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HomeMy WebLinkAbout15-012 - Resolutions RESOLUTION NO. 15-012 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CITY RECORDS WHICH ARE NO LONGER REQUIRED AS SET FORTH IN CALIFORNIA GOVERNMENT CODE SECTION 34090 AND OTHER APPLICABLE LEGAL REFERENCES WHEREAS, it has been determined that certain City records have been retained in compliance with all applicable Federal, State and local statutes; and WHEREAS,said City records have met their useful life and are no longer required for public or private purposes: WHEREAS,destruction of said records is necessary to reduce storage costs, increase staff productivity, and maintain conformance with the City's Records Management Policy; and WHEREAS, said records as listed in Exhibit "A" attached hereto have been approved for destruction by the City Attorney; NOW, THEREFORE, the City Council of the City of Rancho Cucamonga does hereby resolve as follows: SECTION 1: That approval and authorization is hereby given to destroy records described as Exhibit "A" attached hereto and made a part hereof. SECTION 2: That the City Clerk shall certify to the adoption of this resolution, and thenceforth and thereafter the same shall be in full force and effect. Resolution No. 15-012— Page 1 of 39 PASSED, APPROVED, AND ADOPTED this 411, day of February 2015. AYES: Alexander, Kennedy, Michael, Spagnolo, Williams NOES: None ABSENT: None ABSTAINED: None D nn' Michael, M or ATTEST: i^inlJani� C.nReynolds,rerk I, JANICE C. REYNOLDS, CITY CLERK of the City of Rancho Cucamonga, California, do hereby certify that the foregoing Resolution was duly passed, approved and adopted by the City Council of the City of Rancho Cucamonga, California, at a Regular Meeting of said City Council held on the 4t' day of February 2015. Executed this 51" day of February 2015, at Rancho Cucamonga, California. kjs,/ Janice C. Reynolds, City Clerk Resolution No. 15-012 — Page 2 of 39 EXHIBIT 'A' Records Destruction Authorizations for the following Departments/ Divisions Building & Safety Business Licensing City Clerk Code Enforcement Community Services Engineering Administration Engineering Services Engineering Traffic/Design Facilities/MaintenanceNard Finance Fire Finance Fire Safety Library Personnel Planning Risk Management Special Districts Resolution No. 15-012 — Page 3 of 39 Notification Number Destruction Notification Report 11/24/2014 10:04:37 398 City of Rancho Cucamonga (RC) Page i Records Management Division (TMP) BUILDING 8:SAFETY DIV (4373) Bill to Name: (4373) Valtrij ZU#IL Qk Records COordinatonLiwAsisY Mail Code: Phone: (909)477-2700 ext: 4227 he following records are due for destruction on 12/31/2014. Place your Initials next to EACH box you authorize to be destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# EX p/Compl/ie 5167 8020.1 Construction Permits 08/01/2012 09/30/2012 09/30/2014 0 Box Contents: Finaled Bldg. Permits AExp/Compl/Te 5168 8020.1 Construction Permits 08/01/2012 09/30/2012 09/30/2014 0 A Box Contents: Flnaled Bldg. Permits m N 0 oExp/Compl/Te 5156 8020.1 Construction Permits 06/01/2012 11/30/2012 11/30/2014 0 _E Box Contents: Finaled Bldg. Permits O Box Contents: 6/12 through 10/12 (Fire) o Exp/compirre 5166 8020.1 Construction Permits 10/01/2012 11/30/2012 11/30/2014 0 1 Box Contents: Finaled Bldg. Permits tr ,NExp/Compl/Te 5157 8020.1 Construction Permits 01/11/2012 12/31/2012 12/31/2014 0 N Box Contents: Finaled Bldg. Permits I aurrent Year 5118 8021.2 Misc. Permit Documents 11/01/2011 01/31/2012 12/31/2014 09-03-03 1 m Box Contents: Finaled Building Permits A Box Contents: Scanned 0 Box Contents: 2014 W rDCurrent Year 5115 8021.2 Misc. Permit Documents 04/01/2012 05/30/2012 12/31/2014 0 Box Contents: Finaled Bldg. Permits X[CurrentYear 5116 8021.2 Misc. Permit Documents 04/01/2012 05/30/2012 12/31/2014 0 I" Box Contents: Building Permits q(Ic urrent Year 5120 8021.2 Misc. Permit Documents 05/01/2012 06/30/2012 12/31/2014 0 iV Box Contents: Finaled Permits Dat Notification Number Destruction Notification Report 11/24/2014 10:04:37 398 City of Rancho Cucamonga (RC) Page 2 Records Management Division (TMP) BUILDING & SAFETY DIV (4373) Bill to Name: (4373) VOU Yfe Z1.uu Records Coordinator: ay -Mail Code: Phone: (909)477-2700 ext: 4227 he following records are due for destruction on 12/31/2014. Place your Initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# Total Eligible Boxes to be destroyed = 9 Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 N N Eligible Boxes Removed = 0 O C:_ Total Available Boxes to be destroyed = 9 o' D Z 0 CnJ 6 N I d (D cn O W ate / CITY OF RANCHO CUCAMONGA Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department: Business Licensing (4l 52) Requestor: Minerva Gamboa I have inspected the following recordstdocuments and recommend/request that they be destroyed. These records have not been stored in the City's Records Center and, as such, are not listed in the City's Automated Records Management System(Advantage); therefore, destruction is requested outside the scope of the annual Advantage computer-generated destruction process. Description of Records/ Documents (Include Beginning and Ending (Inclusive)Dates of Record Title Code from Records Retention Records/Documents (Mo/Yr) Schedule when applicable) 1020.1 —General Correspondence Calendar year 2012 1020.5 —Accounts Registers All that were superseded prior to January, 2013 1020.6—Renewal Registers Calendar year 2012 12060.4—Taxicab Operations Files All that became inactive prior to January, 2013 4020.6—License and Permit Accounts All that became inactive prior to January, 2013 4020.7—Massage Permits/Permit Fees All that became inactive prior to January,2013 Department Approval: Signature Ia - I - I0 Date estroyed by: r Signature Date Resolution No. 15-012— Page 6 of 39 4 , CITY OF RANCHO CUCAMONGA Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department: City Clerk (4126) Requestor: Debra McNay I have inspected the following records/documents and recommend/request that they be destroyed. These records have been stored in the City Clerk's Vault and office areas and are not listed in the City's Automated Records Management System(Advantage);therefore,destruction is requested outside the scope of the annual Advantage coin uter- enerated destruction process. Description of Records/Documents(Include