Destruction of Certain Records 12-06-16

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
SR 2016-1207
December 6, 2016
Consent Agenda
TO:
Honorable Mayor and City Council Members
SUBMITTED BY:
Ashlee Wright, City Clerk

Leslie Fenton, Executive Assistant
APPROVED BY:
Chip Rerig, City Administrator
SUBJECT:
Adoption of a resolution authorizing the destruction of certain records in

accordance with 34090 et. seq. of the Government Code.
RECOMMENDATION
Adopt the resolution and authorize staff to proceed with the destruction of records.
BACKGROUND / SUMMARY
At the 6 June 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
records that are eligible for destruction and are listed in Exhibits A City Hall Boxes 1-15, B City Hall Boxes
16-26, and C City Storage Unit Boxes.
The City Attorney has reviewed the list of documents and has authorized their destruction. Destruction will be
completed after January 1, 2017.
FISCAL IMPACT
Funds for document destruction were included in the fiscal year 16-17 budget.
PRIOR CITY COUNCIL ACTION
N/A
ATTACHMENTS
1.
2.
3.
4.
Resolution
Exhibit A City Hall Boxes 1-15
Exhibit B City Hall Boxes 16-26
Exhibit C City Storage Unit Boxes
Law Offices
PERRY AND FREEMAN
P.O.Box805
Cannel-by-the-Sea, CA 93921-0805
(831) 624-5339
FAX (831) 624-5839
MEMORANDUM
To:
Ashlee Wright
City Clerk
City of Carmel-by-the-Sea
From:
Donald G. Freeman
City Attorney
Date:
November 29, 2016
Re:
Resolution No. 2016 Destruction of Certain Records
As City Attorney for the City of Carmel-by-the-Sea I hereby consent

to the destruction of the documents listed on Exhibit "A" attached
hereto after approval by resolution is obtained from the Carmel-bythe-Sea City Council pursuant to Government Code Section 34090.
If you have any questions or comments please contact me prior to
destroying the documents.
City Attorney
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2016-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS IN ACCORDANCE WITH 34090 et seq. OF THE GOVERNMENT
CODE
WHEREAS, the City of Carmel-by-the-Sea has an ongoing program for the destruction of records in
accordance with 34090 et seq. of the Government Code of the State of California; and
WHEREAS, the Government Code states that unless otherwise provided by law, records that are two
years old may be destroyed upon consent of the legislative body; and
WHEREAS, it has been determined that certain documents are no longer of value to the organization of
the City.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-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 Exhibits A, B
and C attached hereto.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th
day of December 2016, by the following roll call vote:
AYES:
COUNCILMEMBERS:
NOES:
COUNCILMEMBERS:
ABSENT:
COUNCILMEMBERS:
ABSTAIN:
COUNCILMEMBERS:
SIGNED:
ATTEST:
_______________________
Steve G. Dallas, Mayor
___________________________
Ashlee Wright, City Clerk
BOX 1 2016
EXHIBIT A
ITEM
RETENTION
City of Carmel Annual Financial Report June 30, 2008 Marcello &
Co
Monterey Regional Waste Management District Financial
Statements June 30, 2009 and 2008
Appraisal Report The Hodges Property July 1997
AU +7
Financial -Annual
AU +7
Financial -Annual
CL + 2
Analysis of Workers Compensation Reserves as of June 30, 2000
CL + 5
Mandated cost claims filed on Citys behalf for FY 2004-05
AU +7
Financial -Annual
AU +7
Financial -Annual
Rebate Calculation for the period from October 23, 2001 to October
1, 2006 for the issuance of $9,900,000 Sunset Center Lease Revenue
Certificates of Participation Series 2001, as of October 23, 2001
Union Bank bank statements - 2010
ePlanning statements 2008
Certificates of Participation Evidencing the Direct, Undivided
Fractional Interests of the Owners Thereof in Lease Payments to be
Made by the City of Carmel-by-the-Sea Purchase of Hodges
Property June 30, 1990
Union Bank Public Improvement Authority Certificates of
Participation Series 1990 Lease Payment Fund statements Rio
Park January 2002 thru August 2003
Copies of employee At-Will Agreements
AU + 2
Treasurer Bank
Statements
AU + 2
Treasurer Bank
Statements
CL + 10
Development
Property
Acquisition
AU + 2
Treasurer Bank
Statements
Non-record
CITATION
DESTUCTION
DATE
GC34090.7
December 2016
GC34090.7
December 2016
GC34090
GC6254 (h)
OMB 12200029;29
CFR1904.4;GC
34090
GC34090.7
December 2016
GC34090.7
December 2009
FC3368,
30210; GC
43900 et. Seq.
FC3368,
30210; GC
43900 et. Seq.
GC34090a;
GC6254
December 2013
FC3368,
30210; GC
43900 et. Seq.
December 2006
December 2006
December 2013
December 2011
December 2001
DESTROYED
DATE
Lopez-Frincke/Burch/Conroy/Cubbage/Giuffre/ Guillen/Rawson
Copy of Talentwise Master Services Agreement for background
checks
Copies of stop payments & replacement checks
Freeman/Hazdovac/Peiken/Perotti/Johnson/Maschmeyer/Allender/
Evans/Kohl/Pugno/Uretsky/Brooks/Hanson/Wynn/Kofman/Willett/
1999-2009
Copy - DMV Governmental Requestor Account Application - 1991
City of Carmel Actuarial Review of the Self-Insured Workers
Compensation Program June 2008
City of Carmel Actuarial Review of the Self-Insured Workers
Compensation Program June 2007
Cal Fire Fire Protection Proposal October 2009
Alliant Insurance Services Appraisal Services Selected Assets

6/27/2008
Copies of Hanson PARs 2005-2014

Copies of City of Carmel salary schedule 2011
Copy of letter to Stilwell from Don Rhoads, Finance Director for City
of Monterey FY 2013/14 budget projection for Interim Ambulance
Administration Services dated 3/14/2013
Miscellaneous fund reports from MOM 2003
CSAC Excess Insurance Authority General Liability Program Proposal
2007-2008 Final Proposal
Non-record
Non-record
Non-record
AU +7
Financial -Annual
AU +7
Financial -Annual
GC34090.7
December 2015
GC34090.7
December 2014
CU + 2
Purchasing
Bids, RFQs
Unsuccessful
CL + 5
Administration
Risk
Management Reports
Non-record
Non-record
Non-record
GC34090;CCP
337
AU + 2
Accounting
Budget
AU + 4
Finance
Purchasing
BIDs, RFQs,
GC34090
OMB 12200029;29
CFR1904.4; GC
34090
GC34090; CCP
337
December 2013
RFPs
Safety Meeting Notes 2005-2007
Applications, Affirmative Action Voluntary Information forms and
resumes for various positions - Project Manager (2013), Human
Resources Manager (2013), Building Official (2013), Firefighter
(1999), Administrative Assistant (1999, 2001), Police Officer (1995,
2003), Librarian (1999),
Non-record
CL + 3
AdministrationHuman
ResourcesRecruitment
Copies of various e-mails requesting IT needs 2013

2011 Plan Year Renewal Health & Welfare Benefit Plans Effective
July 1, 2011 prepared by Barney & Barney
Non-record
CU + 2
Administration
Human
Resources Reports
Non-record
Hand written log of employee range/step and due dates

(2007,2008, 2009, 2010, 2011)
PERS Contribution Rate Letters 1977-2010
Hand written log of employee range/step and due dates (2012,

2013)
Section 125 Bank Deposit confirmations (2009-2011)
Printouts of Range/Step scales PD Non-safety (2007-2011)

Printouts of Range/Step scales At-Will/Management/Liuna (20072010)
Completed Job Information Questionnaire Classification Study
(2002)
Reference:
GC12946;
GC6250 et
seq; 29 CFR
1602 et seq 29
CFR 1607;
29CFR
December 2016
GC34090
December 2014
GC34090
December 2014
AU + 4
GC34090;
Finance
CCP 337
Accounting
Deposits/receipts
Non-record
Non-record
December 2014
thru
December 2016
CU + 2
Administration
December 2004
CU + 2
Administration
Human
Resources Reports
Non-record
GC 12946,
34090; 29 CFR
Human
Resources Surveys &
Studies
516.6(2); 29
CFR
BOX 2 - 2016
ITEM
Audio Tapes
Forest & Beach Commission meeting cassette tapes 2003, 2004,
2005
Audio Tapes
Historic Preservation Committee/Historic Resources Board 2004,
2005
RETENTION
CU + 3 mos.
Administration tapes,
Audio/video
CU + 3 mos.
Administration tapes,
Audio/video
CITATION
DESTUCTION
DATE
GC 34090.7
December 2008
GC 34090.7
December 2008
DESTROYED
DATE
BOX 3 - 2016
ITEM
Hand written Coastal Healthcare invoice calculations &
purchase orders 2003-2005
AFLAC Correspondence/Premium Statements /Service

Fee 2003-2004
AFLAC Correspondence/Premium Statements /Service

Fee 2005
PERS Annual Valuation Report 2003
Pre-employment physical invoices from Doctors on

Duty 1999, 2004
Miscellaneous copies of purchase orders and back-up

2003
RETENTION
AU +4
Finance
Accounting
Accounts
Payable
AU +4
Finance
Accounting
Accounts
Payable
AU +4
Finance
Accounting
Accounts
Payable
AU + 7
Finance
Payroll
Financial,
Annual
AU +4
Finance
Accounting
Accounts
Payable
AU +4
Finance
Accounting
Accounts
Payable
CITATION
DESTUCTION
DATE
GC34090
December 2010
GC34090
December 2009
GC34090
December 2010
GC34090.7
GC34090
December 2004 &

2009
GC34090
December 2008
DESTROYED
DATE
Copies of POA MOUs 7/1/2009 thru 6/30/2012

Copies of Firefighters Association MOU 7/1/2007 thru
6/30/2010
Copies of General Employees Association MOU
7/1/2013 thru 6/30/2014
Copies of Management Employees Association
MOUn7/1/2007 thru 6/30/2009
OSHA Form 300A Summary of Work-Related Injuries
and Illnesses 2002, 2003,2005
Monthly Management Information Reports Workers
Compensation - from Tristar Risk Management 2006,
2007
Miscellaneous copies of agenda staff reports
insurance 1985-1987
Miscellaneous copies of agenda staff reports MOUs
1987-1991
Copies of Purchase Orders to Ralph Anderson & Assoc.
for various position recruitments 2001, 2002
Board & Commission Applications/Oath/Form

