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Home My WebLink About06 DEST OF RECORDS - FINANCE 09-01-09Agenda Item 6 r ' 1~1 RT Reviewed: ~~.. AGENDA O City Manager Finance Director NIA MEETING DATE: September 1, 2009 TO: William A. Huston, City Manager FROM: Pamela Arends-King, Finance Director SUBJECT: DESTRUCTION OF RECORDS -FINANCE DEPARTMENT SUMMARY: Resolution No. 01-91, the Record Retention/Disposition Schedule, permits destruction of records and documents which meet certain criteria with the approval of the City Attorney and the City Council. RECOMMENDATION: Adopt Resolution No. 09-49, authorizing the destruction of records in the possession of the Finance Department. FISCAL IMPACT: None. BACKGROUND: City of Tustin Resolution No. 01-91 authorizes the destruction of City records, documents and papers upon the approval of the City Council and the written consent of the City Attorney, provided that those records are not included within certain specified categories. The records listed in the attached Exhibit A have been carefully reviewed and are eligible for destruction. Pamela Arends-King Finance Director DestructionofRecordsResolution09-49StaffReport. doc RESOLUTION NO. 09-49 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AND PAPERS IN THE POSSESSION OF THE FINANCE DEPARTMENT OF THE CITY OF TUSTIN NO LONGER REQUIRED FOR THE CONDUCT OF CITY BUSINESS, PURSUANT TO THE AUTHORITY GRANTED BY THE CITY OF TUSTIN'S RECORDS RETENTION SCHEDULE WHEREAS, the City of Tustin Records Retention Schedule adopted by the City Council by Resolution No. 01-91 on September 17, 2001, authorizes the destruction of City documents and audio recordings upon the approval of the legislative body of the City, and with the written consent of the City Attorney, provided that said records are not included within certain specified categories; and WHEREAS, the Finance Director of the City of Tustin has requested authority to destroy certain documents which are not included within said categories of documents of the City of Tustin Records Retention Schedule; and WHEREAS, all of the documents listed in the attached Exhibit A were prepared on a date at least two years prior to the date of this resolution; and WHEREAS, the described documents listed in Exhibit A are occupying space needed by the Finance Department of the City of Tustin; and it has been determined that none of the described documents have sufficient value to justify retention; and WHEREAS, the City Attorney hereby gives written consent to the destruction of the described documents listed in Exhibit A. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, does hereby resolve as follows: SECTION 1: That the following documents are no longer required by the City of Tustin and should be destroyed in order to conserve storage space in the offices of the City of Tustin. Said documents and papers are described in the attached Exhibit A. SECTION 2: That the proper official of the City of Tustin having custody of the above described documents is hereby authorized to destroy said documents in a lawful manner, as scheduled. SECTION 3: That upon destruction of the aforementioned and described documents, a certificate of destruction shall be executed as to the documents destroyed and the original certificate of destruction filed in the Office of the City Clerk. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin on the 1st day of September, 2009. Doug Davert Mayor Pamela Stoker City Clerk STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF TUSTIN ) I, Pamela Stoker, City Clerk and ex-officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council of the City of Tustin is five; that the above and foregoing Resolution No. 09-49 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 1st day of September, 2009, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: PAMELA STOKER CITY CLERK APPROVED BY: CONSENT: Kristi Recchia Date Doug Holland Interim Chief Deputy City Clerk City Attorney DESTROYED BY: Pamela Arends-King Finance Director Date Resolution09-49DestructionOfRecords. doc EXHIBIT A RESOLUTION NO. 09-49 DESTRUCTION OF RECORDS FILE DESCRIPTION 0180 RISK MANAGEMENT CARL WARREN & COMPANY "LOSS RUNS" RECORD DATES July 1997 through June 1999 CLAIMS AGAINST THE CITY: Inactive /Closed Claim Files A-Z January 2001 -December 2002 INSURANCE Inactive Insurance Company Files 1979-1993 (A-K and L-Z) OCCRMA & CIPA INSURANCE POLICY NOTEBOOKS: January 1998 to December 2001 0300 ACCOUNTING APPROPRIATIONS LEDGERS ASSET & LIABILITY REGISTERS CASH RECEIPT POSTING AND JOURNAL REPORTS CASH REPORTS POSTING AND BACK-UP REPORTS DAILY CASH RECEIPTS DEMAND LISTS (Check Registers) -City of Tustin DEMAND LISTS (Check Registers) -RDA FIXED ASSETS JOURNAL VOUCHERS /JOURNAL ENTRIES REDEVELOPMENT AGENCY Check Register REVENUE AND EXPENSE LEDGERS STATE CONTROLLER'S REPORTS -City and RDA STREET REPORTS (Annual Reports to State) WARRANT REGISTERS 0310 AUDITS 1982-83 1982-83 1997/1998 through 2001/2002 10/2000 - 03/2001 01 /01 /1998 - 06/30/2002 1993/1994 through 2001/2002 1993/1994 through 2001/2002 1998/1999 through 1999/2000 January 1999 -March 2001 1997/1998 - 1998/1999 1982-83 1999/2000 through 2001/2002 1999/2000 through 2001/2002 1982-83 AUDIT SCHEDULES 1997/1998; 2003/2004 - 2004/2005 AUDIT WORK PAPER FILES 2000/2001 - 2001/2002 FINANCIAL STATEMENTS (CAFR) -Extra Copies 1995/1996 through 1998/1999 RDA STATEMENT OF INDEBTEDNESS: File of Reports through 1999/2000 STATE OF CALIFORNIA Office of Emergency Services "Disaster Claims" Stored April 2002 STATE MANDATE CLAIMS 1999 - 2002 0320 BANKING BANK OF AMERICA Bank Reconciliations 1995/96 plus in the same box Parking Cites 1995/96 First Interstate Bank -RDA checking/savings RDA Fiscal Agent statements (First Trust) Investment Reconciliations 1994/95 and 1995/96 (City and RDA) Fund 520 and 470 check requests Page 1 of 5 BANK RECONCILIATIONS: Bank of America 1998/99 -City, RDA, Payroll, Workers Comp Investment Reconciliations 1998/99 -City, RDA Bank Analysis Worksheets 1996/97 and 1997/98 -City, RDA State of California Check Copies 1997/98 and 1998/99 HCDA 07/97 - 06/99 BANK STATEMENTS Bank of America Statements & Cancelled Checks BANK OF AMERICA Account Analysis Statements -CITY Account Analysis Statements -RDA Statements and Cancelled Checks Safekeeping Statements -CITY Safekeeping Statements -RDA BANK OF NEW YORK Safekeeping Statements -CITY Safekeeping Statements -RDA Safekeeping Statements - TCA 0330 BUDGETING BUDGETS -Extra Copies 0340 ASSESSMENT DISTRICT FINANCIAL RECORDS 1998 through June 2001 July 1999 -June 2002 July 1999 -June 2002 July 1999 -June 2001 July 1999 -June 2002 July 1999 -June 2002 July 1999 -June 2002 July 1999 -June 2002 