HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 20, 2013
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1" Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve the requests for the destruction of obsolete records from various City departments in
accordance with the retention schedule outlined in City Council Resolution No. 2013-014.
DISCUSSION
On April 1, 2013, the City Council approved a resolution outlining the records retention schedule
for the agencies, departments, and offices of the City. City records are governed by the Public
Records Act which provides the period in which records need to be retained. The Citywide
Records Team compiled the Citywide Records Retention Schedule which sets forth the retention
period for a particular record. The Municipal Code requires that the destruction of a City record be
approved by the City Attorney.
In accordance with Section 513 of the Citywide Records Retention Schedule Resolution, the City
Attorney has approved the list of records proposed for destruction from the departments as
outlined in the attached documents.
FISCAL IMPACT
There is no fiscal impact associated with this item.
Attachments (1):
Memorandum for Request for Destruction of Records - Public Works Agency
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19C-2
City Attorney
To
MEMORANDU
S6nia R. Carvalho
Date: April 30, 2013
From:
Subject:
REQUEST FOR DESTRUCTION OF RECORDS
The Public Works Agency requests your consent to destroy city records on the attached
listing, in accordance with retention schedule outlined in City Council Resolution 2006-045
Please review this report and return a signed and dated copy of the attached pages
approving the destruction of these records.
Attachment
Cc: Taig Higgins, Principal Civil Engineer
Raul Godinez
Executive Director. PWA
19C-3
2013 Destruction of PWA Project Files
RECORD RECORD RECORD DESCRIPTION RECORD START RETENTIO
CATEGORY SERIES DATE/ N PERIOD
RETENTION
PERIOD
Development
Engineering Development
Projects
Folder Public Works requirements of
approval for private
development projects and site
plans. Includes copy of bond
release letter Completion of
Project or
Expiration of
Development
Agreement,
2004 & Prior
whichever is later /
5 ears
Development Certificate of Proof of Liability insurance Date Received /
Engineering Insurance and endorsement Project completion 2002 & Prior
+ 10 years
Development Street Work and Encroachment Permits Date Issued / 5
Engineering Utility Permits years 2007 & Prior
Development Transportation/ Oversized Vehicles Date Issued / 3
Engineering Wide Load
Permits years 2009 & Prior
Development MCT Miscellaneous Cash Date Issued / 3
Engineering Transaction - Contains years 2009 & Prior
Specific Notes
Raul Godinez
Executive Directo
Public Works Agency
DESTRUCTION OF THESE RECORDS AF's'` )%.`tED BY:
Sonia R. Carvalho
City Attorney v'
¢• 3W. *13
Date
,5X3/;-'--/ 3
Date
DESTRUC ION OF THESE RECORDS VE;°-FIED BY:
Taig Higgins D to
Principal Civil Engineer
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