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HomeMy WebLinkAbout07 DEST OF RECORDS 09-02-03AGENDA REPORT Agenda Item 7 Reviewed: City Manager Finance Director MEETING DATE: SEPTEMBER 2, 2003 TO: WILLIAM HUSTON, CITY MANAGER FROM: OFFICE OF THE CITY CLERK SUBJECT: DESTRUCTION OF RECORDS - CITY CLERK'S OFFICE 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. 03-95, authorizing the destruction of records in the possession of the City Clerk. 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. Maria R. Huizar, -Chief Deputy City Clerk RESOLUTION NO. 03-95 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 which are not included within said categories of documents of the City of Tustin Records Retention Schedule; and WHEREAS, all of the documents listed in the attached Exhibits A and B were prepared on a date at least two years prior to the date of this resolution; and WHEREAS, the described documents listed in Exhibits A and B are occupying space needed by the City Clerk of the City of Tustin; and WHEREAS, agendas and expired agreements and contracts listed have been optically imaged and the optical image will be maintained permanently in the Office of the City Clerk allowing destruction of the paper originals of the expired agendas and agreements and contracts listed in Exhibits A and B; and WHEREAS, the City Clerk of the City of Tustin has determined that none of the described documents, with the exception of optically imaged expired agendas and agreements and contracts, listed in Exhibits A and B have sufficient value to justify retention; and WHEREAS, the City Attorney hereby gives written consent to destroy the described documents, with the exception of the optically imaged expired agendas and agreements and contracts, listed in Exhibits A and B. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, does hereby resolve as follows: SECTION 1: That the following documents, with the exception of the optically imaged agendas and agreements and contracts, are no longer required by the City of Tustin and should be destroyed to conserve storage space in the offices of the City of Tustin. Said documents and papers are described in the attached Exhibits A and B. SECTION 2: That all expired agendas and agreements and contracts listed in Exhibits A and B have been optically imaged and the imaged documents will be maintained as permanent records of the City of Tustin in the Office of the City Clerk. SECTION 3: That the proper official of the City of Tustin having custody of the above described documents is hereby authorized to destroy said documents, with the exception of the optically imaged agendas and agreements and contracts, in a lawful manner, as scheduled. SECTION 4: 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. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin on the 2nd day of September, 2003. ATTEST: TRACY WILLS WORLEY Mayor PAMELA STOKER City Clerk APPROVED: City Attorney STATE OF CALIFORNIA ) COUNTY OF ORANGE ) CITY OF TUSTIN ) SS I, Pamela Stoker, 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. 03-95 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 2nd day of September, 2003, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: PAMELA STOKER CITY CLERK Agenda Packets * (All have been optically imaged) 1-2-90 to 6-4-90 1-3-89 to 6-5-89 11-16-87 to 6-6-88 4-6-87 to 11-2-87 1-7-91 to 5-20-91 6-3-91 to 12-2-91 6-18-90 to 12-19-90 6-19-89 to 12-4-89 6-20-88 to 12-19-88 Box 22 - 1-3-94 to 11-7-94 Box 23 - 11-21-94 to 12-4-95 Box 44 - 1-2-96 to 3-17-97 Box 7 - 1-6-92 to 7-6-92 Box 8 - 7-20-92 to 3-1-93 Box 9 - 3-15-93 to 12-6-93 EXHIBIT A * Agenda Packets are copies and the original staff reports remain in storage in the City of Tustin Clerk's Office EXHIBIT B Box 14: Expired Agreements/Contracts (All have been optically imaged) CONTRACTOR