HomeMy WebLinkAbout07 DEST OF RECORDS/HR 11-04-08Agenda Item 7
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r`~ ~~~~ T~~ Reviewed:
l~l REPORT City Manager
Finance Director NIA
~.
MEETING DATE: November 4, 2008
TO: WILLIAM HUSTON, CITY MANAGER
FROM: HUMAN RESOURCES DEPARTMENT
SUBJECT: DESTRUCTION OF RECORDS -HUMAN RESOURCES
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. The Human Resources Department is in the process of
purging old records that we are no longer required to retain pursuant to the City's
Record Retention Schedule.
RECOMMENDATION:
Adopt Resolution No. 08-75, authorizing the destruction of records no longer required in
the possession of the Director of Human Resources.
FISCAL IMPACT: NONE
BACKGROUND:
The Human Resources Department requests that consent be granted for destruction of
recruitment files, employment applications, and background files. 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.
I have reviewed the files proposed for destruction in accordance with the Records
Retention Schedule approved by the City Council on September 17, 2001 and the
proposed action complies with the Schedule.
~ ~ C~G~
Kristi Recchia
Director of Human Resources
S:\City Council Agenda Items\2008\Records Destruction Staff Report 11.4.08.doc
RESOLUTION NO. 08-75
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
HUMAN RESOURCES DEPARTMENT 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 Human Resources Director 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 are occupying
space needed by the Human Resources Department of the City of Tustin; and
WHEREAS, the Human Resources Director of the City of Tustin has
determined that none of the described records, documents, and papers have
sufficient value to justify retention; and
WHEREAS, the City Attorney hereby gives written consent to destroy the
hereinafter described records, documents, and papers 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 records, documents, and papers are no
longer required by the City of Tustin and should be destroyed to conserve
storage space in the offices of the City of Tustin. Said documents and papers
are described in the attached Exhibit A.
S:\City Council Agenda Items\2008\Records Destruction Reso 11.4.08.doc
SECTION 2: That the proper official of the City of Tustin having custody of
the above described records, documents and papers is hereby authorized to
destroy said records, documents, and papers in a lawful manner, as scheduled.
SECTION 3: That upon destruction of the aforementioned and described
records, documents, and papers 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 together with a copy of this Resolution.
PASSED AND ADOPTED at a regular meeting of the City Council of the
City of Tustin on the 4th day of November, 2008.
Jerry Amante
Mayor
ATTEST:
PAMELA STOKER
City Clerk
S:\City Council Agenda Items\2008\Records Destruction Reso 11.4.08.doc
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. 08-75 was duly passed and adopted at a regular meeting of the Tustin City
Council, held on the 4th day of November, 2008, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
CITY CLERK
S:\City Council Agenda Items\2008\Records Destruction Reso 11.4.08.doc
EXHIBIT A
Resolution No. 08-75
Destruction of Records
2001 -Destruction of Recruitment Files, Employment Applications and Background Files
Police Officer Lateral/Acad. Graduate 01-01
Police Reserve Officer 01-02
Recreation Leader (PT) 01-03
Payroll Specialist 01-04
Information Technology Specialist 01-05
Administrative Secretary - PD 01-06
Recreation Program Assistant 01-07
Maintenance Worker 01-08
Maintenance Lead Worker 01-09
Senior Management Analyst-Finance 01-10
Sr Redev Proj Mgr/Redev Proj Mgr 01-11
Receptionist/Clerk (PT) 01-12
Assistant Engineer 01-13
Account Clerk 01-14
Engineering Aide (CP) 01-15
Associate Engineer 01-16
Assistant Planner 01-17
Recreation Coordinator (CP) 01-18
Clerk Typist (PT) - PD 01-19
Communications Officer 01-20
Sr. HR Anafyst/HR Analyst 01-21
Code Enforcement Officer 01-22
Senior Center Van Driver 01-23
Building Technician 01-24
Communications Officer 01-25
Communications Officer- Per Diem 01-26
Plan Checker 01-27
