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Home My WebLink About89-092005 RESOLUTION NO. 89-092 REL:mb(18 9/12/89 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING THE DESTRUCTION OF CERTAIN RECORDS IN THE FINANCE AND MANAGEMENT SERVICES AGENCY. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA that the destruction by the Executive Director of Finance and Management Services of those certain records set forth in Exhibit A, attached hereto and incorporated herein, is hereby approved, in accordance with Government Code Section 34090. ADOPTED this ]8th day of September , 1989. ATTEST: Mayor ~lerk of the Coundil / COUNCILMEMBERS: Young Ave Acosta A,¥e Griset Absent May Aye McGuigan Aye Norton Aye Pulido Aye APPROVED AS TO FORM: Edward J.~ C~op~r City Attorney?--' , i A~OtJNTIM~ DIVI~IOM SUBJECT Accident Notices Accounts Payable Reconciliations Accounts Payable Reconciliation (Working Documents - ledgers> Accounts Receivable, Unpaid & Taken to Small Claims Court Adjustments to Fund 75 (Working Ledgers> Analysis of Property Taxes Received Appropriation Adjustments Bodily Injury/Property Damage Reports California 1st Bank Trust Department~ Revenue Fund Files California 1st Bank, Bank Retirement Trustee Reports~ City Hall Revenue California 1st Bank Trust Statements, OCCCA Revenue Fund California State Files Annual Financial Report (Working Papers) Civic Center Maintenance State Centrolle~ (Annual Report to SC & Working Papers> Sales & Use Tax Files Recreation & Parks Reorganization Files (Ledgers) Ledgers on Public Construction Water Revenue Bond Files Water O~dinance Study File Capital Assets Update Capital Assets Working File DATE 1975 FY 78-79 thru 80-81 1981-84 1972 & Prior 1975 19&O-&1 thru 77-78 1972-80 1972-75 197&-77 1979-80 1980-85 FY 72-75 197&-78 FY 74-75 to~ 77-78 19&&-78 1977 19&2-67,1974 1964-70 1977,1979 1972 Ki:.-bULdi £Uii ilU. iJ~J-U~,: PAGE 2 OO8 Capital Property Inventory Centrex System Review CETA Contracts CETA Files'(Monthly Invoices) CETA Subagent Agreements CETA Subagent & Grant Files (Ledgers) City Hall Contractor File, J. B. Allen & Co. Claims for Damages Contracts, Completed Correspondence File, Accounting Manager (Charles Brown) Cost Reconciliations CRA Residential Mortgage Revenue Bonds (Notification to Agency, Escrow, Title Company forms) CRA Residential Mortgage Revenue Bonds, Issue 1981 -Loan to Lenders Requisitions CRA Tax Allocation Bonds, 1st Interstate Bank Trustee Statements Daily Computer Logs Damage Claim with California Emergency Services for City Hall Damage (Audited 1985) Data Entry Punch Cards Data Processing Costs Chargeable to Other Departments DATE 1977 & Prior 1970 Completed 1980 1978-80 Completed FY 79-80 1981 1972 1972-74 1984 & Prior 1985-85 FY 77-78 thru 82-85 1981-85 1985 FY 81-82 82-85 1972-75 1975 1974 FY 75-7& 7&-77 84-85 RESOLUTION 89-092 PAGE 3 009 SUBJECT DATE Depreciation Report, PWA 1971 Direct Payment Vouchers 1984 & Prior Equipment Cost Summary FY 78-79 Equipment Records 1952-80 Finance ~ Fund 11-~52-141 19&2-&5 Finance - List of Accounts Receivable 19&8 Finance Tree Bills 1964-&5 Fund Reports Projects 19&4-&5 General Ledger Adds and Changes FY 81-82 82-85 85-8& 1980 General Ledger, SA Towers Account #108-152, Ckg Account #08-999-929 General Ledger, Section B, Account #108-156,Ckg Account #08-999-910 Grants, Completed ... EDA Grants Geo Coding Grant (HUD) Federal Disaster Assistance Grant Drinking Driver Team Grant (California Traffic Safety Office) HUD Open Space Program Burglary Prevention Inde~ Community Team Policing Santa Ana Major Diversion Grant Computerized Comput Command & Control Grant Juvenile Justice Grant Paraprofessional Response Team Grant Auto Theft File A-122275 Consolidated Records System A-2099-75 Crime Specific Borg A-940-72 Narcotics Inde~ Traffic Safety Traffic Accident Control 157508 North Western Grant 157516 1980 Expired 1980 & Prior i I R._. .ol; ~-092 Housing Authority Audit Report (Issue Slips for