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Home My WebLink About08. Destruction of Obsolete Records-City Clerk AGENDA MEMO DATE: September 14, 2010 TO: Mayor and Members of the City Council FROM: Kathleen L. Midstokke, City Clerk SUBJECT:RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE CITY CLERK’S DEPARTMENT RECORDS RECOMMENDATION: That the City Council adopt the attached Resolution entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY, APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF THE CITY CLERK’S DEPARTMENT.” DISCUSSION: The attached Resolution authorizes the destruction of certain obsolete City Clerk’s Department records. It has been prepared in accordance with the Citywide Records Management Program and retention schedule adopted by the City Council on June 9, 1998, and pursuant to Government Code Section 34090. As indicated on Exhibit “A” attached, the City Clerk has certified and the City Attorney has concurred that these records are no longer required by the City and their destruction is in compliance with established retention requirements. Exhibit “B” identifies and lists the records that are eligible for destruction. The retention periods for the documents are as follows: Statements of Economic Interests – originals - 7 years Statements of Economic Interests – copies – 4 years Misc. Correspondence/Requests for Records – 3 years Copies – 2 years Misc. unofficial Petitions – 2 years if no longer relevant Agenda Memos – 5 years Receipts – 5 years FINANCIAL IMPACT : The adoption of this Resolution will eliminate the cost of storing, maintaining and retrieving these obsolete records. CITY OF DOWNEY, CALIFORNIA RESOLUTION NO. 10- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY, APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF THE CITY CLERK’S DEPARTMENT. WHEREAS , the City Council of the City of Downey adopted a Citywide Records Management Program on June 9, 1998; and WHEREAS , the City Clerk has certified that the records listed are no longer required by the City and are eligible for destruction pursuant to Section 34090 of the California Government Code as indicated on “Destruction of Original Public Records” attached hereto as Exhibit “A” and pursuant to the above Citywide Records Management Program and the City Attorney has concurred in this certification; and WHEREAS , the City Clerk has requested and authorized certain obsolete City Clerk Department records listed on Exhibit “B” attached hereto to be destroyed and the City Attorney has concurred in this authorization. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1 . As authorized by California Government Code Section 34090 and the City of Downey Citywide Records Retention Policy adopted on June 9, 1998, the City Council hereby authorizes and approves the destruction of the obsolete City Clerk’s Department records as listed on Exhibit “B” attached hereto. SECTION 2 . The City Clerk shall certify to the adoption of this Resolution. APPROVED AND ADOPTED this 14th day of September, 2010. ______________________________ ANNE M. BAYER, Mayor ATTEST : _________________________________ KATHLEEN L. MIDSTOKKE, City Clerk I HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the th City of Downey at a regular meeting held on the 14 day of September, 2010, by the following vote, to wit: AYES : Council Members: NOES : Council Member: ABSENT : Council Member: ABSTAIN : Council Member: KATHLEEN L. MIDSTOKKE, City Clerk RESOLUTION NO. 10- EXHIBIT A PAGE TWO DESTRUCTION OF ORIGINAL PUBLIC RECORDS I hereby certify that: the records listed below are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not, to my knowledge to be kept further by a statute, are not the minutes, ordinances or resolutions of the legislative body of the City or of any City Board or Commission, and are no longer required by the City. I request authority to destroy same pursuant to Section 34090 of the Government Code of California. SEE ATTACHED EXHIBIT “B” ________________ Department Head Department Date I have reviewed the above-described records for historical value and for compliance with the established retention requirements, and I consent to their destruction. _____________________ City Clerk Date I consent to the destruction of the above-described records. _________________________ City Attorney Date I certify that the destruction of the above-described records was approved by the City Council of the City of Downey, California; by Resolution No. 10- at the regular meeting of the City Council held in Downey, California, on the day of , 2010, and that by said Resolution, the Department Head or his/her designee was authorized to destroy the records. City of Downey _____________________________ City Clerk State of California Date I hereby certify that, pursuant to the foregoing authority, the above-described records were destroyed on . _ __________________ Name Title Date Signed RESOLUTION NO. 10- EXHIBIT B PAGE THREE AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS I hereby consent to the destruction of the records listed below: _________________________ Department Head City Attorney Box No. Contents & Inclusive Dates 1STATEMENTS OF ECONOMIC INTEREST: Design Review Board 2002 City Employees 2002; City Prosecutor/Sp. Counsel 2002 Recreation & Community Services Comm. 2002 Project Area Committee 2002 Consultants 2002; Planning Commission 2004-05 FPPC FILING LOGS 2002 MISC. INFO DISTRIBUTED AT COUNCIL MEETINGS 2003 - 2006 SUBPOENAS FOR RECORDS 2007 MISC. CORRESPONDENCE 1999 – 2006 INTEROFFICE MEMOS 1970 – 2006 PETITION OPPOSING TREASURE ISLAND PARK – 1996 REQUESTS FOR RECORDS 2005 – 2006 GATEWAY CITIES COG – COPIES OF ACCTS PAYABLE/REVENUES/EXPENDITURES 1996 – 1998 COPIES OF RECEIPTS 2005 COPIES OF MISC. AGENDA MEMOS 1993 – 2004