HomeMy WebLinkAboutResolution No. 11-7295RESOLUTION NO. 11-7295
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.
APPROVED AND ADOPTED this 23rd day of August, 201 1 .
A1–rEST:
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I HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of
the City of Downey at a regular meeting held on the 23rd day of August, 2011, by the following
vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN :
Council Members:
Council Member:
Council Member:
Council Member:
Brossmer, Gafin, Guerra, Vasquez, Mayor Marquez
None
None
None
Er !'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, arQ 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”
F;Z/hah V
Department
B//8/11
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I have reviewed the above-described records for historical value and for compliance
with the established retention requirements, and I consent to their destruction.
c> B- Ie’1/
Date
above-described records
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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. 1t-7Zc?q at the regular
meeting of the City Council held in Downey, California, on the 23rd day of
August, 2011, and that by said Resolution, the department head of his/her designee
was authorized to destroy the records.
City of Downey ? B- t A - I/
State of California Date
I hereby certify that, pursuant to the foregoing authority, the above-described records
were destroyed on og- Lq - '
Date
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Date
EXHIBIT B
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
I hereby consent to the destruction of the records listed below:
a
Attorney
Item
No.
Contents & Inclusive Dates
Accounts Payable, prior to 7/1/2005
Voided Checks, prior to 7/1/2005
Form 1099, prior to 7/1/2005
Golf Course receipt record, prior to 7/1/2004
Water Service Orders, prior to 7/1/2003
Business License renewal forms, prior to 7/1/2003
Accounts Receivable Collections, prior to 7/1/2004
Accounts Receivable Receipt Register, prior to 7/1/2006
Medical Benefits Statement, prior to 7/1/2006
Flex 125 Health Care and Flex 129 Childcare Reimbursement, prior to 1/1/2005
Payroll Processing Reports, prior to 1/1/2006
Timesheets, prior to 7/1/2008
Terminated employee file, prior to 1/1/1981
Workers’ Compensation Monthly Financial Reports, prior to 7/1/2005
Daily Cash Report Detail Bundles, prior to 7/1/2005
General Journal report FY 2003 - 2004
Bank Reconciliations, prior to 7/1/2006
Paramedic report, prior to 7/1/2006
Purchase Order, prior to 7/1/2005
Settled claims for damages against the City, prior to 7/1/2005 (except when required
by law)
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