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Home My Public Portal About14-075RESOLUTION NO. 14-075 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS THE CITY COUNCIL OF "THE CITY OF CARSON, CALIFORNIA, HEREBY RESOLVES AS FOLLOWS: WHEREAS, the City of Carson has stored a variety of files and documents that are no longer necessary for the operation of the city government; and WHEREAS, Section 34090 et seq. of the California Government Code provides a procedure whereby city records which are no longer required may be destroyed; and WHEREAS, the City of Carson Records Management Committee Chairperson has recommended, and the City Attorney has approved, the immediate destruction of records which have been inactive through June 30, 2007; a list which is on file with the Accounting Section. NOW, THEREFORE, the City Council of the City of Carson. California, does hereby resolve and authorize the destruction of the records through June 30, 2007 without further action by the City Council of the City of Carson. PASSED, APPROVED, and ADOPTED this 5th day of August, 2014. ATTEST: City Clerk Donesia L. Gause, CMC APPROVED AS TO FORM: ,0- oAt'l - City Attorney NIJ [MORE] Mayor Jim Dear Resolution No. 14-075 Page 2 of 2 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF CARSON ) I, Donesia L. Gause, City Clerk of the City of Carson, California, do hereby certify that the whole number of members of the City Council is five; that the foregoing resolution, being Resolution No. 14-075 was duly and regularly adopted by said Council at a regular meeting duly and regularly held on the 5h of August, 2014, and that the same was passed and adopted by the following vote: AYES: COUNCIL MEMBERS: Mayor Dear, Santarina, Gipson, Davis -Holmes, and Robles NOES: COUNCIL MEMBERS: None ABSTAIN: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None City Clerk Donesia L. Gause, CMC R°N-1� City of Carson Report to Mayor and City Council August 5, 2014 Z;1 ,r , k�,,M� New Business Consent SCIBJECT: CONSIDERATION OF ADOPTION OF RESOLUTION NO. 14-075 AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS Aa taA I a 6"_ S��= SL n fittedJac lyn Acosta Di for of dministrative Services I. SUMMARY Approved by Nelson Hernandez City Manager 7-1 Consistent with the City's policy on records management, the Accounting Division reviewed and analyzed its existing records and determined there are some records that are no longer useful or needed. This item is requesting City Council authorization to destroy specified accounting records in accordance with City procedures and California Government Code section 34090 et seq. II. RECOMMENDATION WAIVE further reading and ADOPT Resolution No. 14-075, "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS III. ALTERNATIVES TAKE any other action that the City Council deems appropriate. IV. BACKGROUND The Accounting- Division of the Administrative Services Department has 130 boxes containing materials that are considered stale -dated information and no longer useful to the City. Additionally, the retention period for these records from June 30, 2007 or before, which are listed on file with the Accounting Division, have already lapsed and these materials are deemed to be of no public, historical or legal value and should be destroyed. In accordance with Standard Management Procedure 3.33.1 — Records Destruction (Exhibit No. 2), the list of records have been reviewed and approved for destruction by the Chairperson of the Records Management Committee, the City Manager, and the City Attorney as shown on Form No. 11113 - Records Destruction Authorization (Exhibit No. 3). If approved, the documents contained in each box will be destroyed in accordance with established procedures. V. FISCAL IMPACT None. City of Carson VL EXHIBITS Report to Mayor and City Council August 5, 2014 1. Resolution No. 14-075. (pg. 3) 2. SMP 3.33.1. (pgs. 4-6) 3. Form No. 11113 - Records Destruction Authorization. (pg. 7) Prepared by Documenll TO Rev07-07-7014 Reviewed bv: Karen Pedroza, Sr. Accountant City Clerk City Treasurer Administrative Services Public Works Community Development Community Services Action taken by City Council Date Action 2 RESOLUTION NO. 14-075 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, HEREBY RESOLVES AS FOLLOWS: WHEREAS, the City of Carson has stored a variety of files and documents that are no longer necessary for the operation of the city government; and WHEREAS, Section 34090 et seq. of the California Government Code provides a procedure whereby city records which are no longer required may be destroyed; and WHEREAS, the City of Carson Records Management Committee Chairperson has recommended, and the City Attorney has approved, the immediate destruction of records which have been inactive through June 30, 2007; a list which is on file with the Accounting Section. NOW, THEREFORE, the City Council of the City of Carson, California, does hereby resolve and authorize the destruction of the records through June 30, 2007 without further action by the City Council of the City of Carson. PASSED, APPROVED, and ADOPTED this 5th day of August, 2014. ATTEST: City Clerk Donesia L. Gause, CMC APPROVED AS TO FORM: City Attorney EXN18lT N04 - i Mayor Jim Dear le - CITY OF CARSON POLICY/PROCE-DURF NUMBER: 3.33. 