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Home My WebLink About10 RECORDS DEST-CC OFFICE 08-05-08AGENDA REPORT MEETING DATE: AUGUST 5, 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. 08-54, authorizing the destruction of records in the possession of the City Clerk's Office. 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. The records listed in the attached Exhibit A have been carefully reviewed and eligible for destruction. Maria R. Huizar, Chief Deputy City Clerk RESOLUTION NO. 08-54 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 5th day of August, 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. 08-54 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 5th day of August, 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 PUBLIC RECORDS REQUESTS/SUBPOENAS - 2004 Date Requested Reguestor 1/8/04 Dana Smoot 1/14/04 Workers' Compensation Appeals Board (Chaves) (Subpoena) 2/11/04 Mercede Ghofli 2/18/04 Unisource Discovery (Ausencio Ramirez) (Subpoena) 2/9/04 Jennifer Kunz 2/19/04 Kathleen F. Seja (Subpoena) 2/23/04 Kathleen F. Seja (Subpoena) 2/24/04 Ranie Levens (Subpoena) 3/3/04 Unisource Discovery (Ausencio Ramirez) (Subpoena) 3/5/04 Workers' Compensation Appeals Board (Pacini) (Subpoena) 3/8/04 Marilyn Robinson 3/18/04 James B. Netzer, MAI 3/19/04 Deborah A. Kwast, Public Defender 3/30/04 Veda Afsahi, DDS 3/30/04 Dan Wooldridge 4/1/04 Workers' Compensation Appeals Board (Trinidad) (Subpoena) 4/12/04 Law Offices of R. Richard Farnell (Garcia) (Subpoena) 4/15/04 Michael Wyatt, Assessor's Office 4/22/04 Gloria Broming 4/22/04 Law Offices of R. Richard Farnell (Garcia) (Subpoena) 5/4/04 April Pollock 5/5/04 Edward Smith 5/11/04 Kate T. Rinaldi, Esq. (Seja) (Summons) 5/13/04 Dean Rona, Political Data, Inc. 5/26/04 Jackson, DeMarco, Peckenpaugh 5/28/04 Keven Tripi 6/9/04 Fritz J. Firman, Esq. (Partners Mort Group) (Subpoena) PUBLIC RECORDS REQUESTS/SUBPOENAS - 2004 Date Requested Reguestor 6/10/04 Dean R. Kitano (Subpoena) 6/16/04 CA AG, Bill Lockyer (Andros Mark Landscape) (Subpoena) 6/17/04 Caine M. Ceraolo 6/17/04 Sheriff-Coroner, O.C. 6/21/04 Ron Newton 6/22/04 Erika Koltavary 6/24/04 Thomas D. Reicher/Leticia Serrano 6/27/04 Leon B. Strahan 6/29/04 Bollington, Augustine & Chase 7/6/04 So Cal Labor/Management Operating Eng. Contract Compliance 7/6/04 Anthony Robin 7/13/04 Frank J. Valdez, Esq. 7/14/04 Dindo Carrillo, O.C. Sanitation Dist. 7/15/04 Joseph Kaneda, Esq. (Del Verde Comm Assn.) (Subpoena) 7/16/04 Sedgwick, Detert, Moran & Arnold LLP 7/29/04 Kevin M. Tripi, Esq. (To Matt West) (Subpoena) 8/3/04 Scott P. Fisher & Anna Carno 8/10/04 Dean R. Kitano (Subpoena) 8/30/04 Dean R. Kitano (Wilfert vs. Tront) (Subpoena) 9/1/04 Planning & Zoning Resource Corp 9/2/04 Paul Bender 9/7/04 Law Offices of Stanley Alari (Subpoena) 9/8/04 Vicki Lingenfelder 9/9/04 Kevin M. Tripi (Subpoena) 9/9/04 Case Re: Arther Kazuo Masaoka (Subpoena) 9/28/04 Frank J. Valdez, Esq. (Subpoena) 10/5/04 Naomi Ngoka/Planning & Zoning Res Corp 10/7/04 To: Mario Medina (Subpoena) 10/7/04 Serge Tomassian, Esq. (Segerstrom vs Andros) (Subpoena) 10/7/04 Serge Tomassian, Esq. (Segerstrom vs Andros) (Subpoena) 10/7/04 Serge Tomassian, Esq. (Segerstrom vs Andros) (Subpoena) 10/11/04 To: Khqawh Q. Nguyen (Subpoena) PUBLIC RECORDS REQUESTS/SUBPOENAS - 2004 Date Requested Reguestor 10/11/04 Gaetano Salomone 10/11 /04 Robert M. Beggs 10/11/04 Robert M. Beggs 10/12/04 Robert M. Beggs 10/12/04 Michael J. Mack, Esq. 10/13/04 Christopher M. Mott 10/13/04 Robert M. Beggs 10/14/04 Robert M. Beggs 10/14/04 Robert M. Beggs 10/14/04 Michael