HomeMy WebLinkAbout06 HR DESTROY RECORDS 03-20-06
AGENDA REPORT
MEETING DATE: MARCH 20, 2006
TO: WILLIAM HUSTON, CITY MANAGER
FROM: HUMAN RESOURCES DEPARTMENT
SUBJECT: DESTRUCTION OF RECORDS - HUMAN RESOURCES
SUMMARY:
Resolution No. 06-33, 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. 06-33, 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. 06-33
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:\City Council Agenda Items1200612006 Records Destruction Staff Report.doc
RESOLUTION NO. 06-33
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:\City Council Agenda Items\2006\2005 Records Destruction Reso.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 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 20th day of March, 2006.
Doug Davert
Mayor
ATTEST:
PAMELA STOKER
City Clerk
S:\City Council Agenda Items\2006\2005 Records Destruction Reso.doc
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. 06-33 was duly passed and adopted at a regular meeting of the Tustin City
Council, held on the 20th day of March, 2006, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
CITY CLERK
S:\City Council Agenda Items\2006\2005 Records Destruction Reso.doc
EXHIBIT A
Resolution No. 06-33
Inactive Employment Applications and Backaround Files for 2002
Recruitments
02-03 Recreation Leader
02-04 Sports Field Maintenance Aide
02-05 Recreation Program Assistant
02-06 Police Support Specialist
02-07 Management Analyst (Water)
02-08 Recreation Leader B
02-09 Custodian
02-10 Receptionist
02-11 Senior HR AnalysUHR Analyst
02-12 Police Services Officer
02-13 Communications Officer
02-14 Senior Redevelopment Project Mgr/Redevelopment Project Mgr.
02-15 Maintenance Aide
02-16 Receptionist
02-17 Recreation Program Assistant
02-18 Communications Officer - Per Diem
02-19 Recreation Program Assistant
02-20 Senior HR AnalysUHR Analyst
02-21 Clerk Typist
02-22 Custodian
02-23 Police Reserve Officer
02-24 Plan Checker
02-25 Recreation Supervisor
02-26 Police Support Specialist
02-27 Recreation Leader
02-28 Chief Deputy City Clerk
02-29 Police Captain
02-30 Police Recruit
02-31 Police Lieutenant
02-32 Police Sergeant
S:\City Council Agenda Items\2006\2005 Records Destruction Reso.doc