HomeMy WebLinkAbout10. Adopt Reso Authorizing Destruction of Certain Obsolete Records of the Finance DepartmentAPPROVED Y
CITY kr^ ANAGER�
• OFFICE OF
BY: ANIL H. GANDHY, DIRECTOR OF
That the City Council adopt the attached Resolution titled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY APPROVINJ
THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS
OF DEPARTITEUT
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 NO.
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.
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i r i i t 101
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 14th day of January, 2020.
G
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 10th day of December, 2019 by the
following vote, to wit:
AYES:
Council Members:
NOES:
Council Member:
ABSENT:
Council Member:
ABSTAIN:
Council Member:
Maria Alicia Duarte, CMC
City Clerk
RAWO QN-0191ma- -no M-1
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 Government Code of California.
A -L4^ i v
Department Director
WITOM r, =_
I 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
We =I- 11 USX I TO re rZ 0 = 0=1 0 1 U 174 .•i we RM V OTTO I=$ a
Yity "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 on
I by City Council Resolution No. , and that by
said Resolution the Department Director (or designee) was authorized to destroy the records.
City Clerk
City of Downey
State of California Date
attached hereto were destroyed at on
City Facility Date
Signature & Title Date
City Staff Member Supervising Destruction
: • a - i •
1-4 Bank Reconciliations/Statements prior to 7/1/2013
5-7 Business License renewal applications, prior to 7/1/2013
8 Business License Applications prior to 7/1/2013
9-39 Cash Rec/Daily Cash Summaries/Cashiers Reports/Petty Cash prior to 7/1/2013
40 Emergency Medical Transportation/Paramedic Subscriptions 2013
41-43 Golf Course receipt record, prior to 7/1/2013
44-45 Payroll Deduction Reports, 2016 & 2017
46-49 Purchase Orders/Requisitions prior to 7/1/2013
50-57 Timesheets, 2013/2014 & 2018/2019
58-76 Journal Entries 2013/2014
77-88 Accounts Payable, prior to 7/1/2013 (Close/Last Expenditure Report +5 years)
Total Boxes/Files to be Destroyed This Page: 88