Assistant Engineer 01-28
Recreation Aide 01-29
Maintenance Aide 01-30
Maintenance Worker 01-31
Water Services Manager 01-32
Senior IT Specialist 01-33
Code Enforcement Officer 01-34
Sr Redev Proj Mgr/Redev Proj Mgr 01-35
Police Recruit 01-36
Exhibit A -Resolution No. 08-75
Page 2 of 9
2002 -Destruction of Recruitment Files, Employment Applications and Background Files
Recreation Leader 02-03
Sports Field Maintenance Aide 02-04
Recreation Program Assistant 02-05
Police Support Specialist 02-06
Management Analyst (Water) 02-07
Recreation Leader B 02-08
Custodian 02-09
Receptionist 02-10
Senior HR Analyst/HR Analyst 02-11
Police Services Officer 02-12
Communications Officer 02-13
Senior Redevelopment Project Mgr/ 02-14
Redevelopment Proiect Manaaer
Maintenance Aide 02-15
Receptionist 02-16
Recreation Program Assistant 02-17
Communications Officer -Per Diem 02-18
Recreation Program Assistant 02-19
Senior HR Analyst/HR Analyst 02-20
Clerk Typist (part time) 02-21
Custodian (part time benefited) 02-22
Police Reserve Officer 02-23
Plan Checker 02-24
Recreation Supervisor 02-25
Police Support Specialist 02-26
Recreation Leader 02-27
Chief Deputy City Clerk 02-28
Police Captain -Promotional 02-29
Police Recruit 02-30
Police Lieutenant -Promotional 02-31
Police Sergeant -Promotional 02-32
S:\City Council Agenda Items\2008\Records Destruction Exb A 11.4.08.doc
Exhibit A -Resolution No. 08-75
Page 3 of 9
2003 -Destruction of Recruitment Files, Employment Applications and Background Files
Police Officer 03-01
Plan Checker 03-02
Property & Evidence Technician 03-03
Communications Officer 03-04
Associate Engineer 03-05
Recreation Leader 03-06
Equipment Operator-Water 03-07
Maintenance Worker 1-Water 03-08
Equipment Operator-Field (Promo) 03-09
Chief Deputy City Glerk 03-10
Senior HR Analyst/HR Analyst 03-11
Associate Planner 03-12
Maintenance Aide 03-13
Code Enforcement Officer 03-15
Police Recruit 03-16
Police Services Officer 03-17
Police Reserve Officer 03-18
Water Construction & Maint. Spvsr 03-19
Property & Evidence Tech (part-time) 03-20
Maintenance Worker 03-21
Recreation Leader 03-22
Recreation Program Assistant 03-23
Police Recruit 03-24
Administrative Secretary 03-25
Building Inspector 03-26
Maintenance Aide 03-27
Communications Officer II- Per Diem 03-28
Code Enforcement Officer 03-30
Information Technology Intern 03-31
S:\City Council Agenda Items\2008\Records Destruction Exb A 11.4.08.doc
Exhibit A -Resolution No. 08-75
Page 4 of 9
2004 -Destruction of Recruitment Files, Employment Applications and Background Files
Police Officer Lateral/Acad Grad 04-01
Police Reserve Officer 04-02
Water Maintenance Worker I/II 04-03
Lead Water Maintenance Worker 04-04
Recreation Leader 04-05
Communications Officer I/II 04-06
Sports Program Specialist 04-07
Principal Engineer 04-08
Recreation Program Assistant 04-09
Clerk Typist (PT) 04-10
Principal Planner 04-11
Police Support Specialist 04-12
Police Recruit 04-13
Communications Officer III -promo. 04-14
Water Equipment Operator 04-15
Principal/Associate Engineer (water) 04-16
Recreation Coordinator 04-17
Chief of Police (CPS) 04-18
Accounting Specialist 04-19
Administrative Secretary 04-20
Police Support Specialist 04-21
Water Services Manager 04-22
Planning Intern 04-23
Information Technology Intern 04-24
Communications Officer I/II 04-25
Asst Director of Community Devel. 04-26
Water Maintenance Worker I/II 04-27
Police Support Specialist 04-29
Administrative Secretary 04-30
Recreation Leader 04-31
Recreation Program Assistant 04-32
Police Sergeant (Promotional) 04-33
S:\City Council Agenda Items\2008\Records Destruction Exb A 11.4.08.doc
Exhibit A -Resolution No. 08-75
Page 5 of 9
2005 -Destruction of Recruitment Files, Employment Applications and Background Files
Police Officer Latera/Academy Grad 05-01
Police Reserve Officer 05-02
Business License Technician 05-03
Senior Planner 05-04
Information Technology Intern 05-05
Human Resources Analyst 05-06
Police Support Specialist 05-08
Recreation Leader 05-09
Recreation Leader (re-opened) 05-09
Office Support Specialist 05-10
Police Services Officer 1.11.111 05-11
Communications Officer 1.11.111 05-12
Administrative Secretary 05-13
Contract Coordinator 05-14
