HomeMy WebLinkAbout05 DESTRUCTION OF RECORDS - CITY CLERK'S OFFICEMEETING DATE:
TO:
FROM:
SUBJECT:
SUMMARY:
Agenda Item 5
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Reviewed: '
AGENDA REPORT City Manager
Finance Director N/A
APRIL 5, 2016
JEFFREY C. PARKER, CITY MANAGER
ERICA N. RABE, CITY CLERK
DESTRUCTION OF RECORDS — CITY CLERK'S OFFICE
The City Clerk's 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. 16-21, authorizing the destruction of records in the possession of
the City Clerk.
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:
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.
RESOLUTION NO. 16-21
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 CITY CLERK 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 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 the City Clerk 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, 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. 16-21
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
ATTEST:
ERICA N. RABE
City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
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. 16-21 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:
COUNCILPERSONS AYES:
COUNCILPERSONS NOES:
COUNCILPERSONS ABSTAINED:
COUNCILPERSONS ABSENT:
ERICA N. RABE
CITY CLERK
Resolution No. 16-21
Page 2 of 2
EXHIBIT A: RESOLUTION NO. 16-21
ALL DOCUMENTS HAVE BEEN SCANNED AND ARCHIVED
Agreements: Company
Agreement No.
BOA Architecture
N-1995-012
Boyle Engineering Corporation
A-1996-017
County of Orange
A-1965-003
County of Orange
A-1981-003
County of Orange (Animal Care Services 1962 - 2008)
A-1962-001
County of Orange (15th year Housing & Community
Development Program)
A-1990-005
County of Orange (15th year Housing & Community
Development Program)
A-1990-006
County of Orange (15th year Housing & Community
Development Program)
A-1990-007
County of Orange (15th year Housing & Community
Development Program)
A-1990-008
County of Orange (Asphalt Overlay - Agreement No. D01-020)
A-2001-023
County of Orange (Resurfacing Project; Agreement No. D93-
142)
A-1994-018
County of Orange (Slurry Seal Project; Agreement No. D93-
145)
A-1994-017
Doctor's Ambulance Service
A-1989-004
Doctor's Ambulance Service
A-1986-005
Doctor's Ambulance Service
A-1998-006
Doctor's Ambulance Service
A-2004-038
Irvine Ranch Water District & Lenner Homes
N-2006-060
Lennar Homes of California, Inc
A-2006-037
North American Amusements
A-2012-008
Orange County Sanitation District
A-2004-016
Orange County Transportation Authority
A-2000-009
Orange County Transportation Authority
A-2009-021
Orange County Transportation Authority & various entities
A-1997-009
Orange County Water District
A-1985-004
Orange County Water District
A-1996-018
Robinson, Charles
A-2012-054
Tustin Legacy Community Partners, LLC
A-2003-072
Tustin Legacy Community Partners, LLC
A-2007-034
Tustin Legacy Community Partners, LLC
N-2003-010
Campaign Forms January 1990 - January 2013
Public Records Requests - 2011
EXHIBITA: RESOLUTION NO. 16-21
ALL DOCUMENTS HAVE BEEN SCANNED AND ARCHIVED
Public Records Requests - 2012
Public Records Requests - 2013
Successful City Council Candidate Packets January 1990 -
January 2013
Unsuccessful Council Candidate Packets January 1990 -
January 2013
2011 City Council Agenda Packets
APPROVED BY: CONSENT:
Erica N. Rabe
City Clerk
DESTROYED BY:
Date
David E. Kendig Date
City Attorney