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Home My WebLink About14-FinanceCITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION From: Barbara Pachon, Subject: Authorization for the Finance Director of Finance Department to Destroy ORIGINAL Records From June 30, 1999 Dept: Finance and prior. Date: July 25, 2006 Synopsis of Previous Council action: Resolution 94-299 approved 10/3/94 Resolution 96-78 approved 4/1/96 Resolution 97-257 approved 9/2/97 Resolution 2000-287 approved 9/18/2000 Resolution 2202-373 approved 12/2/2002 Recommended motion: Adopt Resolution ~~ Signature Contact person: Barbara Pachon, Director of Finance Phone : ext. 5242 Supporting data attached: Y¢S Ward: FUNDING REQUIREMENTS: Amount: Source: (Acct. No.l (Acct. Description) Finance: ~ ~ ~~ ~ ~ ~ Council Notes: I \ ~ ~ -(X x 1 Agenda Item No. g 7- 0 6 CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION • STAFF REPORT SUBJECT Resolution authorizing the Finance Department to destroy specified records prior to and including June 30, 1999. BACKGROUND The Finance Department routinely requests authorization to destroy certain records after retaining them for seven years. Because Finance generates large amounts of detail records and reports (related to payroll, purchasing, accounts payable and general accounting), storage capacity for retaining paper records is maximized at seven yeazs. The attached "Exhibit A" itemizes the records proposed for destruction. Payroll records are also maintained on microfiche and/or CD-Rom so there is no need to maintain paper payroll records older than June 30, 1999, unless required by the State, the IRS or the City Attomey's Office. The City's Annual Adopted Budgets, and the Annual Financial Statements represent the official summarized financial records of the City and will be retained. Section 34090 of the California Government Code states that "unless otherwise provided by law, with the approval of the legislative body by resolution and the written consent of the city attorney, the head of the city department may destroy any city record, document, instrument, book or paper, under the chazge without .making a copy thereof, after the same is no longer required." Accordingly, not included in this list are records deemed necessary to be retained by the IRS, the State, or the City Attorney's Office. Once Council approval is obtained to destroy the records listed in "Exhibit A" a firm specializing in destruction of records will be utilized as has been done in the past. Because of the confidential nature of Finance records (particulazly payroll records), destruction of records needs to be performed by a firm that can certify the destruction of the records. FINANCIAL IMPACT None RECOMMENDATION Adopt Resolution • • • 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE $ CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS BY THE DIItECTOR OF FINANCE. 4 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 SECTION 1. The Mayor and Common Council of the City of San 7 8 Bernardino do hereby approve the destruction by the Finance Department of 9 certain records, more particulazly described in Exhibit "A", attached hereto and 10 incorporated herein as fully as though set forth at length. 11 SECTION 2. It is hereby found and determined that the records aze no 12 longer needed, and that they may be destroyed pursuant to Government Code 13 Section 34090, upon written consent of the City Attorney. 14 15 //// ~~ //// 18I!I //// //// //// • //// 21 nn //// ~~ 23 //// 24 //// 25 //// 26 //// 27 28 //// t • • r ~J 1 2 3 4 5 6 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS BY THE DIRECTOR OF FINANCE. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at an meeting thereof, held on the _ day of , 2006, by the following vote to wit: COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT ESTRADA BAXTER VACANT DERRY KELLY JOHNSON MC CAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this _ day of 2006. Patrick J. Moms, Mayor City of San Bemardino Approved as to Form JAMES F. PENMAN, City Attorney By: ~~'L%u-~~ The City Attorney hereby consents to the destruction of the records described in this Resolution. F. PENMAN, City Attorney 2 Exhibit A CITY OF SAN BERNARDINO • FINANCE DEPARTMENT DESTRUCTION OF RECORDS LIST AS OF JUNE 30,1999 OR PRIOR Accounting Cancelled Checks Cash Receipts Cash Reconciliation Completed Construction Projects Work Folders Deferred Comp Records Invoices -Paid Records Invoices - (duplicate) Journal Vouchers Labor Distribution Reports Miscellaneous Cash Receipts Quarterly Tax Returns Accounts Payable Accounts Payable Files A-Z Accounts Payable Registers Miscellaneous • Budget Reports, Documents, Files Central Stores Issues Closed Work Order Projects Correspondence to Utility Companies & Customers Council Agendas Copies Department Correspondence Grant Work Folders Grants Insurance Open Enrollment Forms Insurance Enrollment worksheets Insurance Forms Insurance Benefit Payments Low Income Program Applications MBIA-Year Reports & Files Mid-Year Reports & Files Miscellaneous Revenue Files Mobile Home Refund Utility Tax Program Paramedic Membership Paramedic Renewals Reports from UUT companies Utility Tax Revenue Files • Ways & Means Quarterly Reports & Files Payroll Payroll Finals Payroll Misc. Changes • Payroll Misc. Records Payroll Misc. Reports Payroll Timesheets PERS Insurance Reports PERS Circular Letters (duplicates) PERS Misc. Files PERS Records W-2 Info Reports (duplicate) Purchasing Formal Bids Inventory Records Purchasing Correspondence Purchase Orders Quotes Request For Quotes Stores Issue Reports Surplus Records Vendor Activity Reports • Warehouse Issues •