Professional Documents
Culture Documents
CITY COUNCIL
Staff Report
November 5, 2018
CONSENT AGENDA
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.
WHEREAS, the City of Carmel-by-the-Sea has an ongoing program for the destruction of records in
accordance with §34090 et seq. of the Government Code of the State of California; and
WHEREAS, the Government Code states that unless otherwise provided by law, records that are two
years old may be destroyed upon consent of the legislative body; and
WHEREAS, it has been determined that certain documents are no longer of value to the organization of
the City.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:
Authorize, in accordance with §34090 et seq. of the Government Code of the State of California, and
with the permission of the City Attorney, the destruction of those records described in Exhibit “A”
attached hereto.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 5th
day of November 2018, by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
SIGNED: ATTEST:
_______________________ ___________________________
Steve G. Dallas, Mayor Thomas A. Graves, MMC
City Clerk
CITY STORAGE UNIT
EXHIBIT "A"
17-18 #4 Police Dept. LTD Ins. FY 12-13 Each employer shall US Department of Labor December 31, 2016
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
Standard Life & AD&D FY 12-13 Each employer shall US Department of Labor December 31, 2016
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
Standard Group Disability 2009- Each employer shall US Department of Labor December 31, 2016
2013 preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
Coastal dental vision FY 12-13 Each employer shall US Department of Labor December 31, 2016
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
copies (4) of 2009 PIA Annual AU + 7 Finance-Financial, GC 34090.7 December 31, 2016
Financial Report Annual
Carmel 2016 committee report- CU + 2 Development- GC34090 December 31, 1993
December 1991 (2 copies) Reports
2009-2010 payroll master payroll Each employer shall US Department of Labor December 31, 2014
register & payroll transfer sheet- preserve for at least three and FLSA 29 CFR Part 516
16-31 Dec. 2009/1-15 Jan/16-31 years payroll records,
collective bargaining
Jan/1-15 Feb/16-28 Feb/16-31
agreements, sales and
March/1-15 March/1-15 April/16-
purchase records. Records
30 April/1-15 May special payroll on which wage
05-05-10/16-31 May computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
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
Police COLA payroll records: Each employer shall US Department of Labor December 31, 2008
Retro 07/21-12/04 2005 preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
2005 leave hours report Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2005 bank reconcilliation AU + 5 Finance- GC34090; 26 CFR 16001-1 December 31, 2011
Accounting-Bank
Reconcilliation
CITY STORAGE UNIT
2005 deferred comp Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2004 16-31 December payroll Each employer shall US Department of Labor December 31, 2007
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
17-18 #16 FY 2011-2012 PERS payroll Each employer shall US Department of Labor December 31, 2015
reports preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2007-2012 AFLAC payroll Each employer shall US Department of Labor December 31, 2015
deductions - payment reports preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
2012 year end balance Each employer shall US Department of Labor December 31, 2015
report/terminated employee preserve for at least three and FLSA 29 CFR Part 516
listing years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2012 payroll posting & detailed Each employer shall US Department of Labor December 31, 2015
disbursement summary report preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
2012 deferred comp, misc Each employer shall US Department of Labor December 31, 2015
deductions, dues reports preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
17-18 #17 2005-2009 & 2002-2004 CalPERS Each employer shall US Department of Labor December 31, 2015
Payroll health event notifications preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
2007 LIUNA supplemental Each employer shall US Department of Labor December 31, 2010
retirement payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2007, 2008, 2010 Coastal Each employer shall US Department of Labor December 31, 2013
healthcare payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
2007, 2008 Coastal medical Each employer shall US Department of Labor December 31, 2011
premium payments preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
1994-2004 Coastal healthcare Each employer shall US Department of Labor December 31, 2007
changes preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
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 CalPERS medical premiums Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2005 LIUNA health Each employer shall US Department of Labor December 31, 2008
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
2006 LIUNA heath enrollment Each employer shall US Department of Labor December 31, 2009
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2003 PERS medical premiums Each employer shall US Department of Labor December 31, 2006
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
17-18 #19 1-15 Oct/16-31 Oct/1-15 Sept/16- Each employer shall US Department of Labor December 31, 2014
2011 30 Sept/1-15 Aug/16-30 Aug/1-15 preserve for at least three and FLSA 29 CFR Part 516
Payroll July/16-30 July/July Police Dept years payroll records,
collective bargaining
COLA/1-15 June/16-30 June/1-15
agreements, sales and
May/16-31 May/1-15 April/16-30
purchase records. Records
April/1-15 March/16-31 March/3- on which wage
22-11 Special/1-15 Feb/16-28 computations are based
Feb/1-15 Jan/16-31 Jan/16-31 should be retained for two
2010 Dec years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
17-18 #20 2010 CRFA incident reports & CL + 3 Public Safety- GC34090 December 31, 2013
billings Reports-Incident/AU + 2 CCP338/GC34090
Finance-Accounting-
Billing Records
17-18 #21 2010 1st, 2nd, 3rd quarter AU + 4 Finance-Reports- GC34090; 29USC 436 December 31, 2015
Payroll Federal, State tax payments Federal & State tax
CITY STORAGE UNIT
2010 deferred comp & misc Each employer shall US Department of Labor December 31, 2013
deductions preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2010 dues & deductions payroll Each employer shall US Department of Labor December 31, 2013
posting detailed disbursement preserve for at least three and FLSA 29 CFR Part 516
summary years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
CITY STORAGE UNIT
2010 balance report Each employer shall US Department of Labor December 31, 2013
preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
2010 termination employee Each employer shall US Department of Labor December 31, 2013
report preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
17-18 #22 2006 July-Dec property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Closed Risk Management-
Claims Claims, Damage
2006 Jan-June property damage CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
2006 misc incident CL + 5 Administration- GC34090; GC25105.5 December 31, 2011
Risk Management-
Claims, Damage
CITY STORAGE UNIT
1999 dependent status for health Each employer shall US Department of Labor December 31, 2002
benefits forms preserve for at least three and FLSA 29 CFR Part 516
years payroll records,
collective bargaining
agreements, sales and
purchase records. Records
on which wage
computations are based
should be retained for two
years, i.e., time cards and
piece work tickets, wage
rate tables, work and time
schedules, and records of
additions to or deductions
from wages.
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
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
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