700/Ethics
CA&CC, F&B, HRB, HML,PC 2005-2011
See below for specific names*
Traffic Committee memos, copies of reports
1990,2006, 2007
Non-record
Non-record
Non-record
Non-record
5 years
Cal-OSHA 14300.33
CL + 5
Risk
Management
Reports
CU + 2
Administration
Legal - Agendas
CU + 2
Administration
Legal - Agendas
AU + 4
Finance
Accounting
Accounts
Payable
T+5
Administration
Legal
Applications,
Boards Appointed
CU + 2
Administration
Legal Agenda
reports
OMB 1220-0029; 29
CFR1904.4; GC 34090
December 2007,
2008, 2010
December 2011,
2012
GC34090
December 1989
GC34090
December 1993
GC34090
December 2007
GC34090; GC40801
December 2016
GC34090(d)
December 2009
Carmel Art Board member files 2006

See attached list of specific names
Bid Docs 2007 Sunset Center Landscape Phase II
Pavement Management & Truck Impact Fee copies of

staff reports, studies and correspondence 2007-2009
T+5
Administration
Legal
Applications,
Boards Appointed
AU + 5
Finance
Purchasing
Bids, RFQs
CU + 2
Administration
Legal Agenda
reports
GC34090; GC40801
December 2008
GC34090; CCP 337
December 2013
GC34090(d)
December 2011
NAME
Coniglio, Phil
Gambill, Phyllis
Jones, Nancy
Klaumann, Clyde
Korhr, Conrad
Coss, Kathleen
Ford, Joseph
John, Nancy
Lynch, Victoria
Miller, Peggy
Pritchett, William
Tierney, Bob
Urquhart, Kevan
Caloiaro, Nicole (Schroeder)
Coss, Paul
Holz, Kay
Henney, Kathleen
Lagerholm, Earl
Little, Mathew
Prishmont, Quincy
Wiese, Don
Evans, David
Irvine, Robert
Lynch, Michael
Sharp, Dennis
Ungaretti, Elizabeth
Vardamis, Frances
Swift, Denise
BOARD/COMMISSION
CA&CC
CA&CC
CA&CC
CA&CC
CA&CC
F&B
F&B
F&B
F&B
F&B
F&B
F&B
F&B
HRB
HRB
HRB
HRB
HRB
HRB
HRB
HRB
HML
HML
HML
HML
HML
HML
HML
YEAR TERMINATED
2007
2006
2008
2011
2011
2009
2011
2009
2011
2007
2008
2008
2005
2010
2006
2006
2005
2011
2011
2010
2007
2006
2011
2011
2007
2011
2007
2007
Cunningham, Michael
Culver, Julie
Hewer, Alan
Sharp, Karen
Strid, Bill
Talmage, Ken
Wilson, Robin
Hornik, Todd
Conmy, Thomas
Clifford, Robert
Neidenbert, Warren
Roetter, Carl
Spencer, Robert
Kitselman, Leslie
Sharp, Karen
Reimers, Janet
Sapp, Jonathan
Paterson, Keith
Lynch, Michael
Bell, Mary
LePage, Michael
Anvil, Eleen
Holliday, Belinda
Lohmann, Ed
Nichols, Margaret
Rosenstein, Miriam
PC
PC
PC
PC
PC
PC
PC
PC
Traffic Safety Commission disbanded 2006
Design Review Board disbanded 2009
Carmel Art Board
Carmel Art Board
Carmel Art Board
Carmel Art Board
Carmel Art Board
2004
2006
2010
2009
2009
2006
2010
2011
2006
2006
2006
2006
2006
2009
2009
2009
2009
2009
2009
2009
2009
2006
2006
2006
2006
2006
BOX 4 - 2016
ITEM
Miscellaneous copies of purchase orders &
supporting documentation 2007, 2008, 2009, 2011
Final Pavement Management Program Executive
Summary, Inventories & Budget Analysis Reports
2007
HDL Companies Sales Tax Reports Revenue
Received
3rd Quarter 2010
2nd Quarter 2010
1st Quarter 2011
4th Quarter 2011
2nd Quarter 2011
3rd Quarter 2011
2nd Quarter 2012
1st Quarter 2012
City of Carmel-by-the-Sea Actuarial Valuation of
Postemployment Medical Benefits January 2009
Copy of City of Orinda FY 2008-09 Budget
Fire Engine financing lease quotes correspondence
2009
State Mandated Costs Claims & Reimbursements
2004, 2005, 2006
RETENTION
CITATION
AU+ 4
Finance Accounting
Accounts Payable
CL + 2
PW Reports/Studies
GC34090
AU + 3
Finance Accounting
Taxes, Receivable
CCP338
AU + 4
Administration - Reports
Non-record
AU + 5
Finance Purchasing
Bids, RFQs, RFPs
GC34090;
OMB A-128
A claimant must maintain

records for the statutory
period in which the claim is
subject to audit by the SCO.
Pursuant to Government
Code section 17558.5, the
GC34090
DESTUCTION
DATE
December 2012,
2013, 2014,
2016
December 2009
December 2014
December 2015
December 2011
GC34090;
CCP 337
Government
Code section
17558.5
December 2009
DESTROYED
DATE
Centration Contract Mandated Cost Claims 2001

MPRPD Grant Forest Hill Park 2007 copies of
checks, invoices, reimbursement claim
Quotes, e-mails, budget sheets for parking machines
at Sunset & Bus parking area -2010
Miscellaneous information/correspondence/emails/notes on grant possibilities 2006,2007
Waste Management Recycling Grant requests 2010
SCO must initiate an audit

within three years of the
date on which a claimant
files or last
amendswhichever is
lateran actual
reimbursement claim.
T+5
Administration Legal
Contracts
T+4
Administration Grants
AU + 5
Finance Purchasing
Bids, RFQs, RFPs
CL + 2
Unsuccessful
T+4
AU + 4
Finance Accounting
Accounts Receivable
Beverage Container Redemption Fee (Grant) receipts AU + 4
Finance Accounting
FY 2000-01/2001-02/2002-03/2003-04
Accounts Receivable
CU + 2
Carmel Sanitary District/Pebble Beach Co.
Administration
correspondence RE: CAWD Water Reclamation
Correspondence
Project 1990-1991
Traffic Congestion Relief funds receipts FY 200001/2001-02/2002-2003
CCP 337.2,
343;
December 2006
GC34090;
24 CFR
570.502 24
CFR85.42
GC34090;
CCP 337
December 2012
GC34090
December 2010
GC34090;
24 CFR
570.502 24
CFR85.42
GC34090
December 2014
GC34090
December 2008
GC34090(d)
December 1993
December 2015
December 2008
1989 List of Volunteers by City department
Volunteer Acknowledgment forms 1989-1996, 2007
Forest Hill Park Playground Safety Audit Report

November 2000
Rio Park Refinance 2003 bond payment
Sunset Theater Endowment Fund Fund Activity
Summary 2010, 2011
Copies of Check Registers July thru Nov.
2009/August 2010/June, September thru November
2011
AFLAC Flexible Benefits Plan Establishment of the
Plan 01/01/01-12/31/01
Copy Draft Budget Fiscal Years 2009/10 through
2011/12
2009-10
2013/14
2012/13
Copy Adopted Budget Fiscal Years 2004/05 through
CU + 2
Administration Human
Resources Personnel
Records
CU + 2
Resources Personnel
Records
AU + 4
GC34090;
GC6250
December 1991
GC34090;
GC6250
December 2009
December 2004
CL + 10
AU + 4
December 2013
December 2015,
2016
December 2012,
2013, 2014
AU + 2
Finance Accounting
Warrant Register
GC34090.7
T+5
Administration Legal Contracts & Agreements
CCP 337.2,
343;
B&P7042.5
GC34090
December 2006
GC34090
December 2011
GC34090
December 2015
GC34090
December 2014
GC34090
December 2010
S
Administration Audit
Budget Operating (copies)
S
S
S
S
December 2013
2006/07
2010/11
Class and Comp Study 2007
Miscellaneous correspondence Section 125 Plans

1999, 2000, 2005, 2003
IRC Section 125 Flexible Spending Plan BeneSphere
Administrators 1998, 1997
Print out of Billing Audit Trail MOM Report June
2012

S
CU + 2
Resources
Surveys & Studies
CU + 2
Administration
Correspondence
CL + 4
Resources Benefit Plan
AU + 2
Finance Accounting
Billing Records
GC34090
December 2012
GC12946,
34090; 29
CFR
516.6(2); 29
CFR
GC34090(d)
December 2009
GC34090;
OMB A-128
December 2004
GC34090
December 2015
December 2005
BOX 5 - 2016
ITEM
Koff & Associates Market compensation study
June 2013
Salary table MOM report printed 2014
Municipal Code/MOU reference materials copies

of MOUs
Copies of Comcast Franchise checks/receipts
2011, 2012
Completed Interest Forms for positions in the City
2009 thru 2010 only to be held for 6 months per
form
Miscellaneous copies of checks/MOM reports
2009, 2010
Copies of documents Sunset sidewalk overlay

project 2003
Copies of documents Sidewalk repairs
1999/2000/2001
1995 Drainage Study from Neill Engineers Corp.
RETENTION
CITATION
DESTUCTION
DATE
December 2015
CU + 2
Administration
Human Resources
Surveys & Studies
CU + 2
Administration
Human Resources
Surveys & Studies
Non-record
GC12946,
34090; 29 CFR
516.6(2); 29
CFR
GC12946,
34090; 29 CFR
516.6(2); 29
CFR
AU + 4
Finance Accounting
Accounts Receivable
6 months
GC34090
December 2015,
2016
States on form
held for 6
months
GC34090
December 2009 &

2010
GC34090d
December 2005
GC34090d
December 2001,
2002,2003
GC34090d
December 1997
AU + 4
Finance Accounting
Accounts Payable
CU + 2
Development General
Subject Files
CU + 2
Development General
Subject Files
CU + 2
December 2016
December 2015
DESTROYED
DATE
Playground Safety Audit Report November 2000

