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Home My Public Portal About17-037 - Authorizing the Destruction of Specified City RecordsRESOLUTION NO. 17-037 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, HEREBY RESOLVES AS FOLLOWS: WHEREAS, the City of Carson has stored a variety of files and documents that are no longer necessary for the operation of the city government; and WHEREAS, Section 34090 et seq. of the California Government Code provides a procedure whereby city records which are no longer required may be destroyed; and WHEREAS, the City of Carson Records Management Committee Chairperson has recommended, and the City Attorney has approved, the immediate destruction of records which have been inactive through June 30, 2009; a list which is on file with the Accounting Division. NOW, THEREFORE, the City Council of the City of Carson, California, does hereby resolve and authorize the destruction of the records through June 30, 2009 (Attachment 1), without further action by the City Council of the City of Carson. PASSED, APPROVED, and ADOPTED this 18th day of April, 2017. Mayor }filbert Robles ATTEST: Off"" City Clerk Donesia L. Gause, M MMC� 11� \ Page 1 of 12 RESOLUTION 17-037 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF CARSON ) I, Donesia L. Gause, City Clerk of the City of Carson, California, hereby attest to and certify that the foregoing resolution, being Resolution No. 17-037, adopted by the Carson City Council at its meeting held on the 18`h day of April. 2017, by the following vote: AYES: NOES: ABSTAIN ABSENT: COUNCIL MEMBERS: Robles, Davis -Holmes, Santarina, Hicks. Hilton COUNCIL MEMBERS: None COUNCIL MEMBERS: None COUNCIL MEMBERS: None Donesia L. Gause, City Clerk Page 2 of 12 RESOLUTION 17-037 FINANCE ACCOUNTS PAYABLE FY 08/09 FAP -09-001 DEMAND REGISTERS 7/1/08 DEMAND REGISTERS 7/15/08 DEMAND REGISTERS (BOOK 1 OF 2) 8/5/08 "AP -09-002 DEMAND REGISTERS (BOOK 2 OF 2) 8/5/08 DEMAND REGISTERS (BOOK 1 OF 2) 9/2/08 AP -09-003 DEMAND REGISTERS 9/16/08 DEMAND REGISTERS (BOOKS 1 & 2) 10/7/08 =AP -09-004 DEMAND REGISTERS 10/21/08 DEMAND REGISTERS (BOOKS 1 & 2) 11/4/08 FAP -09-005 DEMAND REGISTERS 11/18/08 DEMAND REGISTERS 12/2/08 DEMAND REGISTERS (BOOK 1 OF 2) 12/16/08 FAP -09-006 DEMAND REGISTERS (BOOK 2 OF 2) 12/16/08 DEMAND REGISTERS (BOOKS 1 & 2) 1/14/09 FAP -09-007 DEMAND REGISTERS (BOOKS 1 & 2) 2/3/09 DEMAND REGISTERS 2/17/09 FAP -09-008 DEMAND REGISTERS 3/3/09 DEMAND REGISTERS 3/17/09 DEMAND REGISTERS (BOOK 1 OF 2) 4/7/09 FAP -09-009 DEMAND REGISTERS 4/7/09 