HomeMy WebLinkAbout98-15 - Records Destruction for the Finance Department2'3'7
RESOLUTION NO. 98-15
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 2nd day of March, 1998.
o�hA City of Costa Mesa
ATTEST:
Deputy City 11
rk 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. 98-15 was duly and regularly passed and adopted by the said City
Council at a regular meeting thereof, held on the 2nd day of March, 1998.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of
the City of Costa Mesa this 3rd day of March, 1998.
Deputy City erk and ex -officio Clerk of
the City Council of the City of Costa Mesa
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Request for City Attorney's approval for destruction of
Finance/Accounting Records. Date February 11, 1998
Department Name
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Approval granted by
City Att%,M,
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RECORD NAME: OR FORM NO.
CLASS
SPE1CIFIC DI;SCRIPI ION Oh RECORD
YES
NO
COMMENTS
Bank Statements for All flank Accounts
111
1991/92 Fiscal Year Slatentcnls
Warrants/Checks for All Bank Accounts
111
1991/92 Fiscal Year Warrants/Checks
Bank Account Reconciliations & Check Lists
111
1991/92 Fiscal Year Reconciliations and Contpuler Check Listings
Warrant Registers
IV
1991/92 Fiscal Year Warrant Regisicts
General.1oumal Reports
IV
1991/92 Fiscal Year
Journal Voucher Detail
IV
1991/92 (lack -up Journal Vouchers
Inventory Account Distr.
IV
1991/92 Fiscal Year
Vehicle Cost Report
IV
1991/92 Fiscal Ycar
Fixed Asset Report
IV
1991/92 Additions & deletions la fixe) Assets (Repotls 11PADFA005, PADFA025)
Average Daily Cash Balance
IV
1991/92 Fiscal Year Reports
Apportionment of Interest
IV
1991/92 JV and backup calculations
Daily Register & Cash Reports
IV
1991/92 Totals of Cash Receipts
Finance Demands - through fiscal year
IV
1991/92 Facsimile of City's Accounts Payable Checks with back -op
Moody's Investors Service
IV
1992 Update wpotl and back-up details
Census -Annual Survey of t iov't Finploytncnl
IV
1992 I(epott and (rack -up detail
Census -Survey of Municipal Finance
IV
1992 Report and back-up delail
Sales & Use Tax
IV
1991/92 Annual I(epoit
WeedAbatetnent
IV
1991/92 Cost I(ccouls
Strong Motion htslr. Program
IV
1992 (luatterly iepotls
Public Liability Figures for (luestionaire
IV
1992 Report and back-up detail
7 irne Sheets
IV
1992 Employee bi-weeky sheets
Insurance Summary Reports
IV
1992 (Reports H41, 42, 43, 44)
Payroll Master File Balance Check
IV
1991/92 (Report CCPAX22)
Payroll Master Files
IV
1992 Bi -weekly masters - (Repott PPAB09) (excluding calendar year end)
Payroll Reports - Misc.
IV
1992 Slate Compensation, Employees Assoc.: Credit Union, Charity,
Deferred Comp. (Repotls NNROI, N1102, NR03, NR04, NR05, NR09)
Labor Distribution
IV
1992 Central Ser. Project Labor Analysis Report ( Report #CLDB I8)
Quarterly Tax Reports for IRS and Slate
IV
1992 Quarterly returns
W -2's & 1099 Fortes
IV
1992 City's copy/IRS Declaration Form/IRS Transmittal Statements
Inventory Summary By Account- Yr End
IV
1991/92 Report
Grantee Performance Report
IV
1991/92 Annual Repott
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FILENAMF: BUDGET
Request for City Attorney's approval for destruction of
Finance/Budget Records
Department Name
Dale February 5, 1998
Approval granted by
C' ttorney
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIP IION OF RECORD
YGS
NO
COMMENTS
Budget Manuals
111
June 30, 1992 and prior Original preparation manuals
Budget computer reports - 1989-92
Budget manuals - 1992
Various Work Management Studies - 1989-92
Budget Requests
III
June 30, 1992 and pour Cily dcpaiIment submillols
Miscetbutcous budget wotksbeets/requests 1991-92
Budget Adjuslntents � 1987-92
Budget Books
V
June 30, 1992 and prior bine Item and Program Budget books
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FILENAME: PURCHASING
Request for City Attorney's approval for destruction of
Finance/Purchasing Records.
Department Name
I )aic Febi uai y 13, 1998
N
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Approval granted by
City ttorncy
RECORD NAME OR FORM NO.
CLASS
SPI;CII-'IC DESCRIP I ION OF RECORD
YIiS
NO
COMMENTS
Formal Bid Document Files
III
June 30, 1992 and prior
Inventory Material Edit reports
IV
June 30, 1992 and prior
Inventory Material Update Reports
IV
June 30, 1992 and prior
Warehouse Requisitions
IV
lune 30, 1992 and prior
Receiving Documents
IV
June 30, 1992 and prior
Purchase Orders
IV
June 30, 1992 and prior
Inventory Summary by Account
IV
June 30, 1992 and prior
Inventory Account Distribution Rpt
IV
lune 30, 1992 and prior
FILENAME: TREASURY
Request for City Attorney's approval fur destruction of
Approval granted by
Finance/Treasury Records. Date February 13, 1998 City Attorney
Department Name
RECORD NAME OR FORM NO. CLASS SPECIFIC DFSCRII' I ION OF RECORD YES NO COMMENTS
Business License Renewal Notices and Copies
III
June 30, 1992 and prior
of New Licenses
Stop Payment Requests
111
lune 30. 1992 and prior
Revenue deposit forms for Recreation Deposits
III
June 30, 1992 and prior
Business Permits
III
June 30, 1992 and prior
Invoices and Invoice Requests
III
June 30, 1992 and prior
CCD Check stubs and deposit stubs
III
June 30, 1992 and prior
pAssessment District Bond Registers, Coupons,
III
June 30, 1992 and ptior
1+ receipts which have been paid or cancelled
cc
CDD X Trcasurer's Receipts
III
June 30, 1992 and prior
�Z 6 Golf Course Register Reports and Starter
III
June 30, 1992 and prior
O O r+ Sheets
-Pb CO Cash Receipt Records (includes city permits
IV
June 30, 1992 and prior
00 and remittance advices from other govenr-
Ut mental agencies)
Average Daily Balance Reports
V
June 30, 1992 and prior
Copies of Petty Cash Vouchers
V
June 30, 1992 and prior
Daily Cash Register Reports
V
June 30, 1992 and prior
Monthly Financial Reports (Treasurer's Report,
V
June 30, 1992 and prior
Schedule of Investment Report, Cash Re-
capitulation Report).
Accounts Receivable supporting documentation
V
June 30, 1992 and prior
Transient Occupancy Tax records and
V
June 30, 1992 and prior
supporting documentation
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