HomeMy WebLinkAbout09. Adopt Reso Authorizing Destruction of Certain Obsolete Finance Dept RecordsItem .
APPROVED Y
To: MAYOR ASHTON AND MEMBERS OF THE CITY COUNCIL .CITY
MANAGER
FROM: OFFICE
GANDHY,DIRECTOR •
TATE: SEPTEMBER 11, ,,
EN =0(01 :4 Wom
That the City Council adopt the attached Resolution titled:
• • • • •'r • • 1 - - •
The attached Resolution authorizes the destruction of certain obsolete Finance department
records. It has been prepared in accordance with the Citywide Records Destruction Program
Procedures and retention schedule adopted by the City Council on April 25, 2017, and pursuant
to Government Code Section 34090.
As indicated on Exhibit "A" attached, the City Clerk has certified that these records are no longer
required by the City and are in compliance with established retention requirements. The City
Attorney has concurred in this certification. Exhibit "B" identifies and lists the department
records that are eligible for destruction.
The adoption of this Resolution will eliminate the cost of storing and maintaining these obsolete
records..
Attachments
Resolution
List of Contents to be Destroyed
RESOLUTION i
RESOLUTION OF •' OF r i
APPROVING THE DESTRUCTION OBSOLETE
RECORDS OF DEPARTMENT
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, THEREFORE,• OF DOWNEY DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. As authorized by California Government Code Section 34090 and the City
of Downey CitywideRecords 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 11th day of September, 2018.
SEAN ASHTON, Mayor
MARIA ALICIA DUARTE, CMC
City Clerk
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 11th day of September, 2018 by the
following vote, to wit:
AYES:
Council Members:
NOES:
Council Member:
ABSENT:
Council Member:
ABSTAIN:
Council Member:
Maria Alicia Duarte, CMC
City Clerk
I HEREBY CERTIFY THAT: the records described on Exhibit B attached hereto are more than two years
old, do not affect the title to real property or liens thereon, are not court records, are not to be 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.
Dea rnent Director
Finance
Department
912-71 A,011
Dat
have reviewed the above-described records for historical value and for compliance with the established
retention requirements, and I consent to their destruction.
City Clerk Date
I consent to the destruction of the above-described records,
qka(4- QJ�0— sk'[(s
y Attorney Date
I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was
approved by the City Council ofthe City of Downey, California, at the Regular Meeting held or)
by City Council Resolution No. 1 and that by
said Resolution the Department Director (or designee) was authorized to destroy the records.
City of Do�,:,iey
City Clerk State of California Date
CERTIFICATION OF DESTRUCTION BY CITY
I HEREBY CERTIFY THAT pursuant to the foregoing authority, thedescribed records on Exhibit
attached hereto were destroyed at on
City Facility bate
Signature & Title Date
City Staff Member Supervising Destruction
BOX/FILE # DESCRIPTION OF CONTENTS
1-10 Accounts Payable, prior to 7/1/2013 (Close/Last Expenditure Report +5 years)
11 Accounts Receivable Collections, prior to 7/1/2011
12 Dail Cash Report Detail Bundles
Daily p , prior to7/1/2013
13 Emergency Medical Transportation/Paramedic Subscriptions Expiration + 5 yrs
2006-2010
14 & 15 Settled claims for damages against the City, prior to7/1/2013 ( Three years after
settled except when required by law) When Settled + 5 years
Total Boxes/Files to be Destroyed This Page: 15_