HomeMy WebLinkAbout06 DEST RECORDS-HR 01-02-07
Agenda Item
Reviewed:
City Manager
Finance Director N/A
AGENDA REPORT
MEETING DATE: JANUARY 2, 2007
TO: WILLIAM HUSTON, CITY MANAGER
FROM: HUMAN RESOURCES DEPARTMENT
SUBJECT: -DESTRUCTION OF RECORDS -HUMAN RESOURCES
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. The Human Resources Department is in the process of
purging old records that we are no longer required to retain pursuant to the City's
Record Retention Schedule.
RECOMMENDATION:
Adopt Resolution No. 07-04, authorizing the destruction of records no longer required in
the possession of the Director of Human Resources.
FISCAL IMPACT: NONE
BACKGROUND:
The Human Resources Department requests that consent be granted for destruction of
inactive employment applications and background files. 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.
I have reviewed the files proposed for destruction in accordance with the Records
Retention Schedule approved by the City Council on September 17, 2001 and the
proposed action complies with the Schedule.
Kristi Recchia
Director of Human Resources
S:1City Council Agenda Items120071Records Destruction Staff Report 1.2.07.doc
RESOLUTION NO. 07-04
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
HUMAN RESOURCES 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 Human Resources Director 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 Human Resources Department of the City of Tustin; and
WHEREAS, the Human Resources Director of the City of Tustin has
determined that none of the described records, documents, and papers have
sufficient value to justify retention; and
WHEREAS, the City Attorney hereby gives written consent to destroy the
hereinafter described records, documents, and papers 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 records, documents, and papers 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.
S:1City Council Agenda Items120071Records Destruction Reso 1.2.Ol.doc
SECTION 2: That the proper official of the City of Tustin having custody of
the above described records, documents and papers is hereby authorized to
destroy said records, documents, and papers in a lawful manner, as scheduled.
SECTION 3: That upon destruction of the aforementioned and described
records, documents, and papers 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 togetherwith a copy of this Resolution.
PASSED AND ADOPTED at a regular meeting of the City Council of the
City of Tustin on the 2nd day of January, 2007.
Lou Bone
Mayor
ATTEST:
PAMELA STOKER
City Clerk
S:1City Council Agenda Items120071Records Destruction Reso 1.2.07.doc
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
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. 07-04 was duly passed and adopted at a regular meeting of the Tustin City
Council, held on the 2nd day of January, 2007, by the following vote:
COUNCILMEMBERAYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
CITY CLERK
S:1City Council Agenda Items120071Records Destruction Reso 1.2.07.doc
EXHIBIT A
Resolution No. 07-04
Inactive Employment Applications and Background Files for2003 Recruitments
03-01 Police Officer
03-02 Plan Checker
03-03 Property & Evidence Technician
03-04 Communications Officer
03-05 Associate Engineer
03-06 Recreation Leader
03-07 Equipment Operator-Water
03-08 Maintenance Worker 1-Water
03-09 Equipment Operator-Field (Promo)
03-10 Chief Deputy City Clerk
03-11 Senior HRAnalyst/HR Analyst
03-12 Associate Planner
03-13 Maintenance Aide
03-15 Code Enforcement Officer
03-16 Police Recruit
03-17 Police Services Officer
03-18 Police Reserve Officer
03-19 Water Construction & Maintenance Supervisor
03-20 Property & Evidence Tech (part-time}
03-21 Maintenance Worker
03-22 Recreation Leader
03-23 Recreation Program Assistant
03-24 Police Recruit
03-25 Administrative Secretary
03-26 Building Inspector
03-27 Maintenance Aide
03-28 Communications Officer II-Per Diem
03-30 Code Enforcement Officer
03-31 Information Technology I ntern
S:1City Council Agenda Items120071Records Destruction Exb A 1.2.07.doc