Cell phone policy research 2007
Miscellaneous copies of receipts/orders/invoices
1998 thru 2012
Copy of Enforcement issues documents
Proposal for Granicus software February 2013
Computer Equipment Inventory Worksheets
(McInchak) no date
Copies of Forest & Beach Commission Agenda
packets 2013-2014
Development General
Subject Files
CL + 2
Public Works Parks
Reports - Others
Non-record
AU + 4
Finance Accounting
Accounts
Payable/Receivable
Non-record
CU + 2
Finance - Purchasing
Bids/RFPs unsuccessful
S+2
Administration
Information Services
Inventory
CU + 2
Agendas
Administrative Coordinator Recruitment October

2006
CL + 3
Resources - Recruitment
Copies of documents requested by Law Office of

Vincent Hurley in McInchak v. City case
Copies of documents requested by Grand Jury
during investigation L. Macdonald personnel file
Non-record
Non-record
GC34090
December 2002
GC34090
December 2017
GC34090; CCP
337
December 2015
GC34090
December 2016
GC34090
December 2016
GC12946;
December 2009
GC6250 et seq;
29 CFR 1602 et
seq 29 CFR
1607; 29 CFR
BOX 6 - 2016
ITEM
Employee Time Sheets 06/01/2006-10/31/2006
MOM Budget Entry Audit reports FY 2002-2003

revisions/journal entries
MOM printouts record of corrections/entries

made in computer payroll files various dates
1998-2002
MOM printouts & handwritten calculations COLA
increase for At-Will employees 10/01/2007
RETENTION
AU + 6
Finance Payroll
Employee Time
Sheets
AU + 6
Finance Payroll
Employee Time
Sheets
AU + 6
Finance Payroll
Employee Time
Sheets
AU + 2
Finance
Accounting Budget
adjustments, journal
entries
AU + 2
Finance
Accounting Budget
adjustments, journal
entries
AU + 4
Finance Payroll
Adjustments
CITATION
GC34090; 29
CFR 516.2
DESTUCTION
DATE
December 2013
GC34090; 29
CFR 516.2
December 2014
GC34090; 29
CFR 516.2
December 2014
GC34090
December 2006
GC34090
December 2007
GC34090, 29
CFR, 516.5-516.6
December 2012
DESTROYED
DATE
BOX 7 - 2016
ITEM
2009 payroll bank reconciliation
Employee disciplinary investigation & notes 1992
D. Henry (2004) & D. Martinez (2012)
MOM screen-shots employee medical premium
deduction for changes to premium - 2003
Deposit monies receipt and backup paperwork
2001, 2002, 2001
Travel & Training Expense forms 2002, 2003
MOM report 1099 Audit Report for Year 1997,
2001,
IRS/SSA/CMS Data Match Project IC Health plan
survey - 1998, 1990, 1983, 2004
State and Local Government Information EEO-4
Survey 1997, 2003, 2001, 1999, 1993, 1991
RETENTION
AU + 5
Finance Accounting
Bank Reconciliation
T+3
Human Resources
Employee Rights
Non-record
AU + 4
Finance - Accounting
Deposits/Receipts
CU + 2
Administration Travel
Records
AU + 4
Finance Reports Federal & State tax
CU + 2
Resources Surveys &
Studies
CU + 2
Resources Surveys &
Studies
CITATION
GC34090; 26
CFR 16001-1
DESTUCTION
DATE
December 2015
GC12946; 29
CFR 1602; 29
USC 211(e);
203(m)
December 2007
& 2015
GC 34090;
CCP 337
December 2006,
2007
GC34090
December 2004,
2005
GC34090;
29USC 436
December 2002,
2006
GC 12946,
December 2006
34090; 29 CFR
516.6(2); 29
CFR
GC 12946,
December 2005
34090; 29 CFR
516.6(2); 29
CFR
DESTROYED
DATE
MOM report Management salary table 1999

MOM report Part-time salary table 1999
Rental agreement for Tom Bacchetti rental and
copies of purchase orders for payment to Barbara
Simmons (landlord) 2003
Miscellaneous copies of Council staff
reports/resolutions personnel issues (MOU,
health premiums) 1987 thru 2001
Department of Labor Price Indexes 1999, 2003,
2004
Copies of purchase orders employee recognition
awards 2006, 2007, 2008
Copies of Dental & Vision Plan
Copies of PERS supply order forms 1990-2002

PRES Delete ACES User Access Form 2009 (ACES no
longer used by PERS)
Copies of Purchase Orders & backup employee
recognition awards 2004-2009
CU + 2
Resources Reports
CU + 2
Resources Reports
T+5
Contracts/Agreements
CU + 2
Agenda Reports
CU + 2
Resources Surveys &
Studies
AU + 4
Finance Accounting
Accounts Payable
CL + 2
Resources Employee
Programs
Non-record
CU + 2
Administration General
Subject
Correspondence
AU + 4
Finance Accounting
Accounts Payable
GC34090
December 2001
GC34090
December 2001
CCP 337.2,
343;
B&P7042.5
GC34090(d)
December 2008
December 19992003
GC 12946,
December 200134090; 29 CFR 2006
516.6(2); 29
CFR
GC34090
December 20112013
GC34090;
GC12946
GC34090(d)
December 2011
GC34090
December 2014
Hand written log of part-time employees hours

2007-2010 duplication of what is in MOM payroll
system
Hand written log of Management Leave &
Executive Leave Hours 1980-2010 duplication of
what is in MOM payroll system
Nationwide Financial Activity Confirmation
Statement Report date 4/1/2013, 1/3/2013,
11/20/2010
Non-record
AFLAC Reimbursement Services Agreement (RSA)

with Wingspan Benefit Services 2011 contract
renewed on annual basis Wingspan no longer
AFLAC provider of this benefit
Copy of Revocation of Conditional Offer of
Employment letter February 2011
CL + 2
Resources - Employee
Programs
CU + 2
Subject
Correspondence
Non-record
Hand written worksheet Tristar Wage Statement

Calculation
LIUNA Dues increase letter for 2010
2010 Salary survey request/response from

Monterey Regional Waste Management District
(Request for salary information)
2010 CalPERS Health Plan Statements Employer
Report list of employees who were sent health
plan statements
Non-record
AU + 2
Finance TreasurerBank Statements
CU + 2
Subject
Correspondence
CU + 2
Resources Surveys &
Studies
CU + 2
Subject
FC3368,
30210;
GC43900 et
seq.
GC34090;
GC12946
December 2016,
2015
GC34090(d)
December 2013
GC34090(d)
December 2012
December 2013
GC 12946,
December 2012
34090; 29 CFR
516.6(2); 29
CFR
GC34090(d)
December 2012
My/CalPERS System Access Administrator

confirmation 2010
Hand written calculations for retro pay with Social
Security various part-time employees 2010
Copies of unsigned Employment Agreements
Copy - Confidential Employees Association MOU,
Resolution 2004
Hand written log of drivers licenses expiration
dates
Notes for 2008/09 payroll budget preparation
2009 PRA Request
Copies LIUNA enrollment cards

Copies Employee recognition certificates FY
2009/10
Hand written log of Medicare deductions 198,
1987
Copies of CalPERS Long-Term Care Program
deductions & payments for R. Guillen 2010-2011
Miscellaneous employee lists, contact numbers,

copies of letters, (payroll information from K.
Loves office)
Correspondence
CU + 2
Subject
Correspondence
Non-record
GC34090(d)
December 2012
GC34090
December 2011
GC34090;
GC12946
December 2015
Non-record
Non-record
Non-record
Non-record
CL + 2
Administration
Municipal Clerk - Public
Records Request
Non-record
Non-record
Non-record
T+3
Resources Employee
Programs
Non-record
Fire range/step scales MOM printout

2007/2009, 2001/2008, 7/2007, 7/2006
corresponds to step increase
CU + 2
Administration - Human
Resources - Surveys &
Studies
GC12946,
December 2011
34090; 29 CFR
516.6(2); 29
CFR
BOX 8 - 2016
ITEM
2011 AFLAC Dependent Care, Flex Spending,
Premium payments invoice, copies of purchase
order, check
FY 2010/11 CalPERS Health Insurance Premium
payments invoice & backup material, electronic
payment confirmation
2010 AFLAC Dependent Care, Flex Spending,
Premium payments invoice, copies of purchase
order, check
Nationwide Financial Activity Confirmation
Statement Report date 10/3/2011, 7/4/2012,
10/4/2012,
Miscellaneous MOM screen-shots, reports of
corrections made in payroll
Hand written employee health premium rates
Nationwide Retirement Solutions Investment
Option Summary 2012, 2013
Nationwide Quarterly Statement 2010,
ING Participant Valuation Summary 2009, 2012
RETENTION
AU + 4
Administration
Finance Accounts
Payable
AU + 4
Administration
Finance Accounts
Payable
AU + 4
Administration
Finance Accounts
Payable
AU + 2
Finance Treasurer Bank Statements
Non-record
Non-record
AU + 2
AU + 2
AU + 2
CITATION
GC34090
DESTUCTION
DATE
December 2016
GC34090
December 2016
GC34090
December 2015
FC 3368, 30210;
GC 43900 et seq.
December 2014
FC 3368, 30210;
GC 43900 et seq.
FC 3368, 30210;
GC 43900 et seq.
December 2015
FC 3368, 30210;
GC 43900 et seq.
December 2012,
2015
DESTROYED
DATE
PD Safety Range/Step scale 2006-2011
Salary Tables 1965-1985
FY 2009-10 Coastal Healthcare Self Funded

Dental/Vision Claims payments invoices,
purchase order, backup FY 2005-2009 Coastal Healthcare Self Funded
Dental/Vision Claims payments invoices,
purchase order, backup Hand written logs of hourly employees hours
worked in a pay period backup to MOM
computer input
Coastal Healthcare eligibility list printout 7/1/2008
thru 11/30/2009
Hand written logs of employee step increases
back up to MOM computer input and PARs in files
Copies of FY 2001/02 thru 2003/04 Adopted
Budget for presentation purposes
CU + 2
Administration Human Resources Surveys & Studies
CU + 2
Administration Human Resources Surveys & Studies
AU + 4
Administration
Finance Accounts
Payable
AU + 4
Administration
Finance Accounts
Payable
Non-record
GC 12946, 34090; December 2013

