City of Culver City, California
Agenda Item Report
Meeting Date: 01/14/2013 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution Authorizing the
Destruction of Examination Materials in the Human Resources Department Which
are More than Two Years Old.
Contact Person/Dept.: Serena Wright Phone Number: 310-253-5640
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [X] No [] Dates: 06/01/2011; 09/07/2011;
Civil Service Commission 11/02/2011; 01/04/2012;
03/04/2012; 05/02/2012;
06/06/2012; 07/11/2012;
09/05/2012 & 10/03/2012
Public Notification: (E-Mail) Meetings and Agendas – City Council (01/09/2013)
Department Approval:
Serena Wright (01/07/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/09/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (01/09/13)
City Manager Approval:
John M. Nachbar (01/09/13)
RECOMMENDATION:
Staff recommends the City Council adopt a Resolution authorizing the destruction of
examination materials in the Human Resources Department which are more than
two years old.
BACKGROUND / DISCUSSION:
At various regular Civil Service Commission meetings over the past 18 months, the
Commission unanimously approved the destruction of all completed examination
materials over two years old, with the exception of the resulting eligible lists pursuant
to Civil Service Rule 16, Section 4. The affected files are listed in Exhibit “A” of the
proposed Resolution.
California Government Code Section 34090 provides authority for the destruction of
documents that are no longer legally required to be retained, after written consent of
the City Attorney and authorization of the City Council are obtained.
The documents listed on Exhibit “A” of the proposed Resolution have been reviewed
in accordance with the provisions of Government Code §§ 34090 and 12946 and
meet the requirements for destruction. The City Attorney has consented in writing to
the destruction of these records. City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
There is no fiscal impact associated with the adoption of this resolution.
ATTACHMENTS:
1. Proposed Resolution (with Exhibit “A” Listing of Documents)
2. Excerpts from Civil Service Commission minutes.
MOTION:
That the City Council:
Adopt a Resolution authorizing the destruction of examination materials in the
Human Resources Department which are more than two years old.
MEETING DATE: 01/14/2013
AGENDA ITEM: Adoption of a Resolution Authorizing the Destruction of
Examination Materials in the Human Resources Department
Which are More than Two (2) Years Old.
ATTACHMENTS
Pages
1. Resolution and Exhibit “A” 1 - 4
2. Civil Service Commission Meeting Minutes Excerpts
from June 1, 2011, September 7, 2011, November 2, 2011
January 4, 2012, March 4, 2012, May 2, 2012, June 6, 2012,
July 11, 2012, September 5, 2012 and October 3, 2012 5 - 13 1 RESOLUTION NO. 2013-R
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CULVER CITY, CALIFORNIA, AUTHORIZING
DESTRUCTION OF CERTAIN FILES IN THE HUMAN
RESOURCES DEPARTMENT, WHICH ARE MORE THAN
TWO (2) YEARS OLD.
WHEREAS, the Human Resources Director has certified that certain
records in the custody of the Human Resources 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 approved and consented to the
destruction of these records as required by law.
NOW THEREFORE, the City Council of the City of Culver City, California,
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DOES HEREBY resolve as follows:
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As authorized by California Government Code §§ 34090 and Council
18 Policy No. 4305, and with the consent of the City Attorney, the City Council hereby
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9 ATTEST:
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•1 MARTIN COLE
12 City Clerk
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A13-00007
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ANDREW WEISSMAN , Mayor
City of Culver City, California
approves the destruction by the Human Resources Director, or his or her designee, of
the records set forth in Exhibit "A."
APPROVED and ADOPTED this day of , 2013.
