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Home My Public Portal About20-014 - Authorizing the Destruction of Specified City Records within the Finance DepartmentRESOLUTION NO. 20-024 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS WITHIN THE FINANCE DEPARTMENT WHEREAS, the City of Carson has stored a variety of records and reports pertaining to receipts, reconciliations, refunds, payment confirmations, payroll, bank statements, tax statements, and miscellaneous correspondence, that are no longer necessary for the operation of the city government; and WHEREAS, Title 4, Division 1, Chapter 4, Section 34090 of the California Government Code provides for the destruction of certain city records that are greater than two (2) years old and not otherwise required by law to be retained for a longer period; WHEREAS, Part 2, Title 2, Chapter 3, Section 337 of the California Code of Civil Procedure provides a retention of certain records for their audit date plus four (4); WHEREAS, Title 5, Division 2, Part 1, Chapter 4, Article 1 of the California Government Code provides for the permanent retention of certain records of investment transactions; WHEREAS, the City of Carson's City Attorney has reviewed the description of the records proposed for destruction and approved the destruction of the records itemized in Exhibit "A" to this Resolution as compliant with state law; and WHEREAS, the City of Carson's Director of Finance has approved the proposed destruction of all the records itemized on Exhibit "A" to this Resolution without microfilming or reproduction; and WHEREAS, the City of Carson's interim Records Management Committee, has approved the proposed destruction of all the records itemized on Exhibit "A" to this Resolution by an on-site shredding service; and WHEREAS, the City of Carson's City Manager has approved the proposed destruction of all the records itemized on Exhibit "A" to this Resolution. NOW, THEREFORE, the City Council of the City of Carson, California does hereby resolve and authorize the destruction of the records approved for destruction as listed on Exhibit "A" to this Resolution without further action by the City Council of the City of Carson. [Signatures on Foltowing Page) 01007.0007/622483.1 RESOLUTION NO. 20-014 Page 1 of 9 PASSED, APPROVED AND ADOPTED by the City Council of the City of Carson, California, at a regular meeting held on the 17'h day of March, 2020. APPROVED AS TO FORM: STATE OF CALIFORNIA } COUNTY OF LOS ANGELES } ss_ CITY OF CARSON } CITY OF CARSON: ATTEST: Donesia Gause-Aldana, MMC, City Clerk I, Donesia Gause, City Clerk of the City of Carson, California, hereby attest to and certify that the foregoing resolution, being Resolution No. 20-014, adopted by the City of Carson City Council at its meeting held on March 17, 2020, by the following vote: AYES: COUNCILMEMBERS: Robles, Dear, Davis -Holmes, Hilton, Hicks NOES: COUNCIL MEMBERS: None ABSTAIN: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None City Cle'r 1Qonesi4 au -Aldana, MMC, Cit Clerk 01007.00071622483,1 RESOLUTION NO. 20-014 Page 2 of 9 x Boxes Requested for Document Destruction - November 2019 Boxes 1-102 Cash Receipts Reports (102 Boxes) Boxes 103 -I City Monthly Reconciliations (13 Boxes) 115 Boxes 116 - Community Center and Parks & Recreation Deposit Refunds 133 (18 Boxes) Boxes 133 to 140 quadrant Monthly Cash Reports (Duplicate) (7 Boxes) Boxes 141 - 144 Revolving Fund Bank Reconciliations (4 Boxes) Boxes 145 - 148 Treasurer's Trust Bank Reconciliations (4 Boxes) Boxes 149 - 151 Wire Transfer and Stop Payment Confirmations (Duplicate) (3 Boxes) Boxes 152 - Check Carbon Copies - General Demand and Non Payroll and Carson 156 Circuit Reports (5 Boxes) Boxes 157 to Carson Redevelopment Agency Daily Cash Reports and Monthly Bank 170 Reconciliations (14 Boxes) Boxes 171 - Employee Benefit Trust Bank Reconciliations; Heller Associates Dental (Dental) 175 Reports (Duplicate);Emptoyee Benefit Trust Check Registers;AFLAC Check Reports (Duplicate) (5 Boxes) Boxes 176 - I City and Carson Redevelopment Agency Investment Cash Reports/Wire Boxes 179 - Unsold Tickets - Bicentennial Event: Western Waste[Waste Management 180 Correspondence Boxes 181 - 183 V Office of Parking Violations