City of Culver City, California
Agenda Item Report
Meeting Date: 01/24/2011 Item Number: C-8
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: 02/03/2010; 04/07/2010
Civil Service Commission 05/05/2010; 06/02/2010;
07/07/2010 & 01/05/2011
Public Notification: (E-Mail) Meetings and Agendas – City Council (01/19/2010)
Department Approval:
Serena Wright (1/12/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/18/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (01/19/11)
City Manager Approval:
John M. Nachbar (01/19/11)
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the
destruction of examination material in the Human Resources Department which is
more than two years old.
BACKGROUND / DISCUSSION:
At the regular meetings of February 2, 2010, April 7, 2010, May 5, 2010, June 2,
2010, July 7, 2010 and January 5, 2011 the Civil Service 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 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”, attached to the proposed resolution, have been
reviewed in accordance with the provisions of Government Code §§ 34090 and
12946 and meet those 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 the proposed resolution.
ATTACHMENTS:
1. Proposed resolution
2. Excerpt from Civil Service Commission Minutes of the February 2, 2010, April 7,
2010, May 5, 2010, June 2, 2010, July 7, 2010 and January 5, 2011 meetings.
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: 01/24/2011
AGENDA ITEM: 1) 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, Exhibit “A” and Certification 1 - 3
2. Excerpt from the Civil Service Commission Minutes
of the regular meetings for February 2, 2010, April 7,
2010, May 5, 2010, June 2, 2010, July 7, 2010 and
January 5, 2011 4 -8 1 of 82 of 83 of 8ATTACHMENT 2
REGULAR MEETING OF THE February 3, 2010
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 Sharon Zeitlin
Vice Chair Dan Gallagher
Commissioner Richard Ochoa
Commissioner Sandy Stivers
Commissioner Michael Whitaker
o0o
Consent Calendar
MOVED BY VICE CHAIR GALLAGHER, SECONDED BY COMMISSIONER
OCHOA, AND UNANIMOUSLY CARRIED TO APPROVE CONSENT CALENDAR
ITEMS C-1, 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 April 7, 2010
CIVIL SERVICE COMMISSION, 7:00 P.M.
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
4 of 8The meeting of the Civil Service Commission was called to
order at 7:00 P.M.
Present: Chair Sharon Zeitlin
Vice Chair Dan Gallagher
Commissioner Richard Ochoa
Commissioner Sandy Stivers
Commissioner Michael Whitaker
o0o
Consent Calendar
MOVED BY COMMISSIONER WHITAKER, SECONDED BY VICE CHAIR
GALLAGHER, AND UNANIMOUSLY CARRIED TO 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 May 5, 2010
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 Sharon Zeitlin
Vice Chair Dan Gallagher
Commissioner Richard Ochoa
Commissioner Sandy Stivers
Commissioner Michael Whitaker
o0o
Consent Calendar
5 of 8
MOVED BY VICE CHAIR GALLAGHER, SECONDED BY COMMISSIONER
STIVERS, AND UNANIMOUSLY CARRIED TO 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 2, 2010
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 Sharon Zeitlin
Vice Chair Dan Gallagher
Commissioner Richard Ochoa
Commissioner Sandy Stivers
Commissioner Michael Whitaker
o0o
Consent Calendar
MOVED BY VICE CHAIR GALLAGHER, SECONDED BY COMMISSIONER
STIVERS, AND UNANIMOUSLY CARRIED TO APPROVE CONSENT
CALENDAR ITEMS C-1, C-2, C-3 AND C-4.
o0o
Item C-4
Destruction of Expired Examination Materials
6 of 8THAT 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 7, 2010
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 7:08 P.M.
Present: Vice Chair Dan Gallagher
Commissioner Sandy Stivers
Commissioner Michael Whitaker
Absent: Chair Sharon Zeitlin
Commissioner Richard Ochoa
o0o
Consent Calendar
MOVED BY COMMISSIONER STIVERS, SECONDED BY COMMISSIONER
WHITAKER, AND UNANIMOUSLY CARRIED (ABSENT CHAIR ZEITLIN AND
COMMISSIONER OCHOA) TO 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.
-----------------------------------------------------------
7 of 8
***UNOFFICIAL MINUTES EXCERPT***
REGULAR MEETING OF THE January 5, 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 7:11 P.M.
Present: Chair Dan Gallagher
Commissioner Sandy Stivers
Commissioner Michael Whitaker
Commissioner Sharon Zeitlin
Absent: Vice Chair Richard Ochoa
o0o
Consent Calendar
MOVED BY COMMISSIONER WHITAKER, SECONDED BY COMMISSIONER
STIVERS, AND UNANIMOUSLY (ABSENT COMMISSIONER OCHOA)
CARRIED TO APPROVE CONSENT CALENDAR ITEMS C-1, C-2 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.
8 of 8