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Home My WebLink AboutRes 08-78 Destruction of Records - Finance 8/28/08CITY COUNCIL ACTION: APPROVED DENIED CITY OF PALM DESERT RECEIVED OTHER FINANCE DEPARTMENTwEs: STAFF REPORT NOES: AI3: ENT : .,tp ABSTAIN: --)107 P VERIFIED BY: Original on File t REQUEST: APPROVAL OF RESOLUTION NO. 08-76 AUTHORIZING THE DESTRUCTION OF FILES FROM THE FINANCE DEPARTMENT DATE: August 28, 2008 CONTENTS: RESOLUTION NO. 08-76 EXHIBIT A Recommendation: By Minute Motion, that Council approve Resolution No. 08-76 authorizing the destruction of files that have been digitally imaged. Background: Finance Department official files, records, exhibits and other documents as listed on "Exhibit A" have been imaged on digital imaging discs. They are currently being stored off -site, and the unit has reached its capacity. The imaged files should be destroyed in order to make way for additional files that must be transferred to storage and retained for a period of time prior to imaging. The digitally imaged discs will be stored and retained for substantially Tess cost than the original documents and with fewer hazards from fire and water damage. The original set of discs will be kept in a fireproof safe, while a copy is kept in the safe deposit box at Union Bank of California. Information can be easily retrieved and printed through the City's networked file maintenance program. Submitted by: Paul S. Gibson, Director of Finance/City Treasurer C:\Users\pgibson\Documents\destruction of files 061108.docx Approval: Carlos L. Ort City Manage y Clerk'i RESOLUTION os-�6 A RESOLUTION OF THE CITY COUNCIL FOR THE CITY OF PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AUTHORIZING THE DESTRUCTION OF FILES FROM THE OFFICE OF THE DIRECTOR OF FINANCE THAT HAVE BEEN DIGITALLY IMAGED. WHEREAS, the Office of the Director of Finance of the City of Palm Desert, California, has digitally imaged official files, records, exhibits and other documents of said office; and WHEREAS, said digitally imaged files may be stored and retained for substantially less cost than the original documents and with fewer hazards from fire and water damage. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Palm Desert, California, as follows: 1. That the above recitations are true and correct and constitute the findings of the City Council of this case; and 2. That it does hereby approve the destruction of all documents and records of files as set forth in Exhibit "A" (attached hereto), which have been digitally imaged. PASSED, APPROVED AND ADOPTED at a regular meeting of the City of Palm Desert, California, held on this 28th day of August, 2008, by the following vote to wit: AYES: NOES: ABSENT: ABSTAIN: JEAN BENSON, MAYOR ATTEST: RACHELLE D. KLASSEN, CITY CLERK Resolution No. 08-76 Files to be Destroyed Exhibit A August 28, 2008 Page 1 of 2 Accounts Payable FY 2003/2004 - 2005/2006 Accounts Receivable Invoices FY 2002/2003 to FY 2004/2005 Assessment District Bond Payoffs - Assessment District Bond Payoff by APN Bank Reconciliations FY 01/02 - 04/05 Business Licensing FY 2000/2001 to 2005/2006 Cash Receipts FY 2003/2004 - 2005/2006 Confidential AP Files FY 2003/2004 & FY 2004/2005 County Reports: Assessment Charges 88/89 — 96/97 Financial Plans FY 91/92 — 2004/2005 Fixed Assets FY 90/91 — 00/01 Franchise Receipts FY 83/84 — 88/89 Investment Committee FY 00/01 — 05/06 Journal Entries FY 02/03 Outside Agencies FY 99/00 — 04/05 Payroll Changes Calendar Years 1995, 2002 — 2006 Payroll Registers 95/96, 01/02 Riverside County Receipts FY 85/86 — 99/00 State Controller's Reports (City) FY 87/88 — 98/99 State Controller's Reports (RDA) FY92/93 — 99/00 State Receipts FY 83/84 — 99/00 Various revenue refunding bond books (duplicates) Deferred Comp & F.C.I. and Self Help Loans B of A Bank Rec. Self Help Loans FY 90/91 - FY 98/99 Deferred Comp Statements QTR Ending 9/00 - 6/05 Mileage Reports