CITY COUNCIL: Destruction of Certain Records

Meeting Date: April 3, 2008
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 and 2007-66 authorizing destruction of documents.

Reviewed by:


______________________________ _________________
Rich Guillen, City Administrator Date


Exhibit A
List of Records Identified for Destruction – April 3, 2008
Administration Box # Year
Chron file 1 1989, 91, 97
Correspondence 1 1986-1989
Chron file 2 1990-91; 1995-98
Correspondence 2 1995
Correspondence 3 1991-92
Mo Co Communication Study 3
Carpenter Street Committee 3 1991
Sunset Center Task Force 3 1992
Transient Rentals 3 1991
Urban Interface Woodland Fire 3
Monastery Beach 3 1991
Community Zoning Study 3 1991
Carmel Regional Ambulance 3 1990
Sunset Center Plan 3 1992
Budget preparation documents 3 1991
Fremont Associates 3 1990
Airport 5 1994
Carmel Beach drowning 5 1987
Beach Walkway 5 1986
Mid-year Budget preparation documents 5 1988
Budget preparation documents 5 1984-86
CIP prep docs 5 1984
Devendorf Restrooms 5 1985-86
Police 5 1984-88
Correspondence 5 1985
Friday Letters 5 1993-94
Chron file 5 1993-94
Project Status Report 6 1983-85
Public Works 6 1983-89
Reclamation Project 6 1985-87
Correspondence (Pebble Beach Company) 6 1985
Recreation 6 1983-86
Ridgewood Road Survey 6 1986
Speeches 6 mid-1980
Grant Review 6 1986-88
Stanton Theater Project 6 1984
Sunset Center 6 1986-90
Tour buses 6 1986-89
Annexation Study 6 1988
Tax Reform 6 1986
Cal m Water System 6 1985-87
Forest Theater 7 1987-89
Forest & Beach 7 1985-89
Fourth of July 7 1983-86
Friday Letters 7 1988-89
Gilroy/Morgan Hill Sewer Outfall 7 1984-86
Helicopter 7 1986
Housing Authority MoCo 7 1985-86
La Playa Hotel 7 1984
MST newspaper articles 7 1986
Nuclear 7 1983
Off-track Betting 7 1986
Outer-continental Shelf Program 7 1983-85
IOCS 7 1985-86
City Parking Garage 7 1985
Pine Inn 7 1984-86
Pope’s Visit 9-17-1987 7 1987
Indians 7 1986-87
King & Queen of Spain Visit 7 1987
Prince & Princess of Luxembourg Visit 7 9-18-1987
Correspondence 8 1994
MoCo Housing 8 1994
Workers’ Comp Training 8 1994
Fire Budget Reg. (prep docs) 8 1994
Strategic Budgeting & Performance
Measurement Conference 8 1995
90-minute Parking 8 1995
City Managers Meeting 8 1992-93
Correspondence 8 1994
MoCo Transportation Improvements 8 1990
AMBAG 8 1990
Congestion Management Plan 8 1990
Mtry Penin Reg. Traffic Committee 8 1989
Cost of Parking Meters 8 1991
Hatton Canyon 8 1991
Recreation Committee 8 1986-90
Budget preparation documents 8 1989-90
CSA 43 Fire Protection District 8 1990
Sumek Associates Report 8 1988
Workshop & Study Sessions 8 1988
Library 9 1984-86
Hatton Canyon docs 9 1984-86
Senior Citizen Housing 9 1984-86
Underground Parking (Dolores & 5th) 9 1984-87
Parade files 10 1984-88
Mission Ranch 10 1984-86
Correspondence 10 1983-86
Friday Letters 11 1998-2000
Friday Letters 12 1990-1997
Parking 13 1984-94
Council Workshop 13 1994
Council agenda prep docs 13 1994
Administrative Services
P O Books 14 2000-2003
P O Books 15 2003-2004
Investment Reports 16 1986-2002
Administration
Departmental memos binder 1985-86
Transient Units binder 1988
Departmental memos binder 1988
Departmental memos binder 1989
Departmental memos binder 1990
Departments Reports binder 1994
Administrative Committee binder 1997-1998
Administrative Committee binder 1999
Council Goal-setting session binder 1999
BID Research Committee binder 2000-1
Business District Advisory Committee binder 1994-2001
Business District Advisory Committee binder 2002
Revenues Committee binder 2003
Guillen Weekly Activities Reports binder 2000-3
Paige’s Security Services binder 2001
Departments Reports & investment reports binder 1998-2000
Service Requests binder 2002-3
Finance Committee binder 1992-2000
BID 16 1999-2003
Cal Trans 16 1986-91
Carmel Disposal 16 1984-2000
Carmel Plaza 16 1988-1991
Census 16 1990
Disaster/Emergency Planning 16 1984-1992
Employee 5-year plan 16 1985-1993
Employee annual reports 16 1990
Carpool 16 1988
Catastrophic Illness 16 1988
Sick Leave 16 1988
Smoking Policy 16 1988-90
Ethics 16 1988
Data Processing 16 1993
Departmental Goals 16 1988
Forge in the Forest BL revocation 16 1988-96
Fort Ord closure 16 1990
Grant writing services proposals 16 2001
League of Calif cities 16 1998-2002
Leaf Blowers 16 1998
McFarland’s seawall 16 19884
Mission Ranch annexation 16 1989-91
Mty Cnty Health Dept 16 1983-89
MPRPD 16 1989-2000
Regional Performing Arts Center 16 1990
MST 16 1991-98
Northeast Neighbors Assoc 16 1986-99
Odello Coast Ranch 16 1990
Olympic Torch Rally 16 2002
Open Space Task Force 16 1995
Pebble Beach 16 1989-90
Projects Status Reports 16 2002
Raccoons 16 1999-00
Recreation 16 1984-00
Smoke-free Workplace 16 1997-2003
SPCA 16 1986-88
Tourism 16 1990
Tow Trucks 16 1988
TDA 16 1984-90
Ambulance/EMS 17 1997-2003
CIP 17 1996-2001
Parking 2000 Committee 17 1998-2000
City Hall Parking Lot binder 1999
City Hall Parking Lot binder 2004
Chronology 17 2000
Sunset Center 17 2003-4
Fire Department Study 17 1995
CSA 43 (Fire) 17 1990-98
Arts Commission 18 1960-66
Administrative Committee 18 1990-91
City Government Day 18 1989
Code Enforcement 18 1984-98
Code Enforcement Task Force 18 1986
Correspondence 18 1988-2004
Friday Letters 18 1984-85
City Hall Remodel 18 1985


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2008 -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 2007/08.

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 April, 2008, by the following roll call vote:

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

Signed:

_____________________________
Heidi Burch, City Clerk

ATTEST:

_______________________________
SUE McCLOUD, MAYOR