AGEND
A
ITEM
17 AGENDA
ITEM
CALEXICO California
WHERE CALIFORNIA AND MEXICO MEET
12 CITY COUNCIL
AGENDA STAFF REPORT
Date: September 4, 2024
TO: Mayor and City Council
APPROVED BY: Juan A. Contreras, Acting City Managerv re PREPARED BY: Sandra L. Fonseca, Interim Finance Director ST SUBJECT: Approval of a Resolution Authorizing the Destruction of Certain Department Records as per the City's Records Retention and Destruction Policy ===================∞============================:
Recommendation:
Staff recommends that the City Council adopt the Resolution relating to the destruction of certain records listed on the attached Exhibit "A".
Background:
Government Code §34090 provides a procedure whereby any city record which has served its purpose and is no longer required may be destroyed, as long as the destruction of said records will not interfere with the services and functions of the City. Records include documents, instruments, books, microfilm, images, video, audio or papers. The purpose of this procedure was to provide a rational and responsible way to maintain critical documents while purging and streamlining the agencies' files of non-essential paperwork.
On December 15, 2015, the City Council approved Resolution No. 2015-75 - Adopting a Records Retention and Destruction Policy setting in place the regulations covering the retention and destruction of citywide records.
Discussion & Analysis:
Destruction of records is determined upon the written request of the Department Director and the consent of the City Attorney. Once approved by City Council, the City Clerk will assist with the destruction of those records that the State and the City's Records Retention and Destruction Policy no longer deems necessary to be retained
The attached lists of records has been reviewed by the Department Director and approved by the City Attorney. The City Clerk will oversees the destruction of the records and maintain a permanent master log of all destroyed documents.
Fiscal Impact:
There
Coordinated With:
City Clerk's Office
Attachments:
1. Resolution No. 2015-75 - A Resolution of the City Council of the City of Calexico Adopting a Records Retention and Destruction Policy and Records Retention Schedule.
2. Resolution No. 2024-_ - A Resolution of the City Council of the City of Calexico Authorizing the Destruction of Certain Department Records as per the City's Records Retention and Destruction Policy.
3. Exhibit "A" - List of records for destruction for the Finance Department.
ATTACHMENT NO. 1
i•
RESOLUTION NO. 2015-75
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CALEXICO ADOPTING
A RECORDS RETENTION AND DESTRUCTION POLICY AND RECORDS
RETENTION SCHEDULE
WHEREAS, the California Government Code, beginning with Section 34090, provides that, with the approval of the City Council and the written consent of the City Attorney, the head of a city department may destroy any record, document, instrument, book or paper under his/her charge without making a copy thereof, after the same is no longer required, provided that certain records are exempt from such destruction; and
WHEREAS, in order to stay current with continuing changes in the law, the City desires to adopt a records retention policy and records retention schedule ("Records Retention Policy") for the orderly retention of City records and the proper destruction of obsolete records.
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CALEXICO as follows:
Section 1. The Records Retention Policy, attached hereto as Exhibit "A," incorporated herein by reference and made a part hereof, is hereby adopted as the records retention policy of the City of Calexico.
The City Council hereby finds that the Records Retention Policy complies with the requirements of Government Code section 34090, et seq.. and incorporates many of the recommendations of the Secretary of State's "Local Goverment Records Management Guidelines." The City Council further finds that any obsolete records destroyed pursuant to the Records Policy will not adversely affect the City or the public.
Section 3. The City Manager and/or his designee are authorized to do any and all acts necessary to give effect to and comply with the terms and intent of the Records Retention Policy. The City Manager and/or his designee shall be responsible for the administration of the retention of records and the destruction of obsolete records pursuant to the Records Retention Policy, In addition, the City Manager and/or his designee are authorized to update or amend the Records Retention Policy as needed, without further approval from the City Council, in order to stay current with federal and State laws, as well as any other regulations, regarding records retention.
Section 4. Pursuant to Government Code section 34090.7, the City Council hereby authorizes the City Manager and/or his designee to destroy at any time any duplicate record, paper or document of the City, while the original, whether in paper or clectronic format, is retained for the legally required time period by the City.
Section 5. The City Manager and/or his designee shall have ongoing authority, without further approval needed from the City Council and with the approval of the City Attomey provided herein, to authorize destruction of obsolete City records in accordance with the Records Retention Policy.
'.
Resolution No. 2015-75
Section 6. The City Clerk shall certily to the passage and adoption of this Resolution.
Section 7. This Resolution shall become effective immediately upon its passage and adoption.
ADOPTED this 15" day of December, 2015.
Toong S. Kim, Mayor
ATTEST:
teri
Gabricia y. Garcia, Depuly City Clerk
APPROVED:
Carlos L. Campos, Interim Cily Altomey
State of Califomia)
County of Imperial) ss.
City of Calexico )
1, Gabriela T. Garcia, Deputy City Clerk of the City of Calexico, California do hereby certify that above and foregoing Resolution No. 2015-75 was duly passed, approved and adopted by the City Council at its regular meeting held on the 15th of December, 2015 by the following vote to-wit:
AYES: Kim, Castro, Real, Hurtado, Moreno
NOES: None
ABSENT: None
arcia, Deputy City Clerk
SEAL
•
Resolution No. 2015-75
EXHIBIT "A"
RECORDS RETENTION AND DESTRUCTION POLICY
[Attached]
CITY OF CALEXICO
RECORDS RETENTION AND DESTRUCTION POLICY
1. PURPOSE
The purpose of this Policy is to provide guidelines to staff regarding the retention and destruction of obsolete and unnecessary records of the City of Calexico ("City"); provide for the . identification, maintenance, safeguarding and destruction of records in the normal course of business; ensure prompt and accurate retrieval of records; and ensure compliance with legal and regulatory requirements.
