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Home My WebLink About04 DESTROY RECORDS HR 08-15-05 AGENDA REPORT Agenda Item 4 Reviewed: -Ut City Manager Finance Director N/A MEETING DATE: AUGUST 15, 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. 05-93, 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 FISCAL IMPACT: NONE BACKGROUND: The Human Resources Department requests that consent be granted for destruction of outdated subject and information files.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. ..~~ &1~ Arlene Gibbs, SPHR Director of Human Resources S:\City Council Agenda Items\2005\2005 RECORDS DESTRUCTION STAFF REPORT2.doc RESOLUTION NO. 05-93 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. Resolution No. 05-93 Page 1 of 9 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 15th day of August, 2005. LOU BONE Mayor ATTEST: PAMELA STOKER City Clerk Resolution No. 05-93 Page 2 of 9 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. 05-93 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 15th day of August, 2005, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: PAMELA STOKER CITY CLERK Resolution No. 05-93 Page 3 of 9 EXHIBIT A Resolution No. 05-93 Page 1 of 6 HUMAN RESOURCES RECRUITMENTrrESTING FILES #90-01 #90-50 1977 1979 1979 1980 1981 1986 1995 1987 1990 1990 1991 1996 Police Officer Lateral Personnel Director Shorthand Test Revised Police Oral Boards Police Sergeant Tree Trimmer Director of Community Development Parking Control Officer Clerical Skills Test Deputy City Clerk Executive Coordinator Police Lieutenant HUMAN RESOURCES CLASSIFICATION/COMPENSATION FILES Records Leadperson Police Department Office Coordinator Community Services Officer Draftsperson Police Agent Division Secretary Dispatch Supervisor Resident Project Engineer Property Aide Parking Control Officer Maintenance Supervisor - Streets & Facilities Maintenance Supervisor - Landscape Maintenance Supervisor - Garage Lead Communications Officer Tree Trimmer Meter Reader Crossing Guard Crossing Guard Coordinator HUMAN RESOURCES APPEAUCOMPLAINT FILES Record 91 - 27 Recruitment 92 - 08 Recruitment 92 - 12 Appeal 04/09/1998 Appeal 08/19/1988 Resolution No. 05-93 Page 4 of 9 Public Works Investigation July 1989 EXHIBIT A Resolution No. 05-93 Page 2 of 6 Discrimination Complaint 1996 E9596-K-1275-00rc Discrimination Complaint 1994 No. 345940718 Suspension Appeal 09/01/1989 Termination Appeal 07/21/1980 Termination Appeal 01/31/1985 Termination Appeal 01/31/1986 Termination Appeal 06/07/1988 Termination Appeal 02/13/1989 Termination Appeal 09/01/1989 Termination Appeal 06/18/1990 Termination Appeal 10/04/1991 Termination Appeal 12/20/1991 Termination Appeal 02/26/1992 Termination Appeal 05/16/1996 Termination Appeal 06/02/2000 Termination Appeal 06/01/2001 HUMAN RESOURCES PERSONNEL ALES 01/23/83 06/20/85 07/30/90 03/06/92 2369 7255 0643 0442 0835 6630 2991 9089 9211 1227 3894 5664 2297 0897 0835 7769 6337 8641 5830 7560 2757 2727 2689 9616 0666 2902 9088 5907 6958 8582 3919 2123 3697 2941 1152 8189 3697 7581 0382 8162 2249 3397 3007 3103 4447 2133 5753 0262 5192 7481 9421 3894 9702 7104 2498 8310 6146 4139 6678 0666 5333 7957 6754 7686 4872 7638 7130 3356 2110 6337 8066 9023 7323 0981 3949 0642 4522 8412 8940 6177 4532 5664 0416 5173 7578 HUMAN RESOURCES SUBJECT FILES 1995 OPEN ENROLLMENT FOLDER 1983 LTD GENERAL INFORMATION 1983 LTD REVISION 1983, WORKING FILE 1983 -1992 LTD SELF INSURANCE PLAN 1987 L TO REVISION NOV 1987 PLAN DOCUMENT 1999 NEW HIRES 1999 2001 MOBILE DRUG TESTING 1997 LTDSURVEY 1995 NEW HIRES 1995 1994 NEW HIRES 1994 1993 NEW HIRES 1993 Resolution No. 05-93 Page 5 of 9 1992 NEW HIRES 1992 2001 NEW HIRES 2001 EXHIBIT A Resolution No. 05-93 Page 3 of 6 2000 1998 1996 1983 - 1990 1983 - 1987 1991 1990 1989 1982 -1995 1990 - 1991 1982 -1997 1986 - 1993 1998 1997 1996 1996 1994 1985 -1992 1993 1992 - 1993 1993 - 1994 1995 1996 1997 1998 1985 -1992 1989 1993 1992-1993 1986-1991 1992 1998 1993 1992 1998 1999 1989 -1994 1999 1993 - 1996 NEW HIRES 2000 NEW HIRES 1998 NEW HIRES 1996 NON-PROFIT ORGANIZATIONS NEW HIRE LISTS 1991 NEW HIRES FULL TIME/PART-TIME 1990 NEW HIRES FULL TIME/PART-TIME 1989 NEW HIRES FULL TIME/PART-TIME EAP - REPORTS/OCEAN AND LIFE LINK NON-PROFIT LETTERS/ASSISTANCE OCEAN - LIFE LINK CONTRACTS OCEAN - LIFE LINK CORRESPONDENCE OPEN ENROLLMENT -EFFECTIVE 1/1/1999 OPEN ENROLLMENT -EFFECTIVE 1/1/1998 OPEN ENROLLMENT -ENROLLMENT 8/1/96 TO 12/31/96 OPEN ENROLLMENT -EFFECTIVE 1/1/1997 OPEN ENROLLMENT 1994 HEALTH NET: GENERAL #2 HEWLETT PACKARD HEALTH INSURANCE PAMPHLETS/BROCHURES 1994 RECRUITMENT FOLDER 1995 RECRUITMENT FOLDER 1996 RECRUITMENT FOLDER 1997 RECRUITMENT FOLDER 1998 RECRUITMENT FOLDER HEALTH NET: GENERAL #1 HEALTH AND DENTAL PROPOSALS HAMILTON & ASSOCIATES FRINGE BENEFITS RATES FRANKLIN TRAINING JOINT POWERS EMPLOYEE BENEFIT AUTHORITY IRS SECTION 89 REQUIREMENTS JOB RECRUITMENTS JOB RECRUITMENTS INSURANCE COMMITTEE 1998 LTO CHANGE TO HARTFORD INSURANCE COMMITTEE 1999 DENTAL RATES LANIER VOICE PRODUCTS JOB RECRUITMENTS LIFE LINK UTILIZATION REPORTS Resolution No. 05-93 Page 6 of 9 1992 1991 1990 ANTHEM LIFE INSURANCE COMPANY JOB RECRUITMENTS JOB RECRUITMENTS EXHIBIT A Resolution No. 05-93 Page 4 of 6 1996 1996 1994 1989 -1992 1993 1993 1992 1991 1990 1989 1988 1987 1986 1985 1984 1983 1994 - 2000 1999 - 2000 1992 1993 1991 1992 1993 1994 1995 1996 1997 1998 1999 1994 1988 - 1993 1990 - 1993 1997 1995 -1998 1982 -1983 1987 1990 1991 OPEN ENROLLMENT - ENROLLMENT 8/1/96 TO 12/31/96 OPEN ENROLLMENT - EFFECTIVE 1/1/1997 OPEN ENROLLMENT 1994 FHP - FAMILY HEALTH PLAN CONTRACT AGREEMENT OPEN ENROLLMENT- PERS OPEN ENROLLMENT 1993 OPEN ENROLLMENT 1992 OPEN ENROLLMENT 1991 OPEN ENROLLMENT 1990 OPEN ENROLLMENT 1989 OPEN ENROLLMENT 1988 OPEN ENROLLMENT 1987 OPEN ENROLLMENT 1986 OPEN ENROLLMENT 1985 OPEN ENROLLMENT 1984 OPEN ENROLLMENT 1983 PACIFIC CARE CORRESPONDENCE PACIFIC CARE EAP UTILIZATION SUMMARIES PCS- ADDITIONS AND TERMINATIONS PCS HEALTH