HomeMy WebLinkAbout03 DESTRUCTION OF RECORDS - FINANCE1TY O
1 , 1 REPORT
IF
MEETING DATE
TO:
FROM:
SUBJECT:
MARCH 17, 2015
JEFFREY C. PARKER, CITY MANAGER
Agenda Item 3
Reviewed:
City Manager _
Finance Director
PAMELA ARENDS -KING, FINANCE DIRECTOR /CITY TREASURER
DESTRUCTION OF RECORDS — FINANCE DEPARTMENT
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. 15 -12, authorizing the destruction of records in the possession of
the Finance Department.
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.
Pamela Arends -King v
Finance Director /City Treasurer
Attachment
RESOLUTION NO. 15 -12
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 FINANCE
DEPARTMENT 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 Finance Director /City Treasurer of the City of Tustin has
requested authority to destroy certain documents consistent with the City of Tustin
Records Retention Schedule; and
WHEREAS, the described documents listed in Exhibit A are occupying space
needed by the Finance Department of the City of Tustin; and have determined that 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.
Resolution No. 15 -12
Page 1 of 3
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Tustin on the 17th day of March 2015.
CHARLES E. PUCKETT,
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. 15 -12 was duly
passed and adopted at a regular meeting of the Tustin City Council, held on the 17th day of
March 2015 by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
JEFFREY C. PARKER,
CITY CLERK
Resolution No. 15 -12
Page 2 of 3
CITY OF TUSTIN
OBSOLETE RECORDS DESTRUCTION LIST
FINANCE DEPARTMENT
EXHIBIT A
ACCOUNTS PAYABLE (11 Boxes)
FY 2006/2007
ACCOUNTS RECEIVABLE 0 Box)
FY 2006/2007
JOURNAL ENTRIES (21 Boxes)
FY 1998/1999 (January - June 1999)
FY 1999/2000
FY 2000/2001
FY 2001/2002
FY 2002/2003
FY 2003/2004
FY 2004/2005
FY 2005/2006
FY 2006/2007
APPROVED BY:
Pamela Arends -King ate
Finance Director /City Treasurer
DESTROYED BY:
Resolution No. 15 -12
Page 3 of 3
CONSENT:
David E. Kendig Date
City Attorney