HomeMy WebLinkAboutRES NO 100-13RESOLUTION NO.
A RESOLUTION APPROVING THE DESTRUCTION OF
CERTAIN OBSOLETE CITY RECORDS, DOCUMENTS,
INSTRUMENTS, BOOKS AND PAPERS, PURSUANT TO
THE SECTION 34090 ET SEQ. OF THE GOVERNMENT
CODE OF THE STATE OF CALIFORNIA - FINANCE
DEPARTMENT.
WHEREAS, a request has been made by the Finance Department for authority
to destroy certain obsolete City records, and a copy of said list of records is attached as
Exhibit "A "; and
WHEREAS, such records are more than five (5) years old; and
WHEREAS, said request has been approved by the City Attorney in accordance
with the procedures and requirements of the City and Section 34090 et seq. of the
California Government Code.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Bakersfield
that pursuant to Section 34090 et. Seq. of the Government code of the State of
California, approval is hereby given to destroy obsolete records listed on said Exhibit "A"
upon written approval of the City Attorney.
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I HEREBY CERTIFY that the foregoing Resolution was passed and
adopted by the Council of the City of Bakersfield at a regular meeting thereof held on
AUG 14 1013 , by the following vote:
Foe
Abstain:
sen
APPROVED
Council Member
Council Member
Council Member
Council Member
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CITY CLERK AND EX OF 10 of the
AUG 14 2013 A Council of the City of Bak field
HARVEY L. HALL
Mayor
APPROVED AS TO FORM:
VIRGINIA GENNARO
City Attorney
By ✓ c`.r�
�"OSHUA H. RUDNICK
Deputy City Attorney II
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CITY OF BAKERSFIELD
CONSENT OF CITY ATTORNEY
FOR DESTRUCTION OF RECORDS
FINANCE DEPARTMENT
Pursuant to Government Code Section 34090, the records described in Exhibit "A,"
attached hereto, shall be destroyed.
Dated: July 5, 2013
APPROVED AS TO FORM:
VIRGINIA GENNARO
City Attorney
City of Bakersfield
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[A H. RUDNICK
City Attorney II
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RECORD RETENTION SCHEDULE
ACCOUNTING AND BUDGET CONTROL DIVISION
ACCOUNTS PAYABLE
RETENTION
Permanent Accounts Payable Voucher Register
Permanent Accounts Payable Check Register
5 years Accounts Payable Claim Vouchers
RECEIVABLES
5 years Broadview, Suburban, Special Services & Other Accounts Receivable Registers
REPORTS
Permanent Expenditure & Revenue Ledger
Permanent Project Report and Annual Summary Reports
5 years Labor and Overhead 28 -day Summary
5 years Fuel Usage 28 -day Summary
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PAYROLL DOCUMENTS
Permanent
Payroll Register
Permanent
Expenditure Distribution (Include w /check register)
Permanent
P.E.R.S Listing
10 years
Hours Proof /Time cards /Daily Roster (Departmental)
5 years
Hours Proof /Time cards /Daily Roster (Payroll Section)
5 years
Earnings Year -to -date
5 years
W -2's & W -2P's and 1099's
5 years
Deductions Reports
5 years
Deferred Compensation Reports
5 years
United States Savings Bond Report
5 years
Accrual Reports
5 years
Miscellaneous Payroll Backup Files
5 years
Management Information Report
RECEIVABLES
5 years Broadview, Suburban, Special Services & Other Accounts Receivable Registers
REPORTS
Permanent Expenditure & Revenue Ledger
Permanent Project Report and Annual Summary Reports
5 years Labor and Overhead 28 -day Summary
5 years Fuel Usage 28 -day Summary
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PROPERTY MANAGEMENT
5 years Real Property Appraisal
5 years Escrow Files
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FINANCIAL DOCUMENTS
RETENTION
Daily Treasurer's Report
Permanent
Annual Financial Statements
Permanent
Annual Budget
2 years
Preliminary Budget
Permanent
State Controllers Reports
Term of Bond +3 yrs
Bond Issue Official Statement
Permanent
Accounting Groups
5 years -past
Federal and State Grants and Entitlements
completion
5 years
Report of Monies Collected
Permanent
Annual and Departmental Audit Reports (CAFR)
5 years
Cash Receipt Books
3 years
Bank Reconciliations
PROPERTY MANAGEMENT
5 years Real Property Appraisal
5 years Escrow Files
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TREASURER DIVISION
5 years
Daily Treasurer's Report
5 years
Business Licenses
PURCHASING DIVISION
5 years
Purchase Orders
7 years
Formal Bids
2 years
Annual Contracts
2 years
Requisitions
PROPERTY MANAGEMENT
5 years Real Property Appraisal
5 years Escrow Files
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EXHIBIT A
The following is a list of documents the Finance Department is proposing to
destroy:
Fiscal Year
(and years prior to)
ACCOUNTS PAYABLE
2007 -08 Accounts Payable Claim Vouchers & Invoices
2007 -08 Cancelled Accounts Payable Checks
2007 -08 Journal Vouchers (paper only)
PAYROLL DOCUMENTS
2007 -08
Canceled Payroll Checks
2007 -08
Deduction Reports
2007 -08
Deferred Compensation Reports
2007 -08
United States Savings Bond Reports
2007 -08
Accrual Reports
2007 -08
Benefit Registers
2007 -08
Hours Proof
2007 -08
Tax Registers
2007 -08
ABT Registers
2007 -08
Payroll Registers (paper only)
2007 -08
Terminated employee folders
RECEIVABLES
2007 -08 Final Billings Registers; Aging Schedules &
Transaction Reports:
Commercial Refuse, Sewer Surcharge,
Residential Refuse, Outside Sewer, Special
Refuse, Airpark, Hazardous Materials, and
Other Miscellaneous Receivables.
2007 -08 Adjustments, Transfers and Refunds.
TREASURY DOCUMENTS
2007 -08
Report of Monies Collected
2007 -08
Daily Treasurer's Reports
2007 -08
Business License Records
2007 -08
Cash Receipt Books & Records
2007 -08
Investment Confirmations
2007 -08
Transient Occupancy Reports o�V K49q
2007 -08
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PURCHASING DOCUMENTS
2007 -08 Purchase Orders
2007 -08 Annual Contracts
2007 -08 Requisitions
PROPERTY MANAGEMENT
2007 -08 Real Property Appraisals
2007 -08 Acquisition & Disposition Files
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