29 CFR 516.6(2);
29 CFR
CU + 2
Administration
Human Resources
Reports
Non-record
GC34090
S
Finance
Administrative
Services Budget
Operating (copies)
GC34090
GC 12946, 34090; December 1988

29 CFR 516.6(2);
29 CFR
GC34090
December 2015
GC34090
December 2014
Paid-Call Firefighter monthly payroll summary

sheets 1995-2009
Business License listing MOM report
Nationwide Retirement Solutions payment
confirmations 2007-2010
Hand written logs of employee step increases
back up to MOM computer input and PARs in files
2002-2006
AU + 6
Finance Payroll
Employee Time
Sheets
Non-record
AU + 5
Finance
Accounting Bank
Reconciliation
Non-record
GC34090; 29 CFR
516.2
GC34090; 26 CFR
16001-1
December 20132016
BOX 9 - 2016
ITEM
RETENTION
CITATION
Police Department Long Term Disability Insurance

premium payments invoices and back-up
FY 2010-2011
PERS Long Term Care Insurance premium
payments invoices and back-up
FY 2009-2010/2008-2009/2007-2008/20062007/2005-2006/2004-2005
Standard Long Term Disability Insurance premium
FY 2010-2011/2009-2010/2008-2009/20072008/2006-2007/2005-2006/2004-2005
Employee Medical Insurance deductions hand
written calculations to reconcile premium to post
to accounts
FY 2008-2009/2007-2008/2006-2007/20052006/2004-2005
Standard Life/AD&D Insurance premium
payments - hand written calculations to reconcile
premium to post to accounts
FY 2010-2011/2009-2010/2008-2009/20072008/2006-2007/2005-2006/2004-2005/2009-2010
AU + 4
Accounts Payable
AU + 4
Accounts Payable
GC34090
DESTUCTION
DATE
December 2016
GC34090
December 2016
AU + 4
Accounts Payable
GC34090
December 2016
AU + 4
Accounts Payable
GC34090
December 2016
AU + 4
Accounts Payable
GC34090
December 2016
LIUNA Supplemental Retirement premium

FY 2010-2011/2009-2010/2008-2009
AU + 4
Accounts Payable
GC34090
December 2016
DESTROYED
DATE
BOX 10 - 2016
ITEM
RETENTION
Coastal Dental & Vision Insurance premium

payments invoices and back-up hand written
calculations to reconcile premium to post to
accounts
FY 2010-2011
Standard Life/AD&D Insurance premium
FY 2001-2002
Employee Handbook notes from 1975
AU + 4
Finance Accounting
Accounts Payable
GC34090
DESTUCTION
DATE
December 2016
AU + 4
Finance Accounting
Accounts Payable
GC34090
December 2007
S+2
AdministrationHuman ResourcesEmployee Handbook
Non-record
AU + 2
AU + 2
Finance - AccountingBudget
GC34090
December 1977
FC3368, 30210;
GC 43900 et seq.
December 2009
GC34090
December 1997
Declarations of holidays
Citistreet Participant Valuation Summary
deferred compensation report
9/30/2006, 6/30/2006, 3/31/2006
Hand written budget notes & calculations
1992-1993/1993-1994/1992-1993/19911992/1989-1990
CITATION
DESTROYED
DATE
BOX 11 - 2016
ITEM
FY 1990-1991/1987-1988/1988-1989/1984-1985
retro/1984-1995/1986-1987/1985-1986
Salary studies and calculations
FY 1979-1980/1980-1981/1977-1978/19811982/1982-1983/1983-1984/1984-1985
RETENTION
AU + 2
Finance Accounting Budget
CU + 2
Resources -Surveys &
Studies
CITATION
GC 34090
GC12946,
34090; 29 CFR
516.6(2); 29
CFR
DESTUCTION
DATE
December 1994
December 1987
DESTROYED
DATE
BOX 12 - 2016
ITEM
FY 2004-2005/2002-2003/2003-2004/19971998/1998-1999/2001-2002/2000-2001/19992000/1996-1997
RETENTION
AU + 2
Finance Accounting
- Budget
CITATION
GC34090
DESTUCTION
DATE
December 2007
DESTROYED
DATE
BOX 13 - 2016
ITEM
FY 1996-1997/1995-1996/1993-1994/1994-1995
Business License fee surveys (no dates)
Business License lists 1965

Miscellaneous business license correspondence
1950-1960
Travel expense documents 1976
UNUM Long Term Disability Insurance premium

FY 1994-1995
Fortis Benefits Insurance Life/AD&D premium
FY 1994-1995
EBP Life Insurance Co. Life/AD&D - premium
FY 1995-1996
RETENTION
AU + 2
Finance - AccountingBudget
CU + 2
Administration
Human ResourcesSurveys & Studies
Non-record
CU + 2
Administration
General Subject Correspondence
CU + 2
Administration
General Subject Travel Records
AU + 4
Accounts Payable
AU + 4
Accounts Payable
AU + 4
Accounts Payable
CITATION
GC34090
DESTUCTION
DATE
December 2000
GC12946,
34090; 29 CFR
516.6(2); 29
CFR
GC34090(d)
December 1962
GC34090
December 1978
GC34090
December 2010
GC34090
December 2000
GC34090
December 2001
DESTROYED
DATE
EBP Medical, Dental, Vision - premium payments

invoices and back-up
FY 1994-1995
Pacific Northwest Insurance correspondence 1990
Wells Fargo Bank transaction record & check backup 2003 thru 2005
Great Western Bank Payroll Deferral Billing
invoices & payments
FY 1996-1997
Fund Select Bank Payroll Deferral Billing invoices
& payments
FY 1997-1998
National Deferred/Washington Mutual Bank
Payroll Deferral Billing - invoices & payments
FY 1999-2000
National Deferred/Washington Mutual Bank
Payroll Deferral Billing - invoices & payments
FY 2000-2003
Nationwide Payroll Deferral Billing - invoices &
payments
FY 2004-2006
Miscellaneous business license applications &
correspondence Flower Ladies/Caf
Casiss/Dansk International/Carmel Galleries
AU + 4
Accounts Payable
CU + 2
Administration
AU + 5
Finance Accounting Bank
Reconciliation
AU + 4
Accounts Payable
AU + 4
Accounts Payable
AU + 4
Accounts Payable
AU + 4
Accounts Payable
AU + 4
Accounts Payable
T+4
Finance-LicenseBusiness
GC34090
December 2000
GC34090(d)
December 1992
GC34090; 26
CFR 16001-1
December 2011
GC34090
December 2002
GC34090
December 2004
GC34090
December 2005
GC34090
December 2008
GC34090
December 2011
GC34090; CCP
337
BOX 14 - 2016
ITEM
RETENTION
State Quarterly tax reports 1989, 1990, 1991,

1992, 2003, 2005, 2006, 2007
AU + 4
Finance Payroll Federal & State tax
Federal Quarterly tax reports 2003, 2005,

2006, 2007
AU + 4
Finance Payroll Federal & State tax
Current Employment Statistics Report US

Department of Labor 2005, 2004, 2003, 2002
CU + 2
Administration
Human Resources Reports
EDD Payroll Tax Deposit coupons & check stubs AU + 4
2002, 2005
Finance Accounting
Accounts Payable
Board of Administration, State Employees
CU + 2
Retirement System-Summary Report of Member Administration
Earnings & Member & Employer Contributions Human Resources 1951, 1956, 1958
Reports
Employee Personnel Files (former)
T+3
R. Llorin (12/!1
D.Maschmeyer (9/15)
Administration
R. Clovis (3/14)
Human Resources
S. Farrell (7/13)
L. Taylor (12/15)
Non-Safety
D. Sallee (6/14)
Employees
L. Escobar (2/13) R. McLendon (6/16)
S. Pearce (1/14)
E. Hardy (9/13)
J. Morais (11/13)
CITATION
DESTUCTION
DATE
December 2012
GC 34090; 29USC
436 (not less than 5
years from date
filed)
GC 34090; 29USC
December 2012
436 (not less than 5
years from date
filed)
GC34090
December 2007
GC34090
December 2010
GC34090
December 1960
29 CFR 1627.3;CCR See dates after

sec 1174; 29 CFR
each employee
1602.30.32;GC6250
et seq: 29 CFR; GC
DESTROYED
DATE
K. Love (11/15)
T. Mills (6/13)
M. Galley (6/16)
Carmel Volunteer Fire Department employee
personnel files (former)
G. Greenlee
U. Peretz
T. Connell (5/15)
J. Trenner
R. Thomas
Police Department Sergeant recruitment
applications 2011
T+5
Administration
Human Resources
Safety Employees
CL + 3
AdministrationHuman ResourcesRecruitment
29 CFR 16273; CCR

sec 1174; 29 CFR
1607.4
March 2015
GC12946; GC6250
December 2014
et seq; 29 CFR 1602
et seq 29 CFR 1607;
29CFR
BOX 15 - 2016
ITEM
RETENTION
CalPERS Participant Valuation Summary ReportSalary Savings Program

4th Q 2006
2nd Q 2010
3rd Q 2007 4th Q
2011
4th Q 2009
1st Q 2007 3rd Q
4th Q 2008
2011
1st Q 2010
3rd Q 2009
2nd Q 2007 2nd Q
2011
4th Q 2010
W-2s 2009, 2007, 2008, 2010, 1993, 1964, 1965,
1966, 1967, 1977, 1978, 1968, 1970, 1976, 1975,
1974, 1973, 1972, 1971
Nationwide Quarterly Statement Deferred
Compensation
3rd Q 2010, 2nd Q 2010, 1st Q 2010, 4th Q 2009
Fundselect Advisors Inc.-Composite Activity report
2nd Q 1997
CU + 2
Resources - Reports
GC34090
AU + 4
CU + 2
Resources - Reports
CU + 2
Resources - Reports
CU + 2
Resources - Reports
T+3
Resources Non-Safety
Employees
GC34090;
29USC 436
December 2015
GC34090
December 2012
GC34090
December 1999
GC34090
December 1995
29 CFR
1627.3; CCR
sec1174; 29
CFR
1602.30.32;
GC6250 et
May 2015
Great Western Bank-Composite Activity report