July 1999 -June 2002 1992/1993 through 1998/1999 Fiscal Agent Statements -Assessment Districts 1997/1998 - 2000/2001 Fiscal Agent Statements -RDA 1991 Civic Center Bonds 1991 /92 - 1996/97 Fiscal Agent Statements -RDA 1997/1998 - 2000/2001 Fiscal Agent Statements -Water Bond Issues 1992/1993 - 2000/2001 03551NVESTMENTS INVESTMENT STATEMENTS & RELATED DOCUMENTS: Investment Reconciliations -CITY & RDA July 1996 -June 2002 Investment Folders -PAID/SOLD January 1999 -June 2002 LAIF (Local Agency Investment Fund) Monthly Statements -CITY July 2000 -June 2002 Monthly Statements -RDA July 2000 -June 2002 0360 PAYROLL PAYROLL Allowable Table Master List 10/1997 PAYROLL Benefits America Deductions 1998 - 1999 PAYROLL Calculation Error Report / GL Tracking 10/27/1998 - 03/02/1999 PAYROLL Check Register 01/1999 - 12/1999 PAYROLL Child Support Deductions: January 1991 -December 1999 PAYROLL Credit Union 1998-2001 PAYROLL Deferred Compensation: 1992 & 1993 PAYROLL Direct Deposit: 1993, 1998 PAYROLL Disability: 1996, 1997, 1998, 1999 Page 2 of 5 PAYROLL Distribution Registers: 01/02/2000 - 04/09/2000 PAYROLL Employee Association: 1996, 1997, 1998, 1999 PAYROLL Group Insurance: 1993 PAYROLL Insurance: 1997, 1st and 2nd Quarter 1998 Medical/Dental/Life -July through December 1999 PAYROLL Insurance Open Enrollment 2000/2001 PAYROLL Labor Distribution: 06/1998 - 07/1998; 09/1998 - 11/1998; 12/1998 - 01/08/1999; 01/1999 - 03/05/1999; 03/19/1999 - 04/30/1999; 08/27/1999 to 10/22/1999; 11 /12/1999 - 12/17/1999 PAYROLL Pay Grade Tables: 12/1999 PAYROLL Postings: 01/02/2000 - 04/23/2000 PAYROLL: Terminated Employee Files "Le" through "Q", "R" through "Z" Terminated Employee Files Box #1 A -Fran; Box #2 Fraz -Lam 0380 PURCHASING FORM 1099 COPIES ACCOUNTS PAYABLE FILES: Weekly Check Packages A - Z ACCOUNTS PAYABLE DEMAND LISTS ACCOUNTS PAYABLE Miscel Box: 1999 through 2001 July 1999 through June 2002 1991/1992 and 1992/1993 Batch posting October 5, 2000 thru March 14, 2001 Check Registers 1999/2000 - 2000/2001 Demand Lists 1996/97 City Demand List 1995/96 RDA Demand List 1995/96 ACCOUNTS PAYABLE RETENTIONS 1998/1999 through 2001/2002 ACCOUNTS PAYABLE VENDOR REGISTERS 1981-82 through 1984-85; 1992-93 A/P FILE FOR HUNTINGTON BEACH POLICE DEPT. 1986-87 through 1990-91 A/P FILE FOR CITY OF SANTA ANA 1996-97 and 1998-99 AGREEMENTS Inactive Agreements /Contracts to December 1999 REQUESTS FOR PROPOSAL /BIDS Auditor/Annual Audit 1994, 1999 and 2004 Marine Base/Tustin Legacy: Absorption Consultant April 2004 Appraisal Services April 2004 Refunding of 1987 RDA Bonds 1994 Water Meter Reading October 2001 Water Rate and Fee Study 2003 0390 REVENUE & TAXATION ACCOUNTS RECEIVABLE FILES A - Z 1996/1997 - 2001/2002 ACCOUNTS RECEIVABLE Miscel Box Dac Easy Accounts Receivable 1994/95 Uncollectable invoices as of 06/30/95 Paid invoices 1994/95 Void invoices 1994/95 Police Department false alarms printouts 1994/95 Page 3 of 5 ACCOUNTS RECEIVABLE Miscel Box Dac Easy Reports 1993-1999 07/01/1999 to 06/30/2000 -Paid Invoices, Void Invoices, Paid NSF, NSF Letters, Uncollectable Invoices, PD Alarm Lists, Telephone Bills ACCOUNTS RECEIVABLE Miscel Box July 1, 2001 -June 30, 2002 FRANCHISE FEES: Cable 1993/1994 through 2001/2002 Electric 1997/1998 - 2001/2002 Gas 1996/1997 - 2001/2002 Refuse 1997/1998 - 2001/2002 REVENUES: Gas Tax 1997/1998 through 2001/2002 