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CITY OF SAN BERNeDINO - REQUEST FOI COUNCIL ACTION
Fr~ ANDREW GREEN,
De~FINANCE
DIRECTOR OF FINANCE
Subject:
DESTRUCTION OF RECORDS
Date: FEBRUARY 25, 1991
Synopsis of Previous Council action:
Resolution #89-18 adopted on January 17, 1989.
Recommended motion:
<::)AdoPt reso1uiton
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Signature
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Contlct pinon: ANDREW GREEN, DIRECTOR OF FINANCE
Phon~242
Supporting dltl IUlched:
Ward:
FUNDING REQUIREMENTS:
Amount:
N/A
Source:
(ACCT. NO.)
(ACCT. DESCRIPTION)
N/A
Finance:
coO Note.:
Ao"nda Item No.
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CITY OF SAN BERNAaDINO - REQUEST FOI COUNCIL ACTION
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STAFF REPORT
The records listed in Exhibit "A" attachment are payroll, accounts receivable,
accounts payable, and general accounting records for the Finance Department, as
well as commercial refuse service requests and billing registers. They are
quite bulky in size and take up space that can be utilized for other purposes.
Finance has no reason to keep these records beyond five years. The City Attorney's
Office has requested an additional 18 month retention period beyond the five years.
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75-0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE
3 DESTRUCTION OF CERTAIN RECORDS BY THE FINANCE DEPARTMENT
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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
day of
1991, by the following
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vote, to wit:
Council Members
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ABSTAIN
ESTRADA
REILLY
FLORES
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
city Clerk
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4.
RESOLUTION
DESTRUCTION
O~ THE CITY OF
OF CERTAIN RECORDS
SAN BERNAQINO
BY THE FINANCE
41 1 W
APPROVING
DEPARTMENT
THE
The foregoing resolution is hereby approved this
day of , 1991.
w. R. HOLCOMB, Mayor
city of San Bernardino
Approved as to form and legal content:
JAMES F. PENMAN
city Attorney
I consent to the destruction of the records described in
this resolution.
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EXHIBIT "A"
commercial Check Registers dated prior to July 1, 1983.
General Ledgers dated prior to July 1, 1983.
Daily Cash Receipts dated prior to July 1, 1983.
Invoices dated prior to July 1, 1983.
Cash Receipt summaries dated prior to July 1, 1983.
Journal Vouchers dated prior to July 1, 1983.
Cash Transfers dated prior to July 1, 1983.
Purchase Orders dated prior to July 1, 1983.
Completed Work Orders dated prior to July 1, 1983.
Time Cards dated prior to July 1, 1983.
Account payable Recaps dated prior to July 1, 1983.
Accounts Payable Paid claims dated prior to July 1,
1'983.
Transaction Registers dated prior to July 1, 1983.
Payroll Registers dated prior to July 1, 1983.
Spread Deduction Registers dated prior to July 1, 1983.
Individual Deduction Registers dated prior to July 1,
1983.
Refuse Billing Registers dated prior to July 1, 1983.
Commercial Refuse Service Request prior to July 1, 1983.