Bank Reconciliations; Office of Parking Violations Ticket Reports (Duplicate) (3 Boxes) June 1990 to June 1992; January 1996 to June 1997; September 1997 to June 2000; January 2004 to August 2005, October 2005 to November 2005, March 2006 to April 2006, June 2006 to July 2006; September 2006 to June 2011 July 1978 to June 1979; November 1993 to June 2006 July 1989 to January 1992; July 1999 to June 2001; July 2003 to June 2011 July 1996 to December 2013 July 1994 to June 2008 July 1996 to June 2003; July 2004 to June 2010 January 1997 to June 2006; July 2009 to December 2012 July 1997 to June 2001; November 2003 to July 2004 January 1980 to December 1983; December 1991 to June 1993; July 1994 to June 2007; July 1994 to June 2008 1976; 1992 to 2000 January 1991 - June 2010 2011 Boxes Requested for Document Destruction - November 2019 Boxes 184 -j Leave Requests and Timesheet Copies; Payroll Check 187 I Listings/Commissioner Stipend Donation Reports (Duplicate) (4 Boxes) Boxes 188 - Daily Balancing Calculator Tapes; Petty Cash Reimbursement Reports 191 (Duplicate); Positive Pay Check Listings (4 Boxes) Boxes 192 - Credit Card Merchant Fee Statements; -Credit Card Statements - City 194 National and Wells Fargo Banks (3 Boxes) Boxes 195 - 197 BNY Statements - Closed Accounts (3 Boxes) Boxes 198 - 199 Check Pickup Registers; Check Summary Reports (2 Boxes) Boxes 200 - 201 Carson Redevelopment Agency Statements (2 Boxes) Box 202 City National Bank Statements Box 203 Client Analysis Statements - City National and Wells Fargo Bank Box 204 Direct Deposit/ING11CMA1State/Federal Wire Confirmations Box 205 Bond Release Payment Requests (Duplicate) Box 206 Pacific Standard Refunds Box 207 1 LAIF Statements Box 20B E -TECH Ticket Issuance Reports (Copies)(Gffce of Parking Violations) Box 209 Daily Interest Cash Receipts Boxes 210 - Custody Bank Statements - City National and Wells Fargo Banks (2 211 Boxes) Boxes 212 - Carson Redevelopment Agency Tax Allocation Reports; Carson 213 Redevelopment Agency Tax Statements (2 Boxes) May 1986 to June 1986; July 2002 to June 2005; January 2006 to June 2011 July 2004 to June 2011 July 1999 to June 2008 January 2003 - December 2007 July 1984 to June 1985; July 1987 to June 1992; July 1993 to June 1997; June 2002 to July 2007; September 2011 to December 2013 1972 to 1981; 1987 - 1993 May 1997 to June 1999 July 2004 to June 2008 2002-2012 1976 to 1995 Prior to 1992 1970 to 2011 January to December 2007 1986 to 2002 July 2003 to June 2008 1992 to 1993; 1973 - 2000 I $oxer Requested for Document Destruction - November 2019 Box 214 Carson Redevelopment Agency Trust Correspondence ' Boxes 215 - T T 216 City and Carson Redevelopment Agency Bank Statements (2 Boxes) Box 217 Carson Redevelopment Agency Commercial Paper Interest Receipts ` Box 218 — Cash Receipts - Investments -i 1975 to 1985 1979-1986 1993 to 2001 1995 to 2001 ec CITY OF CARSON REQORDS MANAGEMENT RECORDS DESTRUCTION AUTHORIZATION 11113 0513 Authorization Number PART 1 — REQUEST FOR DESTRUCTION OF ORIGINAL RECORDS Date Department Division 11/13/2019 City Treasurer's Office Administration "orm No. Name or Title of Record `` t�1 A -13aa `iudFcJ (or of oc -vv� c4.5�rvonL--" Nov . a v �ci ;RIOD COVERED ID/SERIAL NOS. OR BATCH AGE FROM DEC. 31 OF YEAR om 1970 rNUMBER(S) OF ORIGINATION To 2013 �xG14� -- 218(171, -t7 49 JUSTIFICATION FOR DESTRUCTION M Duplicates ❑ No public service value Obsolete ❑ No legal value MICROFILM STATUS ❑ Records have been microfilmed. Certificate No. ❑ Records require microfilming prior to destruction. ® Records to be destroyed without microfilming or reproduction. APPROVED -- DEPARTMENT DIRECIAR PART 7"L RECORDS MANAG MENT COMMITTEE ® No historical value ® Other Retention Period Lapsed THE RECORDS DESCRIBED HEREINABOVE WERE REVIEWED BY THE COMMITTEE ON Lal&struction is approved. ❑ Destruction is not approved. fty Attorney City Council approval required. (—Tt ❑ Other RENIAR 'S CHAIRMAN - RECORDS MANAGEMENT COMMITTEE ;T 3 — CITY MANAGER ')TRUCTION OF THE RECORDS CITED HEREIN IS 'ROVED_ CITY MANAGER SIGNATURE DATE DATE Aq j7 Month pay Year METHOD OF DESTRUCTION; CERTIFICATE N0. DATE DATE CITY ATTORNEY APPROVALa +0 upilk 51i ,j S 4,je (i'"� . )2/19/ 1q ITY ATTOANEY SIGNATURE L,TF DATE Ia