HomeMy WebLinkAboutReso 1982-10944
RESOLUTION NO.
10944
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AUTHORIZING THE DESTRUCTION OF
CERTAIN FINANCE DEPARTMENT RECORDS
The City Council of the City of Chula Vista does hereby
resolve as follows:
WHEREAS, Government Code Section 34090 permits the
destruction of City records which are no longer needed, where
there is approval by the City Council and written consent of
the City Attorney, and
WHEREAS, the City Council approved a record retention
schedule for the Finance Department in April 1980 by Resolution
No. 10066, and
WHEREAS, that record retention schedule authorized the
Director of Finance to destroy unneeded records after the approved
retention period elapsed, and
WHEREAS, certain modifications to the retention schedule
are now required as outlined on Exhibit A, a copy of which is
attached hereto and hereby incorporated herein, and
WHEREAS, the records described on Exhibit A are of no
further use to the department after the time period listed on
the retention schedule.
NOW, THEREFORE, BE IT RESOLVED by the City Council of
the City of Chula Vista that the Director of Finance be, and he
is hereby authorized and directed to proceed with the destruction
of those unnecessary files described above.
Presented and App ve by
7/
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George D. Lindberg, City Attorney
ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
CHULA VISTA, CALIFORNIA, this 20th
19 82 ,by the fOllowing vote, to-wit:
day of July
AYES: Councilmen Scott, Cox, Malcolm, Moore, McCandl;ss
NAYES: Councilmen None
ABSTAIN: CoLl'lcilmen None
ABSENT: Councilmen None
ATTE~.S '/J14?4e--:?lf:''if.G-&~
. CIty rk
STATE OF CALIFORNIA )
COUNTY OF SAN DIEGO ) s s.
CITY OF CHULA VISTA )
I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chula Vista, California,
DO HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of
RESOLUTION NO. 10944
, and that the same has not been amended or repealed.
DATED
July 21, 1982
( seal)
City Clerk
CC-660
Records' to be Added to the Retention Schedule
..... ..
Proposed
Retention
Category Description Period
Payroll l. Employee Earnings Records (thru 1970) 2 years
- duplicate info contained on payroll
journal/register
2. PERS Membership forms 5 years
3. Separation Report 5 years
4. Notification of Retirement 5 years
Automated Accounting
Input documents (including but not limited to JE's,
P.o. maintenance, budget maintenance, chart of
accounts maintenance, etc.) 5 years
Receipts l. Finance Daily Cash Report 5 years
2. HandyTrans Cash Report 5 years
3. Library Cash Reports 5 years
4. Investment Receipts 2 years
Miscellaneous ~ l. Property Tax Assessment Rolls 2 years
2. Sewer Service Billings 5 years
,... 3. Annual Budget Document 5 years
.4. Sales Tax Returns & Quarterly Printouts 5 years
5. Budget Adjustment Requests 2 years
6. Contract Records 5 years ",-
.-:' 1
7. Parking Citation Pri ntouts 2 years
8. Parking Citation Complaint Fo rms 3 years
Records to have Approved Retention Period Changed
From 10 years to 5 years:
Copy of general warrants with back-up
Payroll check reconciliation
Finance Official Receipts, Miscellaneous
1 & 2 Recei pts
From Permanent to 10 years:
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