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Home My WebLink AboutCC 3 DEST OF RECORDS 03-18-91ATE: MARCH 81 1991 CONSENT CALENDAR NO. 3 3-18-91 Inter - Com TO: WILLIAM A. HUSTON, CITY MANAGER FROM: RONALD A. NAULT, DIRECTOR OF FINANCE SUBJECT: RESOLUTION 90-37 DESTRUCTION OF PUBLIC RECORDS RECOMMENDATION: Adopt Resolution 90-37 authorizing the destruction of certain City records and papers no longer required. DISCUSSION: The Finance Department requests that consent be granted for destruction of obsolete accounting records. I have reviewed these records and confirmed that these records contain obsolete accounting information. The majority of these records are individual water account activity from 1980-81 and some 1982. Disposal of these records would clear.needed storage space. The• City Attorney has reviewed these records and has given his approval for destruction. Ron d A. Nault Irma Hernandez Director of Finance Administrative Assistant RAN: IH: ls a:destrctn.rec 2 3 4 5' 6 7 3 9 10 11 12 13 14 15 1s 17 1s It, Awl 21. 2 RESOLUTION 90-37 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 sorely 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 or papers has sufficient value to justify retention; and WHEREAS, the City Attorney hereby gives his written consent to the destruction of the hereinafter described records, documents and papers. 2'0' j; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City g papers are no, of Tustin that the following records documents and ,,�l; longer required by the City of Tustin and should be destroyed in' ;? order to conserve storage space in the offices of the City ofl Tustin. Said documents and papers are more particularly described 2� 5 1 p p P Y in the attached Exhibit A: 'i !� I 2 3 4 5 6 7 8 91 10I I BE IT FURTHER RESOLVED 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; and BE IT FURTHER RESOLVED 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. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin, California, held on the day of , 1990. 11 1 ATTEST: 12 Mary Wynn, City Clerk 13ii APPROVED . James G. Rourke, City Attorney 1 a:destrctn.rec 191 i 20 0 21i ��a t `=ash i I 27 i 21, i i i� Richard B. Edgar, Mayor EXHIBIT A PUBLIC RECORDS PROPOSED FOR DISPOSAL I. Cash Receipts Register Cash Receipts Register (Posting) - July 1979 Cash Receipts Register (Posting) - September 1979 Cash Receipts Register (Posting) - October 1979 Cash Receipts Register (Posting) - November 1979 Cash Receipts Register (Posting) - December 1979 Cash Receipts Register (Posting) - January 1980 Cash Receipts Register (Posting) - February 1980 Cash Receipts Register (Posting) - March 1980 Cash Receipts Register (Posting) - April 1980 Cash Receipts Register (Posting) - May 1980 Cash Receipts Register (Posting) - June 1980 Cash Receipts Register (Posting) - July 1980 Cash Receipts Register (Posting) - August 1980 Cash Receipts Register (Posting) - September 1980 Cash Receipts Register (Posting) - October 1980 Cash Receipts Register (Posting) - November 1980 Cash Receipts Register (Posting) - December 1980 Cash Receipts Register (Posting) - January 1981 Cash Receipts Register (Posting) -7 February 1981 Cash Receipts Register (Posting) - March 1981 Cash Receipts Register (Posting) - April 1981 Cash Receipts Register (Posting) - May 1981 Cash Receipts Register (Posting) - June 1981 Cash Receipts Register (Posting) - July 1981 Cash Receipts Register (Posting) - August 1981 Cash Receipts Register (Posting) - September 1981 Cash Receipts Register (Posting) - October 1981 Cash Receipts Register (Posting) - November 1981 Cash Receipts Register (Posting) - December 1981 II. Utility Billing Register Utility Billing Register - Books 34 thru 71 & 98- August 1979 Utility Billing Register - Books 1 thru 33 & 97- September 1979 Utility Billing Register - Books 34 thru 70 & 98- October 1979 Utility Billing Register - Books 1 thru 33 & 97- November 1979 Utility Billing Register - Books 34 thru 71 & 98- December 1979 Utility Billing Register - Books 1 thru 33 - 97- January 1980 Utility Billing Register - Books 34 thru 71 & 98- February 1980 Utility Billing Register - Books 1 thru 33 - 97- March 1980 Utility Billing Register - Books 1 thru 33 - 97- May 1980 Utility Billing Register - Books 34 thru 71 & 98- June 1980 1 Utility Billing Register - Books 1 thru 33 & 97- July 1980 Utility Billing Register - Books 34 thru 71 & 98- August 1990 Utility Billing Register - Books 1 thru 33 & 97- September 1980 Utility Billing Register - Books 34 thru 71 & 98- October 1980 Utility Billing Register - Books 1 thru 33 & 97- November 1980 Utility Billing Register - Books 34 thru 71 & 98- December 1980 Utility Billing Register - Books 1 thru 33 & 97- January 1981 Utility Billing Register - Books 34 thru 71 & 98- February 1981 Utility Billing Register - Books 1 thru 33 & 97- March 1981 Utility Billing Register - Books 34 thru 71 & 98- April 1981 Utility Billing Register - Books 1 thru 33 & 97- May 1981 Utility Billing Register - Books 1 thru 33 & 97- July 1981 Utility Billing Register - Books 34 thru 71 & 98- August 1981 Utility Billing Register - Books 1 thru 33 & 97- September 1981 III. General Ledger General Ledger - Daily Summary of Posting - 1979 General Ledger - Daily Summary of Posting - 1-1-80 thru 6-30 80 General Ledger - Daily Summary of Posting - 7-1-80 thru 12-31-80 General Ledger - Daily Summary of Posting - 1-1-81 thru 12-31-81 General Ledger - Daily Summary of Posting - 1-2-82 thru 12-31-82 General Ledger - General Journal Entries & Trial Balance July 1979 - November 1980 IV. Accounts Payable Vendors - 1979 Accounts Payable Vendors - 1980 Accounts Payable Check Register & Disbursement Register - 1980 V. Trial Balance Customer Deposits & Accounts Receivable December 31, 1981 VI. Monthly Consumption & Revenue Register, Monthly consumption & Analysis Register, Franchise Tax Report - 1980 Monthly Consumption & Revenue Register, Monthly Consumption & Analysis Register, Franchise Tax Report - 1981 Monthly Consumption & Revenue Register, Monthly Consumption & Analysis Register, Franchise Tax Report - 1982 VII. Closing Bills VIII. Complete Trial Balance IX. Customer Masterfile Listing 2 - 1979, 1980, 1981 - September 30, 1982 - September 30, 1982