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Home My WebLink About05 DEST OF RECORDS - CLERK'S OFFICE 08-04-09Agenda Item 5 • -. Reviewed: '.:... 1-1V ~l r ~L-1 ~1 O~ 1 City Manager Finance Director N/A MEETING DATE: AUGUST 4, 2009 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. 09-45, 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. '7 Maria R. Huizar, Chief Deputy City Clerk RESOLUTION NO. 09-45 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 4th day of August, 2009. DOUG DAVERT, 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. 09-45 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 4th day of Au ust, 2009, 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/RECORDS EXPIRATION / COMPANY NAME COMP DATE DESCRIPTION OF PROJECT 9/12/2005 All American Asphalt Banshee Construction 12/2/2005 Company Inc 1/24/2005 Big West Construction Corp 5/23/2005 Daniel Boyle Engineering 11 /3/2003 Boyle Engineering 11/30/2004 Computer Service Co. 12/31/2005 Cox, Castle, Nicholson, LLP 12/12/2005 Elite Bobcat Services Inc 2/14/2005 Dinalli Construction Inc 6/30/2005 EH&S Resources, Inc. 11/14/2005 Environmental Const., Inc. Express Sports Cafe /Luigi 3/31 /2004 & Amy 9/12/2005 Hardy & Harper, Inc 5/31/2004 Holzhauer & Assoc 12/31/2005 LSA Associates Inc. 8/5/2005 LSA Associates Inc. 12/31/2005 Liebert Cassidy Whitmore 3/1/2005 Modern Alloys, Inc. 6/30/2005 Dayle McIntosh Center 12/31 /2005 Psomas 12/31/2005 RJM Design Group, Inc. 12/10/2002 Officer Shonn Rojas Walnut Ave Rehab Proj (CIP 7178) Red Hill Ave Widening Improvements (CIP 7133) Council Chamber Remodel (CIP 1039) Design Rawlings Reservoir Booster Station dated 7/15/96 C.T. Well Electrical Panel Replacement Traffic Signal Maintenance Services 11/4/96- 11 /30/04 Legal Advocacy Services (EI Toro Reuse Planning Auth Vs O.C. Altadena/Pasadena Ped Enhancements Centennial Park Improvements Environmental Health & Safety Phase V Regional Trail Concessions at Tustin Sports Park Annual Major Maintenance & Annual Sidewalk Repair Proj CIP 7001 Appraisal Svcs. Library Expansion Archeological & Paleontological Monitoring Svcs (Peters Cyn Basin) Env Consultant Services/MCAS Specific Plan Cons Svcs for Negotiations w/Employee Organizations Jamboree Rd. Median Barrier Interpreter Svcs Agreement 2005 Urban Water Management Plan Update Design of Citrus Ranch Park Purchase Agreement for Retired Canine 4/29/2005 Scott Fazekas & Assoc Building Plan Check & Inspection Services 1/21/2005 Shasta Electric LP C.T. Well Electrical Panel Replacement 1/12/2005 Steiny & Company Inc Traffic Signal Modification (CIP 4064) Trauma Intervention Support Services to Victims of Traumatic 6/30/2005 Programs, Inc Events Maintenance Services for Assessment 6/30/2004 Trugreen Landcare District Areas 12/31/2005 Public Records Requests All requests for calendar year 2005 12/31 /2005 Agenda Packets Calendar year agendas and back-up Rejected Bid Packets: City Council Chambers Renovation 5/04 Wick Irrigation System 12/5/05 Annual Landscape Mtnce / Assessmnt Dist. 4/27/2000 Ambulance Proposals 6/04 Walnut Ave Street Rehab - 10/12/04 Irvine Blvd. Rehab Proj (CIP 7181, 82, 83, 84) Tustin Sports Park Tot Lot Renovation Public Records Requests - 2005 01/24/05 H.B. City Attorney, Jennifer McGrath 01/27/05 Susan Wilson 02/15/05 Derek Mannion 02/14/05 Radie Chandler (Agent) 02/15/05 Mark Pettis 03/14/09 Zoning Department, IVI International, Inc. 03/14/09 Tammy Martin, Monterey Pines Apts 03/31/05 Brent Kuluris 04/04/05 Gloria Perez 04/05/05 Larson & Associates 04/05/05 Monica Trajano 04/06/05 Leanne McClain, Paralegal 05/02/05 Pat Siress 05/17/05 Schumann, Rallo, & Rosenberg/Christina 5/11/05 Stephen Crandall 05/13/05 Nancy Shumar 05/09/05 Zoning-Info, Inc., Susan Weatherford 05/18/05 Rima Johnson 05/11 /05 05/19/05 06/02/05 06/15/05 06/20/05 06/20/05 06/22/05 06/30/05 06/08/05 07/28/05 08/09/05 08/29/05 08/24/05 09/14/05 09/19/05 10/04/05 10/10/05 10/11/05 10/27/05 11 /7/05 11 /30/05 12/5/05 12/20/05 12/27/05 Rima M. Johnson O.C. Professions) Firefighters Assoc (IAFF Local 3631) Cari L. Russell Chanel Rana Sterling Collision Kate Radcliff-Lang Neil S. Ballecer Seid M. Ferdows John C. Manly Law Offices of Shawn Setareh Diane B. Hoffman Claire Beecher Julie Cruz, Grubb & Ellis Co. Dan Bonelli Caittya Hobbs Richard R. Jones Jose C. Solorio Allison Serna Leticia Serrano Kimberly M. Bradley Don Petrovich Marx/Okubo Associates Inc Feinberg Grant Mayfield Kaneda & Litt LLP Kelly Price, Vector Control Dist. Subpoenas-2005 03/23/05 03/31 /05 05/02/05 05/16/05 05/25/05 06/02/05 06/20/05 06/21 /05 08/05/05 08/09/05 08/15/05 08/25/05 08/29/05 09/29/05 10/24/05 Records Falk & Hamblin Peter J. Porter, Esq. Advanced Microsystems Advanced Microsystems Olivia Karlin, Dep AG Macro-Pro, Inc. Macro-Pro, Inc. Macro Pro Inc Superior Court Law Offices of Jason D. Cohn Whitmont Legal Technologies O.C. District Attorney Randy C. Woolford Orange Central Justice Center Linda Kumar Anthony P. Bryant vs. City of Tustin Amy Harchol (B.J. Azarvand) Carmen Buezo Juan Flores Records on Traffic Signal Matthew Denney vs Desert Hot Springs Matthew Denney vs Desert Hot Springs Matthew Denney (Records) William Dorsett Li Jun Wang Sharon North aka Sharon Benz Juan Alberto Pacini (Pat Sanchez) Richard Astin vs. Martin Howard et al E. Weltmer vs. T. Briton (Brad Steen) APPROVE BY: Maria R. Huizar Chief Deputy City Clerk DESTROYED BY: Date CONSENT: Doug Holland Date City Attorney Marilyn Harris Date Office Support Specialist