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Home My WebLink About16-Finance , t , . '....1 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Barbara Pachon, Director of Finance Subject: Authorization for the Finance Department to Destroy Records From 12/95 and prior. Dept: Finance Af' ~,,, ~L Wlti~'Ii.f\ Date: October 30, 2002 Synopsis of Previous Council action: Resolution 94-299 approved 10/3/94 Resolution 96-78 approved 4/1196 Resolution 97-257 approved 912/97 Resolution 2000-287 approved 9/1812000 Recommended motion: Adopt Resolution f/h~v~#~ S. nature Contact person: Barbara Pachon. Director of Finance Phone: ext. 5242 Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: Source: (Acct. No.) Finance: (~~; w &/rA-- ;0/ Council Notes: ~&!?OO?-~f)~ Agenda Item No. 1(, J:l)'J. J b;;" , ,,'( 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, 1995. 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 years. 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 1995, unless required by the State, the IRS or the City Attorney'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 charge without making a copy thereof, after the same is no longer required." Accordingly, not included in this list are records deemed necessary to retain 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 (particularly payroll records), destruction of records needs to be performed by a firm that can certify the destruction of the records. ~" , e ~ - 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ~(Q)[PW RESOLUTioN NO. 1 2 3 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS BY THE DIRECTOR OF FINANCE. SECTION 1. The Mayor and Cornmon Council of the City of San Bernardino do hereby approve the destruction by the Finance Department of certain records, more particularly described in Exhibit "A", attached hereto and incorporated herein as fully as though set forth at length. SECTION 2. It is hereby found and determined that the records are no longer needed, and that they may be destroyed pursuant to Government Code Section 34090, upon written consent of the City Attorney. //// //// / /I / //// //// //// //// //// //// //// / /I / //// !( D I~ I z/~!Io ...'1', 1 2 tit 3 4 5 6 7 8 9 10 11 12 13 14 ~ 15 16 17 18 19 20 21 22 23 24 25 26 \ 27 - 28 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 , 2002, by the fonowing vote to wit: COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT ESTRADA LIEN MC GINNIS DERRY SUAREZ ANDERSON MC CAMMACK Rachel G. Clark, City Clerk 2002. The foregoing resolution is hereby approved this _ day of Approved as to form and legal content: Judith Vanes, Mayor City of San Bernardino JAMES F. PENMAN City Attorney The City Attorney hereby consents to the destruction of the records described in this Resolution. (?~ By: ); S F. P City Attorney 2 -\ e - tilt Exhibit A CITY OF SAN BERNARDINO fiNANCE DEPARTMENT DESTRUCTION OF RECORDS LIST AS OF JUNE 1995 OR PRIOR Accountinl! Cancelled Checks Cash Receipts Cash Reconciliation Closed Work Order Records Completed Construction Projects Work Folders Deferred Comp Records Invoices - Paid Records Invoices - (duplicate) Journal Vouchers Labor Distribution Reports Miscellaneous Cash Receipts Quarterly Tax Returns Work Orders - Closed Records Accounts Pavable Accounts Payable Files A-Z Accounts Payable Registers Miscellaneous Central Stores Issues Closed Work Order Projects 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 Mobile Home Refund Utility Tax Program Paramedic Membership Paramedic Renewals Utility Tax Revenue Files -/ '\ e - - : Pavroll 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) Purchasinl! Formal Bids Inventory Records Purchasing Correspondence Purchase Orders Quotes Request For Quotes Stores Issue Reports Surplus Records Vendor Activity Reports Warehouse Issues 2 . .. ""~ it. "," ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): I]; 2~ Item # lie Vote: Ayes I, 3 -I') Nays e- Change to motion to amend original documents: - Resolution#7CDZ- 3'13 Abstain h Absent -:L Reso. # On Attachments: / Contract term: - Note on Resolution of Attachment stored separately:-=- Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY 12.-3-02- Date Sent to Mayor: Date of Mayor's Signature: Date of Clerk/CDC Signature: 12-4-0"2..- \7-S'-o2.... Da er Sent for Signature: See Attached: See Attached: ttached: 60 Day Reminder Letter Sent on 90 Day Reminder Letter Sent on 45th day: Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234,655,92-389): Copies Distributed to: City Attorney ,,/ Parks & Rec. Code Compliance Dev. Services Police Public Services Water Notes: NulllVoid After: By: - Reso. Log Updated: Seal Impressed: / ......... Date Returned: - Yes V No By Yes No~ By Yes No.L By Yes NO~ By Yes No By EDA Finance y"" MIS Others: BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.) Ready to File: ~ Date: l Z--lco-o'Z- Revised 01112/01