CITY COUNCIL: Resolution Authorizing Destruction of Certain Records

Meeting Date: July 3, 2012

Prepared by: Molly Laughlin, Deputy 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: $150
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 most recently approved Resolution 2012-6 (February 2012) 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 2012/2013.

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 third day of July by the following roll call vote:


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


SIGNED:

______________________________
JASON BURNETT, MAYOR

ATTEST: _
_____________________________
Heidi Burch, City Clerk

Law Offices

PERRY AND FREEMAN

P.O. Box 805

Carmel-by-the-Sea, CA 93921-0805

(831) 624-5339

FAX (831) 624-5839

MEMORANDUM

To: Heidi Burch

City Clerk
City of Carmel-by-the-Sea

From: Donald G. Freeman
City Attorney
City of Carmel-by-the-Sea

Date: June 19, 2012

RE: Resolution No . 2012 -
Destruction of Certain Records

As City Attorney for the City of Carmel-by-the-Sea I hereby consent to the destruction of the documents listed on Exhibit "A" attached hereto after approval by r e solution is obtained from the Carmel -by-the-Sea City Council pursuant to Government Code Section 3 4090 .


If you have any questions or comments please ontact me prior to destroying the documents.


Exhibit "A"
Documents to Destroy
Name Date
Parking/Traffic 1980-87
Path of Welcome 1991
Pebble Beach 1978-98
Pescadero Canyon 1993-99
Piccadilly Park 1979-84
Pine Inn 1989
Police Department Equipment 1984-2002
PD DARE Program 1999
Residential District 1978-87
Raccoons 1999
Smoking Regulations 1990
Souvenirs 1996-99
Styrofoam 1988-90
Sunset Center Art Classes 1995
TV Cable 1968-97
Tennis Court Renovations 1995
Time Shares 1979-82
Tor House 1988
Traffic Committee 1981-96
Traffic Signs 1997
Transportation 1981-84
Trees 1979-2002
Undergrounding 1963-98
Vehicle Abatement 2002
Voting Receiver System (PD) 2002
Walking Tours 1996-2005
Wooden Stairway Repairs 1997
Youth issues (Skateboarding) 1986-92
Zoning Moratorium 1981-96
Newsracks 1984-90
Hazardous Waste 1977-90
Historic Preservation 1974-2000
Hatton Canyon 1993-2001
Kuster Property 1995-96
Larson Field Specific Plan 2000
LeTowt Water Transfer 2001
Rio Park Planning and Use Committee 1990-94
Restroom Cleaning 2004-5
R-1 and R-4 1978-94
Landscape Maintenance 2003
Land Acquisition 1975-85
Local Coastal Plan 1965-2004
Zone of Influence-Rancho Canada 1979-82
Mission Ranch 1973-86
Recreation Committee 1982
San Carlos Street Improvements 1995-2001
Significant Buildings 1974-95
Solid Waste Management 1971-99
Library Parking 1974-84
Library Expansion 1981
Library Re-Roof 1991
Storm Drainage 1982-98
Sunset Landscaping 2007
Mission Fields Floods 1996-98
Mission Street Drainage 1984
Handicapped parking 1983
Residential parking 1984-96
Oxbridge Mens Wear Closeout 2001
Odello Property 1990
MST 1983-98
Walker Tract Annexation 1976
Payroll Time Sheets 2000-4
Personnel Records (fomer employees) 2007-08
Job Applications 2008
Commission Applications pre-2008