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HomeMy WebLinkAbout12-15-2010 SUPPLEMENTAL COUNCIL AGENDAI V M To: City Council From: Ann Sullivan Date: December 15, 2010 Re: Agenda Item 11— Records Management Program: Resolutions Authorizing Final Disposition of Certain City Records Attached is an updated Excel spreadsheet noting the addition of 8 boxes from the Recreation Department. Av-K' ,S u.l,l,%Va vt, Ann Sullivan, CMC City Clerk Jan 2011 -boxes to be destroyed Document name Record Series official retention date to be destroyed PW 23B Copies of Sheriff contracts 1993 -1996 Reference files, Internal SU +2 2002 Booking Fees correspondence 1996 Public Comments and correspondence CU +2 1999 Weed Abatement correspondence 1996 Public Comments and correspondence CU +2 1999 Fire Department correspondence 1995 Public Comments and correspondence CU +2 1998 Sheriff Substation relocation 1994 Reference files, external SU +2 1999 Commissioner applications 2000 -2005 Applications. Commissions -not selected CL +2 2008 False Alarms, correspondence 1983 & 1990 Compliant files CL +2 1995 CUPU program 1995 Reference files, external SU +2 2000 Correspondence from State Emergency Services Reference files, external SU +2 2000 Copies of Law Enforcement Contract 1996 -1997 Reference files, Internal SU +2 2002 Sheriff's department correspondence 1994 -1996 Public Comments and correspondence CU +2 1999 county Communications correspondence 1986 -1989 Reference files, external SU +2 1995 Correspondence - complaints 1993 Public Comments and correspondence CU +2 1996 Committee statements 1981 Campaign Disclosure, not elected E +5 1987 Cancellation of Bond 1982 Bond Documents CL +10 1992 Bond Release 1990 Bond Documents CL +10 2000 Correspondence on Winter Storms 1995 Public Comments and correspondence CU +2 1998 County Emergency Services correspondence 1995 Reference files, external SU +2 2002 PW22 Parks and Recreation Commission correspondence Administrative Records CU +2 2007 2C Parking Citation Reports 1991 -1995 CDD -code compliance CL +2 1998 4A cash edit postings 1990's Accounts Receivable AU +4 2000 5B accounts receivable files 1996 -1997 Accounts Receivable AU +4 2002 no number Cash Receipt books F/Y 1995 -1996 Accounts Receivable AU +4 2001 8 Cash receipt books F/Y 2004 Accounts Receivable AU +4 2009 9D Bank reconciliation workpapers (Feb '98 - June '98) Reports- Account Reconcilation AU +5 2004 10A Financial Reports FY 96/97 (Balance Sheet, Function Status) Reports Working papers CU +2 2000 16D IPayroll reports 1997 1 Payroll CU+6 2003 17A false alarm, parking citations 1988 -1993 CDD -code compliance CL +2 2000 23D Retired employee records through 1989 Payroll CU +6 1995 29D deferred comp plans 1978 -1981 Payroll T +5 2001 31A Payroll reports 1993 -94 Admin services - payroll CU +6 2000 26 or 76 bank recon 1983 -84, pers 83 -84, Bank Reconcillation AU +5 1990 44B false alarm card 1986 -87 CDD -code compliance CL +2 1991 73A deferred comp reports, health insurance, pers annual 1990 -1993 Deferred Comensation records T +5 -2001 74B Cash Receipt books 1999 -2000 Accounts Receivable AU +4 2005 74 C Cash Receipt books F/Y 2000 Accounts Receivable AU +4 2005 76D receipt books 2000 -2001 Accounts Receivable AU +4 2006 77A receipt books oct 2000 -april 2001 Accounts Receivable AU +4 2006 78A Budget workpaper and revenue estimates FY01 /02 Reports - working papers CU +2 2005 79D Deductions Register and Payroll Reports ('86 -'87) Payroll reports AU +2 1993 85 B Cash Receipt books F/Y 2001 Accounts Receivable AU +4 2006 87C A/R Statements (12/31/99- 4/6/00) Accounts Receivable AU +4 2005 91D PERS 2001 Admin services - payroll CU +6 2008 93A Payroll Checking Account, Cleared Checks, June 2000 - June 2002 Payroll AU +5 2008 94A Payroll 2003 Admin services - payroll CU +6 2009 95B Journal Entries ('01 -'02) (Period 1 -13) Journal AU +7 2010 95B Bank Reconciliation (Savings Acct), First Trust (US Bank) Statement of Investments Bank Reconcillation AU +5 2008 96B Receipt Books ( #50101 - 55850) (Aug. 2000 - June 2003) Accounts Receivable AU +4 2008 99A Payroll Reports /Records (Jan. '03 -Feb. '03) Payroll AU +2 2006 99C Payroll Reports /Records (April '03 -June '03) Payroll AU +2 2006 99D' month end registers — 2002 -2003, PERS retirement reporting- 2002 -2003 Payroll CU +6 2009 104C 1985 -- Budget Reports /Check register certification /investment reports /risk management claims Purchase orders 1996 /Misc. Finance 1986 -1996 Accounts receivable 1996 -1997 Accounts Receivable AU +5 1991 106A Accounts REceivable AU +4 2001 no number Accounts receivable AU+4 2002 100A ITime sheets 2002 iPayroll CU+6 1 2008 135A -2 cash receipt books 2005 Accounts Receivable AU +4 2010 139B receipt books may 2004 -nov 2004 Accounts Receivable 139C receipt books nov 2004 -sept 2005 Accounts Receivable 246 1 -9's 1993 -2005 HR- Immigration T +5 2010 F7 - 12 Cash