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HomeMy WebLinkAbout20- Finance ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Barbara Pachon, Subject: Authorization for the Finance Director of Finance Department to Destroy Records From June 30, 2002 Dept: Finance and prior. Date: January 6,2009 MCC date : February 1,2010 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 Resolution 2000-287 approved 9/18/2000 Resolution 2002-373 approved 12/2/2002 Resolution 2006-278 approved 8/9/2006 Recommended motion: Adopt Resolution Signature Contact person: Barbara Pachon, Director of Finance Phone : ext. 5242 Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: Source: (Acct.No.) (Acct.Description) Finance: Council Notes: Sc Agenda Item No. 2 -1-2010 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, 2002. 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, 2002 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 some 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 RESOLUTION NO. COPY 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE E 3 CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS BY THE DIRECTOR OF FINANCE. 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF 5 THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 SECTION 1. The Mayor and Common Council of the City of San 7 8 Bernardino do hereby approve the destruction by the Finance Department of 9 certain records, more particularly described in Exhibit "A", attached hereto and 10 incorporated herein as fully as though set forth at length. 11 SECTION 2. It is hereby found and determined that the records are no 12 longer needed, and that they may be destroyed pursuant to Government Code 13 Section 34090, upon written consent of the City Attorney. 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ,r � 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE 2 CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS BY THE DIRECTOR OF FINANCE. 3 4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by 5 the Mayor and Common Council of the City of San Bernardino at an 6 meeting thereof, held on the_day of , 2010, by the following vote to 7 wit: 8 9 COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT 10 ESTRADA 11 BAXTER 12 BRINKER 13 SHORETT 14 15 KELLY 16 JOHNSON 17 MC CAMMACK 18 19 Rachel G. Clark, City Clerk 20 The foregoing resolution is hereby approved this_day of 2010. 21 22 Patrick J. Morris, Mayor 23 City of San Bernardino 24 Approved as to Form 25 JAMES F. PENMAN, The City Attorney hereby City Attorney consents to the destruction of 26 the records described in this Res ution. 27 By: �• p�,.a. 28 J ES F. PENMAN, City Attorney 2 Exhibit A CITY OF SAN BERNARDINO y FINANCE DEPARTMENT DESTRUCTION OF RECORDS LIST FROM JULY 1, 1999 TO JUNE 30, 2002 Accountin¢ Destruction Dates Cancelled Checks July 1, 1999-June 30, 2002 Cash Receipts July 1, 1999-June 30, 2002 Cash Reconciliation July 1, 1999-June 30, 2002 Completed Construction Projects Work Folders July 1, 1999-June 30, 2002 Deferred Comp Records July 1, 1999-June 30, 2002 Invoices-Paid Records July 1, 1999-June 30,2002 Invoices-(duplicate) July 1, 1999-June 30, 2002 Journal Vouchers July 1, 1999-June 30, 2002 Labor Distribution Reports July 1, 1999-June 30, 2002 Miscellaneous Cash Receipts July 1, 1999-June 30,2002 Quarterly Tax Returns July 1, 1999-June 30, 2002 Accounts Payable Accounts Payable Files A-Z July 1, 1999-June 30, 2002 Accounts Payable Registers July 1, 1999-June 30, 2002 Miscellaneous Budget Reports, Documents, Files July 1, 1999-June 30,2002 Central Stores Issues July 1, 1999-June 30,2002 Closed Work Order Projects July 1, 1999-June 30,2002 Correspondence to Utility Companies & Customers July 1, 1999-June 30, 2002 Council Agendas Copies July 1, 1999-June 30, 2002 Department Correspondence July 1, 1999-June 30,2002 Grant Work Folders July 1, 1999-June 30, 2002 Grants July 1, 1999-June 30,2002 Insurance Open Enrollment Forms July 1, 1999-June 30, 2002 Insurance