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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Barbara Pachon,
Director of Finance
OR'I"lIP ~L
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Subject: Authorization for the Finance
Department to Destroy
Records From 12/93 and prior.
Dept: Finance
Date: August 22, 2000
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
Recommended motion:
Adopt Resolution
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Contact person:
Barbara Pachon, Director of Finance
Phone:
ext. 5242
Supporting data attached: Yes
Ward:
FUNDING REQUIREMENTS: Amount:
NIA-
Source: (Acet. No.)
fAcet. DescriDtion)
Finance:
Council Notes:
Agenda Item No. 13
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STAFF REPORT
SUBJECT
Resolution authorizing the Finance Department to destroy specified records prior to
December of 1993.
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 1993, 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 fmancial 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 a city department may destroy any city record, document,
instrument, book or paper, under his 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. Currently, the Police and Fire
Departments utilize the services of professionals to destroy their records. 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.
FINANCIAL IMPACT
No additional cost to the City at this time. Once Council approval to destroy the listed
records is obtained, Purchasing will obtain estimates from qualified firms to destroy and
certify destruction of the records.
RECOMMENDATION
Adopt Resolution.
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4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO AS FOLLOWS:
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RESOLUTION NO.
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 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.
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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
, 2000, by the following vote to
wit:
COUNCIL MEMBERS
AYES NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
MC GINNIS
SCHNETZ
SUAREZ
ANDERSON
MC CAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this _day of
2000.
Judith Valles, Mayor
City of San Bernardino
Approved as to form
and legal content:
JAMES F. PENMAN
City ~ttorney
By: i
The City Attorney hereby consents to
the destruction of the records
descr' in this Resolution.
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F. PENMAN, City Attorney
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EXHIBIT A
PAGE 1 OF 2
CITY OF SAN BERNARDINO
FINANCE DEPARTMENT
DESTRUCTION OF RECORDS LIST
AS OF 12/93 OR PRIOR
Accountinl!:
Cancelled Checks
Cash Receipts
Cash Reconciliation
Closed Work Order Records
Completed Construction Projects Work Folders
Deferred Comp Records
Fixed Assets
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
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EXHIBIT A
PAGE 2 OF 2
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)
Purchasinl!
BID F90-11
Formal Bids
Inventory Records
Purchasing Correspondence
Purchase Orders
Quotes
Request For Quotes
Stores Issue Reports
Surplus Records
Vendor Activity Reports
Warehouse Issues
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): q -I 'i? -00 Item # 13
Vote: Ayes 1 -::5, I) Nays 8
Change to motion to amend original documents:
Resolution # ZC:'/:fJ - z.g ')
Abstain .e Absent Co
Reso. # On Attachments: ~
Contract tenn:
-
Null/Void After: -
Date Sent to Mayor: q - zo.-o 0 Date Returned from Mayor:
Date of Clerk's Signature: q..'2-I--c() Reso. Log Updated:
q -'2..\ -00
V
Date of Mayor's Signature: 9- 20.::()
Seal Impressed: V
Date Memo Sent to Department for Signature:
-
See Attached: - Date Returned:
-
Date Letter Sent to Outside Party for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: i
See Attached:
See Attached:
Date Returned:
Note on Resolution of Attachment stored separately: -=--
Direct City Clerk (circle I): PUBLISH, POST, RECORD W ICOUNTY Date:
- See Attached:
Yes V No By
Yes No /' By
Yes No /' By
-
Yes No ". By
Yes N07 By
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 EDA Finance .-J
Police Public Services Water Others:
MIS
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOT A TIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: 1l:l.L
Date: 9'- ZZ-ro