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CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

November 5, 2018
CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Thos. A. Graves, MMC, City Clerk

APPROVED BY: Chip Rerig, City Administrator

Resolution 2018-118 Authorizing the Destruction of Certain Records in Accordance with


SUBJECT: 34090 et. seq. of the Government Code.

RECOMMENDATION:
Resolution No. 2018-118 authorizing the destruction of certain records in accordance with 34090 et. seq. of the
Government Code.

BACKGROUND/SUMMARY:
At the June 6, 2016 Council Meeting, the Council approved Policy C16-02 "Records Management Program"
which states City records are to be destroyed per the Records Retention Schedule.

Staff have identified the records listed in Exhibit "A" City Storage Unit Boxes 17-18 #3-#39 and 17-D as eligible for
destruction per the Records Retention Schedule. Records located at City Hall and the off-site storage unit were
reviewed by staff to determine the type of record and date of record creation. Each box, folder, and file was reviewed
within the parameters of the "Records Management Program", archival best practices, and in consultation with the
Harrison Memorial Library Local History Department.

The City Attorney has reviewed the list of documents and has authorized their destruction and will sign an
Authorized Records Destruction memo for record-keeping purposes. Destruction will be completed after
December 1, 2018.
FISCAL IMPACT:
Funds for document destruction were included in the fiscal year budget.

PRIOR CITY COUNCIL ACTION:


Resolution No. 2016-095, December 6, 2016
Resolution No. 2017-051, June 6, 2017
ATTACHMENTS:
Attachment #1 - Resolution No. 2018-118
Attachment #2 - Exhibit A: List of Records to be Destroyed
CITY OF CARMEL-BY-THE-SEA Attachment 1
CITY COUNCIL

RESOLUTION NO. 2018-118

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE


DESTRUCTION OF CERTAIN RECORDS IN ACCORDANCE WITH §34090 et seq. OF THE GOVERNMENT
CODE

WHEREAS, the City of Carmel-by-the-Sea has an ongoing program for the destruction of records in
accordance with §34090 et seq. of the Government Code of the State of California; and

WHEREAS, the Government Code states that unless otherwise provided by law, records that are two
years old may be destroyed upon consent of the legislative body; and

WHEREAS, it has been determined that certain documents are no longer of value to the organization of
the City.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Authorize, in accordance with §34090 et seq. of the Government Code of the State of California, and
with the permission of the City Attorney, the destruction of those records described in Exhibit “A”
attached hereto.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 5th
day of November 2018, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Thomas A. Graves, MMC
City Clerk
CITY STORAGE UNIT
EXHIBIT "A"

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #3 Closing report July 2012 claim - CL + 5 Administration- GC34090;GC25105.5 December 31, 2017
Fray, Bob Risk Management-Claims,
Damage
Closing report PG&E July 20, 2012 CL + 5 Administration- GC34090;GC25105.5 December 31, 2017
claim Risk Management-Claims,
Damage
2002 Job information CU + 2 Administration- GC12946,34090;29 CFR December 31, 2004
questionaires and job Human Resources- 516.6(2); 29 CFR
descriptions Surveys and studies
2013 Waste Management CL + 4 Development- 24CFR 570.502(b)(3); 241 December 31, 2017
recycling grants Administration-Grants CFR 85.42 & OMB Cir.A-
110, Attach.
Grants & disbursements UG CL + 4 Development- 24CFR 570.502(b)(3); 241 December 31, 2017
water tank 10/11; Prop 1B 07/08 Administration-Grants CFR 85.42 & OMB Cir.A-
to 11/12; TAMC 03/04; traffic 110, Attach.
congestion relief 2010; San
Antonio pathway 09/10 to 10/11;
area of special biological
significance 10/11; 9/11 software
upgrade 10/11; Del Mar Master
Plan dunes restoration 10/11; Cal
Trans linking cities 10/11; Cal
Parks & rec; SCC landscaping
bond act 2000 and Prop 40 2000-
2001 to 2010/11 grants denied;
PD Youth Center generator 10/11
to 12/13

17-18 #4 Police Dept. LTD Ins. FY 12-13 Each employer shall US Department of Labor December 31, 2016
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
Standard LTD ins. FY 12-13 Each employer shall US Department of Labor December 31, 2016
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

Standard Life & AD&D FY 12-13 Each employer shall US Department of Labor December 31, 2016
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

Standard Group Disability 2009- Each employer shall US Department of Labor December 31, 2016
2013 preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
Coastal dental vision FY 13-14 Each employer shall US Department of Labor December 31, 2017
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

