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Home My WebLink AboutCC 11 DEST OF RECORDS 04-02-90KE DATE: MARCH 28, 1990 CONSENT CALENDAR NO. 11 4-2-90 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. Disposal of these records would clear needed storage space. The City Attorney has reviewed these records and ho* given his approval for destruction. Rorke A. Nault Direc or of Finance RAN: IH: ls a:destrctn.rec 1 2 3 4 5 6 7 8 9 10 11 12 13, 14 15 16 17 18 19 20 21 22 23 24 2,5 26 27 28 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. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Tustin 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 particularly described in the attached Exhibit A: 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 BE IT FURTHER RESOLVED that the proper official of the City ,f Tustin having custody of the above described records, documents nd papers is hereby authorized to destroy said records, documents nd papers in a lawful manner, as scheduled; and BE IT FURTHER RESOLVED that upon destruction of the forementioned and described records, documents and papers a ertificate of destruction shall be executed as to the documents estroyed and the original thereof filed in the office of the City lerk together with a copy of this resolution. PASSED AND ADOPTED at a regular meeting of the City Council f the City of Tustin, California, held on the day of , 1990. TTEST: ry Wynn, City Clerk. PROVED: ames G. Rourke, City Attorney a:records.out 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) - 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 l 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 General 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 l 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 F - 1979, 1980, 1981 - September 30, 1982 - September 30, 1982 X. Obsolete Stock Checks Payroll 1 Checks 101298 thru 103100 103101 thru 105300 105301 thru 107500 No System Checks 10001 thru 12200 12201 thru 14402 14401 thru 16600 16601 thru 18800 18801 thru 21000 21001 thru 23200 23201 thru 25350 Payroll Warrant 34134 thru 35200 3