II. AUTHORIZATION
Pursuant to Government Code section 34090, staff must receive approval from the City Council by resolution and written consent from the City Attorney before destroying any City records.
III. PROCEDURE
A. The Department Head completes and signs a "Request for Destruction of Obsolete Records" form, listing the date and description of each document to be destroyed. A sample form is attached to this Policy as Attachment "A" and incorporated herein by reference, and the City Clerk or her designee shall have the authority to make all changes to this form which she deems necessary from time to time. The Department Head submits the form to the City Clerk.
B. The City Clerk checks the documents listed on the submitted form to confirm that each document is: (1) not required to be permanently retained, or (2) has been retained for the legally required period of time. The City Clerk also confirms that any applicable reproduction requirements (i.e., electronic imaging, etc.) for each document are complete. The City Clerk also verifies that the documents are not relevant to a lawsuit, administrative charge or investigation, or similar proceeding, which is in progress or which can reasonably be anticipated.
C. The City Clerk submits the form to the City Attorney, who reviews and signs the form and then returns the signed form to the City Clerk.
D. After receiving the signed form, the City Clerk submits the form and a resolution to the City Council for approval to destroy the documents.
After the City Council approves destruction, the City Clerk oversees the destruction of the documents, indicates the method of destruction on the form and signs the form.
E. The City Clerk will retain all original signed forms requesting destruction of records for a minimum period of two (2) years.
PAGE 1 OF 11
•"
F. The City Clerk will create and permanently retain a master log of all destroyed documents which includes the titles or brief descriptions of the documents that were destroyed, the method of destruction and the date of destruction.
IV. GENERAL GUIDELINES
A. Unless otherwise provided by law or this Policy, the obsolete and unnecessary records of the City are authorized to be destroyed as provided by Government Code sections 34090 - 34090.7 and as those sections may be added to and amended from time to time by the California Legislature. However, the following conditions apply to all City records: (1) no record may be destroyed without prior approval of the City Council and the City Attorney, and (2) no record may be destroyed if it is relevant to: (a) a lawsuit, administrative charge or investigation, or similar proceeding which is in progress or which can reasonably be anticipated; (b) a pending subpoena; (c) a pending request for records made under the Public Records Act; or (d) an active litigation hold.
B. The City Clerk shall be responsible for the administration of this Policy and shall assist all City personnel to comply with the provisions of this Policy and with the Records Retention Schedule, set forth in Attachment "B" attached hereto and incorporated herein by reference. The City Council shall approve all substantial changes to the Records Retention Schedule; provided, however, that the City Manager and/or City Attorney shall have ongoing authority, without further approval by the City Council, to make minor amendments from time to time, in accordance with changes to State and federal laws and regulations which may affect retention periods for City records.
C. The following general guidelines apply to all City records:
1. Pursuant to Government Code section 34090, the City shall not destroy any of the following records:
(a) Records affecting the title to real property or liens thereon. (b) Court records.
(c) Records required to be kept by statute.
(d) Records less than two years old.
(e) The minutes, ordinances, or resolutions of the City or of a City board or commission.
2. The City Clerk is authorized to destroy any duplicate records less than two (2) years old at any time, pursuant to the procedures listed in this Policy. (Gov. Code § 34090.7.)
Unless otherwise provided by State or federal law, the City may authorize the destruction of any original document which is more than two (2) years Manananas
old, with the approval of the City Council and written consent from the City Attorney, without retaining a copy of the document as long as the retention and destruction of the document complies with the retention schedule as set forth in this Policy (Gov. Code § 34090.)
4. The City Clerk may authorize the destruction of City records upon complying with all of the requirements of Government Code section 34090.5, including having the records reproduced either: (i) electronically, (i) recorded on optical disk, (iii) reproduced on film or other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, (iv) reproduced on film, optical disk, or other medium complying with standards found in Government Code section 12168.7 for recording permanent and nonpermanent documents in electronic media.
5. The records preserved pursuant to Government Code section 34090.5 shall be made accessible for public reference. A true copy of archival quality of the electronic medium reproductions shall be kept in a safe and separate place for security purposes. Any page of a record that cannot be reproduced electronically with full legibility shall be permanently preserved in a manner that will afford easy reference.
6. The reproduction of an original record made in accordance with Government Code section 34090.5 shall be deemed to be an original record and a transcript, exemplification, or certified copy of such reproduction shall be deemed to be a transcript, exemplification, or certified copy of the original.
In addition to the retention period required under this Policy, the City shall retain original administrative, legal, fiscal and/or historical records with conținued value (i.e., records for long-term transactions and/or special projects) until all matters pertaining to such records are completely resolved or the time for appeals has expired.
IV. SPECIFIC GUIDELINES
A. Accounting Records
1. Accounting Records include, but are not limited to, the following:
(a) Source Documents
• Invoices
• Warrants
Vouchers
Requisitions/Purchase Orders (attached to invoices)
• Cash Receipts
Claims (attached to warrants in place of invoices)
Bank Statements
Bank Deposits
Checks
• Bills
PAGE 3 OF 11
• Various accounting authorizations taken from City Council meeting or City commission meeting minutes resolutions or contracts.
