HomeMy WebLinkAbout04 DEST OF RECORDS 09-18-06AGENDA REPORT
MEETING DATE: SEPTEMBER 18, 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. 06-115, 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. 06-115
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 18th day of September, 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. 06-115 was duly
passed and adopted at a regular meeting of the Tustin City Council, held on the 18th day of
September, 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
EXHIBIT A
05/17/2000
Accurate Landscapes
6/30/1997
All American Asphalt
Assessment & Treatment
Services Center
R. Bein, Wm Frost & Assoc.
06/30/1998
12/31/1995
06/28/1994
06/30/1999
06/30/1999
1/27/0999
Boral Resources, Inc.
Boys & Girls Club of Tustin
Boys & Girls Club of Tustin
City of Brea
07/23/1986
01/18/2001
David-Richards Construction
Dokken Engineering
03/13/1992
John C. Ettlin
12/31/2000 Harris & Associates, Inc.
06/30/2001 Infrastructure Management, Inc:
03/06/1998 J & S Sign Company
06/30/2001 Laidlaw Transit Service
06/30/1999 Laurel House
12/30/2000 LSA Associates
06/30/2001 Miralles Associates, Inc.
06/30/1999 Orange Children & Parents Together
12/31/1999 Owen, RobertA.
12/31/1999 Purkiss Rose-RSI
09/30/1996 Simplex Time Recorder
03/21/2001 SK Metro Corp.
06/04/2001 South Coast Air Quality Mgmt.
12/31/2001 Tolkin Group
12/28/1998 United Home Improvement Ctr.
Tustin Landscape & Lighting District
Maintenance
Annual Asphalt Concrete Pavement Repair
Prgm
Youth/Family CounselingiTherapy
Rawlings Reservoir
Asph/Concrete Rehab & Overlay Proj.
93/94
Recreation Activities (CDBG)
Rehab 580 W. Sixth (CDBG)
Computer Network Building/MIS 10-6-97
Install Athletic Field Lighting, Tustin Fields
3&4
Consulting Eng. Svcs - Newport/SR55
Landscape - Laurelwood Townhouse Fwy
Edge
Tustin Commuter Rail Station Const.
Mgmt.
City Wide Pavement System
Annual Pavement Marking/Striping
Program
Public Trans Services for Seniors
CDBG 1998-1999 Contract Service
Traffic Study - Newport/SR 55 Ramp CIP
7130
Tustin Commuter Rail Station Const.
Design Svcs.
CDBG 1998-1999 Agreements
Special Counsel - 1-20-92
Archtct Svcs, Mstr Pln-Peppertree&Magnolia
Tree Pks
Fire Alarm Contract
Utt Juice Property - Proj. 191, 193, 195
Bike Patrol Grant
Development of Utt Juice Prop. No Agmnt
Signed
CDBG Agreement
12/31/2000 Urban Design Studio
Zoning Ordinance Rev. 8-21-95
Consultant-Commuter Railway Station Fee
Program
12/31/2000 Willdan Associates
Unsuccessful Bid Packets
12/31/1999 Amtech Reliable Elevator
12/31/1993 MOU - TMEA
12/31/1996 MOU - TMEA
Walnut Ave. Rehab CIP #7125
TASC Tenant Imp & Crtyd Lndscaping-Proj
# 2051
Traffic Signal Mod. McFaddenlWilliams &
Ritchey
Design & Construction Contracts-
Frontier/Pinetree
Design Improvements Foothill Reservoir
Provide Uniforms for Employees
Elevator Maintenance Contract/Civic
Center
Agreement wlTMEA
Agreement wlTMEA
03/02/1999 BOA Architecture
12/31/2001 Boyle Engineering, Inc.
04/30/1992 Mission Uniform Rental
APPROVE BY:
CONSENT:
Maria R. Huizar
Chief Deputy City Clerk
Date
Doug Holland
City Attorney
Date
DESTROYED BY:
Marcia Brown Date
Administrative Secretary