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Home My WebLink About04 DESTRUCTION OF RECORDS - PARKS AND RECREATIONMEETING DATE TO FROM AGENDA REPORT APRIL 5, 2016 JEFFREY C. PARKER, CITY MANAGER Agenda Item 4 Reviewed:° City Manager Finance Director N1 DAVID A. WILSON, DIRECTOR, PARKS AND RECREATION SUBJECT: DESTRUCTION OF RECORDS — PARKS AND RECREATION OFFICE SUMMARY: The Parks and Recreation Office is requesting authorization to destroy records that are no longer required for retention pursuant to the City's Record Retention/Disposition Schedule. RECOMMENDATION: Adopt Resolution No. 16-04, authorizing the destruction of records in the possession of Parks and Recreation. FISCAL IMPACT: The fiscal impact is minimal and limited to the cost of utilizing an authorized record destruction company to properly destroy documents and provide a certificate of destruction. CORRELATION TO THE STRATEGIC PLAN: Contributes to the City Strategic Plan Goal E: Organizational Excellence and Customer Service - be a high performance organization, with effective customer services provided by a professional workforce. BACKGROUND: The Parks and Recreation Office is currently in the process of reviewing paper documents to determine whether they are ready for destruction pursuant to the City's Record Retention/Disposition Schedule. Page 2 Agenda Report — Destruction of Records The overall goal is to ensure documents are readily available to staff and the public. By improving the current record management system, documents will be easily attainable thus eliminating unnecessary time spent researching and locating documents. 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. DaAd A. Wilsolh, Director Parks and Recreation A RESOLUTION OF THE CITY COUNCIL OF CALIFORNIA, A. RECREATIONDESTRUCTION OF CERTAIN CITY RECORDS AND PAPERS IN THE POSSESSION OF THE PARKS AND DEPARTMENTOFCITY OF NO LONGER REQUIRED FOR THE CONDUCTOF PURSUANT• THE AUTHORITY '` BY THE CITY OF •'D • 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 City Clerk of the City of Tustin has requested authority to destroy certain documents in a time and manner consistent with the City of Tustin Records Retention Schedule; and WHEREAS, the described documents listed in Exhibit A are occupying space needed by Parks and Recreation of the City of Tustin and 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, •RE, THE CITY COUNCIL OF OF 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 Parks and Recreation. Resolution No. 16-04 Page 1 of 2 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin on the 5th day of April, 2016. JOHN NIELSEN, Mayor ... CALIFORNIALoa Mil M STATE OF COUNTYOF ORANGE CITY OF I, Erica N. Rabe, 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. 16-04 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 5th day of April, 2016 by the following vote: Raw Resolution 0, Page CITY OF TUSTIN OBSOLETE RECORDS DESTRUCTION LIST PARKS AND RECREATION OFFICE RESOLUTION NO. 16-04 EXHIBIT A 1. Files for Destruction 1998-2012 2. Files for Laser Fiche then Destruction" 1968-2012 *Scanned for retention APPROVED BY: David A. Wilson Date Director, Parks and Recreation DESTROYED BY: Pouch Records Management LP Resolution No. 16-04 Exhibit A Page 1 of 1 "NT: Dat City Attorney ttacharnent 1— Files for Destruction Item ate ----------------------------- ...._._._..._....... _____..........................................................__..m.......... Correspondence 1990-2011 'rustin Community Pride Minutes and Agendas - 1993, 2001-2005 SeniorAdvisory --- . ..... ............ ............ . ................................................_..........—....................................................._.._._......... Parks and Recreation Budget 2 Camp " ______.�.___....._............................................................................... _ -_ _.— ................ 2007-.2008 Credit Card Refunds 2006-2011 Facility Cancellations 2011 ental Information 2012 ......................................................................................................................... Facility Use Applications _......... 2005 _ Facility Use Forms2009-2010 ............................................ _.._........................................................... ._................. ..._._.__ Rental Applications ...... ---�_..._....... _ _ ....... _.... ... 2011-2012 ,_.--___.— _......._._._. ............._._..... �� _� _._.__._.� ............. Liability Waivers � ...�......._ � _._................_ .... Facility Reservations ..........�... 2 7 ................................................................................................................m.............-....._.._....._._..._........................_...................._.______............................................................... Rental Applications ....................................................................................... 1998-2000 --..........................____.-_________—..___________... Rental Information 2006 Attachment 2 — Files for Laser Fiche then Destruction Item Date Community Services Commission Meeting Agendas 1998-2011