(b) Journals
Cash Receipts
Accounts Receivable or Payable Register
Check or Warrant Register
General Journal
Payroll Journal
(c) Ledgers
Expenditure
Revenue
Accounts Payable or Receivable Ledger
Assets/Depreciation
• Warrants payable
• Construction
• General ledger
(d) Trial Balance
(e) Adjusting Entries
(f) Statements (Interim or Certified - Individual or All Fund) Balance Sheet
• Analysis of Changes in Available Fund Balance
Cash Receipts and Disbursements
• Inventory of Fixed Assets (Purchasing)
(g) Closing Entries
(h) Reversing Entries
(i) Other
Inventory Records (Purchasing)
Capital Asset Records (Purchasing)
Depreciation Schedule
• Cost Accounting Records
2. General ledgers must be kept a minimum of four (4) years after audited. (Code Civ. Proc. § 337.) The Secretary of State Local Government Records Management Guidelines recommends permanent retention.
3. In general, the City should retain original source documents that are detailed in a register, journal, ledger or statement until audited plus four Certain source documents may be retained for a shorter
period of time. Refer to the Records Retention Schedule for specific accounting documents.
-
4. The City may destroy at any time rough drafts, notes, working papers (except audit papers), and similar transitory documents that are not kept in the ordinary course of business, after the same have fulfilled their purpose and are no longer required.
5. In addition to any required legal retention period, the City shall not authorize the destruction of any record subject to audit until it has been determined that the audit has been performed. (Gov. Code § 34090.) B. Long-Term Debt Records
1. The City Clerk shall retain the original records of proceedings for the authorization of long-term debt, bonds, warrants, loans, etc. after issuance execution. Original records may be reproduced
electronically, or as otherwise described in Government Code section 34090.5. (Gov. Code, §§ 34090, 34090.5.)
2. The City Clerk shall retain permanently the original records of the terms and conditions of bonds, including authorization, public hearing records, prospectus, proposals, notices, transcripts, etc. Original records may be reproduced electronically, or as otherwise described in Government Code section 34090.5. (Gov. Code, §§ 34090, 34090.5.)
3. Upon such conditions as the City Treasurer may set, the City Clerk may destroy paid or canceled bonds, warrant certificates and interest coupons after two (2) years, upon approval of the City Council. (Gov. Code, § 53921.) Unsold bonds may also be destroyed after two (2) years and upon meeting the requirements of Government Code sections 43900, et seq.
4. For bonds issued by the State of California, final bond documentation, including monthly statements of transactions and other supporting documents must be retained for 10 years. (Code Civ. Pro. § 337.5.) Minutes, Ordinances, Resolutions
The City shall retain original records of the minutes of meetings of the City Council and City commissions indefinitely. (Gov. Code § 34090, subd. (e).)
2. The City shall retain original ordinances and resolutions indefinitely. (Gov. Code § 34090, subd. (e).)
D. Statements and Reports Filed Pursuant to the Political Reform Act The City Clerk shall permanently retain original campaign statements of the elected Mayor, City Council members, and Committees supporting such officeholders. Such statements may be imaged as described in •
Government Code section 34090.5 after two (2) years. (Gov. Code, § 81009, subds.(b), (g).)
PAGE 5 oF 11
2. The City Clerk shall retain original campaign statements of candidates Nol elected to Mayor or City Council and the Committees supporting such candidates for five (5) years. Such statements may be imaged as described in Government Code section 34090.5 after two (2) years. (Gov. Code, §81009, subds. (b), (g).)
3. The City Clerk shall retain original campaign statements and reports for persons and committees other than Mayor and City Council for seven (7) years. (Gov. Code § 81009 (c), (e).)
4. The City Clerk shall retain copies of campaign statements or reports for four (4) years. The officer does not have to keep more than one copy of a statement or report. (Gov. Code § 81009 (f).)
5. The City Clerk, as Filing Officer, shall retain copies of the original Statements of Economic Interests that are forwarded to the Fair Political Practices Commission for the Mayor, City Council, Planning Commission, City Manager, City Attorney, City Treasurer and all other City officials who manage public investments, as defined by 2 Cal. Code of Regs § 18701(b), and are subject to the disclosure requirements of Government Code § 87200. City Clerk retains the copies for four (4) years, provided there are no requirements to keep more than one copy. Such copies may be imaged as described in Government Code section 34090.5 after two (2) years. (Gov. Code § 81009, subds. (1), (g).)
6. The City Clerk, as Filing Officer, shall retain original Statements of Economic Interests for other City employees designated in the City's Conflict of Interest Code as defined in Government Code section 82019.
The City Clerk shall retain such originals for seven (7) years. Such statements may be electronically reproduced or as otherwise described in Government Code section 34090.5 after two (2) years. (Gov. Code § 81009, subds. (e), (g).)
E. Contracts
1. The City shall retain original contracts/agreements and any back-up materials for four (4) years after termination/completion of the contracts. (Code Civ. Proc. § 337.)
2. The City shall retain original contracts/agreements and any back-up materials with any person or entity who develops real property or furnishes the design, specifications, surveying, planning, supervision, testing, or observation of construction or improvement to real property for ten (10) years after substantial completion of the development or improvement. (Code Civ. Proc. § 337.15.)