2nd Q 1993, 1st Q 1993, 3rd Q 1992, 2nd Q 1992
Employee personnel file (former) B. Reisdorf
CITATION
DESTUCTION
DATE
December 2013
DESTROYED
DATE
On-call Firefighers personnel files (former)

J. Savage (9/12)
C. Arredondo (11/11)
G. Kofman (3/14)
T. Haag (9/11)
B. Langdon (4/13)
R. Talbott (10/11) P. Godina (10/13)
W-4s 1944, 1943, 1956, 1954
T+5
Resources Safety
Employees
AU + 4
seq; 29 CFR;
GC
29 CFR 16273;
CCR sec 1174;
29 CFR 1607.4
GC34090;
29USC 436
See dates after

each employee
December 1960
EXHIBIT "B"
CITY HALL
BOX #
ITEM
RETENTION
CITATION
DESTRUCTION
DATE
December 31, 2010
16
Employee payroll time sheets

4/16-30/03 thru 6/16-30/03
7/1-15/03 thru 9/1-15/03
9/16-30/03 thru 11/16-30/03
AU + 6
GC34090; 29 CFR
Finance - Payroll 516.2
Employee time sheets
17
Employee payroll time sheets

3/1/05 thru 9/15/05
11/1/04 thru 2/28/05
7/16-31/04 thru 10/31/04
AU + 6
GC34090; 29 CFR
Finance - Payroll 516.2
Employee time sheets
20
City of Seaside General Plan

Amendment Ft. Ord Lands 8/12/1998 (not City document)
CU + 2 Administration - GC34090
General Subject Reports
December 1, 2000
20
Ft. Ord transportation network

elements 12/2001 (not City
document)
December 1, 2003
20
Copy - Carmel Adopted Budget FY S

GC34090
2003/04 thru 2005/06
Finance Administrative Services
- Budget Operating
(copies)
Preliminary Official Statement
dated 3/27/2002 - Ft. Ord Reuse General Subject Authority (not City document)
Reports
December 31, 2007
Ft. Ord Reuse Authority

Affordable/Workforce Housing
Study - March 2003 (not City
document)
Ft. Ord Reuse Transportation
Study - Final Report Administrative Draft - TAMC September 1996 (not City
document)
Ft. Ord Reuse Authority - CIP FY
2002/2003 thru 2021/2022 (not
City document)
December 31, 2005
December 31, 1998
December 31, 2005
20
Ft. Ord Base Reuse Plan

December 1994 (not City
document)
December 31, 1996
20
Ft. Ord Reuse Authority - Hiway 1 CU + 2 Administration - GC34090

Design Corridor Program Report General Subject (not City document)
Reports
December 31, 2016
20
Preliminary Draft Initial Base

Reuse Plan - November 1992 (not General Subject Reports
City document)
December 31, 1994
20
20
20
20
December 31, 2012
December 31, 2004
DESTROYED
DATE
CITY HALL
BOX #
ITEM
RETENTION
CITATION
DESTRUCTION
DATE
December 31, 1992
20
Initial Reports on Defense

General Subject Issues/Economic Impacts
Associated with Ft. Ord Closure - Reports
March 1990 (not City document)
20
Public Draft Ft. Ord Reuse Plan May 1996 (not City document)
December 31, 1998
20
Ft. Ord Reuse Authority Master CU + 2 Administration - GC34090

Resolution - March 1997 (not City General Subject Reports
document)
December 31, 1999
20
FORA final report - June 1997

(not City document)
December 31, 1998
20
RFQ - Hiway 1 Corridor

Landscapre/Design Consultant
Services - August 2002 (not City
document)
Hiway 1 Design Corridor Design
Guidelines Draft - May 2003 (not
City document)
December 31, 2004
December 31, 2005
20
Volume 1 Final - EIS Ft. Ord

Disposal & Reuse - June 1993 (not General Subject Reports
City document)
December 31, 1995
20
Volume IV Final - EIS Ft. Ord

Disposal & Reuse - June 1993 (not General Subject Reports
City document)
December 31, 1995
20
Marina Heights Specific Plan May 2003 (not City document)
December 31, 2005
20
Ft. Ord Reuse Plan May 1996 Draft EIR (not City document)
December 31, 1998
20
Ft. Ord Reuse Authority - Master CU + 2 Administration - GC34090

Resolution - March 1997 (not City General Subject Reports
document)
December 31, 1998
20
City of Marina - Cypress Knolls

Project - November 2006 (not
City document)
December 31, 2008
20
Marina Heights - FOR A

Consistency Review - April 2004
(not City document)
December 31, 2006
20
DESTROYED
DATE
CITY HALL
BOX #
20
20
ITEM
Final EIR - Carmel Hill & River
Class I Bicycle Trail Project TAMC - June 2009 (not City
document)
Proposal - Carmel General Plan
Update - RBF - January 2007
20
Draft 2010 Monterey County

Regional Transportation Plan TAMC (not City document)
20
Monterey Regional Storm Water

Management Program - Revised
October 2006 (not City
document)
FY 2008-09 Carmel Marketing
Plan presentation
Future of AMBAG report September 2011 (not City
document)
20
20
20
20
RETENTION
CITATION
AU + 5 Finance GC34090; CCP 337
Purchasing - Bids,
RFQ's, RFP's
December 31, 2013
December 31, 2008
December 31, 2013
S
GC34090
Finance Administrative Services
- Budget Operating
(copies)
Hand written - hourly employees' Non-record
hours report 1984-1999
December 31, 2014
Duplicate copy Carmel FY

2008/09 thru 2010/11 Triennial
Budget
Non-record
Hand written - step increase log
20
Hand written - Longevity log 1990- Non-record

2011
Central Coast Regional Water
Quality Control Board meeting
General Subject packet - February 10-11, 2005
Reports
(not City document)
Monterey Regional Storm Water CU + 2 Administration - GC34090
Management Program - Revised General Subject February 2004 (not City
Reports
document)
Draft Cease & Desist Order #R3- Non-record
2005-0022 - December 2004
21
21
21
21
December 31, 2012
Non-record
20
21
DESTRUCTION
DATE
December 31, 2011
Stormwater Drainage Utility

proposal to provide engineering
services - Harris & Associates January 1999
Preliminary Study for Storm
Water Drainage Utility Rates Harris & Associates - March 2000
AU + 5 Finance Purchasing - Bids,

RFQ's, RFP's
GC34090; CCP 337
CL + 2
GC34090
Public Works - Water Reports/studies
December 31, 2007
December 31, 2006
December 31, 2005
December 31, 2002
DESTROYED
DATE
CITY HALL
BOX #
ITEM
RETENTION
CITATION
DESTRUCTION
DATE
December 31, 2006
21
Contract change order No. 2 creation of a stormwater

drainage utility - July 2001
T+5
CCP 337.2, 343;
Administration - Legal - B&P7042.5
Contracts/Agreements
21
City of Salinas Part 1 NPDES

Stormwater Permit Appliaction Draft - May 1994 (not City
document)
Correspondence between Bob
Jacques - storm water 2006
December 31, 1996
CU + 2
Administration Correspondence
CL + 4
Non-record
GC34090(d)
December 31, 2008
24CFR 570.502(b)(3);
241CFR 85.42 & OMB
Cir.A-110
December 31, 2007
21
21
Grant information - list of

applications - 2001-2003
21
Copy of Carmel General Plan &

Coastal Land Use Plan - Adopted
June 2003
Copy - Analysis of Water Quality Non-record
& Water Quality Protection
Measure In & Around Carmel - by
Flow Science - May 2005
21
Central Coast Long-term

Environmental Assessment
Network monitoring program
annual report 2002-2003 (not
City document)
Illicit Discharge Detection &
Elimination Manual - October
2004
CL + 2
GC34090
Public Works - Water Reports/studies
December 31, 2005
GC34090
S+2
Public Works - Water Policies & Procedures
December 31, 2006
City of Monterey proposal for

stormwater program assistance October 2004
Various documents from Latham
& Watkins LLP - State of CACalifornia Regional Water Quality
Control Board Central Coast
Region - Proposed Cease & Desit
Order (discharging waste) 2005
AU + 5 Finance Purchasing - Bids,

RFQ's, RFP's
CL + 2 Public Works Water Reports/Studies
GC34090; CCP 337
December 31, 2010
GC34090
December 31, 2007
21
1099's - 2008, 2009, 2010, 2011
21
Live Scan fingerprinting

information, purchase orders,
Dept. of Justice info, 1999-2000
for Sunset employees
AU + 4
GC34090; 29USC 436
Finance - Reports Federal & State Tax
AU + 4 Finance GC 34090
Accounting - Accounts
Payable
21
21
2010 list of City businesses

2008 Election - notes, e-mails
regarding proposals for running
election
21
21
21
21
Non-record
Non-record
December 31, 2016
December 31, 2005
DESTROYED
DATE
CITY HALL
BOX #
21
21
ITEM
RETENTION
CITATION
2003 - misc e-mails to local

Non-record
businesses
2001-2004 misc. correspondence CU + 2 Administration - GC 34090(d)
DESTRUCTION
DATE
December 31, 2006
21
CSAC member annual report

2006-2007
CL + 5 Administration - OMB 1220-0029; 29

Risk Management CFR1904.4; GC 34090
Reports
December 31, 2012
21
Miscellaneous and Safety groups CL + 5 Administration - OMB 1220-0029; 29

PERS Valuations as of June 30,
Reports
2009
December 31, 2014
21
Report on what Library personnel CU + 2 Administration - GC 34090

do - June 2006
Human Resources Reports
December 31, 2008
21
21
FY 05/06 payroll budget notes