Record Beginning and Ending(Inclusive)Dates of Records/ Title Code from Records Retention Schedule when Documents(Mo/Yr) applicable) 1020.1 —General Correspondence Calendar year 2012 1020.6—Passport Appointment Book Calendar Year 2012 2050.2—Dept'I.Budget Working Papers Calendar year 2012 3040.5—Records Transfer Requests/Lists Calendar year 2012 6010.0—Bids(Unsuccessful) Calendar year 2012 6020.1 —Contracts and Agreements All which were completed,terminated or expired in 2003 6050.2—Proof of Publication(except Ordinances) Calendar year 2012 7010.0—City Council Agenda Packets Calendar year 2013 (after scanning) 7010.1 —Council Sub-Committee Agenda Packets Calendar year 2013 (after scanning) 7010.2—Task Force Agenda Packets Calendar year 2013 (after scanning) 7010.3—Public Safety Commission Agenda Packets Calendar year 2013 (after scanning) 7010.4—RC Community Foundation Agenda Packets Calendar year 2013 (after scanning) 7010.9—Audio Tapes of Council meetings Calendar year 2009 7020.0—Struts of Economic Interests Log Calendar year 2006 7020.1—Election Reference Papers Calendar year 2012 7020.2—Campaign Stints—Unsuccessful Calendar year 2008 7020.5- Election Ballots-New Calendar year 2010 7020.9—Oaths of Office All whose term expired in 2009 7040.5—Claims/Supoenas Log All pages dated 2012 70498—Struts of Econ Interest(Form 700) Calendar year 2007 Dartment Approva 7; . Signature Date Destroyed by: Signature Date Resolution No. 15-012— Page 7 of 39 Notification Number Destruction Notification Report 11/24/2014 10:00:45 392 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) CODE ENFORCEMENT (2292) Bill to Name: p Records Coordinator:4G a%— Mall Code: Phone: (909)477-2700 ext: 4253 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Num r Code (Box Contents) Begining Ending Hold? 12/31/2014 Location s ace# [:]Active/Current5282 DK 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-01-04 2 Box Con ents: Code Enforcement Violations Box Contents: 9365 Palo Alto thru Box Con?ents: 11363 Pyramid Peak �1 N Qurrent5283 Active/C2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-01-04 1 o Box Con Code Enforcement Violations Box Contents: 13740 Santa Marla thru o Box Contents: 10136 Stafford Z QActive/Current5284�7 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-01-03 2 Box Cor¢ents: Code Enforcement Violations cn Box Contents: 11986 Stafford thru J Box Contents: 7907 Valle Vista N !) I LjActive/Current5285 ✓" 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-03-03 1 d Box Corr{{--tents: Code Enforcement Violations m Box Contents: 11897 Mt. Royal thru 13256 Palmlra OD rr// 0Active/Current5286 �y1y 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-01-02 2 w Box Con ants: Code Enforcement Violations Co Box Con entss: 9720 Wilson thru 10375 Twenty Sixth E3Achve/Current5287 rents: 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-01-02 1 Box Cor Code Enforcement Violations Box Con : 12995 Quail thru Box Contents: 5791 Santa Fe Dat6 l Notification Number Destruction Notification Report 11/24/2014 10:00:45 392 City of Rancho Cucamonga (RC) Page 2 Records Management Division (TMP) CODE ENFORCEMENT (2292) Bill to Name: () Records Coordinator:*orb46*ebkw Mail Code: Phone: (909)477-2700 ext: 4253 r following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be royed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space* Dctive/Current5288 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-01-01 2 Box Co ents: Code Enforcement Violations Box Co tents: 11530 Marcelo thru X Box Contents: 11448 Mt. Ritter (D o QActive/Current52894en 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-01-01 1 c_ Box Co : Code Enforcement Violations 0 Box Contents: 7923 Valle Vista thru :3 Box Contents: 12764 Wild Horse Z 0 QActive/Current5290 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-03-02 1 cn Box Con ents: Code Enforcement Violations O Box Contents: 5932 Aba]o thru J N Box Contents: 8604 Arrow I d vActive/Current5291Kents: 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-03-01 1 G) Box Co Code Enforcement Violations Box Co : 9152 Arrow thru 9760 Base Line 0 t, ❑Active/Current5292 Kents: 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-05 2 Box ConCode Enforcement Violations Box Con 9435 Charles Smith thru Box Contents: 6931 Dahlia Active/Cur•ent52932031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-05 1 Box Con ents: Code Enforcement Violations Box Contents: 12254 Daisy thru 11954 Effen vY at Notification Number Destruction Notification Report 11/24/2014 10:00:45 392 City of Rancho Cucamonga (RC) Page 3 Records Management Division (TMP) CODE ENFORCEMENT (2292) BIII to Name: () Records Coordinator;Jie dlinatiws Mail Code: Phone: (909)477-2700 ext: 4253 he following records are due for destruction on 12/31/2014. Place your Initials next to EACH box you authorize to be destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location 5 ace# []Active/Current52942031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-04 2 Box Co 4 s: Code Enforcement Violations Box Co tents: 10900 Fordham thru A Box Contents: 6371 Haven #4 (D En []Active/Current5295 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-04 1 C Box Con ents: Code Enforcement Violations o Box Contents: 9246 Eiger thru D Box ContKents: t : 12819 Foothill Z 0 []Active/Current5296 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-03 2 N Box Con Code Enforcement Violations 0 Box Contents: 6599 Haven thru J N Box Contents: 10894 Hillside I W []Alive/C irrent5297 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-03 1 W Box Co entr: Code Enforcement Violations CD Box Contents: 6405 Caledon thru 9080 Charles Smith 0 0 []Active/Current5298 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-02 2 W Box Co ents: Code Enforcement Violations (D Box Contentseents: : 9449 Ledlg thru 6334 Marble []Active/Current5299 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-02 1 Box Co Cade Enforcement Violations Box Co : 12375 Base Line thru Box Contents: Callaway ate Notification Number Destruction Notification Report 11/24/2014 10:00:45 392 City of Rancho Cucamonga (RC) Page 4 , Records Management Division (TMP) CODE ENFORCEMENT (2292) Bill to Name: () Records Coordinator:46Yliag Mail Code: Phone: (909)477-2700 ext: 4253 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Numb er Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# Active/Current53002031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-01 2 Box Co : Code Enforcement Violations Box Co : 9272 Kirkwood thru Box Contents 9258 Wyton m N Dctive/Current5301 2031.0 Code Enforcement Violations 01/01/2011 12/31/2011 12/31/2014 07-02-01 1 Box Con ents: Code Enforcement Violations 0Box Con ents: 8806 Holly thru Z Box Contents: 7461 Kirkwood 0 o Total Eligible Boxes to be destroyed = 20 J N Eligible Boxes on Hold = 0 Elgibiie Boxes Checked Out = 0 Eligible Boxes Removed = 0 cU Total Available Boxes to be destroyed = 20 0 1 U) m to NaMantlsn Number Destruction Notification Report 11/24/-2014 10:05:01 390 Qty of Rancho Cucamonga (RC) Page 1 Records Management Divhdon (TNP) COMMUNITY SERVICRS(4532) B01 to Name (4532) Records Coordbrstort NORALES,MELISSA IMI Code: Phones(909)477-2760 allo 2103 e folbrwh*records are due for destruWon an 12/31/2014. Placa your Initials next to EACH box you authorise to be then sign and date the bottom of EACH pagn, tT you Want a box hold for an additional 6 months,provide a memo uettr the hold. Return the ardlre Dat to the Records Division by 12/18/2010. Evert Pennanen: Record Tide Record Title Name lxxrtrey Date (X)Code Bax Number Code (Bax Contents) inl g Ending d t � n8 8 12/31/2014 Location Space* qirtent Year 5233 14010.2 Registration Fortes&Receipts 06/01/2012 08/30/2012 08/30/2014 08-01-06 3 ]f Box Contents: Deposit Records Box Contents: Central Park Deposit Box Contents: RCFSC Deposit N o urtent Year 5234 14010.2 Registration Fors&Receipts 07/01/2012 09/30/2012 09/30/2014 08-01-06 2 4��t Box Contents: Central Park Registration Formyear 5230 14010.2 Regisb atlon Fors&Receipts 09/01/2012 10/30/2012 10/30/2014 08-01-09 1 Z Box Contents: Deposit Record 0 Box Contents: October Central Park cn Boa Contents: RCFSC Deposit 6 N rnxK Year 5235 14010.2 Registration Fors&Receipts 03/01/2012 10/31/2012 10/31/2014 09-01-10 3 I Box Contents: Deposit Records Box Contents: Uons West Deposit Box Contents: Victoria Gardens Deposit :D Box Contents; E-Conned Deposit N o rtent Year 5238 14010.2 Registration Fors&Receipts 01/01/2012 12/31/2012 12/31/2014 09-01-07 3 ca Box Contents: City Hall Registration Farms CD Box Contents: Deposit Records t"4-A&A��Z E= Excluded Total EBgible Boxes to be destroyed a 5 Eligible Boxes on Hold o 0 E19WHe Boxes Chedmd Out = 0 MiRlbie Boxes Removed m 0 Tat21 Available Boxes to be destroyed = 5 CITY OF RANCHO CUCAMONGA Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department Engineering (Admin) (Dept 4637) Requestor Rebecca Fuller I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center, and, as such, are not listed in the City's Automated Records Management System (Advantage); therefore, destruction is requested outside the scope of the annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Record Title Code from Records Retention Records/Documents (Mo/Yr) Schedule when applicable) 1020.1 —General Correspondence Calendar Year 2012 11101.8— Street Vacations Calendar Year 2012 11700.9—Flood Plain(FEMA) All that were superseded prior to 1/1/2004 (After Scanning) 2050.2 - Dept'l Budget Working Papers Calendar Year 2012 4010.3—Assessment Districts All that were approved thru 12/31/2013 (to be transferred to the Special Districts Division) Department Approval: __j s Date Destroyed by: Signature Date Resolution No. 15-012— Page 13 of 39 Notification Number Destruction Notification Report 11/24/2014 10:05:22 400 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) ENGINEERING/ADMIN (4637) Bill to Name: (4637) Ilrr Records Coordinator: Rebecca cefentan Mail Code: Phone: (909)477-2700 ext: 4013 e following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# urrentYear 5144 1020.1 Gen'ICorresondence 01/01/2004 12/31/2012 12/31/2014 03-02-03 5 CpBox Contents: Recycling and Reuse Summaries `kyr 11 o l- dI Ps-4Yvq e Box Contents: 2004-2010 t,lnd& Reba, n) urrent year 5145 1020.1 Gen'I Corresondence 01/01/2004 12/31/2012 12/31/2014 03-02-03 1 0do-1 BoxContents: Misc. Waste Mangement !eba ll� ox Contents: Environmental Servlces documents Box Contents: and receipts n 0+ d PS¢7^Ol(eCI 0 ctive/Current4597 10021.1 Hydrology Studies 01/01/2000 12/31/2004 12/31/2014 11-02-01 6 Box Contents: PM 13724, Lemon S/D, Carnelian S/D Base Box Contents: Line S/D Fontana MP S/D, CVWD, Church Ba o Box Contents: sin, Amethyst 5/D,TR 14866& 15526, 154 Box Contents: 97 15948 15911 15912 15955 &SCANNED �Y ctive/Current4667 10021.1 Hydrology Studies 01/01/1998 12/31/2004 12/31/2014 14-01-03 6 Box Contents: Hydrology Studies W Box Contents: See listing on form A O Excluded Total Eligible Boxes to be destroyed = 4 (D Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 Eligible Boxes Removed = 0 Total Available Boxes to be destroyed = 4 Date CITY OF RANCHO CUCAMONGA Approval and Authorization To Destroy Paper Records and/or Documents Department: EnitineerinsServices Requestor: Linda Ceballos I have inspected the tollowing records/documents and recommend/request that they be destroyed. l hese records have not been stored in the City=s Records Center and are not listed in the City=s Automated Records Manal{cnlcnl System (Advtuaagc), dierefuie,dcblru011Vii is requebted vulside the m:upc Uf die annual Advantage generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Records/ Record Title Code from Records Retention Documents(Mo(Yr) Schedule when applicable) Used Oil Block Grant Cycle 8 July 2002-June 2005 Used Oil Block Grant Cycle 9 July 2003-June 2006 Used Oil Block Grant Cycle 10 July 2004-June 2006 Used Oil Block Grant Cycle 1 I July 2005-June 2006 Used Oil Block Grant Cycle 12 July 2005 •June 2007 City/County Beverage Container Payment Program July 2002-June 2003 2001/02 City/County Beverage Container Payment Program July 2003-June 2004 2002/03 City/County Beverage Container Payment Program 2003/04 July 2004-June 2005 City/County Beverage Container Payment Program 2005/06 July 2005 -June 2007 :Dejent Approval City Attorney Approval(if required) bai Signature Date Council Approval Date(if required) Destroyed by: Signature Date Resolution No. 15-012 — Page 15 of 39 CITY OF RANCHO CUCAMONGA _ Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department Engineering(Traffic) (Dept 4639) Requestor Luci Saunders I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center, and, as