DEMAND REGISTERS 4/21/09 DEMAND REGISTERS 5/5/09 FAP -09-010 DEMAND REGISTERS 5/19/09 DEMAND REGISTERS 6/2/09 DEMAND REGISTERS 6/16/09 FAP -09-011 UTILITY POSTINGS (GSW & STANLEY CONVERGENT) 07/08-08/09 FAP -09-012 LEGAL NOTICES TO ALESHIRE AND WYNDER LLP FAP -09-013 ALESHIRE AND WYNDER TO B MISC. FAP -09-014 B AND M LAWN AND GARDEN CENTER TO CALOLYMPIC SAFETY CO. INC. FAP -09-015 CALSENSE TO CHEM PRO LABORATORY INC. FAP -09-016 CHEVRON USA INC. TO CLEANSTREET FAP -09-017 CMS COMMUNICATIONS INC. TO YOUTH COMMISSION FAP -09-018 CRUZ, ZARAH TO ELECTION WORKERS FAP -09-019 ELECTROSONIC SYSTEMS INC. TO FOLEY ADVERTISING FAP -09-020 FOISIA, THERESE K. TO GRUPO FOLKLORICO FAISAN FAP -09-021 GRUPO FLOKLORICO SABOR DE MEXICO TO HOUSING RIGHTS CENTER FAP -09-022 HOUSING RIGHTS CENTER TO JUNEBUG PRODUCTIONS INC. FAP -09-023 K MISC. TO LOS ALTOS TROPHY CO. INC. LOS ANGELES COUNTY ANIMAL CARE CONTROL TO LOS ANGELES COUNTY SHERIFF =AP -09-024 DEPT. =AP -09-025 LOS ANGELES COUNTY TREASURER TAX COLLECTOR TO MIDWEST WHOLESALE LIGHTING FAP -09-026 MIKES MUFFLER SERVICE TO P MISC. FAP -09-027 PACIFIC AMERICAN STUDENT SERV. TO PREMIER ACCESS INSURANCE CO. FAP -09-028 PREMIER PRINTING AND GRAPHICS TO REGAN COMMUNICATIONS INC. FAP -09-029 RALPHS GROCERY CO. TO RUIZ, ENRIQUE FAP -09-030 S MISC. TO SEAY, RODRICK Page 3 of 12 RESOLUTION 17-037 FAP -09-031 SEPULVEDA BUILDING MATERIALS TO SOUTH BAY FAMILY HEALTH CARE CENTER FAP -09-032 SOUTH BAY FORD LINCOLN MERCURY TO STAPLES BUSINESS ADVANTAGE FAP -09-033 STAPLES BUSINESS ADVANTAGE CONT. TO SULLY MILLER CONTRACTING CO. FAP -09-034 SUNADA, GAYE TO US MOBILITY WIRELESS INC. FAP -09-035 US HEALTH WORKS MEDICAL GROUP TO XPEDX PAPER AND GRAPHICS FAP -09-036 YAMADA CO. INC. TO ZAVALA, CATALINA COMMISSIONERS OATHS/APPOINTMENTS CLOSED PO's =AP -09-037 AT&T PASADENA 7/08-9/08 =AP -09-038 AT&T PASADENA 10/08-12/08 =AP -09-039 AT&T PASADENA 1/09-4/09 =AP -09-040 AT&T PASADENA CONT. 4/09 AT&T WEST SACRAMENTO 4/09 AT&T WEST SACRAMENTO 6/09 MISC. AT&T CORRESPONDENCE 08/09 FAP -09-041 AT&T CUSTOMER SERVICE REC 08/09 CALIFORNIA WATER SERVICE 7/08-6/09 FAP -09-042 NEXTEL 7/08-5/09 FAP -09-043 NEXTEL 6/09 SCE 7/08-8/14/08 FAP -09-044 SCE 8/21/08-11/6/08 FAP -09-045 SCE 11/13/08-1/22/09 FAP -09-046 SCE 2/26/09-5/28/09 FAP -09-047 SCE 6/4/09-6/25/09 UTILITY POSTINGS 7/08-1/09 Page 4 of 12 RESOLUTION 17-037 FINANCE CASH RECEIPTS FY 08/09 FCR -09-001 7/l/08-7/15/08 FCR -09-002 7/16/08-7/30/08 (ENV. #1) FCR -09-003 7/30/08 (ENV. #2)-8/13/08 FCR -09-004 8/13/08-9/2/08 FCR -09-005 9/3/08-9/22/08 FCR -09-006 9/23/08-10/13/08 FCR -09-007 10/14/08-11/14/08 FCR -09-008 11/15/08-12/3/08 FCR -09-009 12/4/08-12/30/08 FCR -09-010 12/31/08-1/26/09 FCR -09-011 1/27/09-2/17/09 FCR -09-012 2/18/09-3/10/09 FCR -09-013 3/11/09-3/30/09 FCR -09-014 4/l/09-4/20/09 FCR -09-015 4/21/09-5/12/09 FCR -09-016 5/13/09-6/4/09 (ENV. #1) FCR -09-017 6/4/09-6/23/09 (ENV. #2) FCR -09-018 6/24/09-6/30/09 Page 5 of 12 RESOLUTION 17-037 FINANCE GENERAL ACCOUNTING FY 08109 FGA -09-001 CORRESPONDENCE INCOMING 08/09 CORRESPONDENCE OUTGOING 08/09 PAYROLL DEDUCTION ANALYSIS 08/09 ENCUMBRANCES 08/09 RECREATION GRANT PROGRAM FGA -09-002 CITY OF CARSON FINANCIAL 08/09 CITY OF CARSON RECONCILIATION 7/08-9/09 CITY OF CARSON RECONCILIATION 10/08-12/08 CITY OF CARSON RECONCILIATION 01/09-03/09 CITY OF CARSON RECONCILIATION 04/09-06/09 ASSESSMENT DISTRICT 08/09 FGA -09-003 ANNUAL REPORTS 08/09 YEAR END CLOSING 08/09 IRS AUDIT 01/06-12/07 Page 6 of 12 RESOLUTION 17-037 FINANCE PAYROLL FY 09/10 FPR -10-001 FEDERAL TAX PAYMENTS 2009 STATE TAX PAYMENTS 2009 (2407 MISC. DEDUCTIONS 2009 ADVANCE PAY REQUEST 2009 LOST CHECK REPORTS 2009 SICK LEAVE INCENTIVE CASH -IN 2009 CENSUS 2009 CITY MEMO'S 2009 DEDUCTION SUMMARY REPORTS 2009 DIRECT DEPOSITS (PROCESSED) 2009 EMPLOYEE LEAVE CASH -IN 2009 EMPLOYMENT VERIFICATION 2009 FINANCE MEMO'S 2009 LTD/WORKER'S COMP 2009 PAYROLL CORRESPONDENCE 2009 PERS CORRESPONDENCE 2009 PERS MEMBERSHIP 2009 PERS RETIREMENT BUYBACKS TAX 2009 PERS SEPARATION 2009 REDEVELOPMENT MEETINGS 2009 STOP PAYMENTS/ REPLACEMENTS 2009 W-2 REQUEST FOR COPY 2009 FPR -10-002 PERSONNEL ACTION FORMS (A -R) 2009 FPR -10-003 PERSONNEL ACTION FORMS (S -Z) 2009 ACE - PAYMENTS 2009 ACE - WORK FILE 2009 FLEX ONE (AFLAC) PAYMENTS 2009 FLEX ONE (AFLAC) WORK FILE 2009 AFLAC PAYMENTS 2009 AFLAC WORK FILE 2009 AFSCME 36 - LOCAL 809 (C) 2009 AFSCME 36 - LOCAL 809 (C) WORK 2009 AFSCME 36 - LOCAL 809 (UC) 2009 AFSCME 36 - LOCAL 809 (UC) WORK 2009 AFSCME AFL CIO (POLITICAL) 2009 AFSCME AFL CIO (POLITICAL) WORK 2009 AME PAYMENTS 2009 AME WORK FILE 2009 CAL PERS (DEFERRED) PAYMENTS 2009 CAL PERS (DEFERRED) WORK FILE 2009 FPR -10-004 COBRA REPORTS 2009 Page 7 of 12 RESOLUTION 17-037 FPR -10-005 FPR -10-006 FINANCE PAYROLL FY 09110 COMPUTER LOAN PROGRAM 2009 COMPUTER LOAN PROGRAM WORK 2009 GARNISHMENT PAYMENTS (JAN -JUN) 2009 GARNISHMENT PAYMENTS (JUL-DEC) 2009 GARNISHMENT - CA SDU PAYMENTS 2009 GARNISHMENT - CA SDU WORK FILE 2009 GARNISHMENTS (CLOSED) (1 OF 3) 2009 GARNISHMENTS (CLOSED) (2 OF 3) 2009 GARNISHMENTS (CLOSED) (3 OF 3) 2009 ICMA PAYMENTS (1 OF 3) 2009 