HomeMy WebLinkAboutAgenda Report - January 20, 1993 (73)� OF
4�
CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Destruction of Certain Finance Department Records
MEETING DATE: January 20, 1993
PREPARED BY: Finance Director
RECOMMENDED ACTION: That the City Council approve the destruction of the
hereinafter listed City of Lodi records.
BACKGROUND INFOR.M.ATION: In accordance with Government Cede, section 34090,
permission is requested to destroy the following
obsolete City records:
1. Payroll Activity* 1/'77-1/7/90
2. Administrative Leave Balances 1/87-12/88
3. Labor Distribution Reports* 7/86-12/88
4. Time Reports (Bi -Weekly) 1/86-12/88
5. Employee Balances 6 Step Increases 1/87-12/88
6. Vacation Accruals 1/87-12/88
7. Overtime Reports 1/87-12/88
8. Union Dues Deductions 1987-1988
9. Pa; roll Changes 1987-1988
10. work Order Number Li —.ngs 1/86-12/88
11. Trial Balances 7/86-6/88
12. Revenue Report* 7/85-6/88
13. Revenue Ledgers 7/85-6/88
14. General Ledger* 7/85-6/89
15. Appropriation Ledgers 7/83-6/88
16. Miscellaneous Memorandums (Journal Vouchers) 7/86-6/88
17. Expenditure Reports* 7/84-6/88
18. Accounts Payable Registers* 7/87-6/89
19. Claim Vouchers & Invoices 7/87-6/89
20. Canceled Bank of America Payroll Checks 7/86-6/88
21. Canceled Far•ers 6 Merchants Bank 7/86-6/88
Account " fable Checks
*Microfilm copy of records will be kept.
FUNDING. None Required �
>` H. D. Flynn
Finance Director
HDF:CW: ss
Prepared by Cor.ene Wadlow, Senior Account Clerk
APPROVED. /. (� -- i •
THOMAS A. PETERSON �V
recycie� caper
` C,ty Manager
cc t
RESOLUTION NO. 93-18
---------------------
---------------------
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING DESTRUCTION OF CERTAIN RECORDS
RETAINED BY THE LODI FINANCE DEPARTMENT
---------===csxx.x..s...x=ssssaax===cxxss====xxa===xaxxasxxxxsxaxxxssaa
WHEREAS, in accordance with Government Code, section 33090, 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
'-ereof ;
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: January 20, 1993
I hereby certify that Resolution No. 93-18 was passed and adopted
by the Lodi City Council in a regular meeting held January 20,
1993 by the following vote:
Ayes: Council Members - Mann, Sieglock, Snider & Pennino (Mayor)
Noes: Council Members - DaVenDOrt
Absent: Council Members - None
dnife'LIiLtrrk
rrin
City C
93-18
EXHIBIT A
INVENTORY OF CERTAIN RECORDS RETAINED BY THE LODI FINANCE DEPARTMENT REQUESTED
TO BE DESTROYED PURSUANT TO GOVERNME'N'T. CODE, SECTION 34090
1.
Payroll Activity*
1/77-1/7/90
2.
Administrative Leave Balances
1/87-12/88
I.
Labor Distribution Reports•
7/86-12/88
...
Time Reports (Bi -Weekly)
1/86-12/88
5.
Employee Balances & Step Increases
1/87-12/88
6.
Vacation Accruals
1/87-12/88
7.
Overtime Reports
1/87-12/88
S.
Union Dues Deductions
1987-1988
9.
Payroll Changes
1987-1988
10.
Work Order Number Listings
1/86-12/88
11.
Trial Balances
7/86-6/88
12.
Revenue Report*
7/85-6/89
13.
Revenue Ledgers
7/85-6/88
14.
General Ledger*
7/85-6/88
15.
Appropriation Ledgers
7/85-6/88
16.
Miscellaneous Memorandums (Journal Vouchers)
7/86-6/88
17.
Expenditure Reports*
7/84-6/88
18.
Accounts Payable Registers-
7/87-6/89
19.
