HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 16, 2019
TITLE:
APPROVE DESTRUCTION OF PUBLIC
WORKS AGENCY OBSOLETE CITY
RECORDS AS OUTLINED IN
RESOLUTION 2013-014
(STRATEGIC PLAN NO. 5, 1)
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
CITY M AGER
RECOMMENDED ACTION
Approve the destruction of obsolete records from the Public Works Agency in accordance with
the retention schedule outlined in City Council Resolution 2013-014.
DISCUSSION
On April 1, 2013, the City Council approved Resolution 2013-014 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 5B 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 (Exhibit 1).
The Citywide Records Retention Schedule (Schedule) has specific retention periods for many
City documents. The Schedule is modeled after the California Secretary of State's sample for
local government and incorporates other statutory periods applicable to Santa Ana. These are
minimum retention periods. Each department makes discretionary decisions on whether to
retain records past the minimum requirements.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability,
Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement
initiative to expand access to information and create opportunities for stakeholders to play an
active role in discussing public policy and setting priorities).
19C-1
Public Works Agency Records Destruction Per Retention Schedule
Outlined in Resolution 2013-014
July 16, 2019
Page 2
FISCAL IMPACT
There is ro fiscal impact associated with this item.
Fuad S. SNeiss, PE, PLS
Executive Pirector of Public Works Agency
Norma Mitre
Acting Clerk of the Council
Exhibit: 1. Request for Destruction of Records — Public Works Agency
19C-2
MEMORANDUM
Sonia R. Carvalho
To: City Attorney Date: J
Fuad Swelss
From: Executive Director, PWA
Subject:
11,2019
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 2013-014.
Please review this report and return a signed and dated copy of the attached pages
approving the destruction of these records.
Note: 2nd signature request due to date change on signature page. Also changed
description for Street Work, Utility, and transportation wide/load permits.
Attachment
Cc: Taig Higgins, Principal Civil Engineer
19C-3
2019 Destruction of PWA Project Files
RECORD
RECORD
RECORD DESCRIPTION
RECORD START
DESTRUCTION
CATEGORY
SERIES
DATE /
PERIOD
RETENTION
PERIOD
Development
Development
Public Works
Completion of
Engineering
Projects
requirements of approval
Project or
Folder
for private development
Expiration of
2013 & Prior
projects and site plans.
Development
Includes copy of bond
Agreement,
release letter
whichever is later I
5 years
Development
Certificate of
Proof of Liability insurance
Date Received /
Engineering
Insurance
and endorsement
Project completion
2008 & Prior
+ 10 years
Development
Street Work and
Encroachment Permits
Completion Date /
Engineering
Utility Permits
5 years
2013 & Prior
Development
Transportation/Wide
Oversized Vehicles
Completion Date /
Engineering
Load Permits
3 years
2015 & Prior
Development
MCT
Miscellaneous Gash
Date Issued / 3
Engineering
Transaction -Contains
years
2015 & Prior
Specific Notes
i
Fuad Sweiss Date
Executive Director
Public Works Agency
DESTRUCTION OF THESE RECORDS APPROVED BY:
So '6 R. Carvalho Date
City Attorney
-fir-
DESTRUCTION OF THESE RECORDS VERIFIED BY:
Taig Higgins Date
Principal Civil Engineer
19C-4