Non-record
Anda Burghardt ER Market Profile Non-record
Sheet
2008 election cost information
AU + 4 Finance GC 34090
Payable
Miscellaneous seminar handouts Non-record
21
21
21
21
Miscellaneous business
brochures
2001 Associate Planner
recruitment
Non-record
CL + 3 Administration - GC12946; GC6250 et
Human Resources seq; 29 CFR 1602 et
Recuritment
seq 29 CFR 1607;
29CFR
CL + 2 Administration - GC34090
Municipal Clerk Public Records Request
22
PRA Requests 2004-2013
23
FY 2005/2006 budget
preparation docs
2003-2004 Certified mailing
receipts
2010 PERS health insurance
contribution information handout
2010-2013 step
increase/longevity dates - hand
written
Miscellaneous labot law articles
Non-record
August 2013 salary survey

information
CU + 2 Administration - GC 12946; 34090; 29

Human Resources CFR 516.6(2); 29 CFR
Surveys & Studies
23
23
23
23
23
December 31, 2013
December 31, 2004
December 31, 2015
Non-record
Non-record
Non-record
Non-record
December 31, 2015
DESTROYED
DATE
CITY HALL
BOX #
ITEM
RETENTION
CITATION
DESTRUCTION
DATE
December 31, 2007
23
August 2004 Police Services

Officer recruitment
23
December 2005 Community

Services Officer recruitment
23
June & September 2006 Library

Assistant recruitment
23
June 2007 Library Assistant

recruitment
23
November 2009 Reserve Police

Officer recruitment
23
January 2005 Financial Services

Coordinator recruitment
23
May 2005 Economic

Development Manager
recruitment
24
2008/2009 dental/vision
insurance proposals
24
2007-2008 Waste Management

sidewalk cleaning billing
GC34090
AU + 2
Finance - Accounting Billing Records
24
24
2008 DRAFT SWAT Agreement

2008 Sunset Center assests
disposition
Non-record
CU + 2 Administration - GC34090; 80 OPS Atty.
Municipal Clerk Gen. 106
Inventory, records
24
GC34090
2008/2009 National Valet parking AU + 4 Finance reciepts
Receivable
24
24
2009 Mcare reporting request

2007 land/property review
Non-record
GC34090
CU + 2
Development - Reports
24
2007 FTB local grant sharing

business license data
GC34090
CU + 2
Development - Reports
December 31, 2009
24
2008/2009 Forest Theater Guild

correspondence
CU + 2 Administration - GC 34090(d)
December 31, 2011

Recuritment
seq 29 CFR 1607;
29CFR
Recuritment
seq 29 CFR 1607;
29CFR
Recuritment
seq 29 CFR 1607;
29CFR
Recuritment
seq 29 CFR 1607;
29CFR
Recuritment
seq 29 CFR 1607;
29CFR
Recuritment
seq 29 CFR 1607;
29CFR
Recuritment
seq 29 CFR 1607;
29CFR
GC34090; CCP 337
AU + 4
Finance - Purchasing Bids, RFQ's, RFP's
December 31, 2008
December 31, 2009
December 31, 2010
December 31, 2012
December 31, 2008
December 31, 2008
December 31, 2014
December 31, 2011
December 31, 2010
December 31, 2014
December 31, 2009
DESTROYED
DATE
CITY HALL
BOX #
24
24
ITEM
2007 Fire Department payroll
notes
2008 Fire Department
management options studies
RETENTION
CITATION
DESTRUCTION
DATE
Non-record
CU + 2 Administration - GC 12946; 34090; 29
Surveys & Studies
December 31, 2010
24
2007-2009 Carmel Hospital Land CU + 2 Administration - GC 34090(d)

annexation correspondence
December 31, 2011
24
Actuary RFP's 2008
GC34090; CCP 337

AU + 4
Finance - Purchasing Bids, RFQ's, RFP's
December 31, 2013
24
Workers comp actuarial review

2009-2011
CL + 5 Administration - OMB 1220-0029; 29

Reports
December 31, 2016
24
24
2006 Business license process

Non-record
GC34090
2007-2009 MOM business license AU + 4 Finance delinquent reports
Receivable
24
2009 J. Cullem 457 plan issue
24
2005 Deposit accounts reports
December 31, 2014
29 CFR 1627.3; CCR

Sec 1174; 29 CFR
1602.30.32; GC6250 et
seq; 29 CFR; GC
December 31, 2013
AU + 4 Finance Accounting - Deposits.

Receipts
2006 National Parking agreement T + 5
Administration Legal/Legislative contracts &
agreements
2008-2010 OSHA reports
CU + 2 Administration Human Resources Safety
GC34090; CCP 337
December 31, 2010
CCP 337.2, 343;

B&P7042.5
December 31, 2011
GC34090
December 31, 2012
24
2005-2006 theater audits
GC 34090.7
December 31, 2014
24
24
Miscellaneous meeting notes

2006-2008 Police Volunteer
applications
24
24
24
24
T+3
Administration Human Resources Non-Safety Employees
AU + 7
Finance - Reports Financial, annual
Non-record
CL + 3 Administration Human Resources Recuritment
GC12946; GC6250 et
seq; 29 CFR 1602 et
seq 29 CFR 1607;
29CFR
2009-2010 Library Volunteer
applications
Recuritment
seq 29 CFR 1607;
29CFR
2004 Community Services Officer CL + 3 Administration - GC12946; GC6250 et
applications
Recuritment
seq 29 CFR 1607;
29CFR
December 31, 2011
December 31, 2013
December 31, 2007
DESTROYED
DATE
CITY HALL
BOX #
24
24
24
24
24
ITEM
RETENTION
May 2007 Tree Care Specialist

recruitment applications

Recuritment
seq 29 CFR 1607;
29CFR
2006 Forest Care Worker
applications
Recuritment
seq 29 CFR 1607;
29CFR
2005 Financial Services
Coordinator recruitment
Recuritment
seq 29 CFR 1607;
29CFR
2000 City Administrator
recruitment information
Recuritment
seq 29 CFR 1607;
29CFR
2013 Salary schedule information CU + 2 Administration - GC 12946; 34090; 29
from comparable cities (salary
surveys)
Surveys & Studies
24
Executive evaluation information Non-record
24
24
Copies of Personnel System

Copies of Personnel files - S.
Farrell, M. Laughlin
2007 Management team retreat
power-point
Copies of medical exam
reimbusement
Copies - Monterey County Local
Agencies Insurance Authority
documents
2000 - copies of claims
1999 - Firefighter medical exams
24
24
24
24
24
CITATION
DESTRUCTION
DATE
December 31, 2010
DESTROYED
DATE
December 31, 2009
December 31, 2008
December 31, 2003
December 31, 2015
Non-record
Non-record
Non-record
Non-record
Non-record
Non-record
December 31, 2016
T+5
29 CFR 16273; CCR sec
Administration 1174; 29 CFR 1607.4
Human Resources Safety Employees
CL + 2 Administration - GC 34090
12/31/2006 thru
Municipal Clerk 12/31/2015
Public Records Request
25
2004-2013 Public Records Act

requests
26
Non-record
Copies of Personnel Files requested by Grand Jury - S. Paul,
J. Hanson, L. MacDonald, S.
McInchak, M. Laughlin, A. Black,
J. Stilwell, T. Meroney
Copies of Grand Jury

requested files were
destroyed 1/1/2016 Fenton and Perotti per
agreement
Partial destruction
of Grand Jury
documents
1/1/2016
CITY STORAGE UNIT

BOX #
64
67
ITEM
RETENTION
CITATION
FY 2008-2009 journal entries July- AU + 2

GC34090
Nov 2008
Finance - Accounting Budget adjustments,
journal entries
2008 Pay check
US Department of Labor
Each employer shall
register/withholding check
and FLSA 29 CFR Part 516
register/quarterly payroll reports preserve for at least three
years payroll records,
for insurance etc.
EXHIBIT "C"
DESTRUCTION
DATE
December 31, 2011
December 31, 2011
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.
68
2008 Payroll misc.

reports/quarter ending
reports/employee balance
reports/deduction reports for
year/closing payroll
69
2005 Payroll
Each employer shall
PERS/taxes/deduction
reports/quarterly reports/payroll preserve for at least three
account posting/year end reports years payroll records,
Each employer shall

preserve for at least three
on which wage
from wages.
on which wage
from wages.
December 31, 2011
December 31, 2008
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
ITEM
70
2006 Payroll deduction

reports/PERS/deferred
comp/bank reconciliation/leave
hours
71
FY 2007-2008 bank deposits
RETENTION
CITATION
Each employer shall

on which wage
from wages.
DESTRUCTION
DATE
December 31, 2009
AU + 4
Finance-AccountinDeposits, receipts
June 2008 journal entries/FY 07- AU + 2 Finance 08 budget revisions
Accounting - journal
schedule/FY07-08 banc
entries AU + 5 Bank
reconciliaition/cash register
reconciliation
reports/check register reports for
council meetings
2003-04 checks - copies
AU + 4
Finance - Accounting Accounts Payable
2004-2005 checks - copies
AU + 4
Copies of checks
AU + 4
Checks general 2005-2006
AU + 4
Canceled payroll checks 2005AU + 5
2006
Finance - Accounting Checks
Copies of checks FY 2000-2001
AU + 4
Audits - 1963, 1977, 1978, 1979, CL + 2
1980-1989
Administration - Audit Annual Financial Report
GC34090; CCP337
December 31, 2013
GC34090/26 CFR16001-1
December 31, 2013
GC34090
December 31, 2009
GC34090
December 31, 2010
GC34090
December 31, 2016
GC34090
December 31, 2011
GC34090; CCP337
December 31, 2012
GC34090
December 31, 2006
80
Audits - 1990-1995
GC34090
81
FY 1996-97 analysis reports AU + 4

percent of year report/hostelry Administration - Audit report/utilities report/television Reports
report/jv report
72
73
74
75
76
77
78
79
CL + 2
Administration - Audit Annual Financial Report
GC34090
GC34090; OMB A-128
12/31/1965,
12/31/1979,
12/31/1980,
12/31/1981,
12/31/1982-1991
12/31/1992-1997
December 31, 2002
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
82
83
84
ITEM
RETENTION
CITATION
Checks FY 2002-2003
AU + 4
GC34090
Checks FY 2003-2004
AU + 4
GC34090
Time cards - Nov. 1-15 2008 thru AU + 6 Finance - Payroll - GC34090; 29 CFR 516.2
Employee Time Sheets
Dec. 16-31 2009
DESTRUCTION
DATE
December 31, 2008
December 31, 2009
December 31, 2016
85
Time cards - Dec. 2007 thru Oct. AU + 6 Finance - Payroll - GC34090; 29 CFR 516.2
2008
December 31, 2015
89
FY 93/94 - PO report, vendor,

revision, JV report
92
93
95
99
100
102
105
110
113
121
123
125
AU + 4
FY 89-90 - 84-89 Hostelry
AU + 7
average report, budget revision, Finance - Reports Financial, Annual
warrant report, PO history
GC34090
December 31, 1999
GC34090.7
December 31, 1998
Expense journal 78/79, check

register, budget report
AU + 2
Finance - Accounting Warran register
FY 91/92 summary, special funds, AU + 4/AU + 7
deposit, balancing report, vendor Finance - Accounting account, revision, JV, analysis
deposits, financial
reports
reports
FY 92/93 -purchase order report, AU + 4
vendor, revision, JV reports
FY 80/81 - expense journals,
AU + 2
investments, revenue, check
Finance - Accounting register, payroll update
budget, warrant register
GC 34090.7
December 31, 1982
GC 34090; CCP 337; GC