Report) Housing Authority Accounting Journal (Miscellaneous Correspondence) Press Releases CapitaI Assets Worksheets Statistical Report Worksheets Miscellaneous Files (Memos, Blank Forms, Ledger Sheets) Ledger Sheets Section 25 Revised Section 8 Existing Section 25 Copies of Ledgers (Working File) HUD Management Review Insurance Administrators, Kautz & Company, Worksheets Insurance Claims Files Insurance Distribution Auto Liability Interfund Transfers Invoices IRS Forms 1096 Journal, Sec B Account #108-15&, Ckg Account 1980 #08-999-910 Leased Vehicles Listing Leases, Expired Ledger Sheets by Company Ledgers Santa Ana Towers Account #108-152 Account #08-999-929 Liability Insurance Files, Correspondence MAR, Charge Slips MAR, Closed DATE 1985 FY 81-82 FY 82--85 FY 81-82 June 1977 June 1977 1977 1981 1975-77 1971 & Prior 19&l-7& 1974-85 19&&-71 1964-79 1980 1979 Expired 1975 & PrioP 1970 & Prior 1980 1975 1981 1985 & Prior PAGE 5 .. 2' 0]1.1 SUBJECT DATE MAR by Customer PY 78-7~ MAR, Edit Proo~ 1~85 MAR, Including Deposit Slips FY 84-85 & Checks (Xerox Copies) MAR, Ledger Update by Fund MAR, Payments MAR, Transaction Sheets MARs, Uncollectible MAR, Written-off Outside Collection Miscellaneous Income, Form 109~ Notice of Accounts Receivable Charges Notice to Finance o~ Billing Cancellation or Adjustment Notice to Finance Department to Enter Accounts Receivable Charges OC Civic Center Authority Contracts CC Civic Center Correspondence Files CC Property Tax Statements Pacific Coast Administrators Cancelled Checks, E1 Dorado Bank Paramedic Services Statements 1~84 (Fire Department Copy) Paramedic Billing Paramedic Billing: Paramedic Billing: Paramedic Billing: Edit Lists Paramedic Billing: File Paramedic Billing: Cancelled Checks Collections Paid Collections- FY 85-84 1~82-85 1984-8& Credit Adjustments 1984 1978 1~80-85 1984 & Prior 1~71-72 1982 & Prior 1982-84 1985-84 1985 & Prior 1978 & Prior 1972-75 1984 & Prior Correspondence 1982 LU]'iON ~,-092 6 SUBJECT DATE Paramedic Billing: Credit-Debit 1984 Adjustment Paramedic Billing: End of Day Detail 1984-85 Paramedic Billing: Errors on Claims i984 Paramedic Billing: Explanation of 1985-85 Medicare Benefits Paramedic Billing: MAR Forms FY 85-84 Transaction Sheets Paramedic Billing: Medi-Cal MMIS 1985-86 Paramedic Billing: Medical Claims 1982-85 Paramedic Billing: Occurrence Reports 1984 Paramedic Billing: Orange County 1982 Paramedic Report Paramedic Billing: Orange County 1982-85 Paramedic Report on Collections Paid Paramedic Billing: Professional/ 1982-85 Supplier Claim Form Paramedic Billing: Refunds 1984 Paramedic Billing: Request for 1982-84 Medicare Payments Paramedic Billing: SA Emergency 1984-85 Medical Services Paramedic Billing: Santa Ana-Tustin Community Hospital Accounts Receivable Paramedic Billing: Paramedic 1982-85 Transport Fees Paid Paramedic Billing: Uncollectible FY 85-86 Accounts Parking Claim Tickets 1985 PEP Information File (Correspondence 1975 from US Department of Labor) 1979 & Prior ,ESOLUT O 89-02 - '013 PAGE 7 'i , SUBJECT Permits, Accounting Copy Building Electrical Heating Plumbing Projects, Completed Public Nuisance Abatement for Quigley Lane Purchase Orders - Claim Vouchers Residential Mortgage Revenue Bonds 1980-81 Issues Citizen Savings Reports on RMRB Security Pacific National Bank Trustee Statements 1st Nationwide Trustee Statements Residential Mortgage Revenue Bonds 1980 - Individual Delinquency Reports Revenue Confirmation Letters Revenue & Expenditure Report (handwritten log) Revenue Ledger Adds and Changes Revenue Sharing Status Reports Sale of Surplus Real Property Southern California 1st National Bank Trustee Reports, OCCCA Escrow, City Hall Construction Fund State Building Construction Fund, Bank of America, Requisitions for Payment from OCCCA State Building Revenue Bond Fund Reports, Bank of America DATE 1967-69 Completed 1984 & Prior Completed 1980 1982 & Prior FY 81-82 FY 82-85 PY 81-82 FY 82-85 FY 82-85 1981 1981-82 FY 81-82 