F. Property Records.
The City shall retain original property records, such as title documents, indefinitely, or until the property is transferred or otherwise no longer owned by the City. (Gov. Code § 34090.)
G. Payroll and Personnel Records.
1. Payroll and personnel records include, but are not limited to, the following:
• Accident reports, injury claims and settlements
• Applications, changes or terminations of employees
• Earnings records and summaries
• Fidelity bonds
Garnishments
Injury frequency charts
• Insurance records of employees
Job descriptions
• Medical histories
• Retirements
Time cards or time sheets
2. The City shall retain personnel files for three (3) years after an individual's employment terminates. (29 CFR 1627.3.)
3. The City shall retain medical records of employees who have been exposed to toxic substances or harmful physical agents for thirty (30) years beyond the length of employment. Such medical records shall include records maintained by a physician, nurse, or other health care personnel or technician pertaining to exposure to hazardous substances. (8 Cal. Code Regs. § 3204 (d) (1)(A)(B).)
For employees who are employed by the City for less than one year, the City does not need to retain the employee's medical records regarding exposure to hazardous substances if the City provides the employee with such records upon termination of employment. (Ibid.)
Routine medical records such as first aid records for one-time treatment, observation of minor injuries, records relating to medical leave taken by, employees, burns, splinters, etc., should be kept for the length of employment plus three (3) years, (Gov. Code §§ 12946, 34090; 29 CFR 1627.3.)
4. The City may destroy fidelity bonds two (2) years after termination and garnishments four (4) years after garnishment is satisfied and after audit The City shall retain payroll records containing the name, address, date of birth, gender, job classification, hours worked, and regular and overtime wages for each employee for three (3) years beyond the length of employment. (29 CFR Part 516.5(a); Labor Code §S 1174, 1197.5) The Secretary of State Local Government Records Management Guideline ecommends permanently retaining payroll registers listing labor costs b PAGE 7 OF 11
The City shall retain time cards or time sheets on which are entered daily starting and stopping time of individual employees for two (2) years. (29 CFR Part 516.6(a) (1).)
7. The City shall retain employment applications for persons not hired and employment referral records and files for two (2) years after such records or files are created. (Gov. Code § 12946; 29 CFR 1627.3.)
8. The City shall retain records regarding the race, gender, and national origin of each applicant and the job for which such applicant applied for two (2) years from the date of the making of the record or the date of the personnel action involved, whichever occurs later. The City may either retain the original documents used to identify applicants, or keep statistical summaries of the collected information. (2 CCR § 11013.)
9. The City shall retain any records pertaining to any payments, loans, promises or agreements by the City to any labor organization or representative of a labor organization for five (5) years. (29 USC § 436.) H. Construction and Engineering Records.
1. The City shall retain certain original construction records, such as bids, correspondence, and change orders, for four (4) years after project completion, unless the records pertain to a project which includes a guarantee or grant, in which event they shall be retained for the life of the guarantee or grant plus four (4) years.
2. The City shall retain during the life of the building an official copy of all building plans filed with the City and for which the City issued a building permit. This retention requirement does not include any building containing a financial institution or a public utility. (Health & Saf. Code §§ 19850 - 19853.)
3. The City shall retain supporting documents on capital improvement projects, including bidders lists, specifications, reports, plans, work orders, schedules, etc., for ten (10) years after project completion. (Code Civ. Proc. § 337.15.)
1. Exposure/Safety Records and Material Safety Data Sheets (MSDS).
1. The City shall retain records of employee exposure to toxic substances and/or harmful physical agents, and exposure assessment records, for at least thirty (30) years. Such records should reveal the identity of the toxic substance or harmful physical agent and where and when such substance or agent was used. (8 CCR § 3204.)
2. The City may destroy the material safety data sheet (MSDS) for a hazardous substance after the City stops using the hazardous substance, provided it keeps a record of the substance (chemical name if known) and when and where it was used, for thirty (30) years (8 CCR $ 3204(d) (1)(B)(2).)
Danrane 11
Video Monitoring, Telephone and Radio Communications; Other Video and Audio Recordings
1. The City shall retain recordings of routine video monitoring (e.g., building security recording systems) for at least one (1) year. After the one year retention period, the City may destroy the video recording pursuant to the procedure stated in this Policy. (Gov. Code § 34090.6.) If the recordings are evidence in any claim filed or pending litigation, they shall be preserved until the claim or pending litigation is resolved.
2. Upon authorization of the City, recordings of telephone and radio communications maintained by the City may be destroyed after 100 days pursuant to the procedure stated in this Policy. (Gov. Code § 34090.6.) If the recordings are evidence in any claim filed or pending litigation, they shall be preserved until the claim or pending litigation is resolved.
3. Video or digital recordings of City meetings, made at the direction of the City, must be retained for at least 30 days after the meeting. (Gov. Code § 54953.5.)
If the City keeps another record, such as written minutes, of an event (other than City meetings) that is recorded on video or digitally recorded, the City must keep the video recording of the event for at least 90 days after the event. After 90 days, the video may be destroyed or erased, pursuant to the procedure stated in this Policy. (Gov. Code § 34090.7.)
5. When an audio recording of a meeting is made "for whatever purpose by or at the direction of the local agency" (e.g., to assist with preparation of the meeting minutes),, the recording must be retained a minimum of 30 days. (Gov. Code §§ 34090; 54935.5(b).)
