HomeMy WebLinkAboutResolution No. 14-7508 - Approving the Destruction of Certain Obsolete Records of the Finance DepartmentRESOLUTION NO. 14-7508
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,20F\
ATTEST:
mrA3nDIii
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 of August, 2014 by the following
vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN :
Council Members: Brossmer, Guerra, Saab, Marquez, Mayor Vasquez
Council Member: None.
Council Member: None
Council Member: None a\
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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”
/h-/ h +.b/th A',\.'#~ ,,7/ ID/ b,) q
DateDepartment Head Department
I have reviewed the above-described records for historical value and for compliance with the
esLabIish#retention requirements, and I consent to their destructionbOnhRdiT
I consent to thI
Fy–niine;
lction of the above-described
i
records
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. 14-7508 at the Regular Meeting of the City
Council held in Downey, California, on the 12th day of August, 2014, and that by said
Resolution the department head of his/her designee was authorized to destroy the records.
b&Vh–- city of Downey
ity Clerk \ State of California
I hereby certify that, pursuant to the foregoing authority, the above-described records
were destroyed
Vt\bale)V ther mdb„ca
Name Title
’')B/ \A
Dat
EXHIBIT B
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
I hereby consent to the destruction of the records listed below:
At%\ t, &tl_+Qh
Department Head
Item
No.
1
2
3
4
5
6
7
8
9
10
11
Contents & Inclusive Dates
Accounts Payable, prior to 7/1/2008
Voided Checks, prior to 7/1/2008
Form 1099, prior to 7/1/2008
Golf Course receipt record, prior to 7/1/2008
Water Service (Requests) prior to 7/1/2010
Business License renewal forms, prior to 7/1/2008
Accounts Receivable Collections, prior to 7/1/2008
Accounts Receivable Receipt Register, prior to 7/1/2008
Medical Benefits Activity Reports, prior to 7/1/2009
Flex 125 Health Care and Flex 129 Childcare Reimbursement, prior to 1/1/2008
Payroll Deduction Reports, prior to 1/1/2009
Timesheets, prior to 7/1/2011
Terminated employee file, prior to 1/1/1 984
Workers’ Compensation Monthly Banking Reports, prior to 7/1/2008
12
13
14
15
16
17
18
19
20
Daily Cash Report Detail Bundles, prior to 7/1/2008
General Journal report FY 2006 - 2007
Bank Reconciliations, prior to 7/1/2009
Paramedic Banking Reports, prior to 7/1/2009
Purchase Order, prior to 7/1/2008
Settled claims for damages against the City, prior to 7/1/2010 (except when
required by law)