Consent Item k
STAFF REPORT
City Council Consent Item
DATE: September 19, 2022
TO: Honorable Mayor and City Council Members
FROM: Aaron Felmlee, Finance Director
THROUGH: Merritt Perry, City Manager
CC: Ryan Plotz, City Attorney
SUBJECT: Authorization of Destruction of Selected Finance Department Files, Resolution 2022-26
STAFF RECOMMENDATION:
Authorize destruction of specific files by approving Resolution 2022-26.
SUMMARY:
A review of City files has resulted in the attached lists of files selected for destruction. Files selected for destruction meet the criteria according to California Government Code Section 34090.
State law provides that these records may be destroyed with the approval of the City Council by Resolution and the written consent of the City Attorney. A copy of this staff report was sent to the City Attorney for review and approval.
File destruction information was provided by the following department, and a list of City records scheduled for destruction is attached:
• Finance Department
RECOMMENDED COUNCIL ACTION:
Adopt Resolution 2022-26. Consent Agenda vote.
ATTACHMENTS:
• Resolution 2022-26: A Resolution of the City Council Authorizing the Destruction of Records
• List of files to be destroyed from Finance Department Consent Item k
RESOLUTION 2022-26
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FORTUNA
AUTHORIZING THE DESTRUCTION OF RECORDS
WHEREAS, the City of Fortuna staff has determined that certain records are no longer needed for the operation of business, nor required by statute; and WHEREAS, California Government Code 34090 authorizes the destruction of City records upon approval of the City Council by resolution and written approval by the City Attorney.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Fortuna hereby declares the attached City records to be no longer needed and may therefore be destroyed; and
BE IT FURTHER RESOLVED that the City Attorney of the City of Fortuna hereby approves the destruction of the attached City records.
PASSED AND ADOPTED, on the 19th day of September 2022, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
APPROVED:
Ryan Plotz, City Attorney Sue Long, Mayor
ATTEST:
Siana L. Emmons, City Clerk
File Destruction
Finance Department
September 2022
The following Finance Department records are submitted for destruction:
Files older than and up to FY 2014-2015:
Payroll Time Cards
Files older than and up to FY 2015-2016:
Bank Reconciliations
Cancelled and Voided Accounts Payable Checks Cancelled and Voided Payroll Checks Ceased Business Licenses
Check Copies
Files older than and up to FY 2016-2017:
A/P Invoice Copies
Bank Deposit Books
Cash Receipt Books
Cash Receipts by Detail
Open Payables
PO Requisition Books
Warrant Register by Fund
Files older than and up to FY 2018-2019:
Adjustment Register
Area Report Register
Journal Entries
Service Call Books
A/R Billing Invoices
Cash Receipts
Delinquent Reports Register Open Receivable
Deposit Receipt Books Invoice Entry
PO Copies
Warrant Register
Federal & State Tax (1096, 1099, W-4 & W-2’s)
Bank and Investment Statements
Closing Bill Register
Register - Water and Sewer
Accounting Reconciliations
Water and Sewer Billing
Reviewed by: ____________________________________________ Aaron Felmlee – Finance Director
Approved by:________________________________________________________________ Merritt Perry – City Manager