CITY COUNCIL: Resolution Authorizing Destruction of Certain Records in accordance with §34090 et seq. of the Government Code

Meeting Date: February 7, 2012
Prepared by: Molly Laughlin

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: $65
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: In the past five years, Council approved Resolutions 2007-66,2008-77,2009-12, 2010-39, 2011-9, 2011-21, and 2011-40 authorizing destruction of documents.

Reviewed by:

Jason Stilwell, City Administrator Date

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2012-
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 2011/2012.

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 7th day of February 2012 by the following roll call vote:

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

SIGNED:

_______________________________
SUE McCLOUD, MAYOR


ATTEST: _____________________________
Heidi Burch, City Clerk

Exhibit "A -- Records to Be Destroyed
Name Date
Food stores 1986-96
Friends of Grove (oil tankers) 1980
Friday Letters 1989
General Plan Questionnaire 1982
Gamble Property 1985
General Plan Zoning 1981-90
General Plan Committee 1984
Grid Pruning 1982
Girl Scouts 1981
Code Enforcement Grant Pgm. 2003
Concession Stand Relocation 2002
Commercial District Cleaning 2000-2003
Zoning Code Amendments 1997-2000
Custodial Services 1994-2000
Cruise Ships 1990-2000
Corp Yard Water Recycling 2002
Corp Yard Lighting 2000
Corp Yard Fuel Dispenser 2001
Corp Yard Security gate 1998
Condo/Time Shares 1981
Drain Repairs - Del Mar 1998
Del Mar Trash Enclosures 2001
Designs Traditions Project 2000
Tourism-Energy 2000-2001
Emergency Plan 2003
Equipment Manuals (obsolete)
FORA 1993-2004
Devendorf Park Landscaping 1999
Devendorf Park Bus Shelter 1982
Disadvantaged Business Pgm. 2001
Driveways 1982-1996
Fences 1981-1982
Fine Arts Petitions 1990-1996
Fire Apparatus 1998
Chip Sealing 1997
Forest Hill Playground 1996
First Murphy 1981-96
Fire Engine Donations 1992
Fourth of July 1983-2003
2010 Election Unused Ballots 2010
2010 Election Tally Sheets 2010
2010 Election Index 2010
2010 Election Ballot Cards 2010
2010 Vote-by-Mail Envelopes 2010
2010 Voted Provisional Ballots 2010
2010 Voted Provisional Ballot Envelopes 2010
Municipal Code Revisions 1996-2003
Council/B &C Meeting cassettes 1995-2005
Compensation studies 2000