HomeMy WebLinkAboutResolution No. 13-7427 - Authorizing Destruction of Certain Obsolete Finance Department RecordsRESOLUTION NO. 13-7427
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 July, 20l3
ATTEST
I
D
MARIO A. GUERRA, Mayor
e
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 July, 2013, by the following
vote, to wit:
AYES :
NOES:
ABSTAIN :
ABSENT:
Council Members:
Council Members:
Council Members:
Council Members:
Brossmer, Marquez, Saab, Vasquez, Mayor Guerra
None
None
None
EXHIBliTA
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”
/Ut . am lh L / I ( \I- IS 1=,
DateDepartment Head -Department
I have reviewed the above-described records for historical value and for compliance
requirements, and I consent to their destruction.
a b
Date
!cords
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. 13-7427 at the Regular
meeting of the City Council held in Downey, California, on the 23rd day of
July, 2013, and that by said Resolution, the department head of his/her designee was
auWzed))_destroy the records
/
CM;terk
City of Downey
State of California
I hereby certify that, pursuant tp the foregoing authority, the above-described records
were destroyed on: i/ O / / 3ate
':C’r:./,.,,,/h,/,„h,Xp#:in(J arrle
+H II/III
Title Date
EXHIBIT B
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
I hereby consent to the destruction of the recon
A„„'.„w.h
Department Head
Item
No.
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Contents & Inclusive Dates
Accounts Payable, prior to 7/1/2007
Voided Checks, prior to 7/1/2007
Form 1099, prior to 7/1/2007
Golf Course receipt record, prior to 7/1/2007
Water Service Orders, prior to 7/1/2007
Business License renewal forms, prior to 7/1/2007
Accounts Receivable Collections, prior to 7/1/2007
Accounts Receivable Receipt Register, prior to 7/1/2008
Medical Benefits Statement, prior to 7/1/2008
Flex 125 Health Care and Flex 129 Childcare Reimbursement, prior to 1/1/2007
Payroll Processing Reports, prior to 1/1/2008
Timesheets, prior to 7/1/2010
Terminated employee file, prior to 1/1/1 983
Workers’ Compensation Monthly Financial Reports, prior to 7/1/2007
12
13
14
15
16
17
18
19
20
Daily Cash Report Detail Bundles, prior to 7/1/2007
General Journal report FY 2005 - 2006
Bank Reconciliations, prior to 7/1/2008
Paramedic report, prior to 7/1/2008
Purchase Order, prior to 7/1/2007
Settled claims for damages against the City, prior to 7/1/2007 (except when required
by law)