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CITY OF SAN BERNARDINO - REQUEST FOR COUNC(9 ~~@~A L
Dept: Finance
Subject: Authorization for the Finance
Department to Destroy
Records From June 30, 2001
and prior.
From: Barbara Pachon,
Director of Finance
Date: April 1, 2009
Synopsis of Previous Council action:
Resolution 94-299 approved 10/3/94
Resolution 96-78 approved 4/1196
Resolution 97-257 approved 9/2/97
Resolution 2000-287 approved 9/18/2000
Resolution 2002-373 approved 121212002
Resolution 2006-278 approved 8/912006
Recommended motion:
Adopt Resolution
~~4t1P~
S. nature
Contact person:
Barbara Pachon. Director of Finance
Phoue :
ext. 5242
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS: Amount:
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
~ / I1-13LGD
Agenda Item No. JJ
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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,
2001.
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 30, 2001, unless required by the State, or the IRS. 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."
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.
FINANCIAL IMPACT
None
RECOMMENDATION
Adopt Resolution
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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.
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 ofthe 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
, 2009, by the following vote to
wit:
COUNCIL MEMBERS
AYES NAYS
ABSTAIN
ABSENT
ESTRADA
BAXTER
BRINKER
SHORETT
KELLY
JOHNSON
MC CAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this _ day of
2009.
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to Form
JAMES F. PENMAN,
City Attorney
The City Attorney hereby
consents to the destruction of
the records described in this
Resolution.
By:
JAMES F. PENMAN, City Attorney
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Exhibit A
CITY OF SAN BERNARDINO
FINANCE DEPARTMENT
DESTRUCTION OF RECORDS LIST
AS OF JUNE 30, 2001 OR PRIOR
AccountiDl!
Caucelled 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 Pavable
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
- 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
Vendor Applications
Purchase Order/Contracts
Requests for Payments
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