HomeMy WebLinkAbout2004 059 CC RESO2004 059 CC RESO ¬Ù f RESOLUTION NO. 2004-059
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
BALDWIN PARK, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, Government Code sections 34090 et seq. authorizes City Department
Heads to destroy City records, documents, instruments, books and papers which are no
longer required and without the need to make copies thereof, with the approval of the City
Council by resolution, and the written consent of the City Attorney; and
WHEREAS, certain City records, documents, instruments, books and papers, as
listed in attached Exhibit A," have been held beyond the required retention period and are
no longer required by the City's Finance Department.
WHEREAS, the records and documents listed in Exhibit A" do not affect the title of
real property or liens, are not court records, minutes, ordinance or resolutions, and are not
otherwise required to be kept by statute, and thus may be destroyed in accordance with
provisions of Government Code Section 34090 without a need of making copies thereof.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK,
CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. To approve the destruction of certain City records, documents.
instruments, books and papers, as more specifically listed in the attached Exhibit A." and to
authorize the City's Finance Director to facilitate such destruction.
Section 2. The City Clerk shall certify to the passage and adoption hereof.
APPROVED AND ADOPTED this 18th day of August, 2004
IVIA^IDEL LOZANO
MAYOR
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2004 059 CC RESO ¬Ù f Resolution No. 2004-059
Page 2
ATTEST:
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES) ss:
CITY OF BALDWIN PARK
I, Rosemary M. Ramirez, Chief Deputy City Clerk of the City of Baldwin Park, do
hereby certify that the foregoing Resolution was duty and regularly approved and adopted
by the City Council of the City of Baldwin Park at its regular meeting of the City Council on
August 18, 2004, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
Marlen Garcia, David Olivas, Bill Van Cleave,
Mayor Pro Tern Ricardo Pacheco and Mayor
Manuei Lozano
None
ABSENT: COUNCILMEMBERS: None
ABSTAIN: COUNCIL MEMBERS: None
ROSEMARY M. RAMIREZ, CMC
CHIEF DEPUTY CITY CLERK
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2004 059 CC RESO ¬Ù f CITY: Baldwin Park
DEPT: Finance
Prepared by; Sandra Salcido
Resolution No. 2004-059
EXHIBIT A"
Page 1 or 4
RECORDS DESTRUCTION LIST
Approved: Date:
Department Head Date:
City Attorney
Box/Loc. Content Description Inclusive Dates From To
A-1 PERS Payroll Deduction Register 1995
Payroll Register 12/94-7/95
Employee Status Report 6/94- 12/94
Payroll Changes 1994
G-2 A/P Cancelled Checks FY92- 93
G-3 P/R Cancelled Checks 8^92- 6/93
G-5 Housing Authority Cancelled Checks 7/92- 6/93
G-6 P/R Cancelled Checks 12/92- 6/93
G-7 A/P Cancelled Checks WF) 7/93- 4/94
G-8 P/R Cancelled Checks WF) 7/93- 4/94
G-9 Housing Authority Cancelled Checks 7/93- 4/94
G-10 A/P P/R Cancelled Checks 4/94- 6/94
G-12 P/R Cancelled Checks 7/94- 2/95
G-13 Housing Authority Cancelled Checks FY94- 95
G-14 A/P Cancelled Checks 7/95- 2/96
G-15 P/R Cancelled Checks 7/95- 2/96
G-16 Housing Authority Cancelled Checks 10/95-6/96
G-17 Housing Authority Cancelled Checks 5/95- 9/95
G-18 A/P Cancelled Checks 3/96- 6/96
G-19 Assessment Districts: Bond Payment Receipts, Series 7 1972-75
G-20 Assessment Districts: Bond Payment Receipts, Series 8 1972- 76
G-21 Assessment Districts; Bond Payment Receipts, Series 10 1974-77
G-22 Assessment Districts: Bond Payment Receipts, Series 10 1973-74
G-23 P/R Cancelled Checks, Voids 3/95- 6/95
G"24 A/P Cancelled Checks, Voids 4/95- 6/95
G-26 P/R Cancelled Checks 3/96- 6/96
Voids 95- 96
G-40 A/P Cancelled Checks 7/97- 3/98
G-41 A/P Cancelled Checks 4/98- 12/98
G-42 A/P Cancelled Checks 1/99- 9/99
G"43 Housing Authority Cancelled Checks 7/97- 3/98
G-44 Housing Authority Cancelled Checks 4/98- 12/98
G-45 P/R Cancelled Checks 5/97- 10/97
G-46 P/R Cancelled Checks 11/97-2/98
G-47 P/R Cancelled Checks 3/98- 7/16/98
G-48 P/R Cancelled Checks 7/30/98- 12/31/98
N-1 A/P A Baldwin Park Chevron) FY 98- 99
N-2 A/P B Calif. Empi. Development Dept. FY 98- 99
