - 1792 Cash Recei t Stubs 9/96 - 10/96 2000 Jud 81 - 1728 Landfill Char es 7/94 - 6/95 2000 McLellan 105 -^ 1255 Warrants Paid Ci-Fa 7/1/89-6/30/90 2000 ~ ~ho~v+as ~ 639 - 1859 Pa roll Validation 12/86 - 10/97 2000 Thomas 978 - 2454 Payroll Records -Benefit Distribution. 7/93 - 10/93 2000 Thomas 981 -- 2457 Labor Distribution Re orts 2/97 - 2/98 2000 Thomas 990 -. 2466 Em to ee Distribution Re orts 12/94 - 9/95 2000 Thomas 13 - 1229 Warrants Paid G-K 7/30/91-6130/92 2001 ~ P 48 - 1801 Warrants Paid V-Z 7/1/95 - 6/30/96 00 p,00 Sechrest 54 - 1795 Warrants Paid BO-C not Misc C's 7/1/95 - 6/30196 1 Sechrest 57 - 1797 Warrants Paid 7/1/95 - 6/30/96 2 1 Sechrest 66 ~^ 1800 Warrants Paid 7/1/95 - 6/30/96 2 1 2~JO Sechrest 103 - 1740 Warrants Paid Misc C's-Ford Street 7/1/95 - 6/30/96 00 0-1 Sechrest 415 , 2206 Vacation/Sick Leave Re orts 1/99 6/00 2001 Thomas 445 -- 1821 Billin Re ister Co ies - Dum /Dui 7/95 - 1/96 2001 McLellan 463 - 1928 Pa roll Records 12/17/95-10/19/96 2001 Thomas 633 _ 1853 Pa roll Timesheets 6/94 - 11/94 2001 Thomas C:.. r...i~ ~.e~ D~ rth.,ri~inn flce4n ir4inn r D~ep'artment Head Irk i ~Atto ey Destroyed By "~ ~ r W~~ Date: 2~--~~ _ Date: ~ - 9 - o ate: , 'PS'r' Reports: Destroy-City Clerk 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: June 12, 2007 Department: Finance Records Coordinator: Linda Brown, City Clerk ;urrent 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, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES COMMENTS 658 3332 Bad Debt Write-offs 1975 - 1995 2003 McLellan 659 ~. 1879 Pa roll Timesheets 8/96 - 12/96 2003 Thomas 892 -~ 3343 Billin Records 1995 - 1999 2003 McLellan 108 ^ 1938 Warrants Re isters 7/98- 1/99 2004 Sechrest 110 - 1774 Financial Statements-Interim 1/93-6/93 2004 Glenn 119 -- 3406 Health Insurance Pa ments 1998 - 1999 2004 MacFarland 351 - 2175 Em to ee Distribution Re orts 1/99 - 6/99 2004 Thomas 374 - 2179 Em to ee Distribution Re orts 7/99 - 11/99 2004 Thomas 599 ^ 3320 Bookin Fees 1994 - 1999 2004 Norris 734 -~ 2004 Confidential Pa roll Timesheets 11/30/97-6/13/98 2004 Thomas 313 ^ 3300 Financial Statements 4/00 - 8100 2005 Norris 328 -- 1575 Warrants Paid 7/93 - 6/94. 2005 Sechrest 330 -~ 1561 Warrants Paid 7/93 - 6/94 2005 Sechrest 332 .... 1566 Warrants Paid 7/93 - 6/94 2005 Sechrest 367 ^ 2178 Em to ee Distribution Re orts 12!99 - 2/00 2005 Thomas 381 - 2185 Em to ee Distribution Re orts 3/00 - 5/00 2005 Thomas 383 ^ 2186 Em to ee Distribution Re orts 6/00 - 7/00 2005 Thomas 455 ^ 1823 Confidential Billin Re ister 1/96-6/96_ 2005 McLellan 488 ^ 3261 Production/Non Productive Re ort 1993 - 2004 2005 MacFarland 626 -- 3324 Billin Records 2/00 - 2002 2005 McLellan 652 -- 3329 Billin Records 1998 - 2002 2005 McLellan 672 -' 3334 Bank Reconciliations/Statements 11/98 - 9/99 2005 McCann 729 ^ 1999 Confidential Pa roll timesheets 5/31/98-11/20/98 2005 Thomas 755 3340 Billin Records 7/01 - 9/01 2005 McLellan Sinnatures Auth~ri~inn Destruction Department Head ty CI rk i Atto ne Destroyed By P a ~`J~~ 7 _ / ` ~ - Date: Date: 7- - ~ Date ~ - ~ - 0 7 ate: ~ Reports: Destroy-City Clerk 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: June 12, 2007 Department: Finance Records Coordinator: Linda Brown, City Clerk ^~ grant ratantinn crhariulac 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, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, City Clerk LOC BOX RECORD TITLE DATES RETENTION DATES COMMENTS 773 3243 Bank Reconciliation/Statements 1983 - 1993 2001 Elton 30 - 1354 Warrants Paid 7/91 -6/92 2002 C fY ~ 70 - 1791 Utili Pmt Stubs 4/96 - 5/96 2002 McLellan 85 - 1355 Warrants Paid L-O 7/91 - 6/92 2002 Thomas 253 - 3298 Bad Debt Write-off 7/91 -6/92 2002 McLellan 382 - 2184 Calculation Totals 1/99 - 12/99 2002 Thomas 409 - 2201 Pa rolllnterfaces/Authorizations... 