SYSTEMS EMPLOYEE SERVICE AWARDS EMPLOYEE SERVICE AWARDS EMPLOYEE SERVICE AWARDS EMPLOYEE SERVICE AWARDS EMPLOYEE SERVICE AWARDS EMPLOYEE SERVICE AWARDS EMPLOYEE SERVICE AWARDS EMPLOYEE SERVICE AWARDS EMPLOYEE SERVICE AWARDS CALIFORNIA DENTAL HEALTH PLAN MIDA DENTAL INSURANCE FHP CORRESPONDENCES DENTAL-DIRECT REIMBURSEMENT MIDA DENTAL INSURANCE EMPLOYER/EMPLOYEE RELATIONS: MODEL RESOLUTIONS EMPLOYER/EMPLOYEE RELATIONS: MILITARY LEAVE EMPLOYEE RELATIONS COMMITTEE EMPLOYEE RELATIONS COMMITTEE Resolution No. 05-93 Page 7 of 9 EMPLOYEE RELATIONS.COMMITTEE EMPLOYER/EMPLOYEE RELATIONS: RESOLUTION DESIGNATING MGMT & CONFIDENTIAL EMPLOYEES 1981 - 2001 DESTRUCTION OF RECORDS EXHIBIT A Resolution No. 05-93 Page 5 of 6 1998 - 2000 1984 1993 -1994 1987 - 2000 1999 - 2001 1999 1998 1997 1996 1995 1992-1994 1992 1990 - 1991 1988 -1989 1978 -1996 1999 for 2000 1994 1990 - 1993 1982 - 1984 1993 - 1994 1995 - 1996 1992 - 1995 1998 1999 1998 1997 1996 1995 1994 1993 1992 1991 1990 1989 1998 1971 -1996 2001 2000 1999 1998 FALK, HAMBLIN & GODFREY Liebert Cassidy Whitmore-Employee Relations Consortiums L TD -The Hartford Long Term Disability Long Term Disability Claims Long Term Disability Long Term Disability Long Term Disability Long Term Disability Long Term Disability Claims Long Term Disability Claims Long Term Disability Claims Long Term Disability Claims Open Enrollment OC Public/Private Compensation Survey PCS Health Systems Performance Appraisal Resource Materials PERS Health Benefits PERS Health Benefits PERS Member Statements PERS Member Statements Promotions Promotions Promotions/Demotions Prom oti 0 n sIR ecl ass ifica t ion s Pro m oti 0 n sIT ran sf e rs/D e motio n s Prom oti on sIT ran sf e rs/D e motio n s Promotions Promotions and Reclassifications Promotions and Reclassifications Promotions and Reclassifications Promotions and Reclassifications PERS Workshops and training PERS Retirement Roll Listing PERS Public Agency Coalition Correspondence PERS Public Agency Coalition Correspondence PERS Public Agency Coalition Correspondence PERS Public Agency Coalition Correspondence Resolution No. 05-93 Page 8 of 9 Universal Health Care Turnover Report Tuition Reimbursement Terminated Employees Terminated Employees 1994 1978 - 2001 2002 1991 1988-1989 EXHIBIT A Resolution No. 05-93 Page 6 of 6 1990 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 1986 -1997 1999 1996 1989 - 2000 1991 1990 1988 - 2001 1993 1994 1995 1996 1997 1998 1999 Terminated Employees Terminated Employees Terminated Employees Terminated Employees Terminated Employees Terminated Employees Terminated Employees Terminated Employees Terminated Employees Terminated Employees Terminated Employees Contract Employees So Cal Public Relations Council So Cal Public Relations Council Scantron Records Management Cobra Benefits Canada Life Bilingual Testing Bilingual Testing Bilingual Testing Bilingual Testing Bilingual Testing Bilingual Testing Bilingual testing Resolution No. 05-93 Page 9 of 9