HomeMy WebLinkAbout10 RECORDS DEST. 09-05-06AGENDA REPORT
MEETING DATE: September 5, 2006
TO: William A. Huston, City Manager
FROM: Ronald A. Nault, Finance Director
SUBJECT: RESOLUTION NO. 06-103 AUTHORIZING THE DESTRUCTION OF
DESIGNATED CITY RECORDS
SUMMARY:
In keeping with the continuing effort to maintain current files and as part of the routine purging of the
Finance Department's files, the items listed in Exhibit A of the attached resolution have been
determined to no longer be needed for the conduct of City business. Resolution No. 01-91, the
Records Retention/Disposition Schedule, permits destruction of items which meet certain criteria
with the approval of the City Attorney and the City Council.
RECOMMENDATION:
Adopt Resolution No. 06-103 authorizing the destruction of certain City records and papers no
ionger required.
FISCAL IMPACT:
None.
DISCUSSION:
The Finance Department requests that consent be granted for destruction of out of date records
and documents. We have reviewed these files and verified that they do not have sufficient value to
justify retention. Disposal of these items would clear needed storage space in our City offices.
Attachments
DestructionOfRecorclsStaffReporlSeptember2006.doc
RESOLUTION NO. 06-103
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 RECORDS RETENTION SCHEDULE
WHEREAS, the Records Retention Schedule of the City of Tustin and the Government
Code of the State of California authorize the destruction of City records, documents and papers
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 enumerated in
the City of Tustin Records Retention Schedule or Section 34090 of the Government Code of the
State of California as being exempt from destruction; and
WHEREAS, all of the records, documents and papers hereinafter listed were prepared
on a date at least two years prior to the date of this resolution; and
WHEREAS, the hereinafter described records, documents and papers are occupying
space needed by the Finance Department of the City of Tustin; and
WHEREAS, the Finance Director of the City of Tustin has determined that none of the
hereinafter described records, documents and papers has sufficient value to justify retention; and
WHEREAS, the City Attorney hereby gives written consent to the destruction of the
hereinafter described records, documents and papers.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA,
does hereby resolve as follows:
SECTION 1: That the following records, documents and papers 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 records, documents and papers is hereby authorized to destroy said records,
documents and papers in a lawful manner, as scheduled.
SECTION 3: That upon destruction of the aforementioned and described records,
documents and papers, a certificate of destruction shall be executed as to the documents
destroyed and the original thereof filed in the office of the City Clerk together with a copy of this
Resolution.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin
on the 5th day of September, 2006.
Doug Davert
Mayor
ATTEST:
Pamela Stoker
City Clerk
APPROVED:
Douglas C. Holland
City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF TUSTIN )
RESOLUTION NO. 06-103
Pamela Stoker, City Clerk and ex-officio Clerk of the City Council of the City of Tustin,
California, does 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 was passed and adopted at a
regular meeting of the City Council held on the 5th day of September, 2006 by the following
vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
Pamela Stoker
City Clerk
Resolution06-1 03DestructionOfRecords. doc
EXHIBIT A
RESOLUTION NO. 06-103
DESTRUCTION OF RECORDS
FILE DESCRIPTION
0180 RISK MANAGEMENT
CLAIMS AGAINST THE CITY:
