CITY COUNCIL: Resolution Authorizing Destruction of Certain Records

Meeting Date: February 3, 2009
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, 2007-66, and 2008-77 authorizing destruction of documents.

Reviewed by:

______________________________ _________________
Rich Guillen, City Administrator Date


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2009 -
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-BY-THE-SEA THIS 3rd day of February, 2009, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

Signed:

_____________________________
Heidi Burch, City Clerk


ATTEST:

_______________________________
SUE McCLOUD, MAYOR


EXHIBIT “A”
List of Records Identified for Destruction – February 3, 2009
Administration Box Year
Ewing vs. City of Carmel Exhibits 20 1967
Ewing vs. City of Carmel – Interrogatory Answers 20 1967
Ewing vs. City of Carmel – Backup Information 20 1967
Hold Harmless Encroachment Agreement – Stone,Post and Flower 21 1976
Appeal – Alfred Seccombe 21 1979
Post Office 21 1976
Public Utilities Commission 21 1979
Cal-American Water Co. Litigation 21 1976
Robert Van Ostrand-Satisfaction of Judgment 21 1979
Traffic/Circulation Committee of Planning Comm. 21 1978
Toso vs. Santa Barbara – Brief/Precondemnation 21 1979
Stalwell, Corinne – Zoning Violation 21 1971
Building & Planning Dept. Reorganization 21 1979
Beachland Acquisition (Dillon, Mildred) 21 1966
Appeal – Barney Segal 21 1980
Automated Criminal Justice Information System 21 1979
Assessment of Real Property 21 1973
Appeal – Carmel Kitchen Associates 21 1979
Dock Lor’s Restaurant 21 1980
Delancey Street Foundations – Solicitations 21 1979
Civic Center 21 1967
Carmel Resort Inn 21 1978
Planning Commission Correspondence 21 1977
Carmel Live Music – Mistretta and Farrell 21 1979
Loitering 21 1970
La Boheme Restaurant-Belle Smith 21 1978
Insurance – Cal Western Insurance Company 21 1977
Fire House Addition 21 1977
F.P.E. Group Sunset Center Sprinkler Agreement 21 1978
General Store Use Permit 21 1979
Hofsas House 21 1977
Hostelry Tax on Forfeited Room Deposit 21 1978
Economic Profile 21 1979
Goichman vs. Kelly, et al (Appeal) 22 1979
City of Salinas vs. City of Seaside 22 1979
Strock vs. Wesley 22 1978
Circle Theater 22 1977
Estate of Amy Bingham 22 1974
Miscellaneous Agreements/Duplicates 22 1966-1973
Odello Negotiations 22 1974
Mobil Station – 5th & Junipero 22 1970
Gilman – Barking Dog Complaint 22 1971
Frank Falge – Illegal Apartment 22 1972
Board of Adjustments – Lois DiGrazia 22 1970
Letters Requesting Rent Control 22 1979
CSAA vs. Katherine Spafford, et al 22 1979
City Attorney Opinions File 22 1959-1973
Council Policies 22 1972
Hearings on Appeals 22 1982
Duplicate Board/Council Minutes 22 1979-1980
Planning Commission Use Permit Duplicates 22 1977
Estate of Amy Bingham 22 1974
CATV Information 22 1967
Subdivision Ordinance Information 23 1980
Ordinance Relating to Charitable Solicitations (Duplicate)23 1980
Taxicab Ordinance (Duplicate) 23 1981
Time Share Ordinance (Duplicate) 23 1982
Ordinance Relating to Significant Buildings (Duplicate) 23 1974
Smoking Ordinance (Duplicate) 23 1980
Skateboard Ordinance (Duplicate) 23 1977
Ordinance Relating to Signatures on Payroll Warrants (Duplicate) 23 1979
Ordinance on Residential Property Speculation (Duplicate) 23 1977
Ordinance Relating to Residential Zoning Reports (Duplicate) 23 1976-1980
Ordinance on Sidewalk & Encroachment Permit (Duplicate) 23 1980
Ordinance Relating to Sidewalks (Duplicate) 23 1973
Ordinance Relating to Sign Application Procedures (Duplicate) 23 1981
Ordinance Relating to Sign Control (Duplicate) 23 1966-1981
Municipal Code Information Relating to Sleeping in Vehicle 23 1982
Ordinance on Warrants, Checks – Signatures Required (Duplicate) 23 1983
Ordinance Prohibiting the Deposit of Waste Materials on Public Property (Duplicate)
23 1983
Zoning Annexed Areas 23 1981
Ordinance – Tree Removal (Duplicate) 23 1974-1978
Tree Service Liability Insurance 23 1982
Ordinance Prohibiting Construction of 2 Story
