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CITY OF SAN BERNARo.O - REQUEST FoROoUNCIL ACTION
From:
Shauna Clark
City Administrator
Su~~t: Destruction of Administrative Office
Records
:lept:
Date: September 26, 1991
Synopsis of Previous Council action:
R~ommended motion:
Adopt resolution.
~~64L~
" Signature
Contact person:
Shauna Clark
Phone: 5122
Supporting data attached:
yes
Ward:
FUNDING REQUIREMENTS:
Amount:
Source: IAcct. No.1
IAcct. Descriotionl
Finance:
Council Notes:
75-0262
Agenda Item NO,J.i
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN CITY RECORDS.
WHEREAS, the City Administrator of the City of San
Bernardino has submitted a request for authority to destroy
certain obsolete records; and
WHEREAS, said request is in accordance with the procedures
and requirements of Government Code S34090;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
9 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
10 The records, instruments, books or papers listed on
11 Attachment "A" and incorporated herein are no longer required and
12 may be destroyed unless such items are involved in pending
13 litigation, are less than two years old, or are agreements which
14 are still valid and existing,
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DAB/ses/Records2.res
September 25, 1991
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RESOLUTION...APPROVING THE DESTRUCTION OF CERTAIN CITY
RECORDS.
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 vote, to wit:
Council Members:
AYES
ABSENT
NAYS
ABSTAIN
ESTRADA
REILLY
HERNANDEZ
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
City Clerk
of
The foregoing resolution is hereby approved this
, 1991.
day
w. R. Holcomb, Mayor
City of San Bernardino
Approved as to
form and legal content:
JAMES F. PENMAN,
City Attorney
""~ ~7?'L
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I consent to the destruction of the records described in
resolution.
/I
P'-'> 7- j 'e.-v....-
S F. PENMAN,
ity Attorney
DAB/ses/Records2.res
September 25, 1991
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Cif;)of San Bernardino
INTEROFFICE MEMORANDUM
9107-2707
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ATTACHMENT "A"
TO: James F. Penman, city Attorney
FROM: Shauna Edwins, City Administrator
SUBJECT: Destruction of Records
DATE: July 9, 1991
COPIES:
In an effort to create more record storage capability for the
city Administrator's Office, it is necessary to eliminate a
great number of old documents/files/records currently housed
at the city Yards storage facility. Some of these
documents are over 40 years old. Please let me know if there
is a problem with our office preparing a resolution allowing
for the destruction of any or all of the records listed
below:
MISCELLANEOUS FINANCE RECORDS
Record of salary wage payments -- 1965
Appropriations/disbursements ledger -- 1962/63
Register disbursements -- 1964/65
Cash revenue analysis ledger 1963/64
Time cards -- 1972/73
Earning register -- 1967/68
Cash revenue analysis ledger 1962/63
Payroll time cards -- 1973/74
Fund ledgers -- 1963/64
Encumbrances -- 1967
General Budget Journal -- 1966
Deduction register -- 1969
Blank payroll warrants
Treasurer receipts -- 1964-1966
Accounts payable files -- 1964-1966 & 1969
Payroll schedules -- 1936-1966
Requests for payments -- 1969
Payroll records -- 1969
Budget working papers -- 1966/67
Adjusting entries -- 1965-1967
Financial records -- 1965
Encumbrances -- 1966
Budget authorities -- 1962/63
PUBLIC WORKS FILES
Various counties' maps
,
INTEROFFICE MEMORANDuS;>
Destruction of Records
July 9, 1991
Page 2
9107-2707
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1911 Act Jobs
statement of state highway maintenance 1966
1964 storm Drain study
Miscellaneous blueprints/engineering maps 1965
Motor vehicle in-lieu
Parking files 1966
street report files 1950-53
RISK MANAGEMENT FILES
Back X-ray films -- 1968
Industrial asphalt claims
Connecticut General Insurance 1967-68
Cost analysis settlement agreement 1969
1968 claims 1966-69
State compensation fund 1956-58
Property damage files -- 1963-1965
WATER DEPT. FILES
Collections 1964
Alternate sources of water 1962
Sewer revenue bonds official statement resolution 5532 - 1960
Miscellaneous water/sewer agreements 1962
Sewer maintenance records 1956-58
GENERAL CORRESPONDENCE
Monthly status reports 1967-68
Miscellaneous Purchase Orders 1955-56, 1965
City Hall brochures
Agendas/Minutes 1967
Miscellaneous department files 1962, 1964
Cemetery files 1940-61
Police/fire miscellaneous files 1957
Police salary comparisons 1957-1961
Mayor's letters 1962-64
Miscellaneous cemetery contracts 1966
Miscellanous street files 1966
California legislative material 1965-67
Obligation payment sheets 1969
Miscellaneous equipment purchases 1961
Councilman Fagan's files 1963-69
Councilman Arias' files 1965-66
Office Stores invoices
Sale of personal property 1965
Employee election retirement system 1945
City bus routes 1947
Motor vehicle in-lieu 1955-58
Post war records 1949
Parking files 1966
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INTEROFFICE MEMORAND~
Destruction of Records
July 9, 1991
Page 3
9107-2707
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Miscellaneous departmental files.
In addition, I have attached a separate listing of leases and
agreements also stored at the Yards.
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.~ EDWINS '?Jd
City Administrator
SE/md