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HomeMy WebLinkAbout14 DEST OF RECORDS 03-02-98 NO. 14 . · · ~ . 3-2-98 inter-Com DATE: FEBRUARY :24, 1998 TO: FROM' SUBJECT: WILLIAM A. HUSTON, CITY MANAGER PERSONNEL SERVICES DESTRUCTION OF RECORDS SUMMARY: APPROVE RESOLUTION NO. 98-10 AND AUTHORIZE THE DESTRUCTION OF OLD LEGISLATIVE RECORDS USED FOR TRACKING LEGISLATION PRIOR TO 1993 AND DESTRUCTION OF RECRUITMENT RECORDS FROM JANUARY 1, 1993 TO DECEMBER 31, 1995. RECOMMENDATION: That the City Council approve Resolution No. 98-10 authorizing the destruction of files used prior to 1993 to track state and federal legislation and files of recruitments which occurred between January 1, 1993 to December 31, 1995. FISCAL IMPACT: Destruction of these records will have negligible fiscal impact. BACKGROUND: There is very little storage space available and the usefulness of legislative records is non-existent after the legislative year since legislation ultimately becomes law or does not. In the latter case, it has no impact to cities. Recruitment records, consisting of applications and testing materials, require a lot of storage space and there is no legal ,mandate to keep these longer than two years when no legal action has occurred regarding a recruitment. Bettie Correa Senior Personnel Analyst BMC6:DESTRREC.LEG 1 2 3 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 23 24 25 26 27 :28 RESOLUTION NO. 98-10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTUN, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF RECORDS. CERTAIN WHEREAS, Government Code Section 34090 authorizes the head of a city department to destroy any city record, document, instrument, book or paper, under his or her charge, without making a copy thereof, except for records affecting title to real property or liens thereon, court records, records less than two years old, records required to be kept by statute or ordinance, or resolutions of the city council or other city boards or commissions, by resolution of the city council and the written consent of, the city attorney; and WHEREAS, the City Council upon the request of the Senior Personnel Analyst of the City of Tustin, desires to approve immediate destruction of certain records, documents or papers as listed on the attachment hereto, comprising correspondence and other written information regarding legislation and the tracking thereof used prior to 1993 in the former Administrative Services Department and applications and testing materials for recruitments conducted from January 1, 1993 to December 31, 1995, each of which is not less than two (2) years old; and WHEREAS, the City Attorney has filed her written consent with the Clerk of the council of the City of Tustin and a copy of such consent is attached hereto; NOW, THEREFORE, be it resolved; that the City Council of the City of Tustin, California, hereby approves the immediate destruction of the records, documents and papers listed on the attachment hereto which, as of this date, have been retained for a minimum of two (2) years. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin on the second day of March, 1998. JEFFERY THOMAS, MAYOR' 1 2 3 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 2O 21 23 24 25 26 27 28 CONSENT OF CITY ATTORNEY I, the undersigned, Lois E. Jeffrey, City Attorney of the City of Tustin, California, do hereby consent to the destruction of the materials described in the attached Resolution. Dated: Lois E. Jeffrey City Attorney BMC6: RES9$- 10.LEG -3- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 18 19 20 21 22 23 24 25 26 27 28 LIST OF FILES TO BE DESTROYED Legislation: General Correspondence Police OffiCers Bill of Rights - 1992 - Workers Compensation System- 1992 General Revenue Sharing - 1987 Community Care Facilities - 1985 Review and Response - 1986-91 Bulletins - 1991 Annual Report 1988 - O.C. Legislative Advocacy Program Bulletins- 1993 Bulletins- 1992 Bulletins- 1990 Bulletins- 1989 Bulletins- 1988 Bulletins- 1987 Bulletins- 1986 Ballot issues - 1988 Oil Drilling- 1985 Child Care- 1989 Federal, General- 1985 CPRS - Legislative Hot line - 1985 HR 1800 - Redevelopment - 1985 HR 2300 - Zip Codes - 1989 HR 2508/S1265 - 1990 HR 3128- 1986 HR 3129- 1986 HR 3113 - 1986 HR 3838 - 1986 HR 4221 - 1988 HR 4333- 1988 HR 4127/S2199- American Heritage Trust Bills- 1989 Land & Water Conservation Fund Section 451 1987 Voting Records AB 12/SB 87 - Campaign Reform AB AB AB AB AB AB 19 - Fines and Forfeitures 72 - Park Bond Act 160 Eminent Domain 376 469- Licensing Recreation Programs 498 - RDA Restrictions MD8: REC2BDEST.LEG 1 2 3 4 5 6 7 8 9 10 .11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 AB AB AB AB AB AB AB AB AB AB AB AB AB AB AB AB AB AB AB 564/AB 43 - Cancer Presumption for Police Officers 866 Reasonable Access to Trucks 1099 - Labor mediation regulations 1327 1543 - Split of fines and forfeitures 1575 - Unemployment Insurance 1801 Airport Lawsuits 1912 1995 2023 - Porno 2051/SB 338 2190 - Mandatory District Elections 2372 2674 - Brown Act Revisions 512/AB 3167 - PERS Contract Amendments 3199 Peace Officer Time Banks 3274 - Hazardous Waste Transportation 3627 Railroad Crossings 3945 MDS:REC2BDEST.LEG Date: 10 FEB 1998 RECRUITMENT LIST Page: 93-01 RES. POLICE OFFICER 93-02 POLICE OFFICER 93-03 POLICE OFFICER 93-04 RECORDS CLERK 93-05 REPRO. OPERATOR 93-06 POLICE SERVICES OFFICER 93-07 OFFICE SUPPORT SPECIALIST 93-08 COMM SVC/REC LEADER 93-09 COMMUNICATION OFCR 93-10 MAINTENANCE WORKER 93-11 COMMUNICATION OFCR R3-12 POLICE RECRUIT 93-13 RECREATION COORDINATOR 93-14 CROSSING GUARD COORDINATO 94-01 MAINTENANCE. WORKER 94-02 RES. POLICE OFFICER 94-03 EQUIPMENT OPERATOR 94-04 COMM SVC/REC LEADER 94-05 POLICE SERGEANT 94-06 ADMINISTRATIVE INTERN 94-07 PERSONNEL ANALYST 94-08 PROG ASST/DAY CAMP COORD 94-09 DIR. PUBLIC WORKS/CITY 'EN 94-10 RECEPTIONIST/CLERK TYPIST 94-11 COMM SVC/REC LEADER 94-12 POLICE LIEUTENANT 94-13 REPRO. OPERATOR 94-14 POLICE OFFICER 