lylil') CityofDowney AGENDA MEMO
CITY MA:*qAGER
TO :
FROM :
DATE :
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
OFFICE OF THE CITY MANAGER 5"H
BY: STEPHEN W. HANNAH, DIRECTOR OF FINANCE
MAY 9, 2023
SUBJECT: RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN
OBSOLETE FINANCE DEPARTMENT RECORDS
EXECUTIVE SUMMARY
The City Council will consider adopting Resolution No. 23-8166, which will approve the destruction of certain obsolete records of the Finance Department. Destroying said records will ensure that the Finance Department is in compliance with the City’s approved Records Retention Schedule.
RECOMMENDATION
That the City Council:
Adopt Resolution No. 23-8166 approving the destruction of certain obsolete records of the Finance Department.
BACKGROUND
The Citywide Records Retention Schedule was last adopted in November 2022.
MaIntaining an updated Records Retention Schedule results in increased efficiencies, reduces current and future storage costs, and eliminates duplication of staff efforts. Per the City’s Records Retention Schedule Destruction Procedures Summary, Departments must submit a records destruction list to the City Clerk’s and City Attorney’s offices for review and approval. Once approved by both the City Clerk and City Attorney, the Department prepares an agenda report and resolution for City Council adoption in order to proceed with the destruction of said records and to certify the records destruction.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY APPROVING THE
DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF THE FINANCE DEPARTMENT MAY 9, 2023
PAGE 2
ANALYSIS
The Finance Department has various obsolete records for destruction. The attached Resolution No. 23-8166 authorizes the destruction of these Finance Department records.
The Resolution has been prepared in accordance with the Citywide Records Retention Schedule and Destruction Procedures Summary as adopted by the City Council on November 10, 2022, and pursuant to Government Code Section 34090.
As indicated on Exhibit “A“ to the attached Resolution, the City Clerk and City Attorney have confirmed that these records are no longer required by the City, and that their disposal is in compliance with established retention requirements. The Resolution’s Exhibit “B” identifies and lists the department records that are eligible for destruction.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Efficiency and Adaptability
FISCAL IMPACT
There is no fiscal impact
ATTACHMENTS
Attachment A: Resolution No. 23-8166 approving the destruction of certain obsolete records of the Finance Department, which includes the following Exhibits:
Exhibit A: Destruction of Original Public Records - Certification Exhibit B: Destruction List
RESOLUTION NO. 23-8166
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. 22-8116, Citywide 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 I. As authorized by California Government Code Section 34090 and the City of Downey Citywide Records Retention Policy under Resolution No. 22-8116, 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 9th day of May, 2023
CLAUDIA M. FROMETA, Mayor
ATTEST:
MARIA ALICIA DUARTE, CMC
City Clerk
ATrACHMENT A
RESOLUTION NO. 23-8166
PAGE 2
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 9th day of May, 2023, by the vote, to wit:
AYES: Council Members:
NOES: Council Members:
ABSENT: Council Members:
ABSTAIN: Council Members
MARIA ALICIA DUARTE, CMC
City Clerk
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 dUe to real property or liens thereon, are not oourt records, ar8 not to be kept further by statute, are not the Minutes, Ordinances or RosoluUons 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 CaIIfornia. bC'b___&
Department Director
Financ8
Department
I have reviewed the abovadescribed records for historical value and for compliance with the established retention requirements, and I consent to their destruction.
I consent to the destruction of the abovadescribed records Dateq / // /ZZMm
I HEREBY CERTIFY THAT the destruction of the records described on Exhibit 8 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 Depadrnent 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
EXHIBIT A
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
0 DESCRIPTION OF CONTENTS
1 -4
1-13
1 -3
1 -2
Purchase Orders/Requisitions FY 2017
Daily Revenue Reports/Receipts FY 2017
Cash Receipts SEAACA FY 2017
Business License Renewals FY 2017
1-2 1 Accounts Receivable Miscellaneous FY 2017
1 -2 Cash Receipts Insurance Benefits Reports ICMA FY 2017 1 -2
1 1
1 1
1 1 -4
1 -3
1 8 barrels
1 -2
Daily Cash Summaries Golf Course FY 2017
Cash Receipts, FY 2017
Emergency Medical Transportation/Paramedic Subscriptions FY 2017 Cash Receipts-Theatre FY 2017
Bank Reconciliation FY 2017
Final Check list FY 2017
General Journal Entries FY 2017
General Journal Entries FY 2017
Treasury Reports with Statements FY 2017
Accounts Payable, FY 2017 (Close/Last Expenditure Report +5 years) W-9’s dated 2011-2017
Total Boxes/Files to be Destroyed This Page:43
EXHIBIT B