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Home My WebLink AboutCC 3 DEST OF RECORDS 02-21-84/~.~ ~ ~ ~._ g~,~ ~ ~ ~ ~ CONSENT CALENDAR ,~-: '~. :. ~ NO. 3 ~ ~ ~ ~ 2-21-84 DATE: 2/9/84 ~~ Inter-Corn TO: ~'WYNN, CITY CLERK FROM: JAMES G. ROURKE, CITY ATTORNEY DESTRUCTION OF RECORDS OF THE OFFICE OF THE CITY CLERK Pursuant to the request of your Inter-Com of January 25, - 1984, please find enclosed proposed Resolution approving destruction of -certain records of the office of the City Clerk. JGR:se:D:2/7/84(73a) Enclosure cc: WH DATE: JANUARY 25, 1984 Inter_Com FRO/,I: SUBJECT: ATTORNEY JAMES G. ROURKE MARY E. WYNN, CITY CLERK RESOLUTION REGARDING DESTRUCTION OF RECORDS The City Clerk's office has for the past two years worked on getting files prior to January 1, 1980, ready to microfiche and microfiching those files. As of this date we have completed this portion of our ~oal which amounts to over 61,000 pages of records that have been microfiched. In this process, we have designated certain records for destruction without being microfiched. In my opinion there is no need for preserva'tion of the following records: Notices of Hearings regarding annexations to various other cities - 1969-1970 Affidavits of Publication ,'1946-1979 Notices of Hearings before Public Utilities Commission, Gas Co., Electric Co., Telephone Co., etc. Chamber of Commerce Quarterly Reports - 1964-1978 Misc. memos from former City Administrators - 1967-1977 Misc. memos and requisitions from and to the City Clerk - 1960-1979 Misc. memos and correspondence to City Council - 1971-1978 Notices of Adjourned Meetings - 1967-1979 Notices of Special Meetings - 1952-1979 Correspondence. about Youth Center - 1960-1969 Minutes between contractor, building dept., and architect for Civic Center Bldg. - 1972-1975 Complaints received from residents regarding cats, trash pick up, etc. - 1970-1973 1960 Food Vending Permits W-2 Forms - 1956-1965 , Memo ~o Attorney Rourke 1-25-84 Page 2 Oaths of office of former employees - 1942-196~ 45 page petition dated 1963 regarding moratorium on development Correspondence requesting proclamations - 1968-1979 Requests for street closings for various reasons such as block parties, etc. - 1968-1979 One large box of miscellaneous receipts from different departments dated 1966-1969 Election material prior to 1976 with the exception of any minutes, ordi- nances, resolutions, or any records introduced in evidence in any action or proceeding still pending. Please. keep in mind that we are not talking about any records after 1979 or about any ordinances, resolutions, or minutes of the City of Tustin. It is my understanding of the Government Code that we may destroy the original records that have been microfiched (as noted in paragraph 1) without a resolution if we comply with Section 34090.5 of the Government Code. Please review this and if acceptable, please prepare a memo and. resolution for destruction of these records. If you have any questions, please call me. Mary E. Wynn City Clerk RESOLUTION N6. 84- 23 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, APPROVING DESTRUCTION OF CERTAIN RECORDS OF THE OFFICE OF THE CITY CLERK. 1 2 3 4 WHEREAS, except for records affecting title to real property 5 or liens thereon, court records, records required to be kept by statute, records less than two years old and the minutes, 6 ordinances, or resolutions of the City Council and other City boards or commissions, Government Code Section 34090 authorizes the 7 head of a city department to destroy any city record, document, instrument, book or paper, under his charge, without making, a copy 8 thereof, after the same is no longer required, with the approval of the City Council by resolution and the written consent of the City 9 Attorney; and 10 WHEREAS, the City Council, upon request of the City Clerk, desires to approve immediate destruction of certain records, to- ll wit, notices of hearing regarding annexations to various other cities; affidavits of publication; notices of hearing before the 12 Public utilities Commission relative to the gas company, electric company, telephone company; Chamber of commerce quarterly reports; 13 miscellaneous memoranda from former City Administrators; miscellan- eous memoranda and requisitions from and to the City Clerk; miscel- 14 laneous memoranda and correspondence to the City Council; notices of adjourned and special meetings; miscellaneous correspondence 15 regarding Youth Center; minutes between contractor, building department and architect for Civic Center Building; complaints 16 received from residents regarding cats, trash pick up, etc.; food vending permits; W-2 forms; oaths of office of former employees; 17 petition regarding moratorium on development; correspondence requesting proclamations; requests for street closings for various 18 reasons, such as block parties; miscellaneous receipts from different departments; election material prior to 1976 with the 19 exception of any minutes, ordinances, resolutions, or any records introduced, in evidence in any action or proceeding still pending; 20 each, every and all of which are not less than two years old; and 21 WHEREAS, the City Attorney of the City of Tustin has filed his written consent with the Clerk of the Council of the City of 22 Tustin; 23 NOW, THEREFORE, BE IT RESOLVED, by the City Council of the 24 City of Tustin, california: Pursuant to Section 34090 et seq. of the Government Code of 25 the State of california, approval is hereby granted for the immediate destruction of the items listed below which as of January 26 1, 1984, have been retained for a minimum of two years: 27 Notices of hearing regarding annexations to various other 28 cities; affidavits of publication; notices of hearing before the 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 20 21 22 23 241 25. 26 27 28 Public Utilities Commission relative to the gas company, electric 'company, telephone company; Chamber of Commerce quarterly reports; miscellaneous memoranda from former City Administrators; miscellan- eous memoranda and requisitions from and to the City Clerk; miscel- laneous memoranda and correspondence to the City Council; notice's of adjourned and special meetings; miscellaneous correspondence regarding Youth Center; minutes between contractor, building department and architect for Civic Center Building; complaints received from residents regarding cats, trash pick up, etc.; food vending permits; W-2 forms; oaths of office of former employees; petition regarding moratorium on development; correspondence requesting proclamations; requests for street closings for various reasons, such as block parties; miscellaneous receipts from different departments; election- material prior to 1976 with the exception of any minutes, ordinances, resolutions, or any records introduced ~n evidence in any action or proceeding still pending; each, every and all of which are not less than two years old; and of PASSED AND ADOPTED at a regular meeting of the City Council the City of Tustin, California, held on the day of , 1984. ATTEST: MAYO R CITY CLERK 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 CONSENT OF CITY ATTORNEY I, the undersigned, JAMES G. ROURKE, City Attorney of the City of Tustin, California, do hereby consent to the destruction of the materials described in the attached Resolution. DATED: , 1984. JAMES G. ROURKE City Attorney JGR:se:D:2/7/84(73)