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Home My WebLink AboutCC RES 06-103RESOLUTION 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 Resolution No. 06-103 Page 1 of 9 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. A ATTEST: 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. 06-103 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 5th day of September, 2006 by the following vote: COUNCILMEMBERAYES: Davert. Hazen. Amante. Bone. Kawashima (5) COUNCILMEMBER NOES: None (0) COUNCILMEMBERABSTAINED: None (0) COUNCILMEMBERABSENT: None (0) M 1Y -V, -P 'Q" PAM STOKER, City Clerk Resolution No. 06-103 Page 2 of 9 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) 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 Resolution No. 06-103 Page 3 of 8 0310 AUDITS AUDIT FILE BACK UP REPORTS 2000/2001; 2001/2002; 2002/20C AUDIT WORK PAPER FILES 1998/1999; 1999/2000 STATE MANDATE CLAIMS 1987-1999 0320 BANKING BANK STATEMENTS: Bank Reconciliations 1982/83 through 1986/87 Bank Reconciliations & Analysis July 1992 through June 1999 Cancelled Checks - Warrants and Payroll 1984/1985 Statements and Cancelled Checks 1985/1986; 1986/1987 Statements and Cancelled Checks July 1994 through June 1999 BANK OF AMERICA Account Analysis Statements - CITY July 1994 - June 1999 Account Analysis Statements - RDA through June 30, 1997 Account Analysis Statements - RDA July 1998 - June 1999 Safekeeping Statements - CITY July 1994 - June 1999 Safekeeping Statements - OCCRMA July 1994 - June 1995 Safekeeping Statements - RDA July 1997 - June 1999 BANK OF NEW YORK Safekeeping Statements - CITY through June 30, 1997 Safekeeping Statements - CITY July 1997 - June 1999 Safekeeping Statements - RDA July 1997 - June 1999 Safekeeping Statements - TCA July 1997 - June 1998 BANK OF NEW YORK / WELLS FARGO Safekeeping Statements - TCA July 1996 - June 1997 FIRST INTERSTATE BANK Safekeeping Statements - RDA July 1994 - June 1995 WELLS FARGO BANK Account Analysis Statements - RDA through June 30, 1997 Account Analysis Statements - RDA July 1997 - June 1998 Safekeeping Statements - RDA July 1996 - June 1998 Safekeeping Statements - TCA June 1995 - July 1996 WELLS FARGO BANK / FIRST INTERSTATE Safekeeping Statements - RDA through June 30, 1996 0330 BUDGETING BUDGETS - Extra Copies 1991-92; and older Resolution No. 06-103 Page 4 of 8 Financial Statements (CAFR) - Extra Copies 1990/91 through 1995/96 0340 ASSESSMENT DISTRICT FINANCIAL RECORDS FISCAL AGENT STATEMENTS AND WORKSHEETS: Assessment District 85-1 December 1993 Assessment District 86-2 March 1996 Assessment District 95-1 March 1996 — June 1996 Assessment District 95-2 March 1996 — June 1996 RDA 1987 Bond Issue 1988/89 through 1995/96 Fund 520 and 470 check requests 1994/95 - 1995/96 0355 INVESTMENTS INVESTMENT STATEMENTS & RELATED DOCUMENTS: Investment Reconciliations - CITY & RDA July 1994 - June 1996 Bankers Acceptances - CITYJuly 1995 - August 1998 Bankers Acceptances - RDA July 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 PAYROLL OPEN ENROLLMENT 1994, 1996 PAYROLL: Benefits America 01/1994 — 12/1997 Check Register 1987 Deduction Register 1987 Deferred Compensation 1996/1997 Direct Deposits 1997, 1998 Disability 1996, 1997, 1998 Employee Association 1996, 1997, 1998 Employee Insurance Paperwork to 1994 Employee W-2 Copies 1972 through 1992 Health Insurance Billing Paperwork (Standard, Oral Health, FHP, Health Net) 1991/92 Insurance first and second quarters 1998 Resolution No. 06-103 Page 5 of 8 Labor Distribution Jan -June 1996, July -Dec 1996 Overtime Report 1985 Pay Stubs 1991/92,1992/93 State Compensation Insurance Report 1987/88 Unemployment 1996, 1997, 1998 United Way Deduction Register 1988/89 United Way/Combined Health Appeal/TCF 1992-1997 PAYROLL: Employee Master Records 1978/79; 1979/80; 1984, 1988 PAYROLL: Ex -Employee Folders 1984-1993 A - M, 1984-1993 M - Z PAYROLL TAXES: Credit Union Deducts 1992-1997 Federal and State Taxes 1995 through 1998 Insurance (D/B reports) First and second quarter 1997 PAYROLL TAXES (Continued): Leave Liability Reports 1989, 1990, 1997 Miscellaneous Deduction Records 1981 Quarterly Report and "W-2" forms 1978 through 1994 Taxes 1997 Workers Compensation Check Copies 1986/87 Workers Compensation Deduction Ledger 1983 Workers Compensation 01/1995 — 12/1997 Year End Tax Reports 1985 PAYROLL: TIME SHEETS 01/24/1993 - 12/20/2002 0380 PURCHASING FORM 1099 COPIES 1978 - 1986; 1989 through 1998 ACCOUNTS PAYABLE Special Warrant Copies 1979 ACCOUNTS PAYABLE FILES: Warrant/Check Packages A - Z July 1982 through June 1998 ACCOUNTS PAYABLE DISTRIBUTION REPORTS 1999/2000 (Boxes 1 through 5) ACCOUNTS PAYABLE RETENTIONS 1992/1993 through 1998/1999 Resolution No. 06-103 Page 6 of 8 VENDOR REGISTERS 0390 REVENUE & TAXATION 1978,1979 ACCOUNTS RECEIVABLE Accrued Receivables Report 1987/88 ACCOUNTS RECEIVABLE Paid Invoices 1988/89 ACCOUNTS RECEIVABLE FILES A - Z 1994/95; 1995/96 ACCOUNTS RECEIVABLE FILES Miscellaneous July 1997 - June 1998 DUPLICATE RECEIPTS FOOTHILL / EASTERN PERMITS FRANCHISE FEES: Gas Refuse PARKING CITATION REPORTS & BACK UP REVENUES Gas Tax Motor Vehicle License Non -Traffic Fines Sales and Use Tax 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 A/R Register Cash Receipts Ledger Cash Reports Closing Bills / Closed Bills Register 1984/85 06/1995 - 01/1998 Electric 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 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 Resolution No. 06-103 Page 7 of 8 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 APPROVED BY: Maria R. Huizar Chief Deputy City Clerk RECORDS DESTROYED BY: rinance uirector Resolution No. 06-103 Page 8 of 8 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 1984-199111998,1999 08/1993 to 06/1999 CONSENT: Douglas C. Holland City Attorney