Loading...
HomeMy WebLinkAbout7682 RESOLUTION NO 7682 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS APPROVING THE DESTRUCTION OF CERTAIN PUBLIC RECORDS WHEREAS, the City Council of the City of Redlands adopted Resolution No 6576 on February 20, 2007, which established regulations governing the retention and disposition of records, and WHEREAS, in accordance with the requirements of Resolution No 6576, the Management Services/Finance Department Revenue and Customer Service Divisions have submitted an application for the destruction of certain public records which are described in Exhibits "A" through"H" to this Resolution, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Redlands as follows Section I That the application for the destruction of public records as described in Exhibits "A" through"H" is hereby approved ADOPTED, SIGNED AND APPROVED this 1st day of November, 2016 uI W aster, Mayor Attest Sam Ir in, e,ity Clerk I 1ec1erk\Reso1ut1ons\Res 7600 7699/7682 Revenue Cust sry Records I Destruction Reso 7682 110116.docx I, Sam Irwin, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was adopted by the City Council at a regular meeting thereof held on the 1 st day of November, 2016 by the following vote AYES Councilmembers Harrison, Gilbreath, Barich, James, Mayor Foster NOES None ABSENT None ABSTAIN None Sam Irwin, City Clerk 11cc1erklResolutionslRes 7600 7699/7682 Revenue-Gust Sry Records 2Destruction Reso 7682 1 10116.docx rr EXHIBIT"A" REQUEST TO DESTROY PUBLIC RECORDS Requesting Department/Division- Request Date- MANAGEMENT SERVICES/FINANCE-REVENUE 4 1015116 Requesters Name and Job Title KARIN GLANCE, REV NUE MANAGER R �' Slgnil epartment Head Signature x5Z Approved, by Description of Records DAILY DEPOSIT REPORTS, DAILY DEPOSIT RECEIPTS, CREDIT CARD REPORTS Location of Records REVENUE DIVISION STORAGE ROOM Number or Quantity of Records to be destroyed CONTENTS OF THREE—4 DRAWER FILE CABINETS AND 17 BOXES This re est is to destroy the 1 xPORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates) Dates of each record or inclusive dates of each record series 1 From JULY 1, 2005 TO JUNE 30, 2010 This request is approved by City Council on t4� _ �W Paul W Foster Mayor of the City of Redlands i ATTEST i Sam I ' , City Clerk and approved by the City Attorney on 17 J-d o 2o!1 CityAttorney NOTE Attach the department head Certification to this request when submitting for approval Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows 1 That the record(s) to be destroyed is/are under the management or control of the department head, 2 That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request form are true and accurate, 3 That the mminium retention tune periods required by the regulations contained in Resolution No 6576 have been satisfied for all records included in the attached request form, 4 That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, historical, research, fiscal, legal or cultural purposes, 5 That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law, and 6 That it is a recommendation by the head of the applicable city department that the record(s) should be destroyed 46p �6nread or authorized designee) Date e a EXHIBIT"B" REQUEST TO DESTROY PUBLIC RECORDS Requesting Department/Division Request Date MANAGEMENT SERVICES/FINANCE-REVENUE 1015116 Requesters Name and Job Title KARIN GI:NCE V UE MANAGER Re SIg partment ead Signature i xg Approved, fst�4 Description of Records. BUSINESS LICENSES CLOSED Location of Records REVENUE DIVISION STORAGE ROOM Number or Quantity of Records to be destroyed 16 BOXES This re est is to destroy the. xKORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates) Dates of each record or inclusive dates of each record series From JANUARY 1999 TO DECEMBER 2005 This request is appr ved by City Council on Paul W Foster Mayor of the City of Redlands ATTEST ell Sam Irwin, City Clerk and approved by the City Attorney on JrAo Zo 17 City Attorn y NOTE Attach the department head Certification to this request when submitting for approval Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows 1 That the record(s) to be destroyed is/are under the management or control of the department head, 2 That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request form are true and accurate, 3 That the minimum retention time periods required by the regulations contained in Resolution No 6576 have been satisfied for all records included in the attached request form, 4 That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, historical, research, fiscal, legal or cultural purposes, 5 That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law, and 6 That it is a recommendation by the head of the applicable city department that the record(s) should be destroyed ` epart ent head or authorized designee) UO Date EXHIBIT REQUEST TO DESTROY PUBLIC RECORDS Requesting Department/Division Request Date Finance Department / Utility Billing O4/12/16 Requesters Name and Job Title