Motor Vehicle License 1997/1998 through 2001/2002 Non-Traffic Fines 1997/1998 through 2001/2002 Real Property Transfer Tax 1995/1996 through 2001/2002 Sales and Use Tax 1997/1998 through 2001/2002 TAXES AND MISCELLANEOUS RECORDS: COUNTY OF ORANGE Tax Schedules and Receipts, 1992/93, 1993/94, 1994/95 plus Bank of America Bank Reconciliations 1994/95 First Interstate Bank Reconciliations 1994/95 EI Dorado Bank -Health Benefits 1994/95 RDA Fiscal Agent statements/backup Parking citations Daily cash receipts and log sheets Bank of America daily activity analysis First Interstate Bank daily activity analysis Bank of America June 1995 cancelled checks and statements MISCELLANEOUS: Transient Occupancy Tax 1997/1998 to 1999/2001 County Property Tax CITY 1997/1998 to 1999/2000 County Property Tax RDA 1997/1998 to 1999/2000 Real Property Transfer Tax 1995/1996 to 1999/2002 Property Taxes City of Tustin 1997/1998 through 2001/2002 Property Taxes RDA 1997/1998 through 2001/2002 Transient Occupancy Tax 1997/1998 through 2001/2002 Tustin Area Senior Center Fund Taxes 1994 through 2000 Tustin Area Senior Center -One Box Miscellaneous Receipts and Records Tustin Water Service Property Taxes 1999/2000 through 2001/2002 UTILITY BILLING Adjustments: November 1998 through June 1999 UTILITY BILLING Bad Debt Exp: February 1988 -January 1998 UTILITY BILLING Bad Debt Exp Sheet: January 1996 -January 1998 UTILITY BILLING Bankruptcy Notices: 1989-1998 UTILITY BILLING Cash Receipts: 10/1998 to 11/1998; 11/1998 to 02/1999; 06/1998 to 12/1998; 03/1999 to 06/1999; 07/1999 to 12/1999 UTILITY BILLING Closed Accounts With Credit Balances: January 1989 -December 1997 UTILITY BILLING Closing Bill Registers: January 1997 -November 1997 UTILITY BILLING Delinquent Closing Bills: February 1988 -November 1997 UTILITY BILLING Delinquent Door Hangs: January 1997 through October 1998 Page 4 of 5 UTILITY BILLING Delinquent Turn Offs: January 1994 through October 1998 UTILITY BILLING Penalty Bills: January 1998 through September 1998 UTILITY /WATER BILLING Receipts /Payment Stubs: 1987; 1992; 1994; 1995; 1996; January 1997 through June 1997; September 1998 through June 2002 UTILITY BILLING REGISTERS: July/August 1999; Cycle E, F & G December 1999 UTILITY /WATER BILLING REGISTERS: 1992 - 1997; 2000; 2001; Jan 2002 -June 2002 UTILITY BILLING /WATER CIP REPORTS August 1993 through June 2002 UTILITY BILLING Water Consumption and Revenue Reports 1995/1996 - 1997/1998 UTILITY/WATER BILLING: Adjustments, Credit + Debit 1995-1996, 1998, 1999 UTILITYNVATER BILLING 1999 MISCELLANEOUS: Credit Adjustments, Debit Adjustments, Service Orders, Meter Installations, Meter Cards WATER ADJUSTMENTS: January 1998 -December 1999 Customer Billing Posting Register - January 2000 Cycle 1, 2, 3, 4; February 2000 Cycle 5, 6, 7 WATER CONSUMPTION July 1996 -February 2000 WATER Multiple Meter and Total Meters Report February 2000 -end of InfoComp 0000 -MISCELLANEOUS "Agriculture Correspondence, T & A Written Off' To Storage January 2000 G L JOURNAL ENTRY PROOFS & CASH RECEIPT POSTING REG 1996/97 plus Utility Billing -Adjustments, June 1997 -December 1997 Utility Billing - Cash Receipts, July 1997 -December 1997 Utility Billing - Penalty & Delinquency, January 1997 -December 1997 ORANGE COUNTY BANKRUPTCY: December 1994 -April 2000 FilesForDestructionSeptember2009. doc Page 5 of 5