Structures/Additions – (Duplicate) 23 1983
Correspondence Relating to Uniform Building Codes 23 1974
Towing Ordinance (Duplicate) 23 1975
Ordinance Regarding Tree Cutting (Duplicate) 23 1975
Ordinance on Transient Occupancy Prohibited(Duplicate 23 1982
Ordinance on Tour Buses (Duplicate) 23 1982
Journe Jonikas vs. Francis Fischer, et al (Deposition Copy) 24 1983
City’s Contribution Plan 24 1979
Proposals & Negotiations Between CPDEA and Carmel Council 24 1976-77
Case/Projects – POA vs. Seaside 24
Jonikas vs. City of Carmel (Duplicate Corresp.) 24 1983
Duplicate – Judgment Declaring Ordinance Invalid 25 1973
Complaint in Intervention 25 1971
Subpoenas-Carmel vs. Monterey Bd. Of Supv. 25
Limitation of Remedies-Defense 25 1973
Demars Deposition 25 1973
Carmel vs. Monterey Bd. Of Supv. – Meharry (Misc. Pleadings 25 1979
Odello Background Information 26 1973
General Plan – Monterey County-Carmel Area Local
Coastal Plan (Correspondence)/Odello 27 1982-1983
Claims Against City 28 1982
Litigation – Paul Laub 29 1979-1981
Procedures on Elections 30 1981
Anti-Trust (Includes Boulder Decision) 30 1982
Opinion – Council Compensation 30 1980
Development Agreements (League of Calif. Cities) 30 1980
Expert Witnesses-Psychological Stress Evaluation 30 1979
Elections Initiatives 30 1981
Fair Labor Standards Act 30 1975-1977
Fire Inspection Program – SB811 30 1981
General Plan Housing Element Guidelines 30 1980
Building Code Requirements, Re: Handicapped Access 30 1983
Jarvis Gann Initiative 30 1979
Misc. Organizations & Booklets 30 1978-1983
Agins vs. City of Tiburon/Copy 30 1980
City of Chula Vista vs. Calif. Coastal Comm. Et al/Copy 30 1981
Signs – San Rafael Sign Ordinance Lawsuit 30 1976
Municipal Law – Immunities 30
McMahans Furniture Co. vs. City of Pacific Grove/Copy 30 1963
Personnel Procedure for Discipline/Dismissal 30 1977-1978
Zero Emission Vehicles 31 1994
Storm Drain Notice of Completions 31 1992-1994
Bid – Bingham Room interior/exterior 31 1991
Flanders – Sewer Hookup Bids 31 1976
Councilmember Compensation During Office 31 1980
Proclamations/Declarations-City Council 31 1988-1994
Beach Restoration Program 31 1983
Van/Taxi Service Special Transit 32 1990-1991
TDA Application 32 1990-1991
TDA Taxi Service 32 1989-1990
TDA Projects 32 1989-1990
TDA Application Forms 32 1987-1989
Park Grants Procedural Guides 32 1982
Funding –Federal & State Grant Programs 32 1982
Funding – Forest Hill Park – State Parks & Rec. 32 1981
Funding – Housing & Community Development 32 1978
City vs. County – Carmel Valley Master Plan 33 1979-1983
Odello Specific Plan – EIR 33 1980
Police Dept. Correspondence 34 1978-1982
Duplicate Correspondence, Re: Park Grants 34 1978-1987
Correspondence- Monterey County-Transportation Commission 34 1990-95
Proposed Development in Coyote Valley, San Jose 34 1999-2000
1982 Municipal Election Correspondence 34 1982
1976 Municipal Election Correspondence 34 1976
Odello-Rancho Canada EIR & Appeal 35 1981-1983
City vs. Monterey Board of Supervisors 36 1981-1982
City vs. Coastal Commission (Duplicate Transcripts) 36 1981-1982
City’s Insurance Carrier 37 1985
TDA Funds 37 1983-1984
Nuclear Weapons & Freeze Correspondence 37 1982-1985
Municipal Election Duplicates 37 1980
Budget Correspondence 37 1989
Ballot Measure Correspondence 37 1977-1991
FPPC Form 730 – Community & Cultural Comm. 37 1985-1987
FPPC Form 721 – City Council, City Attorney, City Administration 37 1986-1988
FPPC Form 721 – Planning Commission 37 1986-1988
Municipal Election Correspondence 37 1984
City of Carmel vs. Founders Title Co. 38 1980-1983
Evans vs. City of Carmel Transcripts 38 1974-1976
Parr vs. Municipal Court 38 1968-1971
City of Carmel Collections 39 1973-1977
Public Works/Tree Complaints/Collections 39 1977-1979
City Complaints 39 1973-1976
Citation Prosecution 39 1978
Library Correspondence 39 1968-1977
Miscellaneous Criminal Complaints 39 1972-1976
City of Carmel vs. Coastal Commission (Case
#13452) (Odello/Pleadings & Correspondence) 40 1976-1985