94-15 .POLICE OFFICER 94-16 LEAD COMMUNICATIONS OFCR. 94-17 COM. SERV. OFFICER 94-18 POLICE SERVICES OFFICER 94-19 RECORDS CLERK 94-20 MAINTENANCE WORKER 94-21 ASSOCIATE PLANNER 94-22 CLERK TYPIST-PART TIME 94-23 SECRETARY 94-24 COMMUNICATION OFCR 94-25 CROSSING GUARD COORDINATO 94-26 CODE ENF OFFICER 94-27 PROG ASST/DAY CAMP COORD 94-28 ASSISTANT PLANNER 95-01 PROG ASST/DAY CAMP COORD 95-02 SENIOR ACCOUNTANT 95-03 ADMINISTRATIVE ASST. II 95-04 RES. POLICE OFFICER 95-05 COMM SVC/REC LEADER 95-06 DIR. COMM. SERVICES 95-07 POLICE OFFICER 95-08 COMMUNICATION OFCR 95-09 CODE ENF OFFICER 95-10 ASSOCIATE PLANNER 95'11 CUSTODIAN 95-12 RECORDS CLERK AM2000:REQ.LIST Date: 10 FEB 1998 RECRUITMENT LIST Page: 95-13 PROG ASST/DAY CAMP COORD 95-14 DIR. COMMUNITY DEVELOP. 95-15 CROSSING GUARD 95-16 POLICE SERVICES OFFICER 95-17 EXECUTIVE COORDINATOR 95-18 COMMUNICATION OFCR 95-19 SECRETARY 95-20 WATER TREATMENT PLANT OP. 95-21 REC. SUPERVISOR 95-22 POLICE OFFICER 95-23 RECORDS CLERK 95-24 SR. CNTR. RECEPT. CLERK 95-25 CROSSING GUARD COORDINATO AM2000:REQ.LIST Date: 28 JAN 1998 RECRUITMENT LIST Page: Req No Job Title 93-01 RES. POLICE OFFICER 93-02 POLICE OFFICER 93-03 POLICE OFFICER 93-04 RECORDS CLERK 93-05 REPRO. OPERATOR 93-06'POLICE SERVICES OFFICER 93-07 OFFICE SUPPORT SPECIALIST 93-08 COMM SVC/REC LEADER 93-09 COMMUNICATION OFCR 93-10 MAINTENANCE WORKER 93-11 COMMUNICATION OFCR 93-12 POLICE RECRUIT 93-13 RECREATION COORDINATOR 93-14 CROSSING GUARD COORDINATO AM2000:REQ.LIST Date: 28 JAN 1998 RECRUITMENT LIST Page: Req No Job Title 94-01 MAINTENANCE WORKER 94-02 RES. POLICE OFFICER 94-03 EQUIPMENT OPERATOR 94-04 COMM SVC/REC LEADER 94-05 POLICE SERGEANT 94-06 ADMINISTRATIVE INTERN 94-07 PERSONNEL ANALYST 94-08 PROG ASST/DAY CAMP COORD 94-09 DIR. PUBLIC WORKS/CITY EN 94-10 RECEPTIONIST/CLERK TYPIST 94-11 COMM SVC/REC LEADER 94-12 POLICE LIEUTENANT 94-13 REPRO. OPERATOR 94-14 POLICE OFFICER 94-15 POLICE OFFICER 94-16 LEAD COMMUNICATIONS OFCR. 94-17 COM. SERV. OFFICER 94-18 POLICE SERVICES OFFICER 94-19 RECORDS CLERK 94-20 MAINTENANCE WORKER 94-21 ASSOCIATE PLANNER 94-22 CLERK TYPIST-PART TIME 94-23 SECRETARY 94-24 COMMUNICATION OFCR 94-25 CROSSING GUARD COORDINATO 94~26 CODE ENF OFFICER 94-27 PROG ASST/DAY ,CAMP COORD 94-28 ASSISTANT PLANNER AM200© :REQ.LIST Date: 10 FEB 1998 RECRUITMENT LIST Page: Req No Job Title 95-01 PROG ASST/DAY CAMP COORD 95-02 SENIOR ACCOUNTANT 95-03 ADMINISTRATIVE ASST. II 95-04 RES. POLICE OFFICER 95-05 COMM SVC/REC LEADER 95-06 DIR. COMM. SERVICES 95-07 POLICE OFFICER 95-08 COMMUNICATION OFCR 95-09 CODE ENF OFFICER 95-10 ASSOCIATE PLANNER· 95-11 CUSTODIAN 95-12 RECORDS CLERK 95-13 PROG ASST/DAY CAMP COORD 95-14 DIR. COMMUNITY DEVELOP. 95-15 CROSSING GUARD 95-16 POLICE SERVICES OFFICER 95-17 EXECUTIVE COORDINATOR 95-18 COMMUNICATION OFCR 95-19 SECRETARY 95-20 WATER TREATMENT PLANT OP. 95-21 REC. SUPERVISOR 95-22 POLICE OFFICER 95-23 RECORDS CLERK 95-24 SR. CNTR. RECEPT. CLERK 95-25 CROSSING GUARD .COORDINATO AM2000:REQ.LIST