1993-15 --, RESOLUTION NO. 93-15
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, CALIFORNIA, AMENDING
RESOLUTION NO. 88-21 AUTHORIZING THE
DESTRUCTION OF CERTAIN CITY RECORDS AS
PROVIDED BY SECTION 34090 OF THE GOVERNMENT
CODE OF THE STATE OF CALIFORNIA
WHEREAS, the keeping of numerous records is not necessary after a certain period of
time for the effective and efficient operation of the government of the City of Grand Terrace;
and
WHEREAS, Section 34090 of the Government Code of the State of California provides
a procedure whereby any city record which has served its purpose and is no longer required may
be destroyed, and the destruction of said records will not interfere with the services and
functions of the City;
NOW, THEREFORE, the City Council of the City of Grand Terrace does hereby
resolve, determine, and demand as follows:
Section 1. Resolution No. 88-21 is amended to include the attached Financial Records
Retention Schedule (Attachment "A").
Section 2. That the records of the City of Grand Terrace, as set forth in Attachment "A"
and incorporated herein by this reference, are hereby authorized to be destroyed as provided by
Section 34090 of the Government Code of the State of California and in accordance with the
provisions of said schedule upon the request of the department head and with the consent, in
writing, of the City Attorney without further action by the City Council of the City of Grand
Terrace.
Section 3. The provisions of Section 2 above do not authorize the destruction of:
(a) Records affecting the title to real property or liens thereon;
(b) Court records:
(c) Records required to be kept by statute;
(d) Records less than two (2) years old;
(e) The minutes, Ordinances or Resolutions of the City Council of the City of Grand
Terrace or of any City board, committee, or commission.
Section 4. Notwithstanding the provisions of Section 3., the duplicates of records not
less than two (2) years old which are no longer required are hereby authorized to be destroyed
as set forth in the attached Exhibit "A".
Resolution No. 93- 15
Page 2
Section 5. The destruction of any record as provided by shall be by burning, shredding,
or other effective methods of destruction, and said destruction shall be witnessed by the City
Clerk or designated representative.
Section 6. The term "records" as used herein shall include documents, instruments,
books, microfilm or papers. The term "records" shall not include audio or video tapes.
ADOPTED this 26th day of May, 1993.
ATTEST:
Z.
City Clerk_of the City of Ofand Mayo the City of Grand
Terrace and of the City Council Terrace and of the City Council
thereof.- thereof.
I, Brenda Stanfill, City Clerk of the City of Grand Terrace, do hereby certify that the
foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the
City of Grand Terrace held on the 26th day of May, 1993, by the following vote:
AYES: Councilmembers Carlstrom, Hilkey, and Singley; Mayor Pro Tem
Christianson; Mayor Matteson
NOES: None
ABSENT: None
ABSTAIN: None
City Clerk
Approved as to form:
City Attorney
ATTACHMEL. 'V
CITY OF lice%ND TERRACE
RECORDS RETENTION SCHEDULE
-------------------------------__-------------________________________________
DEPARTMENT: FINANCE
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RETENTION
ITEM RECORD RETENTION REMARKS &/OR
NO. RECORD IDENTIFICATION COPY VITAL OFFICE CENTER TOTAL LEGAL REFERENCE
------------------_____________________________________________________________ ---------------
Banking:
1. Bank Statements X 2Y 5Y 7Y Operational use
2. Canceled Checks X 2Y 5Y 7Y Admin. Decision
3 . Bank Reconciliations X 2Y 5Y 7Y if it
4.. Voided Checks X 2Y 5Y 7Y if if
A/P Vouchers (Checks)
5. Pink Copies w/Back-up X 3Y 2Y 5Y CGC 26907
6. White Copies X 3Y 2Y 5Y CGC 26907
Budgets
7. Work Papers X 2Y 5Y. 7Y Admin Decision
8. Final Yearly Budget X P P P CGC 34090
9. Chart of Accounts X X 2Y 5Y 7Y Admin. Decision
10. Grant Management Files X . T+2Y 3Y T+SY it if
Payroll Records:
11. W-2 Forms X 3Y P P Legal Minimum
12 . Time Sheets X 2Y 18Y 20Y of "
13 . Payroll Tax Quarterly Reports X 3Y 4Y 7Y Admire Decision
Annual Reports:
14 . Auditor's Report X P P P Admire Decision
15. Comp. Annual Financial Report X P P P
16. Sewer Payment Coupons X 2Y 3Y 5Y Admire Decision
17. Daily Cash Receipts X 2Y 3Y 5Y " if
18. Business Licenses X 2Y 5Y 7Y
19. Purchase Orders X 2Y 3Y 5Y
20. Accounts Payable(Pd Invoices) X 3Y 4Y 7Y
21. Traffic Collision Reports X 2Y 5Y 7Y
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RETENTION CODES: P = Permanent Y = Year T = Termination
i
J CITY OF GRAND TERRACE ATTACHMENT "A"
RECORDS RETENTION SCHEDULE
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DEPARTMENT: FINANCE
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RETENTION
ITEM RECORD RETENTION REMARKS &/OR
NO. RECORD IDENTIFICATION COPY VITAL OFFICE CENTER TOTAL LEGAL REFERENCE
---------------------------------------------------------------------------------------------
Computer Print-Outs:
22. Cash Receipts Register X 2Y 5Y 7Y Admin Decision
23 . Purchase Order/Liquidation Reg X 2Y 5Y 7Y it if
24. Check Register X 2Y 13Y 15Y CGC 26907
25. Expenditure by Department X 2Y 13Y 15Y Admin Decision
26. Expenditure Status & Detail Rep. X 2Y 5Y 7Y it
it
27. All Journals(CD,INV,ADJ,CR,LD) X 2Y 5Y 7Y if If
28. Revenue Status & Detail Report X 2Y 5Y 7Y it if
29 . Trial Balance & G/L Detail Rep. X 5Y P P Admin Decision
Payroll Reports:
30. Payroll Journals X 2Y 5Y 7Y Admin Decision
31. Month/Quarter/Year-End Reports X 2Y 5Y 7Y if if
32 . Vacation/Sick Leave/Comp Time RepX 2Y 5Y 7Y if if
33 . Employee Status Report X 2Y 5Y 7Y if it
34 . Payroll Check Register/LD Rep. X 2Y 13Y 15Y if it
Wastewater Reports:
35. Utility Trial Balance X 2Y 3Y 5Y if It
36. Utility Balance Comparison X 2Y 3Y 5Y if if
37 . Monthly Utilities Reconciliation X 2Y 3Y 5Y
38. Past Due Reports, Closed Accts. X 2Y 3Y 5Y
39 . Master Audit(Billing) Register X 2Y 5Y 7Y
40. Sewer Change & Adjustment Forms X 2Y - 2Y
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RETENTION CODES: P = Permanent Y = Year T = Termination