HomeMy WebLinkAbout04 DEST ELEC RECORDS 06-02-97,
DATE:
JUNE 2, 1997
Inter-Com
NO. 4
6-2-97
TO:
FROM. ·
SUBJECT:
WILLIAM A. HUSTON, CITY MANAGER
OFFICE OF THE CITY CLERK
DESTRUCTION OF ELECTION RECORDS
SUMMARY: Staff is requesting approval to destroy specified election records
from the April 10, 1990 and April 12, 1994 General Municipal Elections.
RECOMMENDATION'
Adopt Resolution No. 97-15 approving destruction of specified documents from the
April 10, 1990 General Municipal Election and the April 12, 1994 General Municipal
Election.
BACKGROUND:
General Municipal Elections were conducted by the City Clerk on April 10, 1990 and
April 12, 1994. Election Code Section 17300 allows for the destruction of voter
rosters five (5) years following an election, and Election Code Section 17302 allows
for the destruction of ballots and absent voter material six (6) months following an
election.
Because the required legal retention periods have elapsed and no litigation was filed
regarding these elections, staff is requesting approval for destruction of the
following election records: (1) Voted ballots, unused ballots, absent voter records,
and miscellaneous precinct supplies from the April 12, 1994 General Municipal
Election; and (2) Roster of voters from the April 10, 1990 General Municipal
Election.
The City Attorney has signed Resolution No. 97-15 approving destruction of the
subject election records.
Valerie Crabill
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RESOLUTION NO. 97-15
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUSTIN, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS, DOCUMENTS, AND PAPERS IN
POSSESSION OF THE CITY CLERK OF THE CITY OF TUSTIN NO
LONGER REQUIRED FOR THE CONDUCT OF CITY BUSINESS
PURSUANT TO AUTHORITY GRANTED BY SECTION 17302 OF
THE ELECTIONS CODE OF THE STATE OF CALIFORNIA
WHEREAS, the Elections Code of the State of California authorizes the
destruction of certain election-related records, documents and papers 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 enumerated in Section 34090 of the Government Code of the State of
California as being exempt from destruction; and
WHEREAS, the City Clerk of the City of Tustin has determined that none of
the hereinafter described records, documents or papers has sufficient value to
justify retention, and the retention period required by State law for these
documents has expired; and
WHEREAS, the City Attorney hereby .gives written consent to the
destruction of the hereinafter described records, documents and papers.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of
Tustin that the following records, documents and papers 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 records, documents and papers are more
particularly described as follows:
1. Voted ballots (polling place and absent voter) from the April 12, 1994 City of
Tustin General Municipal Election.
2. Unused, spoiled and canceled ballots from the April 12, 1994 City of Tustin
General Municipal Election.
3. Absent voter identification envelopes from the April 12, 1994 City of Tustin
General Municipal Election.
4. Absent voter applications from the April 12, 1994 City of Tustin General
Municipal Election.
5. Absent voter internal control forms from the April 12, 1994 City of Tustin
General Municipal Election.
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Resolution No. ? ~5, Page 2
6. Miscellaneous precinct supplies from the April 12, 1994 City of Tustin General
Municipal Election.
7. Roster of voters from the April 10, 1990 City of Tustin General Municipal
Election.
BE IT FURTHER RESOLVED, that upon destruction of the aforementioned and
described records, documents and papers, a certificate of destruction shall be
executed as to the documents destroyed and the original thereof filed in
the office of the City Clerk together with a copy of this Resolution.
PASSED AND ADOPTED at a regular meeting of the City Council for the City
of Tustin on the day of , 1997.
JEFFERY M. THOMAS,
MAYOR
PA~EI~ ST0r,~R,-- CITY CLERK
APPROVED FOR DESTRUCTION:
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
RESOLUTION NO. 97-15
Pamela Stoker, City Clerk and ex-officio Clerk of the City Council of the City of
Tustin, California, does 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 was passed and adopted at a regular meeting of the City Council held
on the day of , 1997 by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
Pamela Stoker, City Clerk