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

Meeting Date: September 11, 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: $250
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 11th day of September by the following roll call vote:

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

SIGNED:


_______________________________
JASON BURNETT, MAYOR


ATTEST:

_____________________________
Heidi Burch, City Clerk

To:
From:
Date:
Re:
Law Offices
PERRY AND FREEMAN
P.O. Box 805
Carmel-by-the-Sea, CA 93921-0805
(831) 624-5339
FAX (831) 624-5839
Heidi Burch
City Clerk
:MEMORANDUM
City of Carmel-by- the-Sea
Donald G. Freeman
City Attorney
City of Carmel-by-the- Sea
August 24, 2012
Resolution No . 2012 -
Destr uction of Certain Records
As City Attorney for the City of Carmel- by-the-Sea I hereby consent
to t he destruction of the documents listed on Exhibit "A" attached
hereto after approval by resolution is obtained from the Carmel-bythe-
Sea City Council pursuant to Government Code Section 34090.
If you have any questions or comments please contact me prior to
destroying the documents.
Exhibit "A"
Documents to Destroy
Name Date
Parking/Traffic 1980-87 staff reports
Path of Welcome 1991 other city samples/drafts
Pebble Beach 1978-98 staff reports
Pescadero Canyon 1993-99 staff reports/agreement copies
Piccadilly Park 1979-84 staff reports/letters/bid copies
Pine Inn Parking 1989 letters
Police Department Equipment 1984-2002 staff reports
PD DARE Program 1999 staff reports
Residential District 1978-87 staff reports/petition on parking
Raccoons 1999 staff reports/articles
Smoking Regulations 1990 staff reports
Souvenirs 1996-99 staff reports
Styrofoam 1988-90 staff reports
Sunset Center Art Classes 1995 rosters
TV Cable 1968-97 staff reports
Tennis Court Renovations 1995 contract/staff reports
Time Shares 1979-82 staff reports
Tor House 1988 staff reports
Traffic Committee 1981-96 staff reports
Traffic Signs 1997 staff reports
Trees 1979-2002 staff reports/letters
Undergrounding 1963-98 committee reports/staff reports
Vehicle Abatement 2002 staff reports
Voting Receiver System (PD) 2002 bid info
Walking Tours 1996-2005 letters/articles
Wooden Stairway Repairs 1997 staff reports
Youth issues (Skateboarding) 1986-92 staff reports
Zoning Moratorium 1981-96 staff reports
Newsracks 1984-90 staff reports
Hazardous Waste 1977-90 staff reports
Hatton Canyon 1993-2001 staff reports
Kuster Property 1995-96 staff reports
LeTowt Water Transfer 2001 staff reports
R-1 and R-4 1978-94 staff reports
Landscape Maintenance 2003 staff reports
Local Coastal Plan 1965-2004 working papers
San Carlos Street Improvements 1995-2001 staff reports
Solid Waste Management 1971-99 staff reports
Library Parking 1974-84 petitions/staff reports
Library Expansion 1981 staff reports
Library Re-Roof 1991 staff reports
Storm Drainage 1982-98 bid specs
Sunset Landscaping 2007 bids
Mission Fields Floods 1996-98 Letters from neighbors
Mission Street Drainage 1984 plans and bond
Handicapped parking 1983 letters
Residential parking 1984-96 staff rerports
Oxbridge Mens Wear Closeout 2001 staff reports
Odello Property 1990 staff reports
MST 1983-98 route maps and staff reports
Payroll Time Sheets 2000-4
Personnel Records (fomer employees) 2007-08
Job Applications (not hired) 2008
Employee W-2s 2006 and previous copies
Commission Applications pre-2008