HomeMy WebLinkAboutCC RES 09-49 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.
Resolution 09-49
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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.
L r / .
Doug Dav-
Mayor
ATTEST:
1 f
r IF
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: Davert, Amante, Gavello, Nielsen, Palmer (5)
COUNCILMEMBER NOES: None (0)
COUNCILMEMBER ABSTAINED: None (0)
COUNCILMEMBER ABSENT: None (0)
- V 'LA STOKER'.
CITY CLERK
Resolution No. 09-50
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EXHIBIT A
RESOLUTION NO. 09-49
DESTRUCTION OF RECORDS
FILE DESCRIPTION RECORD DATES
0180 RISK MANAGEMENT
CARL WARREN & COMPANY "LOSS RUNS" 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 1982-83
ASSET & LIABILITY REGISTERS 1982-83
CASH RECEIPT POSTING AND JOURNAL REPORTS 1997/1998 through 2001/2002
CASH REPORTS POSTING AND BACK-UP REPORTS 10/2000 - 03/2001
DAILY CASH RECEIPTS 01/01/1998 - 06/30/2002
DEMAND LISTS (Check Registers) - City of Tustin 1993/1994 through 2001/2002
DEMAND LISTS (Check Registers) - RDA 1993/1994 through 2001/2002
FIXED ASSETS 1998/1999 through 1999/2000
JOURNAL VOUCHERS / JOURNAL ENTRIES January 1999 - March 2001
REDEVELOPMENT AGENCY Check Register 1997/1998 - 1998/1999
REVENUE AND EXPENSE LEDGERS 1982-83
STATE CONTROLLER'S REPORTS - City and RDA 1999/2000 through 2001/2002
STREET REPORTS (Annual Reports to State) 1999/2000 through 2001/2002
WARRANT REGISTERS 1982-83
0310 AUDITS
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
Resolution 09-49
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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 1998 through June 2001
BANK OF AMERICA
Account Analysis Statements - CITY July 1999 - June 2002
Account Analysis Statements - RDA July 1999 - June 2002
Statements and Cancelled Checks July 1999 - June 2001
Safekeeping Statements - CITY July 1999 - June 2002
Safekeeping Statements - RDA July 1999 - June 2002
BANK OF NEW YORK
Safekeeping Statements - CITY July 1999 - June 2002
Safekeeping Statements - RDA July 1999 - June 2002
Safekeeping Statements - TCA July 1999 - June 2002
0330 BUDGETING
BUDGETS - Extra Copies 1992/1993 through 1998/1999
0340 ASSESSMENT DISTRICT FINANCIAL RECORDS
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
0355 INVESTMENTS
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
Resolution No. 09-50
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PAYROLL Disability: 1996, 1997, 1998, 1999
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 "0", "R" through "Z"
Terminated Employee Files Box #1 A - Fran; Box #2 Fraz - Lam
0380 PURCHASING
FORM 1099 COPIES 1999 through 2001
ACCOUNTS PAYABLE FILES:
Weekly Check Packages A - Z July 1999 through June 2002
ACCOUNTS PAYABLE DEMAND LISTS 1991/1992 and 1992/1993
ACCOUNTS PAYABLE Miscel Box: 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
Resolution 09-49
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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
El 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
Resolution No. 09-50
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UTILITY BILLING Delinquent Door Hangs: January 1997 through October 1998
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
UTILITY/WATER 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
APPROVED BY: CO S ' T:
Y\Aidit VEU,1,((k- iZ(Cq 17 i ).VJ'
Kristi Recchia Date ou• Holland Date
Interim Chief Deputy City Clerk City Attorney
DESTROYED BY:
57GZ�Y2GG%C!ti ,
Pamela Arends-King
Finance Director
Resolution 09-49
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