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Home My WebLink AboutAgenda Report - April 3, 2002 E-11CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Approve Destruction of Certain Finance Department Records MEETING DATE: April 3, 2002 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 01/93-12/96 2. Employee Balances & Step Increases 01/95-12/96 3. Daily Exception Time Sheets 01/95-12/98 4. Overtime Reports 01/95-12/96 5. Vacation Accrual Reports 01/95-12/96 6. Payroll Deductions 01/93-12/94 7. Holiday and Comp Pay Off 1989-1993 8. LTD Reports 1995-1996 9. Fringe Benefit Reports 01/87-12/94 10. Deferred Compensation Payroll Deduction Reports 1985-12/98 11 PERS Reports 1980-12/98 12. Farmers & Merchants Bank and Bank of America Bank Statements 1994-1998 13. Employee Travel Spreadsheets 1993-1998 15. Employee Taxable Travel 1995-1998 16. Vehicle Fuel Reports 1992-1995 17. Purchase Orders 1994-1995 18. Contract Payment folders 1975-1999 19 Expenditures by Object Code 1996-1997 20. Collector's Daily Reports 07/97-06/98 21. Expenditure Summary 1997 22. Appropriation Ledgers 1996-1998 23. Revenue Ledgers 07/96-06/86 24. Employee Advance Ledgers 07/93-06/96 25. Miscellaneous Journal Entries 07/96-06/99 26. Accounts Payable Invoice Register 07/97-06/99 27. Accounts Payable Distribution & Claims Registers 1997-1999 28, Employee Pension Cards 07/95-06/96 29. Social Security Worksheets 01/66-12/97 30. Expenditure Reports 1996-1997 31. General Ledger 1997-1998 32. 941 E 1987-1993 33. Trial Balance 1987-1989 34. Special Allocations 1987-1989 APPROVED: H. ixon Flynn — City Manager 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. W2's Benefit Letters 01/96-12/98 Returned W2's Prior to 1999 YTD Earnings 01/87-12/96 Uniform Allowance 1993 Payroll Register 93-98 W2's & 1099's 89-93 Utility Customer Contracts (Service Orders) 96-97 Utility Billing Registers 96-97 Utility Billing Daily Audit Reports 96-97 Utility Final Pages and Utility Billing Pages 96-97 Window Receipts 96-97 Business Tax Applications 96-97 Cash Receipt Registers 96-97 Inactive Account Registers 96-97 Inactive Accounts in Arrears Registers 96-97 Employee Pension Cards 1950-1960 FUNDING: None required. V *t Vicky McAthie Finance Director VM: VK:vk Prepared by Veronica Kramer, Finance Technician RESOLUTION NO. 2002-72 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 3, 2002 I hereby certify that Resolution No. 2002-72 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 3, 2002, by the following vote: AYES: COUNCIL MEMBERS — Howard, Land, Nakanishi, and Mayor Pennino NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Hitchcock ABSTAIN: COUNCIL MEMBERS — None a=aCKSTON City Clerk 2002-72 INVENTORY OF CERTAIN RECORDS DEPARTMENT REQUESTED TO BE GOVERNMENT CODE SECTION 34090 EXHIBIT A RETAINED BY THE FINANCE DESTROYED PURSUANT TO 1 . Administrative Leave Balances 2. Employee Balances & Step Increases 3. Daily Exception Time Sheets 4. Overtime Reports 5. Vacation Accrual Reports 6. Payroll Deductions 7. Holiday and Comp Pay Off 8. LTD Reports 9. Fringe Benefit Reports 10. Deferred Compensation Payroll Deduction Reports 11 PERS Reports 12. Farmers & Merchants Bank and Bank of America Bank Statements 13. Employee Travel Spreadsheets 15. Employee Taxable Travel 16. Vehicle Fuel Reports 17. Purchase Orders 18. Contract Payment folders 19 Expenditures by Object Code 20. Collector's Daily Reports 21. Expenditure Summary 22. Appropriation Ledgers 23. Revenue Ledgers 24. Employee Advance Ledgers 25. Miscellaneous Journal Entries 26. Accounts Payable Invoice Register 27. Accounts Payable Distribution & Claims Registers 28. Employee Pension Cards 29. Social Security Worksheets 30. Expenditure Reports 31. General Ledger 32. 941 E 33. Trial Balance 34. Special Allocations 35. W2's Benefit Letters 36. Returned W2's 37. YTD Earnings 38. Uniform Allowance 39. Payroll Register 40. W2's & 1099's 41. Utility Customer Contracts (Service Orders) 42. Utility Billing Registers 01/93-12/96 01/95-12/96 01/95-12/98 01/95-12/96 01/95-12/96 01/93-12/94 1989-1993 1995-1996 01/87-12/94 1985-12/98 1980-12/98 1994-1998 1993-1998 1995-1998 1992-1995 1994-1995 1975-1999 1996-1997 07/97-06/98 1997 1996-1998 07/96-06/86 07/93-06/96 07/96-06/99 07/97-06/99 1997-1999 07/95-06/96 01/66-12/97 1996-1997 1997-1998 1987-1993 1987-1989 1987-1989 01/96-12/98 Prior to 1999 01/87-12/96 1993 93-98 89-93 96-97 96-97 43. Utility Billing Daily Audit Reports 44. Utility Final Pages and Utility Billing Pages 45. Window Receipts 46. Business Tax Applications 47. Cash Receipt Registers 48. Inactive Account Registers 49. Inactive Accounts in Arrears Registers 50. Employee Pension Cards Dated: At of 91. c2"o? d o? APPROVED FOR DESTRUCTION: RA DAL LL A. HAY City Attorney City of Lodi Dated:- 4&tel 'r 96-97 96-97 96-97 96-97 96-97 96-97 96-97 1950-1960 V �.c9su., jrt rt VICKY MC THIE Finance Department Director