Montebello Municipal Code Ch. 3.04 City Records

The official minutes of the city council, the book of ordinances, the book of resolutions, all original contracts to which the city or any agency or department thereof is a party, all original deeds, grants and conveyances to the city, and the indexes of any and all of the foregoing records shall be retained and kept in the office of the city clerk and under the custody and control of the city clerk unless otherwise directed by state law.

(Prior code § 2662)

All checks and all warrants and the vouchers therefor of the city, and all official checks of the officers of the city, which shall be in possession of the city clerk, shall be preserved for a period of five years from the respective dates of such checks and warrants and shall thereafter, between the first and thirtieth days of July, be destroyed by the city clerk, unless otherwise ordered in specific instances by resolution of the city council.

(Prior code § 2650)

The city clerk, city coordinator, and the heads of all departments of the city shall make and keep as permanent records in their respective offices the originals of all correspondence received and carbon copies of all letters sent pertaining to the business of the city or their respective offices and departments.

(Prior code § 2656)

A. On or before the fifteenth day of July in each year, the head of each department of the city and each officer of the city having in his possession or under his control any equipment or other personal property belonging to the city shall prepare an original and a duplicate verified inventory of such property, shall file the duplicate inventory in his office and shall file the original thereof with the city manager, and such original and duplicate so filed shall be and remain permanent records of the city.

B. From and after the filing of the first inventory required by subsection A of this section the head of each department and each officer of the city shall enter in a property book, kept for that purpose and as a permanent record of the city, each item of personal property coming into his possession or under his control and each such head of department and officer shall enter, at a separate place in the property book, the date, to whom, the reason for and by whose order any item of such property left his possession or control, and a copy of all such entries of properties so received and so disposed of during the year ending June 30th immediately preceding the filing of the inventory shall accompany the inventory.

C. At the time of filing the first inventories required by subsection A of this section and prior to the making of any other entries in their respective property books, the heads of departments and officers of the city shall enter therein a record of all property in their possession or under their control at the time of filing such inventories.

D. The city coordinator is authorized to purchase the property books described in subsection B of this section for the heads of departments and officers of the city and the property books shall be and remain the property of the city.

(Prior code §§ 2652, 2653, 2654, 2655)

Before the first day of June of each year, the head of each department of the city shall prepare and submit to the city coordinator, on a form to be prescribed by the city coordinator, the proposed budget of such department for the ensuing fiscal year.

(Prior code § 2657)

Each officer and employee of the city who receives any money, warrant, check or security on behalf of the city shall, at the time of such receipt give a written receipt therefor from a receipt book to be obtained from the city treasurer. One carbon copy of each such receipt shall be delivered to the city treasurer and one carbon copy thereof shall be delivered to the city clerk.

(Prior code § 2658)

The city treasurer shall procure printed blank receipt books, each of which books shall be numbered, and each receipt form therein shall be in triplicate and shall be numbered consecutively. The city treasurer shall issue such books to the officers and employees requiring the same, and shall keep as accurate register of all receipt books printed, the name of the person to whom each receipt book is issued, the date of issue, and consecutive numbers of the receipts contained in each such book, and a record of the carbon copies of all receipts returned to him. Each officer and employee shall be responsible to account for each receipt book issued to him and for each receipt form contained therein. The receipt book register and records shall be available to the auditors for their annual audit.

(Prior code § 2659)

Whenever a fee is paid to the city in error, the affected department head, upon receiving a claim for refund, shall recommend to the city coordinator whether such refund should be made. If the city coordinator approves the claim for refund, a warrant shall be prepared, in the amount claimed, payable to the claimant, and placed on the next register of audited demands to be submitted to the council. Where the coordinator denies the claim, he shall notify the claimant, who may appeal the same to the council.

(Prior code § 2663)

All records of the transportation department of the city, except its ledgers, shall be preserved for a period of five years from making thereof and shall thereafter, between the first and thirtieth days of July, be destroyed under supervision of the city clerk, unless otherwise ordered in specific instances by resolution of the city council. All ledgers of the department shall be perpetually preserved.

(Prior code § 2651)

None of the equipment, tools, or other articles of personal property belonging to the city shall be used for other than city business and shall not in any event be used for private purposes.

(Prior code § 2661)