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HomeMy WebLinkAboutResolution No. 93-C0490 0 RESOLUTION NO 93-C49 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS IN THE FINANCE DEPARTMENT THE CITY COUNCIL OF THE CITY OF AZUSA DOES RESOLVE AS FOLLOWS: SECTION 1. The Government Code of the State of California at Section 34090 authorizes the destruction of certain City records upon the written approval of the City Attorney and the adoption of a Resolution by the City Council authorizing such action. SECTION 2.' The City Attorney has filed his written consent to the destruction of records, documents, instruments, books and papers described hereinafter. SECTION 3. The attached list of City Finance records, documents, instruments, books or papers are no longer required and may be destroyed. SECTION 4. This Resolution shall become effective immediately. SECTION 5. The City Clerk shall certify to the adoption of this Resolution. ADOPTED AND APPROVED this 17th day of May , 1993 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City Council of the City of Azusa at a regular meeting thereof, held on the 17th day of May , 1993 by the following vote of the Council: AYES: COUNCILMEMBERS DANGLEIS, MADRID, NARANJO, ALEXANDER, MOSES NOES: COUNCILMEMBERS: NONE APPROVED: 7;K"Z — ZICITY ATTORNEY • CITY OF AZUSA C� REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS MAY 17, 1993 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: GEOFF CRAIG, DIRECTOR OF FINANCE I respeectfully request authority to destroy the following departmental records: Description of Record to be Destroyed Years Covered by Record File Box # Accounting Services: Bank of America Cancelled Checks (Payroll) 1984 V11 Bank of America Cancelled Checks (Payroll) 7183-4184 263 Bank of America Cancelled Checks (Payroll) 1983-1984 370 Water Department Ledger Records 1982/83184/85 522 Finance Various Subject Files 1986 528 Finance Various Subject Files 1985-1987 532 Life Insurance Nov 1985 -Nov 1989 536 Long Term Disability - Mutual Benefit 7/1985-7/1989 538 Cash Receipts April 1987 582 Accounts Payable AB -AZ 1986-87 586 Accounts Payable B 1986-87 587 Accounts Payable C 1986-87 588 Accounts Payable CRE to FRE 1986-87 589 Accounts Payable FUE to IND 1986-87 590 Accounts Payable INF to MARX 1986-87 591 Accounts Payable MASS to MISC M 8 Redevel. 1986-87 592 Accounts Payable NA to REG 1986-87 593 Accounts Payable REN to So.Cal. Edison 198687 594 Accounts Payable So.Cal Gas to TUC 1986-87 595 Accounts Payable UN to XYZ 1986-87 596 Accounts Payable General Telephone 1986-87 597 Wells Fargo Checks 40150-44500 1986-87 598 ' Wells Fargo Checks 44501-49000 1986-87 599 Wells Fargo Checks 49001-52900 1986-88 600 Wells Fargo Checks 52901-52700 1987-88 601 Wells Fargo Checks 52701-61400 1987-89 602 Wells Fargo Checks 20708-37000 1985-86 603 Wells Fargo Checks 37001-40149 8 16755-76985 1985-86/May 1986 604 C/R Proof List, Bus.Lice. C/R, C/R Posting Reg., Demand List FY 1987-88 666 Journal Entry Proof List, Demand List, Expend. Detail Report FY 1986-87 668 Exp. Report Bus.Lic,Deleted Ck.Rpt., O/S Checks Accounts Payable Vendor Registers FY 1987-88 667 Accounts Payable Vendors Accounts Payable Vendors 1984-86 670 Accounts Payable Vendors 1986-87 671 1986-87 672 Accounts Payable Prelim. Register 8 Proof List 1987-88 673 Financial Statements, Letters, Schedules Journal Entries 1986-87 677 Journal Entries FY 1985-86 683 Journal Entries FY 1985-86 684 Journal Entries FY 1986-86 685 Accounts Payable Blanket Purchase Orders 7/87-12/87 686 Accounts Payable/Miscell. Pulled for Audit 1/88-6/88 687 Cash Receipts 1984-1987 807 1979-1986 808 July 1987 thru June 1988 635-646 Accounts Payable Warrants FY 1987-88 653.664 1 r - Description of Record to be Destroyed Years Covered by Record File Box # Accounts Payable Vendor - GTE Telephone FY 1987-88 665 Payroll Std.Lists & Leave Reports 1987 and 1989 669 Accounts Payable Warrant Resolutions 1988-89 674 Accounts Payable Prelim.Register & Proof List 1987-88 675 Agenda Packages 8/7/89 - 2/19/91 721-724 Purchasing Division: Project Accounting : Light & Water 1986-87 1 Project Accounting : Light & Water 1986-87 2 Project Accounting : Light & Water 1987-88 3 Project Accounting : Light & Water 1988-89 4 Purchasing Quotes - Agendas 5 Purchasing Quotes, Log Sheets, Inventory 1980-83/6-84 6 Vendor Lists 1986.88 7 Vendor Lists - Numeric 1/87-1/88 8 Vendor Lists - Alpha 10/1987 9 Vendor Lists Alpha & Numeric 5/1988 & 9/1988 10 Vendor Lists - Numeric 2/1989 & 8/1989 11 Vendor Lists - Alpha 2,8,9, 1989 12 Open Purchase Order Reports 9/86-6/88 13 Purchase Order Proofs 1986-6/30188 14 Receipts (Posting Register & Proof Lists), 1986-87 15 Issues (Posting Register) Issues (Proof Lists, Trial Register) 1986-87 16 Receipts (Proof Lists & Posting Register) 1987-88 17 Issues (Proof Lists, Trial Reg. Post Reg) 1987-88 18 Receipts (Proof Lists, Post. Reg), Issues 1988-89 19 (Proof List) Issues (Trial Register & Post Register) 20 User Catalog (Department) 5/1986-6/1987 21 User Catalog Physical Inventory 9/87-12/88 & 6/88 22 User Catalog/Reverse Receipts/Issues/Adjustments 7/1986-6/1989 23 Stores Activity Analysis Reports 7/1986-2/1989 24 Stores Miscell; Stock Item Master List; Zero 6/1986.6/1988 25 Usage; Inventory Worksheet; Issues by Dept; Stock Reorder Reports 1099 Lists 1986-1987 26 Commodity Code List 10/88, 3/89. 5/89 27 Fixed Assets: YTD Changes: Insurance 6/30/86- 6/30/88 28 Values; Tag Report Fixed Assets : Location Reports 5/5/87 - 4/1/88 29 Fixed Assets : Master Lists 1/3/87 - 3/24/87 30 Fixed Assets : Master Lists 6/30/86 - 6/30/88 31 Fixed Assets: #16 List No Land 1985 & 1985 - 6/30/86 32 Total list 1985 Total list 6/30/1986 Fixed Assets: Lists and Depreciations 6/30/86 33 Fixed Assets . Additions & Deletions 6/30/87 34 Depreciations and Lists Fixed Assets : Additions & Deletions 6/30/88 35 Stores User Catalogs 7/1/89 - 1/4/90 36 Issue Slip Proof Lists 7/1/89 -12/26/89 r�cw l iucu. Director of Finance Date: -4729 9 Consent is hereb iv o destroy the records enumerated above: City Attorney: Date: Certified by City Clerk Council File No : Date : 2