Coastal dental vision FY 12-13 Each employer shall US Department of Labor December 31, 2016
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2010 Carmel Heritage Society Non-record GC34090 December 31, 2010


Leidig scholarship essay contest

copies (4) of 2009 PIA Annual AU + 7 Finance-Financial, GC 34090.7 December 31, 2016
Financial Report Annual
Carmel 2016 committee report- CU + 2 Development- GC34090 December 31, 1993
December 1991 (2 copies) Reports

Copies of FY 14-15 budget book AU + 2 Finance-Budget GC34090 December 31, 2017


(4 copies)
2011 Big Sur International CU + 2 Development- GC34090 December 31, 2013
Marathon economic impact Reports
report
copies of website proposals Non-record GC34090 December 31, 2017
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #5 1998-1999 LeTowt business CO + 7 Administration- 42 USC s1983 December 31, 2007
license dispute Legal/Legislative-Case
Records
1998 Delinquent notice CU + 2 Administration- GC34090(d) December 31, 2000
correspondence Correspondence
1977-1996 voided business T + 4 Finance-License- GC34090;CCP337 December 31, 2000
license applications, deposit Business
refunded
2002/2003 business license T + 4 Finance-License- GC34090;CCP337 December 31, 2007
renewals Business
17-18 #6 1976-1981 Delinquents yearly T + 4 Finance-License- GC34090;CCP337 December 31, 1985
process Business
1977-1980 business license T + 4 Finance-License- GC34090;CCP337 December 31, 1984
renew board complaints dispute Business
violations
1983 U.S. Amateur Athletic CU + 2 Development- GC34090 December 31, 1985
Foundation staff report to BLRB Reports

1978-1979 ABC enforcement Non-record GC30490


manual
1977-1980 BRLP disputes T + 4 Finance-License- GC34090;CCP337 December 31, 1984
Business
Rate increase agreement with T + 5 Administration- CCP 337.2, 343; December 31, 2017
Carmel Marina Corp. Legal/Legislative- B&P7042.5
Contracts and
Agreements
2001 Franchise agreement - T + 5 Administration- CCP 337.2, 343; December 31, 2006
Carmel Disposal Legal/Legislative- B&P7042.5
Contracts and
Agreements
1998-2003 Waste Management CU + 2 Administration- GC34090(d) December 31, 2005
correspondence Correspondence

1998 franchise agreements Non-record GC30490


research: re-trash
1996-1997 Monterey Regional AU + 7 Finance-Financial, GC 34090.7 December 31, 2014
Waste Management District Annual
annual report & audit
Draft agreements Non-record GC30490
1992 Fee increase research Non-record GC30490
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
1992 Carmel Disposal Service T + 5 Administration- CCP 337.2, 343; December 31, 1997
agreement Legal/Legislative- B&P7042.5
Contracts and
Agreements
17-18 #7 1950-2001 Monterey Waste Non-record GC30490
Management District history
2001-2001 annual report AU + 7 Finance-Financial, GC 34090.7 December 31, 2008
Annual
1997-1998, 1999-2000, 2001- AU + 7 Finance-Financial, GC 34090.7 December 31, 2009
2002 Carmel Marina Corp. Annual
financial statements audit
Waste Management /trash notes Non-record GC30490

news articles on trash Non-record GC30490


2001 RFP's for trash collection CL + 2 Development- GC30490d December 31, 2003
Administration-Bids &
Proposals
2000-2001 Waste Management Non-record GC30490
rate & service adjustments draft
agreement
1999 past garbage franshise Non-record GC30490
agreements, unsigned copies of
drafts
background info for future Non-record GC30490
negotiations on trash, research

Notes on traxh Non-record GC30490


back-up reference on agreement Non-record GC30490

the Carmel Alphabet draft Non-record GC30490


2002 quarterly news articles on Non-record GC30490
trash
2002 service issues and quarterly Non-record GC30490
recycle topics
2002 billings AU + 2 Finance- GC30490 December 31, 2005
Accounting-Billing
Records
Copy of Skunk Works report Non-record GC30490
1983-1984 copies of Picadilly Non-record GC30490
Park project notes &
correspondence
1986 appraisal report - Mission CL + 2 Development- GC34090; GC6254(h) December 31, 1988
Ranch Wetlands Property-Appraisals
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #8 1991 Sand City dumpsite CU + 2 Administration- GC34090(d) December 31, 1993
correspondence Correspondence
1991 commercial zoning study CL + 2 Development- GC34090d December 31, 1993
Administration-Studies,
Special Projects & Areas

