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Home My WebLink AboutResolution No. 17-7741-Approving Destruction of Certain Obsolete Records of the Finance Dept• • • A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY, APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF 7dE FIV4► Il i_ WHEREAS, the City Council of the City of Downey adopted Citywide Records Destruction Program Procedures and retention schedule on April 25, 2017; 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 Destruction Program Procedures 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, •RE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOE] HEREBY RESOLVE AS FOLLOWS: SECTION 1. As authorized by California Government Code Section 34090 and the City of Downey Citywide Records Destruction Program Procedures adopted on April 25, 2017, 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 Septe FERNANDO VASQUEZ, Mayor MUM "-�w j A,� -10, J � V/ ,, AL.2 A A L I C I A C3UA C Interim City Clerk RESOLUTION NO. PAGE 2 HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the City of Downey at a regular meeting held on the 12`h day of September, 2017 by the following vote, to wit: AYES: Council Members: Pacheco, Rodriguez, Saab, Ashton, Mayor Vasquez NOES: Council Member: None. ABSENT: Council Member: None. ABSTAIN: Council Member: None. "�'�yw ab&'42 a, 6AA2L MARIA ALICIA DUAR E, kXC Interim City Clerk THEREBY CERTIFY THAT: the records described on Exhibit Battached hereto are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not tote kept further by statute, are not the Minutes, Ordinances or Resolutions of the legislative body of the City or of any City Board, Commission, or Committee and are no longer required by the City. I request authority to destroy same pursuant to Section 34090 of the Governrrent Code of California. Departm ntDirector Finance 2,9 e 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. kUtAle�rk�� Date I consent to the destruction of the above-described records, pity ttorney Date HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was a proved by the City Council ofthe City of Downey, California, at the Regular Meeting held ora r "a, by City Council Resolution No ® -7 -7 44 1 g and that by sad Resolution the Department Director (or designee) was authorized to destroy the records. City of Downey it lark State of California Date CERTIFICATION OF DESTRUCTION BY CITY I HEREBY CERTIFY THAT pursuant to the foregoing authority, thedescribed records on Exhibit B attached hereto were destroyed at o n 10a City Facility J Date tgn tyre I . Date City Staff `Member Supervising Destruction AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS BOX/FILE # DESCRIPTION OF CONTENTS N/A 1099s/1 096s prior to 7/172012 Accounts Receivable Collections, prior to 7/1/2010 Accounts Receivable Receipt Register, prior to 7/1/2012 Accounts Payable, prior to 7/1/2012 Close/LastExpenditure Report +5 ears Alarm Permits Expiration plus 5 years Annual State or Federal: State Controllers, Gas Tax, Street Report prior to 7/1/2012 Audit Work Papers prior to 7/1/2012 Bank Reconciliations/Statements prior to 7/1/2012 Bankruptcies not pursued when no longer required Bankruptcies where a claim is filed prior to 7/1/2007 Bank Statements/Bank Files prior to 7/1/2012 Bus Pass Sales prior to 7/1/2012 Business License renewal applications, prior to 7/172012 Business License and Permit Indefinite Business License Applications prior to 7/1/2012 Cash Rec/Daily Cash Summaries/Cashiers Repo rts/Petty Cash prior to 7/1/2012 Checks/Warrants (Cashed/PaidNoided) prior to 7/1/2010 Total Boxes/Files to be Destroyed This Page: BOX/FILE DESCRIPTION OF CONTENTS City owned Insurance Policies Permanent Collections/Collection Agency prior to 7/1 /2010 Daily Cash Report Detail Bundles, prior to7/1/2012 DE 6, 7, 9, 43, 166,-941 Forms, IRS 5500, W3 prior to7/1/2012 