1 SUBJECT ORIGINAL ISSUE EFFECTIVE RECORDS DESTRUCTION 7/1/80 7/1/80 CURRENT ISSUE EFFECTIVE CATEGORY 7/1/80 7/1/80 SUPERSEDES NEW III. FINANCE AND ADMINISTRATION ADMINISTRATIVE ORDER I. PURPOSE AND SCOPE A. To establish the procedure and assign responsibilities for destruction of City records. B. To assure that records destruction is properly reviewed, authorized and documented. II. GENERAL A. This administrative order is a supplement to Administrative Order 3.33, "Records Management - Authority and Responsi- bility." B. The responsibility for destruction of City records is assigned to the Department of Finance and Administration, which is also responsible for overall administration and coordination of the City records management program. C. The following original City records shall not be destroyed: 1. Records affecting title to real property. 2. Minutes, ordinances and resolutions of City Council or City Commissions. 3. Records less than two years old. D. City Attorney and City Council approval shall be secured prior to destruction of any records which have not been, or will not be, microfilmed. E. Final approval to carry out destruction of City records shall be by the City Administrator. F. Destruction of records shall be accomplished using the the following process: 1. Completion by the department and submittal to the Records Management Committee Chairman, of Form 11113, "Records Destruction Authorization." 2. Review and approval by the Records Management Committee. 1093 U EXHIBIT NO. - 2 0577 0 RECORDS DESTRUCTION 7/1/80 3.33.1 PAGE 3 OF 3 4. The signature of the Committee Chairman on the"Records Destruction Authority" constitutes final Committee action. 5. Review and confirm the microfilming status of the record. 6. Upon completion of the review and approval process, distribute the "Records Destruction Authority" form as follows: a. Retain the original for records center files. b. Copy to the Department. c. Copy to the City Attorney. 7. Assure that records authorized for destruction are in fact destroyed and that appropriate documentation is prepared and filed in records center files. C. Finance and Administration 1. Coordinate and supervise the destruction of records. 2. Maintain document files of form 11114, "Records Destruction Certificate," and Form 11113, "Records Destruction Authorization." 3. Administer and coordinate all aspects of records destruction activities. D. City Administrator 1. Provide final review and approval signature on the ""Records Destruction Authorization." SIV. EXCEPTIONS Exceptions to this administrative order shall be authorized by the City Administrator. V. AUTHORITY By order of the City Administrator. E. FREDRI4VTEN CITY ADMINISTRATOR 1074 1075 11113 ACRO VJIJ CITY OF CARSON Authorization RECORDS MANAGEMENT Number RECORDS DESTRUCTION AUTHORIZATION PART 1 — REQUEST FOR DESTRUCTION OF ORIGINAL RECORDS THE RECORDS DESCRIBED HEREINABOVE WERE REVIEWED BY THE COMMITTEE ON Date Department Division 6/16/2014 Administrative Services Accounting Form No. Name or Title of Record ❑ Other PERIOD COVERED ID/SERIAL NOS. BOX OR BATCH AGE FROM DEC. 31 OF YEAR From 2006 MANAGEMENT NUMBER(S) OF ORIGINATION To 2007 See Attached List 7 Years JUSTIFICATION FOR DESTRUCTION ❑ Duplicates ❑ No public service value ❑ No historical value ❑ Obsolete ❑ No legal value ® Other Retention Period Lapsed MICROFILM STATUS ❑ Records have been microfilmed. Certificate No. ❑ Records require microfilming prior to destruction. ® Records to be destroyed without microfilming or reproduction. APPROVED — DEPARTMENT DIRECTOR DATE PART 2 — RECORDS MANAGEMENT COMMITTEE THE RECORDS DESCRIBED HEREINABOVE WERE REVIEWED BY THE COMMITTEE ON Month Day Year 00estruction is approved. METHOD OF DESTRUCTION: ❑ Destruction is not approved. ❑ City Attorney / City Council approval required. CERTIFICATE NO. DATE ❑ Other REMARKS CHAIRMAN — RECORD COMMITTEE DATE MANAGEMENT X14 PART 3 — CITY MANAGER DESTRUCTION OF THE RECORDS CITED HEREIN IS APPROVED. a �� CITY MANAGER SIGNATURE U DATE CITY ATTORNEY—APPROVAL A EXHIBIT NO. - 3 r TE