HomeMy WebLinkAbout7944 RESOLUTION NO. 7944
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS APPROVING
THE DESTRUCTION OF CERTAIN PUBLIC RECORDS
WHEREAS, the City Council of the City of Redlands adopted Resolution No. 6576 on
February 20, 2007, whicll established regulations governuig the retention and disposition of
records; and
WHEREAS, in accordance with the requirements of Resolution No. 6576, the Finance
Department has submitted an application for the destruction of certaul public records which are
described in E�ibit "A" to this Resolution; �
NOW, THEREFORE, BE IT RESOLVED by the City Council of tl�e City of Redlands as
follows:
Section 1. That the applicatioi� for the destruction of public records as described in
Exhibit "A" is hereby approved.
ADOPTED, SIGNED AND APPROVED this Sth day of March, 2019.
W �
Paul W. Foster, Mayor
Attest:
J le Donaldson, City Clerk
LVtesolutionslRes 7900-799917944 Finance Rewrds Des[n�ction.docx 1
I, Jeazu�e Donaldson, City Clerk of the City of Redlands, l�ereby certify that the foregoing
resolutioi�was adopted by the City Council at a regular meeting thereof held on the 5`�' day of
March, 20l 9 by the followulg vote:
AYES: Councilinembers Barich, Tejeda, Momber�er,Davis; Mayor Foster
NOES: None �
ABSENT: None �
� ABSTAIN: None
v �
J le Donaldson, City Clerk
. 2
I:�Resolutions�Res 790�-7999\7944 Finance Records Destruction.docx
EXHTBIT "A"
REQUEST TO DESTROY
PUBLIC RECORDS
Requesting Departinent/Division: Request Date:
Manageinent Services/Finance 3/5/2019
Requesters Naine and Job Title:
Farrall Jermer, Assistant Finance Director
Requesters Signature:
Departinent Head Signature:
� Approved, by:
Description of Records:
Accounts Receivable Invoices July 2012-Dec. 2012, Accouzits Receivable In��oices Jan 2013-
May 2013, AR Batch Post July 2012-April 201�, Accounts Receivable Invoices June 2013,
AR Batch Post May-June 2013, Accounts Receivable Cash Receipt Postings July 2012-June
2013. Budget Worksheets FY 2014-2015, Journal Entries Batc11 Post Reports FY 10-11, Journal
Entries Batch Post Reports and Transfers June 2011, Journal Entries Batch Post Reports .Tuly-
Dec 201 l, Unsuccessful RFP's, Quarterly Fulancial Sept. 2010-March 2011, Budget workiu�g
papers 09/10-10/1 l, 09-10/ 10-11 Budget Working papers, Budget Work-paper 2010-11, Sales
tax 2004-2010, Sales tax 1998-2002, Sales t� 2011-2014, Budget Work-papers 2005-2013,
Cash Receipts July 2012-June 2013, Bi-tech upgrade 2017 and 2006, inventory 2011-2013, Cost
Allocation 2011, CAFR backup 2014-2015, Miscellai�eous Receipts FY 2011-2012,
Miscellaneous Receipts FY 2012-2013, Microfihx�ed timesheets 1994-2007,1968-1980
Location of Records:
Finance Departinent Suite 30
Number or Quantity of Records to be destroyed:
See.Above
This request is to destroy the:
� ORIGINALS ❑ DUPLICATES ❑ BOTH (Originals & Duplicates)
Dates of each record or inclusive dates of each record series:
Froin Fiscal Year 1967-68 to Fiscal Year 2014-15
This request is approved City Council on:
��
Paul W. Foster
Mayor of the City of Redlands
ATTEST:
✓
J 1e Donaldson, City Clerk
and approved by the City Attorney on: ( d?�tKc(4 �� �
\ _
City Attorney �
NOTE: Attach the department head Certification to this request when submitting for approval.
EXHIBIT"A„
�QUEST T� DESTROY
PUB�IC RECORDS
Certificatian to be attacl�ed to"Request to Destroy Public Reeorcis"
Tl�e u€ndersigned hereby certifi�s as f��lc�ivs;
1. Tt7at the recr�rd(s} to f�e destrayed is/are uz�:de�t�e management or cpntrol of the
department head;
?. Th��ta t�.e be�st of his/her I:no��le��e, the descri�tEye ti#les, infar�l�tian �,nd
classi�icatians contain�d in tlie attact�ed request fc�rm are tr�e and accurate;
3, That the minirtlum retentian time periods required 6y the regul�lions �tantained in
Resalution 1�io. bS76 E�ave�een satis�i�d �'or all records included in ihe attacY�ed reque�t
_ forzz�;
�, That retenti�a af ti�e recard i;no Ion�er rec�uired for the operation Qf the depar€rnent,or
t� satis�'y a C�t}�Couneil palicy adapced by resolut�or�, c�r a CFty Cc�unci! request, flr by tlte
city for administratiue,histaricaI, researe��, fiseat, l��al csr cultural purpases;
5. Tl�at th�d�struction or other dispositian af ilie record�viil not v�olate state lat�=, city
reguIatipns, or c�ther applieable law; �nd
6. That is a rzcommendation by tha laead af the ap}alicable city departn-�ent Cl�af the r�ec�rd(s)
should be�estrayed,
Daniel e arcia, Mnna�e�ent Serz�iceslFinance Director
3 ��
Dat