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Home My WebLink About08 DESTRUCTION OF RECORDS 06-19-06AGENDA REPORT MEETING DATE: JUNE 19,2006 TO: WILLIAM HUSTON, CITY MANAGER FROM: OFFICE OF THE CITY CLERK SUBJECT: 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. 06-72, 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. Maria R. Huizar, Chief Deputy City Clerk RESOLUTION NO. 06-72 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 is occupying space needed by the City Clerk of the City of Tustin; and have determined that none of the described documents have sufficient value to justify retention; and WHEREAS, the City Attorney hereby gives written consent to the destruction of the described documents 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 are no longer required by the City of Tustin and should be destroyed in order 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 documents is hereby authorized to destroy said documents in a lawful manner, as scheduled. SECTION 3: 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 19th day of June, 2006. DOUG DAVERT Mayor PAMELA STOKER City Clerk 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. 06-72 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 19th day of June, 2006, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: PAMELA STOKER CITY CLERK CITY OF TUSTIN OBSOLETE RECORDS DESTRUCTION LIST CITY CLERK'S OFFICE FILE NO RECORD DESCRIPTION - (MISCELLANEOUS RECORDS DATES FILES) 120-10 Audit Committee 1997-1999 120-20 Cultural Resources Advisorv Committee 1997-1999 120-40 Parks & Recreation Commission 1997-1999 750-20 Master Plans (okay Measure M documentation) 1997-1999 110-10 ChronoloQical Correspondence 2000 - 2002 110-20 Administrative, Deoartmental Directives 2000 - 2002 120-05 Administration - Commissions/Committees 2000 - 2002 120-10 Audit Committee 2000 - 2002 120-20 Cultural Resources Advisorv Committee 2000 - 2002 120-30 Tustin Pride Committee 2000 - 2002 120-40 Parks & Recreation Commission 2000 - 2002 120-50 Plannina Commission 2000 - 2002 120-50 Plannina Commission Action Aaendas 2000 - 2002 125-45 Tustin Communitv Foundation 2000 - 2002 125-60 Senior Advisorv Board 2000 - 2002 150-10 Cities, Other 2000 - 2002 150-20 County Offices 2000 - 2002 150-30 State AQencies 2000 - 2002 150-40 Federal Aaencies 2000 - 2002 160-05 Administration 2000 - 2002 160-30 Emblems, Flaas 2000 - 2002 180-60 Workers Comp General 2000 - 2002 190-30 Computer Application Development 2000 - 2002 220-05 Administration 2000 - 2002 235-05 Administration 2000 - 2002 260-10 Contract Administration 2000 - 2002 330-20 Requests for Financial Suooort, External 2000 - 2002 330-25 Supplemental Budqet Requests 2000 - 2002 355-50 Investment Month-end Reoorts 2000 - 2002 355-85 Policies & Procedures, Investment Policv 2000 - 2002 360-82 Payroll Reoorts 2000 - 2002 380-10 Accounts Pavable 2000 - 2002 380-10 Accounts Pavable RDA Demands 2000 - 2002 380-40 Bids Awarded Equipment/Supplies 2000 - 2002 380-60 Surplus Property Disposition (Equipment) 2000 - 2002 390-35 Business Licenses 2000 - 2002 390-60 County Fundina ProQrams, General 2000 - 2002 390-70 RevenuelTaxation 2000 - 2002 390-75 ReQional FundinQ Property 2000 - 2002 420-05 Administration 2000 - 2002 420-10 Meetina Notices 2000 - 2002 420-20 City Council Aaenda Items Pendina 2000 - 2002 420-35 Adjournments in Memoriam/Honor 2000 - 2002 420-60 Certificate of RecoQnition 2000 - 2002 420-60 Proclamations Not Given, 2002 2000 - 2002 FILE NO RECORD DESCRIPTION - (MISCELLANEOUS RECORDS DATES FILES) 420-60 Proclamations Not Given, 1991 2000 - 2002 420-60 Proclamations, 2002 2000 - 2002 420-60 Proclamations, 2000 2000 - 2002 420-60 Proclamations, 1999 2000 - 2002 420-60 Proclamations, 1998 2000 - 2002 420-60 Proclamations, 1997 2000 - 2002 420-60 Proclamations, 1996 2000 - 2002 420-60 Proclamations, 1995 2000 - 2002 420-60 Proclamations, 1994 