The URL can be used to link to this page

Home My WebLink About07 DESTRUCT RECORD HR 07-18-05 AGENDA REPORT Agenda Item Reviewed: City Manager 7i1 Finance Director ~ MEETING DATE: JULY 18, 2005 FROM: WilLIAM HUSTON, CITY MANAGER HUMAN RESOURCES DEPARTMENT TO: 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 establishing a new file management structure and has identified records that we are no longer required to retain pursuant to the City's Record Retention Schedule. RECOMMENDATION: Adopt Resolution No. 05-85, 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 FISCAL IMPACT: NONE BACKGROUND: The Human Resources Department requests that consent be granted for destruction of outdated subject and information files.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. "--í~J¿ ~//~ Arlene Gibbs, SPHR Director of Human Resources S:\City Councii Agenda Items\2005\2005 RECORDS DESTRUCTION STAFF REPORT.doc RESOLUTION NO. 05-85 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. 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 together with a copy of this Resolution. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin on the 18th day of July, 2005. LOU BONE Mayor ATTEST: 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.' was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 18th day of July, 2005, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: PAMELA STOKER CITY CLERK CITY OF TUSTIN OBSOLETE RECORDS DESTRUCTION LIST HUMAN RESOURCES DEPARTMENT RECORD DESCRIPTION - (MISCELLANEOUS FilES) RECORDS DATES CHEMICAL DEPENDENCY PROGRAMS 1991 BOYS AND GIRLS CLUB - CDBG REQUEST FOR FUNDS 1991 CHARITABLE GIVING CAMPAIGN 1992 CHARITABLE GIVING CAMPAIGN 1991 BROKER-RFP'S - BENEFIT PROGRAM 1989-1993 BENEFITS REVIEW 1995 BENEFITS REVIEW 1992 BENEFITS REVIEW 1993 ATLA-PLAN DOCUMENT (DENTAL PLAN) 1983-1993 ASSESSMENT CENTER-SENIOR PLANNER SET-UP 1988-1990 ATLA 1990-1991 ATLA 1992-1993 ASSESSMENT CENTER-FIELD SERVICE MANAGER- SET-UP FILE 1992 ASSESSMENT CENTER-GENERAL SET-UP 1992 BENEFITS COMMITTEE 1993-1995 BACKGROUND INVESTIGATION - BLANK FORMS 1998-2000 BENEFITS FAIR 1997 BENEFITS FAIR 1998 BENEFITS FAIR 1999 RECORD DESCRIPTION - (RECRUITMENT FILES) RECRUITMENT NUMBER REDEVELOPMENT PROGRAM MANAGER 92-15 MAINTENANCE LEAD WORKER-WATER 92-14 CROSSING GUARD 92-13 CODE ENFORCEMENT OFFICER 92-12 POLICE OFFICER-PROMO 92-11 Page1of6 RECORD DESCRIPTION - (RECRUITMENT FILES) RECRUITMENT NUMBER COMMUNICATIONS OFFICER 92-10 FIELD SERVICES MANAGER 92-09 MAINTENANCE WORKER-WATER 92-08 DAY/CAMP COORDINATOR 92-07 CLERK TYPIST 92-06 DEPARTMENT CLERK 92-05 COMMUNITY SERVICES RECREATION LEADER 92-04 TREE TRIMMER-PROMO 92-03 DEPARTMENT CLERK 92-02 BUILDING OFFICIAL 92-01 TREE TRIMMER-CANCELLED 91-26 SWITCHBOARD OPERATORITEMP 91-25 BUILDING TECHNICIAN 91-24 NON-SWORN INVESTIGATOR CLOSED PROMO 91-23 BUILDING INSPECTOR-CANCELLED 91-23 CODE ENFORCEMENT OFFICER 91-22 TRANSPORTATION ENGINEER 91-21 PLAN CHECKER/SR. INSPECTOR 91-20 CODE ENFORCEMENT OFFICER 91-19 MAINTENANCE LEADWORKER-LANDSCAPE 91-18 WATER TREATMENT PLANT OPERATOR 91-17 CROSSING GUARD 91-16 RECORDS CLERK 91-15 RECREATION COORDINATOR 91-14 POLICE OFFICER RESERVE 91-13 RECORDS SHIFT COORDINATOR 91-12 POLICE OFFICER ENTRY LEVEL 91-11 MAINTENANCE LEADWORKER-WATER 91-10 MAINTENANCE SUPERVISOR-WATER 91-09 PLAN CHECKER 91-08 Page 2 of 6 RECORD DESCRIPTION - (RECRUITMENT FILES) RECRUITMENT NUMBER POLICE OFFICER LATERAL 91-07 POLICE OFFICER RECRUIT W/ACADEMY 91-06 ASSISTANT CIVIL ENGINEER-PROMO 91-05 SECRETARY PROMO 91-04 POLICE