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Home My WebLink AboutAgenda Report - April 7, 1999 E-16CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Destruction of Certain Finance Department Records MEETING DATE: April 7, 1999 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 01/95-12/96 2. Employee Balances & Step Increases 01/95-12/96 3. Vacation Accruals 01/95-12/96 4. Overtime Reports 01/95-12/96 5. Union Dues Deductions 01/95-12/96 6. Payroll Changes 01/95-12!96 7. Revenue Ledgers 1993-1995 8. Expense Appropriation Ledgers 1993-1995 9. Miscellaneous Memorandums (Journal Vouchers) 07/93-06/95 10. Canceled Bank of America Payroll checks 1991-1996 11 Canceled Farmers & Merchants Bank Checks 1991-1996 (Account Payable Checks) 12. Uniform Allowance 03/84-12/90 13. City Rent Insurance 07/90-06191 14. Informal Quotations Received 1990-1991 15. Window Receipts 1991-1994 16. Business License Applications 1991-1994 17. Cash Receipt Registers 1991-1994 18. Inactive Account Registers 1985-1994 19 Inactive Accounts in Arrears Records 1985-1994 20. Collector's Daily Reports 07/93-06/95 21. Utility Customer Contracts 1985-1994 22. Utility Billing Registers 1985-1994 23. Expense by Object 07/91-06195 24. Fuel and Lube Reports 01194-07/94 25. General Ledger Entry Register 07/93-07/96 26. Subledger Entry Register 07/93-12193 27. Employee Advance Ledgers 1991-1992 28. Vehicle Operating Costs 07/94-06/95 FUNDING: None Required Vicky McAth e, Finance Director Prepared by Veronica Kramer, Accounting Technician l APPROVED' H. Dixon Flynn — City Manager RESOLUTION NO. 99-57 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING DESTRUCTION OF CERTAIN RECORDS RETAINED BY THE LODI FINANCE DEPARTMENT 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 Lodi 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: 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. Date: April 7, 1999 I hereby certify that Resolution No. 99-57 was passed and adopted by the Lodi City Council in a regular meeting held April 7, 1999 by the following vote: AYES: COUNCIL MEMBERS — Hitchcock, Mann, Nakanishi, Pennino and Land (Mayor) NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None � Alice M. Reim� he City Clerk 99-57 EXHIBIT A DESTRUCTION OF RECORDS INVENTORY OF CERTAIN RECORDS RETAINED BY THE LODI CITY CLERK'S OFFICE REQUESTED TO BE DESTROYED PURSUANT TO GOVERNMENT CODE SECTION 34090 AS SHOWN IN THE ATTACHED LIST Administrative Leave Balances 01195-12/96 Employee Balances & Step Increases 01/95-12196 Vacation Accruals 01/95-12/96 Overtime Reports 01/95-12/96 Union Dues Deductions 01/95-12/96 Payroll Changes 01/95 - 12/96 Revenue Ledgers 1993-1995 Expense Ledgers 1993-1995 Miscellaneous Memorandums (Journal Vouchers) 07/93 - 06/95 Cancelled Bank of America Payroll Checks 1991 - 1996 Cancelled Farmers & Merchants Bank Checks (Account Payable Checks) 1991-1996 Uniform Allowance 03/84 -12/90 City Rent Insurance 07/90 - 06/91 Informal Quotations Received 1990-1991 Window Receipts 1991-1994 Business License Applications 1991-1994 Cash Receipt Registers 1991-1994 Inactive Account Registers 1985-1994 Inactive Accounts in Arrears Records 1985-1994 Collector's Daily Reports 07/93 - 06/95 Utility Customer Contracts 1985-1994 Utility Billing Registers 1985-1994 Expense by Object 07/91 - 06/95 Fuel and Lube Reports 01/94 - 07/94 General Ledger Entry Register j 07/93 - 07/96 Subledger Entry Register 07/93 -12193 Employee Advance Ledgers 1991-1992 Vehicle Operating Costs 07/94 - 06/95 Dated: %- 9'% APPROVED FOR DESTRUCTION: RANDALL A. HAYS , City Attorney City of Lodi // Dated: 'Y'-1— 9'? %LP .I . o t VICKY MCAT IE Finance Director