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

BOX # ITEM
17-18 #3 Closing report July 2012 claim -
Fray, Bob
Closing report PG&E July 20, 2012 CL + 5 Administration-
claim
2002 Job information
questionaires and job
descriptions
2013 Waste Management
recycling grants
Grants & disbursements UG
water tank 10/11; Prop 1B 07/08 Administration-Grants
to 11/12; TAMC 03/04; traffic
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
CITY STORAGE UNIT
EXHIBIT "A"
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
CL + 5 Administration- GC34090;GC25105.5 December 31, 2017
Risk Management-Claims,
Damage
GC34090;GC25105.5 December 31, 2017
Risk Management-Claims,
Damage
CU + 2 Administration- GC12946,34090;29 CFR December 31, 2004
Human Resources- 516.6(2); 29 CFR
Surveys and studies
CL + 4 Development- 24CFR 570.502(b)(3); 241 December 31, 2017
Administration-Grants CFR 85.42 & OMB Cir.A-
110, Attach.
CL + 4 Development- 24CFR 570.502(b)(3); 241 December 31, 2017
CFR 85.42 & OMB Cir.A-
110, Attach.
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

Standard LTD ins. FY 12-13
DATE DATE
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-
2013
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.

BOX # ITEM
Coastal dental vision FY 13-14
Coastal dental vision FY 12-13
2010 Carmel Heritage Society
Leidig scholarship essay contest
copies (4) of 2009 PIA Annual
Financial Report
Carmel 2016 committee report-
December 1991 (2 copies)
Copies of FY 14-15 budget book
(4 copies)
2011 Big Sur International
Marathon economic impact
report
copies of website proposals
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
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.
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.
Non-record GC34090 December 31, 2010
AU + 7 Finance-Financial, GC 34090.7 December 31, 2016
Annual
CU + 2 Development- GC34090 December 31, 1993
Reports
AU + 2 Finance-Budget GC34090 December 31, 2017
CU + 2 Development- GC34090 December 31, 2013
Reports
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

BOX # ITEM
2003 storm damage
2004 property damage files
2004 slip & fall July-December
2004 February storm damage
2004 vandalism claims
2004 miscellaneous
2003 Forest Theater strom
damage
2003 collission claims
2003 vandalism
2003 property damage files
2003 slip & fall January-June
2003 slip & fall July-December
2003 slip & fall
2003 property damage files
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2009
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
 CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED

2003 miscellaneous
2003 slip & fall
2003 miscellaneous
17-18 #10 FY 1998-1999 April copies of
checks
1989 reclamation waste water
project
DATE DATE
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
AU + 4 Finance- GC34090 December 31, 2004
Accounting-Accounts
Payable
CL + 2 Development- GC34090d December 31, 1991
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
2012 copies of checks and
purchase orders - U.S. Bank
Accounting-Bank
Reconcilliation
AU + 4 Finance- GC34090 December 31, 2017
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
register & payroll transfer sheet-
16-31 Dec. 2009/1-15 Jan/16-31
Jan/1-15 Feb/16-28 Feb/16-31
March/1-15 March/1-15 April/16-
30 April/1-15 May special payroll
05-05-10/16-31 May
Each employer shall US Department of Labor December 31, 2014
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 #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

BOX # ITEM
2002-2003 Handicap
accessability, Tracey, Krist
2003 Richmond
2002 Hernandez, Krier, Martins
17-18 #15 2005 Payroll: 1-15 Oct/16-31
Oct/1-15 Nov/16-30 Nov/1-15
Dec
Police COLA payroll records:
Retro 07/21-12/04 2005
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2008
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2007
Risk Management-
Claims, Damage
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.
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.

BOX # ITEM
General & Management Union
COLA payroll records: Retro
07/21-12/06 December
2005 leave hours report
2005 bank reconcilliation
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
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.
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.
AU + 5 Finance- GC34090; 26 CFR 16001-1 December 31, 2011
Accounting-Bank
Reconcilliation
 CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED

2005 payroll & vendor check
registers
DATE DATE
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 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.

BOX # ITEM
2005 payroll: 1-15 Jan/16-31
Jan/1-15 Feb/16-28 Feb/1-15
March/16-31 March/special
payroll K. Crouch/1-15 April/16-
30 April/1-15 May/16-31 May/1-
15 June/16-30 June/1-15 July/16-
31 July/1-15 Aug/16-31 Aug/1-15
Sept/16-30 Sept
17-18 #16 FY 2011-2012 PERS payroll
reports
2007-2012 AFLAC payroll
deductions - payment reports
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
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.
Each employer shall US Department of Labor December 31, 2015
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.
Each employer shall US Department of Labor December 31, 2015
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.

