HomeMy WebLinkAbout12. Finance Records Destruction
AGENDA MEMO
DATE:
August 23, 2011
TO:
Mayor and Members of the City Council
FROM:
Office of the City Manager
By: John Michicoff, Director of Finance
SUBJECT:RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN
OBSOLETE FINANCE DEPARTMENT RECORDS
RECOMMENDATION
That the City Council adopt the attached Resolution titled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY
APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS
OF THE FINANCE DEPARTMENT
DISCUSSION
The attached Resolution authorizes the destruction of certain obsolete Finance
department records. It has been prepared in accordance with the Citywide Records
Management Program and retention schedule adopted by the City Council on June 9,
1998, and pursuant to Government Code Section 34090.
As indicated on Exhibit “A” attached, the City Attorney has certified that these records
are no longer required by the City and are in compliance with established retention
requirements. The City Clerk has concurred in this certification. Exhibit “B” identifies
and lists the department records that are eligible for destruction.
FINANCIAL IMPACT
The adoption of this Resolution will eliminate the cost of storing and maintaining these
obsolete records.
CITY OF DOWNEY, CALIFORNIA
RESOLUTION NO. 11-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY,
APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE
RECORDS OF THE FINANCE DEPARTMENT.
WHEREAS
, the City Council of the City of Downey adopted a Citywide Records
Management Program on June 9, 1998; and
WHEREAS
, the City Clerk has certified that the records listed are no longer required by
the City and are eligible for destruction pursuant to Section 34090 of the California Government
Code as indicated on “Destruction of Original Public Records” attached hereto as Exhibit “A”
and pursuant to the above Citywide Records Management Program and the City Attorney has
concurred in this certification; and
WHEREAS
, the Director of Finance has requested and authorized certain obsolete
Finance Department records listed on Exhibit “B” attached hereto to be destroyed and the City
Attorney has concurred in this authorization.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1
. As authorized by California Government Code Section 34090 and the City
of Downey Citywide Records Retention Policy adopted on June 9, 1998, the City Council hereby
authorizes and approves the destruction of the obsolete Finance Department records as listed
on Exhibit “B” attached hereto.
SECTION 2
. The City Clerk shall certify to the adoption of this Resolution.
rd
23
APPROVED AND ADOPTED
this day of August, 2011.
LUIS H. MARQUEZ, Mayor
ATTEST
:
JOYCE E. DOYLE, Interim City Clerk
I HEREBY CERTIFY
that the foregoing Resolution was adopted by the City Council of
rd
23
the City of Downey at a regular meeting held on the day of August, 2011, by the following
vote, to wit:
AYES
: Council Members:
NOES
: Council Member:
ABSENT
: Council Member:
ABSTAIN
: Council Member:
JOYCE E. DOYLE, Interim City Clerk
EXHIBIT A
DESTRUCTION OF ORIGINAL PUBLIC RECORDS
I hereby certify that:
the records listed below are more than two years old, do not affect the title to real
property or liens thereon, are not court records, are not, to my knowledge to be kept
further by a statute, are not the minutes, ordinances or resolutions of the legislative
body of the City or of any City Board or Commission, and are no longer required by the
City. I request authority to destroy same pursuant to Section 34090 of the Government
Code of California.
SEE LIST OF RECORDS ON EXHIBIT “B”
___________
Department Head Department Date
I have reviewed the above-described records for historical value and for compliance
with the established retention requirements, and I consent to their destruction.
___________
City Clerk Date
I consent to the destruction of the above-described records.
___________
City Attorney Date
I certify that the destruction of the above-described records was approved by the City
Council of the City of Downey, California; by Resolution No. at the regular
rd
meeting of the City Council held in Downey, California, on the 23 of
day
August, 2011, and that by said Resolution, the department head of his/her designee
was authorized to destroy the records.
City of Downey ________________
City Clerk State of California Date
I hereby certify that, pursuant to the foregoing authority, the above-described records
were destroyed on.
Date
_____________
Name Title Date
EXHIBIT B
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
I hereby consent to the destruction of the records listed below:
_____________________________
Department Head City Attorney
ItemContents & Inclusive Dates
No.
1Accounts Payable, prior to 7/1/2005
Voided Checks, prior to 7/1/2005
2
Form 1099, prior to 7/1/2005
3
4Golf Course receipt record, prior to 7/1/2004
5Water Service Orders, prior to 7/1/2003
6Business License renewal forms, prior to 7/1/2003
7Accounts Receivable Collections, prior to 7/1/2004
8Accounts Receivable Receipt Register, prior to 7/1/2006
Medical Benefits Statement, prior to 7/1/2006
9
Flex 125 Health Care and Flex 129 Childcare Reimbursement, prior to 1/1/2005
10
11Payroll Processing Reports, prior to 1/1/2006
Timesheets, prior to 7/1/2008
12
Terminated employee file, prior to 1/1/1981
13
Workers’ Compensation Monthly Financial Reports, prior to 7/1/2005
14
15Daily Cash Report Detail Bundles, prior to 7/1/2005
General Journal report FY 2003 - 2004
16
17
Bank Reconciliations, prior to 7/1/2006
Paramedic report, prior to 7/1/2006
18
Purchase Order, prior to 7/1/2005
19
20Settled claims for damages against the City, prior to 7/1/2005 (except when required
by law)