HomeMy WebLinkAbout90-23 - Records Destruction for Finance DepartmentU
RESOLUTION NO. 90-23
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
OF COSTA MESA, CALIFORNIA, AUTHORIZING RECORDS
DESTRUCTION FOR THE ACCOUNTING DIVISION 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 the 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 the destruc-
tion 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 on the attached
request for records destruction for the Accounting Division 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 April, 1990.
Mayor of the City,/of Costa Mesa
ATTEST:
C ty Clerk of the City of Costa M a
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 fore-
going Resolution No. 90-23 was duly and regularly passed and adopted by
the said City Council at a regular meeting thereof, held on the 2nd day
of April, 1990.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal
of the City of Costa Mesa this 3rd day of April, 1990.
0 - j C? (�PLx_w
Ci y Clerk and ex -officio Clerk o the
City Council of the City of Cost esa
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Reklue-1 fur Cily Allurury•s appio •al for dt:%mi •tion Approval Smiled by
of Finance/Accounting
1)charUurnl Nau►e Records. Utile 7xn�jxrr e
y in inon gigo , 3 City -moy
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RECORD NAME OR KORAI NO. CLASS SPECIFIC UESCRirnON OF RECORD 7 YES I NO I COMMENT:
Warrant Registers
Weed Abatement
Adjusting Entries
inventory Account Distr.
vehicle Cost Report
General Journal Reports
Average Daily Cash Balance
Payroll Master File
Balance Check
Census -Annual Survey of
Govm't Employment
Moody's Investors Service
Fixed Asset J.V. Back-up
Apportionment. of Interest
Sales & Use Tax
Strong Motion In-str. Prgm
IV
January 1984 - December 1984
IV
Cost records for 1983/84
IV
1983/84
IV
January 1984 - December 1984
IV
1984
IV
IV
IV
IV
IV
IV
IV
IV
IV
1983/84
C.Y. 1984
1983/84 (Report CCPAX22)
1984
Update report and back-up details 1984
1984
1983/84
Annual Report 1983/84
Duarterly reports 1984
Rc11,ic.1 lur 01% Attorney's appri al for dCSLfut:1snil
of Finance/Accounting
Ik•I,anulenl Name
January 10, ;990 �
Records. Ualc _ Page 2 0` 3
ARlo,oval
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Sfanled
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by
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COMMENT'S
RECORD NAME OR FORM NO.
CLASS
SPECIFIC ULSCRII''r1ON OF RLCORU
YES
NO
Time Sheets
IV
Employee bi-weekly sheets 1984 (excluding dept. 64)
Payroll Hours Report
IV
Report of time sheet data input entries - 1984
1640101,
C1
(Report #CPAB02)
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Payroll Master Files
IV
Bi -weekly masters - 1984 (Report PPAB09)
Payroll Reports - Misc.
IV
(excluding calendar year-end)
State Compensation, Employees Assoc.,
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Credit Union,
Charity,
Deferred Comp., City Retirement, P.E.R.S.
M
Deduction Report - 1984 (Reports #NR0l,NR02,NR03,
NR04,NRO5,NRO9,NR50).
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Account Distribution Contr.
IV
Bi -weekly account distribution - 1984 (Rpt # 100004)N
r -i
Labor Distribution01
IV
Central Svc. Project Labor Analysis Report - 1984
(Report #CLDB18)
O p+
w -2's & 1099 Forms
IV
City's copy/IRS Declaration Form - 1984
✓
W
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Daily Register S Cash Rpts.
IV
Totals of Cash Receipts - 1983/84
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Journal Voucher Detail
IV
Back-up for Journal Vouchers 1983/84
000
�L+
Census -Survey of Municipal
Finance
IV
Report for 1984 and back-up detail
y
f r ue
Fixed Asset Report
IV
Additions, deletions to Fixed Assets 1983/84
(Reports #PADFA005, PADFA015,PADFA025)
0
Itcynrtl lur 01y ,\tl►orurp's appruvA
for de%trucliuu
of Finance/Accounting
Records. Date_ �+�+ r i n 1 uyn
Depart►uent Nan►e
9'90 T� 3
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DLSCRIPTION OF RECORD
IV
Facsimile of City of Costa Mesa
Finance Demands
73100 through 79250
Accounts Payable Checks with back-up
dated 2/21/84 through 1/31/85
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Approval granted by
Cit, -/41u Yat,
YES I NO I COMMENTS
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