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Home My WebLink About10-80 - Authorizing Records Destruction for Finance Department Pursuant to ORD 75-60RESOLUTION NO. 10-80 _ 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 HEREBY RESOLVES 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 or disposed of. PASSED AND ADOPTED this 7t" day of December, 2010. ATTEST: Julie Folcik, 6ity Clerk Mayor APPROVED AS TO FORM: r Kimberly Hall Barlow, City Attorney STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF COSTA MESA ) I, JULIE FOLCIK, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. 10-80 and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held -on -the 7t"- day of -December, -201-0 of-December,-201-0,-by-the-following-rolllcall-vote-,to-wit: AYES: COUNCIL MEMBERS: MONAHAN, RIGHEIMER, BEVER, FOLEY, LEECE NOES: COUNCIL MEMBERS: NONE ABSENT: COUNCIL MEMBERS: NONE IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this 8t" day of December, 2010. JULI OLCIK, CITY CLERK (SEAL) CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Treasury License Renewal Notices & Business Applications New License N 5 GC34090 June 30, 2005 and Prior " Business Permits, Firework Stand Apps. N 5 GC34090 June 30, 2005 and Prior " Invoice Requests N 5 GC34090 Juhe 30, 2005 and Prior " Deposit Stubs N 5 GC34090 June 30, 2005 and Prior Cash Receipt Records (includes city " permits & remittance advices from other N 5 GC34090 June 30, 2005 and Prior overnment agencies) Daily Bank Reports N 5 GC34090 June 30, 2005 and Prior Monthly Financial Reports (Schedule of " Investment, Treasurer's & Cash N 5 GC34090 June 30, 2005 and Prior Reca ulation Reports) Accounts Receivable supporting documentation N 5 GC34090 June 30, 2005 and Prior Transient Occupancy Tax records & supporting documents N 5 GC34090 June 30, 2005 and Prior " Daily Register & Cash reports N 5 GC34090 June 30, 2005 and Prior PT/DIV APPROVAL Note: Litigation, complaints, CITY ATTORNEY APPROVAL This document was prepared for the exclusive use of the City of Costa Mesa claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Accounting Bank Statements & Account Reconciliations for all Bank Accounts N 5 Admin June 30, 2005 and Prior Warrants/Check Copies for all Bank Accounts N 7 GC34090 June 30, 2003 and Prior " Warrant Registers Copies N 5 GC34090 June 30, 2005 and Prior " Fixed Asset Report N 5 GC34090 June 30, 2005 and Prior " Journal Vouchers — Backup N 7 GC34090 June 30, 2003 and Prior " Payroll Processing Report N 7 GC34090 June 30, 2003 and Prior " Timesheets N 7 GC34090 June 30, 2003 and Prior DEPT/DIV APPROVAL CITY ATTORNEY APPROVAL This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Administration Treasureir's Reports N 7 GC34090 June 30, 2003 and prior " Chronoloigical Files Marc Puckett N 7 GC34090 June 30, 2003 and prior " Deferred Compensation Statements N 7 GC34090 June 30, 2003 and prior DEPT/DIV APPROVAL Note: Litigation, complaints, E---7' CITY ATTORNEY APPROVAL Z-1-2LqL11�tj i This document was prepared for the exclusive use of the City of Costa Mesa claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. 0 CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Purchasing Formal Bid Document Files for supplies (Bids greater than $50,000) N 7 GC34090 June 30, 2003 and prior Formal Bid Documents for unsuccessful Finance/Purchasing or rejected formal bids for supplies N 2 GC34090 June 30, 2008 and prior (Bids greater than $50,000) Formal and Informal Documents for Finance/Purchasing services both unsuccessful or rejected N 2 GC34090 June 30, 2008 and prior bids Informal Bid Document Files for supplies Finance/Purchasing (Bids less than $25,000) including all N 2 GC34090 June 30, 2008 and prior awarded, unsuccessful and rejected bids Expired Annual Price Agreement Finance/Purchasing contracts Informal price quotations N 2 GC34090 June 30, 2008 and prior (Contracts less than $25,000) Finance/Purchasing Warehouse Requisitions N 7 GC34090 June 30, 2003 and prior Finance/Purchasing Receiving Documents N 7 GC34090 June 30, 2003 and prior Finance/Purchasing Purchase Orders N 7 GC34090 June 30, 2003 and prior Finance/Purchasing Warehouse Orders N 7 GC34090 June 30, 2003 and prior DEPT/DIV APPROVA CITY ATTORNEY APPROVAL )J-ze A—&') This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Budget Budget (Manuals N .7 GC34090 June 30, 2003 and Prior " Budget Requests N 7 GC34090 June 30, 2003 and Prior " Extra BuIdget Books I N 7 GC34090 June 30, 2003 and Prior " Labor Distribution Reports N 7 GC34090 June 30, 2003 and Prior Budget Worksheets & Prep Materials N 7 GC34090 June 30, 2003 and Prior " Budget li formation N 7 GC34090 June 30, 2003 and Prior DEPT/DIV APPROVAL CITY ATTORNEY APPROVAL , `' /6f14cJ This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. 0 0