HomeMy WebLinkAbout05 DESTRUCTION OF RECORDS-FINANCE DEPARTMENTAGENDA REPORT
Agenda Item
Reviewed:
City Manager
Finance Director
5
MEETING DATE:
APRIL 16, 2013
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: PAMELA ARENDS -KING, FINANCE DIRECTOR
SUBJECT: DESTRUCTION OF RECORDS — FINANCE DEPARTMENT
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. 13 -23, authorizing the destruction of records in the possession of
the Finance Department.
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.
Pamela Arends -King
Finance Director
RESOLUTION NO. 13 -23
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 FINANCE
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 Finance Director of the City of Tustin has requested authority to
destroy certain documents consistent with the City of Tustin Records Retention
Schedule; and
WHEREAS, the described documents listed in Exhibit A are occupying space
needed by the Finance Department 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 has given 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.
Resolution No. 13 -23
Page 1 of 2
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Tustin on the 16th day of April 2013.
ELWYN A. MURRAY,
Mayor
ATTEST:
JEFFREY C. PARKER,
City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
I, Jeffrey C. Parker, 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. 13 -23 was duly
passed and adopted at a regular meeting of the Tustin City Council, held on the 16th day
of April 2013 by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
JEFFREY C. PARKER,
CITY CLERK
Resolution No. 13 -23
Page 2 of 2
CITY OF TUSTIN
OBSOLETE RECORDS DESTRUCTION LIST
FINANCE DEPARTMENT
EXHIBIT A
Payroll Timesheets
June 18, 2000 — December 17, 2000
January 3, 2003 — June 6, 2003
May 21, 2004 — October 19, 2007
APPROVED BY: CONSENT:
Pamela Arends -King Date David E. Kendig Date
Finance Director City Attorney
DESTROYED BY: