city of fillmore AWS
TO:
CITY OF FILLMORE CENTRAL PARK PLAZA 250 Central Avenue Fillmore, California 93015-1907 (805) 524-3701 ● FAX (805) 524-5707 Mayor and City Council
FROM:
Diana Impeartrice, Human Resources Director/Deputy City Clerk
DATE:
September 26, 2017
RE:
NOTICE OF DESTRUCTION OF OBSOLETE RECORDS PURSUANT TO CITY’S RETENTION SCHEDULE IN FILLMORE MUNICIPAL CODE CHAPTER 2.63 AND ADOPTION OF RESOLUTION 17-3613 APPROVING DESTRUCTION OF CERTAIN OBSOLETE RECORDS FROM THE FINANCE DEPARTMENT
REQUEST The City Clerk’s Office is responsible for overseeing records management and the destruction of obsolete records. Records potentially eligible for destruction are identified by the Clerk’s office or a department and verified by the Clerk’s and City Attorney’s office and approved by the City Council by the adoption of a resolution which identifies the obsolete records to be destroyed and memorializes what records are being destroyed. DISCUSSION Each August, each department is to conduct annual inventory of all records with the assistance of the City Clerk and submit a request for the City Clerk to destroy obsolete records (Section 2.63.040). The Finance Department identified records in August 2017 that were approved for destruction after July 1, 2017. The department reviewed the inventory in August and has identified obsolete records to be destroyed. The inventory was cataloged and compared against the records retention schedule to identify records beyond the retention schedule limit. The list of records proposed for destruction is attached as Exhibit “A” to Resolution 17-3613. The Clerk’s Office seeks Council’s adoption of Resolution 17-3613 to proceed with destruction of the identified records on or after September 27, 2017. At this time staff is exploring options for destruction of records including shredding on-site or the possibility of utilizing a shredding service. FISCAL IMPACT The cost is estimated at $350.00 and is budgeted under line item 101-4208-0031-310.
Destruction of Obsolete Records September 26, 2016 Page 2 of 2
RECOMMENDATION 1. City Council review the list of records proposed for destruction pursuant to FMC Section 2.63; and 2. Adopt City Council Resolution 17-3613 approving Destruction of Obsolete Records and directing the City Clerk to carry out this process on or after September 27, 2017. ATTACHMENTS Attachment 1:
01148/0001/126162.1
Resolution 17-3613, Destruction of Obsolete Records
RESOLUTION NO. 17-3613 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FILLMORE, CALIFORNIA AUTHORIZING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS IN THE FINANCE DEPARTMENT WHEREAS, the Deputy City Clerk has requested City Council authorization to destroy certain obsolete and unnecessary records now in the City’s possession; and WHEREAS, it is in the best interests of the City to retain essential, historical records and to appropriately destroy non-essential, non-historical records when the need for their existence has ended; and WHEREAS, Fillmore Municipal Code (“FMC”) Section 2.63.020 "Destruction of records” authorizes the city clerk to cause the destruction of any document, instrument or record at any time after expiration of its period of retention as described in FMC Section 2.63.010; and WHEREAS, staff in the Finance Department has determined that certain original records are no longer required for administrative/operational, legal, fiscal or historical purposes; and WHEREAS, City Clerk Department staff has reviewed the records specified in Exhibit "A" of this resolution and recommends their destruction; and WHEREAS, the city attorney consents to the destruction of the records described on Exhibit "A"; and WHEREAS, said request is in accordance with the procedures and requirements of FMC Chapter 2.36 and Section 34090 of the California Government Code which provides that the head of a city department may destroy certain city records, documents, or instruments under his/her charge without duplication, with the approval of the City Council by resolution and with the written consent of the City Attorney. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF FILLMORE, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS: Section 1. That the City Council hereby approves the destruction of the records, documents, instruments, books or papers, as listed on Exhibit “A” and attached hereto. SECTION 2. That this resolution does not authorize destruction of: a.
Records affecting the title to real property or a lien thereon;
b.
Court records or records relating to legal proceedings;
01148.0001/299387.1
c.
Records required to be kept by statute; or
d.
The minutes, ordinances, or resolutions of the legislative body of the City Council of the City or of any board or commission.
SECTION 3. That the City Clerk Department is directed to (a) supervise the destruction of those records designated in Exhibit "A", (b) ensure that confidential records are destroyed by shredding, and c) certify to the destruction of said records and maintain a permanent file of Authorizations to Destroy Records and Certificates of Records Destruction. PASSED AND ADOPTED this 26th day of September 2017.
