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Title:
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Adoption of a Resolution Authorizing the Destruction of Certain Documents in the Transportation Department Which are More Than Three (3) Years Old.
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City of Culver City, California
Agenda Item Report
Meeting Date: 07/08/13 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution Authorizing the
Destruction of Certain Documents in the Transportation Department Which are
More Than Three (3) Years Old
Contact Person/Dept.:
Cara Flores/Transportation
Phone Number:
(310) 253-6538
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (07/02/13)
Department Approval:
Art Ida (6/11/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/01/13)
Chief Financial Officer Approval:
Jeff Muir (07/02/13)
City Manager Approval:
John M. Nachbar (07/02/13)
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the
destruction of certain documents in the Transportation Department which are more
than three (3) years old.
BACKGROUND:
The Transportation Department has reviewed numerous files, which are more than
three (3) years old and have no further administrative, legal or fiscal value. The
files, as described in Exhibit A of the proposed resolution, have been reviewed by
the City Attorney in accordance with Government Code Section 34090 and have met
the requirements for destruction, subject to approval by the City Council.
FISCAL ANALYSIS:
Records destruction will be performed by a vendor certified by the National
Association for Information Destruction. The projected cost for these services is
$200.00. Documents that do not require shredding will be recycled at the Culver
City Sanitation Facility.
ATTACHMENTS:
1. Proposed resolution.
City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
Adopt a resolution authorizing the destruction of certain files in the Transportation
Department which are more than three (3) years old.
MEETING DATE: 07/08/2013
AGENDA ITEM: Adoption of a Resolution Authorizing the Destruction of
Certain Documents in the Transportation Department
Which are More Than Three (3) Years Old
ATTACHMENTS
Pages
1. Resolution No. 2013-R 1
2. Exhibit “A” – List of Materials to be Destroyed 2
OL A. SCHWWCity Attorney
1 RESOLUTION NO. 2013-R
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CULVER CITY, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS RETAINED
WITHIN THE TRANSPORTATION DEPARTMENT.
WHEREAS, the Transportation Director has certified that certain records in
the custody of the Transportation Department, as set forth in Exhibit "A," attached hereto
and incorporated herein by reference, have been retained for all legally required retention
periods; and
WHEREAS, the City Attorney has consented to the destruction of these
records as required by law.
NOW, THEREFORE, the City Council of the City of Culver City, DOES
HEREBY RESOLVE as follows:
As authorized by California Government Code § 34090, and with the consent
of the City Attorney, the City Council hereby approves the destruction by the Transportation
Director, or his or her designee, of the records set forth in Exhibit "A."
APPROVED and ADOPTED this day of , 2013.
JEFFREY COOPER, MAYOR
City of Culver City, California
ATTEST:
MARTIN R. COLE, City Clerk
A13-00372
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1
LIST OF MATERIALS TO BE DESTROYED
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Accident/Incident Reports
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4 Bus Revenue Receipts
5 Daily Bus Inspection (DBI) Reports
6 Employee Files (related to former employees)
7 Employee Timecards
8 Equipment Maintenance Budget Records
9 Fuel Tax Documents
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11 Government Entity Diesel Fuel Records
12 NTD Submissions
13 Payroll Timesheets and Records
14 Purchase Orders
15 Purchasing Card Statements
16 RFP Schedule Design (Unsuccessful Bidders)
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Rideshare Records
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19 State Controller Reports
20 Underground Storage Tank Fee
21 Transportation Department Revenue Reports
22 Vendor Files
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28 III
2002
1998-2008
2006
2004-2005
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2000-2007
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2000-2007
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1999-2006
2000-2008 2
CERTIFICATION
I hereby certify the above-listed records have been retained for all legally
required retention periods.
Dated:
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ART DA
Transportation Director
vv.
A. SCHWAB
omey
CONSENT
consent to the destruction of the above-listed records as required by