ICMA PAYMENTS (2 OF 3) 2009 ICMA PAYMENTS (3 OF 3) 2009 ICMA WORK FILE 2009 ING (DEFERRED) PAYMENTS (JAN -JUN) 2009 ING (DEFERRED) PAYMENTS (JUL-DEC) 2009 ING (DEFERRED) WORKFILE 2009 LINCOLN NATIONAL LIFE INSURANCE 2009 LINCOLN NATIONAL LIFE INSURANCE 2009 MES PAYMENTS 2009 MES WORK FILE 2009 METRO (DEFERRED) LIFE PAYMENTS 2009 METRO (DEFERRED) LIFE WORK FILE 2009 MILEAGE 2009 PARS RETIREMENT (UNION BANK) 2009 PARS RETIREMENT (UNION BANK) 2009 PERS LONG TERM CARE PROGRAM 2009 PERS LONG TERM CARE PROGRAM 2009 PERS MEDICAL PAYMENTS 2009 PERS MEDICAL WORK FILE 2009 PRE -PAID LEGAL SERVICES 2009 PRE -PAID LEGAL SERVICES WORK 2009 PROFESSIONAL ASSOCIATION 2009 PROFESSIONAL ASSOCIATION WORK 2009 STANDARD INSURANCE COMPANY 2009 STANDARD INSURANCE COMPANY 2009 SUPERVISOR'S ASSOCIATION 2009 SUPERVISOR'S ASSOCIATION WORK 2009 UNUM - PAYMENTS (BILLING #1) 2009 UNUM - PAYMENTS (BILLING #2) 2009 UNUM - WORK FILE 2009 WORKERS COMP 2009 Page 8 of 12 RESOLUTION 17-037 FINANCE PAYROLL FY 09/10 Page 9 of 12 RESOLUTION 17-037 PAYROLL ADJUSTMENTS 01/2009 PAYROLL ADJUSTMENTS 02/2009 PAYROLL ADJUSTMENTS 03/2009 FPR -10-007 PAYROLL ADJUSTMENTS 04/2009-11/2009 FPR -10-008 PAYROLL ADJUSTMENTS 12/2009 PERS RETIREMENT PAYMENTS (1 OF 4) 2009 PERS RETIREMENT PAYMENTS (2 OF 4) 2009 PERS RETIREMENT PAYMENTS (3 OF 4) 2009 PERS RETIREMENT PAYMENTS (4 OF 4) 2009 PERS RETIREMENT WORK FILE 2009 FPR -10-009 EMPLOYEE BENEFIT FILE 2009 AFLAC ENROLLMENT 2004-2008 FPR -10-010 EMPLOYEE PRELISTS 12/27/08-6/12/09 FPR -10-011 EMPLOYEE PRELISTS 6/13/09-10/30/09 FPR -10-012 EMPLOYEE PRELISTS 10/31/09-12/25/09 CHECK REGISTERS 12/27/08-10/16/09 FPR -10-013 CHECK REGISTERS 10/17/09-12/25/09 PERIOD REGISTERS 12/27/08-12/25/09 FPR -10-014 CONTRIBUTION REPORTS 12/27/08-12/25/09 FPR -10-015 DEDUCTION REPORTS 12/27/08-7/24/09 FPR -10-016 DEDUCTION REPORTS 7/25/09-12/25/09 EARNINGS REGISTERS 12/27/08-4/17/09 FPR -10-017 EARNINGS REGISTERS 4/18/09-12/25/09 FPR -10-018 PAY REGISTERS 12/27/08-9/4/09 FPR -10-019 PAY REGISTERS 9/5/09-12/25/09 LEAVE BALANCE REGISTERS 12/27/08-12/25/09 FPR -10-020 DISTRIBUTION REPORTS 12/27/08-12/25/09 FPR -10-021 PAYROLL POSTINGS 12/27/08-10/30/09 FPR -10-022 PAYROLL POSTINGS 10/31/09-12/25/09 PAYROLL VOIDS 1/2009-12/2009 NON -PAYROLL CHECK REPORTS 1/2009-4/2009 FPR -10-023 NON -PAYROLL CHECK REPORTS 5/2009-12/2009 FPR -10-024 PAYROLL TIME SHEETS 12/27/08-2/6/09 FPR -10-025 PAYROLL TIME SHEETS 2/7/09-3/20/09 FPR -10-026 PAYROLL TIME SHEETS 3/21/09-5/1/09 FPR -10-027 PAYROLL TIME SHEETS 5/2/09-6/12/09 FPR -10-028 PAYROLL TIME