82-85 PY 85-84 84-85 197~-80 197&-77 1975 & Prio~ 1978 & Prior 1980 R~S[q. ilIO:i 8~-092 SUBJECT State Mandated Costs (Reimbursement for costs of legislative programs mandated on local government -- letters from state claims) Street Reports (Working File) Supporting Documents for Audit Title VI Record of Payments Title I & VI Payroll Reconciliation User Use Fuel Tax Return File Utility Files Work Order Conversion from 51,000 to 50,000 numbers Workers' Compen'sation Account Receipts Workers' Compensation Administrator, Fred S. James, Payment Authorizations Workers' Compensation Cancelled Checks - UWACO & SAWC Workers' Compensation UWACO Bank Reconciliations DATE 1974-77 1970-71 1974-75 FY 71-72 FY 78-79 FY 78-79 1972-75 1975 1980 & Prior 1978 1977-80 1976-80 1981-84 1977-84 RESOLUTION 89-092 P^GE 9 PURCHA$IN8 DIVISIQN SUBJECT Appraisal Files, General Bid Deposits Central Services Issue Slips Central Services Requisitions ~or Duplicating Central Services Supplies Inventory Furniture Needs Ne~ City Hall Property Transaction Request Forms Stores Inventory Procedure DATE 1970-75 FY 81-82 198& & Prior 198& & Prior 1979 & Prior 1972 1972-75 196& 1978 F, SOL i TREASURY DIVIBIQN SUBJECT Applications for Municipal License Applications ~or Water Service A~sessment District Files AD # 197-199 201-204 215 218 220 221 227 229 Downtown Promotional District Vehicle Parking District #1 Bank Deposit Tickets Bank Reconciliations Bench Permits Building Safety Receipts Bt=~iness License Tax Receipts, Department Copy Business License Tax Receipts, Voids Department Copy Cancelled Checks, Bank of America Cancelled Checks, 1st Western Bank Cancelled Checks~ Security 1st Natienal Bank Caqcelled Checks~ United California Bank Court Fines, Non-Traffic · D~ily Cash & Bank Balance DATE 1970-72 1~72-7~ C~mpleted 197&-78 FY 78-79 thru 82-85 Expired 1981 & Prior 1974 Expired 1985 & Prior 1980 1975-7& 1980-81 1964-65 1968-69 1965-67 FY 79-80 1977-82 .ESOLUT O, 89-092 017 PAGE 11 ~ ' SUBOECT Dog License Renewal Fees DPW Refuse Collection Billings Fire Hydrant Permits Fund 97~ Completed House Moving Permits Interfund Transactions License Tax Receipts List o{ Cancelled IBM & Treasury Checks Miscellaneous A~counts Receivable (Treasury Copy~ Miscellaneous Cash Transactions Miscellaneous Fees File Miscellaneous Receipts (Auction) Treasury Copy Miscellaneous Receipts (Bicycle Rene~als~ Occupancy Tax) Treasury Copy Miscellaneous Receipts by Subject Allotment of Real Property Tax Blue Cross & SA-Tustin Communi[y Hospital Cou~t Fines, Non-T~affic Food Concession at Stadium Fund 97 Gas Tax Apportionment Parking District #1/Parking Co. of America Property Tax Rive~view Gold Sales Tax State of California US Treasury/Revenue Sha~ing Utility Users Tax 1975-77 1~80 & Prior 19&2-70 Expired 1981 & Prior 19&5-72 1970-72 1970-75 1982 & Prior 1971-76 19&O,19&5-~4 1971 1976 197~ FY 80-81 FY 80-81 0'1 ~ I0:~ ~i-092 PAGL 12 SUBJECT Miscellaneous Receipts (False Alarm Penalty Assessments) Treasury Copy Nokices to Customers of Checks ~eturned by Bank Paid Library Bonds & Coupons Permits ... Puilding Eiectrical Heating Plumbing Recreation & park Pool Deposits R~creation & Park Zoo Cashier's Statements Refund and/or Transfer Warrants Refund Warrants - Miscellaneous Rubbish and Trash Correspondence Santa Ana City Local Economic Development Corporation Files ... Bank of America Statements Unused Checks Wells Fargo Bank Statements Street Work Permits Tellers Daily Cash Reports Traffic Collision Reports Transient Occupancy Tax Returns Transportation Permits Treasurer's Daily Cash Envelopes Treasurer's Daily Reports Treasury Files by Account - Sales Tax, Gas Tax, Real Property Allotment 1981-84 197~-77 1958-70 FY 82-85 FY 80-81 19~8-82 1981 & Prior 19&4-&5 1981 1978 & Prior FY B0-85 & Prior 1979 1971-77 Expired 1~82 & Prior 1982 & Prior FY 82-85 & 'Prior FY 79-80 PAGE 13 019 SUBJECT Treasury Files on Deposit Refunds by Department Utility Tax File DATE 1981 & Prior 1~71 1971-81