HomeMy WebLinkAbout03-48 - Authorizing Records Destruction for Finance Department Puruant to ORD 75-60RESOLUTION NO. 03-48
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 fdr 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 21St day of July, 2003.
APPROVED AS TO FORM:
a:7,
City Attorney of the City of Costa Mesa
ATTEST:
De y City Clerk of the City of Costa Mesa
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
the✓ City of Costa Mesa
I, JULIE FOLCIK, 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.
0 3-a 8_ was duly and regularly passed and adopted by the said City Council at a
regular meeting thereof, held on the 21St day of July, 2003, by the following roll call vote:
AYES: Monahan, Steel,' Cowan, Mansoor,, Scheafer
NOES: None
ABSENT: None
1. INVITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the
City of Costa Mesa this 22nd day of July, 2003. ( .
(:::: � � Z, ) � � -�:�
Dep City Clerk and ex -officio Clerk of
the City Council of the City of Costa Mesa
FILENAME: ACCOUNTING
Request for City Attorney's approval for destruction of
Finance/Accounting Records. Date June 27, 2003
Department Name
Director of Finance
RECORD NAME OR FORM NO. I CLASS I SPECIFIC DESCRIPTION OF
Bank Statements for All Bank Accounts
III
Warrants/Checks for All Bank Accounts
III
Bank Account Reconciliations & Check Lists
III
Warrant Registers
ry
General Journal Reports
IV
General Journal Ledgers
IV
Journal Voucher Detail
IV
Inventory Account Distr.
IV
Vehicle Cost Report
IV
Fixed Asset Report
IV
Average Daily Cash Balance
IV
Apportionment of Interest
IV
Daily Register & Cash Reports
IV
Finance Demands - through fiscal year
IV
Moody's Investors Service
IV
Census -Annual Survey of Gov't Employment
IV
Census -Survey of Locally Admin Retire Syst.
IV
Sales & Use Tax
IV
Weed Abatement
IV
Figures for Municipal Liability Questionaire
IV
Time Sheets
IV
Insurance Summary Reports
IV
Payroll Master File Balance Check
IV
Payroll Master Files
IV
Payroll Reports - Misc.
IV
Labor Distribution
IV
Quarterly Tax Reports for IRS and State
IV
W -2's & 1099 Forms
IV
Inventory Summary By Account - Yr End
IV
Grantee Performance Report
IV
Vendor Register
1V
1995/96 Fiscal Year Statements
1995/96 Fiscal Year Warrants/Checks
1995/96 Fiscal Year Reconciliations and Computer Check Listings
1995/96 Fiscal Year Warrant Registers
1995/96 Fiscal Year
1995/96 Fiscal Year
1995/96 Back-up Journal Vouchers
1995/96 Fiscal Year
1995/96 Fiscal Year
1995/96 Additions & deletions to Fixed Assets (Reports #PADFA005,
PADFA025)
1995/96 Fiscal Year Reports
1995/96 JV and backup calculations
1995/96 Totals of Cash Receipts
1995/96 Facsimile of City's Accounts Payable Checks with back-up
1995 Update report and back-up details
1995 Report and back-up detail
1995 Report and back-up detail
1995/96 Annual Report
1995/96 Cost Records
1995 Report and back-up detail
1995 Employee bi-weeky sheets
1995 (Reports #41, 42, 43, 44)
1995/96 (Report CCPAX22)
1996 Bi -weekly masters - (Report PPAB09) (excluding calendar
year end)
1996 State Compensation, Employees Assoc.: Credit Union, Charity,
Deferred Comp., City Retirement, P.E.R.S. Deduction Report
r (Reports #NROI, NRO2, NR03, NR04, NRO5, NR09, NR50).
1996 Central Ser. Project Labor Analysis Report ( Report #CLDB18)
1996 Quarterly returns
1996 City's copy/IRS Declaration Form/IRS Transmittal Statements
1995/96 Report
1995/96 Annual Report
1995/96 Report
Approval grantedJAP
City Attome
YES I NO
COMMENTS
I
FILENAME: PURCHASING
Request for City Attorney's approval for destruction of
Finance/Purchasing (! Records. Date June 27, 2003 AI
Department Name
Director of Finance Approva
Approval granted
City Attorney
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
YES
NO
COMMENTS
Formal Bid Document Files
III
June 30, 1996 and prior
Inventory Material Edit reports -old legacy
IV
June 30, 1996 and prior
Y
Inventory Material Update Reports -old legacy
IV
June 30, 1996 and prior
Warehouse Requisitions
IV
June 30, 1996 and prior
Receiving Documents
rV
June 30, 1996 and prior
Purchase Orders
IV
June 30, 1996 and -prior
Inventory Summary by Account -old legacy
IV
June 30, 1996 and prior
Inventory Account Distribution Rpt -legacy
IV
June -30, 1996 and prior
FILENAME: TREASURY i
Request for City Attorney's approval for destruction of
Finance/Treasury Records. Date July 3, 2003
Department Name
t Director of Finance Approva
Approval granted b,y
City Attorney
RECORD NAME OR FORM NO.
CLASS
SPECIFIC DESCRIPTION OF RECORD
YES
NO
COMMENTS
Business License Renewal Notices and Copies
III
June 30, 1996 and prior
of New Licenses
Stop Payment Requests
III
June 30, 1996 and prior
Revenue deposit forms for Recreation Deposits
III
June 30, 1996 and prior
Business Permits
III
June 30, 1996 and prior
t
Invoices and Invoice Requests
III
June 30, 1996 and prior
Check stubs and deposit stubs
III
June 30, 1996 and prior
Assessment District Bond Registers, Coupons,
III
June 30, 1996 and prior
receipts which have been paid or cancelled
June 30, 1996 and prior
Treasurer's Receipts
III
June 30, 1996 and prior
Golf Course Register Reports
III
June 30, 1996 and prior
Cash Receipt Records (includes city permits
IV
June 30, 1996 and prior
and remittance advices from other govern-
June 30, 1996 and prior
mental agencies)
June 30, 1996 and prior
Average Daily Balance Reports
V
June 30, 1996 and prior
Copies of Petty Cash Vouchers
V
June 30, 1996 and prior
Daily Cash Register Reports
V
June 30, 1996 and prior
Monthly Financial Reports (Treasurer's Report,
V
June 30, 1996 and prior
Schedule of Investment Report, Cash Re-
June 30, 1996 and prior
capitulation Report).
June 30, 1996 and prior
Accounts Receivable supporting documentation
V
June 30, 1996 and prior
Transient Occupancy Tax records and
V
June 30, 1996 and prior
supporting documentation
Assessment District 79-01 - So. Coast Drive
III
Bond Payments 79-01 /Series 17
Bonds #1-10
Series 18 - Sterling Avenue / Bonds #1-30
Assessment District 82-2 - So Coast Metro/Sakioka Dr
III
Property Tax
Resolution 84-54 / Auditors Records
Assessment District 80-1 - Sunflower/MacArthur Blvd
III
Payment Records
Series 17 - Paidout
Property Tax Roll
Redevelopment Agency -Downtown Redev Proj
III
Tax allocation bonds, Series 1984