I CityofDowney AGENDA MEMO
414/A) L
CITY MANAGER
TO:
FROM:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
OFFICE OF THE CITY MANAGER
BY: ANIL H. GANDHY, DIRECTOR OF FINANCE +qb&-Vh
DATE :MARCH 8, 2022
SUBJECT: RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN
OBSOLETE FINANCE DEPARTMENT RECORDS
RECOMMENDATION
That the City Council adopt the attached Resolution titled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY APPROVING
THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS
OF THE FINANCE DEPARTMENT
DISCUSSION
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.
FISCAL IMPACT
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. 22-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY APPROVING
THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF THE FINANCE
DEPARTMENT
WHEREAS. the attached Resolution authorizes the destruction of certain obsolete Finance Department records. It has been prepared in accordance with Resolution No. 19-7910, City Wide Management Program Records Retention Schedule as it pertains to Finance Department Documents; 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 in the City Attorney has concurred in the certification; and
WHEREAS, the Director of Finance has requested and authorized certain obsolete Finance Department records as 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 under Resolution No. 19-7910, the City Council hereby authorizes and approves the destruction of the obsolete Finance Department records as listed on Exhibit “B” attached hereto. The Department shall ensure that the City Clerk’s Office has responded to any California Public Records requests for the subject records which were received before the adoption of this Resolution prior to destroying the subject records
SECTION 2.The City Clerk shall certify to the adoption of this Resolution.
APPROVED AND ADOPTED this 8th day of March, 2022.
ATTEST:
BLANCA PACHECO, 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 8th day of March, 2022, by the vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN :
Council Members:
Council Members:
Council Members:
Council Members:
MARIA ALICIA DUARTE, CMC
City Clerk
BOX/FILE #B W
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
14 1-13
1 -2
1 1 -2
1 1
1 1
1 1
1 1
1 -3
Purchase Orders/Requisitions FY 2016
Daily Revenue Reports/Receipts FY 2016
Cash Receipts SEAACA FY 2016
Business License Renewals Fy 2016
Accounts Receivable Miscellaneous FY 2016
Cash Receipts Insurance Benefits Reports ICMA FY 2016
Daily Cash Summaries Golf Course FY 2016
Cash Receipts, FY 2016
Emergency Medical Transportation/Paramedic Subscriptions FY 2016 Cash Receipts-Theatre FY 2016
Bank Reconciliation FY 2016
Final Check list FY 2016
General Journal Entries FY 2015
General Journal Entries FY 2016
8 barrels Accounts Payable, FY 2016 (Close/Last Expenditure Report +5 years) Total Boxes/Files to be Destroyed This Page:41
DESTRUCTION OF ORIGINAL PUBLIC RECORDS
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 lions 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 Government Code of California. _ /\„Ld -Huh&q
epa len HIre :or
Finance
Department
2\ ( oJ 2 PDb
Date
I have reviewed the abovodescribed rocords for historical value and for compliance with the established retention requirements, and I consent to their destruction. 2444hZ@@ __P ,' z'' =-City Elerk Date
the above-described records.
q.-2t–zb
Date
I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was approved by the City Council of the City of Downey, California, at the Regular Meeting held on, 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
CERTIFICATION OF DESTRUCTION BY CITY
I HEREBY CERTIFY THAT pursuant to the foregoing authority, the described records on Exhibit B attached hereto were destroyed at
City Facility
on
Date
Signature & Title
City Staff Member Supervising Destruction
Date