HomeMy WebLinkAbout07-39 - Authorizing Records Destruction for Finance Department Pursuant to ORD 75-60RESOLUTION NO. 07-39
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
COSTA MESA, CALIFORNIA, AUTHORIZING RECORDS
DESTRUCTION FOR THE FINANCE DEPARTMENT OF
THE CITY OF COSTA MESA, PURSUANT TO ORDINANCE
NO. 75-60.
THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY
RESOLVE AS FOLLOWS:
WHEREAS, the City Council adopted Ordinance No. 75-60 on the 15th day of
January, -1975, which said ordinance requires the approval of the City Council by
resolution for destruction of certain records; and
WHEREAS, the City Attorney's Office, pursuant to requirements of the
Government Code, has examined said records to ascertain whether or not retention is
legally necessary; and
WHEREAS, the City Attorney's Office has determined that destruction of said
records will not adversely affect the functions of government nor impair the legal rights of
the City;
NOW, THEREFORE, BE IT RESOLVED that the records listed in the attached
request for records destruction for the Finance Department, are hereby authorized to be
destroyed in such a manner that will not allow them to be restored or reconstituted.
PASSED AND ADOPTED this 17th day of April, 2007.
Allan R. Mansoor, Mayor
ATTEST:
J e Folcik, City Clerk
APPROVED AS TO FORM:
Kimberly Hall Barlow, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, JULIE FOLCIK, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY
that the above and foregoing is the original of Resolution No. 07-39 and was duly
passed and adopted by the City Council of the City of Costa Mesa at a regular meeting
held on the 17th day of April, 2007, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS: MANSOOR, BEVER, DIXON, FOLEY, LEECE
NOES: COUNCIL MEMBERS: NONE
ABSENT: COUNCIL MEMBERS: NONE
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the
City of Costa Mesa this 18th day of April, 2007.
clt'/� �ao
JULI FOLCIK, CITY CLERK
3
FILENAME: ADMINISTRATION
Request for City Attorney's approval for destruction of
Finance/Admin Records.
Department Name
rovalgran e
Date January 26, 2007 ity Attorney�Ue,( 4,,i�j
Director of Finance ADoroval
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
YES
NO
COMMENTS
Council Agenda Reports
III
June 30, 2001 and prior
Treasurer's Reports
III
June 30, 2001 and prior
Chronological Files (Marc Puckett)
V
June 30, 2001 and prior
Deferred Compensation Statements
VI
June 30, 2001 and prior
FILENAME: ACCOUNTING
Request for City Attorney's approval for destruction of
Finance/Accounting fimo Records.
Department Name
Date February 27, 2007
Director of Finance
RECORD NAME OR FORM NO. I CLASS I SPECIFIC DESCRIPTION OF
Bank Statements for All Bank Accounts
III
1999-200117iscal Year Statements
Warrants/Checks for All Bank Accounts
111
1999-2001Fiscal Year Warrants/Checks
Bank Account Reconciliations & Check Lists
111
1999-200 1 Fiscal Year Reconciliations and Computer Check Listings
Warrant Registers
IV
1999-200 1 Fiscal Year Warrant Registers
General Journal Reports
IV
1999-200 1 Fiscal Year
General Journal Ledgers
IV
1999-200 1 Fiscal Year
Journal Voucher Detail
IV
1999-200 1 Back-up Journal Vouchers
Inventory Account Distr.
IV
1999-2001 Fiscal Year
Vehicle Cost Report
IV
1999-2001Fiscal Year
Fixed Asset Report
IV
1999-2001 Additions & deletions to Fixed Assets (Reports #PADFA005,
PADFA025)
Average Daily Cash Balance
IV
1999-200117iscal Year Reports
Apportionment of Interest
IV
1999-20013V and backup calculations
Daily Register & Cash Reports
IV
1999-2001Totals of Cash Receipts
Finance Demands - through fiscal year
IV
1999-2001Facsimile of City's Accounts Payable Checks with back-up
Moody's Investors Service
IV
2000-2001 Update report and back-up details
Census -Annual Survey of Gov't Employment
IV
2000-2001 Report and back-up detail
Census -Survey of Locally Admin Retire Syst.
IV
2000-2001 Report and back-up detail
Sales & Use Tax
IV
2000-2001 Annual Report
Weed Abatement
IV
1999-2001Cost Records
Figures for Municipal Liability Questionaire
IV
2000-2001 Report and back-up detail
Time Sheets
IV
2000-2001 Employee bi-weeky sheets
Insurance Summary Reports
IV
2000-2001 (Reports #41, 42, 43, 44)
Payroll Master File Balance Check
IV
1999-200 1 (Report CCPAX22)
Payroll Master Files
IV
2000-2001 Bi -weekly masters - (Report PPAB09) (excluding calendar
year end)
Payroll Reports - Misc.
