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HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDS MEMORANDUM From: Laura Sheedy, Assistant City Attorney City Attorney's Office Carol Molina Espinoza ~ Clerk of the Council Office To: Date: February 8, 2007 Re: REQUEST FOR DESTRUCTION OF RECORDS The Clerk of the Council requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. 19C-1 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL 2007 RECORD RECORD RECORD RETENTION CATEGORY SERIES DESCRIPTION PERIOD ABATEMENTS Abatements of various undesirable Files on Dangerous Buildings, 2004 and Prior conditions Garbage, Trash, & Weed Abatement, Public Nuisance and other related Council actions including correspondence and Reauests for Council action (RFCA) AGREEMENT City Council-Approved Includes leases, equipment, services 2002 and Prior (Agmt) (A series) or supplies; may contain attachments such as deeds, insurance City Manager-Approved certificates, and RFCA's (N series) BOARDS & B&C Applications Applications for B&C positions 2004 and Prior COMMISSIONS (B&C) Not Selected received during a calendar year and not acted uoon bv the Council B&C Board Attendance Reports Biannual Attendance reports from 2004 and Prior City Boards, Committees and B&C Board Member File, Commissions; includes RFCA's; Membership Applications and supporting Roster correspondence re current members; Reference file for names, addresses and other data on incumbent Board/Commission members. BUDGET Budget Backup Documentation Color-coded budget forms and other 2004 and Prior support documents Fees Documentation Budget forms used to justify setting or increasing City fees. CLERK Miscellaneous Correspondence Includes both incoming and outgoing 2004 and Prior PUBLIC RECORDS Public Records Request Requests from the public for 2004 and Prior REQUEST documents retained by the City CLERK LOGS Claims Against the City Council reports on liability claims 2003 and Prior Miscellaneous Logs Log of documents received by the Clerk including summons, subpoenas, appeals, Alcoholic Beverage Control (ABC), Personnel Board findings and other actions under various SAMC sections COUNCIL MEETING Agendas City Council Meeting Agendas 2004 and Prior Agenda Packets By Council Council Meeting Agenda packet 2001 and Prior Meeting Date materials, e.g., Requests for Council Action (RFCA's) and backup information on Council Agenda items Audio and Video Recordings Recordings of Council Meetings 2005 and Prior COUNCIL REQUESTS Certificates and Proclamations Request from the Mayor and Council 2004 and Prior requestinq oresentations 19C-2 RECORD RECORD RECORD RETENTION CATEGORY SERIES DESCRIPTION PERIOD FINANCE (Financial Clerk of the Council Operating Budget Copies of Direct Payment Vouchers 2004 and Prior Documents) (DPV's), Materials Releases (MR's), Purchase Orders (PO's) and other Clerk expenditure records Projects Winning bids (originals) for Council- 2002 and Prior approved contracts for construction, improvement, maintenance, rehabilitation of public facilities including change orders; contains RFCA's and insurance certificates FAIR POLITICAL Candidate Campaign Statements FPPC Filings 2001 and Prior PRACTICES (FPPC) (Unsuccessful) Statements of Economic Interest-GC 2002 and Prior Sec 87200 Filers Misc. Camoaion Statements 1999 and Prior Statements of Economic Interests-All 1999 and Prior Others INSURANCE (INS) Buildino Movers Proof of insurance required to be 2001 and Prior Bus Shelters & Benches filed with the Clerk Helicopter Landing & Other Stadium Users Taxicabs MAPS (Subdivision Final Parcel Maos IPMAP)-No Bonds 2004 and Prior Maps) PMAP-File under CA Tract Maos ITMAP) Final TMAP-No Bonds-File under CA PAYROLL Leave of Absence Forms to authorize absence from 2004 and Prior work Exception Sheets Forms to charge labor expenditures 2003 and Prior to applicable Fund and Activity other than home account 19C-3 PREPARED BY: (:7-~~-C--~7 ~'\---K~ Carol Molina-Espinoza Sr. Management Analyst RECORDS DESTROYED: Number of Boxes ~'c?J /or ate CONSENT BY: Patricia E. Healy Clerk of the Council APPROVED BY: \ . i ~_. . (JOseph Fletcher' City Attorney 19C-4 Date Date