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Home My WebLink About15. Adopt Reso Auth Destruction of Certain Obsolete Human Resources Depart RecordsI I GTI -11 0 Cl TO.' HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: OFFICE OF THE CITY MANAGER BY: JAMES MCQUEEN, DIRECTOR OF HUMAN RESOURCES DATE: MARCH 26, 2019 SUBJECT: RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE HUMAN RESOURCES DEPARTMENT RECORDS RECOMMENDATION A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNE2 APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS Oj THE HUMAN RESOURCES DEPARTMENT The attached Resolution authorizes the destruction of certain o•so ete uman Resources Department records. It has been prepared in accordance with the Citywide Records Destruction Program Procedures and retention schedule adopted by the City Council of April 25, 2017, and pursuant to Government Code Section 34090. As indicated on Exhibit "A" attached, the City Clerk has certified that these records are no longer required by the City and are in compliance with established retention requirements. The City Attorney has concurred in this certification. Exhibit "B" identifies and lists the department records that are eligible for destruction. The adoption of this Resolution will eliminate the cost of storing an maintain ng ese obsolete records. ATTACHMENTS CouncilWHEREAS, the City of - City of Downey adopted Citywide Records Destruction Program Procedures and retention schedule on April 25, 2017; and WHEREAS, the City Clerk has certified that the records listed are no longer required by the City s_ -el••- for destruction pursuant to Section 34090 of the California• - RESOLVECode as indicated on "Destruction of Original Public Records" attached hereto as Exhibit "A" and pursuant to the above Citywide Records Destruction Program Procedures and the City Attorney has concurred in this certification; and WHEREAS, the Director of Human Resources has requested and authorized certain obsolete Human Resources 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 • • SECTIONAs • -r by •rnia Government s•- ect onan• of Downey Citywide Records Destruction Program Procedures adopted on April 25, 2017, the Department records as listed on Exhibit "B" attached hereto. ARI ALICIA DUARTE, City Clerk I HEREBY CERTIFY that the foregoing vote,the City of Downey at a regular meeting held r +YES: Council Membem NOES: Council Member: ABSENT: Council Member: ABSTAIN: • - •^ . 6 • . ral FA _ ,i, MARIA ALICIA DUARTE, CMC m City Clerk RESOLUTION NO. PAGE I HEREBY CERTIFY THAT: the records described on Exhibit B attached hereto are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not to be kept further by statute, are not the Minutes, Ordinances or Resolutions of the legislative body of the City or of any City Board, Commission, or Committee and are no longer required by the City. I request authority to destr y -s me pursuant to Section 34090 of the Government Code of California, 777 Human Resources artment Director 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. i i retention ty jerk r Date I consent to the destruction of the above-described records. it Attorney Date I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was approved by the City Council of the City of Downey, California, at the Regular Meeting held on, ------- -- - by City Council Resolution No. , and that by said Resolution the Department Director (or designee) was authorized to destroy the records. City of Downey City Clerk State of California Date CERTIFICATION OF DESTRUCTION BY CITY I HEREBY CERTIFY THAT pursuant to the foregoing authority, the described records on Exhibit B attached hereto were destroyed at on City Facility Date Signature & Title Date City Staff Member Supervising Destruction -• DESCRIPTION OF CONTENTS D -HR -001 Recruitment Exams 2011 D -HR -002 Recruitment Exams 2009 D -HR -003 Recruitment Exams 2013 D -HR -004 Recruitment Exams 2010 D -HR -005 Recruitment Exams 2010 D -HR -006 Recruitment Exams 2010 D -HR -007 Recruitment Exams 2000 - D -HR -008 Recruitment Exams 2010 D -HR -009 Recruitment Exams 2010 D -HR -010 Recruitment Exams 2010 D -HR -011 Recruitment Exams 2007 D -HR -012 Recruitment Exams 2012 D -HR -013 