1990 easement for HML Park Non-record GC30490


Branch, correspondence, copies
of license agreement
1984 copy of recreation report to Non-record GC30490
City Council from Recreation
Committee
1983 water front restoration CU + 2 Administration- GC34090(d) December 31, 1985
Scenic beach rehab efforts Correspondence
correspondence
newsrack correspondence CU + 2 Administration- GC34090(d) December 31, 2017
proposed ordinance research Correspondence
1985 Eastwood project San CL + 2 Development- GC34090d December 31, 1987
Carlos Administration-Studies,
Special Projects & Areas

1990 Probasco lots MTNP CU + 2 Administration- GC34090(d) December 31, 1992


acquisition of property Correspondence
correspondence
1990 appraisal CL + 2 Development- GC34090; GC6254(h) December 31, 1992
Property-Appraisals
1990 copy of Final EIR - First Non-record GC30490
Murphy House
Probasco land acquisition staff Non-record GC30490
report copy
2003-2004 fixed assett listing Non-record GC30490
prinouts
2001-2002, 2002-2003 copies of CU + 2 Administration- GC34090(d) December 31, 2005
correspondence regarding Correspondence
insurance
17-18 #9 2004 February storm claims CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Closed Risk Management-
Claims Claims, Damage
2004 property damage files CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2003 storm damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2004 property damage files CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2004 slip & fall July-December CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2004 February storm damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2004 vandalism claims CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2004 miscellaneous CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2003 Forest Theater strom CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
damage Risk Management-
Claims, Damage
2003 collission claims CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 vandalism CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 property damage files CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 slip & fall January-June CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 slip & fall July-December CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 property damage files CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2003 miscellaneous CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 miscellaneous CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
17-18 #10 FY 1998-1999 April copies of AU + 4 Finance- GC34090 December 31, 2004
checks Accounting-Accounts
Payable
1989 reclamation waste water CL + 2 Development- GC34090d December 31, 1991
project Administration-Studies,
Special Projects & Areas

1984-1987, 1988-1989 copies of AU + 4 Finance- GC34090 December 31, 1994


receipts Accounting-Accounts
Receivable
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #11 2006-2007 Accounts Receivable - AU + 4 Finance- GC34090 December 31, 2012
county property tax/abandoned Accounting-Accounts
vehicles/police citations, booking Receivable
& processing fees/revenue
grants/gas tax/motor vehicle in
lieu/POST reimbusement/interest
LAIF/state mandated costs/police
deposits/fire deposits/recreation
deposits/dog calendar
revenue/garbage
franchise/Comcast cable
franchise/Sprint lease/water
franchise/PG&E franchise/state
of CA sales tax/Sunset Center
phone expense
reimbusement/Sunset N. Parking
lot fees/NSF checks/parking lot
fees-Norton & City
Hall/donations,
other/refunds/misc. income/sale
of City equipment/Sunset Center
donations/misc. rental
income/enterprise fund/Mayor's
Youth Fund/revenue all others

FY 2009-2010 bank AU + 5 Finance- GC34090; 26 CFR 16001-1 December 31, 2016


reconcilliations Accounting-Bank
Reconcilliation
2012 copies of checks and AU + 4 Finance- GC34090 December 31, 2017
purchase orders - U.S. Bank Accounting-Accounts
Payable
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
FY 2008-2009 Revenue files AU + 4 Finance- GC34090 December 31, 2014
account - City of Accounting-Accounts
Monterey/abandoned Receivable
vehicles/ETEC parking ticket
rev./revenue grants/State of CA
gas tax/motor vehicle in
lieu/POST reimbursement/other
government agencies/interest
LAIF/fire deposits/Forest, Parks &
Beach deposits/Police deposits/

17-18 #12 FY 2008-2009 revenues - AU + 4 Finance- GC34090 December 31, 2014


recreation deposits/Sunset Accounting-Accounts
phone reimbursement/garbage Receivable
franchise/Carmel Marina Corp
franchise/water
franchise/PG&E/Comcast/Sprint/
sale of City equipment/misc.
income/misc. rental
income/revenue all
others/refunds misc/Forest Parks
& Beach donations/donations,
other/misc. deposit accounts

2009-2010 payroll master payroll Each employer shall US Department of Labor December 31, 2014
register & payroll transfer sheet- preserve for at least three and FLSA 29 CFR Part 516
16-31 Dec. 2009/1-15 Jan/16-31 years payroll records,
collective bargaining
Jan/1-15 Feb/16-28 Feb/16-31
agreements, sales and
March/1-15 March/1-15 April/16-
purchase records. Records
30 April/1-15 May special payroll on which wage
05-05-10/16-31 May computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #13 2010 payroll master payroll Each employer shall US Department of Labor December 31, 2014
register & deposit memo - 1-15 preserve for at least three and FLSA 29 CFR Part 516
June/16-30 June/effective 7/01 years payroll records,
2010 COLA/1-15 July/16-31 July/1- collective bargaining
agreements, sales and
15 Aug/16-31 Aug/1-15 Sept/16-
purchase records. Records
30 Sept/16-31 Oct/1-15 Oct/1-15 on which wage
Nov/16-30 Nov/1-15 Dec/16-31 computations are based
Dec should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

