CITY COUNCIL: Resolution Authorizing Destruction of Certain Records

Meeting Date: November 4, 2008
Prepared by: Heidi Burch, City Clerk

City Council
Agenda Item Summary

Name: Consideration of a Resolution authorizing the destruction of certain records in
accordance with §34090 et seq. of the Government Code.

Description: The City has adopted the City Clerks’ Association of California Local Government
Records Retention Guidelines as its records management program. Departments
have identified records that are eligible for destruction and are listed in Exhibit “A”
attached hereto.
Overall Cost:
City Funds: Between $450 - $500
Grant Funds: N/A
Staff Recommendation: Adopt the Resolution and authorize staff to proceed with the
destruction of records.
Important Considerations: Destruction of the records will free up needed document
storage space and will aid in streamlining research for
documents. The City Attorney has reviewed the list of
documents and has authorized their destruction.
Decision Record: The Council has previously approved Resolutions No. 2000-31, 2006-17 and
2007-66 authorizing destruction of documents.
Reviewed by:
______________________________ _________________
Rich Guillen, City Administrator Date
51
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2008 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS IN
ACCORDANCE WITH §34090 et seq. OF THE GOVERNMENT CODE
WHEREAS, the City of Carmel-by-the-Sea has an ongoing program for the destruction of
records in accordance with §34090 et seq. of the Government Code of the State of California; and
WHEREAS, the Government Code states that unless otherwise provided by law, records
that are two years old may be destroyed upon consent of the legislative body; and
WHEREAS, it has been determined that certain documents are no longer of value to the
organization of the City; and
WHEREAS, sufficient funds have been budgeted for this program in Fiscal Year 2008/09.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY
OF CARMEL-BY-THE-SEA DOES:
1. Authorize, in accordance with §34090 et seq. of the Government Code of the State of
California, and with the permission of the City Attorney, the destruction of those
records described in Exhibit “A”, attached hereto.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-
SEA THIS 4th day of November, 2008, by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
Signed:
ATTEST: _______________________________
SUE McCLOUD, MAYOR
_____________________________
Heidi Burch, City Clerk