Recruitment Exams 2010 D -HR -014 Recruitment Exams 2006&2007 D -HR -015 Recruitment Exams 2007 - 2013 D -HR -016 Recruitment Exams 2007 D -HR -017 Recruitment Exams 2010' D -HR -018 Recruitment Exams 2014 D -HR -019 Recruitment Exams 2014 D -HR -020 Personnel Files - PT Separated 2012 D -HR -021 Recruitment Exams 2010 D -HR -022 Personnel Files — PT Separated 2011 D -HR -023 Personnel Files - PT Separated 2011 D -HR -024 Personnel Files - PT Separated 2007 D -HR -025 Personnel Files — PT Separated 2010 D -HR -026 Personnel Files — PT Separated 2009 D -HR -027 Personnel Files - PT Separated 2006 D -HR -028 Personnel Files — PT Separated 2008 D -HR -029 Recruitment Exams 2010 D -HR -030 Recruitment Exams 2013 D -HR -031 Recruitment Exams 2012 & 2013 D -HR -036 Personnel Files - PT Separated 2005 D -HR -037 Personnel Files — PT Separated 2007 D -HR -046 Recruitment Exams 2003 D -HR -047 Personnel & Medical Files 1985 D -HR -048 Recruitment Exams 2009 - 2011 D -HR -049 Workers Compensation Claim Run/Monthly Reports - 1993 D-HR=050 Workers Compensation Claim Run/Monthly Reports - 1986 - 1993 D -HR -051 Workers Compensation Claim Run/Monthly Reports- 1984, Recruitment Exams 1998 D -HR -052 Personnel & Medical Files — Separated 1985 DESCRIPTION OF • D -HR -053 Workers Compensation Claim Run/Monthly Reports —1980 — 1985 Correspondence D -HR -054 Recruitment Exams 2004 D -HR -055 Personnel Files - PT Separated 2007 D -HR -056 Personnel & Medical Files — Separated 1987 D -HR -057 Personnel Files— PT_Separated 2004 D -HR -058 Personnel Files — PT Separated 2004 D -HR -059 Recruitment Exams 2001 D -HR -060 Recruitment Exams 2002 D -HR -061 Recruitment Exams 2002 D-HR=062 Recruitment Exams 2001 & 2002 D -HR -063 Recruitment Exams 2002 - 2004 D -HR -064 Recruitment Exams 1986 - 1991 D -HR -065 Recruitment Exams 1992 - 1995 D -HR -066 Recruitment Exams 2004 D -HR -067 Recruitment Exams 1990 - 1996 D -HR -068 Recruitment Exams 2003 D=HR-069 Recruitment Exams 2005 D -HR -070 Recruitment Exams 2002 D=HR-071 Recruitment Exams 2003 D -HR -073 Recruitment Exams 1998 D -HR -074 Personnel Files — PT Separated 2012 D -HR -075 Workers Compensation Claim Run/Monthly Reports - 1996 D -HR -076 Personnel & Medical Files — Separated 1986 D -HR -077 Personnel & Medical Files - Separated 1988 D-HR=078 Correspondence 1992 - 1997 D -HR -079 Recruitment Exams 1990 - 1994 D -HR -080 Affirmative Action Plan 1988 - 1997 D -HR -081 Recruitment Exams 1995 - 1997 D=HR-082 Workers Compensation Claim Run/Monthly Reports - 1991 - 1998 D -HR -083 Copies of insurance invoices —1995 - 1998 D -HR -084 Recruitment Exams 1997 - 1999 D -HR -085 Finance old "greenbar" budget reports (damaged) D -HR -086 Personnel & Medical Files — Separated 1988 D -HR -087 Personnel & Medical Files — Separated 1987 D -HR -088 Personnel & Medical Files — Separated 1983 D -HR -089 Personnel & Medical Files — Separated 1984 D -HR -090 Recruitment Exams 1994 - 1997 D -HR -091 Personnel Files (PAFs) 1950 - 1969 D -HR -092 Personnel Files _(PAFs)_1950 - 1969 D -HR -093 Personnel & Medical Files — Separated 1984 Total Boxes/Files to be Destroyed This Page' 4 BOX/FILE # D -HR_ -094 _--Recruitment D -HR -095 D -HR -096 DESCRIPTION OF CONTENTS —Exams 1999 Workers Comp Closed-- —Separated 1-988 —&Pnor Workers Comp Closed — Separated 1988 & Prior D-HRO-002 Correspondence (1980 —1999) Affirmative Action Updates (1983 — 1993) D-HRO-004 Notes & Corres. Insurance renewals (2004 — 2011); Benefit Plans (2004 -2011) Accident / First Aid - no claim filed (1994 — 2006) D-HRO-005 Correspondence — Subrosa (11985 —1999) Corres oond nce—Colen& Lee _T982 —2006 D -H RO-006 Notes & Corres. Insurance renewals (2004 — 2011); Benefit Plans (1980 - 1994) Labor — Negotiation Notes (1995 — 2000) Workers Compensation Claim Run/Monthly Reports (2007) Harassment Claim Donna Teeter (11995 — 1996) D-HRO-007 Harassment Claim Jay Jarrin (2002) DFEH Claim Michael Deitrick (2003 — 2005) Grievance Filer David Castro (2001) Grievance File: Steve Blake (1985) D-HRO-009 Grievance File: Floyd Horn (1997) Em to e�e Litigation: Tommy Lee Smith (1998) D-HRO-010 Notes & Corres. Insurance renewals (11997— 2011); Benefit Plans (2002 -2011) I rem, I UOT W-1 W 153TI me 0MM =0 a I M �- t,