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CITY OF SAN BERNODINO - REQUEST FO' COUNCIL ACTION
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From: BARBARA PACHON, DIRECTOR OF FINANCE
Subject: DESTRUCTION OF RECORDS
Dept: FINANCE
Date: SEPTEMBER 16, 1994
Synopsis of Previous Council action:
Resolution # 91-87 adopted on March 18, 1991
Resolution #89-18 adopted on January 17, 1989
ADMIN" ~FFICEI
20 SEP 9( z..; 01
Recommended motion:
Adopt Resolution
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Signature
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Contact person:
Barbara Pachon
Phone: x - 5242
Supporting data ..lllh;hed:
Ward:
FUNDING REQUIREMENTS:
Amount:
Source: (Acct. No.1
(Acct. DescriDtionl
Finance:
Council Notes:
75-0262
Agenda Item No 7.
CITY OF SAN BERNOIDINO - REQUEST ~ COUNCIL ACTION
STAFF REPORT
The records listed in Exhibit "A" attachment are records for the
Finance Department, Accounting and Treasury Divisions. They
include payroll, accounts payable, accounts receivable, general
accounting, bank statements from various banks, treasurer's
receipts etc. They are quite bulky in size and take up space that
can be utilized for other purposes. There is no need to keep these
records beyond a seven (7) year period.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION
OF CERTAIN RECORDS BY THE FINANCE DEPARTMENT
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor and Common 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 HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
meeting thereof, held on the
17
day of
, 1994, by the following vote, to wit:
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1 RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE
DESTRUCTION OF CERTAIN RECORDS BY THE FINANCE DEPARTMENT
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ABSENT
ABSTAIN
NAYS
AYES
COUNCIL MEMBERS
NEGRETE
CURLIN
HERNANDEZ
OBERHELMAN
DEVLIN
POPE-LUDLAM
MILLER
CITY CLERK
The foregoing resolution is hereby approved this
, 1994.
day
of
Tom Minor, Mayor
City of San Bernardino
Approved as to form
18 and legal content:
19 JAMES F. PENMAN
City Attorney
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By:
I consent to the destruction of the records described in
23 this resolution.
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James F. PENMAN
26 City Attorney
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EXHIBIT "A"
FINANCE ADMINISTRATION
1. Vendor Files - 1985/86, 1986/87
2. Accounts Payable Registers - 1985/86, 1986/87
3. Time Cards, Various Payroll Reports - 1985/86, 1986/87
4. Cash Receipts - 1985/86, 1986/87
5. Accounts Receivable Invoices - 1985/86, 1986/87
6. General Ledger Reports Including Journal Vouchers - 1985/86,
1986/87
CITY TREASURER DIVISION
Records Prior To July 1987:
1. Bank Statements from First Interstate Bank Branch #206:
4-98018, 2-98019, 6-98020, 4-98021, 2-98022, 0-98023,
3-98027, 1-98028, 1-98000, 4-98004.
2. Bank Statements from Security Pacific Bank: 0307 023, 0307
21503, 0307 12004.
3. Bank Statements from American Security Bank: 221 -32204, 221
032069, 221 032050.
4. Bank Statements from American National Bank: 34-09992-1.
5. Bank Statements from Bank of America: 196 9-85045, 196 4-
80216, 196 6-80215.
6. Bank Statements from Bank of California: 032-020016, 040-
099921.
7. Bank Statements from Crocker National Bank: 409-020194, 409-
011918.
8. Bank Statements from Eldorado National Bank: 344 035343, 344
032204, 344 032050.
9. Treasurer's Receipts
10. Petty Cash Request for Payments (reimbursement claim),
copies of petty cash vouchers.
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EXHIBIT "A" CONTINUED
CITY TREASURER CONTINUED
11. Worker's Compensation Request for Payment (reimbursement
claim)
12. John Hancock Request for Payment (reimbursement claim)
13. John Hancock Request for Payment (reimbursement claim)
14. Inter-Departmental Receipts.
15. Check Vouchers First Interstate Bank: 206 4-98018, 2-98019,
6-98020, 4-98021, 2-98022, 0-98023, 3-98027, 1-98028.
16. Check Vouchers Security Pacific Bank: 0307 120 023
17. Documentation for investments sold or matured, letters,
purchased/sale confirmation; matured certificate of deposits
and pass books.
18. Investment portfolio summary (prepared monthly) statement of
assets issued by First Interstate Bank Institutional
Custodial services.
19. Daily transaction schedules from First Interstate Bank
custodial Services.
20. General correspondence written by former City Treasurer.
21. Registers of City and Water Checks (Payroll and Accounts
Payable) .
22. Water Department letters authorizing transfer of funds.
23. City and Water Department bank balance adjustment reports
(Payroll and Accounts Payable).
24. Copies of receipts of active deposits.
25. Stop payment orders on all checks.
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