DESCRIPTION All American Asphalt Bopark Enterprises Boral Resources (1) Boral Resources (2) Boral Resources (3) Camino Viejo Paving Doug Martin Contracting E.L. Yeager (1) E.L. Yeager (2) Excalibur Contracting, Inc. Excel Paving Hillcrest Contracting Javaid Contractors John C. Ettlin Markel Cement Contracting Modem Asphalt, Inc. R.J. Noble (1) R.J. Noble (2) R.J. Noble (3) Steiny & Co., Inc. Sully Miller (1) Sully Miller (2) Sully Miller (3) Sully Miller (4) Sully Miller (5) Sully Miller (6) Tracy & Haigh Landscape Tracy & Haigh, Inc. Vernon Paving Edinger Ave. Rehabilitation Landscape/Irrigation Improvements to Laurelwood Devel. Asphalt, Concrete Rehab & Overlay 1991-92 Phase I Street Rehab on Red Hill AHFP #1321 Calif. St. Widening/Reconstruction Between 3rd & Main Reconstruction on Main St. Project 700122 Slurry Seal Project 1989-90 & 1990-91 Grading/St. Paving, Storm Drain, Traffic Signal Improvements Grading & Drainage Improvements Orange St. Widening/Reconstruction HCDA Project St. Widening/Traffic Signal Improvements AHFP 1218 Public St. Widening Improvement Median Island Landscape & Irrigation Improvements Irrigation & Landscape Improvements Construction of 3 City Entry Monument Signs Parking Lot Excavation, Paving, Concrete Walls, Domestic Water Facilities & Irrigation Systems Irvine Blvd. to O.C.F.C.D.N. Tustin Channel Project #700121 Street Rehabilitation AHFP 92-072 Asphalt Concrete Rehabilitation & Overlay Proj. 1989-90 & 1990-91 Installation of Undergrotmd St. Light Conduit Curb & Gutter, St. Paving, Storm Drain & Utility Installation, Street Lights & Traffic Signals Asphalt concrete Rehabilitation/Overlay Proj. 1988- 89 Asphalt Concrete Overlay East Tustin Area Streets Jamboree Rd. Improvements Jamboree Rd. Improvements Street Rehabilitation on Red Hill Median Island Landscaping & Irrigation Landscape, Irrigation & Sidewalks Main St. Reconstruction - OCUTT Phase III BOX 15: Expired Agreements/Contracts CONTRACTOR Advanced Construction Gutter All American Asphalt B-1 Enterprise Corp Brewster Electric C.W. Neal Corp. California Living Dillingham Construction Gerald M. Forster Grigolla & Sons Construction Grigolla & Sons Construction Co. Hardy & Harper Inc. J & B Kovac Engineering Janna Contracting Corp. Kenko, Inc. dba McGrand Lambaren Contractors, Inc. Nobest, Inc. SC Engineering, Inc. Silveri & Lebouef J. Sully Miller Contracting Co. W.E. O'Neil White Construction DESCRIPTION Removal & Replacement of Sidewalk Curb & Sidewalk, Curb & Gutter Repair, Phase I & Asphalt Concrete Rehabilitation & Overlay Project Phase II Removal & Replacement of Sidewalk, Curb & Gutter, Pruning of Tree Roots Electric Utility Service Conversions at 14462 Red Hill Ave. and 11421 Red Hill Ave. Installation of 45 Mil Hypalon Lining & Structural Improvements at Foothill Reservoir Construction of Maintenance Access Ramps to Parks & Const. Green Valley Sidewalk Relocation Expansion, Renovation of Tustin Civic Center A.D. 86-2 Storm Drain Facility F06B01 & Lines F,G,&J Sidewalk & Wheelchair Ramps SB821 Project 199091 Construction of New PCC Sidewalk & Access Ramps PCC Cross Gutters & Curb Returns at Pacific St. & 2nd Project 700105 Construction of Curb & Gutter Driveway Aprons & Street Pavement Improvements on Browning Ave. Construction of Storm Drain Improvements on 6th & Pacific Project #900028 Venta Storm Drain Improvements From Walnut to Fl0 Channel Project #900030 Removal & Replacement of Sidewalk, Curb & Gutter Construction, Replacement Embossed Concrete Median Pavement Construction New Wet Well Generator Bldg. Installation Storm Drain Pipers & Related Pavement Replacement Work Construction Street Storm Drain, Utility, Grading on Auto Center Dr. Improvements Interim Police Facility, Project #5906129 Removal & Replacement of Sidewalk, Curb & Gutter, Pruning of Tree Roots Box 16: Expired