17-18 #14 2005 misc claims CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2005 July-Dec property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2005 July-Dec slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2005 closed property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2005 closed misc. claims CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2005 damage to City property CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2004 closed claims slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2004 miscellaneous CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2004 returned claims-filed to late CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2004 Jan-June slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2004 misc closed claims CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
2005 Jan-June property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2005 Jan-June slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2005 July-Dec slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2010
Risk Management-
Claims, Damage
2003 Deanna Yateman claim CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 restroom arson closed CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 Michael Cole CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 Conlin CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2003 Moon CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2002 Rannely, Elviro, Jagger CL + 5 Administration- GC34090; GC25105.5 December 31, 2007
Risk Management-
Claims, Damage
2001 Miller, Giordano CL + 5 Administration- GC34090; GC25105.5 December 31, 2006
Construction, Angela Lynn Bob Risk Management-
Claims, Damage
2002 Alonzo CL + 5 Administration- GC34090; GC25105.5 December 31, 2007
Risk Management-
Claims, Damage
2001-2002 Martin, Dollase, Elias CL + 5 Administration- GC34090; GC25105.5 December 31, 2007
Risk Management-
Claims, Damage
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2002-2003 Handicap CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
accessability, Tracey, Krist Risk Management-
Claims, Damage
2003 Richmond CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
2002 Hernandez, Krier, Martins CL + 5 Administration- GC34090; GC25105.5 December 31, 2007
Risk Management-
Claims, Damage
17-18 #15 2005 Payroll: 1-15 Oct/16-31 Each employer shall US Department of Labor December 31, 2008
Oct/1-15 Nov/16-30 Nov/1-15 preserve for at least three and FLSA 29 CFR Part 516
Dec years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

Police COLA payroll records: Each employer shall US Department of Labor December 31, 2008
Retro 07/21-12/04 2005 preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
General & Management Union Each employer shall US Department of Labor December 31, 2009
COLA payroll records: Retro preserve for at least three and FLSA 29 CFR Part 516
07/21-12/06 December years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2005 leave hours report Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2005 bank reconcilliation AU + 5 Finance- GC34090; 26 CFR 16001-1 December 31, 2011
Accounting-Bank
Reconcilliation
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2005 payroll & vendor check Each employer shall US Department of Labor December 31, 2008
registers preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2005 deferred comp Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2004 16-31 December payroll Each employer shall US Department of Labor December 31, 2007
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2005 payroll: 1-15 Jan/16-31 Each employer shall US Department of Labor December 31, 2008
Jan/1-15 Feb/16-28 Feb/1-15 preserve for at least three and FLSA 29 CFR Part 516
March/16-31 March/special years payroll records,
collective bargaining
payroll K. Crouch/1-15 April/16-
agreements, sales and
30 April/1-15 May/16-31 May/1-
purchase records. Records
15 June/16-30 June/1-15 July/16- on which wage
31 July/1-15 Aug/16-31 Aug/1-15 computations are based
Sept/16-30 Sept should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

17-18 #16 FY 2011-2012 PERS payroll Each employer shall US Department of Labor December 31, 2015
reports preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2007-2012 AFLAC payroll Each employer shall US Department of Labor December 31, 2015
deductions - payment reports preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2012 1st-4th quarter Federal & Each employer shall US Department of Labor December 31, 2015
State tax payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2012 year end balance Each employer shall US Department of Labor December 31, 2015
report/terminated employee preserve for at least three and FLSA 29 CFR Part 516
listing years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2012 payroll posting & detailed Each employer shall US Department of Labor December 31, 2015
disbursement summary report preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2012 Taxes report - state income, Each employer shall US Department of Labor December 31, 2015
Social Security, Medicare, federal preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2012 deferred comp, misc Each employer shall US Department of Labor December 31, 2015
deductions, dues reports preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

17-18 #17 2005-2009 & 2002-2004 CalPERS Each employer shall US Department of Labor December 31, 2015
Payroll health event notifications preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2007-2008 EFT health payment Each employer shall US Department of Labor December 31, 2015
notifications preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2007 LIUNA supplemental Each employer shall US Department of Labor December 31, 2010
retirement payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2007, 2008, 2010 Coastal Each employer shall US Department of Labor December 31, 2013
healthcare payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2007 CalPERS medical premium Each employer shall US Department of Labor December 31, 2010
payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2007, 2008 Coastal medical Each employer shall US Department of Labor December 31, 2011
premium payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