1/99-9/99 2002 Thomas 410 _ 3301 Emer enc Res onse Billin 1991 - 1997 2002 Norris 413., 2198 Labor Distribution 1199 - 12/99 2002 Thomas 634 - 1854 Pa roll Timesheets 11/94 - 5/95 2002 Thomas 635 , 1855 Pa roll Timesheets 5/95 - 10/95 2002 Thomas 56 - 519 Subsidia Led er 7/79 - 12179 2003 93 -. 1986 Warrant Re isters 7/93 - 6198 2003 Sechrest 239 -. 3293 Bankru tc Files 1985 - 1996 2003 McLellan 320 ^ 1490 Demand Pa ments -Paid 7/92 - 6/93. 2003 f 324 - 1489 Demand Pa ments -Paid 7/92 - 6/93 2003 ~~ 362 -~ 1485 Demand Pa ments -Paid 7/92 - 6/93 2003 ++ 416 ~ 2205 Pa roll Intertaces/Authorizations 10/99 - 6/00 2003 Thomas 637 1857 Pa roll Timesheets 3/96 - 8/96 2003 Thomas 638 1858 Pa roll Timesheets 10/95 - 3/96 2003 Thomas 655 ~ 3330 Billin Records 1/05 - 6/05 2003 McLellan C frvn~4nree An4hnri~inn rloctn lctinn Depa~gnt Hea ~ ~ CI rk tAttor ey ~\ ~ Destroyed By C T ~ ~~ .+-r ~yy~ Date: (p ~- a \~~ Da - - o Date: ~ - S - o ate: ~ Reports: Destroy-City Clerk 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: January 29, 2007 Department: Finance Records Coordinator: Gail Petersen, 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 February 28, 2007 to the City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 897 "' 2373 Pa roll records 1/01-12/01 2003 Thomas 899 ~- 2375 Pa roll records 11/01-12/01 2006 Thomas 900 2376 Pa roll records 1/00-12/00 2006 Thomas 901 ._-. 2377 Pa roll records 1/01-6/01 2004 Thomas 902 - 2378 Pa roll records 7/01-12/01 2004 Thomas 903 - 2379 Pa roll timesheets 10/99-4/00 2006 Thomas 904 - 2380 Pa roll records 1/00-12/00 2003 Thomas 905 - 2381 Pa roll checks co ies 1/01-6/01 2006 Thomas 907 - 2383 Pa roll records 1/01-9/01 2004 Thomas 908 2384 Pa roll records 1/01-12/01 2002 Thomas 910 - 2386 Pa roll records 1/01-4/01 2006 Thomas 915 - 2391 Pa roll records 8/01-10/01 2006 Thomas 917 -^ 293 Pa roll checks co ies 3/00-8/00 2006 Thomas 919 --- 2395 Pa roll records 91,98-99 2002 Thomas 920 2396 Pa roll records 5/01-7/01 2006 Thomas 923 - 2399 Pa roll records 7/00-12/00 2003 924 -~ 2400 Pa roll records 1/01-12/01 2004 925 -~. 3345 Billin records 1/02-12102 2005 McLellan 930 -- 3346 Cash recei t stubs SI00-5/00 2005 McLellan 932 - 3347 Cash recei t stubs 2/00-2/00 2005 McLellan 935 ~ 3348 Cash recei t stubs 7/00-8/00 2005 McLellan 938 -- 3351 Cash recei is edit list 2102-5102 2005 Norris 944 2420 Billin records 7102-9102 2005 Erin 946 - 2422 Billin records 11/02-12/02 2005 947 - 2423 Billin records 1/03-1/03 2005 968 '~ 2444 Pa roll records/EDD re orts 1/94-12/00 2005 Thomas 969 - 2445 Pa roll Validation 4/93-6/94 1999 Thomas Signatures Authorizing Destruction Departmen ead City Clerk ~~ ` ~~ ~ ity ey Destroyed by: C~ I tiUl~~ ~~ ~ ~ . ,3 `I~ D I d ~ ~(~ (" / 1 / b. ' ate. ate. date: date: Destroy (Finance)-City Clerk Feb 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: May 30, 2007 Department: Finance Records Coordinator: Linda Brown, Deputy City Clerk Current retention schedules show that the records listed are now ready for destrurtinn Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, no later than to Deputy City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, Deputy City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 234 '-" 2122 Co ies of checks 1/99 - 7/99 2006 Thomas 263 3201 Cash recei is edit list 4/04 - 6/04 2006 McCann 269 - 3205 Cash recei is edit list 4/03 - 8/03 2006 McCann 282 --~ '3207 Cash recei is edit list ~ 12/03 - 3/04 2006 McCann 28'3 -' 3208 Statistics re orts 11/00 -12/01 2006 McCann 491. 