______________________________ CARRIE BROGGIE, MAYOR ATTEST:
______________________________ OLIVIA CARRERA LOPEZ, CITY CLERK
APPROVED AS TO FORM:
______________________________ TIFFANY ISRAEL, CITY ATTORNEY
01148.0001/299387.1
EXHIBIT "A"
BOX # 627 628 629 630 631 632 633 634 635 636 637 638 639 640 641 642 643 644 645 698 699 700 701 702 703 704 705 706 707 712 713 714 715 716 717 718 719 720 721 722 723 724 725 726 727 728 729 730 731 732 733 734 735 736 737 738 739 740 741 742 743 744 745 746 747 748 749 750 751 752 753 754 755 756 757 758 759 760 761 762 763 764 765 766 767 768 769 770 771 772 773 774 775
DESCRIPTION 2009/2010 Accounts Payable Detailed Reports July-December 2009 2009/2010 Accounts Payable Detailed Reports January-June 2010 2009/2010 Accounts Payable Checks A Miscellaneous-David Burkhart 2009/2010 Accounts Payable Checks C Miscellaneous-Ernie's Auto 2009/2010 Accounts Payable Checks F Miscellaneous-Fruit Growers 2009/2010 Accounts Payable Checks G Miscellaneous-Knorr Systems 2009/2010 Accounts Payable Checks S Miscellaneous - Souther California Edison 2009/2010 Accounts Payable Checks Sports Supply Grpoup-US Bank 2009/2010 Accounts Payable Trust Checks 9694-9964 2009/2010 General Ledger Journal Entries October-December 2009 2009/2010 General Ledger Journal Entries January-March 2010 2009/2010 General Ledger Journal Entries April-June 2010 2009/2010 Cash Receipts Revenue Files Taxes-Water NSF 2009/2010 Bank Reconciliations 2009/2010 Bank Reconciliations 2009/2010 Utility Billing MVRS Route Reports 2009/2010 Wire File July-December 2009 2009/2010 Wire File January-June 2010 2009/2010 Accounts Payable Checks Senior Center and VMD 2005/2006 AP Vendor Files S.P. Pazargad - Santa Clara Valley Disposal 2005/2006 AP Vendor Files City of Fillmore - Lunetta Appraisal 2005/2006 AP Vendor Files Channel Counties Division - Fillmore Chamber of Commerce 2005/2006 UB On/Off Orders July - December 2008/2009 CR Daily Deposit Files 3/19/2009 - 4/29/2009 2008/2009 UB Final Billing Worksheet, Final Billing Register, Door Hangers 2008/2009 GL Journal Entries July - September 2008/2009 AP Vendor Files U Misc. - SCE 2008/2009 AP Vendor Files Paramount - L Misc. 2008/2009 UB Trial Balance, ACH Prenote, Utility Refunds 2009/2010 UB Billing Register November - December 2009/2010 CR Daily Deposit Files 8/7/2009 - 9/17/2009 2009/2010 CR January - March 2009/2010 UB Adjustments 2009/2010 PR Register July - September, Cash-Ins 7/09 - 12/09 2008/2009 UB Billing Register January - February 2008/2009 UB NSF Checks, Deposit/Connection Billing, Aging Report 2008/2009 AP Vendor Files Dell - Fillmore City 2008/2009 GL Journal Entries February - May 2008/2009 AP Vendor Files Fillmore Piru Memorial Dist. - Krizer 2008/2009 UB Adjustments 2004/2005 AP Vendor Files Platinum Plus - So.Ca.Muni Athletic Fed 2004/2005 AP Vendor Files Fillmore Fire Dept. - M Misc. 2004/2005 AP Vendor Files SCE - V Misc. 2004/2005 AP Vendor Files Channel Co. Wtr. Utility - Fillmore Building Supply 2004/2005 AP Vendor Files A Misc. - Channel Counties Division 2009/2010 PR Accounts Payable A - I 2009/2010 CR Daily Deposit Files 7/1/2009 - 8/6/2009 2009/2010 CR July - September 2009/2010 CR October - December 2009/2010 CR Revenue Files Court Fees - Leases/SML 2009/2010 CR Revenue Files Boys & Girls Club - City Clerk 2009/2010 CR April - June 2009/2010 UB Billing Register March - April 2009/2010 UB MVRS Route Reports 2009/2010 Passport Submittals & Purchase Orders 2009/2010 UB Billing Register May - June 2009/2010 PR Accounts Payable 2009/2010 AP Senior Center Warrant, VMD Warrant 2009/2010 PR Register April - June 2009/2010 CR Daily Deposit Files 3/29/2009 - 5/10/2010 2009/2010 PR Register October - December 2009/2010 UB Meter Proof List 2009/2010 UB Billing Register July - August 2009/2010 CR Daily Deposit Files 9/18/2009 - 10/26/2009 2009/2010 PR O - Z 2009/2010 UB Meter Proof List, Service Request Forms 2009/2010 CR Daily Deposit Files 2/4/2009 - 3/26/2010 2009/2010 PR G - N 2009/2010 CR Daily Deposit Files 10/29/2009 - 12/11/2009 