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Home My WebLink About05-53 - Authorizing Records Destruction for Finance Department Pursuant to ORD 75-60RESOLUTION NO. 05-53 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 2"d day of August, 2005. ATTEST: Deputy Gr Clerk of thd City of Costa Mesa Mayor of the City of Costa Mesa APPROVED A,STO•FORM \ 7 /rd "� City Attorrfey 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. 05-53 was duly and regularly passed and adopted by said City Council at a regular meeting thereof held on the 2ntl day of August, 2005, by the following roll call vote: AYES: Mansoor, Monahan, Bever, Dixon, Foley NOES: None ABSENT: None IN WITNESS WHEREOF, I have hereby set my hand and affixed the Seal of the City of Costa Mesa this 3'" day of August, 2005. Deputy City Clerk and ex -officio Clerk of the City Council of the City of Costa Mesa FR NAME: ADMWISI VON Requot for City ARomeys approval for deatsmtian of F'nan../Admin Remrda, Department Name Council Agenda Reposn Treaameh Reports Chronological Files (Marc Ncken, Marc Davis and Carol Jambs) Defemed Comperwbon Statements m 1 June 30, 1999 and prior in I June 30, 1999 and prior V I June 30, 1999 and prior vi I June 30, 1999 and prior Approval gamed by City Attorney Ff,ENAME: ACCOUNTING Rerluert for City Attorneys approval for destruction of Finance/AccaunEng Reernds. Department Name Bank Statements For AB Bank Accounts llt 1998/99 Fiscal Year Statements Warrants/Checks for All Bank Account BI 1998/99 Fiscal Year Waneres/Checks Bank Account Reconcilletkate & Check Lieu In 1998/99 Fiscal Year Reconcilidicas and Computer Check Listings Warrant Registers IV 1998/99 Fiscal Year Warrant Register Genual Journal Reports N 1998/99 Fiscal Year Deranal Journal Ledger W 1998/99 Fiscal Year Journal Voucher Dent W 1998/99 Back-up Journal Voucher Inventory Amount Dun. N 1998/99 Fiscal Year Vehicle Cost Report W 1998/99 Fiscal Year Fixed Asset Report N 1998/99 Additions & deletions to Fixed Assets (Reports #PADFA005, PADFA025) Average Daily Cash Balance N 1998/99 Fiscal Year Reports Apportiorwentoflmereat N 1998/99 N and backup calculations Dad, Regiuer&Cash Reports N 1998/99 Totals of Cash Receipts Fhunce Demands - through final year N 1998/99 FaceimBe of City's Amounts Payable Cherks with back-up Moody, Investors Service N 1999 Update report and back-up details Cresue-Annual Survey of Cmvt Employment N Me Report and back-up detail Census-Survry of locally Admin Refire Syst. N 1999 Report and back-up detail Saks & Use Tax N 1999 Arcual Repent Weed Abatement N 1998/99 Cast Records Figures for Municipal Liability Queshonaim N 1999 Report and back-up small Time Sheen N 1999 Employee bi-weeley sheen Insurance Summary Reports W 1999 (Reports #41, 42, 43, 44) Payroll Master FJ, Balance Check N 1998/99 (Report CCPR 2) P.Mu Master Fila N 1999 Bi -weekly masters - (Report PPAB09)(excluding calendar year eM) Payroll Rcporo-Miss. N 1999 State Compensation, Employees Assoc.: Credit Union, Charity, Defaced Comp., City Retirement, P.E.R.S. Deduction Report (Reports #NROI, NR02, NRO3, NROq NR05, NR09, NR50). Labor Distribution N 1999 Central Ser. Peeped Labor Analysis Report (Report #CLOBI8) Quarterly Tax Reports for IRS and State N 1999 Quarterly returns W3's & IMF. N 1999 City's copy/IRS Derlarafien Form/W Transmittal Statements Inventory Summary By Amount -Yr End N 1998/99 Report Groove PMomranm Report N 1998/99 Annual Report Vendor Register N 1998/99 Report Approval granted by City Attorney FILENAME: TREASURY Request for City Attorneys approval for desuu rad of Department Name Business Littme Renewal Notices and Copies 0 June 30, 1999 and prior of Naw Lxenses Stop Payment Requests IB June 30,1999 and prior Revenue deposit farms for Reereation Deposita BI June 30, 1999 and prior Busincrs Permit III June 30, 1999 and prior Invokes and Invoke Requesta Ill June 30, 1999 and prior Check stubs and deposit stubs BI June 30, 1999 and prior Assessment Dania Bond Re"ous, Coupom, III June 30,1999 and prior temipt which have been paid or mncelled June 30, IM and prim Treasurers Receipts ID June 30, IM and prior Goll Course Regina Report III June 30,1999 sM prior Cash Receipt Remands (indudes city permit IV June 30, 1999 and prior and manodu ca advices from other 90vem- June 30, 1999 and prior mental rag^"es) June 30, 1999 and prior Average Dagy Balarsce Reports V June 30, 1999 and prior Copies of Perry Cash Vouchers V Jura 30, 1999 and prim Daily Cash Register Reports V June 30, 1999 and prior Monthly Fvumai Repom(Tocasures's Report, V June 30, 1999 and prior Schedule of Invesnnout Report, Cash Re June 30, 1999 and prior .Insulation Report). June 30, 1999 and prior Accts.. Receivable mpporling dommrnsarion V June 30, 1999 and prior Transom D panty Tax records and V June 30, 1999 and prior supporting documentation Approval granted by City Atromey FILENAME: BUDGET Request for Gty Attorneys approval for destmeion of , Approval granted by p Department et Rerords. Date J yam_ Cit3'AnarsKY Deparent Name AL Budget Manuals III June 30, 1999 and prior Original preparation manuals Budge Requests M June 30, 1999 and prior City deparwent submittals Extra Budget Books Ill June 30,1999 and prior Deparemem Budget Reports IV June 30, 1999 and prior Budget Reports N June 30, IM and prior Labor Distribution Reports IV June 30, 1999 and prior Work Management IV June 30,1999 and prior Budge Boob V June 30, 1999 and prior Line Item and Program Budget books Budget Information V June 30, 1999 and prior Work Unit Reports/Work Mgmt. Program V June 30, 1999 and prior Budget Worbheets & Prep Materials V June 30, 1999 and prim User Fees V June 30,1999 and prior FILENAME: PURCH SRIG _ Request for City Attorneys approval for destruction of APProval8amcd by Financeri mMaa' Rerords. Date y '..` CityAttor epName-Ill- ney Dartmrnt Name J Formal Bid Dominent Files II Juan 30, 1999 and prior Immucy Material Edit reportaold legacy N Jum 30, 1999 and prior Inventory Mattrial Update Reportsold legacy N June 30, 1999 and prior Warebouse Aapititions N June 30, 1999 and prior Receiving Dnmmmta N June 30, 1999 and prior Purchase Order N June 30, 1999 and prior Inventory Summary by Account -old legacy N June 30,1999 and niar Inventory Account Distribution Rpt -legacy N Jwa 30, 1999 and prior