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-2- EXHIBIT "A"
Eligible List Exam No. ip c iration Date
Accountant II 1300 12/16/2009
Accounting Division Manager 1280 08/05/2009
Accounting Technician (Promotional) 1242 11/2712009
Administrative Clerk 1195 07/12/2009
Administrative Secretary 1194 07/10/2009
Assistant Planner 1221 11/07/2009
Associate Analyst 1230 01/28/2010
Associate Planner 1278 09/05/2010
Bus Operator 1244 03/26/2009
Bus Operator 1260 05/22/2009
Bus Operator 1282 05/29/2010
Communications Technician 1127 02/07/2009
Community Service Officer/RPT 1270 12/31/2008
Custodian 1266 06/11/2010
Deputy Transportation Director 1290 09116/2010
Enforcement Services Manager 1233 01/14/2009
Equipment Service Worker 1178 05/08/2009
Facilities Maintenance Crew Leader 1268 06/30/2010
Fire Captain (Promotional) 1279 06/30/2010
Fire Engineer (Promotional) 1187 05/24/2009
Forensic Specialist 1315 03/24/2010
GIS Technician 1309 02/26/2010
Irrigation Maintenance Technician 1281 08/27/2010
Jailer 1227 12/20/2009
Lifeguard 1243 12/31/2008
Lifeguard 1334 06/15/2010
Maintenance 'Worker I (Public Works) 1181 04/23/2009
Management Analyst (Parks) 1220A 02/06/2009
Management Analyst (Transit) 1329 09/02/2010
Mechanic 1162 05/02/2009
Mechanic (Promotional) 1163 05/04/2009
Mechanic Assistant 1179 05/07/2009
Permit Technician 1283 08/26/2010
Police Officer - Lateral Entry 1202 01/0912009
Police Officer - Lateral Entry 1247 07/08/2009
Police Officer - Lateral Entry 1288 12/22/2009
Police Officer - Lateral Entry 1322 04/14/2010
Police Recruit 1201 01/25/2009
Police Recruit 1246 04/04/2009
Police Recruit 1246 05/22/2009
Police Recruit 1287 12/22/2009
Police Recruit 1246 07/08/2009
Police Sergeant (Promotional) 1294 11/03/2009
Recreation Leader li - Day Camps 1321 05/19/2010
Sanitation Crew Supervisor 1276 09/05/2010
Sanitation Driver 1186 08/24/2009
Secretary 1164 02/08/2009 Dated:
EXHIBIT "A"
Senior Account Clerk 1228 02108/2009
Senior Accountant 1301 12/16/2009
Senior Management Analyst/Budget Analyst 1306 12/11/2009
Senior Management Analyst (Transportation) 1234 12/26/2008
Senior and Social Services Supervisor 1263 06/02/2010
Senior Recreation Leader - Parks & Playgrounds 1318 05/19/2010
Street Lights Technician 1269 05/21/2010
Traffic Engineering Manager 1272 06/05/2009
I hereby certify that the records listed in this Exhibit "A" has been retained for all legally required
retention periods.
Dated:
V2D
SERENA WRIGH
Human Resources Director
ATTACHMENT 2
REGULAR MEETING OF THE June 1, 2011
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:05 P.M.
Present: Chair Dan Gallagher
Vice Chair Richard Ochoa
Commissioner Sandy Stivers
Commissioner Michael Whitaker
Commissioner Sharon Zeitlin
o0o
Consent Calendar
MOVED BY COMMISSIONER WHITAKER, SECONDED BY VICE CHAIR
OCHOA, AND UNANIMOUSLY CARRIED TO APPROVE CONSENT CALENDAR
ITEMS C-1 THROUGH C-4.
o0o
Item C-4
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE September 7, 2011
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:02 P.M.
Present: Chair Richard Ochoa
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Absent: Commissioner Michael Whitaker
o0o
Consent Calendar
MOVED BY COMMISSIONER DALY REDHOLTZ AND SECONDED BY VICE
CHAIR STIVERS THAT THE CIVIL SERVICE COMMISSION APPROVE
CONSENT CALENDAR ITEMS C-1 THROUGH C-4. THE MOTION CARRIED
BY THE FOLLOWING VOTE:
AYES: DALY REDHOLTZ, GALLAGHER, OCHOA, STIVERS
NOTES: NONE
ABSENT: WHITAKER
o0o
Item C-4
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE November 2, 2011
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:01 P.M.
Present: Chair Richard Ochoa
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Commissioner Michael Whitaker
o0o
Consent Calendar
MOVED BY COMMISSIONER GALLAGHER, SECONDED BY COMMISSIONER
DALY REDHOLTZ, AND UNANIMOUSLY CARRIED THAT THE CIVIL
SERVICE COMMISSION APPROVE CONSENT CALENDAR ITEMS C-1, C-3
AND C-4.
o0o
Item C-4
(Out of Sequence)
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE January 4, 2012
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:03 P.M.
