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__.P CAUNCIL 0011 MUNICATIO
Tt THE CITY COUNCIL
FROM THE CITY MANAGER'S OFFICE
SUBJECT
Destruction of Certain Finance Department Records
DATE
4W
NO.
August 2, 1984
RECOMMENDED ACTION: That the City Council resolve that the described
records listed on Exhibit A are no lon>.er required, that the
City Attorney has given his written conoent to the destruction,
and that the destruction is authorized.
BACKGROUND INFORMATION: The information contained in these records is either no longer
required, or it is duplicated elsewhere. These records are of no
further use to the City and they are occupying useful storage space
needed for other records.
The Finance Department uses a strrage room at the west -end of City
Hail basement. The room is occupied by inactive records of the
department, envelopes, computer supplies, photocopy supplies, and
some records from the Personnel Office.
The subject records are temporarily stored in the City Hall
basement hallway because the store room is filled to capacity.
It is recommended that these records be destroyed.
attachment
Iti,'SOI.ITI M NO. 84-137
RESOLUT ICN ALMM I ?. I NG THE DESTRIX,T ICN OF CERTAIN
FINANCE DEPAIMI Nf itECCMS
In accordance with Government Code Section 34090 of the
State of California, the City Attorney has filed his written consent
to the destruction of the City Finance Department records listed on
Exhibit "A" attached hereto and thereby made a part hereof.
BE IT RESOLVED by the City Council of the City of Lodi that:
1) The records heret=ofore identifi=ed are no lonbver
required.
2) The City Council of the City of Lodi finds that the City
Attorney has given his written consent to t -he destruction of the
heretofore described records and the destruction of these records
hereby authorized.
Dated: September 19, 1984
I hereby certify that Resolution No. 84-137
was passed and adopted by the City Council
of the City of Lodi in a regular meeting
held SeptembL-r 19, 1984 by the following vote:
Ayes: Council r]mbers - Olson. Pinkerton, Reid,
Hinchman, a Snider (Mayor)
Noes: Council Nlenrbers - None
Absent: Council R'mlbers - None
Alice M. Reimche
City Clerk
84-137
July 1984
EXHIBIT A
DESTRUCTION OF FINANCE DEPARTMENT RECORDS
Cash receipt registers
1/76 -
12/80
Window receipts, Collection copy
1/73 -
12/80
Utility billing registers
1/73 -
6/82
Utility meter dema-n books
1/70 -
6/82
Utility service orders
1/70 -
6/82
Utility customer contracts
1/70 -
6/82
Utility customer name file
1/53
- 6/82
Utility meter reading pages
1/70 -
6/'82
Refuse billing orders (from Sanitary City)
1/75
- 6/82
Subdivision utility payback records
1/53
- 6/82
Special allocation files
7/75
- 6/81
Journal vouchers
7/75
- 6/81
Cancelled checks - payroll, General, Library b Bond
7/63
- 6/81
General ledgers
7/64
- 6;/81
Revenue ledgers
7/73
- 6:/81
Expenditure ledgers
7/73
- 6/8.1
Claim vouchers 3 invoices
1/64
- 6/81
Claim registers
7/77
- 6./81
Revenue reports
7/74
- 6/`81
Expenditure reports
7/74
- 6/81
Labor distribution reports
1/77
- 6./81
Employee leave balances reports
1/77
- 6/81
Payroll registers
1/77
- 6181
Payroll exception reports
7/78
- 6/81
Time cards
7/78
- 6/81
Revenue summaries
4/79
- 5/84
Purchase orders
1/45
- 6/81
Life insurance reports (Pacific Mutual Co.)
1/75
- 6/82
Workers' Compensation payment reports
1/75
- 6/79
Cancelled Dial -a -,Ride tickets
7/79
- F,183
Depreciation ledger proof sheets
1/76
- l2/78
Accounts payable proof sheets
1/78
- 12/79
Payroll proof sheets
1/78
- 12/79
General ledger proof sheets
1/78
- 12/79
Consent to destroy these records:
ona tern,lty ttorney
CITY OF LODI