SHEETS 6/13/09-7/10/09 FPR -10-029 PAYROLL TIME SHEETS 7/11/09-8/7/09 FPR -10-030 PAYROLL TIME SHEETS 8/8/09-9/4/09 FPR -10-031 PAYROLL TIME SHEETS 9/5/09-10/2/09 FPR -10-032 PAYROLL TIME SHEETS 10/3/09-11/13/09 Page 9 of 12 RESOLUTION 17-037 FINANCE PAYROLL FY 09/10 FPR -10-033 PAYROLL TIME SHEETS FPR -10-034 W-2 (TRANSFERRED TO HR) Page 10 of 12 RESOLUTION 17-037 11/4/09-12/25/09 2003 FINANCE ADMINISTRATION FY 08/09 1 FB -00/01-01 BUDGET FILES - NOTES 2000/01 2 FB -00/01-02 BUDGET FILES - TC NOTES 2000/01 3 FB -00/01-03 BUDGET FILES - TC NOTES 2000/01 4 FB -95-00-04 CAFR - TC NOTES 1995-2000 5 FB -00/02-05 BUDGET FILES - REORGANIZATION 2000/02 6 FB -01/02-06 BUDGET FILES 2001/02 7 FB -02/03-07 BUDGET FILES 2002/03 8 FB -02/04-08 BUDGET FILES 2002/03-2003/04 9 FB -03/04-09 BUDGET FILES 2003/04 10 FB -00/04-10 BUDGET TRANSFERS 2000-2004 11 FB -00/04-11 EMPLOYEE COMPUTER LOAN PROGRAM 2000-2004 12 FB -99/00-12 SPECIAL FUNDING 1999/00 13 FB -00/01-13 SPECIAL FUNDING 2000/01 14 FB -01/02-14 SPECIAL FUNDING 2001/02 15 FB -02/03-15 SPECIAL FUNDING 2002/03 16 FB -03/04-16 MISC. BUDGET FILES 2003/04 destruction records 04/05 Page 11 of 12 RESOLUTION 17-037 11113 0513 CITY OF CARSON Authorization RECORDS MANAGEMENT Number RECORDS DESTRUCTION AUTHORIZATION PART 1'— REQUEST FOR DESTRUCTION OF ORIGINAL RECORDS THE RECORDS DESCRIBED HEREINABOVE WERE REVIEWED BY THE COMMITTEE ON _ Date Department METHOD OF DESTRUCTION: Division 3/9/2017 Administrative Services CERTIFICATE NO. Accounting ,rm No. Name or Title of Record :RIOD COVERED ID/SERIAL NOS. BOX OR BATCH AGE FROM DEC. 31 OF YEAR From 2008 NUMBER(S) OF ORIGINATION To 2009 See Attached List 7 Years JUSTIFICATION FOR DESTRUCTION ❑ Duplicates ❑ No public service value ❑ No historical value ❑ Obsolete ❑ No legal value ® Other Retention Period Lapsed MICROFILM STATUS ❑ Records have been microfilmed. Certificate No. ❑ Records require microfilming prior to destruction. ® Records to be destroyed without microfilming or reproduction. APPROVED — DEPART NT DIRECTOR DATE -9-f� PART 2 — RECORDS MANAGEMENT COMMITTEE THE RECORDS DESCRIBED HEREINABOVE WERE REVIEWED BY THE COMMITTEE ON _ Month Day Year ❑ Destruction is approved. METHOD OF DESTRUCTION: ❑ Destruction is not approved. ❑ City Attorney / City Council approval required. CERTIFICATE NO. DATE ❑ Other REMARKS CHAIRMAN — RECORDS MANAGEMENT COMMITTEE DATE aRT 3 — CITY MANAGER CITY ATTO Y APPROVAL STRUCTION OF THE RECORDS CITED HEREIN IS APPROVED. CITY MANAGER SIGNATURE DATE ORNE SIGNATURE DATE Page 12 of 12 RESOLUTION 17-037