HomeMy WebLinkAbout99-38 - Authorizing records destruction for the Finance Dept.353
RESOLUTION NO. 99-38
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
AND FIND 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 21" day of June, 1999.
n,-.,(��
Mayor of thd City of Costa Mesa
ATTEST:
Deputy City 9
erk of the City of Costa Mesa
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, MARY T. ELLIOTT, Deputy City Clerk and ex -officio Clerk of the City Council
of the City of Costa Mesa, hereby certify that the above and foregoing
Resolution No. 99-38 was duly and regularly passed and adopted by the said City
Council at a regular meeting thereof, held on the 21 Ot day of June, 1999.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of
the City of Costa Mesa this 22' day of June, 1999.
77
Deputy City Olerk and ex -officio Clerk of
the City Co it of the City of Costa Mesa
FILENAME ACCOUNTING
Request for Cite Attorney's approval for destruction of
Approval g ted by
Finance/Accounting Records Date Max 25. 1999 y A y
Department Name
Director of Finance Approval
RECORD NAME OR FORM NO
CLASS
SPECIFIC DESCRIPTION OF RECORD YES
NO
COMMENTS
Bank Statements for All Bank Accounts
111
1092103 Fiscal Year Statements
Warrants/Checks for All Bank Accounts
111
1092193 Fiscal Year Warrants/Checks
Bank Account Reconciliations & Check Lists
III
1002103 Fiscal )'car Reconciliations and Computer Check Listings
"'arrant Registers
IV
1U021u1 Fiscal Year W'nnant Registers
General Journal Reports
1\
1002103 Fiscal )ear
Journal Voucher Detail
I\
19u2ro3 Back -tip Joinural \'ouchrrs
Inventory Account Distr
Iv
IQQ2103 Fiscal Year
Vehicle Cost Report
IV
19o2193 Fiscal Year
Fixed Asset Report
IV
1002193 Additions & deletions to Fixed Assets (Rcpotts #PARI Aoot
PADFA025)
Average Daih• Cash Balance
IV
1002'03 Fiscal Year Reports
Apportionment of Interest
IV
1092193 JV and backup calculations
Daily Register & Cash Reports
IV
1992/03 Totals of Cash Receipts
Finance Demands - through fiscal year
IV
1092'93 Facsimile of City's Accounts Payable Checks n ith hack -up
Moodl''s Investors Service
IV
1003 Update report and hack -up details
Census -Annual Survey of Gos't Employment
IV
1093 Report and back-up detail
Census-Survev of Municipal Finance
IV
1993 Reportand hack -up detail
Sales & Use Tax
IV
1092'93 Annual Report
Weed Abatement
IV
I092103 Cost Records
Strong Motion Insir Program
IV
1003 Quarterly reports
Public Liabilm Figures for Questionairc
IV
1u93 Reprrrt and hack -up detail
Time Sheets
IV
f 093 Linplovee hi-\%eeky sheets
Insurance Summar Reports
IV
1993 (Reports #41, 42, 43. 44)
Payroll Master File Balance Check
IV
1992/93 (Report CCPAX22)
Payroll Master Files
IV
1993 Bi -weekly masters - (Report PPA1309) (excluding calendar
year end)
Payroll Reports - Misc
IV
1993 State Compensation- Lmplovees Assoc Credit Union. Charitc.
Deferred Comp_ Circ Retirement, P.ER-S Deduction Report
(Reports NNR(11, NR02- NR03, NR04, NR05. NR09, NR50)-
Labor Distribution
IV
1993 Central Ser- Project Labor Analysis Report ( Report #CLDBI8)
Quanerly Tax Reports for IRS and State
1\'
IQ93 Quarterly returns
W -2's & 1099 Forms
IV
IQ93 City's copy/IRS Declaration Fonn/IRS'fransmittal Statements
Inventory Summar i3y Account - Yr End
IV
1092/93 Report
Grantee Performance Report
IV
1992/93 Annual Report
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FILENAME: TREASURY
Request for Cite Attorney's approval for destruction of
Approvaj ed by
Finance/Treasury Records. Date Mav 25, 1999 itv to
Department Name
Director of Finance Approval io�
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
YES
NO COMMENTS
Business License Renewal Notices and Copies
III
June 30. 1993 and prior
of New Licenses
Stop Payment Requests
III
time 30. 1993 and prior
Revenue deposit forms for Recreation Deposits
III
.lune 30. 1993 and prior
Business Permits
III
June 30, 1993 and prior
Invoices and Invoice Requests
III
time 30, 1993 and prior
Check stubs and deposit stubs
III
June 30. 1993 and prior
Assessment District Bond Registers, Coupons.
III
June 30, 1993 and prior
receipts which have been paid or cancelled
Treasurer's Receipts
III
June 30, 1993 and prior
Golf Course Register Reports
111
June 30, 1993 and prior
Cash Receipt Records (includes city permits
I\'
June 30, 1993 and prior
and remittance advices from other govern-
mental agencies)
Average Daily Balance Reports
V
.lune 30. 1993 and prior
Copies of Pette Crash Vouchers
V
June 30, 1993 and prior
Daily Cash Register Reports
\'
June 30, 1993 and prior
Monthly Financial Reports (Treasurer's Report.
V
June 30., 1993 and prior
Schedule of Investment Report, Cash Re-
capitulation Report).
Accounts Receivable supporting documentation
\'
June 30, 1993 and prior
Transient Occupancy Tai records andI
June 30. 1993 and prior
supporting documentation
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FILENAME: PURCHASING
Request for City Attorney's approval for destruction of
Approval granted by
Finance/Purchasing Records. Date Ma% 25, 1999 ty Attor
Department Name
Director of Finance Approval
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIP HON OF RECORD YES
NO COMMENTS
Formal Bid Document Files
III
June 30, 1992 and prior
Inventory Material Edit reports
lune 30, 1992 and prior
Inventory Material Update Reports
IV
June 30, 1992 anti prior
Warehouse Requisitions
IV
.lune 30, 1992 and prior
Receiving Documents
IV
.lune 30, 1992 and prior
Purchase Orders
IV
lune 30, 1992 and prior
Inventory Summary by Account
IV
June 30, 1992 and prior
Inventory Account Distribution Rpt
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.lune 30, 1992 and prior Cl /
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