Inactive / Closed Claim Files
OCCRMA INSURANCE POLICY NOTEBOOKS:
Property Program Policy Notebook
liability Program
liability Program
PEPIP Boiler & Machinery Program
0300 ACCOUNTING
CASH RECEIPTS LEDGER
CASH RECEIPT POSTING AND JOURNAL REPORTS
CONSTRUCTION/ASSET LIABILITY REPORT
DAILY CASH/APPROPRIATIONS REPORT
DAILY CASH RECEIPTS
DEMAND LISTS (Check Registers)
DEMAND LISTS (Check Registers) - City of Tustin
DEMAND LISTS (Check Registers) - RDA
WARRANT REGISTER (Check Register)
FIXED ASSETS:
JOURNAL VOUCHERS / JOURNAL ENTRIES
STATE CONTROLLER'S REPORTS - City and RDA
STREET REPORTS (Annual Reports to State)
0310 AUDITS
AUDIT FILE BACK UP REPORTS
AUDIT WORK PAPER FILES
STATE MANDATE CLAIMS
RECORD DATES
January 1995 - December 2000
May 1,1996 to May 1,1997
July 1, 1996 to July 1, 1997
July 1,1997 to July 1,1998
November 1, 1997 to May 15, 1998
01/1987 - 06/1987
1979/80; 1994/95; 1995/96; 1996/97
1976-1977
1976 -1977
02/15/1994 - 12/31/1997
1981; 1986 - 1990
1991/92 through 1992/93
1991/92 through 1992/93
1982/83
1980/1981 through 1989/1990
1995/1996; 1996/1997; 1997/1998
January 1985 - December 1998
1994/95 through 1998/99
1994/95 through 1998/99
2000/2001; 200112002; 2002/2003
1998/1999; 1999/2000
1987 -1999
Page 1 of 6
0320 BANKING
BANK STATEMENTS:
Bank Reconciliations
Bank Reconciliations & Analysis
Cancelled Checks - Warrants and Payroll
Statements and Cancelled Checks
Statements and Cancelled Checks
BANK OF AMERICA
Account Analysis Statements - CITY
Account Analysis Statements - RDA
Account Analysis Statements - RDA
Safekeeping Statements - CITY
Safekeeping Statements - OCCRMA
Safekeeping Statements - RDA
BANK OF NEW YORK
Safekeeping Statements - CITY
Safekeeping Statements - CITY
Safekeeping Statements - RDA
Safekeeping Statements - TCA
BANK OF NEW YORK / WELLS FARGO
Safekeeping Statements - TCA
FIRST INTERSTATE BANK
Safekeeping Statements - RDA
WELLS FARGO BANK
Account Analysis Statements - RDA
Account Analysis Statements - RDA
Safekeeping Statements - RDA
Safekeeping Statements - TCA
WELLS FARGO BANK / FIRST INTERSTATE
Safekeeping Statements - RDA
0330 BUDGETING
BUDGETS - Extra Copies
Financial Statements (CAFR) - Extra Copies
0340 ASSESSMENT DISTRICT FINANCIAL RECORDS
FISCAL AGENT STATEMENTS AND WORKSHEETS:
Assessment District 85-1
Assessment District 86-2
Assessment District 95-1
Assessment District 95-2
RDA 1987 Bond Issue
Fund 520 and 470 check requests
1982/83 through 1986/87
July 1992 through June 1999
1984/1985
1985/1986; 1986/1987
July 1994 through June 1999
July 1994 - June 1999
through June 30, 1997
July 1998 - June 1999
July 1994 - June 1999
July 1994 - June 1995
July 1997 - June 1999
through June 30, 1997
July 1997 - June 1999
July 1997 - June 1999
July 1997 - June 1998
July 1996 - June 1997
July 1994 - June 1995
through June 30, 1997
July 1997 - June 1998
July 1996 - June 1998
June 1995 - July 1996
through June 30, 1996
1991-92; "Other Old Years"
1990/91 through 1995/96
December 1993
March 1996
March 1996 - June 1996
March 1996 - June 1996
1988/89 through 1995/96
1994/95 - 1995/96
Page 2 of 6
0355 INVESTMENTS
INVESTMENT STATEMENTS & RELATED DOCUMENTS:
Investment Reconciliations - CITY & RDA July 1994 - June 1996
Bankers Acceptances- CITY July 1995 - August 1998
Bankers Acceptances - RDA Juiy 1995 - January 1996
Banking /Investment Folders July 1996 - June 1998
Fiscal Agent Statements - RDA 1992/93 - 1994/95; 1997/98
Fiscal Agent Statements - RDA Civic Center Bonds 1991/92 -1996/97
Fiscal Agent Statements & Spreadsheets - RDA 1997/1998
Fiscal Agent Statements Water Bond Issues 1992/93 to 1995/96
Golden State Securities / DAIWA October 1997 - April 1998
0360 PA YROLL
OPEN ENROLLMENT
PAYROLL:
Benefits America
Check Register
Deduction Register