J. Mack (Mc Niff) 10/15/04 Michael A. Morris, Esq. (Maddox) (Subpoena) 10-19-04 Gary L. Sinolin 10/26/04 Nina Marino 10/29/04 Peter Holzer, Attorney at Law 11 /3/04 Robert Beggs 11 /8/04 Robert Beggs 11/8/04 Scott Field, Asst. City Atty for Huntington Beach (Summons) 11 /8/04 To: TPD (Rojas) (Summons) 11/24/04 Robert Beggs 11/30/04 Shaun Setareh, Esq. 12/1/04 To: TPD (Kassan) (Motion for preclusion of testimony) 12/7/04 Robert Beggs 12/9/04 Samir Chaudhari 12/8/04 Tammy Martin EXPIRED AGREEMENTS-CONTRACTS AND BID PACKETS EXPIRED / COMPLETED COMPANY NAME DESCRIPTION OF PROJECT 1998 Black & Veatch 2004 ATSC 2/5/2004 All American Asphalt Design of Main Street Juvenile Referrals Main St./Bryan Ave Rehab EXPIRED AGREEMENTS-CONTRACTS AND BID PACKETS EXPIRED / COMPLETED COMPANY NAME DESCRIPTION OF PROJECT 6/30/2001 All American Asphalt Apex Printing & Business 2004 Systems 6/30/1999 Berryman & Hennigar Inc 2002 9/20/2004 2003 6/30/2002 4/19/1994 6/30/2004 12/31 /2003 1996 Brandman, Michael & Assoc Brea, City of Computer Connections J&SSignCo O.C. Newport Ave Resurfacing O.C. Resurfacing O.C. Resurfacing O.C. Asphalt Overlay 1999 IWA Engineers 1989 Hydro Conduit Corp Municipal resources 2000 Consultants Nielsen Merksamer 6/30/2004 Parrenetto, et al Ninyo & Moore - 2001 Consultants 12/13/2002 Don LaForce Assoc., Inc. 6/1/2004 Ecology Const., Inc. 2001 Harris & Assoc., Consultant 2002 Norris-Repke, Inc. 2003 Purkiss rose - RSI 2003 Psomas 10/22/2001 Planning Center 7/22/2002 R. J. Noble Co. 1999 Rosen & Associates Annual Street & Alley Repair Parks & Rec Quarterly Brochure Consultants-Insp, Grading, Infrastructure & Landscape Review Consultants-Tustin Ranch Road Ext. (CIP 7100) Mobil Data System User Agreement Service Support Annual Citywide Marking & Striping 17th St to Wass Ave Redhill & Santa Clarita Red Hill & Irvine Medford Ave/Prospect Ave Consultants/Final design for Red Hill Widening Proj Reinforced Concrete Pipe to Tustin Auto Center Sales Tax Audit Services Legal Advocacy Services Site Assessment @ 1472 Service Road Install Automatic Door (CIP 1032) Pioneer Road Park Design Walnut Avenue Rehabilitation Main St./Bryan Ave Rehab (CIP 7163 - 7167) Consultant/Centennial Park Renovation Consultant/Urban Water Management Plan Housing Element Preparation Annual Pavement/Gutter Maintenance Preparation of Affordable Housing Strategy EXPIRED AGREEMENTS-CONTRACTS AND BID PACKETS EXPIRED / COMPLETED 7/22/2004 2004 2004 2004 COMPANY NAME Sequel Contractors Tetra Tech, Inc. Tustin Tennis Club U. S. Communities DESCRIPTION OF PROJECT 2004 United Storm Water, Inc 1/27/2004 Virzi Construction 12/31/2002 Wave Imaging Corp Fair Housing Council of 2000 O.C. 6/30/2000 Great Western Reclamation 11 /20/2003 Linda Demmers 12/31/2004 AGENDA PACKETS Bid Packets: Main St./Bryan Ave Rehab Pioneer Road Park Annual Pavement/Gutter Mntnce 01/02 Annual Pavement/Gutter Mntnce 03/04 Hydraulic Hammer 02/03 Well Portable Generators 2002 Reiected Bids Annual Major Pavement Maintenance Zone 3 Emergency Interconnect Agreement Purchasing Program Environmental Svcs for Mtnce of Catch Basin Inserts Rehab 301-307 EI Camino Real Imaging System CDBG 99/00 Grant Library Consultant January through December 2004 Agendas and Agenda Reports EXPIRED AGREEMENTS-CONTRACTS AND BID PACKETS EXPIRED / COMPLETED COMPANY NAME DESCRIPTION OF PROJECT APPROVE BY: Play Struct, Child Care Program/Lambent Sch '86 PD, Outside Expansion / Storage Area '86 aria R. Huizar ate Chief Deputy City Clerk DESTROYED BY: CONSENT: Doug Holland Date City Attorney Marcia Brown Date Administrative Secretary