HomeMy WebLinkAbout08-68 - Authorizing Records Destruction for Finance Department Pursuant to ORD 75-60RESOLUTION NO. 08- 68
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF COSTA MESA, CALIFORNIA, AUTHORIZING
RECORDS DESTRUCTION FOR THE FINANCE
DEPARMENT OF THE CITY OF COSTA MESA,
PURSUANT TO ORDINANCE NO. 75-60.
THE CITY COUNCIL OF THE CITY OF COSTA MESA HEREBY RESOLVES 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 Record Bureau of the Police 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 16th day of September, 2008.
ATTEST:
i•.(_ �_ rim
i
Eric R. Bever, Mayor
APPROVED AS TO FORM:
Kifnberly all 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. 08-68 and was duly
passed and adopted by the City Council of the City of Costa Mesa at a regular meeting
held on the 16th day of September, 2008, by the following roll call vote, 'to wit:
AYES:
COUNCIL MEMBERS:
BEVER, MANSOOR, 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 17th day of September, 2008.
C)�
JULI FOLCIK, CITY CLERK
(SEAL)
FILENAME: ACCOUNTING
Request for City Attorney's approval for destruction of
Finance/Accounting C'; ' Records.
Department Name
RECORD NAME OR FORM NO.
Bank Statements for All Bank Accounts
Warrants/Checks for All Bank Accounts
Bank Account Reconciliations & Check Lists
Warrant Registers
General Journal Reports
General Journal Ledgers
Journal Voucher Detail
Fixed Asset Report
Apportionment of Interest
Vendor Register
Payroll Processing Report
CLASS
III
III
III
IV
IV
IV
IV
IV
IV
IV
IV
Date July 312008y�,O�
Director of Finance Approdl
SPECIFIC DESCRIPTION OF RE RD
2001-200: Fiscal Year Statements
2001-200, Fiscal Year Warrants/Checks
2001-200: Fiscal Year Reconciliations and Computer Check Listings
2001-200: Fiscal Year Warrant Registers
2001-200, Fiscal Year
2001-200: Fiscal Year
2001-200: Back-up Journal Vouchers
2001-200: Additions & deletions to Fixed Assets (Reports #PADFA005,
2001-2M JV and backup calculations
2001-200: Report
2000
Approval granted by '
City Attorney
YES I NO I COMMENTS
FILENAME: ADMINISTRATION
Request for City Attorney's approval for destruction of
Finance/Admin V�
Department Name
Approval granted by
Records. Date July 3, 2008 City ttorney�_
Director of Finance Annrova �����" \ F'^" ` R�ai(z•"J
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RE RD
YES
NO
COMMENTS
Council Agenda Reports
III
June 30, 2002 and prior
Treasurer's Reports
III
June 30, 2002 and prior
Chronological Files (Marc Puckett)
V
June 30, 2002 and prior
Deferred Compensation Statements
VI
June 30, 2002 and prior
Costa Mesa Sanitary District Council Agenda Reports
III
June 30, 2002 and prior
FILENAME: PURCHASING
Request for City Attorney's approval for destruction of
Finance/Purchasing Records.
Department Name
RECORD NAME OR FORM NO.
CLASS
Formal Bid Document Files
III
Warehouse Requisitions
IV
Receiving Documents
IV
Purchase Orders
IV
Date July 2, 2008
Director of Finance Appn
SPECIFIC DESCRIPTION OF R]
June 30, 2002 and prior
June 30, 2002 and prior
June 30, 2002 and prior
June 30, 2002 and prior
roval granted by
Attorney
YES I NO I COMMENTS
FILENAME: BUDGET
Request for City Attorney's approval for destruction of
4g�f
App al granted by
Finance/Budget Records. Date July 3, 2008 Attom
Department Name kAj
Director of Finance Approval
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RE ORD
"
YES
NO
U
COMMENTS
Budget Manuals
III
June 30, 2002 and prior Original preparation manuals
Budget Requests
III
June 30, 2002 and prior City department submittals
Extra Budget Books
III
June 30, 2002 and prior
Department Budget Reports
IV
June 30, 2002 and prior
Budget Reports
IV
June 30; 2002 and prior
Labor Distribution Reports
IV
June 30, 2002 and prior
Work Management
IV
June 30, 2002 and prior
Budget Books
V
June 30, 2002 and prior Line Item and Program Budget books
Budget Information
V
June 30, 2002 and prior
Work Unit Reports/Work Mgmt. Program
V
June 30, 2002 and prior
Budget Worksheets & Prep Materials
V
June 30, 2002 and prior
User Fees
V
June 30, 2002 and prior
FILENAME: TREASURY
Request for City Attorney's approval for destruction of
Finance/Treasury Records. Date August 20, 2008L_,141
Department Name
Director of Finance App ,�L%
Approval granted by i
ity Attorney
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
YES
NO
COMMENTS
Business License Renewal Notices and Copies
III
June 30, 2002 and prior
of New Licenses
Stop Payment Requests
III
June 30, 2002 and prior
Revenue deposit forms for Recreation Deposits
III
June 30, 2002 and prior
Business Permits
III
June 30, 2002 and prior
Invoices and Invoice Requests
III
June 30, 2002 and prior
Check stubs and deposit stubs
III
June 30, 2002 and prior
Treasurer's Receipts
III
June 30, 2002 and prior
Cash Receipt Records (includes city permits
IV
June 30, 2002 and prior
and remittance advices from other govern-
June 30, 2002 and prior
mental agencies)
June 30, 2002 and prior
Average Daily Balance Reports
V
June 30, 2002 and prior
Copies of Petty Cash Vouchers
V
June 30, 2002 and prior
Daily Cash Register Reports
V
June 30, 2002 and prior
Monthly Financial Reports (Treasurer's Report,
V
June 30, 2002 and prior
Schedule of Investment Report, Cash Re-
June 30, 2002 and prior
capitulation Report).
June 30, 2002 and prior
Accounts Receivable supporting documentation
V
June 30, 2002 and prior
Transient Occupancy Tax records and
V
June 30, 2002 and prior
supporting documentation
Daily Register & Cash Reports
IV
1999-2002 Totals of Cash Receipts