HomeMy WebLinkAboutAgenda Report - September 16, 2015 C-12AGENDA ITEM
C- 12
CITY OF. LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Authorizing Destruction of Certain Citywide Records in
Accordance with the Government Code and the City's Records Management
Policy
MEETING DATE: September 16, 2015
PREPARED BY: City Clerk
RECOMMENDED ACTION: Adopt resolution authorizing the destruction of certain Citywide
records in accordance with the Government Code and the City's
Records Management Policy.
BACKGROUND INFORMATION: Section 34090 of the California Government Code provides for the
destruction of certain City records with the approval of the legislative
body by resolution and the written consent of the City Attorney.
Earlier in the year, the City Clerk's Office coordinated and completed the annual destruction of records in
accordance with the Secretary of State's Records Retention Guidelines. Subsequently, a request was
submitted by the Parks, Recreation, and Cultural Services Department to offer a second record
destruction opportunity to coordinate with the Department's October 2015 move into the City Hall Annex.
The offer was extended Citywide to all departments, and the listing of records to be destroyed, pursuant
to the City's Records Management Program and Policy, is attached and submitted to Council for
approval.
FISCAL IMPACT: Not applicable.
FUNDING AVAILABLE: Not applicable.
Attachments
Ia
J nifer M. Florraiolo
City Clerk
PPR ����
ftJ36en SchiWaiba6er,
N:\Administration\CLERK\Council\COLJNCOM\records destruction_midyear.doc
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. 4n
accordance with the City's Records Management Program, with the consent of
the Department Head, and upon written approval of the City Clerk and City
Attorney, these records will be properly destroyed/disposed of.
Note: Documents will he reviewed far hlstorica! value and. if appilcable reialned in the archives.
Documents involved rrr Gti atlrn orOendinq audit will not he destra ed,
Department: Date: Total No. of Pages: r Proposed Destruction
PRCS 8/17/15—�{ Date: TBD
-Frepared i3
Signature:
rte'
Division: p Y
Recreation _ Terri Lovell:
Record Series Title Dates of Records Storage Location Box No.
Same as Retention Schedule From and To _
Enrollment Packets & Sign -in 2008 - 2010 PRCS 1 - 5
and Out Sheets (GC34090
Tony Goehring's Office Files 2003-2006 PRCS 6-15
GC34090 & GC34090(d.)L_' _
Time Cards (GC3409;29 and 2009-2012 _ PRCS T 16-19
CFR 516.2)
Coaches Applications 2005-2012 _PRCS____ ~� 20
(GC34090) — ... - _---- --
Claim Vouchers (GC34090) 2009_____
009___ PRCS — f�F 21
Duplicate P&R Commission 1992 —2003 PRCS 22
Minutes & Agendas
(GC34090.) _
Department Head: Date:
City Clerk:� ---Date: f 1G j
Consent is hereby -given to destroy the above -listed records:
��--->------w------Date: I
City Attorney:
Destruction Completed By:
Printed Name
Signature
Date
Attachment A — Form 4 (Authority to Destroy Records)
'Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation.
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. In
accordance with the City's Records Management Program, with the consent of
the Department Head, and upon written approval of the City Clerk and City
Attorney, these records will be properly destroyed/disposed of.
Note: Documents vrill be reviewed far historical value and. if applicable. retained in the archives.
Documents involved in liti at be destroyed.
Department: Fire �� I Date: 8-11-15
Division: We Adr��in
Record Series Title
SSame as Retention Schedul
Journals, Fire Stations
GC34090
Permits, Uniform Fire Code
GC34090
No. of Pages:1 Proposed Destruction
Date: TBD
Prepared By: Cari Shates Signature:
Dates of Records Storage Location
From and To) _
2002-2012 Fire Admin
2011-2012 Fire Admin
1
Box No.
Department Head
Date:+ J ,II A
City Clerk: Dater
U
Consent is hereby given to destroy the above -listed records:
'City Attorney: T_ Date:
Destruction Completed By:
Attachment A— Form 4 (Authority to Destroy Records)
"Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation.
RESOLUTION NO. 2015-167
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING DESTRUCTION OF CERTAIN
CITYWIDE RECORDS
WHEREAS, in accordance with Government Code Section 34090, the City Clerk
and City Attorney have filed written consent to the destruction of certain Citywide
records as specifically set forth in the attached inventory marked as Exhibit A, and
thereby made a part hereof.
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that:
1. The records heretofore identified are no longer required.
2. The Lodi City Council finds that the City Clerk and City Attorney have
given written consent to the destruction of the records inventoried on
Exhibit A attached hereto and the destruction of those records is hereby
authorized.
Dated: September 16, 2015
I hereby certify that Resolution No. 2015-167 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held September 16, 2015, by the
following vote:
AYES: COUNCIL MEMBERS — Kuehne, Nakanishi, and Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Chandler and Mounce
ABSTAIN: COUNCIL MEMBERS — None
NN1F M. FERRAIOLO
ity Clerk
2015-167
City of Lodi EX�1'21T
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. In
accordance with the City's Records Management Program, with the consent of
the Department Head, and upon written approval of the City Clerk and City
Attorney, these records will be properly destroyed/disposed of.
Note: Documents will be reviewed for historical value and if aopficable, retained in the archives
Documents involved in liar anon or endin audit will not be desfra ed.
Department: Date: Total No. of Pages: Proposed Destruction
PRCS 8/17115 1 1 Date: TBD
Division: Prepared By: Signature:
_ Recreation _ Terri Lovell
Record Series Title Dates of Records Storage Location Box No.
Same as Retention Schedule From and To _ _-
Enrollment Packets & Sign -in 2008-2010 PRCS 1 -5
and Out Sheets (GC34090)
Tony Goehring's Office Files 2003-2006 PRCS
(GC34090 & GC34090(d))
Time Cards (GC3409;29 and 2009 — 2012 PRCS
CFR 516.2)
Coaches Applications 05-2012 PRCS
(GC34090)
Claim Vouchers (GC34090) 12009 1 PRCS
Duplicate P&R Commission 1992 —2003 PRCS
Minutes & Agendas
(GC34090)
Department Head:
City Clerk:
Consent is hereby -given to destroy the above -listed records:
*City Attorney: 1
Destruction Completed By:
Printed Name
Signature
6-15
16-19
20
21
- 22
Date:
Date: r#
Date: 1; i _.
Date
Attachment A — Form 4 (Authority to Destroy Records)
"Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation.
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. In
accordance with the City's Records Management Program, with the consent of
the Department Head, and upon written approval of the City Clerk and City
Attorney, these records will be properly destroyed/disposed of.
Note: Documents will he reviewed for histaricei value and- , rf at��Ucable, retained m the archives.
Documents involved in liti a#ion or pendina audit will not be destroy
Department: Fire
Fire Admin
Record Series Title
(Same as Retention Schedule
Journals, Fire Stations
GC34090
Permits, Uniform Fire Code
GC34090
Date: 8-11-15
Prepared By: Cari S
Dates of Records
--(From and To)__
2002-2012
2011-2012
Department He�
Total No. of Pages: 1
Signature:
Storage Location
Fire Admin
Fire Admin
City Clerk:
Consent is hereby given to destroy the above -listed records:
*City Attorney:
Destruction Completed By:
Proposed Destruction
Date: TBD
Box No.
1
Date: I
Date:
Date: X11?1 /7_
Attachment A - Form 4 (Authority to Destroy Records)
"Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation.