HomeMy WebLinkAbout01-25 - Authorizing Records Destruction for Finance DepartmentRESOLUTION NO. 01—,25-
A
1—aS
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 7th day of May, 2001.
ATTEST:
ayor of the City of Costa Mesa
APPROVED AS TO FORM
I - Q_� - 1-11:11
Deputy City rk of the City of Costa Mesa
y�Gr CITY ATTOR
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. p / - a was duly and regularly passed and adopted by the said
City Council at a regular meeting thereof, held on the 7th day of May, 2001.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of
the City of Costa Mesa this 8th day of May, 2001.
T
Deputy Ct Clerk and ex -officio Clerk of
the City CVuncil of the City of Costa Mesa
FILENAME: ACCOUNTING
Request for City Attorney's approval for destruction of
Finance/ Accounting Records. Date April 3, 2001
Department Name
Director of Finance A
RECORD NAME OR FORM NO. I CLASS I SPECIFIC DESCRIPTION OF RECORD
Bank Statements for All Bank Accounts
III
1994/95 Fiscal Year Statements
Warrants/Checks for All Bank Accounts
III
1994/95 Fiscal Year Warrants/ Checks
Bank Account Reconciliations & Check Lists
III
1994/95 Fiscal Year Reconciliations and Computer Check Listings
Warrant Registers
IV
1994/95 Fiscal Year Warrant Registers
General Journal Reports
IV
1994/95 Fiscal Year
General Journal Ledgers
IV
1994/95 Fiscal Year
Journal Voucher Detail
IV
1994/95 Back-up Journal Vouchers
Inventory Account Distr.
IV
1994/95 Fiscal Year
Vehicle Cost Report
IV
1994/95 Fiscal Year
Fixed Asset Report
IV
1994/95 Additions & deletions to Fixed Assets (Reports #PADFA005,
PADFA025)
Average Daily Cash Balance
IV
1994/95 Fiscal Year Reports
Apportionment of Interest
IV
1994/95 JV and backup calculations
Daily Register & Cash Reports
IV
1994/95 Totals of Cash Receipts
Finance Demands - through fiscal year
IV
1994/95 Facsimile of City's Accounts Payable Checks with back-up
Moody's Investors Service
IV
1995 Update report and back-up details
Census -Annual Survey of Gov't Employment
IV
1995 Report and back-up detail
Census -Survey of Locally Admin Retire Syst.
IV
1995 Report and back-up detail
Sales & Use Tax
IV
1994/95 Annual Report
Weed Abatement
IV
1994/95 Cost Records
Figures for Municipal Liability Questionaire
IV
1995 Report and back-up detail
Time Sheets
IV
1995 Employee bi-weeky sheets
Insurance Summary Reports
IV
1995 (Reports #41, 42, 43, 44)
Payroll Master File Balance Check
IV
1994/95 (Report CCPAX22)
Payroll Master Files
IV
1995 Bi -weekly masters - (Report PPA1309) (excluding calendar
year end)
Payroll Reports - Misc.
IV
1995 State Compensation, Employees Assoc.: Credit Union, Charity, j
Deferred Comp., City Retirement, P.E.R.S. Deduction Report
(Reports #NRO1, NR02, NR03, NR04, NR05, NR09, NR50).
Labor Distribution
IV
1995 Central Ser. Project Labor Analysis Report ( Report #CLDB18)
Quarterly Tax Reports for IRS and State
IV
1995 Quarterly returns
W -2's & 1099 Forms
IV
1995 City's copy/IRS Declaration Form/IRS Transmittal Statements
Inventory Summary By Account - Yr End
IV
1994/95 Report
Grantee Performance Report
IV
1994/95 Annual Report
Vendor Register
IV
1994/95 Report
Approval granted by
City Attorney
YES ) I NO I COMMENTS
FILENAME: BUDGET
Request for City Attorney's approval for destruction of
Finance/Budget Records. Date April 3, 2001
Department Name A"
Director of Finance Appro,yal
Approval granted by
City Attorney
/,
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RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
YES
NO
COMMENTS
Budget Manuals
III
June 30,1995 and prior Original preparation manuals
Budget Requests
III
June 30,1995 and prior City department submittals
Extra Budget Books
III
June 30,1995 and prior
Department Budget Reports
IV
June 30,1995 and prior
Budget Reports
IV
June 30,1995 and prior
Labor Distribution Reports
IV
June 30,1995 and prior
Work Management
IV
June 30,1995 and prior
Budget Books
V
June 30,1995 and prior Line Item and Program Budget books
Budget Information
V
June 30,1995 and prior
Work Unit Reports/ Work Mgmt. Program
V
June 30,1995 and prior
Budget Worksheets & Prep Materials
V
June 30,1995 and prior
User Fees
V
June 30,1995 and prior
FILENAME: PURCHASING
Request for City Attorney's approval for destruction of
Finance/ Purchasing Records. Date April 3, 2001
Department Name
Director of Finance Approval
Approval granted by
ity Attorney
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
YES
NO
COMMENTS
Formal Bid Document Files
III
June 30,1995 and prior
Inventory Material Edit reports -old legacy
IV
June 30,1995 and prior
Inventory Material Update Reports -old legacy
IV
June 30,1995 and prior
Warehouse Requisitions
IV
June 30,1995 and prior
Receiving Documents
IV
June 30,1995 and prior
Purchase Orders
IV
June 30, 1995 and prior
Inventory Summary by Account -old legacy
IV
June 30,1995 and prior
Inventory Account Distribution Rpt -legacy
IV
June 30, 1995 and prior
FILENAME: TREASURY
Request for City Attorney's approval for destruction of
Finance/Treasury Records. Date
Department Name
3, 2001
Director of Finance
RECORD NAME OR FORM NO. I CLASS I SPECIFIC DESCRIPTION OF RECORD
Business License Renewal Notices and Copies
III
June 30, 1995 and prior
of New Licenses
Stop Payment Requests
III
June 30, 1995 and prior
Revenue deposit forms for Recreation Deposits
III
June 30,1995 and prior
Business Permits
III
June 30, 1995 and prior
Invoices and Invoice Requests
III
June 30,1995 and prior
Check stubs and deposit stubs
III
June 30,1995 and prior
Assessment District Bond Registers, Coupons,
III
June 30,1995 and prior
receipts which have been paid or cancelled
June 30,1995 and prior
Treasurer's Receipts
III
June 30,1995 and prior
Golf Course Register Reports
III
June 30,1995 and prior
Cash Receipt Records (includes city permits
IV
June 30, 1995 and prior
and remittance advices from other govern-
June 30, 1995 and prior
mental agencies)
June 30,1995 and prior
Average Daily Balance Reports
V
June 30,1995 and prior
Copies of Petty Cash Vouchers
V
June 30,1995 and prior
Daily Cash Register Reports
V
June 30,1995 and prior
Monthly Financial Reports (Treasurer's Report,
V
June 30,1995 and prior
Schedule of Investment Report, Cash Re-
June 30,1995 and prior
capitulation Report).
June 30,1995 and prior
Accounts Receivable supporting documentation
V
June 30,1995 and prior
Transient Occupancy Tax records and
V
June 30,1995 and prior
supporting documentation
Misc. Non -Profit Information
V
1979-1994
(Business License/Solicitation; A thru Z)
Approval granted by
NO I COMMENTS