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Home My WebLink About06 DESTRUCTION OF RECORDS CC OFFICEAGENDA ~,.EPORT MEETING DATE: MARCH 20, 2012 TO: JEFFREY C. PARKER, CITY MANAGER Agenda Item 6 Reviewed: City Manager Finance Director ~lA FROM: PATRICIA ESTRELLA, CITY CLERK SERVICES SUPERVISOR 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 City Council. RECOMMENDATION: Adopt Resolution 12-31, 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. ~~/i/'~C~/!L~"~G1C, Patricia Estrella City Clerk Services Supervisor RESOLUTION NO. 12-31 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, the described documents listed in Exhibit A are 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 20th day of March 2012. JOHN NIELSEN 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. 12-31 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 20th day of March 2012 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 1. All American Asphalt: A-2006-011 Annual Major Pavement Maintenance Project, FY 2005-2006 (CIP No. 7001); the Annual Sidewalk Repair Project, FY 2005-2006 (Project No. 402-6235); and the Williams Street Improvement Project (CIP No. 7187) $655,655.00 NOC filed: 8/9/2006 2. All American Asphalt: A-2006-026 Tustin Ranch Road Rehab (CIP No. 7179 & 7180) NOC filed: 9/27/09 3. All American Asphalt: A-2006-059 Irvine Blvd Rehab between Ranchwood/Jamboree (CIP No. 7181) and Jamboree Rehab between Irvine Blvd/Tustin Ranch Rd (CIP Nos 7182, 7183 & 7184) NOC filed: 9/14/07 4. All American Asphalt: A-2007-019 Construction of Annual Major Pavement Maintenance Project FY 06-07 (CIP No. 7001) and Annual Sidewalk Repair Project FY 06-07 (Project No. 402-6235) NOC filed: 9/14/07 5. Calmex Engineerinct: A-2008-013 Annual Major Pavement Maintenance Project, FY 07-08 and Annual Sidewalk Repair FY 07-08 NOC filed: 10/28/08 6. Elite Bobcat Service: A-2005-056 Construction of the Red Hill Ave/Olwyn Drive Pedestrian Enhancement Project CIP No. 4067 NOC filed: 118/07 7. FCI Construction: A-2005-052 Phase I Newport Ave Ext/SR55 ramp, Valencia/Del Amo Widening CIP 7130 & Edinger Ave Widening CIP 7147 NOC filed: 11/12/08 8. General Pump: A-2006-014 CSA for decommissioning of the La Veta Well for the Main Street Well No. 4 (CIP No. 6157) NOC filed: 2/9107 9. Green Giant Landscape: A-2007-007 Page 1 Construction of the City Property Improvements at 450 EI Camino Real CIP No. 1040 NOC filed: 9/14/07 10. Hardy & Harper: A-2008-027 Construction of Valencia, Armstrong, Kensington Park and Lansdowne Pavement Finish Surface CIP No. 7188 NOC filed: 10/15/08 11. International Pavement Annual Street/Alley Repair Program Project No. 402-6245 FY 2002-2003 to FY 2006-2007 Completed: 6/30107 12. J&S Sign Annual Stripinq/Pavement Markinq Program FY 2002-2003 through 2006-2007 (402-6230) Completed: 6/30/07 13. Pouk and Steinle: A-2006-036 Construction of First Street/B Street Ped Enhancements CIP No. 4068 NOC filed: 7/23/07 14. Sukut Construction, Inc: A-2007-006 Pasadena Avenue Storm Drain Construction from Medallion Avenue to Sycamore Avenue CIP No. 5032 NOC filed: 11/13/07 15. Sequel Contractors: A-2004-039 Irvine Boulevard/Newport Avenue Intersection Enhancement Project (CIP No. 7118) in the amount of $2,932,799.60 NOC filed: 5/22/07 16. Shaw Industries: A-2007-023 Carpet Purchasing, removal and installation at City Hall CIP No. 1032 NOC filed: 4/15/08 17. Richard Slade & Associates: A-2006-027 Construction Monitoring Field Services for Main Street Facilities Well No. 4 Rehab Completed; October 2006 18. Vizion's West: A-2006-052 Building Demolition for Future New Tustin Library CIP No. 1045 NOC filed: 3116/07 19. Zim Industries: A-2006-050 Drilling of Pasadena Avenue Well Project (CIP No. 6130) NOC filed: 7123/07 HUMAN RESOURCES 20. Advanced Review 2000 Inc. Workers Compensation Claims Page 2 Completed July 2006 PARKS AND RECREATION 21.Ortco Inc.: N-2006-006 Construction contract for Tustin Sports Park Tot Lot Renovation NOC filed: 6/14/06 22. Pacific Landmark: A-2008-020 Tustin Area Senior center Kitchen Renovation Project No. 1047 NOC filed: 10/15/08 COMMUNITY DEVELOPMENT 23. Assessment and Treatment: N-2007-036 CDBG Contract Completed 6/30/08 24. Assessment and Treatment: N-2008-077 CDBG Contract Completed 6/30/09 25. B-Adair Consulting: N-2009-034 CDBG Contract Completed 6/30/10 26. Bovs and Girls Club: N-2009-031 CDBG Contract Completed 6/30/10 27. Bovs and Girls Club: N-2008-050 CDBG Contract Completed 6/30/09 28. Bovs and Girls Club: N-2007-037 CDBG Contract Completed 6/30/08 29. Community SeniorServ: N-2007-044 CDBG Contract Completed 6/30/08 30. Fair Housing: N-2007-038 CDBG Contract Completed 6/30/08 31. Fair Housing: N-2008-051 CDBG Contract Completed 6/30/09 Page 3 32. Fair Housing: N-2009-030 CDBG Contract Completed 6/30/10 33. Human Operations: N-2008-027 CDBG Contract Completed 6/30/09 34. Human Operations: N-2009-033 CDBG Contract Completed 6/30/10 35. Department of HUD: N-2009-011 CDBG Funding Completed 6/30/10 36. Laurel House:N-2009-032 CDBG Contract Completed 6/30/10 37. Laurel House: N-2008-073 CDBG Contract Completed 6/30/09 38. Laurel House: N-2007-039 CDBG Contract Completed 6/30/08 39. Olive Crest: N-2009-029 CDBG Contract Completed 6/30/10 40.Olive Crest: N-2008-079 CDBG Contract Completed 6/30/09 41. Tustin Community Foundation: N-2007-043 CDBG Contract Completed 6/30/08 CITY MANAGER 42. Frank Wilson & Associates: A-2004-054 CSA for Public Relations Service Completed 1/1/07 43. Gobde Research: N-2008-045 CSA for Citizen Survey Project Completed April 2008 Page 4 AGENDA PACKETS 2006 Note: All have been optically imaged Page 5 APPROVED BY: Patricia Estrella City Clerk Services Supervisor DESTROYED BY: Date CONSENT: David E. Kendig Date City Attorney Page 6