HomeMy WebLinkAbout09 DESTRUCTION OF RECORDS-CC 01-02-08AGENDA REPORT
MEETING DATE: JANUARY 2, 2008
TO: WILLIAM HUSTON, CITY MANAGER
FROM: OFFICE OF THE CITY CLERK
SUBJECT: DESTRUCTION OF RECORDS -CITY CLERK'S OFFICE
SUMMARY:
Resolution No. 01-91, the Record Retention/Disposition Schedule, permits destruction
of records and documents which meet certain criteria with the approval of the City
Attorney and the City Council.
RECOMMENDATION:
Adopt Resolution No. 08-07, authorizing the destruction of records in the possession of
the City Clerk.
FISCAL IMPACT:
None.
BACKGROUND:
Tustin Resolution No. 01-91 authorizes the destruction of City records, documents, and
papers upon the approval of the City Council and the written consent of the City
Attorney, provided that those records are not included within certain specified
categories.
Maria R. Huizar,
Chief Deputy City Clerk
RESOLUTION NO. 08-07
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUSTIN, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN CITY RECORDS AND
PAPERS IN THE POSSESSION OF THE CITY CLERK OF
THE CITY OF TUSTIN NO LONGER REQUIRED FOR THE
CONDUCT OF CITY BUSINESS, PURSUANT TO THE
AUTHORITY GRANTED BY THE CITY OF TUSTIN'S
RECORDS RETENTION SCHEDULE
WHEREAS, the City of Tustin Records Retention Schedule adopted by the City
Council by Resolution No. 01-91 on September 17, 2001, authorizes the destruction of
City documents and audio recordings upon the approval of the legislative body of the
City, and with the written consent of the City Attorney, provided that said records are not
included within certain specified categories; and
WHEREAS, the City Clerk of the City of Tustin has requested authority to destroy
certain documents which are not included within said categories of documents of the
City of Tustin Records Retention Schedule; and
WHEREAS, all of the documents listed in the attached Exhibit A were prepared
on a date at least two years prior to the date of this resolution; and
WHEREAS, the described documents listed in Exhibit A is occupying space
needed by the City Clerk of the City of Tustin; and have determined that none of the
described documents have sufficient value to justify retention; and
WHEREAS, the City Attorney hereby gives written consent to the destruction of
the described documents listed in Exhibit A.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN,
CALIFORNIA, does hereby resolve as follows:
SECTION 1: That the following documents are no longer required by the City of
Tustin and should be destroyed in order to conserve storage space in the offices of the
City of Tustin. Said documents and papers are described in the attached Exhibit A.
SECTION 2: That the proper official of the City of Tustin having custody of the
above described documents is hereby authorized to destroy said documents in a lawful
manner, as scheduled.
SECTION 3: That upon destruction of the aforementioned and described
documents, a certificate of destruction shall be executed as to the documents destroyed
and the original certificate of destruction filed in the Office of the City Clerk.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Tustin on the 2nd day of January, 2008.
JERRY AMANTE,
Mayor
PAMELA STOKER
City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
I, Pamela Stoker, City Clerk and ex-officio Clerk of the City Council of the City of Tustin,
California, do hereby certify that the whole number of the members of the City Council of
the City of Tustin is five; that the above and foregoing Resolution No. 08-07 was duly
passed and adopted at a regular meeting of the Tustin City Council, held on the 2nd day of
January, 2008, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
CITY CLERK
CITY OF TUSTIN
OBSOLETE RECORDS DESTRUCTION LIST
CITY CLERK'S OFFICE
EXHIBIT A
EXPIRED AGREEMENTS
EXPIRATION/ COMPANY NAME DESCRIPTION OF PROJECT
COMP DATE
2/22/2001 ASL ENGINEERS
7/3/2003 BEN'S ASPHALT
12/22/2000 BLUE BIRD TOWING
10/15/2003 CALIF SHOPPING CART RETRIEVAL
12/31 /2001 CALTRAN S
10/31/2003 CARROLLO ENGINEERS, P.C.
12/30/2002 CRANE ARCHITECTURAL GROUP
12/31/2002 DIEHL, EVANS & CO.
3/2/2003 ECOLOGY CONSTRUCTION
8/19/2002 EXCEL PAVING
6/30/1999 FAIR HSG COUNCIL OF O.C. (CDBG)
6/30/1999 FEEDBACK FOUNDATION (CDBG)
GODDARD CLAUSSEN PORTER
12/31 /2001 NOVELLI
4/25/2002 INSPECTION ENGINEERING CONST
7/7/2003 KDC, INC. (DBA DYNALECTRIC)
7/21/2003 KDC, INC. (DBA DYNALECTRIC)
1990 KEITH COMPANIES
6/30/2003 L & N UNIFORM
3/7/2003 LANCO LANDSCAPE
3/17/2003 LANCO LANDSCAPE
11/19/2003 LEHMAN CONSTRUCTION, INC
6/25/1905 LZA TECH
12/31/1998 MACDONALD STEPHENS ENGINEERS
3/31/2003 MALIBU PACIFIC TENNIS COURT, INC
INTERIM WATER MANAGER
AGREEMENT
ANNUAL SIDEWALK, CURB, GUTTER
REPAIR (W/BIDS)
P.D. TOWING SERVICES
CART RETRIEVAL AGREEMENT
RED HILL PAVEMENT REHAB CIP 7124
EMERGENCY RESPONSE PLAN
TUSTIN AREA SENIOR CENTER
EXPANSION
OUTSIDE AUDITORS
OLD TOWN STREETSCAPE (WITH
BIDS)
EDINGER WIDENING (WITH BIDS)
FAIR HOUSING EDUCATION &
COUNSELING
SENIOR MEALS AT THE SENIOR
CENTER
PUBLIC RELATIONS/PUBLIC AFFAIRS
SERVICES
TRAFFIC SIGNAL MODIFICATIONS
TRAFFIC SIGNAL MODIFICATIONS
(WITH BIDS)
RED HILL TRAFFIC SIGNAL
MODIFICATION CIP 4062
CONSULTANT -TUSTIN RANCH
ENGINEERING
UNIFORM RENTAL & LAUNDRY
WICK IRRIGATION SYSTEM
MAINTENANCE SVCS/GENERAL FUND
AREAS
COLUMBUS TUSTIN PARK
RENOVATION (WITH BIDS)
ENGINEERING SVCS -CIVIC CTR
PARKING FACILITY
UPGRADE EXISTING WELL FACILITIES
HOCKEY RINK RESURFACING (WITH
BIDS)
EXPIRED AGREEMENTS
EXPIRATION/ COMPANY NAME DESCRIPTION OF PROJECT
COMP DATE
9/14/2002
12/31 /1991
6/30/1995
6/30/1998
6/30/1998
2/1 /2002
11 /1 /2002
6/30/2000
2/7/2002
9/1 /2003
6/25/2005
12/31 /1999
12/19/2003
6/23/1905
12/31/1999
12/31 /1999
12/31 /1999
5/5/2003
11 /5/2002
4/30/2002
6/30/2002
10/21 /2003
MC GANN, BOB CONSTRUCTION
MELAD & ASSOC.
