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AGENDA TITLE: Destruction of Certain Finance Department Records
MEETING DATE: June 4, 1997
PREPARED BY: Finance Director
RECOMMENDED ACTION: That the City Council approve the destruction of the hereinafter listed City of Lodi records.
BACKGROUND INFORMATION: In accordance with Government Code, section 34090, permission is requested to
destroy the following obsolete City records:
1. Administrative Leave Balances
1/91-12/94
2.
Employee Balances & Step Increases
1/91-12/94
3.
Vacation Accruals
1/91-12/94
4,
Overtime Reports
1191-12/94
5.
Union Dues Deductions
1991-1994
6.
Payroll Changes
1991-1994
7.
Revenue Ledgers
7/87-6194
8.
Appropriation Ledgers
7187-6/94
9.
Miscellaneous Memorandums (Journal Vouchers)
7187-6194
10.
Claim Vouchers & Invoices
7/89-6/94
11.
Canceled Bank of America Payroll Checks
6191-7/95
12_
Canceled Farmers & Merchants Bank
6/91-7/95
Account Payable Checks
13.
Purchase Orders(associated requisitions and
supporting documentation)
prior to 1/1/90
14.
Quotations(received in response to Request
for Quotations)
prior to 111/90
15.
Materials Issued Records and Returned Good
Records(supplies, materials and equipment
charged out of Electric Utility Inventory)
prior to 111194
16,
Window Receipts
1986-1990
17.
Business License Applications
1986-1990
18.
Utility Customer Contracts
1986-1990
19.
Utility Meter Final Pages
1988-1990
20.
Utility Billing Registers
1988-1990
FUNDING: None Required
Vicky Mc Athie
Finance Director
VM:CW
Prepared by Coriene Wadlow, Accounting Technician
APPROVED: /
H. Dixon Flynn -- Ci Manager
INVENTORY OF CERTAIN RECORDS RETAINED BY THE CITY OF LODI FINANCE
DEPARTMENT REQUESTED TO BE DESTROYED PURSUANT TO GOVERNMENT CODE
SECTION 34090
1. Revenue ledgers, appropriation ledgers, miscellaneous memorandums (journal vouchers), claim
vouchers and invoices.
2. Canceled Bank of America payroll checks and Farmers & Merchants accounts payable checks.
3. Purchase orders, quotations and materials issued records and returned good records.
4. Leave balances, employee balances, vacation accrual, overtime reports, union dues, and payroll
changes.
5. Window Receipts and Business License Applications.
6. Utility customer contracts, final meter pages and utility billing registers.
Dated:
APPROVED FOR DESTRUCTION
Randall A. Hays
City Attorney
{ 1 z OQ w�11t -j:7 0, 1 t
Vicky McAthie
Finance Director
Dated: 7, I99
RESOLUTION NO. 97-68
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING DESTRUCTION OF CERTAIN RECORDS
RETAINED BY THE FINANCE DEPARTMENT
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WHEREAS, in accordance with Government Code Section 34090, the City
Attorney has filed his written consent to the destruction of certain records retained by
the Finance Department, an inventory of which is attached hereto, marked Exhibit A,
and thereby made a part hereof;
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that:
1. The records heretofore identified are no longer required.
2. The Lodi City Council finds that the City Attorney has given his written
consent to the destruction of the records inventoried on Exhibit A
attached hereto and the destruction of those records is hereby
authorized.
Dated: June 4, 1997
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I hereby certify that Resolution No. 97-68 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 4, 1997, by the following vote:
AYES: COUNCIL MEMBERS -
NOES: COUNCIL MEMBERS -
ABSENT: COUNCIL MEMBERS -
ABSTAIN: COUNCIL MEMBERS -
ALICE M. REIMCHE
Acting City Clerk
97-68
INVENTORY OF CERTAIN RECORDS RETAINED BY THE CITY OF LODI FINANCE
DEPARTMENT REQUESTED TO BE DESTROYED PURSUANT TO GOVERNMENT CODE
SECTION 34090
1. Revenue ledgers, appropriation ledgers, miscellaneous memorandums (journal vouchers), claim
vouchers and invoices.
2. Canceled Bank of America payroll checks and Farmers & Merchants accounts payable checks.
3. Purchase orders, quotations and materials issued records and returned good records.
4. Leave balances, employee balances, vacation accrual, overtime reports, union dues, and payroll
changes.
5. Window Receipts and Business License Applications.
6. Utility customer contracts, final meter pages and utility billing registers.
Dated: T_7
APPROVED FOR DESTRUCTION
-AIJL�'ar
Randall A Hays
City Attorney
Vicky McAthie
Finance Director
Dated:/'ms s -7 X99 %