HomeMy WebLinkAboutAgenda Report - October 4, 2000 E-04CITY OF LORI COUNCIL COMMUNICATION
AGENDA TITLE: Authorize Retention of Delta Microfilm to Film City of Lodi
Disbursement Claims and Approve Destruction of Records Once
Filming is Complete.
MEETING DATE: October 4, 2000
PREPARED BY: Vicky McAthie, Finance Director
RECOMMENED ACTION: That the City Council approve the filming of City of Lodi's
disbursement claims onto computer disks.
BACKGROUND INFORMATION: The Finance Department, Accounting Division,
receives frequent requests from Council Members as well as representatives of the print media
for retrieval of certain disbursement claims information. Delta Microfilm currently films the
payroll function. It is recommended that the City retain Delta Microfilm to meet our additional
needs. Filming of the disbursement claims will allow destruction of records once filming is
complete, as well as assurance that filming will be an on-going process like payroll CDs. The
department currently has approximately 27 boxes, 4,000 pages per box, in the Finance storage
area. We are quickly running out of storage place for these important backup documents. The
claims information needs to be accessed quickly for timely responses to Council Members, the
news media, and the public. Storing this information on disks will not only afford us ease of
access but will bring this critical function into the modern age of storage and retrieval of public
documents.
FUNDING SOURCE: $7,000 Current Budget
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Vicky McAthie
Finance Director
APPROVED:
H. Dixon Flynn -- CityManager
07JI3100
RESOLUTION NO. 2000-176
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING
THE FILMING OF CITY OF LODI DISBURSEMENT CLAIMS TO COMPUTER
DISK, AND FURTHER APPROVING DESTRUCTION OF THOSE RECORDS
RETAINED BY THE FINANCE DEPARTMENT ONCE THE
FILMING HAS BEEN COMPLETED
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WHEREAS, Lodi Municipal Code Section 3.20.070, authorizes dispensing with bids
for purchases of supplies, services or equipment when it is in the best interest of the City to do
so; and
WHEREAS, the Finance Department Accounting Division currently utilizes Delta
Microfilm to film the payroll records; and
WHEREAS, filming the disbursement claims will allow destruction of those records
and free up valuable storage space, as well as make those records more accessible for
retrieval purposes; and
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:
The records heretofore identified are no longer required once the records are
filmed.
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.
3. The Lodi City Council further authorizes the Finance Department to retain
Delta Microfilm for filming the Disbursement Claims on an on-going basis.
Dated: October 4, 2000
I hereby certify that Resolution No. 2000-176 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held October 4, 2000, by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Land, Nakanishi, Pennino and
Mayor Mann
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BL` KSTON
City Clerk
2000-176
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 IN THE ATTACHED LIST
1. Disbursement Claims after Filming is complete.
Dated: j (7', ).5)00
VICKY MCAT IE
Finance Director
APPROVED FOR DESTRUCTION:
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City Attorney
City of Lodi
Dated: 9�06