HomeMy WebLinkAboutResolution No. 05-6862 - Approve Destruction of Obsolete Records - Finance Dept.RESOLUTION NO. 056862
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 Finance Director/Risk Manager 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.
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SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
APPROVED AND ADOPTED this 12th day of July, 2005.
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ATTEST:
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KATHLEEN L. MIDSTOKKE; 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 12th day of July 2005, by the following vote,
to wit
AYES:
NOES:
ABSENT:
ABSTAIN :
4 Council Members: Cartozian, Gafin, Perkins, Mayor Bayer
0 Council Member: None
1 Council Member: Trejo
0 Council Member: None
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KATHLEEN L. MIDSTOKKE, City Clerk
EXHIBIT A
RESOLUTION NO. 05-6862
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 EXHIBrr “B”
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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.
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City Clerk Date
ction of the above-described records.
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Date
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. 05-6862 at the regular meeting of the City Council
held in Downey, California, on the 12th day of July , 2005 , and that by said
Resolution, the department head of his/her designee was authorized to destroy the records.
M&b) V'lu£l&&dv Cityof Dow„,y T
City Clerk State of California Date
I hereby certify that, pursuant to the foregoing authority, the above-described records were destroyed
Date
on
Name Title Date
EXHIBIT B
:usoLtnioIq NO , 05–6862
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
I hereby consent to the destruction of the records listed below
Item No.Contents & Inclusive Dates
Accounts Payable, prior to 7/1/00
Daily Cash Report Detail, prior to 7/1/00
Equipment Cards, prior to 7/1/02
Equipment Inventory Lists, prior to 7/1/02
Accounts Receivable, prior to 7/1/00
Accounts Receivable Paid, prior to 7/1/00
Accounts Receivable Collections, prior to 7/1/00
Settled claims for damages against the City, prior to 7/1/02 (except
when required by law)
Bank Reconciliations, prior to 7/1/00
Investment Reconciliations, prior to 7/1/00
Accounting reports – expenditures, prior to 7/1/99
Accounting reports – revenues, prior to 7/1/99
Accounting reports - payroll, prior to 7/1/99
Refundable Deposits, prior to 7/1/02
Payroll Processing Reports, prior to 1/1/00
Purchase Orders, prior to 7/1/00
Business Registrations, prior to 1/1/00
10
EXHIBIT B – cont.
RESOLUTION NO. 05-6862
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
Item No. Contents & Inclusive Dates
Paramedic Collection Invoices, prior to 7/1/00
Postage by Phone, prior to 7/1/02
Express Mail, prior to 7/1/02
Monthly Postage Statements, prior to 7/1/02
Office Supplier Statements, prior to 7/1/02
1099’s, prior to 7/1/00
Timesheets, prior to 7/1/02
Journal Entries, prior to 7/1/99