such, are not listed in the City's Automated Records Management System (Advantage); therefore, destruction is requested outside the scope of the annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive) Dates of Record Title Code from Records Retention Records /Documents(Mo/Yr) Schedule when applicable) 1020.1 —General Correspondence Calendar Year 2012 11620.1 —Traffic Signal Maintenance Calendar Year 2011 2050.2—Dept. Budget Working Papers Calendar Year 2011 8060.2—Multi-Year Projections for Cap Imp Calendar Year 2012 Department Approval: ig i A-2- Date Date Destroyed by: Signature Date Resolution No. 15-012 — Page 16 of 39 Notification Number Destruction Notification Report 11/24/2014 10:05:44 401 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) ENGR TRAFFIC/DESIGN (4639) Bill to Name: (4639) Records Coordinator: Luci Saunders Mail Code: Phone: (909)477-2700 ext: 4050 he following records are due for destruction on 12/31/2014. Place your Initials next to EACH box you authorize to be destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# 1 rExp/Compl/Te 5429 8060.1 Capital Improvement Projects 01/01/1997 10/31/2003 10/31/2010 0 V V Box Contents: Capital Improvement Projects = Excluded Total Eligible Boxes to be destroyed = 1 CD o Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 o Eligible Boxes Removed = 0 D Total Available Boxes to be destroyed = 1 Z 0 N O_ N SU O W _ V O M W O 0 �.Sl &&-&W1dt1 Date t CITY OF RANCHO CUCAMONGA Z7- Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department: Facilities Maint/Yard (4245) Requestor Sandra Mellem I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center,and,as such,are not listed in the City's Automated Records Management System (Advantage); therefore, destruction is requested outside the scope of the annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive) Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 10201.1 Gen'l Correspondence Calendar Year 2012 14041.1 Vehicle Operators Daily Checklist Calendar Year 2012 14041.2 Employee Daily Activity Sheets Calendar Year 2012 16010.8 Pesticide Application Forms Calendar Year 2011 16010.9 Monthly Pesticide Use Reports Calendar Year 2011 6010.4 Dept'I Budget Working Papers Calendar Year 2012 6060.3 Equipt. Maintenance Records All that became inactive prior to January, 2013 Department Approval: L�_A=Q�44 Signature 12— C:�Ie1 — k� Date Destroyed by: Signature Date Resolution No. 15-012 — Page 18 of 39 Notification Number Destruction Notification Report 11/24/2014 10:02:56 395 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE,TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 �rhe following records are due for destruction on 12/31/2014. Place your Initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustitying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Regining Ending Hold? 12/31/2014 Location Space# urrent Year 4721 4010.1 Accounts Payable 07/01/2006 12/30/2007 12/30/2014 04-02-02 5 Box Contents: Accounts Payable Box Contents: Purchasing Card Statements audit 5507 4030.2 Bank Statements& Reconciliations 06/01/2007 02/29/2008 02/28/2013 08-01-04 3 N ITr" Box Contents: Bank Statements&Reconciliation 0 ®Qudlt 5516 4030.2 Bank Statements&Reconciliations 07/01/2002 06/30/2008 06/30/2013 02-03-03 1 T7- Box Contents: Bank Statements&Recoonciliations Z vrudlt 5520 4030.2 Bank Statements&Reconciliations 07/01/2002 06/30/2008 06/30/2013 01-01-02 5 'TT Box Contents: Bank Statements&Reconciliation Ln ,IrgnWit 5506 4030.2 Bank Statements&Reconciliations 03/01/2008 10/31/2008 10/31/2013 08-03-01 1 rJ 'TT Box Contents: Bank Statements&Reconciliation I Current Year 4172 4020.3 Daily Cash Receipts/ Revenue Files 06/13/2005 07/14/2005 07/14/2014 06-01-04 3 (0p Box Contents: Daily Cash Receipts N to Current Year 4235 4020.3 Dally Cash Receipts/ Revenue Files 07/01/2005 07/31/2005 07/31/2014 11-03-02 4 0 Box Contents: Cash Receipts W Box Contents: 7/1/05-7/31/05 PC urrent Year 4176 4020.3 Daily Cash Receipts/ Revenue Files 07/18/2005 08/15/2005 08/15/2014 06-01-03 6 Box Contents: Daily Cash Receipts Box Contents: Receipts# -74603 -76203 Mcurrent Year 4234 4020.3 Dally Cash Receipts/Revenue Files 08/01/2005 08/31/2005 08/31/2014 11-03-01 5 —r Box Contents: Cash Receipts Box Contents: 08/01/2005-08/31/2005 Date Notification Number Destruction Notification Report 11/24/2014 10:02:56 395 City of Rancho Cucamonga (RC) Page 2 Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE,TAMARA Mail Code: Phone; (909)477-2700 ext: 2430 Fhetlo,llowlng records are due for destruction on 12/31/2014. Place your Initials next to EACH box you authorize to be yed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months,provide a memo ing the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# Purrent Year 4171 4020.3 Daily Cash Receipts/ Revenue Files 08/01/2005 09/30/2005 09/30/2014 06-01-04 1 Box Contents: Dally Cash Receipts(City) Box Contents: Receipts A 76204-77622 (I oCurrent Year 4233 4020.3 Daily Cash Receipts/ Revenue Files 09/01/2005 09/30/2005 09/30/2014 12-03-02 6 c Box Contents: Cash Receipts 0. Box Contents: 9/01/2005 9/30/2005 Z 1f'i�Currerit Year 4174 4020.3 Daily Cash Receipts/Revenue Files 09/14/2005 10/10/2005 10/10/2014 06-01-03 4 .0 ''7' Box Contents: Daily Cash Receipts cn 6 bturrentYear4232 4020.3 Daily Cash Receipts/ Revenue Files 10/01/2005 10/31/2005 10/31/2014 11-03-01 4 J Box Contents: Cash Receipts N Box Contents: 10/01/2005 thru 10/31/2005 I 0) Pturrent Year 4175 4020.3 Daily Cash Receipts/ Revenue Files 10/11/2005 11/08/2005 11/08/2014 08-03-07 1 m Box Contents: Daily Cash Receipts ourrentYear 4231 4020.3 Daily Cash Receipts/Revenue Files 11/01/2005 11/30/2005 11/30/2014 12-01-01 6 o / Box Contents: Cash Receipts w Box Contents: 11/01/2005 thm 11/30/2005 (D �i�-,_ III'rylc.urrent Year 4173 4020.3 Daily Cash Receipts/ Revenue Files 11/01/2005 12/31/2005 12/31/2014 06-01-01 1 I Box Contents: Daily Cash Receipts al Current Year 4230 4020.3 Daily Cash Receipts/ Revenue Files 12/01/2005 12/31/2005 12/31/2014 12-03-03 2 Box Contents: Cash Receipts Box Contents: 12/01/05 - 12/31/05 Date P V Notification Number Destruction Notification Report 11/24/2014 10:02:56 395 City of Rancho Cucamonga (RC) Page 3 Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator:LAYNE,TAMARA Mail Code: Phone: 909)477-2700 ext: 2430 e following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be [destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months,provide a memo -ustitying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# Rurrent Year 4165 4012.8 Journal Voucher 11/01/2004 12/31/2005 12/31/2014 06-02-02 5 Box Contents: Adjusting Journal Entries Box Contents: 11/2004- 12/2005 TJ Box Contents: JE 507007-JE507779 N U) 0 urrent Year 5076 4040.2 Payroll Register 04/01/2009 07/31/2009 07/31/2014 15-01-03 2 Irr1Jl Box Contents: City Payroll Reports 0 Box Contents: Payroll Prelist,Contr.