Enrollment worksheets July 1, 1999-June 30, 2002 Insurance Forms July 1, 1999-June 30,2002 Insurance Benefit Payments July 1, 1999-June 30,2002 Low Income Program Applications July 1, 1999-June 30, 2002 MBIA-Year Reports & Files July 1, 1999-June 30,2002 Mid-Year Reports & Files July 1, 1999-June 30, 2002 Miscellaneous Revenue Files July 1, 1999-June 30, 2002 Mobile Home Refund Utility Tax Program July 1, 1999-June 30, 2002 Paramedic Membership July 1, 1999-June 30, 2002 Paramedic Renewals July 1, 1999-June 30, 2002 Reports from UUT companies July 1, 1999-June 30, 2002 Utility Tax Revenue Files July 1, 1999-June 30,2002 © Ways & Means Quarterly Reports & Files July 1, 1999-June 30, 2002 1 Payroll Destruction Dates Payroll Finals (blue bar paper payroll registers) July 1, 1999-June 30, 2002 Payroll Misc. Changes (blue bar paper payroll deduction reports) July 1, 1999-June 30,2002 Payroll Misc. Records July 1, 1999-June 30, 2002 Payroll Timesheets July 1, 1999-June 30, 2002 PERS Insurance Reports July 1, 1999-June 30, 2002 PERS Circular Letters (duplicates) July 1, 1999-June 30, 2002 PERS Misc. Files July 1, 1999-June 30,2002 PERS Records July 1, 1999-June 30, 2002 W-2 Info Reports (duplicate) July 1, 1999-June 30, 2002 Purchasine Formal Bids July 1, 1999-June 30, 2002 Inventory Records July 1, 1999-June 30, 2002 Purchasing Correspondence July 1, 1999-June 30, 2002 Purchase Orders July 1, 1999-June 30, 2002 Quotes July 1, 1999-June 30, 2002 Request For Quotes July 1, 1999-June 30,2002 Stores Issue Reports July 1, 1999-June 30, 2002 Surplus Records July 1, 1999-June 30, 2002 Vendor Activity Reports July 1, 1999-June 30,2002 Warehouse Issues July 1, 1999-June 30, 2002 Vendor Applications July 1, 1999-June 30, 2002 Purchase Order/Contracts July 1, 1999-June 30, 2002 Requests for Payments July 1, 1999-June 30, 2002 2 1 RESOLUTION NO. 2006-278 2 D RESOLUTION OF THE MAYOR AN COMMON COUNCIL OF THE 3 CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS BY THE DIRECTOR OF FINANCE. 4 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 7 SECTION 1. The Mayor and Common Council of the City of San 8 Bernardino do hereby approve the destruction by the Finance Department of 9 certain records, more particularly described in Exhibit "A", attached hereto and 10 incorporated herein as fully as though set forth at length. 11 SECTION 2. It is hereby found and determined that the records are no 12 longer needed, and that they may be destroyed pursuant to Government Code 13 14 Section 34090, upon written consent of the City Attorney. 15 16 17 18 19 20 21 22 23 24 25 26 27 28 t 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE 2 CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS BY THE DIRECTOR OF FINANCE. 3 4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by 5 the Mayor and Common Council of the City of San Bernardino at an joint regular 6 meeting thereof, held on the7thday of August 2006, by the following vote to 7 wit: 8 9 COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT 10 ESTRADA x 11 BAXTER x 12 VACANT 13 DERRY x 14 15 KELLY x 16 JOHNSON x 17 MC CAMMACK x 18 c�`c f . �' ec-"4L 19 Rac 1 G. Clark, City Clerk Till 20 The foregoing resolution is hereby approved this 9�day of August 2006. 21 22 CPNI- ` tric � J. Morris, yor 23 City of San Bernardino Approved as to Form 24 JAMES F. PENMAN, The City Attorney hereby 25 City Attorney consents to the destruction of the records described in this 26 Resolution. /r 27 �' y' jl-I ,.., 71 eC-7 e� 28 JAIIII S F. PENMAN, City Attorney 2 E , 2006-278 Exhibit A CITY OF SAN BERNARDINO FINANCE DEPARTMENT DESTRUCTION OF RECORDS LIST AS OF JUNE 30, 1999 OR PRIOR Accounting Cancelled 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 1 2006-278 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) Purchasing Formal Bids Inventory Records Purchasing Correspondence Purchase Orders Quotes Request For Quotes Stores Issue Reports Surplus Records Vendor Activity Reports Warehouse Issues 2