34090.7
12/31/1997,
12/31/2010
GC 34090
December 31, 1998
GC 34090; GC 34090.7
December 31, 1984
FY 88/89 Journal voucher report AU + 4

Fianance - Accounting Accounts Payable
FY 84/85 - financial reports,
AU + 7
encumbrance
Finance - Reports Financial, annual
FY 81/82 - budgetary update,
AU + 4
payroll data, expense journals
Administration - Audit Reports
FY 77/78 - expense journal, check AU + 2
register
Finance - Accounting warrant register
FY 2008/09 - A/P check listings, AU + 4
A/P cash requirements, A/P
Finance - Accounting purchase order and IT trails
Accounts Payable
GC 34090
December 31, 1994
GC 34090.7
December 31, 1993
GC34090; OMB A-128
December 31, 1987
GC 34090.7
December 31, 1982
GC34090
December 31, 2014
FY 07/08 journal entries Jan-May AU + 2

2008
Finance - Accounting budget adjustments,
journal entries
FY 08/09 August-October A/P
AU + 4
checks 116102-116496
GC34090
December 31, 2011
GC34090
December 31, 2014
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
ITEM
RETENTION
126
FY 08/09 journal entries MayJune 09, budget entries
127
FY 08/09 July-August checks

115730-116101
128
FY 06/07 cash receipts
129
FY 08/09 bank deposits, check

register
130
FY 08/09 May-June checks

117922-118204
131
FY 07/08 checks May-June

115354-115729
133
FY 98/99 AP Feb 1999 checks
134
checks March, Oct, Nov 1999
135
FY 98/99 checks
136
FY 98/99 checks
137
FY 06/07 checks Feb-March

112308-112726
138
FY 07/08 credit card receipts
139
FY 07/08 journal entries
140
Applications 2007 recruitments
141
FY 07/08 checks Jan-Feb 114529- AU + 4

114932
FY 07/08 checks July-Aug
AU + 4
113355-113761
FY 2008 checks Oct-Dec 116497- AU + 4
116944
FY 06/07 checks 111893-112307 AU + 4
142
143
144
AU + 2
journal entries
AU + 4
AU + 4
Finance - Accounting deposits, receipts
AU + 4
Finance - Accounting deposits, receipts AU + 2
warrant register
AU + 4
AU + 4
AU + 4
AU + 4
AU + 4
AU + 4
AU + 4
AU + 4
Finance - Accounting Deposits, receipts
AU + 2
journal entries
CL + 3
Resources - recruitment
GC34090
DESTRUCTION
DATE
December 31, 2014
GC34090
December 31, 2014
GC34090;CCP 337
December 31, 2012
CITATION
GC 34090; CCP 337; GC

34090.7
12/31/14, 12/31/12
GC34090
December 31, 2014
GC34090
December 31, 2013
GC34090
December 31, 2004
GC34090
December 31, 2004
GC34090
December 31, 2004
GC34090
December 31, 2004
GC34090
December 31, 2012
GC 34090; CCP337
December 31, 2013
GC34090
December 31, 2011
GC12946; GC6250 et seq;

29 CFR 1602 et swq 29
CFR 1607; 29CFR
December 31, 2010
GC34090
December 31, 2013
GC34090
December 31, 2013
GC34090
December 31, 2013
GC34090
December 31, 2012
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
ITEM
145
FY 05/06 checks July-August

108546-108934
146
FY 05/06 checks Sept-Nov 2005

108935-109382
148
FY 07/08 checks Sept-Oct

113762-114173
149
FY 07/08 checks March-April

115027-115353
150
FY 06/07 checks Aug-Sept

111207-111495
151
FY 99/00 checks
152
FY 08/09 bank reconciliation,

credit card receipts, check
register for council
153
1999 checks August-Sept
154
158
159
160
161
163
164
165
166
RETENTION
AU + 4
AU + 4
AU + 4
AU + 4
AU + 4
AU + 4
AU + 5 Finance Accounting - Bank
Reconciliation; AU + 4
Finance - Accounting Deposits, Receipts, AU +
2 Finance - Accounting Warran Register
AU + 4
FY 06/07 purshase order audit
AU + 4 Finance trails, A/P cash register, check
listings
Payable
FY 2010-2011 checks "C's"
AU + 4
FY 2006-2007 checks Oct-Nov
AU + 4
111496-111892
FY 2005-2006 revenue files
AU + 4
Finance - Accounting Accounts Receivable
FY 2005-2006 credit card
AU + 4
settlements
FY 2008-2009 journal entries Dec AU + 2
2008-April 2009
Finance - Accounting Budget Adjustments,
journal entries
FY 2004-2005 revenue files
AU + 4
Finance - Accounting Accounts Receivable
FY 2008-2009 checks Sept-Dec
AU + 4
FY 2005-2006 journal entries
AU + 2
Finance - Accounting Budget Adjustments,
journal entries
GC34090
DESTRUCTION
DATE
December 31, 2011
GC34090
December 31, 2011
GC34090
December 31, 2013
GC34090
December 31, 2013
GC34090
December 31, 2012
GC34090
December 31, 2005
CITATION
GC34090; 26 CFR 16001- 12/31/15; 12/31/14;

1; CCP 337; GC 34090.7 12/31/12
GC34090
December 31, 2004
GC34090
December 31, 2012
GC34090
December 31, 2016
GC34090
December 31, 2012
GC34090
December 31, 2011
GC34090; CCP337
December 31, 2011
GC34090
December 31, 2012
GC34090
December 31, 2010
GC34090
December 31, 2014
GC34090
December 31, 2009
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
167
169
170
171
172
173
174
175
176
178
179
180
181
182
183
185
186
187
ITEM
FY 2004-2005 checks 106599106933
RETENTION
AU + 4
FY 2005-2006 cash receipts
AU + 4
FY 2006-2007 journal entries July- AU + 2
Finance - Accounting Dec
Budget Adjustments,
journal entries
FY 2005-2006 check listings, A/P AU + 4
cash requirements, Purchase
Oder audit trails
FY 2005-2006 checks Jan-Feb
AU + 4
109698-110045
FY 2004-2005 checks 107723AU + 4
108116
AU + 2
May-June 2007, budget
Finance - Accounting revisions, mid-yr budget
budget adjustments,
adjustments
journal entries
FY 2004-2005 checks 107320AU + 4
107722
FY 2004-2005 checks 106221AU + 4
106598
AU + 2
March-June 2006
journal entries
FY 2005-2006 checks June 2006 AU + 4
110692-110862
FY 2004-2005 journal entries,
AU + 2
budget revisions
journal entries
FY 2005-2006 checks Nov-Dec
AU + 4
2005 109383-109697
FY 2005-2006 checks May-June AU + 4
2006 110403-110682
FY 2003-2004 checks Sept-Nov
AU + 4
2003 103781-104375
FY 2004-2005 checks 106934AU + 4
107319
FY 2005-2006 checks March-April AU + 4
2006 110046-110402
FY 2004-2005 checks 108117AU + 4
108545
GC34090
DESTRUCTION
DATE
December 31, 2010
GC34090; CCP337
December 31, 2011
GC34090
December 31, 2010
GC34090
December 31, 2011
GC34090
December 31, 2011
GC34090
December 31, 2010
GC 34090
December 31, 2010
GC34090
December 31, 2010
GC34090
December 31, 2010
GC 34090
December 31, 2009
GC34090
December 31, 2011
GC 34090
December 31, 2008
GC34090
December 31, 2011
GC34090
December 31, 2011
GC34090
December 31, 2009
GC34090
December 31, 2010
GC34090
December 31, 2011
GC34090
December 31, 2010
CITATION
DESTROYED
DATE
CITY STORAGE UNIT
AU + 4
FY 2003-2004 checks July-Sept
AU + 4
103100-103780
FY 2003-2004 checks May-June AU + 4
Finance - Accounting 105825-106220
Accounts Payable
FY 2003-2004 checks Jan-March AU + 4
104908-105373
FY 2003-2004 Sept. 2003
AU + 4
accounts payable check
Finance - Accounting processing
Accounts Payable
Payroll timesheets 9/16/05 thru AU + 6
Finance - Payroll 5/31/06
GC34090
DESTRUCTION
DATE
December 31, 2012
GC34090
December 31, 2009
GC34090
December 31, 2009
GC34090
December 31, 2009
GC34090
December 31, 2009
GC34090; 29 CFR 516.2
December 31, 2014
FY 2006-2007 checks July-August AU + 4

110863-111206
FY 2003-2004 checks March-May AU + 4
105374-105824
FY 2003-2004 checks Nov 2003- AU + 4
Jan 2004 104376-104907
Jan-April 2007 journal entries
AU + 2
journal entries
FY 2006-2007 credit card
AU + 5
settlements; FY 2005-2006 and Finance - Accounting 2006-2009 bank reconciliations; Bank Reconciliation; AU +
FY 2005-2006 2006-2007 check 2 Finance - Accounting registers; Union Bank statements Warrant Register; AU + 2
Finance - Treasurer 10/2001-06/2005
Bank Statements
GC34090
December 31, 2012
GC34090
December 31, 2009
GC34090
December 31, 2009
GC 34090
December 31, 2010
205
FY 2006-2007 checks April-May