BOX # ITEM
2012 1st-4th quarter Federal &
State tax payments
2012 year end balance
report/terminated employee
listing
2012 payroll posting & detailed
disbursement summary report
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
Each employer shall US Department of Labor December 31, 2015
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.
Each employer shall US Department of Labor December 31, 2015
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.
Each employer shall US Department of Labor December 31, 2015
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.

BOX # ITEM
2012 Taxes report - state income, Each employer shall
Social Security, Medicare, federal preserve for at least three and FLSA 29 CFR Part 516
2012 deferred comp, misc
deductions, dues reports
17-18 #17 2005-2009 & 2002-2004 CalPERS Each employer shall
Payroll health event notifications
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
US Department of Labor December 31, 2015
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.
Each employer shall US Department of Labor December 31, 2015
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.
US Department of Labor December 31, 2015
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.

BOX # ITEM
2007-2008 EFT health payment
notifications
2007 LIUNA supplemental
retirement payments
2007, 2008, 2010 Coastal
healthcare payments
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
Each employer shall US Department of Labor December 31, 2015
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.
Each employer shall US Department of Labor December 31, 2010
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.
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.
 CITY STORAGE UNIT

BOX # ITEM RETENTION CITATION DESTRUCTION DESTROYED

2007 CalPERS medical premium
payments
DATE DATE
Each employer shall US Department of Labor December 31, 2010
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
premium payments
Each employer shall US Department of Labor December 31, 2011
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
changes
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

17-18 #18 2006 Coastal healthcare
Payroll payments
DATE DATE
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 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

2005 Coastal healthcare
DATE DATE
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.

BOX # ITEM
2006 CalPERS medical premiums Each employer shall
preserve for at least three and FLSA 29 CFR Part 516
2006 LIUNA heath enrollment
2003 PERS medical premiums
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
US Department of Labor December 31, 2009
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.
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.
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.

BOX # ITEM
2003, 2004, 2005, July 2006
LIUNA supplemental retirement
17-18 #19 1-15 Oct/16-31 Oct/1-15 Sept/16-
2011 30 Sept/1-15 Aug/16-30 Aug/1-15
Payroll July/16-30 July/July Police Dept
COLA/1-15 June/16-30 June/1-15
May/16-31 May/1-15 April/16-30
April/1-15 March/16-31 March/3-
22-11 Special/1-15 Feb/16-28
Feb/1-15 Jan/16-31 Jan/16-31
2010 Dec
17-18 #20 2010 CRFA incident reports &
billings
17-18 #21 2010 1st, 2nd, 3rd quarter
Payroll Federal, State tax payments
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
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.
Each employer shall US Department of Labor December 31, 2014
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.
CL + 3 Public Safety- GC34090 December 31, 2013
Reports-Incident/AU + 2 CCP338/GC34090
Finance-Accounting-
Billing Records
AU + 4 Finance-Reports- GC34090; 29USC 436 December 31, 2015
Federal & State tax

BOX # ITEM
2010 paycheck register and
withholding register
2010 deferred comp & misc
deductions
2010 dues & deductions payroll
posting detailed disbursement
summary
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
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.
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.
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.
 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
2006 misc incident
CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage

BOX # ITEM
2006 July-Dec slip & fall
2006 Jan-June slip & fall
2007 July-Dec slip & fall
2007 misc incident
2007 July-Dec property damage
2007 slip & fall
2007 Jan-June property damage
2007 Jan-June misc incidents
2007 July-Dec misc incidents
2007 Jan-June slip & fall
2008 misc incidents
2008 property damage
2008 Jan-June slip & fall
2008 July-Dec slip & fall
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2012
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage

BOX # ITEM
2008 Jan-June property damage
2008 July-Dec property damage
17-18 #23 2009 AFLAC direct debit
1999 Coastal healthcare changes Each employer shall
1999 dependent status for health Each employer shall
benefits forms
2008 LIUNA correspondence
2009 CalPERS medical premium
payments
CITY STORAGE UNIT
RETENTION CITATION DESTRUCTION DESTROYED
DATE DATE
CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
CL + 5 Administration- GC34090; GC25105.5 December 31, 2013
Risk Management-
Claims, Damage
AU + 4 Finance- GC34090 December 31, 2014
Accounting-Accounts
Payable
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.
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.
CU + 2 Administration- GC34090(d) December 31, 2010
Correspondence
AU + 4 Finance- GC34090 December 31, 2014
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