V. RECORDS RETENTION SCHEDULE
The "Records Retention Schedule" is 'attached to this Policy as Attachment "B" and is incorporated herein by reference.
Attachments:
Attachment "A" - Request for Destruction of Obsolete Records (sample form) Attachment "B" - Records Retention Schedule
PAGE 9 OF 11
ATTACHMENT "A" (
REQUEST FOR DESTRUCTION OF OBSOLETE RECORDS
[See Attached Form]
CITY OF CALEXICO
To: City Clerk
From: Department Head
Subject: Request for Destruction of Obsolete Records
I am requesting approval to destroy the obsolete records listed below.
Department Head Date
DATE OF RECORD DESCRIPTION OF RECORD
(If additional space is needed to describe records, please attach additional pages)
APPROVED
City Attorney Date
The obsolete records described above (and on any attached pages) were approved by the City Council for destruction on:
Date: Resolution No. _
The obsolete records described above (and on any attached pages) were destroyed under my supervision using the following method:
• Shredding • Burning • Other (specify method)
I certify that such destruction meets the requirements of the City's Records Retention and Destruction Policy and all applicable requirements of State and federal law.
City Clerk Date of Records Destruction
81211.0010121677098.1
ATTACHMENT NO. 2
RESOLUTION NO. 2024-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CALEXICO,
CALIFORNIA, AUTHORIZING THE DESTRICTION OF CERTAIN DEPARTMENTAL
RECORDS AS PER THE CITY'S RECORDS RETENTION AND DESTRUCTION POLICY.
WHEREAS, Section 34090 et seq. of the California Government Code authorizes the destruction of City records upon approval of the legislative body of the City and with the written consent of the City Attorney, provided that the records do not fall within certain specified categories and are not less than two years old; and
WHEREAS, City staff has presented a report to the City Council describing certain records, the destruction of which is authorized under California law and the City's Records Retention and Destruction Policy, such records being described in the list attached hereto, as Exhibit "A" and incorporated herein by the reference; and
WHEREAS, the records described in Exhibit "A" are more than three (3) years old and are not otherwise required to be kept by the City;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Calexico as follows:
Section 1. The City Clerk is authorized to destroy the records described in Exhibit "A".
Section 2. The City Attorney's signature on the Resolution shall evidence his written consent to the destruction of said records.
Section 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Resolutions of the City of Calexico.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Calexico on this 4*h day of September, 2024.
Camilo Garcia, Mayor
ATTEST
Veronica L. Alvarado, City Clerk
APPROVED AS TO FORM:
Carlos Campos, City Attorney
The State of California)
County of Imperial ) SS.
City of Calexico
1, Veronica L. Alvarado, City Clerk of the City of Calexico, do hereby certify that the above forgoing Resolution No, 2024 - _ was duly passed, approved and adopted by the City Council of the City of Calexico on this 4"h day of September, 2024, by the following vote to wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
Veronica L. Alvarado, City Clerk
ATTACHMENT NO. 3
City of Calexico
To: Veronica L. Alvarado, City Clerk
From: Sandra L. Fonseca, Interim Finance Director
Subject: Request for Destruction of Obsolete Records
I am requesting approval to destroy the obsolete records listed below. sandra] -tonseco 08/27/2024
Department Head Date
DATE OF RECORD DESCRIPTION OF RECORD
Multiple - see attached lists Various financial records (If additional space is needed to describe records, please attach additional pages)
APPROVED
City Attorney Date
The obsolete records described above (and on any attached pages) were approved by the City Council for destruction.
Date:_ Resolution No.
The obsolete records described above (and on any attached pages) were destroyed under my supervision using the following method:
O Shredding O Burning • Other (specify).
I certify that such destruction meets the requirements of the City's Records Retention and Destruction Policy and all applicable requirements of State and Federal law.
City Clerk Date of Records Destruction
RECORDS FOR DESTRUCTION FOR THE FINANCE DEPARTMENT
Accounts Payable
MINIMUM LEGAL
CATEGORY OF RECORD DESCRIPTION OF RECORD TO BE DESTROYED LEGAL AUTHORITY RESTRICTIONS FY 2017-18 A-AVFUEL
FY 2017-18 B-BOUND TREE
FY 2017-18 C-COVERGINT TECH
FY 2017-18 D-DRAGON EXTERMINATOR, E-ERM WEST, F-FIRE
PROTECTION
FY 2017-18 HUNTER EMPLOYMENT
FY 2017-18 G-GREEN FIX, H-HUMANE SOCIETY, I-IMPERIAL
IRRIGATION (1/2)
FY 2017-18 IMPERIAL IRRIGATION (2/2), J-J&S AIR 26 crf 31.6001-1 (e)(2); Sec. of ACCOUNTS PAYABLE State Local Gov't Records Mgmt. AUDITED +4 YEARS CONDITIONING, K-KRISTAL WATER, L-LIEBETY CASSIDY, M- Guidelines recommendation.