1994-2004 Coastal healthcare Each employer shall US Department of Labor December 31, 2007
changes preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #18 2006 Coastal healthcare Each employer shall US Department of Labor December 31, 2009
Payroll payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2006 July LIUNA health billing Each employer shall US Department of Labor December 31, 2009
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2005-2006 LIUNA health CU + 2 Administration- GC34090(d) December 31, 2008


correspondence Correspondence
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2005 Coastal healthcare Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2005 CalPERS medical premiums Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2005 LIUNA health Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2006 CalPERS medical premiums Each employer shall US Department of Labor December 31, 2009
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2006 LIUNA heath enrollment Each employer shall US Department of Labor December 31, 2009
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2003 PERS medical premiums Each employer shall US Department of Labor December 31, 2006
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2003, 2004, 2005, July 2006 Each employer shall US Department of Labor December 31, 2009
LIUNA supplemental retirement preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

17-18 #19 1-15 Oct/16-31 Oct/1-15 Sept/16- Each employer shall US Department of Labor December 31, 2014
2011 30 Sept/1-15 Aug/16-30 Aug/1-15 preserve for at least three and FLSA 29 CFR Part 516
Payroll July/16-30 July/July Police Dept years payroll records,
collective bargaining
COLA/1-15 June/16-30 June/1-15
agreements, sales and
May/16-31 May/1-15 April/16-30
purchase records. Records
April/1-15 March/16-31 March/3- on which wage
22-11 Special/1-15 Feb/16-28 computations are based
Feb/1-15 Jan/16-31 Jan/16-31 should be retained for two
2010 Dec years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

17-18 #20 2010 CRFA incident reports & CL + 3 Public Safety- GC34090 December 31, 2013
billings Reports-Incident/AU + 2 CCP338/GC34090
Finance-Accounting-
Billing Records
17-18 #21 2010 1st, 2nd, 3rd quarter AU + 4 Finance-Reports- GC34090; 29USC 436 December 31, 2015
Payroll Federal, State tax payments Federal & State tax
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2010 paycheck register and Each employer shall US Department of Labor December 31, 2013
withholding register preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2010 deferred comp & misc Each employer shall US Department of Labor December 31, 2013
deductions preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2010 dues & deductions payroll Each employer shall US Department of Labor December 31, 2013
posting detailed disbursement preserve for at least three and FLSA 29 CFR Part 516
summary years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2010 taxes AU + 4 Finance-Reports- GC34090; 29USC 436 December 31, 2015
Federal & State tax

2010 balance report Each employer shall US Department of Labor December 31, 2013
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2010 termination employee Each employer shall US Department of Labor December 31, 2013
report preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

17-18 #22 2006 July-Dec property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Closed Risk Management-
Claims Claims, Damage

2006 Jan-June property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
2006 misc incident CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2006 July-Dec slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
2006 Jan-June slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
2007 July-Dec slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
2007 misc incident CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
2007 July-Dec property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
2007 slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
2007 Jan-June property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
2007 Jan-June misc incidents CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
2007 July-Dec misc incidents CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
2007 Jan-June slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
2008 misc incidents CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
2008 property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
2008 Jan-June slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
2008 July-Dec slip & fall CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2008 Jan-June property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
2008 July-Dec property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
17-18 #23 2009 AFLAC direct debit AU + 4 Finance- GC34090 December 31, 2014
Accounting-Accounts
Payable
1999 Coastal healthcare changes Each employer shall US Department of Labor December 31, 2002
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

1999 dependent status for health Each employer shall US Department of Labor December 31, 2002
benefits forms preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.

2008 LIUNA correspondence CU + 2 Administration- GC34090(d) December 31, 2010


Correspondence
2009 CalPERS medical premium AU + 4 Finance- GC34090 December 31, 2014
payments Accounting-Accounts
Payable
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2010 CalPERS health premium AU + 4 Finance- GC34090 December 31, 2015
payment acknowledgements Accounting-Accounts
Payable
2008 CalPERS medical premium AU + 4 Finance- GC34090 December 31, 2013
payments Accounting-Accounts
Payable
2008 AFLAC direct debit AU + 4 Finance- GC34090 December 31, 2013
Accounting-Accounts
Payable
1978 Municipal Attorney Non-record GC34090
newsletters
17-18 #24 2005, 2007, 2008, 2009 AFLAC AU + 4 Finance- GC34090 December 31, 2014
wire transfer Accounting-Accounts
Payable
2006 AFLAC premium payments AU + 4 Finance- GC34090 December 31, 2011
Accounting-Accounts
Payable
2007 AFLAC direct debit AU + 4 Finance- GC34090 December 31, 2012
Accounting-Accounts
Payable
17-18 #25 copy of May 1987 agenda packet Non-record GC34090

