HomeMy WebLinkAbout93-09 - Records Destruction for Finance Department311
RESOLUTION NO. 93-9
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF COSTA MESA, CALIFORNIA, AUTHORIZING
RECORDS DESTRUCTION FOR THE FINANCE DEPART-
MENT 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 the requirements of the Government
Code, has examined said records to ascertain whether or not the 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 1st day of March, 1993.
ayor of the Cityof Costa Mesa
ATTEST:
City Clerk of the City of Costa Mesa
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, EILEEN P. PHINNEY, 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. 93-9 was duly and
regularly passed and adopted by the said City Council at a regular meeting thereof held on the
1st day of March, 1993.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the City
of Costa Mesa this 2nd day of March, 1993.
C ty Clerk and ex -officio Clerk ofth
City Council of the City of Costa Me
FILENAME: ACCOUNTING
Request for City Attorney's approval for destruction of
FwanWAccounting
Department Name
Records. Date 08—Feb-93
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
General Journal Reports
IV
1986/87
Journal Voucher Detail
IV
1986/87 Back—up Journal Vouchers
Inventory Account Distr.
IV
1987 January — December
Vehicle Cost Report
IV
1987 January — December
Fated Asset Report
IV
1986/87 Additions & deletions to Fixed Assets (Reports #PADFA005,
PADFA025)
Average Daily Cash Balance
IV
1987 January — December
Apportionment of Interest
IV
1986/87
Daily Register & Cash Reports
IV
198487 Totals of Cash Receipts
Warrant Registers
IV
1987 January — December
Finance Demands
IV
1987 Facsimile of City of Costa Mesa Accounts Payable Checks
89296 through 96857
with back—up
Moody's Investors Service
IV
, 1987 Update report and back—up details
Census—Annual Survey of Gov't Employment
IV
1987
Census—Survey of Municipal Finance
IV
I 1987 Report and back—up detail
Sales & Use Tax
IV
1986/87 Annual Report
Weed Abatement
IV
198687 Cost Records
Strong Motion Instr. Program
IV
1987 Quarterly reports
Pudic Liability Figures for Questionaire
IV
1987 Report and back—up detail
Time Sheets
IV
1987 Employee bi—vxeky sheets (excluding department 64)
Insurance Summary Reports
IV
1987 (Reports #41,42,43,44)
Payroll Master File Balance Check
IV
198687 (Report CCPAX22)
Payroll Master Files
IV
1987 Be—weekly masters — (Report PPAB09) (excluding fiscal &
calendar year end)
Payroll Reports — Misc.
IV
1987 State Compensation, Employees Assoc.: Credit Union, Charity,
Deferred Comp., City Retirement, P.E.R.S. Deduction Report
(Reports #NRO1, NRO2, NR03, NR04, NRO5, NR09, NR50�
Labor Distribution
IV
1987 Central Ser. Project Labor Analysis Report ( Report #CLDB18)
Quarterly Tax Reports for IRS and State
IV
1987 Quarterly returns
W -2's & 1099 Forms
IV
1987 City's copy/IRS Declaration Form
,IRS Transmittal Statements
IV
1987
Approval granted by
ttortsey
- �� /_� n
YES I NO
4/
A- 9 -�
COMMENTS
M
Q�
M
FILENAME: TREASURY
Request for City Attorney's approval for destruction of
Fiaam cc;(rreasuty Records. Date
Department Name
RECORD NAME OR FORM NO. CLAS
Business License Renewal Notices and Copies
of New Licenses
Stop Payment Requests
Revenue deposit forms for Recreation Deposit',
Business Permits
Invoices and Invoice Requests
Warrants/Chocks for All Bank Accounts
(including check stubs and deposit stubs)
Bank Statements for All Bank Accounts
General Account and Payroll Account Recon—
ciliations and Computer Check Lists
Assessment District Bond Registers, Coupons,
receipts which have been paid or cancelled
Treasurer's Receipts
Golf Course Register Reports and Starter
Sheets
Cash Receipt Records (includes city permits
and remittance advices from other govem—
mental agencies
Average Daily Balance Reports
Copies of Refund Requests
Copies of Accts. Receivable and Trust Reports
and Ledgers
Copies of Warrant Registers (General Asx)
Copies of Payroll Registers
Copies of Petty Cash Vouchers
Daily Cash Register Reports
Monthly Financial Reports (Treasurer's Repor
Schedule of Investment Report, Cash Re—
capitulation Report
III
V
V
V
V
V
08— Feb -93
SPECIFIC DESCRIPTION OF RECORD
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30,1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30,1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30,1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
June 30, 1987 and prior
YES
V/
Approval granted by
City Attorney
NO I COMMENTS