Agreements/Contracts CONTRACTOR DESCRIPTION Baxter & Griffin Co. Colich & Sons F.J. Johnson, Inc. G.R. McKervey, Inc. G.R. McKervey, Inc. Golem Construction Intersection Maintenance Service John T. Malloy Mike Noriega Noriega Pipeline Noriega Pipeline (2) Noriega Pipeline (3) R.L.T. Construction R.L.T. Construction, Inc. R.L.T. Construction (2) R.L.T. Construction (3) R.L.T. Construction, Inc. Safeco Insurance Co. Safeco Insurance Co. (2) Savala Construction Co. Signal Maintenance, Inc. Steiny & Co. Steiny & Co. (1) Steiny & Co. (2) Steiny & Co., Inc. Steve P. Rados, Inc. Sukut Construction, Inc. Tomar Engineering, Inc. Valverde Construction, Inc. Modification of Traffic Signals Water Main Relocation Projects 600083, 600084, 600085 & 800037 Install Traffic Signal at Tustin Ranch Road & Auto Center Dr. Water Main Installation: Project #600098 Water Main Construction Project #600095C Water Main Relocation on First St., Tustin Ave, & Pasadena Ave. Traffic Signal Installation & Modification to Existing Traffic Signals Water Main Relocation, Project #600095 Water Main Replacement, CIP #600087 Water Main Replacement Projects: #600099, 600104 & 600109 Water Main Relocation Project 3600095(D) Water Main Replacement on Malta St. Water Main Replacements Water Main Replacement on Theodora Water Main Replacement Projects #600088 & 600093 Water Main Replacement on Woodland Dr. Water Main Replacement on Prospect Ave. Construction & Modification of Traffic Signals, Projects #800032, 800038, 800039, 800040 & 800041 Traffic Signal Modifications & Interconnect Project #800043 Water Main Relocation Project #600095(B) Modifications to Existing Traffic Signals Construction of Traffic Signal & Safety Lighting Traffic Signal Installation at Various Locations Construction Traffic Signal Improvements Modification of Traffic Signals at Various Locations Construction Tustin Ranch Rd. Overcrossing & Interchange Construction Lower Peters Canyon Retarding Basin Water Main Replacement Project #600070, 600071 & 600073 Water Main Relocation Project #600082 Phase II Box 21: Expired Agreements/Contracts CONTRACTOR State of Califomia 1st National Bank, O.C. 4th St. So. Pacific Crossing A.S.L. Consulting Engineers Acacia Enterprises Ag's & Deeds 6th St. AHFP #649 First St. AHFP #604 First St. AHFP Bryan Ave. Improvements AHFP 765 & 809 A1 Armstrong Sweeping Allen O'Dell West Atchison Topeka & S.F. (1) Atchison Topeka & S.F. (2) Atchison Topeka & S.F. (3) Atchison Topeka & S.F. (4) Atchison Topeka & S.F. (5) Atchison Topeka & S.F. (6) ATSC (1) ATSC (2) ATSC (3) ATSC (4) Austin & Associates (1) Austin & Associates (2) Bali Hai Apts. Bank of America Bartlett Center (1) Bartlett Center (2) Bein, Frost & Asso. (1) Bein, Frost & Asso. (2) Berryman & Stephenson (1) Berryman & Stephenson (2) Bolyard Boyle Engineering (1) Boyle Engineering (2) Boys & Girls Club (1) Boys & Girls club (2) Boys & Girls Club of Tustin (1) Boys & Girls Club of Tustin (2) DESCRIPTION Newport Fwy. Ramps at 4th & Irvine 1974 Telephone System Lease Newport Ave. Ext. Precise Alignment #85-45 Park Pasadena Ave. & Nisson Rd. Various Ag's & Deeds for 6th St. Property Acquisition Phase 1 Property Acquisition Phase 2 Street Improvements Street Improvements Annual Specialty Sweeping Program #84-10 Widening of First St. Sycamore Ave. Pedestrian Walkway & Emer. Crossing Crossing at Bell Ave. 12 In. Storm Drain No. of Walnut/Irvine Variance Relative to Walnut Ave. R.R. Crossings Right of Entry License Walnut Ave. Crossing Protection Revenue Sharing Funds #84-47 Revenue Sharing Funds #84-18 Revenue Sharing Funds 1982-83 Revenue Sharing Funds #86-41 City Wide Traffic Study #83-37 Peters Canyon Traffic & Cons./Transportation Analyst #83-33 Frederick's Annexation Bankamericard Accommodations Revenue Sharing Funds #86-44 Revenue Sharing Funds #84-50 Laguna Rd. Extension #85-6 Peters Canyon Eng. Cons./Sewer Drainage Plan #83-29 Newport Ave. Traffic Signal Interconnect #85-3 Engr. Svcs. E1 Camino Real/Main St. Improvements Subdivision Agreement Jamboree Between I-5/Irvine Const. Staking #87-49 Water Service Mgmt. Plan & System Analysis Revenue Sharing Funds #86-42 Revenue Sharing Funds #84-48 Revenue Sharing Funds #84-14 Revenue Sharing Funds Box 21: Expired Agreements/Contracts (cont.) CONTRACTOR DESCRIPTION Brandman, Michael (1) Brandman, Michael (2) Bush, Marion C.S.C. Inc. Ca. State of(l) Ca. State of (2) Ca. State of(3) Ca. State of (4) Child/Parental Emerg. Service Christian Temp. Housing Chuml Property Cities Service Co. Coast Reg Training Ctr. Copes (1) Copes (2) County of Orange (1) County of Orange (2) County of Orange (3) Eastwood Tennis Surface Empire Insurance Engineering Science Family Svcs. Asso. (1) Family Svcs. Asso. (2) Feedback Foundation (1) Feedback Foundation (2) Feedback Foundation (3) Feedback Foundation (4) First Western Bank & Trust Fleagel, Kenneth R. Foothill Rentals Friden Mailing Equipment Governmental Prof. Svcs. Greer & Co. Engr. Svcs. Harrison, Michael & Lucille Health Testing Inst. Irvine Co. (1) Irvine Co. (2) Irvine Industrial Complex Irvine Ranch Water Dist. Irvine, City of(l) Environmental Consultant E. Tustin Auto Center #8435 EIR Cons. E. Tustin Auto Center #84-23 Prospect Ave. Improvements Telephone Maintenance Personnel Board, Coop. Pers. Svcs. S.A. Fwy. Landscaping, Newport Ave. Bridge Irvine Blvd. Traffic Signal/Street Improvements Cal Trans Ag X7940 Moulton Pkwy. #83-19 Revenue Sharing #86-45 Revenue Sharing Funds Acquisition of Property Improvements on Bell Ave. Jt. Exercise of Pwrs. Ag. Revenue Sharing Funds #84-13 Revenue Sharing Funds #84-51 Irvine Blvd. Improvement #83-13 Housing Rehab Project #83-5 Public Facility Improvement Magnolia Tree Park, Tennis Court Resurface #84-31 Stock Certificate Bullet Train Env. Eng. Consultant #83-9 Revenue Sharing Funds #86-47 Revenue Sharing Funds #84-54 Revenue Sharing Funds #84-17 Revenue Sharing Funds #83-2 Revenue Sharing Funds #86-43 Revenue Sharing Funds #84-49 Prospect Irvine-Newport Annexation #68 Planning Consultant Mutual Aid, Civil Defense Program Purchase & Maintenance Mailing Machine E1 Camino Real Storm Drain Irvine Blvd. FAU Project M-M023(2) Reciprocal Fire Hydrant Ag. P.D. Sworn Personnel Physicals #83-36 Option to Purchase Fire Station GPA EIR E. Tustin Auto Ctr. #84-22 Street Improvements Stipulations Engr. Dsgn, Svcs. Irvine Ctr. Dr. & Moulton Pkwy. Box 21: Expired Agreements/Contracts (cont.) CONTRACTOR Irvine, City of (2) J.A. Steward Dev. Co. James Goodman John O'Donnell & Partners (1) John O'Donnell & Partners (2) Johnson, Frank & Asso. L.P. Repertory (1) L.P. Repertory (2) L.P. Repertory (3) L.P. Repertory (4) L.P. Repertory (5) Lestonnac Free Clinic (1) Lestonnac Free Clinic (2) Lestonnac Free Clinic (3) Lusk Interiors M.L. Stem & Co. Inc. Meals On Wheels (1) Meals On Wheels (2) O.C. Alcoholic Women's Rehab O.C.C.T.S.A. O.C. Employee Assis. (1) O.C. Employee Assis. (2) O.C. Engr & Grading O.C. Envir. Management Auth. O.C. Sanitation Dist. O.C. Transit Dist. O.C. Transportation Dist. Orange, County of(l) Orange, County of(10) Orange, County of (11) Orange, County of (12) Orange, County of (13) Orange, County of (2) Orange, County of (3) Orange, County of (4) Orange, County of (5) Orange, County of (6) Orange, County of (7) Orange, County of (8) Orange, County of (9) DESCRIPTION Admin/Insp. Svcs. Moulton Pkway. #83-22 Maintain Clear Side.Yard McFadden & B Annexation Storm Drain Ag. Storm Drain Ag. Roadway Const. Survey Moulton Pkwy. #8320 City Facility Use for 1987 Production #86-67 1984 Production "The Sunshine Boys" #83-39 1983 Theatrical Play 1986 Stage Production 1985 Production, City Facility Use #84-94 Revenue Sharing Funds #84-15 