N }' Honore' - Customer Service Rep 11 R A rsignatur �arlrne Head Signature Approved, b Description of Records i Customer Service & Solid Waste Work Orders Location of Records Revenue Dept Storage Room Number or Quantity of Records to be destroyed 11 Boxes This request is to destroy the xXORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates) Dates of each record or inclusive dates of each record series From to January 1, 2010—Decernber 31, 2012 Thi est is approvod by City Council on ;3aul W aster Mayor of the City of Redlands ( ATTEST Sam I , C y Clerk and approved by the City Attorney on /--.4- jAjj Zpl--)- City Attorney NOTE Attach the department head Certification to this request when submitting for approval R' i Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows 1 That the record(s) to be destroyed is/are under the management or control of the department head, 2 That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request form are true and accurate, 3 That the rnninnum retention time periods required by the regulations contained in Resolution No 6576 have been satisfied for all records included in the attached request form, 4 That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, historical, research, fiscal, legal or cultural purposes, 5 That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law, and 6 That it is a recommendation by the head of the applicable city department that the record(s) should be destroyed (Depart4nt head or authorized designee) Date _ r EXHIBIT "D'r REQUEST TO DESTROY PUBLIC RECORDS Requesting Department/Division Request Date Finance Department /Utility Billing 04/15/16 Requesters Name and Job Title Nikki UonorqA - Customer Service Rep Il R stir natur 1 Dep mei Head Signature Approved, by Description of Records Customer Service Payment Stubs Location of Records Revenue Dept Storage Room Number or Quantity of Records to be destroyed 10 Boxes This request is to destroy the xjZORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates) Dates of each record or inclusive dates of each record series From to January 1, 2011 December 31, 2011 This request is approved by City Council on Paul W Foster Mayor of the City of Redlands I ATTEST Sam Ir4w<Ci Clerk and approved by the City Attorney on J�K Zo q, City Attorney NOTE Attach the department head Certification to this request when submitting for approval Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows 1 That the record(s) to be destroyed is/are under the management or control of the department head, 2 That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request forin are true and accurate, 3 That the minimum retention tune periods required by the regulations contained in Resolution No 6576 have been satisfied for all records included in the attached request form, 4 That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, historical, research, fiscal, legal or cultural purposes, 5 That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law, and 6 That it is a recommendation by the head of the applicable city department that the record(s) should be destroyed (Depart ent head or authorized designee) Date T' EXHIBIT"E" REQUEST TO DESTROY PUBLIC RECORDS Requesting Department/Division Request Date MANAGEMENT SERVICES/FINANCE-UTILITY BILLING 110/5/16 Requesters Name and Job Title CINDY TRYON, UTILITIES CUSTOMER SERVICE SUPERVISOR Re ors gna4aT Departmen cad Sigr�Qture x Approved, by ' Description of Records , 2010 ROLL-OFF SCHEDULES & REQUESTS Location of Records REVENUE DIVISION STORAGE ROOM Number or Quantity of Records to be destroyed 1 BOX This re est is to destroy the xORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates) Dates of each record or inclusive dates of each record series 1 From JANUARY 1, 2010 TO DECEMBER 31, 2010 This request is approved by City Council on Paul W Foster Mayor of the City of Redlands ATTEST Sam Irwin,City Clerk and approved by the City Attorney on ]�-5hw-L6i3 City Atto y j NOTE Attach the department head Certification to this request when submitting for approval r Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows 1 That the record(s) to be destroyed is/are under the management or control of the department head, 2 That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request form are true and accurate, 3 That the minimum retention time periods required by the regulations contained in Resolution No 6576 have been satisfied for all records included in the attached request form, 4 That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, historical, research, fiscal, legal or cultural purposes, 5 That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law, and 6 That it is a recominendation by the head of the applicable city department that the record(s) should be destroyed (Department head or authorized designee) Date r EXHIBIT "F" REQUEST TO DESTROY PUBLIC RECORDS Requesting Department/Division Request Date MANAGEMENT SERVICES/FINANCE-UTILITY BILLING 1015116 Requesters Name and Job Title CINDY TRYON, UTILITIES CUSTOMER SERVICE SUPERVISOR lR sters Sign re De artme ead S nature x Approved, by- , Description of Records. 