2009/2010 AP Voided Checks, VMD Warrants, Senior Center Warrants 2009/2010 CR Revenue Files Passports - Senior Center 2009/2010 UB Adjustments, Late Noices 2009/2010 CR Daily Deposit Files 5/11/2009 - 6/30/2010 2009/2010 CR Daily Deposit Files 12/14/2009 - 2/3/2010 2009/2010 CR Revenue Files Live Scans - Passports 2009/2010 UB Billing Register July - August 2009/2010 PR A - F 2009/2010 UB Billing Register September - October 2008/2009 UB MVRS Route Reports 2008/2009 Passport Files, AP Vendor Files A Misc. - A & M Lawnmower 2008/2009 Purchase Orders, Passport Submittals 2008/2009 AP Vendor Files A-1 Truck - Boyle Engineering 2008/2009 GL Journal Entries October - January 2008/2009 AP Vendor Files Patterson Hardware - Sp. Sup. Grp. 2008/2009 AP Vendor Files De Lage Landen - Brakewater 2008/2009 CR Daily Deposit Files 10/9/2008 - 11/5/2008 2008/2009 UB Late Notices, Doorhangers/Shut-Offs, NSF Checks Paid, Reconnections Paid 2008/2009 UB Meter Proof List 2008/2009 CR Revenue Files Enchroachment Permits - Memorial District 2008/2009 CR Revenue Files Contract - Development Impact 2008/2009 UB Aging Report, Trial Balance, MVRS Route Report 2004/2005 AP Vendor Files VCTC - Zep Manufacturing, VMD & Senior Center Warrants 2000/2001 & 2001/2002 AP Warrants Including VMD & Senior Center
RETENTION PERIOD
DESTRUCTION YEAR
7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years
2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2013 2013 2013 2013 2016 2016 2016 2016 2016 2016 2017 2017 2017 2017 2017 2016 2016 2016 2016 2016 2016 2012 2012 2012 2012 2012 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2016 2016 2016 2016 2016 2016 2016 2016 2016 2016 2016 2016 2016 2012 2009
627 628 776 777 778 779 780 781 782 783 784 785 786 787 788 789 798 799 800 801
2009/2010 Accounts Payable Detailed Reports July-December 2009 2009/2010 Accounts Payable Detailed Reports January-June 2010 2007/2008 AP Reports January - June 2003/2004 AP Vendor Files Santa Clara Valley Disposal - Taylor Equipment 2003/2004 AP Vendor Files Fillmore A/C & Heating - K Misc. 2003/2004 AP Vendor Files A Misc. - Cole, Lynn 2003/2004 AP Vendor Files Pyrospectaculars - SBBT 2003/2004 AP Vendor Files Collegiate Pacific - City of Fillmore 2003/2004 Purchase Orders 2003/2004 AP Vendor Files W Misc. - Zep Manufacturing, Trust Checks 8216 - 8423 2003/2004 AP Vendor Files Kalban, Inc. - Postmaster 2003/2004 AP Vendor Files Thompson Auto Parts - Valley Tractor 2007/2008 AP Reports July - December 2007/2008 AP Vendor Files A Misc. - B & R Farm Labor 2006/2007 AP Vendor Files January - June 2006/2007 AP Reports/Warrants Including VMD & Senior Center, Voided Check Reports 2000/2001 CR Revenue Files Permits - Senior Center 1996 - 2001 Film Permits 2002 - 2005 Film Permits 2006 - 2008 Film Permits
7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years
2017 2017 2015 2011 2011 2011 2011 2011 2011 2011 2011 2011 2015 2015 2014 2014 2008 2008 2012 2015
CITY OF FILLMORE CENTRAL PARK PLAZA 250 Central Avenue Fillmore, California 93015-1907 (805) 524-3701 ● FAX (805) 524-5707 Mayor and City Council
FROM:
Diana Impeartrice, Human Resources Director/Deputy City Clerk
DATE:
September 26, 2017
RE:
NOTICE OF DESTRUCTION OF OBSOLETE RECORDS PURSUANT TO CITY’S RETENTION SCHEDULE IN FILLMORE MUNICIPAL CODE CHAPTER 2.63 AND ADOPTION OF RESOLUTION 17-3613 APPROVING DESTRUCTION OF CERTAIN OBSOLETE RECORDS FROM THE FINANCE DEPARTMENT
REQUEST The City Clerk’s Office is responsible for overseeing records management and the destruction of obsolete records. Records potentially eligible for destruction are identified by the Clerk’s office or a department and verified by the Clerk’s and City Attorney’s office and approved by the City Council by the adoption of a resolution which identifies the obsolete records to be destroyed and memorializes what records are being destroyed. DISCUSSION Each August, each department is to conduct annual inventory of all records with the assistance of the City Clerk and submit a request for the City Clerk to destroy