HomeMy WebLinkAboutResolution No. 12-7370A 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.
ATTEST:
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
APPROVED AND ADOPTED this 28 day of August, 2012.
ADRIA M. JIMENEZ, CMC
City Clerk
AYES: Council Members:
NOES: Council Members:
ABSTAIN: Council Members:
ABSENT: Council Members:
RESOLUTION NO. 12 -7370
ROG C BROSSMER, Mayor
HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of
the City of Downey at a regular meeting held on the 28 day of August, 2012, by the following
vote, to wit:
Marquez, Vasquez, Gafin, Mayor Brossmer
None
None
Guerra
ADRIA M. JIMENEZCMC
City Clerk
EXHIBIT A
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"
7i�ali� i s v4ijC F gimsh2
Department,l4ead Department Date
I have reviewed the above - described records for historical value and for compliance
with ie e 1 blished retention requirements, and I consent to their destruction.
City Clerk
I onsent to the _d
C Attorney
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. /9 - 7370 at the regular
meeting of the City Council held in Downey, California, on the 28 day of
August, 2012, and that by said Resolution, the department head of his /her designee
wa thor_ d to destroy the records. _ D i
114/ 91
City City of Downey 2/ 2-
City Clerk State of California Date
I hereby certify that, pursuant to the foregoing authority, the above - described records
were destroyed on
Name
DESTRUCTION OF ORIGINAL PUBLIC RECORDS
Dat
ucf . n of the above - described records.
Date
Date
Title Date
EXHIBIT B
I hereby consent to the destruction of the records listed below:
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
artment Head % fjty Attorney
Item Contents & Inclusive Dates
No.
1 Accounts Payable, prior to 7/1/2006
2 Voided Checks, prior to 7/1/2006
3 Form 1099, prior to 7/1/2006
4 Golf Course receipt record, prior to 7/1/2005
5 Water Service Orders, prior to 7/1/2004
6 Business License renewal forms, prior to 7/1/2004
7 Accounts Receivable Collections, prior to 7/1/2005
8 Accounts Receivable Receipt Register, prior to 7/1/2007
g Medical Benefits Statement, prior to 7/1/2007
10 Flex 125 Health Care and Flex 129 Childcare Reimbursement, prior to 1/1/2006
11 Payroll Processing Reports, prior to 1/1/2007
12 Timesheets, prior to 7/1/2009
13 Terminated employee file, prior to 1/1/1982
14 Workers' Compensation Monthly Financial Reports, prior to 7/1/2006
15 Daily Cash Report Detail Bundles, prior to 7/1/2006
16 General Journal report FY 2004 - 2005
17 Bank Reconciliations, prior to 7/1/2007
18 Paramedic report, prior to 7/1/2007
19 Purchase Order, prior to 7/1/2006
20 Settled claims for damages against the City, prior to 7/1/2006 (except when required
by law)