HomeMy WebLinkAbout95-09 - Authorizing Records Destruction for Transportation Division of Public Services DepartmentRESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
COSTA MESA, CALIFORNIA, AUTHORIZING RECORDS
DESTRUCTION FOR THE TRANSPORTATION DIVISION OF
THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF
COSTA MESA, PURSUANT TO ORDINANCE NO. 75-60.
THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY RESOLVE
AND FIND AS FOLLOWS:
WHEREAS, the City Council adopted Ordinance No. 75-60 on the 15th day of January,
1975, which said ordinance requires the approval of the City Council by resolution for
destruction of certain records; and
WHEREAS, the City Attorney's Office, pursuant to requirements of the Government
Code, has examined said records to ascertain whether or not retention is legally necessary; and
WHEREAS, the City Attorney's Office has determined that destruction of said records
will not adversely affect the functions of government nor impair the legal rights of the City;
NOW, THEREFORE, BE IT RESOLVED that the records listed in the attached request
for records destruction for the Transportation Division of the Public Services Department are
hereby authorized to be destroyed in such a manner that will not allow them to be restored or
reconstituted.
PASSED AND ADOPTED this 6th day of February, 1995.
ATTEST:
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Deputy Ci Clerk of the City of Costa Mesa M r of the City of Costa Mesa
0V ED AS TO FORM
CITY AT►1'`C; Y
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, MARY T. ELLIOTT, Deputy City Clerk and ex -officio Clerk of the City Council of
the City of Costa Mesa, hereby certify that the above and foregoing Resolution No.
was duly and regularly passed and adopted by the said City Council at a regular meeting thereof,
held on the 6th day of February, 1995.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the City
of Costa Mesa this 7th day of February, 1995.
l
Deputy C Clerk and ex -officio Clerk of
the City uncil of the City of Costa Mesa
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PROCEDURE FOR REQUESTING CITY ATTORNEY'S
APPROVAL FOR DESTRUCTION OF CITY RECORDS
I. Prior to the request, all department records should be inventoried and classified in
accordance with the "Guide for Records Retention Scheduling."
II. Records that are desired to be destroyed should be listed on the "Request Form"
(CMF 0297-18), and include:
A. Its name or form number.
B. Its classification number.
C. A specific description of the record, i.e., original or duplicate, contract,
agreement, warrants, requests, correspondence, etc., and whatever informa-
tion is necessary to enable the City Attorney to understand the content and
purpose of the record without referring directly to it.
EXAMPLE:
"Contract between cities of Costa Mesa and Newport Beach regarding
the extermination of tree toads. Effected 5/18/53, Expired 6/22/55.
Includes opinion by City Attorney and numerous related papers and
correspondence."
II1. Submit the request to the City Attorney. It will be returned to the originating
department with approval or disapproval indicated for each record. City
Attorney comments or recommendations will be made where appropriate.
IV. Departments should, upon the return of their requests, pull from their files
all records approved by the City Attorney for destruction. These records
should then be stored until the City Council gives final authorization for
destruction.
V. Departments will be notified of the date and location that destruction will
occur.