MULHERIN MONUMENTAL, N-NORTHERN AUTO PARTS
FY 2017-18 O-ONE SOURCE, P-PROTECTION ONE ALARM, Q-
FY 2017-18 S-STAPLES, U-URBAN FUTURE, V-VALLEY
PETROLEUM
FY 2017-18 THE GAS COMPANY
FY 2017-18 W-WPNP, Y-YANCHEWSKI & WARDELL
ENTERPRISE, Z-ZAMBRANO
FY 2017-18 VERIZON WIRELESS
AP REPORTS/COMPUTER CHECK REGISTER
JULY 2016 CHECK #11738-11893; AUGUST 2016 CHECK #11933- 12060;
SEPT 2016 CHECK #12067-12114; OCTOBER 2016 CHECK #12218- 12348;
NOV 2016 CHECK #12349-12482; DEC 2016 CHECK #12483-
12663; 26 crf 31.6001-1 (e)(2); Sec. of
ACCOUNTS PAYABLE State Local Gov't Records Mgmt. AUDITED + 4 YEARS Guidelines recommendation.
JAN 2017 CHECK #12692-12820; FEB 2017 CHECK #12821-12974; MARCH 2017 CHECK #12975-13146; APRIL 2017 CHECK #13147- 13283;
MAY 2017 CHECK #13284-13444;JUNE 2017 CHECK #13445-
13588;
JULY 2017 CHECK #13589-13738
AP REPORTS/COMPUTER CHECK REGISTER
JULY 2017 CHECK #13716-13734; AUGUST CHECK #13739-13907; SEPT 2017 CHECK #13947-14089; OCTOBER 2017 CHECK #14090- 14251;
NOV 2017 CHECK #14253-14430; DEC 2017 CHECK #14431- 26 crf 31.6001-1 (e)(2); Sec. of ACCOUNTS PAYABLE 14607; State Local Gov't Records Mgmt. AUDITED + 4 YEARS Guidelines recommendation.
JAN 2018 CHECK #14613-14722; FEB 2018 CHECK #14723-14926; MARCH 2018 CHECK #14723-14926; APRIL 2018 CHECK #15099- 15233;
MAY 2018 CHECK #15234-15396; JUNE 2018 CHECK #15430-
15641
AP REPORTS/COMPUTER CHECK REGISTER
JULY 2018 CHECK #15643-15837; AUG-SEPT 2018 CHECK #15846- 16193; 26 crf 31.6001-1 (e)(2); Sec. of
ACCOUNTS PAYABLE OCT-NOV CHECK #16194-16551; DEC 2018-JAN 2019 CHECK State Local Gov't Records Mgmt. AUDITED + 4 YEARS #1552-16889; Guidelines recommendation.
FEBRUARY-MARCH 2019 CHECK #16890-17212;
APRIL-MAY 2019 CHECK #17213-17616
RECORDS FOR DESTRUCTION FOR THE FINANCE DEPARTMENT
Customer Services
MINIMUM LEGAL
CATEGORY OF RECORD DESCRIPTION OF RECORD TO BE DESTROYED LEGAL AUTHORITY RESTRICTIONS CHECK PAYMENTS APIRL- JUNE 2014
UTILITY APPLICATIONS A-Z FROM 2012-2013 26 crf 31.6001-1 (e)(2); Sec. of CUSTOMER SERVICE CHECK PAYMENTS MARCH- JUNE 2018 State Local Gov't Records Mgmt. AUDITED + 4 YEARS CHECK PAYMENTS JUNE- OCT. 2018 Guidelines recommendation.
CSM CHECKS MARCH -JUNE 2019
CSM CHECKS JULY-NOV. 2019
CSM CHECKS DEC.-MARCH 2020 26 crf 31.6001-1 (e)(2); Sec. of CSM CHECKS APRIL- JULY 2020 State Local Gov't Records Mgmt.
CUSTOMER SERVICE AUDITED + 4 YEARS
BUSINESS LICENSE 2017 A-K Guidelines recommendation.
BUSINESS LICENSE 2017 L-Z GC 34090.
CSM CHECKS AUG.-NOV. 2020
MISCELLANEOUS RECEIPT BOOKS
RECORDS FOR DESTRUCTION FOR THE FINANCE DEPARTMENT
Finance/Financials
MINIMUM LEGAL
No. CATEGORY OF RECORD DESCRIPTION OF RECORD TO BE DESTROYED LEGAL AUTHORITY RESTRICTIONS FY2015-16 ACH- BANK UP & WATER PAYMENTS JULY 2015-
16, E-CHECKS JAN 2015, TURBO DATA, ACH NEW BANK
ACCT, WORK ORDER INVOICE, GENERAL LEDGER, 26 CFR 31.6001-1 (e) (2); Sec. of FINANCE CBA, TELECHECKS, GL ACCOUNTS, NSF & J/E OTHER THAN State Local Gov't. Records Mgmt. AUDITED + 4 YEARS WATER PAYMENTS, AIRPORT AVFUEL, AUTHORIZE NET Guidelines recommendation.
CREDIT CARD ONLINE, AUTHORIZE.NET NSF &CHECKS
AGENDA ITEMS A/P REPORTS.