112727-113011
GC34090
December 31, 2012
206
2004 payroll records (box 1 of 2 Each employer shall

says destroy 2009)
December 31, 2009
BOX #
188
190
191
192
193
197
198
199
200
201
204
ITEM
RETENTION
FY 2006-2007 checks May-June

2007 113012-113354
AU + 4
on which wage
from wages.
CITATION
GC34090; 26 CFR 16001- 12/31/15; 12/31/10;

1; GC34090.7; FC3368,
12/31/2008
30210; GC43900 et seq
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
207
ITEM
RETENTION
2004 payroll records (box 2 of 2 Each employer shall

says destroy 2009)

on which wage
from wages.
208
CITATION
DESTRUCTION
DATE
December 31, 2009
Payroll calendar year 2002 (box 3 Each employer shall

preserve for at least three and FLSA 29 CFR Part 516
of 3 - says destroy 2008)
December 31, 2008

December 31, 2008

December 31, 2008

on which wage
from wages.
209

on which wage
from wages.
210

on which wage
from wages.
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
211
ITEM
RETENTION
CITATION

DESTRUCTION
DATE
December 31, 2008

on which wage
from wages.
212
FY 2002-2003 checks Nov-March AU + 4

Finance - Accounting 101078-102126
GC 34090
December 31, 2008
213
FY 2002-2003 checks
GC 34090
December 31, 2008
GC 34090
December 31, 2015
GC34090; CCP337
December 31, 2012
GC 34090
December 31, 2014
GC34090; CCP337
December 31, 2016
GC34090
December 31, 2013
December 31, 2008
GC 34090
December 31, 2015
GC 34090
December 31, 2015
GC 34090
December 31, 2015
214
215
216
220
221
223
Accounts Payable
AU + 4
FY 2009-2010 (box 2 of 2) TOT all AU + 4
Finance - Accounting misc. revenue, eliminated/old
Accounts Receivable
reserve fund info.
AU + 4
Finance - Purshasing Bids, RFQ's, RFP's
2009 checks Feb-March 117256- AU + 4
Finance - Accounting 117605
Accounts Payable
Banking services RFP from Nov.

2007
FY 2010-2011 Revenues - credit AU + 4

card deposits and other revenues Finance - Accounting Deposits, Receipts
Jan-June 2010 journal entries
AU + 2
Finance - Accounting Budget adjustments,
journal entries
Each employer shall
HR/PR 2003 - AFLAC wire
requests, EDD reports, 2002
Medicare questionaire and
comp. salary studies

on which wage
from wages.
224
FY 2009-2010 checks 119152119503
225
2010 Feb-April checks 119504119971
226
FY 2009-2010 checks 118740119151
AU + 4
AU + 4
AU + 4
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
227
228
230
231
234
243
ITEM
RETENTION
CITATION
DESTRUCTION
DATE
December 31, 2013
AU + 4
Finance - Accounting Accounts Receivable and
Deposits, receipts
Recruitments/applications 2000, CL + 3
1997, 1998
Resources - recruitment
GC34090; GC34090; CCP

337
GC12946; GC6250 et seq;
29 CFR 1602 et swq 29
CFR 1607; 29CFR
December 31, 2003
AU + 4
AU + 4
FY 10/11 checks D-L
AU + 4
FY 10/11 checks M-P
Box 8 - Coastal Healthcare 97-98; AU + 4
workers comp checking account Finance - Accounting 88-98; Standard insurance Dec 93- Accounts Payable; AU + 5
Finance - Accounting June 30, 1999
Bank Reconciliation
GC 34090
December 31, 2016
GC 34090
December 31, 2016
GC 34090
December 31, 2016
GC 34090; GC34090; 26
CFR 16001-1
December 31, 2005
FY 2007-2008 revenue files.

Deposits
FY 10/11 checks Q-Z
247
FY 09/10 Revenue
City/County/State (box 1 of 2)
AU + 4
Finance - Accounting Accounts Receivalbe
GC 34090
December 31, 2016
250
FY 07/08 checks Nov-Dec

114174-115528
GC 34090
December 31, 2013
263
302
Old Pine Cone articles 1986

June-July 04/05 cash register
audit trail
AU + 4
GC 34090.7
December 31, 2014
GC34090
December 31, 2008
GC34090
December 31, 2012
GC34090
December 31, 2005
CCP 337.2, 343;

B&P7042.5
December 31, 2018
December 31, 2018
303
308
310
316
Non-record
AU + 7
Finance - Reports Financial, Annual
FY 02/03 checks July-Nov 100020- AU + 4
101007
2009 July-Dec journal entries
AU + 2 Finance Accounting - journal
entries
FY 99/00 checks 09221-92870
AU + 4
Prior to FY 12/13 contracts &
T + 5 Administration vendor agreements (2 of 2)
Legal/Legislative Contracts & Agreements
317
Prior to FY 12/13 contracts &

vendor agreements (1of 2)
T + 5 Administration CCP 337.2, 343;

Legal/Legislative B&P7042.5
Contracts & Agreements
333
FY 07/08 payroll budget

calculations
Non-record
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
ITEM
341
Payroll 2003 (2 of 2)
342
FY 10/11 checks "A-B"
RETENTION
CITATION
Each employer shall

on which wage
from wages.
DESTRUCTION
DATE
December 31, 2006
AU + 4
FY Dec 08-Jan 09 checks 116945- AU + 4
117255
Each employer shall
2008 Wells Fargo payroll info.
GC34090
December 31, 2016
GC34090
December 31, 2014
December 31, 2011
346
2002-2007 1099's, budget

questions
GC34090; 29USC 436
348
FY 10/11 revenues, cash & check

deposits
349
March-May 2009 checks 117606117921
350
April-June 2009 checks 119972120509
351
FY 09/10 checks 118205-118505
352
FY 09/10 checks 118506-118739
353
Insurance appraisals city

buildings 1970's
343
345

on which wage
from wages.
AU + 4
Finance - Reports Federal & State Tax
AU + 4
Finance - Accounting Accounts Receivable &
Payable
AU + 4
AU + 4
AU + 4
AU + 4
CL + 2
Development - Property Appraisals
12/31/200712/31/2012
GC34090
December 31, 2016
GC34090
December 31, 2014
GC34090
December 31, 2014
GC34090
GC34090
December 31, 2015

December 31, 2015
GC34090;GC6254(h)
December 31, 1980
DESTROYED
DATE
CITY STORAGE UNIT

BOX #
ITEM
RETENTION
CITATION
T+4
GC34090; 24 CFR
Administration - Grants - 570.502 24 CFR85.42
Community
Development Block Grant
& Urban Development
DESTRUCTION
DATE
December 31, 2008
354
Admin grants early 2003-2004
355
2009/10 Wells Fargo Bank

AU + 4 Finance GC34090; CCP337;
12/31/15; 12/31/16
Accounting deposits, Jan-June 2010, bank
GC34090; 26 CFR 16001reconcilliation July-June FY 09/10 Deposits/receipts; AU + 5 1
- Finance - Accounting Bank Reconcilliation
357
Payroll time sheets 12/01/037/15/04
AU + 6
Finance - Payroll Employee Time Sheets
GC34090; 29 CFR 516.2
December 31, 2011
358
FY 10/11 revenues, TOT
AU + 4
Finance - Accounting Accounts Receiveable
GC34090
December 31, 2016
DESTROYED
DATE

Destruction of Certain Records 12-06-16

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Destruction of Certain Records 12-06-16

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CITY OF CARMEL-BY-THE-SEA

Honorable Mayor and City Council Members

Ashlee Wright, City Clerk

Chip Rerig, City Administrator

Adoption of a resolution authorizing the destruction of certain records in

November 29, 2016

Resolution No. 2016 Destruction of Certain Records

As City Attorney for the City of Carmel-by-the-Sea I hereby consent

Analysis of Workers Compensation Reserves as of June 30, 2000

Mandated cost claims filed on Citys behalf for FY 2004-05

Alliant Insurance Services Appraisal Services Selected Assets

Copies of Hanson PARs 2005-2014

Copies of various e-mails requesting IT needs 2013

Hand written log of employee range/step and due dates

Hand written log of employee range/step and due dates (2012,

Printouts of Range/Step scales PD Non-safety (2007-2011)

AFLAC Correspondence/Premium Statements /Service

AFLAC Correspondence/Premium Statements /Service

PERS Annual Valuation Report 2003

Pre-employment physical invoices from Doctors on

Miscellaneous copies of purchase orders and back-up

December 2004 &

Copies of POA MOUs 7/1/2009 thru 6/30/2012

Board & Commission Applications/Oath/Form

Carmel Art Board member files 2006

Bid Docs 2007 Sunset Center Landscape Phase II

Pavement Management & Truck Impact Fee copies of

GC34090; CCP 337

A claimant must maintain

Centration Contract Mandated Cost Claims 2001

SCO must initiate an audit

Traffic Congestion Relief funds receipts FY 200001/2001-02/2002-2003

1989 List of Volunteers by City department

Volunteer Acknowledgment forms 1989-1996, 2007

Forest Hill Park Playground Safety Audit Report

Miscellaneous correspondence Section 125 Plans

Budget Operating (copies)

Municipal Code/MOU reference materials copies

Copies of documents Sunset sidewalk overlay

December 2009 &

Playground Safety Audit Report November 2000

Administrative Coordinator Recruitment October

Copies of documents requested by Law Office of

Employee Time Sheets 11/01/2006-04/01/2007

Employee Time Sheets 04/16/2007-09/15/2007

MOM Budget Entry Audit reports FY 2002-2003

MOM printouts record of corrections/entries

MOM report Management salary table 1999

Copies of PERS supply order forms 1990-2002

Hand written log of part-time employees hours

AFLAC Reimbursement Services Agreement (RSA)

Hand written worksheet Tristar Wage Statement

2010 Salary survey request/response from

My/CalPERS System Access Administrator

Copies LIUNA enrollment cards

Miscellaneous employee lists, contact numbers,

Fire range/step scales MOM printout

PD Safety Range/Step scale 2006-2011

Salary Tables 1965-1985

FY 2009-10 Coastal Healthcare Self Funded

GC 12946, 34090; December 2013

GC 12946, 34090; December 1988

Paid-Call Firefighter monthly payroll summary

Police Department Long Term Disability Insurance