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Title:
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Adoption of a Resolution Authorizing the Destruction of Certain Files Retained within the Transportation Department.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council adopt a resolution authorizing the destruction of
certain files retained within the Transportation Department.
BACKGROUND:
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.
The documents listed in Exhibit “A,” attached to the Resolution, have been reviewed
in accordance with the provisions of Government Code § 34090 and meet those
requirements for destruction. The City Attorney has consented in writing to the
destruction of these records.
FISCAL ANALYSIS:
Records destruction will be performed by a properly certified vendor. The projected
cost for these services is $200, and sufficient funding is available within the
Transportation Department’s fiscal 2008-09 budget. Documents that do not require
shredding will be recycled at the Culver City Sanitation Facility.
Meeting Date: 08/25/08 Item Number: C-5
AGENDA ITEM: Adoption of a Resolution Authorizing the Destruction of Certain
Files Retained within the Transportation Department.
Contact Person/Dept.: Jane Leonard,
Transportation
Phone Number: 310-253-6523
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master E-Mail Notification List (08/20/2008).
Department Approval:
Art Ida (08/12/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/19/08)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (08/20/08)
City Manager Approval:
Jerry B. Fulwood (08/20/08) City of Culver City, California
City Council Agenda Item Report
ATTACHMENTS:
1. Resolution
MOTION:
That the City Council:
Adopt a Resolution authorizing the destruction of certain files retained within the
Transportation Department.
MEETING DATE: 8/25/08
AGENDA ITEM:
Consideration of a Resolution Authorizing Destruction of
Certain Records Retained Within the Transportation
Department.
ATTACHMENTS
Pages
1.
Resolution No. 2008-R- and Associated Exhibit A,
Listing of Materials to be Destroyed 2RESOLUTION NO. 2008-R 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 , 2008.
D. SCOTT MALSIN, MAYOR
City of Culver City, California
ATTEST: APPROVED AS TO FORM:
MARTIN R. COLE, City Clerk CAROL A. SCHWAB, City Attorney
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28EXHIBIT "A"
LIST OF MATERIALS TO BE DESTROYED
Annual Vendor Files 2001-2004
Fuel Transaction Detail 2001-2004
Equipment Maintenance Billing Reports 2000-2003
Accident Reports 1999
Bus Revenue Reports 2002-2003
Department Employee Timecards 2001-2003
Payroll Timesheets and Records 2001-2003
Department of Transportation (DOT) Drug & Alcohol Records 1996-2002
Bus PM Checklists and Inspection Cards Through 2003
Daily Bus Inspection (DBI) Reports Through 2003
CERTIFICATION
hereby certify the above-listed records have been retained for all legally
required retention periods.
Dated: 0 g
ART IDA
Transportation Director
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I hereby consent to the destruction of the above-listed records as required by
law.
Dated:
CAROL A. SCHWAB
City Attorney
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CONSENT