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Home My WebLink About06 DESTRUCTION OF RECORDS-CITY CLERK'S OFFICEMEETING DATE: TO: FROM: SUBJECT: AGENDA REPORT APRIL 16, 2013 Agenda Item 6 Reviewed: City Manager Finance Director N/A JEFFREY C. PARKER, CITY MANAGER ERICA RABE, CITY CLERK SERVICES SUPERVISOR 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. 13 -19, authorizing the destruction of records in the possession of the City Clerk. 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. Eric. Rabe City Clerk Services Supervisor RESOLUTION NO. 13 -19 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 in a time and manner consistent with 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 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. 921659.1 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 -19 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 CITY OF TUSTIN OBSOLETE RECORDS DESTRUCTION LIST CITY CLERK'S OFFICE EXHIBIT A 1. Agreements* 1959 -1979 2. Agenda Packets* 2007 3. Bid Proposals* 1971 -1977 4. Census* 1930 -1980 5. City Council Rosters* 1927 -1982 6. Claims* 2005 -2008 7. Correspondence /Memos 1960 -1985 8. Insurance Claims 1968 -1970 9. Insurance Policies & Correspondence* 1957 -1979 10. License and Permit Board Meetings* 1967 -1971 11. Street Names /Numbering* 1956 -1978 12. Traffic Commission Minutes* 1974 -1976 13. Traffic Commission Applications* 1974 -1977 14. Traffic Commission Agenda Reports* 1974 -1977 *Scanned for retention APPROVED BY: CONSENT: Erica Rabe Date David E. Kendig Date City Clerk Services Supervisor City Attorney DESTROYED BY: Agreements Parks and Recreation Department, Frontier Park, #619.0- BG -30- 012 1977 -1980 Stockdale Improvement, #109, UP 69 -328, 14851 Yorba St 1970 -1971 Financial Consultants for RDA, Stone & Younger 1977 Civic Center: Construction of Building at 220 El Camino Real, between City & Sunset Builders 1977 -1978 Swine Flu Program 1976 O.M. "Red" Taylor /City of Tustin, Deposit Account in Lieu of Bond 1976 Telex Construction 1978 Thermo -Fax Sales Corp Maintenance 1964 Traffic Signal - Red Hill & Edinger 1964 -1967 Traffic Signal -17th & Yorba 1966 Tustin Chamber of Commerce 1967 -1981 Tustin - Newport Storm Drain, Facility No. F1OP02 1972 TUSD -THS, City Operation of for Summer Recreation & Aquatic 1969 -1979 Master Agreement with Tustin Elementary School District 1970 -1972 Air Pollution Episode Abatement Plan 1974 Bussing Agreement between TUSD & City 1971 -1979 Tustin - Newport Storm Drain, Myrtle Ave, Lateral 1968 Tustin Water Works Franchise 1968 -1978 Valley Consultants Engineering Consultants 1965 City of Santa Ana, Warner Ave -Red Hill -N Freeway 1965 -1968 Operation & Use of Proposed Youth Center 1959 275 S. "C" Street, Rental -Irene Wilson 1972 -1975 Yellow Cab Co. Police Dept. Cars 1969 Building Removal, Ziegenhagen - Redline Farmers Insurance -SE Corner 1st & A St 1967 Zinc Construction Co, Reimbursement 1970 Zorro Investment, Pre - zoning at NW Corner -Yorba & Irvine 1969 -1971 General Service 1965 -1973 ITT Communications Equipment, Systems & Maintenance 1974 -1978 Pyro Spectaculars, Inc. -4th of July Show 1983 Uniform Maintenance, L &N Uniform Supply 1979 William Reeves dba Tustin Motor Sales 1974 -1977 Motorola Radio Console 1974 Governmental Professional Services relative to Traffic Safety Program 1974 J.A. Placek Construction Co, City, R.J. Noble, & So. Pacific Transportation 1978 Standard Oil Gasoline purchasing under OC purchasing plan 1972 Tax Audit Participation Board of Supervisors for State Board of Equalization Audit on proper tax assessments 1975 Public Management Services 1975 Olive Heights Citrus Association 1970 -1972 Development Research Assoc. 1969 Law Center of University of CA 1970 Proposal- Burton /Southwestem, Telecom- Communications Consultant 1973 -1974 Theodore Barry & Associates 1070 Civic Center Consulting, Bartle Wells 1972 Bartle - Wells- Tustin Water Works 1969 -1979 Wallace, McHarg, Roberts & Todd 1975 -1977 Xerox Copier 1968 -1975 First St (Larwin Square) Utility Underground District 1979 Hon, Barry G -Sale of McFadden Ave Parcel 1968 -1971 Crosswalks- Crossing Guards: General 1968 -1978 Drainage- Erosion 1967 -1975 Claims Laugen, Lorna Lopez, Manuel SEMA Construction Walker, Jeffrey Zamora, Wilfredo 2007 2005 2007 2008 2005