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Home My WebLink About04-32 - Authorizing Records Destruction for Finance Department Pursuant to ORD 75-60RESOLUTION NO. 04-32 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 15"' 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 17" day of May, 2004. ATTEST: 0--� .L 'ti- 1 6 Deput City Clerk of the City of Costa Mesa M the P ity of Costa Mesa APPROVED AS TO FORM City Attorney STATE OF CALIFORNIA) COUNTY OF ORANGE ) ss. 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 certifies that the above and foregoing Resolution No. 04-32 was duly and regularlypassedand adopted by said City Council at a regular meeting thereof held on the 17 day of May, 2004, by the following roll call vote: AYES: Mansoor, Cowan, Steel, SCheafer NOES: None ABSENT: Monahan IN WITNESS WHEREOF, I have hereby set my hand and affixed the Seal of the City of Costa Mesa this 18� day of May, 2004. Deputy ity Clerk and ex -officio Clerk of the City Council of the City of Costa Mesa FMENAMD: PUROf UG Requatfor City Atmmeys appmvalfor degnwfim& (��s Finmtt/PusohasfltecnrG. Due Marek 312004 Depmtmem Name Diremorof Finanttof A�v �r ✓ Formal Did Dommmt Filen ✓h mory Material Edit mpom Id legacy ✓ Inventory Material Update Rep oldkgacy ✓ warehouse Requisition J Re«M gDacummu Purc Orders ✓ Invmtury Suvuuazyby A=mt Adkg ✓ mvmtosrA =Disuiburion Rpt -legacy d Su%la,f Spit rYco•� Jw 30,199] and prior June 30, 1997 and prior June 30, 1997 andprim J. 30,1997 and poor J. 30, 1991 and prior June 30, IM and prior June 30, 1997 and prior June 30, 1997 and prim 961— Joh 149 7 cl-1/1-101, Approval gravtedby/// Ctiry Attorney Lt/�11/-// FB.ENAME: ACCOUNTING Reques[for City Attorneys appmvil for deswetion of Finance/Accouotieg Records. Date Martis 31,2004 Depastmeat Name Diree me of Finance Appros Bari Statements for All Bad Aaomas BI 1996/97 Fisoat Year Statements Warrens/Checks for All Ba�Aaoants M 1996/97 Fiscal Year Warmob/Clsttks BaNs Amount Reconciliations &Check lists IN 1996/97 Fiseal Year Reconciliations and Computer Check Listings Warram Regstm N 1996/97 Fiscal Year Warrant Reguma General Journal Report N 1996/97 Final Year General Joumil Ledgers N 1996/9] Fiscal Year Journal Vmolier Detail N 19961W Back-up Journal Vouchers Inventory Amount Disn. N 1996/97 Fiscal Year Vehicle Cost Report N 1996/97 Fiscal Year FiaMAsset Report N 1996/97 Additions & deledoos to Fixed Asses (Reports #PADFA005, PADFA025) AvemW Daily Cash Balanse N 1996/97 Fisnl Year Rep= Appordomnedeflatercrt N 1996/97 JVambiekupcalcutadors Daily Register &Cam, Reports N 1996/97 Tolls of Cash Receipts Finance Demands -dmidt fisW year N 1996/97 FaoimBe of CiWs Accounts Payable Checks with back-up Moodys Invertors S N 1996 Update report and back-up details Census-Amsual Smveyof Gott Employment N 1996 Report and ba pdetail Cevsus-Survey ofl.ocillY Admin Retire Syst. N 1996 Report and back-up detail Siler & Use Tax N 1996 Arcual Report Weed Abatmn nt N 1996/97 Cort Records Figures for Municipal Liability (hcamname N 1996 Report and back-up detail Time Slices N 1996 Employee N -week, sheets bsumnce Someary Reports N 1996 (Reports # 41, 42, 43, 44) Payroll Master File Barn¢ CMek N 1996/97 (Report CCPR ) Payroll Master Filo N 1997 Bi -weekly masters-(Repoet PPA609)(excluding calendar year cod) Payroll Reports - Mise. N IW7 State Compensation, Employees Assoc.: Credit Union, Charity, Deferred Camp., City Rcrir®m, P.E.R.S. Ded,scdon Report (Reports #NROI, NR02, 34R03, NR04, NR05, ITEM, NR50). Labor Duiribution N 1997 Central Ser. Pmjea Labor Analysis Report (Repeal #CLDBig) Quarterly Tax Reports for BLS and Stas N 1997 Quarterly returns W -2's&1099 Fours N 1997 City's copy/IRS Declaration Fonn/M Transmittal Statements Inventory Summary By Account-YrEnd N 1996/97 Report Grmto Perfoomme Report N 1996/97 Annual Report Vendor Register N 1996/97 Report Approval soared C ty Attomry FEENAME: TREASURY Request for City Attorneys Date M h31,200q Department Name Business Licerve Rerrewal Notices and Copies III Jove 30,1997 and prior oMm Licenses Stop Payment Revesu III Jove 30, 1997 and prior R mdgmitfornssforR ahm Depmib III Jove 30, 1997 and prim Business permits IB June 30,199] and prim lnvoices and invoice Requests III Jure 30,199] and poor Deck stubs avd deposit sobs III lune 30,199] and prior Assessmmt Duma Bond Registers, Coupons, III June 30,199] and poor orripb which have been paid or cancelled Juoc 30, 199] and poor Treasumh Receip" ID loot 30,19W and prior Golf Course Register Repom m Juoe30,1997andpoor Cash Receipt Rmords(indudes city pemsits N J. 30, 1997 and prior aMremittarKe advices from otber govern- June 30, 1997 aM poor menta agevdes) J. 30, 199] aM poor Avenge Daily Balance Repom v Jure 30, 1997 and poor Copies ofpmy Cash vouchers v June 30, 1"7 and prior Daily Cash Register Repom v June 30, 1997 aM prior Monthly Financia) Repom(' .&s Report, v June 30. IM avd poor Schcdade of lovestmerrt Report, Cash Re- June 30,199] and poor capitulation Rcpott). lune 30, 1991 zvd poor Accounts Reeeivabie suppomng iocurnemauon v June 30, 199) and poor Damien! Occupancy Tax records and v lune30,199yandpnor supporting documentation Approval gamed by City Avomey