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HomeMy WebLinkAboutAgenda Report - April 19, 2000 E-11CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Approve Destruction of Certain Finance Department Records MEETING DATE: April 19, 2000 PREPARED BY: Finance Director RECOMMENDED ACTION: That the City Council approves 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 01/97-12/98 2. Employee Balances & Step Increases 01197-12/98 3. Vacation Accruals 01/97-12/98 4. Overtime Reports 01/97-12/97 5. Union Dues Deductions 01/97-12/98 6. Payroll Changes 01/97-12/98 7. Revenue Ledgers 1995-1996 8. Expense Appropriation Ledgers 1995-1996 9. Miscellaneous Memorandums (Journal Vouchers) 07/95-06/96 10. Canceled Bank of America Payroll checks 1997-12/98 11 Canceled Farmers & Merchants Bank Checks (Accounts Payable Checks) 1997-12/98 12. Farmers & Merchants Bank and Bank of America Bank Statements 06/88-07/90 13. City Rent Insurance 07/91-06/92 14. Informal Quotations Received 1991-1992 15. Window Receipts 1994-1995 16. Business License Applications 1994-1995 17. Cash Receipt Registers 1994-1995 18. Inactive Account Registers 1994-1995 19 Inactive Accounts in Arrears Records 1994-1995 20. Collector's Daily Reports 07195-06/96 21. Utility Customer Contracts 1994-1995 22. Utility Billing Registers 1994-1995 23. Expense by Object 07/95-06/96 24. Fuel and Lube Reports 07/94-06/95 25. General Ledger Entry Register 07/96-06197 26. Subledger Entry Register 01/94-12/94 27. Employee Advance Ledgers 1992-1993 28. Vehicle Operating Costs 07/95-06/96 29. Accounts Payable Claims 07/94-06/97 30. Long -Term Disability Reports 1997-1998 31. Labor Balance Reports 1997-1998 32. Fringe Benefits Reports 1997-1998 33. Personal Computer Loans 1997-1998 34. Year -to -Date Earnings Reports 1997-1998 APPROVED: H. Dixon hynn -- City Manager 35. Payroll Integrity Reports FUNDING: None required. 47 Vicky McAthie Finance Director VM:VK:ss Prepared by Veronica Kramer, Accounting Technician 10/98-12/98 RESOLUTION NO. 2000-59 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING DESTRUCTION OF CERTAIN RECORDS RETAINED BY THE 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 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: April 19, 2000 ------------------------------------------------------------------ hereby certify that Resolution No. 2000-59 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 19, 2000, by the following vote: AYES: COUNCIL MEMBERS — Hitchcock, Nakanishi, Pennino and Mann (Mayor) NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — Land JA UELIN L. T Y OR Inte �m City Clerk 2000-59 Resolution No. 2000-59 EXHIBIT A - DESTRUCTION OF RECORDS INVENTORY OF CERTAIN RECORDS RETAINED BY THE LODI FINANCE DEPARTMENT REQUESTED TO BE DESTROYED PURSUANT TO GOVERNMENT CODE SECTION 34090 AS SHOWN BELOW: 1. Administrative Leave Balances 01/97-12/98 2. Employee Balances & Step Increases 01/97-12/98 3. Vacation Accruals 01/97-12/98 4. Overtime Reports 01/97-12/97 5. Union Dues Deductions 01/97-12/98 6. Payroll Changes 01/97-12/98 7. Revenue Ledgers 1995-1996 8. Expense Appropriation Ledgers 1995-1996 9. Miscellaneous Memorandums (Journal Vouchers) 07/95-06/96 10. Canceled Bank of America Payroll checks 1997-12/98 11 Canceled Farmers & Merchants Bank Checks (Accounts Payable Checks) 1997-12/98 12. Farmers & Merchants Bank and Bank of America Bank Statements 06/88-07/90 13. City Rent Insurance 07/91-06/92 14. Informal Quotations Received 1991-1992 15. Window Receipts 1994-1995 16. Business License Applications 1994-1995 17. Cash Receipt Registers 1994-1995 18. Inactive Account Registers 1994-1995 19 Inactive Accounts in Arrears Records 1994-1995 20. Collector's Daily Reports 07/95-06/96 21. Utility Customer Contracts 1994-1995 22. Utility Billing Registers 1994-1995 23. Expense by Object 07/95-06/96 24. Fuel and Lube Reports 07/94-06/95 25. General Ledger Entry Register 07/96-06/97 26. Subledger Entry Register 01/94-12/94 27. Employee Advance Ledgers 1992-1993 28. Vehicle Operating Costs 07/95-06/96 29. Accounts Payable Claims 07/94-06/97 30. Long -Term Disability Reports 1997-1998 31. Labor Balance Reports 1997-1998 32. Fringe Benefits Reports 1997-1998 33. Personal Computer Loans 1997-1998 34. Year -to -Date Earnings Reports 1997-1998 35. Payroll Integrity Reports 10/98-12/98 Dated: 4//3/06 APPROVED FOR DESTRUCTION Dated: 4312 Vicky McAthie Finance Director Randall A. Hays City Attorney