to Council 1996 Retention Reconciliation 1993/94 -05/06, no 03/04 Self Help Loans B of A Rec. / F.C.I. HIP Loans FY 99/00 through FY 05/06 Travel Advance Reconciliation 1995/96 — 04/05, no 03/ 04 Revenue Folders C.O.D. FY 1995/1996 - FY 1999/2000 Franchise Receipts FY 1999/2000 - FY 2000/2001 Marriott's Time Share Mitigation FY 1990/1993 - FY 1999/2000 Misc. Revenue/ Other Revenue FY 1995/1996 - FY 2000/2001 RCTC FY 1995/1996 - FY 1999/2000 Recycling Revenue FY 1996/1997 - FY 1999/2000 Sunline Transit— Shelter Rev. FY 1995/1996 - FY1999/2000 Closed Leases and Notes Lease Aqreement- City of Riverside Library Rent Lease Aqreement- McCallum Theater/ RDA/ COD Lease Agreement- Portola Comm. - Barbara Sinatra Children's center Lease Aqreement- Portola Comm. - C.V. Park & Recreation Lease Aqreement- Portola Comm. — DSRT MTN. CNSRV Resolution No. 08-76 Files to be Destroyed Exhibit A August 28, 2008 Page 2 of 2 Lease Aqreement- Portola Comm. Center Desert Aids. Lease Aqreement- Portola Comm. Ctr- Episcopal Comm. Sry Lease Aqreement- Portola Comm. Ctr-Big Brothers & Big Sisters Lease Aqreement- Sunline Transit Agency Loan — P.S. Desert Resorts Convention Visitors Bureau Loan — Save Most — Underground Utilites Loan - Servico Inc. / Howard Johnson Promissory Note — C.V. Mountain Conservancy Promissory Note - C2130 Saint Margaret's Episcopal Church Promissory Note — Friends of the Cultural Center, INC. — McCallum Theatre Promissory Note - Friends of the Desert Mountains Promissory Note — Richard Weber Water Truck SVC Promissory Note — Sunline Transit Agency Resolution No. 08-76 Files to be Scanned Exhibit A August 28, 2008 Page 1 of 2 Business Licensinq FY 2005/2006 Cash Receipts FY 2005/2006 Accounts Payable FY 2005/2006 Confidential AP Files FY 2003/2004 & FY 2004/2005 Accounts Receivable Invoices FY 2002/2003 to FY 2004/2005 Payroll Chanqes Pay Period Ending 1/6/06 - 12/22/06, Pay Date 1/11/06 - 12/27/06 Assessment District Bond Pavoffs Assessment District Bond Payoff by APN Bank Reconciliation FY 03/04, 04/05 Bank Reconciliation FY 03/04, 04/05 Bank Reconciliation Signed Copies FY 03/04, 04/05 Payroll FY 00/01 to 03/04 Merchant Statement Visitor's CTR. Credit Card PYMT 1999 W 9's Deferred Comp & F.C.I. and Self Help Loans Deferred Comp Statements QTR Ending 9/00 - 6/05 Mileage Reports to Council 1996 Retention Reconciliation 1993/94 -05/06, no 03/04 Travel Advance Reconciliation 1995/96 — 04/05, no 03/ 04 B of A Bank Rec. Self Help Loans FY 90/91 - FY 98/99 Self Help Loans B of A Rec. / F.C.I. HIP Loans FY 99/00 through FY 05/06 Revenue Folders C.O.D. FY 1995/1996 - FY 1999/2000 RCTC FY 1995/1996 - FY 1999/2000 Recycling Revenue FY 1996/1997 - FY 1999/2000 Misc. Revenue/ Other Revenue FY 1995/1996 - FY 2000/2001 Sunline Transit— Shelter Rev. FY 1995/1996 - FY1999/2000 Marriott's Time Share Mitigation FY 1990/1993 - FY 1999/2000 Franchise Receipts FY 1999/2000 - FY 2000/2001 Closed Leases and Notes Lease Agreement- Portola Comm. Center Desert Aids. Lease Aqreement- Portola Comm. Ctr-Big Brothers & Big Sisters Lease Aareement- Portola Comm. Ctr- Episcopar Comm. Sry Lease Agreement- Portola Comm. - Barbara Sinatra Children's center Lease Aqreement- McCallum Theater/ RDA/ COD Lease Aqreement-Portola Comm. - C.V. Park & Recreation Resolution No. 08-76 Files to be Scanned Exhibit A August 28, 2008 Page 2 of 2 Lease Agreement- Portola Comm. — DSRT MTN. CNSRV Lease Aqreement- City of Riverside Library Rent Promissory Note C2130 Saint Margaret's Episcopal Church Lease Aqreement- Sunline Transit Agency Promissory Note - C.V. Mountain Conservancy Promissory Note — Richard Weber Water Truck SVC Promissory Note — Friends of the Cultural Center, INC. — McCallum Theatre Promissory Note- Friends of the Desert Mountains Loan — P.S. Desert Resorts Convention Visitors Bureau Promissory Note — Sunline Transit Agency Loan — Save Most— Underground Utilites Loan - Servico Inc. / Howard Johnson