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
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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