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Home My WebLink AboutResolution No. 07-7022 - Records Destruction - Finance DeptRESOLUTION NO. 07-7022 ( 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 28th day of August, 2007. A D..a, ATTEST: 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 28th day of August, 2007, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN : 5 Council Members: Bayer, Cartozian, Gafin, Guerra, MayorTrejo 0 Council Member: None 0 Council Member: None 0 Council Member: None ( LEEN e RESOLUTION NO. 07–7022 PAGE TWO 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“ Z. Martment FG f ha/h(Rr Department D a t ::1P IijI I? IE1Dp &/0 :14 I have reviewed the above-described records for historical value and for compliance with the established retention requirements, and I consent to their destruction. W,)#.#kAM IE) a :1::1 gAII11) /111111111rCity Clerk the above-described records I certify that the destruction of the above-described records was approved by the City rig: :: Council of the City of Downey, California; by Resolution No, )f the City Council held in Downey, California, Olmeetin and that by said Resolution, the department head of his/her designee was destroy the records %Ala=>V.qMk4L>City of Downey eq-il - aZ DateCity Clerk State of California I hereby certify that, pursuant to the foregoing authority, the above-described records were destroyed on 9- ’?- c ’ Date ,//, T n \./ :/7 arne /'}fIn?Ir- 7/;Itrd+'Iv+ Ass-1£IArTF q-I I- C/_ Title Date RESOLUTION NO. 07-7022 PAGE THREE EXHIBIT B AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS Item No.Contents & Inclusive Dates Accounts Payable, prior to 7/1/2001 Daily Cash Report Detail Bundles, prior to 7/1/2001 Equipment Cards, prior to 7/1/2003 Equipment Inventory Lists, prior to 7/1/2003 Accounts Receivable, prior to 7/1/2001 Accounts Receivable Paid, prior to 7/1/2001 Accounts Receivable Collections, prior to 7/1/2000 Settled claims for damages against the City, prior to 7/1/2003 (except when required by law) Bank Reconciliations, prior to 7/1/2001 Investment Reconciliations, prior to 7/1/2001 Refundable Deposits, prior to 7/1/2003 Business Registrations, prior to 1/1/2001 Transit Receipts, prior to 7/1/1999 Water Service Orders, prior to 1/1/2000 Payroll Processing Reports, prior to 1/1/2001 Purchase Orders, prior to 7/1/2001 Postage by Phone, prior to 7/1/2003 ( 10 RESOLUTION NO. 07-7022 PAGE FOUR AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS con’t Item No 18 19 20 21 22 23 24 25 26 Contents & Inclusive Dates Paramedic Paid Invoices, prior to 7/1/2003 Paramedic Collection, prior to 7/1/2000 Express Mail, prior to 7/1/2003 Monthly Postage Statements, prior to 7/1/2003 Timesheets, prior to 7/1/2004 Office Supplier Statements, prior to 7/1/2003 Journal Entries, prior to 7/1/2000 Medical Benefits Claims Registers, prior to 1/1/2002 Voided Checks, prior to 7/1/2001