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2004 059 CC RESO ¬Ù f CITY: Baldwin Park
DEPT Finance
Prepared by; Sandra Salcido
Resolution No. 2004-059
EXHIBIT A"
Page 2 or 4
RECORDS DESTRUCTION LIST
Approved: Date;
Department Head Date:
City Attorney
Box/Loc. Content Description inclusive Dates From To
N-3 A/P C Commercial Lock 8c. Security System) FY 98- 99
N-4 A/P C Duran, John) FY 98- 99
N-5 A/P E-F) FY 98- 99
N-6 A/P G" Gomez, Melissa) FY 98- 99
N-7 A/P Gordon's Jets Research Lab Inc.) FY 98- 99
N-8 A/P J Lewis Engraving) FY 98- 99
N-9 A/P L-M) FY 98- 99
N-10 A/P N-0) FY 98- 99
N-11 A/P P Petty Cash) FY 98- 99
N-12 A/P Petty Cash Q) FY 98" 99
N-13 A/P Q-S.E.I.U-) FY 98- 99
N-14 A/P San BernardEno Fam Support So. Cai. Edison) FY 98- 99
N-15 A/P So. Cat. Edison Terminix International) FY 98- 99
N-16 A/P Tex Shoe Maker Valley Co. Water District) FY 98- 99
N"17 A/P Valley Support Service of VNA Z) FY 98- 99
N-35 Housing Auth. Registers: Trial Registers, Final Registers
and Check Warrants 4/1/99-6/30/1999
N-36 Cash Receipts 7/98 8/98
General Fund pink copies of deposit tickets
N-37 Cash Receipts 9/98- 10/98
N-38 Cash Receipts 11/98- 12/98
N-39 Cash Receipts 12/98- 1/99
N-40 Cash Receipts 2/99- 3/99
N-41 Cash Receipts 4/99- 5/99
N-42 Cash Receipts 6/99
N-43 Housing Auth./Bank Rec. 7/98- 6/99
Bank Rec. Adjustments entered 98-99
N-44 Housing Authority Files various procedures FY95" 99
1099 vendor adjustments
E-mail to Housing
Vendor information adjustments
Cancelled checks" Chun Lam Chung #140
1997 1099 Forms
N-45 Section 8 Portable Housing Files from Various Housing Authorities FY95- 99
Individual Tenant Files
Invoices from various Housing Authorities
Individual's Contracts
Non-Active Tenants
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2004 059 CC RESO ¬Ù f CITY: Baldwin Park
DEPT: Finance
Prepared by: Sandra Saicido
Resolution No. 2004-059
EXHIBIT A"
Page 3 or 4
RECORDS DESTRUCTION LIST
Approved: Date:
Department Head
Date:
City Attorney
Box/Loc.
Content Description
Inclusive Dates
From To
N-46 CRA Accounts Payable July September
CRA Accounts Payable October December
CRA Accounts Payable January February
CRA Accounts Payable March
CRA Accounts Payable April
CRA Accounts Payable May
CRA Accounts Payable June
A/P Yellow copies
N-47 A/P Warrants copies yellow)
Duplicate check copies
N-48 Housing Authority Payments: Trial Registers, Final
Registers and check warrants
N"49 Housing Authority Admin Exp. Payments July
Housing Authority Admin Exp. Payments August
N-50 Housing Authority Payments: Trial Registers, Final
Registers and check warrants
N-51 Housing Authority Payments: Trial Registers, Final
Registers and check warrants
N-52 320-20 Public Housing Tenant Payments McNeil Manor)
320-00 Bank Activities / Statements
320-20 Section 8 Journal Entries, Cash Deposits,
Bank Statements
300-20 City of B.P. Admin Payments
FY 95-96, 96-97, 97-98, 98-99)
300-20 CIAP Payments FY97-98, FY98-99
N-53 320-30 Trustee Statements FY 98/99
320-20 Residential Rehab Loan Program FY 98/99
N-54 1099 Copies & Reports
320-20 LAIF Cash Wires July, Aug, Sept. Oct. Nov.
LAIF Housing Authority Statements
Section 8 Bank Reconciliation Diskette
N-55 LAEF Cash. Wire Transfers Dec, Jan, Feb, Mar, Apr, May, June
General Fund Bank Reconciliation Diskettes
N-56 Reconciliation Traffic Safety July September
Reconciliation Traffic Safety October December
Reconciliation Traffic Safety January March
Reconciliation Traffic Safety April June
N-57 Journal Entries for FY 1998-1999
FY98" 99
FY98- 99
FY98- 99
FY98- 99
FY98- 99
FY98- 99
FY98- 99
FY98- 99
FY98- 99
11/01/98- 1/31/99
FY98- 99
FY98- 99
9/01/98" 10/31/98
2/01/99- 3/31/99
FY98- 99
FY98- 99
FY98- 99
FY95-96
FY95- 99
FY97-
7/1/98-
7/1/98-
1998
FY98-
FY98-
7/98"
FY98-
7/98-
FY98-
FY98-
FY98-
FY98-
6/1/99
99
6/30/99
6/30/99
99
99
6/99
99
6/99
99
99
99
99
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2004 059 CC RESO ¬Ù f CITY; Baldwin Park
DEPT: Finance
Prepared by: Sandra Saicido
Resolution No. 2004-059
EXHIBIT A"
Page 4 or 4
RECORDS DESTRUCTION LIST
Approved: Date:
Department Head
Date:
City Attorney
BOX/LOG.___Content Description
Inclusive Dates
From To
June 1999
N-58 Vendor Change Forms
N"59 Bank Statement Reconciliations
Genera! Fund and Liability Account
6/30/99
FY98- 99
7/98- 6/99
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