receipt books F/Y 2003 Accounts Receivable AU +4 2008 F1-9 Cash Receipt books F/Y 2003 -2004 Accounts Receivable AU +4 2009 F33 -52 Cancelled checks 2004 -2005 Admin services - accounts payable AU +S 2010 F11 Business license renewal reports 2004 Accounts Receivable T +4 2009 F19 -31 Bank Statements July 2003 -2004 Accounts Receivable AU +5 2010 F3 -19 cancelled payroll checks - 2002 -2004, payroll acct. bank recon.2003 -2003 Payroll CU +6 2009 F47 -34 accounts payable — 2002 -2003 Accounts payable AU +4 2009 F49 general checking account reconciliation — 2003 -2004 Accounts Payable AU +4 2009 CMO Misc. Reference Files, External Sources 1990 -1993 Reference Files, External SU +2 2002 Utility Encroachment Permits Invoices 1991 -1998 Accounts Receivable AU +4 2003 code . compliance 1 closed cases — dated 2001 — 2005 violations include zoning violations — all matters closed. Special event permits 2001 -2005 — all events closed and expired. CDD -code compliance CL +2 2008 CC2 closed cases — dated 2003 — 2005 violation include zoning violations — all matters closed. Special event permits 2002 — 2005 - all events closed and expired. Parking Citations and Fire alarm appeal — 1998 — 2004 — all matters closed. Solicitor permits — expired 1998 -2001 CDD -Code compliance CL +2 2008 CC3 — closed cases — dated 2000 — 2003 violations — zoning — all matters closed. CDD -code compliance CL +2 2006 CC4 Massage files — closed — 1995 -1998, Complaints — animal — closed - 2000 — 2003,Sheriff reports — closed 2000 -2006 CDD -code compliance CL +2 2009 CC5 Closed massage permits 2000 -2007 CDD -code compliance CL +2 2010 Brown Box1 Closed code enforcement cases 1990 CDD -code compliance CL +2 1993 Brown Box2 Closed code enforcement cases 1985 CDD -code compliance CL +2 1989 False Alarml False Alarm cards 1994 -1997 CDD -code compliance CL +2 2000 False Alarml False Alarms 1991 /Small Claims Court 1991 CDD -code compliance CL +2 1995 HR1 ITerminated Employee Records 1993 HR- Employees Personnel Files T +10 2004 HR2 Deferred Comp Employee Records A -Z HR- Employees Personnel Files T +10 1999 Terminated /Retires prior to 1988 Payroll Reports, Pay Period #22/04 to #25/04, Record 501 Dates 10/04 TO 12/04 Payroll -- organization reports AU +2 2009 Payroll Reports , Pay Period #8/04 to #11/04, Record 502 Dates 03/04 TO 05/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period #1/04 to #4/04, Record Dates 504 01/04 TO 02/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period # 14/04 to # 17/04, Record 506 Dates 07/04 TO 08/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period # 18/04 to # 21/04, Record 507 Dates 09/04 TO 10/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period # 5/04 to # 7/04, Record 508 Dates 03/04 TO 04/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period #12/04 to #13/04, Record 515 Dates 05/04 TO 06/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period #18/03 to #22/03, Record 524 Dates 09/03 TO 10/03 Payroll -- organization reports AU +2 2008 Payroll Reports, Pay Period #14/03 to #17/03, Record 525 Dates 07/03 TO 08/03 Payroll -- organization reports AU +2 2008 Payroll Reports, Pay Period #23/03 to #25/03, Record 526 Dates 11/03 TO 12/03 Payroll -- organization reports AU +2 2008 533 Terminated Employees, Record Dates 01/03 TO 12/03 Payroll -- organization reports AU +2 2008 Terminated Employees, Payroll folder and Tlmesheets; 535 Recreation Leaders; Record Dates 01/97 TO 05/02 Payroll -- organization reports AU +2 2008 Bank Deposit Receipts record date FY 04/05 -05/06 and 577 Bank Deposit Tickets record date FY 03/04 -05/06 Payroll -- organization reports AU +2 2009 -10 (Six boxes) Unused Business License and Renewal notice blank forms. Unusable due to mechanical failure of No Number printer N/A N/A N/A No Number I Bank Statements FY03 -04 Bank Reconciliation AU+5 2010 No Number 1985 Finance, Investment and Risk Management reports Administrative Records AU +S 1990 No Number 1996 -97 Balance Sheets/ Business TaxReports Accounts Receivable AU +4 2001 101 -10 Recreation Records from 1995. Deposit slips, Activity Summaries, Building Reservations, Registration Forms, Petty Cash Forms, Refunds, Instructor Payroll, Purchase Orders, and Correspondence. Recreation Records CU +4 2000 102 -10 Recreation Accounting 12/2004- 12/2005 Recreation Records CU +2 2008 103 -10 Terminated Instructor Contracts 1985 -2006 Instructor payments 2004 -2005 Recreation Records T +4 and CU +2 2010 104 -10 Fall Class Registrations 2003 -2004 /Trip registrations 2005 Recreation Records CU +2 2008 105 -10 Registration Forms 2004 Recreation Records CU +2 2007 106 -10 Instructor Payments 2004 -2005 /Accounting for Facilities 2004 - 2005 /Daily Accounting 2004 Recreation /Facilities Records T +4 and CU +4 2009 110 -10 Rosters for Summer 2005, Summer 2006, Fall 2006, Spring 2005, Winter 2006, Spring 2006 Recreation Records CU +2 2008