Present: Chair Richard Ochoa
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Commissioner Michael Whitaker
o0o
Consent Calendar
MOVED BY COMMISSIONER WHITAKER, SECONDED BY COMMISSIONER
GALLAGHER, AND UNANIMOUSLY CARRIED THAT THE CIVIL SERVICE
COMMISSION APPROVE CONSENT CALENDAR ITEMS C-1 THROUGH C-4.
o0o
Item C-4
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE March 7, 2012
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:02 P.M.
Present:
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Commissioner Michael Whitaker
Absent: Chair Richard Ochoa
o0o
Consent Calendar
MOVED BY COMMISSIONER WHITAKER, SECONDED BY COMMISSIONER
GALLAGHER AND UNANIMOUSLY CARRIED (ABSENT CHAIR OCHOA),
THAT THE CIVIL SERVICE COMMISSION APPROVE CONSENT CALENDAR
ITEMS C-1 THROUGH C-4.
o0o
Item C-4
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE May 2, 2012
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:05 P.M.
Present: Chair Richard Ochoa
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Commissioner Michael Whitaker
o0o
Consent Calendar
Chair Ochoa received clarification that Commissioners had
reviewed the minutes and other materials placed on the dais
for them.
MOVED BY COMMISSIONER GALLAGHER, SECONDED BY VICE CHAIR
STIVERS AND UNANIMOUSLY CARRIED, THAT THE CIVIL SERVICE
COMMISSION APPROVE CONSENT CALENDAR ITEMS C-1, C-2, C-3 AND
C-4.
o0o
Item C-4
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE June 6, 2012
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:01 P.M.
Present: Chair Richard Ochoa
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Commissioner Michael Whitaker
o0o
Consent Calendar
MOVED BY COMMISSIONER DALY REDHOLTZ, SECONDED BY VICE CHAIR
STIVERS AND UNANIMOUSLY CARRIED, THAT THE CIVIL SERVICE
COMMISSION APPROVE CONSENT CALENDAR ITEMS C-1, C-2, C-3 AND
C-4.
o0o
Item C-4
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE July 11, 2012
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:00 P.M.
Present: Chair Richard Ochoa
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Commissioner Michael Whitaker
o0o
The Consent Calendar was considered out of order.
Consent Calendar
MOVED BY COMMISSIONER DALY REDHOLTZ, SECONDED BY
COMMISSIONER GALLAGHER AND UNANIMOUSLY CARRIED, THAT THE
CIVIL SERVICE COMMISSION APPROVE CONSENT CALENDAR ITEMS
C-1, C-2, C-3 AND C-4.
o0o
Item C-4
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE September 5, 2012
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:02 P.M.
Present: Chair Michael Whitaker
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Commissioner Richard Ochoa
o0o
Consent Calendar
MOVED BY COMMISSIONER DALY REDHOLTZ, SECONDED BY VICE CHAIR
STIVERS AND UNANIMOUSLY CARRIED, THAT THE CIVIL SERVICE
COMMISSION APPROVE CONSENT CALENDAR ITEMS C-1, C-2 AND C-3.
o0o Item C-3
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.
-----------------------------------------------------------
REGULAR MEETING OF THE October 3, 2012
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
The meeting of the Civil Service Commission was called to
order at 7:01 P.M.
Present: Chair Michael Whitaker
Vice Chair Sandy Stivers
Commissioner Vicki Daly Redholtz
Commissioner Dan Gallagher
Commissioner Richard Ochoa
o0o
Consent Calendar
MOVED BY COMMISSIONER OCHOA, SECONDED BY VICE CHAIR STIVERS
AND UNANIMOUSLY CARRIED, THAT THE CIVIL SERVICE COMMISSION
APPROVE CONSENT CALENDAR ITEMS C-1, C-2 AND C-3.
o0o
Item C-3
Destruction of Expired Examination Materials
THAT THE CIVIL SERVICE COMMISSION RECOMMEND TO THE CITY
COUNCIL THAT THE HUMAN RESOURCES DEPARTMENT BE AUTHORIZED
TO DESTROY ALL MATERIALS FROM EXPIRED EXAMS AS LISTED IN
THE STAFF REPORT, PROVIDED THAT ALL ELIGIBLE LISTS ARE
MAINTAINED.