IV
2000-2001 State Compensation, Employees Assoc.: Credit Union, Charity,
Deferred Comp., City Retirement, P.E.R.S. Deduction Report
(Reports #NROI, NR02, NR03, NR04, NR05, NR09, NR50).
Labor Distribution
IV
2000-2001 Central Ser. Project Labor Analysis Report ( Report #CLDBI8)
Quarterly Tax Reports for IRS and State
IV
2000-2001 Quarterly returns
W -2's & 1099 Forms
IV
2000-2001 City's copy/IRS Declaration Form/IRS Transmittal Statements
Inventory Summary By Account - Yr End
IV
1999-2001Report
Grantee Performance Report
IV
1999-200 1 Annual Report
Vendor Register
IV
1999-2001Report
Approval granted
City Attorney
YES I NO I COMMENTS
FILENAME: PURCHASING
Request for City Attorney's approval for destruction of
Finance/Purchasing Records. Date February 27, 2007
—Department Name
/I __.N / Director of Finance ADDrc
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF 1
Formal Bid Document Files
III
June 30, 2001 and prior
Inventory Material Edit reports -old legacy
IV
June 30, 2001 and prior
Inventory Material Update Reports -old legacy
IV
June 30, 2001 and prior
Warehouse Requisitions
IV
June 30, 2001 and prior
Receiving Documents
IV
June 30, 2001 and prior
Purchase Orders
IV
June 30, 2001 and prior
Inventory Summary by Account -old legacy
IV
June 30, 2001 and prior
Inventory Account Distribution Rpt -legacy
IV
June 30, 2001 and prior
Approval granted
City Attorney
YES I NO I COMMENTS
FILENAME: TREASURY
Request for City Attorney's approval for destruction of
Approval gra ted by
Finance/Treasury r YW Records. Date February 27, 2007 17 City o y11
Department Name c d�
Director of Finance App /
V
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OFCORD YES
NO
COMMENTS
Business License Renewal Notices and Copies
III
June 30, 2001 and prior
of New Licenses
Stop Payment Requests
III
June 30, 2001 and prior
Revenue deposit forms for Recreation Deposits
III
June 30, 2001 and prior
Business Permits
III
June 30, 2001 and prior
Invoices and Invoice Requests
III
June 30, 2001 and prior
Check stubs and deposit stubs
III
June 30, 2001 and prior
Assessment District Bond Registers, Coupons,
III
June 30, 2001 and prior
receipts which have been paid or cancelled
June 30, 2001 and prior
Treasurer's Receipts
III
June 30, 2001 and prior
Golf Course Register Reports
III
June 30, 2001 and prior
Cash Receipt Records (includes city permits
IV
June 30, 2001 and prior
and remittance advices from other govern-
June 30, 2001 and prior
mental agencies)
June 30, 2001 and prior
Average Daily Balance Reports
V
June 30, 2001 and prior
Copies of Petty Cash Vouchers
V
June 30, 2001 and prior
Daily Cash Register Reports
V
June 30, 2001 and prior
Monthly Financial Reports (Treasurer's Report,
V
June 30, 2001 and prior
Schedule of Investment Report, Cash Re-
June 30, 2001 and prior
capitulation Report).
June 30, 2001 and prior
Accounts Receivable supporting documentation
V
June 30, 2001 and prior
Transient Occupancy Tax records and
V
June 30, 2001 and prior
supporting documentation
FILENAME: BUDGET
Request for City Attomey's approval for destruction of
/ityrA. val granted by
Finance/Budget Records. Date February 27, 2007
Department Name C - /`�9'-'►i'7*�✓
Director of Finance Approv
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RE RD
YES
NO
COMMENTS
Budget Manuals
III
June 30, 2001 and prior Original preparation manuals
Budget Requests
III
June 30, 2001 and prior City department submittals
Extra Budget Books
III
June 30, 2001 and prior
Department Budget Reports
IV
June 30, 2001 and prior
Budget Reports
IV
June 30, 2001 and prior
Labor Distribution Reports
IV
June 30, 2001 and prior
Work Management
IV
June 30, 2001 and prior
Budget Books
V
June 30, 2001 and prior Line Item and Program Budget books
Budget Information
V
June 30, 2001 and prior
Work Unit Reports/Work Mgmt. Program
V
June 30, 2001 and prior
Budget Worksheets & Prep Materials
V
June 30, 2001 and prior
User Fees
V
June 30, 2001 and prior