HomeMy WebLinkAbout00-46 - Authorizing Records Destruction for Finance DepartmentRESOLUTION NO. 00 - q6
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
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 19th day of June, 2000.
ATTEST:
Deputy City Oierk of the City of Costa Mesa
STATE OF CALIFORNIA )
COUNTY OF ORANGE 1 ss
CITY OF COSTA MESA )
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Mayo
the/,City of Costa Mesa
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CITY ATTORNtY
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. DO - 414 was duly and regularly passed and adopted by the said
City Council at a regular meeting thereof, held on the 1,9th day of June, 2000.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of
the City of Costa Mesa this 20th day of June, 2000.
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Deputy City Jerk and ex -officio Clerk of
the City Co n it of the City of Costa Mesa
FILENAME: ACCOUNTING
Request for City Attorney's approval for destruction of
Finance/ Accounting Records. Date June 9, 2000
Department Name
Director of Finance
RECORD NAME OR FORM NO. I CLASS I SPECIFIC DESCRIPTION OF RECORD
Approval granted by
City Attorney
YES I NO I COMMENTS
Bank Statements for All Bank Accounts III 1993/94 Fiscal Year Statements
Warrants/Checks for All Bank Accounts III 1993/94 Fiscal Year Warrants/Checks
Bank Account Reconciliations & Check Lists III 1993/94 Fiscal Year Reconciliations and Computer Check Listings
Warrant Registers IV 1993/94 Fiscal Year Warrant Registers
General Journal Reports IV 1993/94 Fiscal Year
Journal Voucher Detail IV 1993/94 Back-up Journal Vouchers
htventory Account Distr. IV 1993/94 Fiscal Year
Vehicle Cost Report IV 1993/94 Fiscal Year
Fixed Asset Report IV 1993/94 Additions & deletions to Fixed Assets (Reports #PADFA005,
1993/94 PADFA025)
Average Daily Cash Balance IV 1993/94 Fiscal Year Reports
Apportionment of Interest IV 1993/94 JV and backup calculations
Daily Register & Cash Reports IV 1993/94 Totals of Cash Receipts
Finance Demands - through fiscal year IV 1993/94 Facsimile of City's Accounts Payable Checks with back-up
Moody's Investors Service IV 1994 Update report and back-up details
Census -Annual Survey of Gov't Employment IV 1994 Report and back-up detail
Census -Survey of Municipal Finance IV 1994 Report and back-up detail
Sales & Use Tax IV 1993/94 Annual Report
Weed Abatement IV 1993/94 Cost Records
Strong Motion Instr. Program IV 1994 Quarterly reports
Public Liability Figures for Questionaire IV 1994 Report and back-up detail
Time Sheets IV 1994 Employee bi-weeky sheets
Insurance Summary Reports IV 1994 (Reports #41, 42, 43, 44)
Payroll Master File Balance Check IV 1993/94 (Report CCPAX22)
Payroll Master Files IV 1994 Bi -weekly masters - (Report PPAB09) (excluding calendar
year end)
Payroll Reports - Misc. IV 1994 State Compensation, Employees Assoc.: Credit Union, Charity,
Deferred Comp., Ciry Retirement, P.E.R.S. Deduction Report
(Reports #NR01, NR02, NR03, NR04, NR05, NR09, NR50).
Labor Distribution IV 1994 Central Ser. Project Labor Analysis Report ( Report #CLDB18)
Quarterly Tax Reports for IRS and State IV 1994 Quarterly returns
W -2's & 1099 Forms IV 1994 City's copy/IRS Declaration Form/IRS Transmittal Statements
Inventory Summary By Account - Yr End IV 1993/94 Report
Grantee Performance Report IV 1993/94 Annual Report �/
FILENAME: ADMINISTRATION -
Request for City Attorney's approval for destruction of
Ap royal granted by
Finance/Admin Records. Date June 6, 2000 y Attorney
Department Name
Director of Finance Approval
RECORD NAME OR FORM NO. CLASS SPECIFIC DESCRIPTION OF RECORD YES NO COMMENTS
Council Agenda Reports
III
June 30,1994 and prior X
(/
Treasurer's Reports
III
June 30,1994 and prior
Finance/ Admin mise. memos, letters and
IV
June 30,1994 and prior
correspondence - Box #14-23, 26
Retirement and Insurance mist. memos, letters,
IV
June 30, 1994 and prior
and correspondence - Box #24-25
Interdepartmental memos, letters and
V
June 30, 1994 and prior
correspondence - Box #7
Copies of agreements - A thru Z - Box #8-10
V
June 30, 1994 and prior
Misc. Orange County memos, letters and
V
June 30, 1994 and prior
correspondence - Box #11
Misc. State of California memos, letters and
V
June 30,1994 and prior
correspondence - Box #12-13
Misc. Federal memos, letters, and correspondence
V
June 30,1994 and prior
Box #13
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FILENAME: BUDGET
Request for City Attorney's approval for destruction of
Finance/ Budget Records.
Department Name
RECORD NAME OR FORM NO.
Budget Manuals
Budget Requests
Extra Budget Books
Department Budget Reports
Budget Reports
Labor Distribution Reports
Work Management
Budget Books
Budget Information
Work Unit Reports/ Work Mgmt. Program
Budget Worksheets & Prep Materials
CLASS
III
III
III
IV
IV
IV
IV
V
V
V
V
Date June 6, 2000
Director of Finance Approval
SPECIFIC DESCRIPTION OF RECORD
June 30, 1994 and prior Original preparation manuals
June 30, 1994 and prior City department submittals
June 30,1994 and prior
June 30,1994 and prior
June 30, 1994 and prior
June 30,1994 and prior
June 30, 1994 and prior
June 30,1994 and prior Line Item and Program Budget books
June 30,1994 and prior
June 30,1994 and prior
June 30, 1994 and prior
YES
v
Approval granted by
City Attorney
NO
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COMMENTS
FILENAME: PURCHASING
Request for City Attorney's approval for destruction of
Finance/ Purchasing Records. Date June 6, 2000
Department Name
Director of Finance Approval
Approval granted by
City Attorney
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
YES
NO
COMMENTS
Formal Bid Document Files
III
June 30,1994 and prior
Inventory Material Edit reports -old legacy
IV
June 30,1994 and prior
Inventory Material Update Reports -old legacy
IV
June 30, 1994 and prior
Warehouse Requisitions
IV
June 30,1994 and prior
Receiving Documents
IV
June 30,1994 and prior
Purchase Orders
IV
June 30, 1994 and prior
Inventory Summary by Account -old legacy
IV
June 30, 1994 and prior
Inventory Account Distribution Rpt -legacy
IV
June 30,1994 and prior
FILENAME: TREASURY
Request for City Attorney's approval for destruction of
Finance/Treasury Records. Date June 6, 2000
Department Name
Director of Finance Appro
Approval granted by
City Attorney
RECORD NAME OR FORM NO. CLASS SPECIFIC DESCRIPTION OF RECORD YES NO COMMENTS
Business License Renewal Notices and Copies
of New Licenses
Stop Payment Requests
Revenue deposit forms for Recreation Deposits
Business Permits
Invoices and Invoice Requests
Check stubs and deposit stubs
Assessment District Bond Registers, Coupons,
receipts which have been paid or cancelled
Treasurer's Receipts
Golf Course Register Reports
Cash Receipt Records (includes city permits
and remittance advices from other govern-
mental agencies)
Average Daily Balance Reports
Copies of Petty Cash Vouchers
Daily Cash Register Reports
Monthly Financial Reports (Treasurer's Report,
Schedule of Investment Report, Cash Re-
capitulation Report).
Accounts Receivable supporting documentation
Transient Occupancy Tax records and
supporting documentation
III
I
I
V
V
V
V
V
V
June 30, 1994 and prior
June 30, 1994 and prior
June 30, 1994 and prior
June 30, 1994 and prior
June 30, 1994 and prior
June 30, 1994 and prior
June 30,1994 and prior
June 30, 1994 and prior
June 30,1994 and prior
June 30,1994 and prior
June 30, 1994 and prior
June 30,1994 and prior
June 30,1994 and prior
June 30, 1994 and prior
June 30, 1994 and prior
June 30, 1994 and prior
June 30,1994 and prior
June 30, 1994 and prior
June 30,1994 and prior
June 30, 1994 and prior
June 30, 1994 and prior
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