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HomeMy WebLinkAbout03 DEST. OF RECORDS 01-05-04AGENDA REPORT Agenda Item 3 Reviewed: FCii tnYa nMcaen;~:t ~-"~¢'~ NC 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