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)