3263 Billin and customer records 4/4/05-5/5/05 2006 McCann 512 -~ 1917 Journal vouchers 7/95 - 6/96 2006 Glenn 531 -- 2035 Cash ost UK 1/01 -4/01 2006 Babcock 542. 1765 Financial statements-interim 1/96-6/96 2006 Glenn 551 ~ 1767 Financial statements -interim 7/96 -12/96 2006 Glenn 564 3051 Transactions listin 1/03 -12/03 2006 Norris 569 3054 Pa roll Validation GL interface 7/03 - 12/03 2006 MacFarland 593 ~ 3058 Labor distribution GL interface 7/03 - 12/03 2006 MacFarland 686 ~. 3105 Billin /customer recei is 8/02 - 5/03 2006 Babcock 690 -~ 3109 Billin records 7/01 - 6/03 2006 Babcock 693 -- 3110 Billin records 11/98-6/03 2006 Babcock 698 3113 Billin records 8/99 - 7/03 2006 Babcock 704 -~ 3116 Labor distribution & GL interface 1/04 -6/04 2006 MacFarland 772 - 3242 Miscellaneous files 1985 - 1992 2006 McCann 774 3244 Billin and customer records 11/04 -12/04 2006 McCann 788 2264 Confidential billin statements 7/99 - 12/01 2006 Norris 789 ~' 2265 Confidential arkin tickets 3/01 - 12/01 2006 Norris 792 - 3156 Collection/billin records 10/01-6/04 2006 Babcock 795 -~ 3157 Collection/billin records 10/01 - 6/04 2006 Babcock 798 ~ 3249 Billin and customer records 9/04 - 10/04 2006 McLellan 800 r-- 2276 Confdential arkin tickets 1/01 -6101 2006 Norris 801 -^ 2277 Confidential landfll char etas 11/00 - 9/01 2006 Norris 808 --' 2284 Confdential business licenses 1/01 -12/01 2006 Norris 939 ~" 3352 Billin records 1999 - 2003 2006 McLellan 940 ~ 3353 Billin records 10/98 - 6/03 2006 McLellan 1026 -' 2502 Cash recei t stubs -counter 1/01 - 2/01 2006 Babcock L V b \~ 1 ~. ~, ~. d t H t V v Y 4 w tr Q Sinnaturac Authnri~inn nestruction Department He t erk t~,,Attor ey Destroyed By ~ Date: 5~'~~0 ~ Da e: S_ 3~_ Date: S- 3 t - o~ ate: (~~ Reports: Destroy -Deputy City Clerk - 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAN Date: May 30, 2007 Department: Finance Records Coordinator: Linda Brown, Deputy City Clerk r.~ arrant retantinn srhPrlules 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 to Deputy City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, Deputy City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 1027 ~ 2503 Cash recei is stubs -counter 2006 Babcock 1028 - 2504 Cash recei is stubs -counter 2006 Babcock 1029 ~' 2505 Cash recei tsstubs-counter 2006 Babcock 1030 ~ 2506 Cash recei is stubs -counter 2006 Babcock 1077 2553 Con aid arkin citations 2006 Norris 1092 .-. 2568 Con cash recei is re 2006 Babcock 1093 ~. 2569 Con cash recei is re 2006 Babcock 1107 2583 Parkin citations 2006 Norris 1109 ~ 2585 Parkin citations 2006 Norris 1117 -~ 2593 Transaction lists 2006 Norris 1124 -" 2600 GL interface/vac-sick leave 2006 MacFarland 1185 -- 2661 Fed & State taxes 2006 Sechrest 1206 - 1576 Misc A/R billin 2006 Norris 1207 --- 1577 Misc A/R billin 2006 Norris 1208 -^ 1573 Misc A/R billin 2006 Norris Y b V y C 1......l.....o Aii1L.