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HomeMy WebLinkAboutResolution No. 6688 RESOLUTION NO. 6688 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 12th day of August, 2003. 7/ 7 RI K TREJO, Mayor ATTEST: Vidaabitlie 'Ziag:tk,) KATHLEEN L. MIDSTOKKE, City Clerk RESOLUTION NO. 6688 PAGE TWO 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 12th day August, 2003, by the following vote, to wit: AYES: 4 Council Members: Bayer, McCarthy, Perkins, Mayor Trejo NOES: 0 Council Members: None ABSENT: 1 Council Members: Cartozian ABSTAIN: 0 Council Members: None 9 KATHLEEN L. MIDSTOKKE, City Clerk eeseini-ot . 66gg 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. *IVieriA &befit 9 7 7 3 City Clerk Date I consent to the destruction of the above - described records. *) 773 City Attorne y 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. a4 er at the regular meeting of the City Council held in Downey, California, on the /24 day of 49.iS1" , ., a nd that b said by Resolution, the department head of his/her designee was authorized to destroy the records. City of Downey ij/4/ p _ 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 eeseLv4i�i No .G 68% EXHIBIT B AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS I hereby consent to the destruction of the records listed below: f t Department Head/ City Attorney Item No. Contents & Inclusive Dates 1 Accounts Payable, 7/1/95 to 6/30/96 2 Daily Cash Report Detail, 7/1/97 to 6/30/98 3 Equipment Cards, 7/1/99 to 6/30/00 4 Equipment Inventory Lists, 7/1/99 to 6/30/00 —^ 5 Accounts Receivable — Backup Copies, prior to 7/1/00 6 Accounts Receivable Paid, prior to 7/1/00 7 Accounts Receivable Collections, prior to 7/1/96 8 Settled claims for damages against the City, 7/1/99 — 6/30/00 (except when required by law) 9 Bank Reconciliations, prior to 7/1/98 10 Investment Reconciliations, prior to 7/1/98 11 Accounting reports — expenditures, 7/1/95 to 6/30/96 12 Accounting reports — revenues, 7/1/95 to 6/30/96 13 Accounting reports — payroll, 7/1/95 to 6/30/96 14 Refundable Deposits, prior to 7/1/00 15 Paramedic Collection Invoices, 7/1/95 to 6/30/96 16 Paid Paramedic Invoices, 7/1/99 to 6/30/00 17 Payroll Processing Reports, prior to 1/1/98 &se ivii-iai Ne. 444T EXHIBIT B AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS con't Item No. Contents & Inclusive Dates 18 Postage by Phone, prior to 7/1/99 19 Express Mail, prior to 7/1/99 20 Monthly Postage Statements, prior to 7/1/99 21 Purchase Orders, prior to 7/1/97 22 Office Supplier Statements, prior to 7/1/99 i - 4 2 ' 4 ' ' . • A ! + ( 4� , • . 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