2000 - 2002 420-60 Proclamations, 1993 2000 - 2002 420-60 Proclamations, 1992 2000 - 2002 420-60 Proclamations, 1991 2000 - 2002 420-65 Council Committee Representatives 2000 - 2002 425-80 Annual Reports 2000 - 2002 425-80 Community Redevelopment Aaencv Reports 2000 - 2002 445-05 Conflict of Interest Code 2000 - 2002 445-20 Conflict of Interest Filina Insurance & Forms 2000 - 2002 445-40 Confl ict of Interest 2000 - 2002 455-05 Administration 2000 - 2002 455-20 Notice of Publication 2000 - 2002 455-90 Oaths of Office 2000 - 2002 460-60 Leqislative Advocacv 2000 - 2002 460-85 Assemblv Bills 2000 - 2002 500-15 Emplovee Showcase Awards 2000 - 2002 520-05 Administration 2000 - 2002 520-10 Cost of Livina/Consumer Index Adiustments 2000 - 2002 520-40 Health Benefits 2000 - 2002 520-60 Retirement Plans 2000 - 2002 520-65 Leave Reauests 2000 - 2002 520-70 Salarv Scales 2000 - 2002 520-90 Reports & Studies 2000 - 2002 540-40 Memorandum of Understandinq 2000 - 2002 625-70 LAFCO 2000 - 2002 640-05 Administration 2000 - 2002 640-16 CDBG Proqram 2000 - 2002 650-10 Affordable Housina 2000 - 2002 650-40 Housina Proaram Rehabilitation 2000 - 2002 660-05 Administration 2000 - 2002 660-20 Reference & Resource Information 2000 - 2002 660-90 Reports & Studies 2000 - 2002 670-95 Rules & Reaulations 2000 - 2002 680-20 Sian Control-Directional Sians 2000 - 2002 690-10 John Wayne Airoort 2000 - 2002 690-50 Transportation, Rail 2000 - 2002 690-55 Oranqe County Transportation Authoritv 2000 - 2002 690-95 Rules & Requlations 2000 - 2002 710-20 Buildinq Permit Case Files 2000 - 2002 71 0-95 Permits & Inspections Rules & Reaulations 2000 - 2002 750-20 Master Plans 2000 - 2002 760-40 Speed Zoning 2000 - 2002 FILE NO RECORD DESCRIPTION - (MISCELLANEOUS RECORDS DATES FILES) 760-50 Pavement Markinqs/ Stripinq 2000 - 2002 760-60 Signing 2000 - 2002 760-60 Traffic Signs 2000 - 2002 760-65 Traffic Sianal Proiects 2000 - 2002 760-75 Crossinq Guards/Crosswalks 2000 - 2002 760-95 Traffic 2000 - 2002 770-10 Parkina 2000 - 2002 770-15 Restrictions 2000 - 2002 770-30 Parkinq Facilities/Lots, City 2000 - 2002 770-40 Parkinq Facilities/Lots, Private 2000 - 2002 780-20 Storm Drainaqe Capital Projects 2000 - 2002 780-30 Federal Flood Insurance 2000 - 2002 800-05 Administration 2000 - 2002 800-10 Public Utilities Cable Television 2000 - 2002 800-60 Telephone Companv 2000 - 2002 800-80 Satellite Antenna / Wireless 2000 - 2002 810-20 Underground Utilities 2000 - 2002 820-20 Rate Information 2000 - 2002 820-70 Southern California Edison/Gas 2000 - 2002 820-95 Gas & Electricity Rules & Requlations 2000 - 2002 830-40 Recyclinq Proqrams 2000 - 2002 830-50 Rate Information 2000 - 2002 830-70 Oranqe County Sanitation District 2000 - 2002 840-40 Water 2000 - 2002 840-75 Water Districts/Companies 2000 - 2002 850-50 Orange Countv Sanitation District Outfall Studv, 2001 2000 - 2002 920-35 Heritage Way Park 2000 - 2002 930-20 Senior Center 2000 - 2002 1 020-60 Recreation After School Proarams 2000 - 2002 1 030-20 Community Services File of Life Program 2000 - 2002 2001 Public Records Act Re uests 2002 Public Records Act Re uests ACTION AGENDAS 1999 Action Agenda 2003 Action Agenda 2004 Action Agenda 2005 Action Agenda 2006 Action Agenda 1999 Action Agenda Follow Up 2000 Action Agenda Follow Up 2001 Action Agenda Follow Up 2004 Action Agenda Follow Up 2005 Action Agenda Follow Up CITY COUNCIL MEETING VIDEOS January 7, 2002 January 22, 2002 Februarv 4, 2002 Februarv 16, 2002 February 19, 2002 March 4, 2002 March 18, 2002 April 1, 2002 April 15, 2002 May 6, 2002 May 20,2002 June 3, 2002 June 17, 2002 July 1, 2002 July 15, 2002 August 5, 2002 August 19, 2002 September 3, 2002 September 16, 2002 October 21, 2002 November 4, 2002 November 18, 2002 December 2, 2002 APPROVE BY: CONSENT: Doug Holland City Attorney Date Maria R. Huizar Chief Deputy City Clerk Date DESTROYED BY: Marcia Brown Date Administrative Secretary