Claim Vouchers & Invoices
7/87-6/89
20.
Canceled Bank of America Payroll Checks
7/86-6/88
21.
Canceled Farmers & Merchants Bank
7/86-6/88
Account Payable Checks
f
Dated:/fl.'D. Flynn
Finance Director
APPROVED FOR DESTRUCTION
Dated:_ _1-1''7/'93
Bob McNatt
City Attorney
TOM PETERSON, CITY MANAGER
City of Lodi
221 W. Pine Street
Lodi, California 95240
RE-- 1) Request to reconsider Res. No. 93-18
Destruction of Fiance Department records. 2) Request to
obtain copies of payroll information supplied to Mr. Frank
Alegre.
Dear Mr. Peterson=
Please find the enclosed letter addressed to Mayor
Pennino, dated January 23, 1993. In my letter. I requested
that no records be destroyed until after the town hall
meetings, and that there be made an agenda item to that
effect.
On February 2. 1993, I copied a small portion of the
records and have since been reconciling my copies with
other public documentation. Although I have only reviewed
a fraction of the overall picture, I have seen enough to
justify keeping the records, INDEFINITELY. I realize
space in the City Hall basement is cramped; so I am
prepared to pay for storage of the records if necessary.
Mr. Peterson I am a little concerned that it took an
agenda item to destroy the records, but according to Mayor
Pennino NO agenda item was necessary to reverse that
decision.
In order to keep everything legal and to respect the
authority of our elected officials, please make it an
official agenda item not to destroy the records. CONSIDER
THIS AN OFFICIAL REQUEST TO PLACE THE RECONSIDERATION OF
RESOLUTION 93-18 ON THE AGENDA.
Also I am interested in obtaining whatever payroll
information was supplied to Mr. Frank Alegre recently.
Please send me a letter to the above address telling me
exactly how many pages there are and how much it will cost
me.
Respect
ully sub itted
.2� '
4F�r k Gaya 1do, Jr.
.0. Bo x 206
Lodi, CA 85241
CITY a-4-0lK o
FRANK GAYALDO, JR.
FUGITIVE APPREHENSION CONSULTANT
S!'..O.sBoa 206 • Lodi. California 95241 • (209) 520-6783 reline)
January 23, 1993
Phillip A. Pcnnino, Mayor
City of Lodi
221 W. Pine Street
Lodi, CA 95240
RE: Request to Reconsider
Res. No. 93-18 Destruction of Finance Department Records
Dear Mayor Pennino:
Per our phone conversation on January 22, 1993, I'm writing this letter to
request that no records be destroyed until after all of the "Town Hall Meetings" have
been completed. Please make this recons+deration an agenda item during the next
City Council Meeting.
Honest government requires public input and scrutiny, therefore the City
Council should encourage the public to actively get involved with the budget process.
I'm sure you realize financial records of the past are relevant to the future.
Please advise me and the public how we can go about reviewing these records.
I personally have access to a microfilmer and a plain paper copier, and would
appreciate it if I was given permission to review and copy these public records.
I am confident the City Council has the integrity to admit the validity of my
request.
Respectfully Sibmitted,
Frank Gayaldo,7r.j;
FG /jyt
Hir
FROM:
0
DATE:
MEMORANDUM
The Honorable Mayor and
Members of the City Council
City Manager
February 1, 1991
Destruction of Finance Department Records
Jennifer Perrin
City Cierk
At its regular meeting of Wednesday, January 20, 1993, the City Council
authorized' the routine destruction of certain records in the Finance
Department. Following a request from Mr. Frank Alegre for certain
historical information, staff postponed the destruction of these records
until after the completion of the Town Hall meeting schedule. This was
done with the concurrence of the Mayor.
It is the staff's intention to implement the City Council's direction
with regard to this matter following the last Town Hall meeting.
TAP:br
CCCOM708/TXTA.G7A
(9-ki ��IA z ( I/ q 13 j Y,,J
RECEIwf-j
I'ECEI`IE D
MEMORANDUM r% c, 11 r ►1
June 29, 1993 S_
TO: Thomas A. Peterson, City Manager
FROM: Dixon Flynz� Director
SUBJECT: Destruction of Finance Department Records
PURPOSE
To inform City Manager that the Finance Department will destroy financial records on or about July 20,
1993 as approved by the City Council on January 20, 1993 (Resolution 93-18 attached).
BACKGROUND
At the time Council approved destruction of Finance Department records, one member of the Council
and some members of the public requested that destruction of records be delayed until the City had
completed budget hearings and to provide the public with the opportunity to review these records before
destruction. With the consent of the City Council, the destruction of these records was delayed and
remain in the Finance Department storage room as of this date.
From January 1993 to present there were two persons that requested to review these records and to make
copies of records. The last request to review records was made in early March. Since then, no one has
requested to review or to obtain copies of these records.
In January, staff informed the City Council that tnese records would not be destroyed until after they
were informed. Accordingly, the Finance Department plans to destroy these records on July 20 unless
directed to do otherwise by the City Manager.
cc:
City Council
City Attorney
City Clerk
Accounting Manager
For File
Attachment
p
RESOLUTION NO. 93-18 JAN 2 h tg;�
znzzazsaxaaza=zaaaaa�
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:
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: January 20, 1993
aaaaaaassaasxsssasssaaxxx=asaaz:axxxxzaaxxaxaxax=aaaaaaaaxaaaaaaaaaasas
I hereby certify that Resolution No. 93-18 was passed and adopted
by the Lodi City Council in a regular meeting held January 20,
1993 by the following vote:
Council ::embers - Mann, Sieglock, Snider & rennin (Mayor)
:roes: Council Memcers - DavenpOLt
Absent: Council t -:embers - None
Ti FC: -7--,;:,.g Dor��me�: !� Cep :it ra
r.;, j Lie; i:, City Of Loci
Gy
%( X
Dated:
3
Q'•tLL�.�ti��,• I -'`.LLL?^-`
nifer aerr.n
City Clerk
93-18
C_ f
EXHIBIT A
INW 'T( rF CERTAIN RECORDS RETAINED BY THE LODI FINANCE DEPARTMENT REQUESTED
TO BE DESTROYED PURSUANT TO GOVERN;1Ei+T CODE, SECTION 34090
sasasas aasaaa=aasaaasa=-aaass=s=a=�===___=_�=�==aaasssaaasaaasassaaasaasaaasaasaa
1.
Payroll Activity*
1/77-1/7/90
2.
Administrative Leave Balances,
1/87-12/88
7/86-12/88
3.
Labo• Distribution Rel,-3rts*
1/86-12/88
4.
Time Reports (Bi -Weekly)
1/87-12/88
S.
!:mplayee Balances S Step Increases
1/87-12/88
6.
Varation Accruals
1/87-12/88
7.
Ovirtime Reports
1987-1988
S.
-anon Dues Dedections
1537-1j88
9.
10.
Payroll Changes
WG :z C• -der Number Lasting..
1!s6-12/88
11.
Trial 8a1 -aces
7/86-6/88
12.
Revenue Repr�rt*
7/85-6/88
13.
Reveaiue Ledgers
7/85-6/88
14.
General la?-_aet-
7/.5-6/83
7/85-6/88
15.
16.
Appropriation Leagers
Miscellaneous Memorandums liourna'_ Vouchers)
7/86-6/88
17.
Expenditure Reports*
7/84-6/88
18.
Accounts Payable Registers*
7/87-6/69
19.
Claim Vouchers 6 Invoices
7/87-6/89
20.
Ca::celed Bank of America Payroll Checks
7/36-6/88
21.
Canceled Farmers 6 Merchants Bank
7/86-6/88
A=count Payable Checks
=aaa=aaaaaaaaaaaaaeaa=aaea==cs==c==�==.=c.=.a=saaassaaaaaaaaaaaaaaaaaaaaaasaasaa
f
Dated:
Ai. D. Flynn
Finance Director
APPROVED FOR DESTRUCTION
Dated:
Bob Watt
City Attorney