CC RESOLUTION 3555NO. 3555 A RESOLUTION OF THE CITY COUNCIL OF THE CITY • OF EL SEGUNDO, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS IN THE FINANCE DEPARTMENT. WHEREAS, there is presented to the City Attorney for approval and forwarding to the City Council, the attached list of records from the Finance Department to be destroyed; and WHEREAS, the City Council finds that the records hereinabove referred to are of no further value to the City of E1 Segundo, and that they occupy badly needed storage space; and, WHEREAS, the City Attorney has, in accordance with the provisions of Section 34090 of the Government Code of the State of California, consented to the destruction of said records and • documents; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL SEGUNDO, CALIFORNIA, DOES RESOLVE AS FOLLOWS: SECTION 1. The Director of Finance is hereby authorized and granted authority to dispose of the hereinabove described and set forth records by causing the same to be destroyed in a lawful manner. SECTION 2. Upon destruction of the foregoing records, the Director of Finance shall make a certificate of the complete destruction of said records, file the original thereof in the office of the City Clerk and file a copy of said certificate together with a certified copy of this resolution in the Finance office. SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution; shall enter the same in the book of original resolutions of said city; and shall make a minute of the passage and adoption thereof in the records of the proceedings of the City Council of said city, in the minutes of the meeting at which the same is passed and adopted. PASSED, APPROVED and ADOPTED this 16th d of gust, 1988.. • Mayor of the ity of E1 Segundo, California AT EST City Clerk (SEAL) JOA:R- 081688.FN FINANCE DEPARTMENT RECORDS TO BE DESTROYED • DESCRIPTION Payroll time sheets - bi- weekly for full and part -time employees Year -End Payroll Register - annual report showing employees gross, de= ductions and net pay Deductions Register - bi- weekly report showing salary, deductions, tax changes and credit union payments Labor Distribution - bi- weekly report showing distribution of charges to departments for salaries paid to em- ployees (includes fund and department distribution for benefits paid). Employee Master Cross Reference - bi- weekly and annual reports of all em- ployees information Workers Comp Voucher Request - insur- ance admin. recommendation re payment of employee claims Renewal Forms - for businesses already in possession of City business license (annual basis) Purchase Requisitions - submitted for materials and supplies Purchase Orders Print Shop charges - multilith charges by department Postage Meter usage memos Cashier Audit Tapes - cash register tapes produced daily • Accounts Receivable Invoice Posting - monthly reports of invoices billed Reports and Correspondence - routine Finance Department business Water Cash Stubs Water Cash Receipt Posting Sheets Water General Ledger Water Trust Fund Reports Water Deposit Trust Fund Receipts and Ledger Water Billing Register Water Turn On & Shut Off Forms City Invoices (paid 1975 -79) Special Deposits - Monies held in trust by City (street & sewer permits, overload permits, filming deposits, witness fees, bonds) DESTROY ALL RECORDS PRIOR TO LISTED DATE 7/1/81 7/1/81 7/1/84 7/1/84 7/1/84 7/1/81 7/1/83 7/1%85 7/1/81 7/1/85 7/1/85 7/1/85 7/1/84 7/1/81 7/1/84 7/1/84 7/1/84 7/1/81 7/1/81 7/1/81 7/1/81 7/1/81 7/1/81 • i Finance Department Records to be Destroyed (Contd.) DESTROY ALL RECORDS DESCRIPTION PRIOR TO LISTED DATE Accounts Payable Warrant Detail - 7/1/81 . check copy with invoice, purchase order for City purchases Journal Entries & Proof List - 7/1/83 record of adjustments and non -cash transactions (revenue & expenditure) for all funds Expenditure Appropriation Ledger - 7/1/83 quarterly report of individual trans- actions Revenue Detail Report - quarterly report 7/1/83 by fund Accounts Payable History Update & Detail 7/1/81 Summary Warrant Register - bi- weekly re- port showing date, warrant nos., amounts paid to vendors 1099's - annual report showing summary 7/1/81 of earnings paid by City for professional services Accounts Receivable Invoice Receipts 7/1/81 Backup Daily Cash Receipts - daily report 7/1/81 showing cash received by Treasurer & Finance Director for the day, sorted by fund Fixed Assets List - all facilities & 7/1/84 assets owned by City IN ACCORDANCE with the provisions of Section 34090 of the Government Code of the State of California, the City Attorney hereby gives his written consent to the destruction the foregoing records. CUY ATTOffNEY: Lela4adrC, Doll Iy DATE: August 9. 1988 r'1 U STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Ronald L. Hart City Clerk of the City of E1 Segundo, California, DO HEREBY CERTIFY that the whole number of members of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 3555 was duly passed and adopted by the said City Council, approved and signed by the Mayor of said City, and attested by the City Clerk of said City, all at a regular meeting of the said Council held on the 16th day of August 1988 and that the same was so passed and adopted by the following vote: AYES: Councilmembers Anderson, Clutter, Dannen, West and Mayor Jacobson NOES: None ABSENT: None WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 22nd day of August, 1988. • LJ Q0NALD qLHART City Clerk of the City of E1 Segundo, California (SEAL)