FY2016-17 ACH BANK-UP &WATER PAYMENTS, UT'S (apr-
may & jul-sep 2017),
FY2016-17 GL & J/E AUGUST 2015-MAY 2016, UT'S JULY
2016-MARCH 2017;
FY 2015-16 & FY 2016-17 AR CASH RECEIPTS WITH 26 CFR 31.6001-1 (e) (2); Sec. of FINANCE SUPPORT State Local Gov't. Records Mgmt. AUDITED + 4 YEARS FY2017-18 CASH DAILY JUNE 2017-AUG 2017 & NSF CHECKS Guidelines recommendation. 2017-18
FY2017-18 CASH DAILY SEP 2017-DEC 2017
FY2017-18 CASH DAILY JAN 2018-MAR 2018
FY2017-18 CASH DAILY APR 2018-JUNE 2018
FY2015-16 JE JUNE 2014, JE JUNE 2015 (#161-178 & 179-
200), C/C STATEMENTS EMPS 2015-16, JE PERIOD 13 JUNE
26 CRF 31.6001-1 (e)(2); Sec. of
FINANCE 2015, JE JULY 2015, JE JAN 2016 (#007-142), JE FEB 2016 State Local Gov't Records Mgmt. AUDITED + 4 YEARS (#075-164), JE MAR 2016 (#003-196), PAYROLL JE (#228-03- Guidelines recommendation. 16,#265-04-16,#178-05-16,#167-06-16,#139-07-16,#159-08- 16,#190-09-16,#158-10-16,#143-11-16)
FY 2016-17 JOURNAL ENTRY -JULY 2016 - OCT 2016
26 CRF 31.6001-1 (e)(2); Sec. of
FINANCE FY 2016-17 JOURNAL ENTRY NOV 2016 - DEC 2016 & JAN State Local Gov't Records Mgmt. AUDITED + 4 YEARS
2017 - MAY 2017 Guidelines recommendation.
FY 2016-17 JOURNAL ENTRY JUNE 2017
JOURNAL ENTRIES 26 CRF 31.6001-1 (e)(2); Sec. of
FINANCE JULY 2018/#051-309; AUG 2018/#156-245; SEPT 2018/#073-207; State Local Gov't Records Mgmt. AUDITED + 4 YEARS OCT 2018/#003-257; NOV 2018/#003-257; DEC 2018/#079-201 Guidelines recommendation.
JOURNAL ENTRIES
26 CRF 31.6001-1 (e)(2); Sec. of
FINANCE State Local Gov't Records Mgmt. AUDITED + 4 YEARS JAN 2019/#111-203; FEB 2019/#004-207; MARCH 2019/#001-236; Guidelines recommendation.
APRIL 2019/#003-208; MAY 2019/#001-224
JOURNAL ENTRIES
FINANCE 26 CFR 31.6001-1 (e) (2) AUDITED + 4 YEARS
JUNE 2019/#001-299; JUNE 2019/#301-394
JOURNAL ENTRIES
JULY 2019/#009-278; AUG 2019/#002-231; SEPT 2019/#001-129; 26 CRF 31.6001-1 (e)(2); Sec. of FINANCE State Local Gov't Records Mgmt. AUDITED + 4 YEARS OCT 2019/#016-229; NOV 2019/#044-181; DEC 2019/#040-193; Guidelines recommendation.
JAN 2020/#009-199
JOURNAL ENTRIES
FEB 2020/#002-202; MARCH 2020/#001-214; APRIL 2020/#001- 26 CRF 31.6001-1 (e)(2); Sec. of FINANCE 216; State Local Gov't Records Mgmt. AUDITED + 4 YEARS MAY 2020/#009-181;JUNE 2020/#001-250; JUNE 2020/#251-370; Guidelines recommendation.
JUNE 2020/#371-410
YEAR END BINDER DOCUMENTS 26 CRF 31.6001-1 (e)(2); Sec. of FINANCE YEAR END 2017/BINDER #1, BINDER #2, BINDER #3/JUNE 2017; State Local Gov't Records Mgmt. AUDITED + 4 YEARS YEAR END 2018/BINDER #1, BINDER #2, BINDER #3/JUNE 2018 Guidelines recommendation.
CREDIT CARD RECONCILIATION
10 FINANCE 26 CFR 31.6001-1 (e) (2) AUDITED + 4 YEARS
11 FINANCE UT'S JULY 2017-JUNE 2018 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS BANK RECONCILIATIONS/WELLS FARGO #028/JUNE 2017
26 CRF 31.6001-1 (e)(2); Sec. of
BANK RECONCILIATIONS/WELLS FARGO #028/JULY 2017-JUNE
12 FINANCE State Local Gov't Records Mgmt. AUDITED + 4 YEARS 2018
Guidelines recommendation.
BANK-UP/JUNE 2017; UT'S/JUNE 2017
13 FINANCE AR CHECKS/JULY 2017-JUNE 2018 FUND #111 - #990 26 CFR 31.6001-1 (e) (2) AUDITED + 4 YEARS
AR CHECKS/JULY 2018-JUNE 2019 FUND #111-931
BANK RECONCILIATIONS/JULY 2016-JUNE 2017;
26 CRF 31.6001-1 (e)(2); Sec. of
14 FINANCE WELLS FARGO (WF) #069, WF #633, WF #028, WF #044, WF #051, State Local Gov't Records Mgmt. AUDITED + 4 YEARS
WF #077, Guidelines recommendation.
