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HomeMy WebLinkAbout06 DESTRUCTION OF REC 11-04-02AGENDA REPORT NO. 6 11-04-02 MEETING DATE: NOVEMBER 4, 2002 ~7_0~0 TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER OFFICE OF THE CITY CLERK DESTRUCTION OF RECORDS 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. 02-97, authorizing the destruction of records in the possession of the City Clerk. 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. Bc~/e~ef Deputy City Clerk b.cm.destruction of records RESOLUTION NO. 02-97 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 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 are occupying space needed by the City Clerk of the City of Tustin; and WHEREAS, due to administrative decision, certain agenda staff reports regarding expired agreements and contracts listed in Exhibit A have been optical imaged and the optical image will be maintained permanently in the Office of the City Clerk allowing destruction of the paper originals of the agenda staff reports; and WHEREAS, the City Clerk'of the City of Tustin has determined that none of the described documents, with the exception of certain optical imaged documents, listed in Exhibit A have sufficient value to justify retention; and WHEREAS, the City Attorney hereby gives written consent to the destruction of the described documents, with the exception of certain optical imaged agenda staff reports, 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, with the exception of certain optical imaged agenda staff reports which will be maintained in the City of Tustin Office of the City Clerk, 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. Resolution No.02-97 Page 2 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, with the exception of certain optical imaged staff reports, in a lawful manner, as scheduled. SECTION 4: 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 November, 2002. JEFFERY M. THOMAS, MAYOR PAMELA STOKER, CITY CLERK APPROVED: LOIS E. JEFFREY, CITY ATTORNEY Resolution No.02-97 Page 3 EXHIBIT A Records for destruction include: 1. 1975 through. 2000 Agenda staff reports regarding agreements and Public Works contracts (the agreements and contracts are expired and have all been optical imaged and hard copies destroyed - see Resolution No. 02-69). 2. 1997 and 1998 Action Agendas 3. 1993 through 1998 Council Agendas 4. Designated Employees Statement of Economic Interests 1986 through 1994 5. Unsuccessful Council/City Clerk Candidates Information for 1984, 1986, 1988, 1990, 1992 and 1996 elections including: · Campaign Statements · Candidate Statements · Nomination Papers · Campaign Formation/Termination Statements · Statement of Economic Interests Unsuccessful Candidates include Jane Anderson (1996 election), Carole Bryant (1990 election), John Norman Butler (1986, 1988, 1990, and 1992 election), Eileen Dow (1986 election), James Neimiec (1986 election), Jeannie Jackson (1992 election), Stephen Johnson (1986 election), Jim Scott (1986 and 1988 election) Clyde Tracy (1984 election), Luella Wagner (1988 election), and Ronald White (1986 election).