HomeMy WebLinkAbout03 DEST. OF RECORDS 01-05-04AGENDA REPORT
Agenda Item 3
Reviewed:
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MEETING DATE:
TO:
FROM:
SUBJECT:
JANUARY 5, 2004
WILLIAM HUSTON, CITY MANAGER
OFFICE OF THE CITY CLERK
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. 04-03, authorizing the destruction of records in the possession of
the City Clerk.
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
Attorney, provided that those records are not included within certain specified
categories.
Chief Deputy City Clerk
RESOLUTION NO. 04-05
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 Exhibit A were
prepared on a date at least two years prior to the date of this resolution; and
WHEREAS, the described documents listed in Exhibit A are occupying
space needed by the City Clerk of the City of Tustin; and
WHEREAS, agendas 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
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 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
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, with the exception of the
optically imaged agendas 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 Exhibit A.
SECTION 2: That all expired agendas 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 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 5th day of January, 2004.
ATTEST:
TONY KAWASHIMA
Mayor
PAMELA STOKER
City Clerk
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. 04-03 was duly passed and adopted at a regular meeting of the Tustin City
Council, held on the 5th day of January, 2004, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
CITY CLERK
EXHIBIT A
Agenda Packets * (All have been optically imaged)
1980
1981
1982
1983
1984
1-85 - 10-85
10-85 - 6-86
Agenda Packets are copies and the original staff reports remain
in storage in the
City of Tustin Clerk's Office