&Distr. Report, 7 Z Box Contents: Leave Balance Report,check reg. 0 ,,►►rr,,�� urrent Year 5089 4040.2 Payroll Register 01/01/2007 07/31/2009 07/31/2014 10-01-05 1 Box Contents: City Payroll Register O Box Contents: Leave Balance Reports NJ ICurrentYear 5062 4040.2 Payroll Register 08/01/2009 10/31/2009 10/31/2014 10-02-09 1 - Box Contents: Payroll Prelist,Contr. &Distr. Reports (a Box Contents: Leave Balance Reports,Check Reg. Ol urrent Year 5066 4040.2 Payroll Register 12/01/2008 12/31/2009 12/31/2014 15-03-02 1 0 "�/T Box Contents: City Payroll Register Shadow Periods W Box Contents: Timecards, Payroll Contr.&Distr. Rots. (D Box Contents: Leave Balance&check reg. Current Year 5061 4040.9 Time Cards 06/01/2009 07/31/2009 07/31/2014 10-02-09 2 Box Contents: City Payroll Timecards Box Contents: 06-21-09 thru 07-19-09 Box Contents: 0901013 thru 0901015 It� A�r� Date Notification Number Destruction Notification Report 11/24/2014 10:02:56 395 City of Rancho Cucamonga (RC) Page 4 Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE,TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 e following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months,provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# 1} urrent Year 5078 4040.9 Time Cards 08/01/2009 08/31/2009 08/31/2014 15-02-04 4 Box Contents: City Payroll Timecards Box Contents: 08-02-09 thru 08-30-09 Box Contents: 0901016 thru 0901018 (D N O *urrentYear 5057 4040.9 Time Cards 09/01/2009 10/31/2009 10/31/2014 10-02-10 2 p Box Contents: City Payroll Timecards n Box Conients: 9-13-09 thru 10-11-09 Z Box Contents: 0901019 thru 0901021 O CurrentYear 5060 4040.9 Time Cards 10/01/2009 12/31/2009 12/31/2014 10-02-08 1 Box Contents: Clty Payroll timecards Box Contents: 10-29-09 thru 12-6-09 N Box Contents: 0901022 thru 0901025 1 m (gyp Total Eligible Boxes to be destroyed = 26 N Eligible Boxes on Hold = O N 0 Elgibile Boxes Checked Out = O G) Eligible Boxes Removed = 0 Total Available Boxes to be destroyed = 26 Date Notification Number Destruction Notification Report 11/24/2014 10:06:06 402 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) FIRE FINANCE (5027) Bill to Name: (5027) Records Coordinator:Tamara Layne Mail Code: Phone: (909)477-2700 ext: 2430 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months,provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Tide Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space* urrent Year 5086 4040.0 Fire - Payroll Records 06/01/2009 08/31/2009 08/31/2014 10-03-2008 1 Box Contents: Fire Payroll Reports Box Contents: 06/12/2009 thru Box Contents: 08/31/2009 ;Ll ,µ., ai VC Year 5142 4040.0 Fire - Payroll Records 08/01/2009 10/31/2009 10/31/2014 30-01-01 2 O V Box Contents: Flre Payroll Timecards,Cherk copies, Box Contents: Employee Prelist, Leave B.R. O Box Contents: Contribution&Dulstnbutlon Reports D '0 Current Year 5083 4040.0 Fire - Payroll Records 10/01/2009 12/31/2009 12/31/2014 11-01-03 2 Box Contents: Fire Payroll Reports cn Box Contents: 10-30-09 thru 12-25-09 0 N I E= Excluded Total Eligible Boxes to be destroyed - 3 Q) Eligible Boxes on Hold = 0 tD Elgibile Boxes Checked Out = 0 N Eligible Boxes Removed - 0 W 0 Total Available Boxes to be destroyed = 3 W XS Date CITY OF RANCHO CUCAMONGA—Fire Board Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department: Fire Safety (5025) Requestor: Beverly Noonan I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center, and,as such, are not listed in the City's Automated Records Management System (Advantage); therefore, destruction is requested outside the scope of the semi-annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 13020.4—Fireworks(documentation) All dated thtu calendar year 2012 13025.1 —Material Safety Data Sheets All dated thru 1984 13030.2—Business Occupancies All that became inactive prior to 1/1/2011 Department/Approval: /�{7ULpJ4/ Signature Dec 3, aod Date Destroyed by: vL )Z/Y1 awt--- goature Date Resolution No. 15-012 — Page 24 of 39 CITY OF RANCHO CUCAMONGA _ Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval is granted.) Department: Library (4533) Requestor: Vivian Garcia I have inspected the following recordstdocuments and recommend/request that they be destroyed. These records have not been stored in the City's Records Center and, as such, are not listed in the City's Automated Records Management System(Advantage); therefore, destruction is requested outside the scope of the annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 11300.1 –Donation records Calendar year 2010 11800.2–Public Services&Relations Calendar year 2010 11801.0–Public Inquiries&Complaints Calendar year 2010 4012.3–Revenue Files Calendar year 2012 4020.5–Grants All that have been completed and audited prior to 1/1/2006 5030.0–Library Board Agendas All thru calendar year 2013(after scanning) 5030.5–Volunteer Program records All that became inactive prior to 1/1/2010 7041.1 –Fines Collected Calendar year 2010 Department Approval: —6_��ILAA , Signature I I / Z-& Date Destroyed by: Signature Date Resolution No. 15-012 – Page 25 of 39 CITY OF RANCHO CUCAMONGA _ Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department: Personnel (4124) Requestor: Cherise Kuzminski I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center and, as such,are not listed in the City's Automated Records Management System(Advantage); therefore, destruction is requested outside the scope of the annual Advantage generated destruction process. Description of Records/Documents (Include Beginning and Ending(Inclusive) Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 5020.5—Salary& Classification Surveys All that became inactive prior to January, 2013 5030.3 —Job Descriptions All that were superseded prior to January, 2013 Department Approval: Signature 1A1,211 u ,21 Date