Police Lieutenant 05-15
Senior IT Specialist 05-16
Building Official 05-17
Human Resources Analyst 05-18
Water Services Manager (Alliance) 05-19
Police Recruit 05-20
Associate Planner 05-21
Information Technology Specialist 05-22
Maintenance Aide 05-23
Office Support Specialist - HR 05-24
Receptionist (Part-time) 05-25
Recreation Program Assistant 05-26
Planning Intern 05-27
Sr. Redevelopment Project
Mgr./Redevelopment Project Mgr. 05-28
Building Official 05-29
Police Cadet 05-30
Human Resources Director 05-31
Police Support Specialist 05-32
Police Support Specialist (extended) 05-32
Communications Officer 1.11.111 05-33
Administrative Secretary 05-34
Accounting Specialist 05-35
Water Equipment Operator 05-36
Police Support Specialist -Records Lead 05-37
PSS-Records Lead (external) 05-37
Senior Building Inspector/Building Inspector 05-38
S:\City Council Agenda Items\2008\Records Destruction Exb A 11.4.08.doc
Exhibit A -Resolution No. 08-75
Page 6 of 9
2005 (continue)
Associate Planner (re-open) 05-39
Public Works Inspector 05-40
Maintenance Supervisor -Garage 05-41
Police Recruit ~ 05-42
Police Cadet 05-43
Communications Officer 1.11.111 05-44
Property and Evidence Tech 05-45
S:\City Council Agenda Items\2008\Records Destruction Exb A 11.4.08.doc
Exhibit A -Resolution No. 08-75
Page 7 of 9
2006 -Employment Applications
Police Officer 06-01
Police Reserve Officer 06-02
Police Recruit 06-03
Police Cadet 06-04
Communications Officer I.II 06-05
Executive Secretary to the Chief of Police 06-06
Sergeant 06-07
Water Equipment Operator 06-08
Associate Engineer- Water Services 06-09
Recreation Program Asst. 06-10
Police Support Specialist -Records Lead 06-11
Recreation Leader 06-12
Senior/Principal HR Analyst 06-13
Public Works Inspector 06-14
Building Technician 06-15
Office Support Specialist (includes P&R
Comm svcs asst) 06-16
Equipment Mechanic 06-17
Sr. Redevelopment Project Mgr. /
Redevelopment Project Mgr. 06-18
Police Support Specialist -Records Lead 06-19
Water Equipment Operator 06-20
Administrative Services Manager 06-21
Water Maintenance Worker I 06-22
IT Intern 06-23
Associate/Assistant Planner 06-24
Recreation Coordinator 06-25
Crime Analyst 06-26
Plan Checker -postpone 06-27
Building Inspector 06-28
PSO Supervisor 06-29
Police Fleet Coordinator 06-30
Office Assistant 06-31
Human Resources Assistant 06-32
Redevelopment Program Mgr. 06-33
Maint Supvr. -Contracts (promo) 06-34
Management Analyst -Water 06-35
Recreation Spvr (promo) 06-36
Maintenance Spvr -Contracts 06-37
Communications Manager 06-38
Maintenance Worker 06-39
Police Services Officer 06-40
S:\City Council Agenda Items\2008\Records Destruction Exb A 11.4.08.doc
Exhibit A -Resolution No. 08-75
Page 8 of 9
2006 (continue)
IT Specialist 06-41
Principal Engineer-Const Mgt 06-42
Office Assistant 06-43
Office Support Specialist 06-44
Communications Officer 06-45
Recreation Leader 06-47
Administrative Secretary 06-48
Equipment Mechanic 06-49
S:\City Council Agenda Items\2008\Records Destruction Exb A 11.4.08.doc
Exhibit A -Resolution No. 08-75
Page 9 of 9
2007 -Employment Applications
Police Officer
Lateral/Academy Grad 07-01
Police Reserve Officer 07-02
Police Cadet 07-03
Water Distribution Operator 07-04
Water Constr & Maint Spvr 07-05
Business Lic Tech-promo 07-06
Accounting Specialist 07-07
Environmental Comp Specialist 07-08
Police Lieutenant-promo 07-09
Associate Engineer 07-10
Police Fleet Coordinator 07-11
Business Lic Technician 07-12
Redevelopment Program Mgr 07-13
Recreation Prog Asst-promo 07-14
Maintenance Aide 07-15
Maintenance Aide (re-open) 07-15
Building Inspector 07-16
Associate Planner 07-18
Water Distribution Leadworker 07-19
Police Recruit 07-20
Engineering Aide-promo 07-21
Police Services Officer 07-22
Human Resources Assistant 07-23
Property & Evidence Spvr. 07-24
Associate Engineer-Bldg Div 07-25
Principal Engineer-Bldg Div 07-26
Recreation Leader 07-27
Office Assistant (PT) 07-28
Maintenance Worker 07-29
Equipment Mechanic 07-30
Assistant Planner 07-31
Senior Planner 07-32
Senior Financial Analyst 07-33
IT Intern 07-34
Police Records Supervisor 07-35
Communications Officer 07-36
S:\City Council Agenda Items\2008\Records Destruction Exb A 11.4.08.doc