Loading...
HomeMy WebLinkAboutCC RES 16-04 RESOLUTION NO. 16-04 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 PARKS AND RECREATION 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 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, 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 Parks and Recreation. Resolution No. 16-04 Page 1 of 5 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin on the 5th day of April, 2016. JO N NIELSEN, Ma or ATTEST: ERICA N. BE, 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. 16-04 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: COUNCILMEMBER AYES: Nielsen, Gomez, Murray, Puckett ( 4 ) COUNCILMEMBER NOES: None ( 0 ) COUNCILMEMBER ABSTAINED: None (0 ) COUNCILMEMBER ABSENT: Bernstein ( 1 ) 'A Ae"", ERICA N. RABE, City Clerk Resolution No. 16-04 Page 2 of 5 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 PROVED Y: U:1--,N bqyid A. Wilson Date David L-Kendig bate Director, Parks and Recreation City Attorney DESTROYED BY: Pouch Records Management LP Resolution No. 16-04 Page 3 of 5 Attachment 1 — Files for Destruction Item Date Correspondence 1990-2011 Tustin Community Pride Minutes and Agendas 1993, 2001-2005 Senior Advisory Board Packets 1994 Parks and Recreation Budget 2005 Camp Forms 2007 - 2008 Credit Card Refunds 2006-2011 Facility Cancellations 2011 Rental Information 2012 Facility Use Applications 2005 Facility Use Forms 2009-2010 Rental Applications 2011-2012 Liability Waivers 2004 Facility Reservations 2007 Rental Applications 1998-2000 Rental Information 2006 Resolution No. 16-04 Page 4 of 5 Attachment 2 — Files for Laser Fiche then Destruction Item Date Community Services Commission Meeting Agendas 1998-2011 Resolution No. 16-04 Page 5 of 5 1 (800) 400-3453 "Making it, as Easy as it Sh www.pbuchrecords.com Certificate o, f Destruction Items amounting to 1125.5 pounds have been SHREDDED for Pouch Recerds I►llanagement L.P.-on this date 4 21.2016 fo.r - - Client Name: CITY CLERK CITY OF TUSTIN Customer ID: T770 as described on POUCH work order # 1160645dated 4/12/2016 PRM Witness Signature Contractors in partnership with POUCH Records Management Service Contractor (check box) �. SoCal Shred AAAA NAID, ❑ All Purpose Document Destruction El rP� Document Security Solutions The above named & affiliated contractors have provided shredding services when their name has been checked above. The contractor's signature below certifies that the above materials were completely destroyed in a confidential manner, in accordance with the procedures set forth by -the National Association for Information Destruction for its MAID Certified' Members. Contractor/employee Signature a)n� Print Name of Contractor/Employee ROMs© 10/122009 L-2)-1 G Date \Vh'cGkn! Y�-F41A1 Fde