Deferred Compensation
Direct Deposits
Disability
Employee Association
Employee Insurance Paperwork
Employee W-2 Copies
Health Insurance Billing Paperwork
(Standard, Oral Health, FHP, Health Net)
Insurance first and second quarters
Labor Distribution
Overtime Report
Pay Stubs
State Compensation Insurance Report
Unemployment
United Way Deduction Register
United Way/Combined Health Appeal/TCF
PAYROLL:
Employee Master Records
PAYROLL:
Ex-Employee Folders
PAYROLL TAXES:
Credit Union Deducts
Federal and State Taxes
Insurance (D/B reports)
1994, 1996
01/1994 -12/1997
1987
1987
1996/1997
1997, 1998
1996, 1997, 1998
1996, 1997, 1998
to 1994
1972 through 1992
1991/92
1998
Jan-June 1996, July-Dee 1996
1985
1991/92,1992/93
1987/88
1996, 1997, 1998
1988/89
1992 - 1997
1978/79; 1979/80; 1984,1988
1984-1993 A - M, 1984-1993 M - Z
1992 - 1997
1995 through 1998
First and second quarter 1997
Page 3 of 6
PAYROLL TAXES (Continued):
Leave Liability Reports
Miscellaneous Deduction Records
Quarterly Report and "W-2" forms
Taxes
Workers Compensation Check Copies
Workers Compensation Deduction Ledger
Workers Compensation
Year End Tax Reports
PAYROLL: TIME SHEETS
0380 PURCHASING
FORM 1099 COPIES
ACCOUNTS PAYABLE Special Warrant Copies
ACCOUNTS PAYABLE FILES:
Warrant/Check Packages A - Z
ACCOUNTS PAYABLE DISTRIBUTION REPORTS
ACCOUNTS PAYABLE RETENTIONS
VENDOR REGISTERS
0390 REVENUE & TAXATION
ACCOUNTS RECEIVABLE Accrued Receivables Report
ACCOUNTS RECEIVABLE Paid Invoices
ACCOUNTS RECEIVABLE FILES A - Z
ACCOUNTS RECEIVABLE FILES Miscellaneous
DUPLICATE RECEIPTS
FOOTHILL / EASTERN PERMITS
FRANCHISE FEES: Electric
Gas
Refuse
PARKING CITATION REPORTS & BACK UP
REVENUES:
Gas Tax
Motor Vehicle License
Non-Traffic Fines
Sales and Use Tax
1989, 1990, 1997
1981
1978 through 1994
1997
1986/87
1983
01/1995 -12/1997
1985
01/24/1993 -12/20/2002
1978 - 1986; 1989 through 1998
1979
July 1982 through June 1998
1999/2000 (Boxes 1 through 5)
1992/1993 through 1998/1999
1978, 1979
1987/88
1988/89
1994/95; 1995/96
July 1997 - June 1998
1984/85
06/1995 - 01/1998
1972/73 - 1996/97
1994/95 - 1995/96
1992/93 - 1996/97
1994/1995; 1995/1996; 1998/1999
1993/94 through 1996/97
1993/94 through 1996/97
1993/94 through 1996/97
1989/90 through 1996/97
Page 4 of 6
TAXES AND MISCEllANEOUS RECORDS:
County of Orange Tax Schedules and Receipts
Property Taxes City of Tustin
Property Taxes RDA
Transient Occupancy Tax
Tustin Community Foundation Taxes and Miscel.
Tustin Water Corporation (CT2) Federal 990&199
Tustin Water Service Property Taxes
UTILITY / WATER BilLING:
Adjustment Register
Adjustments, Credit + Debit
AIR Register
Cash Receipts ledger
Cash Reports
Closing Bills / Closed Bills Register
Consumption History
Consumption and Revenue Reports
Credit / Debit slips
Miscellaneous: Credit/Debit Adjustments,
Meter Cards, Service Orders, Meter Installations
New and Closed Account Information
Penalty & Delinquency
Utility Agency Report
UTILITY / WATER BilLING Receipts / Payment Stubs:
UTILITY / WATER BilLING REGISTERS:
UTILITY BilLING / WATER CIP REPORTS
1992/93; 1993/94; 1994/95
1991/92 through 1996/97
1991/92 through 1996/97
1990/91 through 1996/97
1994 to 1997
1981 to 1998
1992/93 through 1998/99
1984, 1985, 1988, 1989
1995, 1996, 1997, 1998, 1999
03/1985,10/1985
1990
1983, 1988, 1990
1986,1990/91
1979,1987/88
1995/96 - 1997/98
1998
1999
1998
1982, 1986/87; 1989, 1997
1987
1986,1988-1990,1991,1993
July 1997 through 09/1998
1984-1991,1998,1999
08/1993 to 06/1999
APPROVED BY:
CONSENT:
Maria R. Huizar
Chief Deputy City Clerk
Douglas C. Holland
City Attorney
Page 5 of 6
RECORDS DESTROYED BY:
Ronald A. Nault
Finance Director
FilesForDestructionStaffReportSeptember2006.doc
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