MELAD & ASSOC.
MELAD & ASSOC.
O. C. DISTRICT ATTORNEY
PACIFIC BELL
PELICAN CENTER, LLC
PLANT CONTROL LANDSCAPE MTNCE
PREFERRED REAL ESTATE MGMNT
PUBLIC SERVICES EDUCATNAL
MATLS
PURKISS ROSE - RSI
R2H ENGINEERING
RADICH CONSTRUCTION
RBF CONSULTANTS
RDA $125,000 LOAN FROM CITY (#84-
28)
RDA $300,000 LOAN FROM CITY
RDA $375,000 LOAN FROM CITY (#86-
23)
RDA $500,000 LOAN FROM CITY
RDA $600,000 LOAN FROM CITY (#87-
25)
ROSENTHAL & ZIMMERMAN
SA ASSOCIATES
SLADE RICHARD C., & ASSOC.
SSC CONSTRUCTION
THIRTIETH STREET ARCHITECTS
TUSTIN COMMUNITY FOUNDATION
TUSTIN OLD TOWN ASSOCIATION
UNIQUE PERF. CONST
WEED ABATEMENT
BUILDING PLAN REVIEW &
INSPECTION SERVICES
BUILDING PLAN REVIEW &
INSPECTION SERVICES
BUILDING PLAN REVIEW &
INSPECTION SERVICES
PROSECUTION SERVICES
AGREEMENT
TELECOMMUNICATIONS SYSTEM
NEGOTIATE FOR UTT JUICE
PROPERTY
LANDSCAPE &MTNCE -GENERAL
FUND AREAS
PROPERTY MANAGEMENT SVCS-
MCAS
LEASE AGREEMENT-CD/ROM FOR
ROP TEACHING
ARCH DESIGN SVCS -FRONTIER
SKATE PARK
STRUCTURAL ANALYSIS-FOOTHILL,
SIMON & RAWLINGS
IRVINE BLVD. STORM DRAIN PROJECT
(WITH BIDS)
OLD TOWN STREETSCAPE
APPROVED 6/18/1984
APPROVED 6/6/1988
APPROVED 6/2/1986
APPROVED 6/18/1990 -CENTRAL
PROJECT AREA
APPROVED 6/1/1987
EL TORO PLANNING AUTHORITY VS
ORANGE COUNTY
DESIGN REPLACEMENT WATER
MAINS #600137
DESIGN MAIN ST. WELL #4-PROJ
600103
MAIN STREET FACILITIES
IMPROVEMENT (WITH BIDS)
CONSULT FOR LIBRARY EXPANSION
LEASE AT TUSTIN FAMILY & YOUTH
CENTER
RDA ACTIVITIES GRANT
COMMUNITY CENTER ACCOUSTICAL
IMP (WITH BIDS)
EXPIRED AGREEMENTS
EXPIRATION/ COMPANY NAME DESCRIPTION OF PROJECT
COMP DATE
1/16/2003 UNITED STORM WATER
VALLEY CREST LANDSCAPE, INC
VALLEY CREST LANDSCAPE, INC.
12/31/2001 VOLZ, DAVID LANDSCAPE DESIGN
12/31/1999 WESTERN MEDICAL CENTER
12/31/2001 WIELAND ASSOCIATES
12/31/1997 WILLIAM OLSON
WOMEN'S TRANSITIONAL LIVING
9/30/2001 CNTR
CATCH BASIN INSERT PROJECT (WITH
BIDS)
ESC AGMNT 8/6/91-CONST OF
COLUMBUS TUSTIN PARK
ESC AGMNT 8/6/913/25/92-CONST OF
LAUREL GLEN PARK
C. TUSTIN BALLFIELD RENOVATION -
PROJ 2048
P.D. PHYSICALS (DATED IN 1988)
ACOUSTICAL CONSULTANT/NOISE
MEASUREMENT
DEMO OF CASE SWAYNE BUILDING
OPERATIONAL AGREEMENT
APPROVE BY: CONSENT:
Maria R. Huizar Date Doug Holland Date
Chief Deputy City Clerk City Attorney
DESTROYED BY:
Marcia Brown Date
Administrative Secretary