Revenue Sharing Funds #86-46 Revenue Sharing Funds #84-52 License Ag. For Excess Property on Warner Ave. Interested Buyers of Bonds Revenue Sharing Funds #84-16 Revenue Sharing Funds #83-3 Revenue Sharing Funds Revenue Sharing Funds #86-50 Employee Counseling Service Employee Counseling Service #83-34 Civil Defense Rehab of Private Properties #86-8 Collection Sewer Connection Charges Bus Bench Ag. Bus Travel Improvements Sycamore Ave. between Red Hill Ave. & School Lane Improvements Newport Ave. & McFadden Ave. Co-op Ag. Hsng. & C.D. Block Grant Program Red Hill Ave. Storm Drain Connections Improvement of Mitchell Ave. Reciprocal Fire hydrant Access to Hydrant Improvement of 4th St. So. Pacific Crossing Mitchell Ave. Storm Drains #83-1 Rehab. Of Private Properties #85-1 Irvine/Red Hill Improvements Traffic Signal Browning Ave. Resurfacing #84-19 Resurfacing Various Sts. Myford Rd./Bryan Ave. Intersec. Widening #84-3 Box 21: Expired Agreements/Contracts (cont.) CONTRACTOR Pacific Telephone (1) Pacific Telephone (2) Phillips, Brandt, Reddick Planning Center The Port & Flor Public Agencies Data Sys. Pyro Spectacular (1) Pyro Spectacular (2) Recreation Systems Inc. (1) Recreation Systems Inc. (2) Red Hill Storm Drain Const. Robert H. Grant Rowenhorst, Earl E. S.A. Valley Irrigation (1) S.A. Valley Irrigation (2) S.P.R.R. Co. San Diego Fireworks Santiago Bank Security Land & Right-of-Way So. Calif. Edison (1) So. Calif. Edison (2) So. Calif. Edison (3) So. Pacific Co. State Board of Equal. (1) State Board of Equal. (2) State of Ca. (1) State of Ca. (2) State of Ca. (3) Street Improvements Strong Asso & Strong Surplus Property #2451 T.M.E.A. (1) T.M.E.A. (2) The Irvine Co. Tract #4934 Tract #5390 Tract #5726 Tustin Area Historical Society Tustin Chamber of Commerce Tustin Jaycees (1) Tustin Jaycees (2) DESCRIPTION Maint/Installation Tustin Civic Center Permit for Excavation Privileges, Root Cutting EIR Prep. For So. Central Project Area #85-10 1 st St. Specific Plan Consultant #85-40 Relocation Property Mgnmt. Newforth Ctr. #85-12 Jr. Pwrs. Computer Ag. 1984 Fourth of July Celebration #84-4 4th of July Celebration #86-17 Sr. Center Design/Devel. Consultant #84-27 No. Columbus Tustin Park Design #84-46 Construction of Storm Drain Fire Lanes in Tustin Meadows Water Dept. Employment Ag. #83-15 Escrow #877246 HRB & 877-306 HRB Conveyance of Portion Irrigation System Installation of Main St. Culvert Pyromusical Show July 4th Celebration #85-16 Deposit of Money Acquisition of Property #85-31 Jr. Use Ag. Easement St. Lighting Conversion Jt. Use Ag. Utility Pole Relocation Holt Ave. Crossing Local Sales & Use Taxes Use Fuel Tax Agreement 9th Yr. HCD Housing Rehab. #83-43 Public Facilities Improvements B/Mitchell #83-45 Special Jobs Bill #83-44 Street Improvements Peters Canyon Specific Plan Fiscal Consultant Sale of Surplus Property M.O.U. #83-42 M.O.U. 7-1-82 Improvement to Irvine Center Dr. #83-38 Easements, CC&R's CC&R's Extension of Main Lines w/Tustin Water Works Revenue Sharing #86-49 Lease of 395/399 E1 Camino Real Miss Tustin Pageant Comm. Center Use #8456 Miss Tustin Pageant Comm. Center Use #8347 Box 21: Expired Agreements/Contracts (cont.) CONTRACTOR Tustin Jaycees (3) Tustin Police Emp. Asso. (1) Tustin Police Emp. Asso. (2) Tustin Village Tract 5142 Tustin Comm. Redev. Agency U.S. Navy MCAS Tustin UMA/RGB Engr. Inc. Valley Industrial Svcs. Van Del & Asso. Inc. Villa, The Volunteer Ctr. of So. O.C. Yorba St. AHFP Proj. 929 DESCRIPTION Miss Tustin Pageant Comm. Ctr. Use #8551 M.O.U. #83-40 M.O.U. 7-1-82 CC&R's Loans $1,125,000 and $450,000 Moulton Pkwy. Realign/Widening Prop. License #83-23 Bridge Construction Survey/Inspection Uniform Service & Laundry Engr. Svcs. Moulton Pkwy/Irvine Center Dr. Realignment Revenue Sharing Funds #84-53 Revenue Sharing Funds #86-48 Street Improvements