copy of proposal to conduct a Non-record GC34090


market feasibility study for
Sunset Center April 1986
copy Sunset Center budget Non-record GC34090
research
copy summary report by Friends Non-record GC34090
of Sunset Center Sept 1985-
August 1986
copy Sunset Master Plan 1974 Non-record GC34090
Portland's Art & Entertainment Non-record GC34090
Industry
City of Bellvue site evaluation Non-record GC34090
1981
1990 Cal-Am transition line Non-record GC34090
replacement study & county
documents 1990
CSF/PBCSD wastewater Non-record GC34090
reclamation project final EIR June
1989 supplemental documents
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
copies November 1991 contract Non-record GC34090
documents
photos - Sharper Image outside Non-record GC34090
display/Coachman's sign/Mail
Mart exterior
1976 T. Petkus personnel matter T + 2 Administration- GC12946; 29 CFR 1602; December 31, 2017
Human Resources- 29 USC 211(e); 203(m)
Employee Rights-General
Employees
1988 personnel issue R. Leigid T + 5 Administration- GC12946; 29 CFR 1602; December 31, 2017
Human Resources- 29 USC 211(e); 203(m)
Employee Rights-Safety
Employees
G. D'Ambrosio copy of Non-record GC34090
resignation letter
2008 copy of S. Farrell agreement

1997 DFEH claim McFarland CL + 5 Administration- GC34090; GC25105.5 December 31, 2017
Risk Management-
Claims, Damage
Personnel issues - S. Hames T + 2 Administration- GC12946; 29 CFR 1602; December 31, 2017
1994/D. Henry 1993/V. Human Resources- 29 USC 211(e); 203(m)
Henderson 1993/A. Gates 1992 Employee Rights-General
Employees
2010 workers comp check AU + 4 Finance- GC34090 December 31, 2015
register Accounting-Accounts
Payable
1985 G. Giacoma application CL + 3 Administration- Reference: GC12946; December 31, 1988
materials Human Resources- GC6250 et seq; 29 CFR
Recruitment 1602 et seq 29 CFR 1607;
29CFR
Acturarial & Insurance Consulting CL + 5 Administration- OMB 1220-0029;29 December 31, 2001
Group workers comp reserves & Risk Management-Risk CFR1904.4; GC34090
projections as of June 1996 Management Reports

2009 Travelers detail loss report CL + 5 Administration- OMB 1220-0029;29 December 31, 2014
Risk Management-Risk CFR1904.4; GC34090
Management Reports
17-18 #26 1998 personnel issue - R. Miner T + 2 Administration- GC12946; 29 CFR 1602; December 31, 2017
Human Resources- 29 USC 211(e); 203(m)
Employee Rights-General
Employees
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
2010 PRA's CL + 2 Administration- GC34090 December 31, 2012
Municipal Clerk-Public
Records Request
complaint-Beutel-2005 & 2006- CO + 7 Administration- 42 USC s1983 December 31, 2015
storm drain closed 2008 Legal/Legislative-Case
Records
small claims court 2011 - Marosi CO + 7 Administration- 42 USC s1983 December 31, 2017
v. McCloud Legal/Legislative-Case
Records
Mandurrago Pacific Grove Land CO + 7 Administration- 42 USC s1983 December 31, 2016
Co. v. Carmel 2009 M102802 Legal/Legislative-Case
Records
copy: J.Pfeister M93437 CO + 7 Administration- 42 USC s1983 December 31, 2014
2007,2007 Legal/Legislative-Case
Records
copy: J. Coniglio MS28746A CO + 7 Administration- 42 USC s1983 December 31, 2017
Legal/Legislative-Case
Records
October 2008 J. Miller CU + 2 Administration- GC34090(d) December 31, 2010
correspondence to Mayor & Correspondence
Council
2001 Donatti correspondence CU + 2 Administration- GC34090(d) December 31, 2003
Correspondence
17-18 #27 FY 2000-2001 budget reports S Finance-Administrative GC34090 December 31, 2002
(MOM) Services-Budget
Operating (copies)

FY 1999-2000 budget reports S Finance-Administrative GC34090 December 31, 2001


(MOM) Services-Budget
Operating (copies)