Destroyed by: Signature Date Resolution No. 15-012— Page 26 of 39 Notification Number Destruction Notification Report 11/24/2014 10:01:30 393 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) PERSONNEL (4124) Bill to Name: (4124) Records Coordlnatort-�ager Mail Code: Phone: (909)477-2700 ext: 2411 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustlfying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X) ode Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location 5 ace# VUActive/Current4198 9010.5 Grievance Files 01/01/1985 01/30/2004 01/30/2014 02-02-02 6 BOX RECORD TITLE#9010.5 ON HOLD/ FOLDER#1 RECORD TITLE#9010.5 ON HOLD/ Box Contents: Litigated Term. Flies Box Contents: Aleman -Turiace �7 En Folders within the above box 0 C Alt. Folder#1 Beginning Date: 01/01/1985 Ending Date:01/30/2004 Record Tide Name:Grievance Files o Alt. Folder Number: David Aleman Description: Date Terminated 9/24/1996 Z Alt. Folder#2 Beginning Date: 01/01/1985 Ending Date: 01/30/2004 Record Title Name:Grievance Files Alt. Folder Number: Arthur Aragon Description: Date Terminated 08/15/1996 J (r Alt. Folder#3 Beginning Date: 01/01/1985 Ending Date:01/30/2004 Record Ttle Name:Grievance Flies Alt. Folder Number: Bradley Crane Description: Date Terminated 02/07/1992 N I Alt. Folder#4 Beginning Date: 01/01/1985 Ending Date: 01/30/2004 Record Title Name:Grievance Files d Alt. Folder Number: Taylor Femsten Description: Date Terminated 03/08/2004 O 0) Alt. Folder#5 Beginning Date: 01/01/1985 Ending Dale: 01/30/2004 Record Title Name:Grievance Files N Alt. Folder Number: Jerry Marrs Description: Date Terminated 07/19/1993 J O, Alt Folder#6 Beginning Date: 01/01/1985 Ending Date: 01/30/2004 Record Title Name: GNevance Files m Alt. Folder Number: Joseph Sanchez Description: Date Terminated 01/23/2004 AIL Folder#7 Beginning Date: 01/01/1985 Ending Date: 01/30/2004 Record T[le Name: Grievance Files AI F ider Number: Mike Turiace Description: Date Terminated 09/23/1993 ctive/Current4200 9010.5 Grievance Files 01/01/1985 01/30/2004 01/30/2014 01-01-03 3 BOX RECORD TITLE#9010.5 ON HOLD/FOLDER#1 RECORD TITLE#9010.5 ON HOLD/ Box Contents: Litigated Term. Files Box Contents: Archambo- Gomez Date Notification Number Destruction Notification Report 11/24/2014 10:01:30 393 City of Rancho Cucamonga (RC) Page 2 Records Management Division (TMP) PERSONNEL (4124) Bill to Name: (4124) Records Coordinator:41111W0i.PNNwgan Mail Code: Phone: (909)477-2700 ext: 2411 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space* Folders within the above box Alt. Folder#1 Beginning Date: 01/01/1985 Ending Date:01/30/2004 Record Title Name: Grievance Files Alt. Folder Number: Archambo,Steen J. Description: Date Terminated 1/9/1997 CD Alt. Folder#2 Beginning Date:01/01/1985 Ending Date:01/30/2004 Record Title Name: Grievance Files 0) p Alt. Folder Number: Gomez, Rick Description: Date Terminated 1/4/2004 C � AIL. Folder#3 Beginning Date:01/01/1985 Ending Dale: 03/30/2004 Record Title Name: Grievance Files Alt. older Number: Description: Z [Active/Current4197 9010.5 Grievance Files 09/01/1995 09/25/2004 09/25/2014 02-02-04 5 BOX RECORD TITLE 09010.5 ON HOLD/ FOLDER#1 RECORD TITLE#9010.5 ON HOLD/ cn Box Contents: Litigated Term. Files Box Contents: LeCount- Neely N Folders within the above box N Alt. Folder#1 Beginning Date: 09/01/1995 Ending Date: 09/25/2004 Record Title Name:Grievance Files m Alt. Folder Number: Le Count, Brent Description: Date Terminated 9/25/2004 N W Alt. Folder#2 Beginning Date: 09/01/1995 Ending Date:09/25/2004 Record Title Name:Grievance Files 0 Alt. Folder Number: Naderi, Manijeh (Mary) Description: Date Terminated 01/14/1997 W � Alt. Folder#3 Beginning Date:09/01/1995 Ending Date:09/25/2004 Record Title Name:Grievance Files Alt, Folder Number: Neely, Thomas Description: Date Terminated 07/31/1995 06eparation 5391 5010.2 Individual Personnel Folders 01/01/2009 12/31/2009 12/31/2014 01-02-02 4 Box Contents: Inactive Personnel Folders Box Contents: 2009 P-Z Date Notification Number Destruction Notification Report 11/24/2014 10:01:30 393 City of Rancho Cucamonga (RC) Page 3 Records Management Division (TMP) PERSONNEL (4124) Bill to Name: (4124) Records Coordinator:ti91RB71MMN*w Mail Code: Phone: (909)477-2700 ext: 2411 following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be de'atroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Regining Ending Hold? 12/31/2014 Location Space# Separation 5394 5010.2 Individual Personnel Folders 01/01/2009 12/31/2009 12/31/2014 01-02-01 1 Box Contents: Inactive Personnel Folders Box Contents: 2009 Box Contents: A-D Mo �ctive/Current5416 5090.3 Personnel Recruitment 01/01/2010 12/31/2010 12/31/2013 10-01-06 2 0 Box Contents: Recruitments o Box Contents: Recreation Leaders, Special Districts Te D Box Contents: ch., Sr. IS Specialist, Sr. Maint., Swim oZ Box Contents: Aides, Theater Tech, Utilit. Mgr. Vet As �ctive/Current5417 5090.3 Personnel Recruitment 01/01/2010 12/31/2010 12/31/2013 10-01-06 1 'p Box Contents: Recruitments t j Box Contents: Admin Interns,Animal Caretakers I Total Eligible Boxes to be destroyed = 7 CD N Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 0 LJ Eligible Boxes Removed = 0 m Total Available Boxes to be destroyed = 7 i Date CITY OF RANCHO CUCAMONGA _ Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department: Planning (4333) Requestor: Valerie Victorino I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center and, as such, are not listed in the City's Automated Records Management System (Advantage); therefore, destruction is requested outside the scope of the annual Advantage computer-generated destruction process. Description of Records/Documents (Include Beginning and Ending (Inclusive)Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 2050.2—Dept'l Budget Working Papers All dated thru calendar year 2012 8020.8—Temporary Use& Temporary Signs All Dated prior to 1/1/2013 Department Approval: Signature a Date Destroyed by: Signature Date Resolution No. 15-012— Page 30 of 39 Notification Number Destruction Notification Report 11/24/2014 10:04:01 397 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) PLANNING DIVISION (4333) Bill to Name: (4333) Records Coordinator: Victorino,Valerie Mail Code: Phone: (909)477-2700 ext: 4327 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X Code Box Number Code (Box