Attachment 1
RESOLUTION NO. 2024-08
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CORONADO, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN DEPARTMENTAL RECORDS
PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION
34090 AND IN ACCORDANCE WITH THE CITY’S 2009
ADOPTED RECORDS RETENTION SCHEDULE
WHEREAS, a Records Retention Schedule for the City of Coronado was adopted by the City Council on April 15, 2003, amended March 21, 2006, and October 6, 2009; and WHEREAS, the Records Retention Schedule for Coronado, in accordance with State of California Government Code Section 34090, permits Department Directors to destroy certain City records which are no longer required for the effective operation of the City, provided there is approval of the City Council by resolution and the written consent of the City Attorney; and WHEREAS, Government Code Section 34090 provides that the director of a City department may destroy records retained by the Department, without making a copy thereof, after those records are no longer required for the effective operation of the City; and WHEREAS, in order to exercise the authority of Government Code Section 34090, the Department Director must have the approval of the City Council by resolution and the written consent of the City Attorney; and
WHEREAS, the Department Directors of each department personally represent that his/her department is in possession of a quantity of records which are no longer required for the effective operation of the City, and that each of the records proposed for destruction meets the following criteria:
1) Is more than two (2) years old, and which period of time complying with the City’s Records Retention Policy;
2) Does not involve a death;
3) Does not involve a crime the prosecution of which is incomplete; 4) Does not involve current, potential, or threatened litigation; 5) Does not involve a pending or contemplated personnel action; 6) Does not involve an ongoing enforcement matter;
7) Does not affect the title to real property or liens thereon to include easements, deeds, covenants, and official maps;
8) Does not relate to contracts, leases, or development agreements; Attachment 1
9) Does not have, in the opinion of the Department Director, a lasting administrative, legal, fiscal, historical, or research value; and
10) Is not a document that pertains to the Tunnel Project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Coronado, California, that the City Clerk and Department Directors are hereby authorized to destroy, without making a copy thereof, records that meet the criteria proposed above, and that are within the following categories as outlined in Exhibit A.
PASSED, ADOPTED, AND APPROVED by the City Council of the City of Coronado, California, at a regular meeting thereof this Twentieth Day of February 2024 by the following vote to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
APPROVED:
____________________________________
RICHARD BAILEY, Mayor of the
City of Coronado, California
ATTEST:
__________________________________
KELSEA HOLIAN, City Clerk of the
City of Coronado, California
Resolution 2024-08
Exhibit A
Resolution 2024-08
Exhibit A
DEPARTMENT: DATE:
CITY OF CORONADO
NOTICE OF DESTRUCTION OF PUBLIC RECORDS
I hereby certify that the records listed below are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not, to my knowledge, required to be kept further by a statue, are not the minutes, ordinances, or resolutions of the legislative body of the City or of any City Board, Commission, or Committee, and are no longer required by the City according to the City’s current Retention Schedule. I request authority to destroy same pursuant to Section 34090 of the Government Code of California. ___________________________ _______________________ ________________________ Employee Title Date ___________________________ _________________________ Department Director Date ___________________________ _________________________ City Attorney Date THE FOLLOWING RECORDS HAVE BEEN IDENTIFIED AND REVIEWED FOR DESTRUCTION.
Records Description Dates Retention Period
FY2006/2012 TOT & CTID
June 2006 – June 2012
Up to and Including FY2012
FY 2012-13 A/P Warrants:
10095360 -10095980
Up to and including FY2013 5 years
FY 2012-13 A/P Warrants:
10094591 - 10095359
Up to and including FY2013 5 years
FY 2012-13 A/P Warrants:
Batch Edit List & Cash
Requirement Reports
Up to and including FY2013 5 years
FY 2012-13 A/P Warrants:
10095981 - 10096418
Up to and including FY2013 5 years
FY 2012-13 A/P EFT
Vouchers: V4003689 to
V4004199
Up to and including FY2013 5 years
FY 2012-13 A/P EFT
Vouchers: V4004200 to
V4004799
Up to and including FY2013 5 Years
FY 2012-13 Daily Cash
Reports
Up to and including FY2013 10 Years
FY 2012-13 A/P Warrants:
10093345-10093959
Up to and including FY2013 5 Years
FY 2012-13 A/P Warrants:
10091371 to 10092000
Up to and including FY2013 5 Years
FY 2012-13 A/P Warrants:
1009266-10093344
Up to and including FY2013 5 Years
Finance Manager 1/31/2024
1/31/2024
Resolution 2024-08
Exhibit A
Resolution 2024-08
Exhibit A
Resolution 2024-08
Exhibit A
Resolution 2024-08
Exhibit A
Resolution 2024-08
Exhibit A
Resolution 2024-08
Exhibit A
DEPARTMENT: DATE:
FY 2012-13 Daily Cash
Reports
Up to and including FY2013 10 Years
FY 2012-13 A/P Warrants:
10090763 -10094590
Up to and including FY2013 5 Years
FY 2012-13 A/P Warrants:
10092001 - 10092665
Up to and including FY2013 5 Years
FY 2012-13 A/P Warrants:
10093960 - 10094590
Up to and including FY2013 5 Years
FY 2012-13 Daily Cash
Reports
Up to and including FY2013 10 Years
FY 2012-13 Daily Cash
Reports
Up to and including FY2013 10 Years
FY 2011-12 Journal Entries:
Revenue Files
Up to and including FY2013 10 Years
FY2005/2006 Payroll Edit Up to and including FY2006 5 years FY2007/2008/2009 Check
Register.
Employee Leave Balance
Up to and including FY2009 5 years
FY 2001/2002/2003 W2 Up to and including FY2003 5 years FY 1998 – 2004 Quarterly Tax
Return
Up to and including FY2004 5 years
FY 2004/2005 Payroll Back
up-1
Including Payroll Edits, timesheets, PTNs
Up to and including FY2005 5 years
FY 2004/2005 Payroll Back
up-2
Including Payroll Edits, timesheets, PTNs
Up to and including FY2005 5 years
FY 2004/2005 Payroll Back
up-3
Including Payroll Edits, timesheets, PTNs
Up to and including FY2005 5 years
FY1997-2008 Tuition
Reimbursement; FY2009-
2017 State Controller
Up to and including FY2017 5 years
FY2005-2008 WC report
FY2011-2015 Stipend
FY2009-2015 Child Support
FY2013-2017 Benefits
FY2008-2009 CalPERS
Report
Up to and including FY2017 5 years
FY2009-2015 CalPERS
Report
Journal Edit Lists
Up to and including FY2015 5 years
Resolution 2024-08
Exhibit A
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Exhibit A
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Exhibit A
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Exhibit A
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Exhibit A
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Resolution 2024-08
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Resolution 2024-08
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Resolution 2024-08
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