obsolete records (Section 2.63.040). The Finance Department identified records in August 2017 that were approved for destruction after July 1, 2017. The department reviewed the inventory in August and has identified obsolete records to be destroyed. The inventory was cataloged and compared against the records retention schedule to identify records beyond the retention schedule limit. The list of records proposed for destruction is attached as Exhibit “A” to Resolution 17-3613. The Clerk’s Office seeks Council’s adoption of Resolution 17-3613 to proceed with destruction of the identified records on or after September 27, 2017. At this time staff is exploring options for destruction of records including shredding on-site or the possibility of utilizing a shredding service. FISCAL IMPACT The cost is estimated at $350.00 and is budgeted under line item 101-4208-0031-310.
Destruction of Obsolete Records September 26, 2016 Page 2 of 2
RECOMMENDATION 1. City Council review the list of records proposed for destruction pursuant to FMC Section 2.63; and 2. Adopt City Council Resolution 17-3613 approving Destruction of Obsolete Records and directing the City Clerk to carry out this process on or after September 27, 2017. ATTACHMENTS Attachment 1:
01148/0001/126162.1
Resolution 17-3613, Destruction of Obsolete Records
RESOLUTION NO. 17-3613 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FILLMORE, CALIFORNIA AUTHORIZING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS IN THE FINANCE DEPARTMENT WHEREAS, the Deputy City Clerk has requested City Council authorization to destroy certain obsolete and unnecessary records now in the City’s possession; and WHEREAS, it is in the best interests of the City to retain essential, historical records and to appropriately destroy non-essential, non-historical records when the need for their existence has ended; and WHEREAS, Fillmore Municipal Code (“FMC”) Section 2.63.020 "Destruction of records” authorizes the city clerk to cause the destruction of any document, instrument or record at any time after expiration of its period of retention as described in FMC Section 2.63.010; and WHEREAS, staff in the Finance Department has determined that certain original records are no longer required for administrative/operational, legal, fiscal or historical purposes; and WHEREAS, City Clerk Department staff has reviewed the records specified in Exhibit "A" of this resolution and recommends their destruction; and WHEREAS, the city attorney consents to the destruction of the records described on Exhibit "A"; and WHEREAS, said request is in accordance with the procedures and requirements of FMC Chapter 2.36 and Section 34090 of the California Government Code which provides that the head of a city department may destroy certain city records, documents, or instruments under his/her charge without duplication, with the approval of the City Council by resolution and with the written consent of the City Attorney. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF FILLMORE, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS: Section 1. That the City Council hereby approves the destruction of the records, documents, instruments, books or papers, as listed on Exhibit “A” and attached hereto. SECTION 2. That this resolution does not authorize destruction of: a.
Records affecting the title to real property or a lien thereon;
b.
Court records or records relating to legal proceedings;
01148.0001/299387.1
c.
Records required to be kept by statute; or
d.
The minutes, ordinances, or resolutions of the legislative body of the City Council of the City or of any board or commission.
SECTION 3. That the City Clerk Department is directed to (a) supervise the destruction of those records designated in Exhibit "A", (b) ensure that confidential records are destroyed by shredding, and c) certify to the destruction of said records and maintain a permanent file of Authorizations to Destroy Records and Certificates of Records Destruction. PASSED AND ADOPTED this 26th day of September 2017.
