CITY COUNCIL: Resolution Authorizing Destruction of Certain Records

Meeting Date: March 1, 2011
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, 2008-77, 2009-12, and 2010-39 authorizing destruction of documents.

Reviewed by:

______________________________ _________________
Rich Guillen, City Administrator Date

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2011-
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 2010/2011.

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 1st day of March, 2011 by the following roll call vote:

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

SIGNED:

_______________________________
SUE McCLOUD, MAYOR

ATTEST:

_____________________________
Heidi Burch, City Clerk

Records to Be Destroyed
Name Date
Abalone Club 1990-2007
Admin. Dept Contracts 1988-94
Alcoholic Beverage sales 1977-2003
Alliance on Aging 2001-2002
Ambulance 1997-2001
American Legion Noise 2002
American Red Cross storage 2000
Animal Services contract 2000
Appeal-Cypress Inn 1999
Appeal-Dallas Trust 2000-2001
Appeals-Design Review Board 2002-2003
Appeals (Planning Dept) 1987-2002
Art stores/galleries 1993-2005
Asset Management Plan 1982-2000
AT&T Donation letters 1999-2004
Golman Ball Water Credit letters 2000
Banners 1996
Beach Bluff bids 2000
Beach Management Plan 1975-1985
Beach Master Plan 1976-2003
Beach Parking 1987
Beach Washdown contract 1999
Benches 1987-1995
Bingham Estate 1974
Big Sur Coast 1979-1986
Big Sur Marathon letters 2001-2004
Bike Routes-San Antonio 1982-1997
Bikeways Plan 1997-1999
Block 45 Development 1992
Budget Cuts/Redistricting 2001-2004
Budget Comments 2004
Budget Information 2004
Building Heights 1981
Building Codes 1980-1999
Cal-Am water allocations 1976-2005
Carmel Area LUP 1981-82, 1986
Carmel River Clearing Project 1997
Coastal Commission LUP 2002-2003
Calif. State Divided Highways 1978-1979
Camino del Norte Intersection bid 2000-2001
Carillon Bell Tower 1981
Carmel Area Wastewater 2002
Carmel Arts Festival 1995-2003
Carmel Beach Bluff bid 2003
Carmel Beach Stairway grant 2001
Carmel Business Association 1986-2004
22
Carmel Celebrates Community 1996-2003
Carmel Disposal Service 1997
Carmel Fine Arts 5k/Walk 1996-1999
Carmel Foundation Rezoning 1998
Carmel Foundation Insurance 1984-2004
Carmel Garden Club 1996-2004
Carmel Gate Closure 1985
Carmel Garden Club 1996-2007
Carmel Heritage 1988-2004
Carmel Preservation Foundation 1995-1996
CPLF 1991-2007
Carmel Plaza 2001
Carmel River Lagoon 1982
Carmel River Beach-Sphere of I 1983-1987
Carmel Unified School District 1979-2003
South Carmel Annexation 1973
Carmel Sanitary District 1934-1993
Carmel Taxi 1993
Carmel Valley Master Plan 1980-1986
Carmel Woods Annexation 1982
Carmel Youth Center insurance 1999-2000
Carpenter Street improvements 1991-1997
Carport (PD) replacement 2000
Certificates of Residency 1998-2000
Chimney's condo 1980-1985
City Attorney 1982-91
City Clerk 1977-1984
City Hall Wiring bids 2002
Clock shops 2004-2005
Code Enforcement 1984-1996
Clothing stores 1999
Coastal Overlay District 1998
Coalition to Stop the Spray 2008
Coates Study-Future Forest 2007