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Home My WebLink AboutRES NO 048-12RESOLUTION NO. 048, 1 2 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. ---- - - - - -- 000---- - - - - -- Oadmin \records destructionVes - filedestruction 12.docx 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 JUN 0 6 2012 , by the following vote: Ayes: Noes: Abstain Absent: ✓ ✓ ✓ ✓ Member Council Member "WIT Council d. Council Member Council ��►� Member V� Q� Jaa&zd" .`" CITY CLERK AND E FFICI of the Council of the City of Bakersfield .... JUN 0 HARVEY L. HALL Mayor APPROVED AS TO FORM: VIRGINIA GENNARO City Attorney y 7� JOSHUA H. RUDNICK Deputy City Attorney II sAadmin \records destructionVes - filedestruction 12.docx MM F, ;n r -- _. CJ EXHIBIT A The following is a list of documents the Finance Department is proposing to destroy: Fiscal Year (and years prior to) ACCOUNTS PAYABLE 2006 -07 Accounts Payable Claim Vouchers & Invoices 2006 -07 Cancelled Accounts Payable Checks 2006 -07 Journal Vouchers (paper only) PAYROLL DOCUMENTS 2006 -07 Canceled Payroll Checks 2006 -07 Deduction Reports 2006 -07 Deferred Compensation Reports 2006 -07 United States Savings Bond Reports 2006 -07 Accrual Reports 2006 -07 Benefit Registers 2006 -07 Hours Proof 2006 -07 Tax Registers 2006 -07 ABT Registers 2006 -07 Payroll Registers (paper only) 2006 -07 Terminated employee folders RECEIVABLES 2006 -07 Final Billings Registers; Aging Schedules & Transaction Reports: Commercial Refuse, Sewer Surcharge, Residential Refuse, Outside Sewer, Special Refuse, Airpark, Hazardous Materials, and Other Miscellaneous Receivables. 2006 -07 Adjustments, Transfers and Refunds. TREASURY DOCUMENTS 2006 -07 Report of Monies Collected 2006 -07 Daily Treasurer's Reports 2006 -07 Business License Records 2006 -07 Cash Receipt Books & Records 2006 -07 Investment Confirmations 2006 -07 Transient Occupancy Reports 2006 -07 Bingo Statements T sAadmin \records destructionVes - filedestruction 12.docx r M OR(f=�thlfl! PURCHASING DOCUMENTS 2006 -07 Purchase Orders 2006 -07 Annual Contracts 2006 -07 Requisitions PROPERTY MANAGEMENT 2006 -07 Real Property Appraisals 2006 -07 Acquisition & Disposition Files sAadmin\records destructionVes - filedestruction 12.docx `, 3AriF9cP n, 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: May 1, 2012 APPROVED AS TO FORM: VIRGINIA GENNARO City Attorney City of Bakersfield By J A H. RUDNICK Deputy City Attorney II SA\Admin \Records Destruction\ AttnyConsentforDestruction2.doc OP,KF�. 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 {? 11 _i r 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 {? 11 _i r PROPERTY MANAGEMENT 5 years Real Property Appraisal 5 years Escrow Files Q,AKF �. ls y o �, >- m v ORIGINAL 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 Q,AKF �. ls y o �, >- m v ORIGINAL 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 Q,AKF �. ls y o �, >- m v ORIGINAL