OFFICER RECRUIT -ENTRY LEVEL 91-03 COMMUNICATIONS OFFICER 91-02 ASSOCIATE PLANNER 91-01 EXECUTIVE COORDINATOR 90-52 ADMINISTRATIVE ASSISTANT 1/11 90-51 POLICE OFFICER RECRUIT -ENTRY LEVEL 90-50 SENIOR PLANNER 90-49 COMMUNITY SERVICES OFFICER 90-48 MAINTENANCE SUPERVISOR-STREETS 90-47 EQUIPMENT OPERATOR 90-46 REPRODUCTION OPERATOR 90-45 RECORDS CLERK 90-44 CODE ENFORCEMENT OFFICER 90-43 POLICE AIDE PART-TIME 90-42 TRANSPORTATION ENGINEER 90-41 CROSSING GUARD 90-40 DEPARTMENT CLERK 90-39 POLICE RECRUIT 90-30 SECRETARY 90-29 MECHANICS HELPER 90-14 DEPARTMENT CLERK 90-13 POLICE OFFICER LATERAL 90-12 JUNIOR CIVIL ENGINEER 90-11 EQUIPMENT OPERATOR 90-10 DISPATCH SUPERVISOR 90-09 POLICE OFFICER RECRUIT ENTRY LEVEL 90-08 Page 3 of 6 RECORD DESCRIPTION - (RECRUITMENT FILES) RECRUITMENT NUMBER RECORDS CLERK 90-07 MAINTENANCE WORKER-WATER 90-06 EQUIPMENT MECHANIC 90-05 REPRODUCTION OPERATOR 90-04 COMMUNICATIONS OFFICER 90-03 POLICE OFFICER RESERVE 90-02 POLICE OFFICER RECRUIT 90-01 FIELD SERVICES MANAGER 1996 CROSSING GUARD 96-03 CROSSING GUARD COORDINATOR 95-25 RECEPTIONIST/SS CENTER 95-24 RECORDS CLERK -CLOSED/PROMO 95-23 POLICE OFFICER -CLOSED/PROMO 95-22 RECREATION SUPERVISOR 95-21 WATER TREATMENT PLANT OPERATOR 95-20 SECRETARY -CLOSED/PROMO 95-19 COMMUNICATIONS OFFICER 95-18 EXECUTIVE COORDINATOR 95-17 NON-SWORN INVESTIGATOR -CLOSED/PROMO 95-16 CROSSING GUARD 95-15 DIRECTOR OF COMMUNITY DEVELOPMENT 95-14 RECREATION PROGRAM ASSISTANTIDAY CAMP COORDINATOR 95-13 RECORDS CLERK -CLOSED/PROMO 95-12 CUSTODIAN-PIT TEMP 95-11 ASSOCIATE PLANNER 95-10 CODE ENFORCEMENT OFFICER 95-09 COMMUNICATIONS OFFICER -CLOSED/PROMO 95-08 POLICE OFFICER 95-07 DIRECTOR OF COMMUNITY SERVICES 95-06 RECREATION LEADER 95-05 Page 4 of 6 RECORD DESCRIPTION - (RECRUITMENT FILES) RECRUITMENT NUMBER POLICE RESERVE OFFICER 95-04 ADMINISTRATIVE ASSISTANT II 95-03 SR. ACCOUNTANT 95-02 RECREATION PROGRAM ASSISTANT 95-01 RALPH ANDERSEN AND ASSOCIATES SEARCH PROPOSAL 1994 PUBLIC WORKS DIRECTOR 1994 ASSISTANT PLANNER 94-28 RECREATION PROGRAM ASSISTANT 94-27 CODE ENFORCEMENT OFFICER 94-26 CROSSING GUARD 94-25 COMMUNICATIONS OFFICER 94-24 SECRETARY -CLOSED/PROMO 94-23 CLERK TYPIST 94-22 ASSOCIATE PLANNER 94-21 MAINTENANCE WORKER-IN HOUSE 94-20 RECORDS CLERK 94-19 NON-SWORN INVESTIGATOR -CLOSED/PROMO 94-18 COMMUNITY SERVICES OFFICER 94-17 LEAD COMMUNICATIONS OFFICER 94-16 POLICE OFFICER -CLOSED/PROMO 94-15 POLICE OFFICER 94-14 REPRODUCTION OPERATOR 94-13 POLICE LIEUTENANT APPS PASSED 94-12 POLICE LIEUTENANT RECRUITMENT 94-12 RECREATION LEADER 94-11 RECEPTIONIST/CLERK TYPIST 94-10 PUBLIC WORKS DIRECTOR 94-09 DAY CAMP COORDINATOR 94-08 PERSONNEL ANALYST 94-07 ADMINISTRATIVE INTERN 94-06 Page 5 of 6 RECORD DESCRIPTION - (RECRUITMENT FILES) RECRUITMENT NUMBER POLICE SERGEANT 94-05 RECREATION LEADER 94-04 EQUIPMENT OPERATOR-APPS PASSED 94-03 EQUIPMENT OPERATOR-APPS FAILED 94-03 POLICE RESERVE OFFICER 94-02 MAINTENANCE WORKER LANDSCAPE TEMP 94-01 CROSSING GUARD 93-14 RECREATION COORDINATOR 93-13 POLICE OFFICER IN HOUSE 93-12 COMMUNICATIONS OFFICER (PO) 93-11 MAINTENANCE WORKER-LATERAL 93-10 COMMUNITY SERVICES RECREATION LEADER 93-08 DEPARTMENT CLERK PROMO 93-07 NON-SWORN INVESTIGATOR -CLOSED/PROMO 93-06 REPRODUCTION OPERATOR 93-05 RECORDS CLERK (PO) 93-04 POLICE OFFICER-LATERAL 93-03 POLICE OFFICER (PO) 93-02 RESERVE OFFICER 93-01 DEPARTMENT CLERK 1993 PENDING RECRUITMENTS 1993 APPROVE: CONSENT: J/ ~ /f 4;q,ø..; 7 ;'lø-'>- Maria R. Huizar' ate Chief Deputy City Clerk ~ l.nH ~06 Lois Jeffrey te City Attorney Page 6 of 6