HomeMy WebLinkAbout08 DESTRUCTION OF RECORDS - FINANCE DEPARTMENT�� b
AGENDA REPORT
F
MEETING DATE: AUGUST 2, 2016
TO: JEFFREY C. PARKER, CITY MANAGER
Agenda Item
Reviewed.
City Manager
Finance Director
FROM: JENNIFER LEISZ, ACTING FINANCE DIRECTOR
SUBJECT: 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. 16- 41, 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 Attomey,
provided that those records are not included within certain specified categories.
nny L"eisz
cting Finance Director
Attachment: Resolution No. 16-41
RESOLUTION NO. 16-41
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 Acting Finance Director 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. 16-41
Page 1 of 3
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Tustin on the 2nd day of August 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. 16-41 was duly passed
and adopted at a regular meeting of the Tustin City Council, held on the 2nd day of August
2016 by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
ERICA N. RABE,
CITY CLERK
Resolution No. 16-41
Page 2of3
CITY OF TUSTIN
OBSOLETE RECORDS DESTRUCTION LIST
FINANCE DEPARTMENT
(All are records prior to July 1, 2009)
1099 FORMS 0 Box)
ACCOUNTS PAYABLE (22 Boxes)
ACCOUNTS RECEIVABLE (2 Boxes)
CASH RECEIPTS (25 Boxes)
JOURNAL ENTRIES (20 Binders)
f 7f5�
/ Jen eisz Date
Acting Finance Director
DESTROYED BY:
Resolution No. 16-41
Page 3 of 3
CONSENT:
David E. KendigU Date
City Attorney