HomeMy WebLinkAbout03-16 - Authorizing Records Destruction for Transportation Division'RESOLUTION NO. 03-16
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 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 7th day of April, 2003.
T
Mayor of the City of Costa Mesa
ATTEST: APPROVED AS TO FORM
DepuV)City Clerk of the City of Costa Mesa
STATE OF CALIFORNIA)
COUNTY OF ORANGE ) ss.
CITY OF COSTA MESA )
City Attorney
I, Julie Folcik, Deputy City Clerk and ex -officio Clerk of the City Council of the
City of Costa Mesa, hereby certifies that the above and foregoing Resolution No. 03-15
was duly and regularl� passed and adopted by said City Council at a regular meeting
thereof held on the 7t day of April, 2003, by the following roll call vote:
AYES: IRobinson, Steel, Cowan, Monahan, Mansoor
NOES: None
ABSENT: None
IN WITNESS WHEREOF, I have hereby set my hand and affixed the Seal of the
City of Costa Mesa this 8th day of April, 2003.
.G�
DepCity Clerk and ex -officio Clerk of
the &Y Council of the City of Costa Mesa
Request for City Attorney's approval for destruction
of Public Services/Transportation Division Records
Department Name
RECORD NAME OR FORM NO. CLASS
Date February 25, 2003
SPECIFIC DESCRIPTION OF RECORD
TRAFFIC ACCIDENT REPORTS 6. DUPLICATE COPIES OF COSTA MESA POLICE DEPARTMENT
TRAFFIC ACCIDENT REPORTS FOR THE YEAR 2000
DUPLICATE COPIES OF COSTA MESA POLICE DEPARTMENT
TRAFFIC ACCIDENT REPORTS 6 PRIVATE PROPERTY ACCIDENT REPORTS FOR THE YEAR 2002.
a
Approval granted by
City Attorney %/ I
YES I NO I COMMENTS
V
1
PROCEDURE FOR REQUESTING CITY ATTORNEY'S
APPROVAL FOR DESTRUCTION OF CITY RECORDS
1. Prior to the request, all department records should be inventoried and classified in
accordance with the "Guide for Records Retention Scheduling."
1I. 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."
III. 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.