WF #085, WF #036
15 FINANCE JOURNAL ENTRIES/JUNE 2016/#231 - #431 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS July 2017 - Journal Entries No. 001 thru 240, Edition 1 ..._. _..-
16 FINANCE 26 CHR 31.6001-1 (e) (2) AUDIED + 4 YŁARS
July 2017 - Journal Entries No. 241 thru 288, Edition 2 17 FINANCE August 2017 - Journal Entries No. 005 thru 253, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 18 FINANCE September 2017 - Journal Entries No. 001 thru 244, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 19 FINANCE October 2017 - Journal Entries No. 001 thru 283, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 20 FINANCE November 2017 - Journal Entries No. 001 thru 276, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 21 FINANCE December 2017 - Journal Entries No. 001 thru 256, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS FINANCE January 2018 - Jourmal Entries No. 001 thru 258, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 23 FINANCE February 2018 - Journal Entries No. 001 thru 253, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 24 FINANCE March 2018 - Journal Entries No. 001 thru 276, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 25 FINANCE April 2018 - Journal Entries No. 001 thru 277, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 26 FINANCE May 2018 - Journal Entries No. 001 thru 283, Edition 1 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS June 2018 - Journal Entries No. 001 thru 300, Edition 1 26 CRF 31.6001-1 (e)(2); Sec. of 27 FINANCE June 2018 - Journal Entries No. 301 thru 378, Edition 2 State Local Gov't Records Mgmt. AUDITED + 4 YEARS June 2018 - Journal Entries No. 379 thru 489, Edition 3 Guidelines recommendation. 28 FINANCE June 2018 - Journal Entries No. 004 thru 020, P(13) 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS FIXED ASSETS 2005-2006
FUNDS 204, 213, 232,407, 421, 512, 534, 551, AND 554
FY 2006-07 FIXED ASSETS PHYSICAL INVENTORY
FUNDS 912, 516, 547, 525,
AND DELETIONS 2014-2015 NEW BALANCE (SAME BINDER)
FY 2006-07 FIXED ASSETS PHYSICAL INVENTORY 26 CRF 31.6001-1 (e)(2); Sec. of 29 FINANCE FY 2009-10 FIXED ASSETS (1 OF 4 BINDER) State Local Gov't Records Mgmt. AUDITED + 4 YEARS FUNDS 101, 205, 206, 207, 209, AND 210 Guidelines recommendation.
FY 2009-10 FIXED ASSETS (2 OF 4 BINDER)
FUNDS 215, 216, 218, 219, 223, AND 224
FUNDS 512, 525, 551, AND 534
FY 2009-10 FIXED ASSETS (4 OF 4 BINDER)
534, 554, 511, AND DELETIONS
FISCAL YEARS 2011-12 AND 2015-16
FY 2015-16 FIXED ASSETS (BINDER # 1 OF4)
CAPITAL ASSETS EQUIPMENT (PURCHASES AND CONSTRUCTION
PROJECT
ALL ACTIVITY (SUB ACCOUNTS 56000, 56001, AND 56003)
FY 2015-16 FIXED ASSETS (BINDER # 2 OF 4)
CAPITAL ASSETS EQUIPMENT (PURCHASES AND CONSTRUCTION
PROJECT 26 CRF 31.6001-1 (e)(2); Sec. of
30 FINANCE State Local Gov't Records Mgmt. AUDITED + 4 YEARS FY 2015-16 FIXED ASSETS (BINDER # 3 OF 4) Guidelines recommendation.
CAPITAL ASSETS EQUIPMENT (PURCHASES AND CONSTRUCTION
PROJECT
FY 2015-16 FIXED ASSETS (BINDER # 4 OF 4)
CAPITAL ASSETS EQUIPMENT (PURCHASES AND CONSTRUCTION
PROJECT
FY 2011-12 ASSET FORFEITURE PAPERWORK (PD)
FUND 218
FISCAL YEARS 2009-10 AND 2014-15
FY 2009-10 FIXED ASSETS
FY 2014-15 FIXED ASSETS
CONSTRUCTION IN PROGRESS (BOOK # 1 OF 2)
CONSTRUCTION IN PROGRESS (BOOK #2 OF 2) 26 CRF 31.6001-1 (e)(2); Sec. of 31 FINANCE State Local Gov't Records Mgmt. AUDITED + 4 YEARS FY 2009-10 US BANK STATEMENT
Guidelines recommendation.
COMMUNITY FACILITIES NO. 2005-1 (HEARTHSTONE)
FY 2014-15 YEAR END BOOKS
YEAR END WORK PAPERS (BOOK # 1 OF 2)
YEAR END WORK PAPERS (BOOK # 2 OF 2)
FISCAL YEARS 2012-13, 2013-14, 2014-15, 2015-16, AND 216-17 FY 2012-13 RABOBANK PAYROLL RECONCILIATION
FY 2013-14 RABOBANK PAYROLL RECONCILIATION 26 CRF 31.6001-1 (e)(2); Sec. of 32 FINANCE FY 2014-15 RABOBANK PAYROLL RECONCILIATION State Local Gov't Records Mgmt. AUDITED + 4 YEARS FY 2015-16 RABOBANK PAYROLL RECONCILIATION Guidelines recommendation.
FY 2016-17 WELLS FARGO PAYROLL RECONCILIATION
33 FINANCE FISCAL YEARS 2011-12, 2014-15, AND 2015-16 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 34 FINANCE FY 2011-12 CHECK REGISTER 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 35 FINANCE FY 2014-15 ACCOUNTS PAYABLE FY 7/23/14 - 9/03/2014 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 36 FINANCE FY 2014-15 RABOBANK UPDATES 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS 37 FINANCE FY 2015-16 AP CHECKS REPORTS FOR SEPTEMBER 2015 26 CRF 31.6001-1 (e)(2) AUDITED + 4 YEARS