Deferred Com (457)-Re orfs and Re isters Yior to 7/1/2012 Emergency Medical Transportation/ParamedicSubscriptions Expiration + 5 yrs Employment Verifications when no longer needed Escheat (Unclaimed money/uncashed checks) prior to 7/1/2012 FEMA Reimbursements / OES `Reimbursements prior to 7/1/2007 Fixed Assets prior to 7/1/2012 Flex 125 Health Care & Flex 129 Childcare Reimbursement, Separation + 5 yrs Golf Course receipt record, prior to7/1/2012 Home Occupation Permits prior to7/1/2012 Investments/Arbitrage/COD/Bonds/LAIF prior to7/1/2012 Medical Benefits Activity Reports, Separation + 5 years Payroll Benefit Files/Admin Forms/W4, Personnel Action formsSeparation + 5 yrs Payroll Deduction Reports, prior to Separation + 5 years Total Boxes/Files to be Destroyed This Page: BOX/FILE # DESCRIPTION OF CONTENTS PERS Audit/Annual Valuation, Actuarial/ Transportation Audits prior to7/1/2012 Preliminary Budgets, Proposed Budgets, Backup Documentswhen no longer needed Purchase Orders/Requisitions prior to7/1/2012 Returned Checks/NSF Checks prior to 7/1/2010 Settled claims for damages against the City, prior to7/1/2012( Three years after settled except when _required by law) When Settled +_5 years Terminated employee file, date of termination + 5 years Timesheets, prior to 7/1/2012 Treasurers Reports and Backup prior to 7/1/2012 W -2s Permanent W -9s minimum 5 years Water Service (Requests) prior to 7/1/2014 Workers' Compensation Monthly Banking Reports, Separation + 5 years Total Boxes/Files to be Destroyed This Page: Finance Department Records • 10/512017 WWI 00 00: Accounts Pa fable checks w/ acku 7/2011-6/2012 Accounts Payable Final Check List 2010-2011 2011-2012 Accounts Receivable ReWsters 2011-2012 2012-2013 2010-2011 2011-2012 2012-2013 min Business License renewals 2011" Call' RS Aetna 2003-2008 Daily Revenue Cas Rece o 7/2009-6/2012 Doc licenses 2012 20004007 2011 �2�012 ,Golf Course 2010 2011 2012 ICMA City 2002-2008 SEAACA 1998-2008 Payroll -Terminated plo ees As per requirements 2011-2012 Retiree Miscellaneous 2012-2013 Rides are 2001-2003 SAACA Refunda les 2006-2007 2007-2008' 2008-2009 2009-2010 2010-2011 2011-2012 Shrexi- it 18120 Central Avenue Carson CA 90746 Phone: 310- 636- 8713 SERVICE RECORD SUMMARY C"TWCATK OF OKSTRUCnON PLEASE KEEP THIS FOR YOUR RECORDS (THIS IS NOT AN INVOICE) Your next service date Is scheduled for: 11.06.2017 This year your Firm has saved 445.957 trees through recycling or"Wed paper, Customer; 0011549114 CITY OF DOWNEY 11111 BROOKSHIRE AVE DOWNEY CA 1-3917 Order #; 9036250541 Order Date: 10.31,2017 Customer PO; "- 10411- Service 0411Service Type. ON- SITE PURGE Contact: MIKE PARINO Timeln; 01:26 PM Material Collected LEG TOTE(96GAL[360L) I Total: I Customer Signature: MELISSA VILLASENOR G CSR Signature: MARTIN SANCHEZ Shred- it is committed to the secure destruction of its customers' confidential information. This certification will affirm that Shred- it destroys the customer confidential material, pursuant to our customers request and instructions. The following. services are NAID certified: Sbrad- 18120 Central Avenue Carson CA 90746 Phone: 310- 635- 9713 SERVICE RECORD SUMMARY CKRAI[VICATH OF DINMUCIII[ON PLEASE KEEP THIS FUR YOU R RECORDS (THIS IS NOT AN INVOICE) This year your firm has saved 415.294 trees through recycling shredded paper Customer: 0011549114 CITY OF DOWNEY 11111 BROOKSHIRE AVE DOWNEY CA90UI- 3817 Order 9: 8035577826 Order Date: 10. 05. 2017 Customer PO: "- 10411 Service Type: ON- SITE PURGE Conloo: MIKE PARINO Time ln- I2:50PM Material Collected VI 1, R DRAWER 99 NEOTOTEJ64GAIJ240L) 7 SMALL BOX 54 Total- 159 Customer Signature; MELISSA GALVAN Oft CSR Signature; LINO R EYES Shred- it is committed to the secure destruction of its customers' confidential information. This certification will affirm that Shred- it destroys the customer confidential material, pursuant to