FY 1998-1999 Vol. I Jan-June 1999 S Finance-Administrative GC34090 December 31, 2000


budget reports (MOM) Services-Budget
Operating (copies)

FY 1998-1999 Vol. II July-Dec. S Finance-Administrative GC34090 December 31, 2000


1998 budget reports (MOM) Services-Budget
Operating (copies)

FY 1997-1998 Vol. I budget S Finance-Administrative GC34090 December 31, 1999


reports (MOM) Services-Budget
Operating (copies)
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #28 FY 1997-1998 Vol. II budget S Finance-Administrative GC34090 December 31, 1999
reports (MOM) Services-Budget
Operating (copies)

Copies of budgets: FY 2000-2001 Non-record GC34090 December 31, 2017


(12); FY 2001-02 thru 2003-04 (7);
FY 2002-03 thru 2004-05 (2);

17-18 #29 Copies of budgets: FY 2003-04 Non-record GC34090 December 31, 2017
thru 2005-06 (5); FY 2000-01 (2);
1999-00 (7); FY 1998-99 (5); FY
1997-98 (7); FY 1999-00 (4);
FY1990-91 thru 1991-92 (1)

17-18 #30 Copies of annual audits: Public Non-record GC34090 December 31, 2017
Improvement Authoity (PIA) 1998
(4); City 1997 (6); City Financial
Statements (4); PIA 1997 (5); City
operating matters 1999 (5); city
audit (4); city operating matters
(4); city financial statements (4);
PIA 1999 (5); PIA 2000 (4); PIA
2001 (3); city audit 2000 (4); city
operating matters 2000 (3); city
operating matters 2001 (4); city
audit 2001 (4); PIA 2001 (3); city
operating matters 2002 (2); city
financial statements 2002 (4); PIA
2002 (8); city operating matters
2003 (2); city financial
statements 2003 (3); city
management letter 2005 (4); city
audit 2005 (2);
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #31 Copies of: agenda packets, Non-record GC34090 December 31, 2017
agenda forecasts, draft Carmel
Fire Ambulance MOU, General
and Management MOU's,
articles, staff report examples, ;
notes on recruitments - planner,
associate planner, environmental
compliance manager, draft job
descriptions, sample job
descriptions from other cities;
agenda packets; blank interview
panel questions - project
manager; MOM salary table
reports; MOM employee detail
reports run Oct 2017; 2017 open
enrollment information;
insurance information; FY 2017-
18 draft provisional budget
copies;
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #32 duplicate copies (2 copies in Non-record GC34090 December 31, 2017
vault): five year capital
improvement plan 1996-2001;
1997 admin & operating matters
(1); 1997 financial statements;
1998 financial statements (1);
1998 admin & operating (1); PIA
1998 financial statements (1);
1999 audit (1); 1999 admin &
operating (1); PIA 1999 financial
statements (1); 2000 financial
statements (4); 2000 admin &
operating (2); PIA 2000 financial
statements (2); 2001 financial
statements (3); 2001 admin &
operating (2); PIA 2001 financial
statements (3); 2002 financial
statements (3); PIA 2002 financial
statements (2); 2003 financial
statements (1); 2004 financial
statements (1); 1986 city
inventory & appraisal (2); 1986
appraisal quote; 1988 appraisal
(1); 1989 appraisal (1) 1984
appraisal (1); 1990 appraisal (1);
1985 appraisal (1); 1996 appraisal
(2); 2000 Sunset Center art work
17-18 #33 2012, 2013, 2014 PRA requests CL + 2 Administration- GC34090 December 31, 2014,
Municipal Clerk-Public 2015, 2016
Records Request
copies of municipal code sections Non-record

Misc. correspondence , e-mails CU + 2 Administration- GC34090(d) 12/31/2009-2015


2007-2013 Correspondence
copies of items from personnel Non-record
files J. Hanson
copies of correspondence J. Non-record
Miller case 2008
copies of case information - D. Non-record
Hildago
copies of personnel file - D. Non-record
Hildago
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
copies of purchase orders and Non-record
invoices - 2010-2013
17-18 #34 FY 1990-91 thru 1991-92 biennial S Finance-Administrative GC34090 December 31, 1993
budget glossary Services-Budget
Operating (copies)

FY 1990-92 budget message, S Finance-Administrative GC34090 December 31, 1993


issues & options papers Services-Budget
Operating (copies)

FY 1991-92 biennial budget S Finance-Administrative GC34090 December 31, 1993


adjustments Services-Budget
Operating (copies)

FY 1988-89 thru 1989-90 biennial S Finance-Administrative GC34090 December 31, 1991


budget gloassary Services-Budget
Operating (copies)

FY 1989-90 biennial budget S Finance-Administrative GC34090 December 31, 1991


adjustments Services-Budget
Operating (copies)

FY 1986-87 thru 1987-88 biennial S Finance-Administrative GC34090 December 31, 1989


budget glossary Services-Budget
Operating (copies)

Workers Comp reserves & CL + 5 Administration- OMB 1220-0029;29 December 31, 2001
projections as of June 30, 1996 Risk Management-Risk CFR1904.4; GC34090
Management Reports
FY 1995-96 Final report T + 4 Finance-License- GC34090; CCP 337 December 31, 2000
recommneded framework for the Business
city's buisness license tax
ordinance
1994 proposal to revise the AU + 5 Finance - GC34090; CCP 337 December 31, 2000
business license tax ordinance Purchasing - Bids, RFQ's,
RFP's
1993 organizational & financial S Finance-Administrative GC34090 December 31, 1994
assessment Services-Budget
Operating (copies)
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
FY 1996-97 budget manual S Finance-Administrative GC34090 December 31, 1998
Services-Budget
Operating (copies)

FY 2001-02 thru 2002-03 budget S Finance-Administrative GC34090 December 31, 2004


manual Services-Budget
Operating (copies)

FY 2000-01 budget manual S Finance-Administrative GC34090 December 31, 2002


Services-Budget
Operating (copies)

FY 2002-03 budget instructions S Finance-Administrative GC34090 December 31, 2004


Services-Budget
Operating (copies)

1987 June council packet Non-record


FY 1992-94, 1999, 1996, 1998, S Finance-Administrative GC34090 December 31, 1995
1997, 1995 budget notes Services-Budget
Operating (copies)

FY 1993-94 budget glossary S Finance-Administrative GC34090 December 31, 1995


Services-Budget
Operating (copies)

FY 1999-2000 budget resolutions S Finance-Administrative GC34090 December 31, 2001


Services-Budget
Operating (copies)

FY 1999-2000 working handbook S Finance-Administrative GC34090 December 31, 2001


proposed budget Services-Budget
Operating (copies)

FY 1999-2000 proposed budget S Finance-Administrative GC34090 December 31, 2001


Services-Budget
Operating (copies)

FY 1996-97 working handbook S Finance-Administrative GC34090 December 31, 1998


proposed municipal budget Services-Budget
Operating (copies)
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
FY 1997-98 working handbook S Finance-Administrative GC34090 December 31, 1999
proposed municipal budget Services-Budget
Operating (copies)

FY 1998-99 working handbook S Finance-Administrative GC34090 December 31, 2000


proposed budget Services-Budget
Operating (copies)

FY 1996-2001 five year capital S Finance-Administrative GC34090 December 30, 2002


improvement plan Services-Budget
Operating (copies)

FY 1995-96 budget manual S Finance-Administrative GC34090 December 31, 1997


Services-Budget
Operating (copies)

FY 1992-93 thru 1993-94 biennial S Finance-Administrative GC34090 December 31, 1995


budget manual Services-Budget
Operating (copies)

FY 1997-98 budget manual S Finance-Administrative GC34090 December 31, 1999


Services-Budget
Operating (copies)

17-18 #35 Expired insurance certificates Non-record


from business license holders
2012-2017
2010 Form 700's 7 years FPPC retention schedule December 31, 2017

Copies of DRAFT Recommended Non-record June 30, 2018


Budget FY 2018-2019 Book (15)

DRAFT copies of Adopted FY 2018- Non-record June 30, 2018


2019 budget book
Extra copies of Audit Services RFP Non-record June 30, 2018
proposals
2014 PRA requests and responses CL + 2 Administration- GC34090 December 31, 2016
Municipal Clerk-Public
Records Request
2006-2010 Form 700's Board & 7 years FPPC retention schedule December 31, 2013-
Commission members, City staff 2017
CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED


DATE DATE
17-18 #36 2015 PRA requests and responses CL + 2 Administration- GC34090 December 31, 2017
Municipal Clerk-Public
Records Request
17-18 #37 2014 & 2015 PRA requests and CL + 2 Administration- GC34090 December 31, 2016 &
responses Municipal Clerk-Public 2017
Records Request
17-18 #38 2014 PRA requests and responses CL + 2 Administration- GC34090 December 31, 2016
Municipal Clerk-Public
Records Request
17-18 #39 2014 PRA requests and responses CL + 2 Administration- GC34090 December 31, 2016
Municipal Clerk-Public
Records Request
17-D 2011 bank statements AU + 5 Finance- GC34090; 26 CFR 16001-1 December 31, 2017
accounting-bank
reconcilliation