Contents) Begining Ending Hold? 12/3112014 Location Space# tourrent Year 5524 8020.2 Conditional Use Permits (CUP's) 01/01/2008 12/31/2008 12/31/2012 0 Box Contents: 08 DRC's: 693, 785, 705, 698, 829, 721 Box Contents: , 757, 716, 767, 662, 635, 653, 639, 617 Box Contents: , 425, 465, 618, 428, 894, 953, 952, 950 X Box Contents: , 951, 914, 979, 978, 974, 973, 975,797 (D o urrent Year 5525 8020.2 Conditional Use Permits (CUP's) 01/01/2008 12/31/2009 12/31/2013 0 E Box Contents: CUP's 2008; 445, 368, 273, 262, 269, 220 0 Box Contents: , 224, 535, 592, 841, CUP's 2009: 79, 17 Z Box Contents: 4, 139M, 139, 219, 274, 295 0 urrentYear 4661 7010.2 Planning Commisson Agendas 01/01/2003 12/31/2009 12/31/2014 01-01-01 1 Ln Box Contents: City Planner Agendas Box Contents: 2003-2009 N Box Contents: Scanned I m urrent Year 5148 7010.2 Planning Commisson Agendas 01/01/2009 12/31/2009 12/31/2014 01-01-02 3 Box Contents: Planning Commission Agendas (D w Box Contents: 2009 oBox Contents: Scanned � �Active/Current5526 10020.7 Preliminary Review Case Files 01/01/2006 12/31/2008 12/31/2010 0 Box Contents: 06 DRC's; 685, 936, 07 DRC's; 192, 292, Box Contents: 476, 733, 909, 1023, 1019, 08 DRC's Box Contents: 694, 45, 284, 441 E = Excluded Total Eligible Boxes to be destroyed = 5 Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out - 0 Eligible Boxes Removed = 0 / J Total Available Boxes to be destroyed = 5 1,42 Date CITY OF RANCHO CUCAMONGA ZApproval and Authorization To Destroy Paper Records and/or Documents (To be processed with the December 2014 semi-annual destruction. Sign,date and return to the Records Division by December 18,2014. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) Department Risk Management(4154) Requestor Claudia Nunez I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center, and, as such, are not listed in the City's Automated Records Management System (Advantage);therefore, destruction is requested outside the scope of the annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 5080.3 —Pre-Empl. Physicals (non-hires) All thru calendar year 2012 5100.5 —Motor Vehicle Reports (MVR's) All that were superseded prior to 1/1/2015 Depart ent Approval: Signature /2-z Date Destroyed by: Signature Date Resolution No. 15-012 — Page 32 of 39 Notification Number Destruction Notification Report 11/24/2014 10:03:29 396 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) RISK MANAGEMENT (4154) BIII to Name: (4154) Records Coordinator: Claudia Nunez Mail Code: Phone: (909)477-2700 ext: 2420 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date MX de Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location S ace# dive/Current4861 7040.6 Claims Against the City 01/01/2004 12/31/2007 12/31/2014 08-03-02 2 Box Contents: General Liability Claims 2004-2007 Box Contents: Claims Against the City X ❑Active/Current3977 5080.4 Worker's Compensation Claims/ Cases 01/01/2002 12/31/2005 12/31/2014 10-03-03 1 CD Box Contents: Closed Workman Comp. Claims 0 Folders within the above box o' D Alt. Folder#1 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation palms/Cases O Z Alt. Folder Number: Fire Dept. No Med Injuries Description: Alt. Folder#2 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases CA 6 Alt. Folder Number: Description: Fire Comp. Unmatched Docs. N Alt. Folder#3 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases I Alt. Folder Number: Description: Fire Dept. Injuries 2000 U ca AR. Folder#4 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name:Workers Compensation palms/Cases CD Alt. Folder Number: Description: Fire Dept. Injury Log 2001 CA) Ca Alt. Folder#5 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases O Cl) Alt. Folder Number: Description: First Aid 2004 (0 Alt. Folder#6 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases Alt. Folder Number: Description: Fire Dept. Reportable Copies Alt. Folder#7 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation palms/Cases Alt. Folder Number: Description: Fire Dept. No Med Injuries / �� D� Notification Number Destruction Notification Report 11/24/2014 10:03:29 396 City of Rancho Cucamonga (RC) Page 2 Records Management Division (TMP) RISK MANAGEMENT (4154) Bill to Name: (4154) Records Coordinator: Claudia Nunez Mail Code: Phone: (909)477-2700 ext: 2420 Fre following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# Folders within the above box Alt. Folder#8 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases Alt. Folder Number: Description: Fire Dept. First Aid 2002 X Alt. Folder#9 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases oAlt. Folder Number: Description: Fire Dept. Non Med 2002 c AR. Folder#10 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases 0 Alt. Folder Number: Description: Ken Coney 9-30-02 3 OZ AR. Folder#11 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases Alt. Folder Number: Description: Jerry Sandoval 6-6-02 O Alt. Folder#12 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases N Alt. Folder Number: Description: Schneidement, Karen 01-2002 I Alt. Folder#13 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases per) Alt. Folder Number: Description: Klotz, Paul 6-17-03 O (D Alt. Folder#14 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases A Alt. Folder Number: Description: Van Der Sluis, Bob 1-2-03 0 W Alt. Folder 015 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases (0 Alt. Folder Number: Description: Scrma Administrative Fees Alt. Folder#16 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases Alt. Folder Number: Description: PARSAC Worker's Comp 2003 Alt Folder#17 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases Alt. Folder Number: Description: PASIS Premiums D to Notification Number Destruction Notification Report 11/24/2014 10:03:30 396 City of Rancho Cucamonga (RC) Page 3 Records Management Division (TMP) RISK MANAGEMENT (4154) Bill to Name: (4154) Records Coordinator: Claudia Nunez Mail Code: Phone: (909)477-2700 ext: 2420 F lowing records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be yed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memong the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# Folders within the above box Alt. Folder#18 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Tltle Name:Worker's Compensation Claims/Cases Alt. Folder Number: Description: PARSAC WC 2002 Alt. Folder#19 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases N Alt. Folder Number: Description: Workers Comp Logs 0 C Alt. Folder#20 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases o Alt. Folder Number: Description: Fredricksen, Christine 9-1-01 M Z Alt. Folder#21 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases Alt. Folder Number: Description: Scrma Misc. J (P Alt. Folder#22 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases O Alt. Folder Number: Description: Non Medical 2004 N3 I Alt. Folder#23 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases 0) Alt. Folder Number: Description: First Aid 2004 U3 (D Alt. Folder#24 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases w to Alt. Folder Number: Description: Adame, Carlos V. 8-1-04 Alt. Folder#25 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases (('')D Alt. Folder Number: Description: Andrewin, Melissa 7-6-04 Alt. Folder#26 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases Alt. Folder Number: Description: Belter,Andrew 9-16-04 Alt. Folder#27 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases Alt. Folder Number: Description: Binder, Ken 5-17-04 Da / �— / Notification Number Destruction Notification Report 11/24/2014 10:03:30 396 City of Rancho Cucamonga (RC) Page 4 Records Management Division (TMP) RISK MANAGEMENT (4154) Bill to Name: (4154) Records Coordinator: Claudia Nunez Mail Code: Phone: (909)477-2700 ext: 2420 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# Folders within the above box Alt. Folder#28 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases Alt. Folder Number: Description: Brady, Lucy 2-10-04 Alt. Folder#29 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases m Alt. Folder Number: Description: Hunt,Jennifer 7-4-04 0 C_ Alt. Folder#30 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases o Alt. Folder Number: Description: Nee, Kathy 6-28-04 Z Alt. Folder#31 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Calms/Cases Alt. Folder Number: Description: Salazar, Mark 10-7-04 Alt. Folder#32 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Calms/Cases Alt. Folder Number: Description: Small, Wiliford 10-7-04 N I Alt. Folder#33 Beginning Date:01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Calms/Cases -00) Alt. Folder Number: Description: Acosta,Tom 3 0) AR. Folder#34 Beginning Dale: 01/01/2002 Ending Date: 12/31/2005 Record Tile Name:Worker's Compensation Calms/Cases W W Alt. Folder Number: Description: Adame, Lori C. 10-14-05 Alt. Folder#35 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name: Worker's Compensation Claims/Cases uo Alt. Folder Number: Description: Brady, Lucy Alt. Folder#36 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases Alt. Folder Number: Description: Brady, Lucy Alt. Folder#37 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensatlon Claims/Cases Alt. Folder Number: Description: Davis, Connie Date Notification Number Destruction Notification Report 11/24/2014 10:03:30 396 City of Rancho Cucamonga (RC) Page 5 Records Management Division (TMP) RISK MANAGEMENT (41S4) Bill to Name: (4154) Records Coordinator: Claudia Nunez Mail Code: Phone: (909)477-2700 ext: 2420 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo "ustifying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location Space# Folders within the above box Alt. Folder#38 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases Alt. Folder Number: Description: Frasure, Michael X Alt. Folder#39 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases oAlt. Folder Number: Description: Love, Brad K Alt. Folder#40 Beginning Date: 01/01/2002 Ending Date: 12/31/2005 Record Title Name:Worker's Compensation Claims/Cases 0 Alt. Folder Number: Description: First Aid 06/07 2 0 Total Eligible Boxes to be destroyed = 2 Eligible Boxes on Hold = 0 N Elgibile Boxes Checked Out - 0 Eligible Boxes Removed = 0 v Total Available Boxes to be destroyed = 2 CD 0) W V O W Date Pincott, Carrie From: Guerra, Kelly Sent: Wednesday, December 17, 2014 8:20 AM To: Pincott, Carrie Cc: Bopko, Chris; Bruce, Ingrid Subject: Destruction Notification Attachments: 112414.pdf Good morning Carrie, I received the records destruction request for boxes 3337,3339 and 4225.However,these three boxes contain bank statements and Mello-Roos documents relating to CFD's that haven't expired.Therefore,we need to keep all the documents concerning these districts until their expiration dates. Thank you, Kelly Guerra I Special Districts Technician City Of Rancho Cucamonga 1 10500 Civic Center Drive I Rancho Cucamonga,CA 91730 909.477.2700 x3582 I kellv.auerrafalcifyofrc.us I www. int oy frc.us I reaisconnecf.us .I vbx J..fan..yy,en.Iard..waM M4.. t Resolution No. 15-012— Page 38 of 39 Notification Number Destruction Notification Report 11/24/2014 10:02:12 ` 394 City of Rancho Cucamonga (RC) Page 1 Records Management Division (TMP) SPECIAL DISTRICTS (4131) Bill to Name: SPECIAL DISTRICTS(4131) Records Coordinatorr� Mail Code: Phone: (909)477-2700 ext: 2579 he following records are due for destruction on 12/31/2014. Place your initials next to EACH box you authorize to be astroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustlfying the hold. Return the entire list to the Records Division by 12/18/2014. Event Permanent Record Title Record Title Name Dates On Destroy Date (x)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2014 Location space# []Exp/Compl/Te 3337 4012.1 District Files - by District # 01/01/2004 06/30/2004 06/30/2014 13-02-02 1 Box Contents: Bank Corporate Trust Services Statements Box Contents: For Bonds&Mello Roos Districts Box Contents: Trustee Statements �7 N QExp/Compl/Te 3339 4012.1 District Files - by District# 07/01/2004 12/31/2004 12/31/2014 13-02-01 2 U) Box Contents: Bank Corporate Trust Services Statements c: Box Contents: For Bonds &mello Roos Districts oBox Contents: Trustee Statements a ❑Exp/Compl/ie 4225 4012.1 District Files - by District# 01/01/1988 12/31/2004 12/31/2014 12-02-04 4 Box Contents: U.S. Bank Statement-Various to Box Contents: City Wide Mello-Roos Districts o Box Contents: through 2004 N I ' - E = Excluded Total Eligible Boxes to be destroyed = 3 Eligible Boxes on Hold = 0 (D w Elgibile Boxes Checked Out = 0 O Eligible Boxes Removed = 0 w Total Available Boxes to be destroyed = 3 to Date