~.ri-sinn flcetn ~n4inn Department Head _ tty ttor y Destroyed By ~ I rJ l , ~ Dater ~ S ~~•w`' Date: S-3/-~~ Date: ~: _ ~ 7- a ate: ~p ~j Reports: Destroy -Deputy City Clerk - 2007 KECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH ~ ~ ; ~, Date: March 7, 2007 Department: Finance Records Coordinator: Gail Petersen, City Clerk r current retention scnedwes snow tnat the records Ilstea are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, no later than to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk I LOCATION I BOX I RECORD TITLE 1485 -~ I 1 DATES RETENTION COMMENTS DATES 4/30/84 Signatures Authorizing Destruction De`~art He Date: ,3 '~- d ~ City Cle{~~ - ., ate: ~ ' ~ 3 ~ C ~ i ,Atto ey Date: ~ ' ~ - v `~ Destroyed By / ate: ~ ~ ~ ~~7 Reports: Destroy-City Clerk 2007 rctcuKUS utsTRUCTION NOTICE FOR CITY OF UKIAH i ~ ~' ` - 'Date: February 2, 2007 Department: Finance Records Coordinator: Current retention schedules show that the rernrrls licteri ara nnw raa(iv fnr rlcetn ~ntinn Instructions: 1. Review this listing 2. Obtain Department Head's Signature. 3. Return this notice, signed, no later than d /~ O7to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 65 ~ 1796 Warrants Paid 7/95 - 6/96 2001 Sechrest 525 - 1752 Warrants Paid 7/95 - 6/96 2006 Sechrest 592 1807 Cash Receipt Stubs 4/97 - 5/97 1999 .i~~d~ Signatures Authorizing Destruction /~ Department He City Cler C' A for Destroyed By Date 2 ~ ~ 7 Date: ,Z ~ (j 7 Date: ~ ~7/d / ~9ate: ~ ~ ~7 Reports: Destroy -City Clerk - 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH ,Y , Date: January 24, 2007 Department: Fire Records Coordinator: Gail Petersen, City Clerk ~urrent retention schedules show that the records listed are now ready for destruction_ Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. ~ ~~, ~ 7 3. Return this notice, signed, no later than to ity Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 119 ---' 1319 Insurance -State LS.O ratin 1982-1990 None McAfee 184 -. 1736 Indiv. Personnel Data File 1.87-12/96 None McAfee 379 -• 1281 Personnel Data Files Full-Time 1978-1990 None McAfee 465 ~ ~9b-- EMS re-hos ital care re orts 2/95-9/95 None McAfee ~, s v b Signatures Authorizing Destruction Depa~rt,~"~- -H~ead }.City, Clenrk C' ttorn Destroy~By ;-7~~ .ham""-,/` _ cam.- Date: I -zq -07 Date: Y ~ J Date: Z fr 6 ~-- D e: i q l77 Reports: Destroy-City Clerk 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: June 29, 2007 Department: Public Works Records Coordinator: Linda Brown, Acting City Clerk Current retention schedules show that the records listed are now ready fnr destrurtinn Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to Acting City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Linda Brown, Acting City Clerk LOCATION BOX RECORD TITLE DATES RETENTION DATES COMMENTS 134 --. 1193 De t co PAFs, chronolo ical files 1988 - 1989 1991 317 -. 790 S ecifications 1981 - 1978 1988 353 -... 773 Gas Tax Pro'ect Information 1959 -1979 1989 508 - 1371 UUSD Bud ets - co ies 1968 - 1989 1991 759 - 3238 Traffic counts, reports, capital Im rovement Pro~ect 1979 -1996 2006 Signatures AuttrUr~na Destruction -- De art ead ~CC~. _ ~ Attor y estroy d By ate: Date:' . j ~, ~~~ -- Date: 7 - , - D 7 D~te: ~ ,~ ~ (~~ Reports: Destroy -City Clerk - 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH ~ :> ,~ - ~ ~ ` _- Date: October 20, 2006 ~ Department: Public Works Records Coordinator: Gail Petersen, 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. ~ 4, 3. Return this notice, signed, no later than f ~ - ~ `~ to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. C~ ~~ Gail Petersen, City Clerk ~~ CL-~ ~ ~ LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES Traffic counts, reports, 759 ^ 3238 capital improvement 1979 - 1996 2006 Seanor 0:... ..1. A ~ ~4L... flcc4n ~r4inn Depar~rt t d City CI k C' ttorn Destro ed By Dat~ Z ~ Date: ~~7~07 Date: z ~ ~ ~ ate: ~p~~ Reports: Destroy -City Clerk - 2006