HomeMy WebLinkAbout07 DESTRUCTION OF RECORDS: HR 07-03-06AGENDA REPORT
MEETING DATE: JULY 3,2006
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. 06-81, 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
old recruitment 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:\City Council Agenda Items\2006\2006 July-Records Destruction report. doc
RESOLUTION NO. 06-81
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\2Q06 July 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 3rd day of July, 2006.
Doug Davert
Mayor
ATTEST:
PAMELA STOKER
City Clerk
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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. 06-81 was duly passed and adopted at a regular meeting of the Tustin City
Council, held on the 3rd day of July, 2006, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
CITY CLERK
S:\City Council Agenda Items\2006\2Q06 July Records Destruction Rese.doc
EXHIBIT A
Resolution No. 06-81
Recruitment Files for 1996 throuqh 2000
1996
96-01
96-02
96-04
96-05
96-06
96-07
96-08
96-09
96-10
96-11
96-12
96-13
96-14
96-15
96-16
96-17
96-18
96-19
96-20
96-21
96-23
96-24
96-25
Crossing Guard Coordinator
Recreation Supervisor
Police Reserve Officer
Police Officer
Maintenance Worker/Water
Clerk Typist
Assistant Civil Engineer
Department Clerk
Recreation Leader
Non-Sworn Investigator
Sr. Center Receptionist/Clerk
Record Clerk
Recreation Coordinator
Custodian
Police Officer
Communications Officer
Assistant Planner
Associate Planner
Recreation Program Assistant/Day camp coordinator
Police Sergeant
Reproduction Operator
Records Clerk
Custodian
Exhibit A -Resolution No. 06-81
Page 2 of 5
1997
97-01
97-02
97-03
97-04
97-05
97-06
97-07
97-08
97-09
97-10
97-11
97-12
97 -13
97 -14
97 -15
97-16
97-17
97-18
97-19
97-20
97-21
97-22
97-23
97 -24
97 -25
97 -26
97-27
97-28
97-29
97-30
Recreation Coordinator
Equipment Operator
Police Reserve Officer
Recreation Leader
Police Officer
Crossing Guard Coordinator
Communications Officer
Office Support Specialist
Crossing Guard
Senior Accountant
Records Clerk
Rec. Prog. Asst./Day Camp Coordinator
Maintenance Aide
Parking Control Officer
Accounting Supervisor
Receptionist / Clerk
Clerk Typist
Program Assistant/Tennis Center
Maintenance Aide
Sport Field Maint. Aide
Associate Planner
Maint. Worker Water Plant
Officer Support Specialist
Police Officer
Police Lieutenant
Police Captain
Assistant Civillngineer
Water Treatment Plant Operator
Lead Communication Officer
Records Leadperson
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Exhibit A -Resolution No. 06-81
Page 3 of 5
1998
98-01
98-02
98-03
98-04
98-05
98-06
98-07
98-08
98-09
98-10
98-11
98-12
98-13
98-14
98-15
98-16
98-17
98-18
98-19
98-20
98-21
98-22
98-23
98-24
98-25
98-26
98-27
98-28
98-29
98-30
Account Clerk
Crossing Guard
Police Services Officer
Business License Tech
Police Services Officer
Communications Officer
Police Officer
Recreation Leader
Day/Camp/Coord/Rec. Leader
Office Support Specialist
Communications Officer
Records Clerk
Reserve Police Officer
Maintenance Worker
Police Officer
Program AssUTennis Ctr
Associate Civil Engineer
Recreation Coordinator
Communications Officer
Property & Evidence Technician
Recreation Leader
Maintenance Worker
Maintenance Aide (pt)
Building Official
Senior Center Receptionist
Communication Officer (pt)
Senior Ctr. Van Driver
Senior Management Analyst
Communications Officer
Plan Checker Senior Inspector
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Exhibit A -Resolution No. 06-81
Page 4 of 5
1999
99-01
99-02
99-03
99-04
99-05
99-06
99-08
99-09
99-10
99-11
99-12
99-13
99-14
99-16
99-17
99-18
99-19
99-20
99-21
99-22
99-23
99-24
99-25
99-26
99-27
99-28
99-29
99-30
99-31
99-32
99-33
99-34
99-35
99-36
99-37
99-38
99-39
99-40
Police Officer
Crossing Guard
Custodian-Support Services (temp)
Police Sergeant
Recreation Leader (pt)
Recreation Program
Police Services Officer (pt)
Receptionist/Clerk (pt)
Building Technician
Officer Support Specialist
Support Services Supervisor
Principal Planner
Maintenance Leadworker-Streets
Equipment Operator
Code Enforcement Officer
Senior Project Manager
Communication Officer
Administrative Intern
Engineering Aide
Maintenance Worker
Records Clerk
Clerk Typist
Recreation Program Asst.
Administrative Secretary
Custodian
Police Services Officer
Accounting Supervisor
Maintenance Worker
Maintenance Aide
Code Enforcement Officer
Property & Evidence Tech.
Associate Planner
Police Officer
Records Leadperson
Maintenance Supervisor
Water Treatment Plant Oper.
Custodian-Suppor Svcs (cp)
Reproduction Operator
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Exhibit A -Resolution No. 06-81
Page 5 of 5
2000
00-01
00-02
00-03
00-04
00-05
00-06
00-07
00-08
00-09
00-10
00-11
00-12
00-13
00-14
00-15
00-16
00-17
00-18
00-19
00-20
00-21
00-22
00-23
00-24
00-25
00-26
00-27
00-28
00-29
00-30
00-31
00-32
00-33
00-34
00-35
00-36
00-37
00-38
00-39
Police Captain (cp)
Police Lieutenant (cp)
Account Clerk (cp)
Police Reserve Officer
Recreation Programs Asst/Gym
Code Enforcement Officer
Administrative Secretary
Office Support Specialist
Crossing Guard
Police Officer Lat/Acad
Recreation Leader
Receptionist/ Clerk (pt)
Recreation Coord.
Recreation Program Asst.
Asst. Civil Engineer
Recreation Supervisor
Sport Field Maint. Aide
Maintenance Leadworker
Maintenance Aide (pt)
Administrative Secretary
Property & Evidence Tech (cp)
Support Services Supervisor
Records Clerk
Assistant Planner
Maintenance Worker
Sports Field Maint. Aide
Executive Secretary
Records Leadperson (cp)
Police Sergeant
Redevelopment Project Mgr. (cp)
Sr. Public Works Inspectors (cp)
Recreation Program Asst.
Building Technician
Equipment Operator (cp)
Public Works Inspector
Junior Engineer
Code Enforcement Officer
Receptionist/Clerk
Building official
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