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CITY OF SAN BERt()RDINO - REQUEST OR COUNCIL ACTION
From:
Andrew Green, Director of Finance
Dept:
FINANCE
Su~ect: AUTHORIZATION APPROVING THE DESTRUCTION
OF CERTAIN RECORDS BY THE FINANCE
DEPARTMENT
Date:
JULY 21, 1992
Synopsis of Previous Council action:
Resolution #91-87 adopted on March 18, 1991
Resolution #89-18 adopted on January 17, 1989.
Recommended motion:
Adopt resolution.
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. / Signature
Contact person: Roger Cloud, Senior Accountant
Phone:
5242
Supporting data attached:
Ward:
FUNDING REQUIREMENTS:
Amount:
N/A
Source: (Acct. No.)
(Acct. Descriotion)
Finance:
Council Notes:
75-0262
Agenda Item No /'j
CITY OF SAN BER"RDINO - REQUEST---=:OR COUNCIL ACTIOt
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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 bank statements, treasurer's
receipts, check vouchers etc. with dates prior to July 1985 for the
Treasurer's Division. Finance has no reason to keep these records
beyond five years. The city Attorney's office has requested an
additional two year retention period beyond the five years.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION
OF CERTAIN RECORDS BY THE FINANCE DEPARTMENT
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 , 1992, by the following vote, to wit:
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RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE
DESTRUCTION OF CERTAIN RECORDS BY THE FINANCE DEPARTMENT
COUNCIL MEMBERS
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
REILLY
HERNANDEZ
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
CITY CLERK
of
The foregoing resolution is hereby approved this
, 1992.
day
W.R. Holcomb, Mayor
City of San Bernardino
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
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~~mes F. PENMAN
26 /"ity Attorney
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I consent to the destruction of the records described in
s resolution.
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EXHIBIT "A"
FINANCE ADMINISTRATION
1. Vendor Files - 1980/81, 1981/82, 1982/83, 1983/84, 1984/85
2. Accounts Payable Registers - 1982/83, 1983/84, 1984/85
3. Time Cards, Various Payroll Reports - 1980/81, 1981/82,
1982/83, 1983/84, 1984/85
4. Cash Receipts - 1982/83, 1983/84, 1984/85.
5. Accounts Receivable Invoices - 1982/83, 1983/84, 1984/85.
6. General Ledger Reports Including Journal Vouchers - 1982/83,
1983/84, 1984/85.
CITY TREASURER DIVISION
Records Prior To July 1985:
1. Bank statements from First Interstate Bank Branch #206:
4-98018, 2-98019, 6-98020, 4-98021, 2-98022, 0-98023,
3-98027, 1-98028, 1-98000, 4-98004.
2. Bank Statements from Security Pacific Bank: 0307 023, 0307
21503, 0307 12004.
3. Bank Statements from American Security Bank: 221 -32204,221
032069, 221 032050.
4. Bank Statements from American National Bank: 34-09992-1.
5. Bank Statements from Bank of America: 196 9-85045, 196 4-
80216, 196 6-80215.
6. Bank Statements from Bank of California: 032-020016, 040-
099921.
7. Bank Statements from Crocker National Bank: 409-020194, 409-
011918.
8. Bank Statements from Eldorado National Bank: 344 035343, 344
032204, 344 032050.
9. Treasurer's Receipts
10. Petty Cash Request for Payments (reimbursement claim),
copies of petty cash vouchers.
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Worker's Compensation Request for Payment (reimbursement
claim)
John Hancock Request for Payment (reimbursement claim)
John Hancock Request for Payment (reimbursement claim)
Inter-Departmental Receipts.
Check Vouchers First Interstate Bank: 206 4-98018, 2-98019,
6-98020, 4-98021, 2-98022, 0-98023, 3-98027, 1-98028.
Check Vouchers Security Pacific Bank: 0307 120 023
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