______________________________ CARRIE BROGGIE, MAYOR ATTEST:
______________________________ OLIVIA CARRERA LOPEZ, CITY CLERK
APPROVED AS TO FORM:
______________________________ TIFFANY ISRAEL, CITY ATTORNEY
01148.0001/299387.1
EXHIBIT "A"
BOX # 627 628 629 630 631 632 633 634 635 636 637 638 639 640 641 642 643 644 645 698 699 700 701 702 703 704 705 706 707 712 713 714 715 716 717 718 719 720 721 722 723 724 725 726 727 728 729 730 731 732 733 734 735 736 737 738 739 740 741 742 743 744 745 746 747 748 749 750 751 752 753 754 755 756 757 758 759 760 761 762 763 764 765 766 767 768 769 770 771 772 773 774 775
DESCRIPTION 2009/2010 Accounts Payable Detailed Reports July-December 2009 2009/2010 Accounts Payable Detailed Reports January-June 2010 2009/2010 Accounts Payable Checks A Miscellaneous-David Burkhart 2009/2010 Accounts Payable Checks C Miscellaneous-Ernie's Auto 2009/2010 Accounts Payable Checks F Miscellaneous-Fruit Growers 2009/2010 Accounts Payable Checks G Miscellaneous-Knorr Systems 2009/2010 Accounts Payable Checks S Miscellaneous - Souther California Edison 2009/2010 Accounts Payable Checks Sports Supply Grpoup-US Bank 2009/2010 Accounts Payable Trust Checks 9694-9964 2009/2010 General Ledger Journal Entries October-December 2009 2009/2010 General Ledger Journal Entries January-March 2010 2009/2010 General Ledger Journal Entries April-June 2010 2009/2010 Cash Receipts Revenue Files Taxes-Water NSF 2009/2010 Bank Reconciliations 2009/2010 Bank Reconciliations 2009/2010 Utility Billing MVRS Route Reports 2009/2010 Wire File July-December 2009 2009/2010 Wire File January-June 2010 2009/2010 Accounts Payable Checks Senior Center and VMD 2005/2006 AP Vendor Files S.P. Pazargad - Santa Clara Valley Disposal 2005/2006 AP Vendor Files City of Fillmore - Lunetta Appraisal 2005/2006 AP Vendor Files Channel Counties Division - Fillmore Chamber of Commerce 2005/2006 UB On/Off Orders July - December 2008/2009 CR Daily Deposit Files 3/19/2009 - 4/29/2009 2008/2009 UB Final Billing Worksheet, Final Billing Register, Door Hangers 2008/2009 GL Journal Entries July - September 2008/2009 AP Vendor Files U Misc. - SCE 2008/2009 AP Vendor Files Paramount - L Misc. 2008/2009 UB Trial Balance, ACH Prenote, Utility Refunds 2009/2010 UB Billing Register November - December 2009/2010 CR Daily Deposit Files 8/7/2009 - 9/17/2009 2009/2010 CR January - March 2009/2010 UB Adjustments 2009/2010 PR Register July - September, Cash-Ins 7/09 - 12/09 2008/2009 UB Billing Register January - February 2008/2009 UB NSF Checks, Deposit/Connection Billing, Aging Report 2008/2009 AP Vendor Files Dell - Fillmore City 2008/2009 GL Journal Entries February - May 2008/2009 AP Vendor Files Fillmore Piru Memorial Dist. - Krizer 2008/2009 UB Adjustments 2004/2005 AP Vendor Files Platinum Plus - So.Ca.Muni Athletic Fed 2004/2005 AP Vendor Files Fillmore Fire Dept. - M Misc. 2004/2005 AP Vendor Files SCE - V Misc. 2004/2005 AP Vendor Files Channel Co. Wtr. Utility - Fillmore Building Supply 2004/2005 AP Vendor Files A Misc. - Channel Counties Division 2009/2010 PR Accounts Payable A - I 2009/2010 CR Daily Deposit Files 7/1/2009 - 8/6/2009 2009/2010 CR July - September 2009/2010 CR October - December 2009/2010 CR Revenue Files Court Fees - Leases/SML 2009/2010 CR Revenue Files Boys & Girls Club - City Clerk 2009/2010 CR April - June 2009/2010 UB Billing Register March - April 2009/2010 UB MVRS Route Reports 2009/2010 Passport Submittals & Purchase Orders 2009/2010 UB Billing Register May - June 2009/2010 PR Accounts Payable 2009/2010 AP Senior Center Warrant, VMD Warrant 2009/2010 PR Register April - June 2009/2010 CR Daily Deposit Files 3/29/2009 - 5/10/2010 2009/2010 PR Register October - December 2009/2010 UB Meter Proof List 2009/2010 UB Billing Register July - August 2009/2010 CR Daily Deposit Files 9/18/2009 - 10/26/2009 2009/2010 PR O - Z 2009/2010 UB Meter Proof List, Service Request Forms 2009/2010 CR Daily Deposit Files 2/4/2009 - 3/26/2010 2009/2010 PR G - N 2009/2010 CR Daily Deposit Files 10/29/2009 - 12/11/2009 2009/2010 AP Voided Checks, VMD Warrants, Senior Center Warrants 2009/2010 CR Revenue Files Passports - Senior Center 2009/2010 UB Adjustments, Late Noices 2009/2010 CR Daily Deposit Files 5/11/2009 - 6/30/2010 2009/2010 CR Daily Deposit Files 12/14/2009 - 2/3/2010 2009/2010 CR Revenue Files Live Scans - Passports 2009/2010 UB Billing Register July - August 2009/2010 PR A - F 2009/2010 UB Billing Register September - October 2008/2009 UB MVRS Route Reports 2008/2009 Passport Files, AP Vendor Files A Misc. - A & M Lawnmower 2008/2009 Purchase Orders, Passport Submittals 2008/2009 AP Vendor Files A-1 Truck - Boyle Engineering 2008/2009 GL Journal Entries October - January 2008/2009 AP Vendor Files Patterson Hardware - Sp. Sup. Grp. 2008/2009 AP Vendor Files De Lage Landen - Brakewater 2008/2009 CR Daily Deposit Files 10/9/2008 - 11/5/2008 2008/2009 UB Late Notices, Doorhangers/Shut-Offs, NSF Checks Paid, Reconnections Paid 2008/2009 UB Meter Proof List 2008/2009 CR Revenue Files Enchroachment Permits - Memorial District 2008/2009 CR Revenue Files Contract - Development Impact 2008/2009 UB Aging Report, Trial Balance, MVRS Route Report 2004/2005 AP Vendor Files VCTC - Zep Manufacturing, VMD & Senior Center Warrants 2000/2001 & 2001/2002 AP Warrants Including VMD & Senior Center
RETENTION PERIOD
DESTRUCTION YEAR
7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years
2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2013 2013 2013 2013 2016 2016 2016 2016 2016 2016 2017 2017 2017 2017 2017 2016 2016 2016 2016 2016 2016 2012 2012 2012 2012 2012 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2017 2016 2016 2016 2016 2016 2016 2016 2016 2016 2016 2016 2016 2016 2012 2009
627 628 776 777 778 779 780 781 782 783 784 785 786 787 788 789 798 799 800 801
2009/2010 Accounts Payable Detailed Reports July-December 2009 2009/2010 Accounts Payable Detailed Reports January-June 2010 2007/2008 AP Reports January - June 2003/2004 AP Vendor Files Santa Clara Valley Disposal - Taylor Equipment 2003/2004 AP Vendor Files Fillmore A/C & Heating - K Misc. 2003/2004 AP Vendor Files A Misc. - Cole, Lynn 2003/2004 AP Vendor Files Pyrospectaculars - SBBT 2003/2004 AP Vendor Files Collegiate Pacific - City of Fillmore 2003/2004 Purchase Orders 2003/2004 AP Vendor Files W Misc. - Zep Manufacturing, Trust Checks 8216 - 8423 2003/2004 AP Vendor Files Kalban, Inc. - Postmaster 2003/2004 AP Vendor Files Thompson Auto Parts - Valley Tractor 2007/2008 AP Reports July - December 2007/2008 AP Vendor Files A Misc. - B & R Farm Labor 2006/2007 AP Vendor Files January - June 2006/2007 AP Reports/Warrants Including VMD & Senior Center, Voided Check Reports 2000/2001 CR Revenue Files Permits - Senior Center 1996 - 2001 Film Permits 2002 - 2005 Film Permits 2006 - 2008 Film Permits
7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years 7 Years
2017 2017 2015 2011 2011 2011 2011 2011 2011 2011 2011 2011 2015 2015 2014 2014 2008 2008 2012 2015
