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Home My WebLink About11 DESTRUCTION OF REC 04-15-02AGENDA REPORT NO. 11 04-15-02 170-40 MEETING DATE: APRIL 15, 2002 TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER RONALD A. NAULT, FINANCE DIRECTOR RESOLUTION NO. 02-36 AUTHORIZING THE DESTRUCTION OF DESIGNATED CITY RECORDS SUMMARY: In keeping with the continuing effort to maintain current files and as part of the routine purging of the Finance Department's records, the items listed in Exhibit A of the attached resolution have been determined to no longer be needed for the conduct of City business. RECOMMENDATION: Adopt Resolution No. 02-36 authorizing the destruction of certain City records and papers no longer required. FISCAL IMPACT: None. DISCUSSION: The Finance Department requests that consent be granted for destruction of out of date records and documents. I have reviewed these files and verified that they do not have sufficient value to justify retention. Disposal of these items would clear needed storage space in our City offices. The City Attorney has reviewed these records and has given approval for destruction. Ro~a'i~iJA. Nault Finance Director Attachments RAN:DestructionOfRecordsStaffReportApnl2002.doc 6 7 8 9 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 25 26 27 28 RESOLUTION NO. 02-36 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AND PAPERS IN THE POSSESSION OF THE FINANCE DEPARTMENT OF THE CITY OF TUSTIN NO LONGER REQUIRED FOR THE CONDUCT OF CITY BUSINESS, PURSUANT TO THE AUTHORITY GRANTED BY SECTIONS 34090, 34090.5 AND 34090.7 OF THE GOVERNMENT CODE OF THE STATE OF CALIFORNIA WHEREAS, the Government Code of the State of California authorizes the destruction of City records, documents and papers upon the approval of the legislative body of the City, and with the written consent of the City Attorney, provided that said records are not included within certain specified categories; and WHEREAS, the Finance Director of the City of Tustin has requested authority to destroy certain documents which are not included within said categories of documents enumerated in Section 34090 of the Government Code of the State of California as being exempt from destruction; and WHEREAS, all of the records, documents and papers hereinafter listed were prepared on a date at least two years prior to the date of this resolution; and WHEREAS, the hereinafter described records, documents and papers are occupying space needed by the Finance Department of the City of Tustin; and WHEREAS, the Finance Director of the City of Tustin has determined that none of the hereinafter described records, documents and papers has sufficient value to justify retention; and WHEREAS, the City Attorney hereby gives written consent to the destruction of the hereinafter described records, documents and papers. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, does hereby resolve as follows: SECTION 1: That the following records, documents and papers are no longer required by the City of Tustin and should be destroyed in order to conserve storage space in the offices of the City of Tustin. Said documents and papers are more par-[icularly described in the attached Exhibit A. SECTION 2: That the proper official of the City of Tustin having custody of the above described records, documents and papers is hereby authorized to destroy said records, documents and papers in a lawful manner, as scheduled. SECTION3: That upon destruction of the aforementioned and described records, documents and papers, a certificate of destruction shall be executed as to the documents destroyed and the original thereof filed in the office of the City Clerk together with a copy of this Resolution. ~P~-iO-2B~W 17:0'/ WUOD~UPP SHN~D_IN SM~W~ '21~ W~5 '/'~W7 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17' 18 19 20 21 22 23 24 25 26 27 28 PASSED AND ADOPTED at a regular meeting of the City Council of the City of TustJn on the 15th day of April, 2002. Jeffe~J M. Thomas Mayor AFl'EST: Pamela Stoker City Clerk APPROVED: Lois E. Jeffrey City Attorney -2- APR-10-2082 18:85 714 835 7787 gT~ P.03 EXHIBIT A RESOLUTION NO. 02-36 April 15, 2002 ACCOUNTS PAYABLE: Reconciliation of Advances 07/91 through 06~92 Retentions 07/91 to 06/93 BANK RECONCILIATIONS / STATEMENTS: Bank of America Bank Reconciliations/backup 1989/90 Bank of America Bank Reconciliations/backup 1992/93 Bank of America 1989/90 El Dorado Bank 1989/90 Sanwa Bank 1989/90 Sunwest Bank 1989/90 RDA Fiscal Agent Statements and Reconciliations 1989/90 and 1990/91 BONDS: Tustin Water Works 1986 Bond Interest Register: Master File Listing A P Check Register Payment Selection Register Quarterly Interest Register Disbursement Register CLAIMS AGAINST THE CITY: Closed/Inactive Claim Files through Calendar Year 1992 Folders "BL-BO", "FO", "FR-FZ", "G", "KO-KZ", "N-O", "P-Q", "RA-RI", "RO-RZ", "SA-SM", "SO", "SP-ST", "U-V", WVO-X-Y-Z" Closed/Inactive Claim Files through Calendar Year 1993 Closed/Inactive Claim Files through Calendar Year 1994 COMPUTER UPGRADE PROJECT: Consulting and Applications Proposals 1996/97 DAILY CASH RECEIPTS: 06/16~94 through 08/16~94 FIXED ASSET REPORTS: 1989/90 through 1994/95 Additions/Reports 1990/91 Additions/Reports 1991/92 Page I of 2 JOURNAL ENTRIES: Journal Entry Proof List and Cash Receipts Posting Ledger January through June 1986 JOURNAL VOUCHERS: June 1992 through February 1993 March 1993 through January 1994 February 1994 through February 1995 March 1995 through October 1995 PARKING CITATIONS: Parking Citation Report Printouts 1992/93 PAYROLL: Leave Liability LTD Bank Report 1993 Taxes - Employee 1989 - 1992 Taxes - Federal, State and Medicare Report 1993 Time Sheets 03/12~93 through 05~07/93 Time Sheets 05~08~93 through 07~02~93 Time Sheets 07/16/93 through 08/27/93 Time Sheets 08/20/93 through 10/15/93 Time Sheets 10/15/93 through 10/29/93 Time Sheets 04/07/95 through 06/16/95 PURCHASE ORDERS: File Copies through 06~30~99 Numbered "018001 to 022599" and "022601 to 032899" TAXES: County of Orange Tax Schedules and Receipt Copies 1985/86 through 1987188 Tustin Public Information Filing (CT2/FED 990 + 199) 1984 through 1998 CLOSED Tustin Water Service Property Taxes FY 1981/82, and 1991/92, 1992/93, 1993/94, 1994/95 UTILITY BILLING CASH RECEIPTS POSTING REGISTER: 06/81 01/04/93 through 06/07/93 January, February, March and April 1994 October 1997 through January 1998 February 1998 through June 1998 Fdes&Forms:FilesForDest ructionApdl2002 doc Page 2 of 2