2012 ROLL-OFF SCHEDULES & REQUESTS Location of Records REVENUE DIVISION STORAGE ROOM Number or Quantity of Records to be destroyed I BOX This regi e st is to destroy the x ORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates) Dates of each record or inclusive dates of each record series From JANUARY 1, 2012 TO DECEMBER 31, 2012 This request is approved by City Council on Ck Paul W Foster Mayor of the City of Redlands ATTEST Sam I City Clerk and approved by the City Attorney onf J 9ti 00 t City Attorne NOTE Attach the department head Certification to this request when submitting for approval r Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows 1 That the record(s) to be destroyed is/are under the management or control of the department head, 2 That to the best of his/her knowledge, the descriptive titles, nlfornnation and classifications contained in the attached request form are true and accurate, 3 That the minimum retention time periods required by the regulations contained in Resolution No 6576 have been satisfied for all records included in the attached request form, 4 That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for adininistrative, historical, research, fiscal, legal or cultural purposes, 5 That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law, and 6 That it is a recommendation by the head of the applicable city department that the record(s) should be destroyed �ep r ent head or authorized designee) Date f EXHIBIT"G" REQUEST TO DESTROY PUBLIC RECORDS Requesting Department/Division. Request Date MANAGEMENT SERVICES/FINANCE-UTILITY BILLING 10/5/16 Requesters Name and Job Title CINDY TRYON,UTILITIES CUSTOMER SERVICE SUPERVISOR Reqjwgters, Sig ture De artme Hea ignature -n xxi Approved, by— Description of Records CREDIT ADJUSTMENTS Location of Records REVENUE DIVISION STORAGE ROOM Number or Quantity of Records to be destroyed 1 BOX This re est is to destroy the xKORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates) Dates of each record or inclusive dates of each record series 1 From JANUARY 1, 2006 TO DECEMBER 31, 2010 This re uest is approved by ity Council on aul W Foster Mayor of the City of Redlands ATTEST Sam Irw1 , Ci Clerk and approved by the City Attorney on Za 17- I City Attorne i NOTE Attach the department head Certification to this request when submitting for approval Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows 1 That the record(s) to be destroyed is/are under the management or control of the department head, 2 That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request form are true and accurate, 3 That the minimum retention time periods required by the regulations contained in Resolution No 6576 have been satisfied for all records included in the attached request form, 4 That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, lustorical, research, fiscal, legal or cultural purposes, 5 That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law, and 6 That it is a recommendation by the head of the applicable city department that the record(s) should be destroyed ( ep mint head or authorized designee) �� � zoo b Date EXHIBIT"H" REQUEST TO DESTROY PUBLIC RECORDS Requesting Department/Division Request Date MANAGEMENT SERVICES/FINANCE-UTILITY BILLING 1015116 Requesters Name and Job Title CINDY TRYON, UTILITIES CUSTOMER SERVICE SUPERVISOR Reters Si ture Wpartin caa gna ure xR Approved, �sr� Description of Records .� HYDRANT METER(CONSTRUCTION METER) APPLICATIONS, RECEIPTS, CANCELS .Location of Records REVENUE DIVISION STORAGE ROOM Number or Quantity of Records to be destroyed 1 BOX This re uest is to destroy the xy.ORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates) Dates of each record or inclusive dates of each record series From JANUARY 1, 2000 TO DECEMBER 31, 2007 This request is approved b City Council on Paul W Foster Mayor of the City of Redlands ' ATTEST Sam Irwin, C ty Clerk and approved by the City Attorney on 2o1j- I City Attorney NOTE Attach the department head Certification to this request when submitting for approval P Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows 1 That the record(s) to be destroyed is/are under the management or control of the department head, 2 That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request form are true and accurate, 3 That the minimum retention time periods required by the regulations contained in Resolution No 6576 have been satisfied for all records included in the attached request form, 4 That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, historical, research, fiscal, legal or cultural purposes, 5 That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law, and 6 That it is a recommendation by the head of the applicable city department that the record(s) should be destroyed a - ep ent head or authorized designee) Date