HomeMy WebLinkAboutResolution No. 08-7070 - Destruct Finance RecordsRESOLUTION NO. 08- 7070
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 22nd day of July 2008.
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ATTEST:
Ma
KAI'FIL.EEN L. MIDSTOKKE, City
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 22-d day of July, 2008, by the following
vote, to wit:
AYES :
NOES:
ABSENT:
ABSTAIN :
Council Members:
Council Member:
Council Member:
Council Member:
Bayer, Cartozian, Guerra, Trejo, Mayor Gafin
None
I None
None
liM@„DW .MML
E L MIDSTOKKE City Clerk
RESOLUTION NO. 08-7070
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"
Department Head 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.
City Clerk Date
I consent to the destruction of the above-described records.
City Attorney 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. at the regular meeting of the City
Council held in Downey, California, on the 22-d day of July 2008, and that by said Resolution,
the department head of his/her designee was authorized to destroy the records
City of Downey
State of California DateCity Clerk
I hereby certify that, pursuant to the foregoing authority, the above-described records were
destroyed on
Date
Name Title Date
RESOLUTION NO. 08-7070
PAGE THREE
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”
\:\ N AN eu;
Department
I have reviewed the above-described records for historical value and for compliance
with the established retention requirements, and I consent to their destruction.[%ag„Jg.qu.2M,D').. IL-eg
DateCity Clerk
1 col above-described records.
7//&Ar
Date
e above-described records was approved by the City
Council of the City of Downey, California; by Resolution No. (aMa at the regular
meeting of the City Council held in Downey, California, on the 22ndday of
July 2008, and that by said Resolution, the department head of his/her designee was
authorized to destroy the records.
I c’&4ify that the destruction of tF
%t&@e‘o 7- RC,OB
State of California DateCity Clerk
1 hereby certify that, pursuant to the foregoing authority2noewere destroyed on,
#4++b) d napbce
aFile Title
the above-described records
RESOLUTION NO. 08-7070
PAGE FOUR
EXHIBIT B
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC
RECORDS
I hereby consent to the destruction of the records listed k29
ney
Item No.Contents & Inclusive Dates
Accounts Payable, prior to 7/1/2002
Daily Cash Report Detail Bundles, prior to 7/1/2002
Equipment Cards, prior to 7/1/2004
Equipment Inventory Lists, prior to 7/1/2004
Accounts Receivable, prior to 7/1/2002
Accounts Receivable Paid, prior to 7/1/2002
Accounts Receivable Collections, prior to 7/1/2001
Settled claims for damages against the City, prior to 7/1/2004
(except when required by law)
9
10
Bank Reconciliations, prior to 7/1/2002
Investment Reconciliations, prior to 7/1/2002
Refundable Deposits, prior to 7/1/2004
Business Registrations, prior to 1/1/2002
Transit Receipts, prior to 7/1/2000
Water Service Orders, prior to 1/1/2001
Payroll Processing Reports, prior to 1/1/2002
Purchase Orders, prior to 7/1/2002
Postage by Phone, prior to 7/1/2004
RESOLUTION NO. 08-7070
PAGE FIVE
I AUTHORIZATION TO DESTROY ORIGINAL PUBLIC
RECORDS
(con’t)
Item No.Contents & Inclusive Dates
18
19
20
21
22
23
24
25
26
Paramedic Paid Invoices, prior to 7/1/2004
Paramedic Collection, prior to 7/1/2000
Express Mail, prior to 7/1/2004
Monthly Postage Statements, prior to 7/1/2004
Timesheets, prior to 7/1/2005
Office Supplier Statements, prior to 7/1/2004
Journal Entries, prior to 7/1/2001
Medical Benefits Claims Registers, prior to 1/1/2003
Voided Checks, prior to 7/1/2002[