R 2447
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RESOLUTION NO. 2447
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ARROYO GRANDE ADOPTING A RECORD
RETENTION SCHEDULE AND AUTHORIZING THE
DESTRUCTION OF CERTAIN UNNECESSARY RECORDS
PERTAINING TO FINANCIAL OPERATIONS
WHEREAS, the Finance Department of the City of Arroyo Grande
has no established Records Retention Schedule: and
WHEREAS, establishment of such a schedule is desirable; and
I WHEREAS, said schedule has been approved by the City's
! Auditor; and
I
L WHEREAS, Government Code Section 34090 sets forth a procedure
for the destruction of unnecessary City records; and
WHEREAS, said schedule meets the guidelines set forth in Code
Section 34090;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the
City of Arroyo Grande hereby authorizes the adoption of the
attached Exhibit "A" as the Records Retention Schedule for the
City's Finance Department, and authorizes the destruction of all
records which are older than the limits of said schedule and are
not found to be of historical value.
On motion of Council Member Dougall ; seconded by
Council Member Moots , and on the fOllowing roll call vote,
to wit:
AYES: Council Members Dougall Moots, Olsen, Smith and Mayor Millis
NOES: None
ABSENT: NOI;lE;
ABSTAIN:
the foregoing resolution was passed and adopted this 12th
day of February , 1991.
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MAYOR MARK . MI6
ATTEST: ~ 11. ~
CITY CLE NANCY A. DAVIS
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APPROVED AS TO FORM:
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,. . Resolution No. fi4J
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EXH I B IT A
CITY OF ARROYO GRANDE
FINANCE DEPARTMENT
RECORDS RETENTION SCHEDULE
LENGTH Of
RECORD RETENTION
Audited rinanclal Statements Permanent
Copies of Budgets/Supplements II
!
Payr-o I I Check Reg 1 sters Permanent I
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Quarterly Payroll Tax/Pers Reports/Etc. II --J
Payro II Summury Post I ng Journa I s 5 Years
Payrol I Labor Distributions II
City Employee Folders II
Detai I Ledgers/General Ledgers 10 Years
Genera I Journa Is
Revenue Journals/Expenditure Journals
Accounts Payable Check Registers
Cancel led Checks/Bank Statements
Bank Reconci I lations
Cash Receipt Copies
Accounts Payable Invoices
Treasurer's Cash Logs 10 Years
Investmcnt Logs/Records II
Investment Contracts In Force
Consol idated UtI I Ity Bil I ing Ledgers 5 Years
Utll ity 01 1,1 l,ng Applied Payment Lists II
5ununary Ut i II ty B IIII ngs/Payments II
Field Asset Appraisal/Annual Updates From last
appraisal
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