HomeMy WebLinkAbout05 DESTRUCT RECORDS 01-19-98DATE'
jANUARY 19, 1998
NO. 5
1-19-98
i n t e r- C o m /
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: COMMUNITY DEVELOPMENT DEPARTMENT
SUSJFCT: RESOLUTION AUTHORIZING THE
DEVELOPMENT DEPARTMENT RECORDS
DESTRUCTION OF
COM/~Y3NI TY
RECOMMENDATION
That the City Council adopt Resolution No. 98-1, authorizing the
destruction of certain Community Development Department records.
FISCAL IMPACT
None.
BACKGROUND AND DISCUSSION
The records listed in Exhibit "A" are outdated and of no relevance
to Department operations. Many of the Community Development
Department records are also retained by other city departments that
have primary responsibility for these files/records. For example,
budget information, invoices, payroll, purchase orders and check
requests are retained by the Finance Department and copies of all
executed contracts are kept by the City Clerk. Community
Development Department records recommended for destruction include:
time cards, monthly reports, correspondence, Planning Commission
tapes, phone message books and newspaper notices. State of
California Code Sections 34090, et. seq., requires Council
authorization for destruction of records.
E~izabet~ A. Binsack
Director of Community Development
EAB: kbm\ccreport \destrecr. eab
Attachment: Resolution No. 98-1
Exhibit A
1 RESOLUTION NO. 98-1
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF TUSTIN, CALIFORNIA, APPROVING DESTRUCTION
OF CERTAIN COMMUNITY DEVELOPMENT DEPARTMENT
RECORDS
WHEREAS, 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 ordinances, or
resolutions of the City Council and other City boards or
commissions, Government Code Section 34090 authorizes the head
of a city deparment to destroy any city record, document,
instrument, book or paper, under this charge, without making
a copy thereof, after the same is no longer required, with the
approval of the City Council, by Resolution and the written
consent of the City Attorney; and
WHEREAS, the Council, upon request of the Director of
Community Development, desires to approve immediate
destruction of certain Community Development Department files
as listed in Exhibit "A" attached.
NOW, .THEREFORE, BE IT RESOLVED, by the City Council of
the City of Tustin, California:
Pursuant to Sections 34090, et. seq., of the Government
Code of the State of California, approval is hereby granted
for the immediate destruction of the items on the attached
list which have been retained for more than two years.
PASSED AND ADOPTED at a regular meeting of the City
Council of the City of Tustin, California, held on the 19th of
January, 1998.
JEFFERY M. THOMAS
MAYOR
PAM STOKER
CITY CLERK
EXHIBIT "A"
BSI INVOICES
BUDGET PRINTOUTS
1991-1995
BUILDING DIVISION MONTHLY REPORTS
1991-1994
CHECK REQUESTS
1992-1993
CONTRACT FILES
KOTIN, REGAN, MOUCHLY
STANLEY HOFFMAN
KEELIN/DILL
CARNAHAN
LINDA FERRIS
KEN FLEAGLE
DALE WICK
UDS
WRG CO.
ROBERT LAWSON
LAWLER
LAZAR
LEGGETT
WMI.SENAND
CHOU (Proposal)
RSA ASSOC.
RICHTER
1989
1989
1989
1989
1986
1983-1985
1986-1988
1988
1989
1990
1988
1989
1988
1985
.1988
1988
1990
DEPARTMENT CORRESPONDENCE
1974 TO 1995
EIR FILES
EIR 76-3 (SIX GPA'S)
EIR 81-1 SILICON SYSTEMS
EIR'75-1 TUSTIN-ORANGE COUNTY AHFP %765
EIR 75-2 PEPPERTREE - SCHOOL SITE
EIR 77-7 BROWNING BRYAN
EIR 88-1 WESTERN NEURO CARE CENTER
INVOICES
1991-1992
NEWSPAPER NOTICE POSTINGS
1993
OFFICE SUPPLY ORDERS
1993
PAYROLL TIME SHEETS
1991 TO 1994
PLANNING 'COMMISSION MEETING TAPES
1990 TO 1994
PROPOSALS AND DEMO. TAPES FOR OLD TOWN VIDEO
PURCHASE ORDERS
1987 TO 1994
TELEPHONE MESSAGE LOGS
1991 TO 1995