HomeMy WebLinkAboutCC Res 3727 1987-09-27
RESOLUTION NU~BER~~;i'
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SEAL BEACH, CALIFORNIA, AUTHORIZI~G THE
DESTRUCTION OF CERTAIN FINANCIAL RECORDS
THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE:
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WHEREAS, the City Council adopted Resolution Number 3726 setting
forth a procedure for the destruction of certain
financial records; and
WHEREAS, the City Attorney has given his written consent for the
destruction of certain records, on file in the office
of the City Finance Director.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City
of Seal Beach does hereby authorize the destruction of the
following financial records, approved by the City Attorney, on
file in the office of the City Finance Director:
General ledger accounts dated prior to June 30, 1965
Miscellaneous records listed in section I-B of Resolution
Number 3726 dated prior to June 30, 1980
PA(SED, APPROVED AND ADOPTED BY THE City Councj1 ~f the City of
~l ~e~h~ at a meeting thereof held on the~~ day. of
V~~1987 by the ollowin vote: I .
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AYES: Councilmembe U ~
NOES: Counci 1 member
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ABSENT: Councilmember
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WI.. ) ~ "-- ""\
lIayor
ATTEST:
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STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF SEAL BEACH )
I, Joanne, M. Yeo, City Clerk of Seal Beach, California, do hereby
certify that the ~~g resolution is the original copy of
Resolution Number on file in the office of the City Clerk,
passe approved an opted by the City Council of the~~ of
S ea h, qt a negular meeting thereof held on the ~~ day
o fA.Pt/, 1987.
Resolution Number.!1:l7
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RICHARD RICHARDS
GLlNN ... WATSON
ROBERT 0. BEVEIft.....
HARRT L.. GERSHON
DOUGLAS W. ARGUE
MMt\ L. LAMKE"
ARNOLD $lMON
La: 1:. PATERSON
IItICHARCI It, OIND.
""""E.AllLEII
DAROLD Do PIEPER
!'AEO "'.FENSTER
ALLEN E. "ENNETT
STEVEN L. DORSEY
WILLIAM L. STRAUSZ
ROBERT M. OOLCWRIED
ANTHONV" ORIEWIW
MITCHELL E. A880TT
TIMOTHY'" NEUnLD
STEVEN A. pOILES
ROBERT,.. DIE MIETER
GREOORY W. STEf"A,NIClCH
ROCHELLE BROWNE
DONALD STlltH
MICHAEL. ..IENNNS
WILLIAM .. RUDELL
DAVID'" COHEN
TDlESA R. TRACY
QUINN M.IIA~
COLEMAN oJ. WALSH.......
CAROL w. LYNCH
.JOHN A. BELCHIER
SUSAN ... SCHwARTZ
. 0IEl"P'RE'l" A. RABIN
MARSHA.IONES MOUTRIE
CRISTINA L. BIEARA
MICHD.lI: MAL 8AQNEReS
MlCKIllEL a. T""",,"
ROBERT 0. soPER
OINA'" ac OENNARO
ROllEIn' C. clECCON
KEVIN G. ENNIS
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,. . RICHARDS, WATSON & GERSHON
ATTORNEYS AT LAW
A ~""'.'ON"'L COAPO"'TIOH
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THIRTY-I:IGHTH I"LOOIt
333 SOUTH MOH STREET
1,05 ANGELES, CALllI'OftNIA 80071..4..
(&I.3a ee......
CABLE ADD"E$S
RICHWAT
TELECOPlIER lal3) 1828.0078
June 22, 1987
0'" COUNSIEL
JAMCS K. HCA.EAT
PATRleM c. COUGHLAN
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~~. Denis Thomas
Finance Director
City of Seal Beach
211 Eighth Street
Seal Beach, California 90740
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Dear Mr. Thomas:
This letter is in response to your inquiry regarding
the statutory retention period for certain records.
With respect to payroll journals and payroll
checks, the statutory retention period is four years from
the date employer contributions are due or paid, whichever
is later. The statutory retention period for the following
records is two years:
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Employee time sheets
Purchase orders
Paid invoices
Paid checks'
Monthly revenue reports
Daily cashier summaries
Monthly expenditure reports
Water receipts
Meter read books
Water patron ledgers
Water payment stubs
Business licenses applications
,or expiration of license)
vGeneral ledger accounts
Correspondence files
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(after termination
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The above-stated retention periods reflect the
minimum statutory requirement for retention of records.
However, it should be emphasized that such records may
only be destroyed after they are no longer used or needed
by the City. Therefore, even though a certain retention
period is provided, the record may not be destroyed if
it is being used or will be needed by the City.
Accordingly, to provide further assurance that
the records are not prematurely destroyed, this offi~e
recommends that the above-mentioned records be retained
by the City for a period of at least five (5) years. This
period runs from the date of the record or from the date
of termination or expiration of business licenses.
If you are unsure whether a record should be
maintained, our office should be consulted to advise whether
the record should be retained or may be destroyed.
Of course, do not hesitate to contact me if you
have any further questions.
Very truly yours,
!olichele
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