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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 DISCUSSION: The Finance Department requests that consent be granted for destruction of out of date records and documents.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 Page 6 0'6