City of Culver City, California
Agenda Item Report
Meeting Date: 01/25/2010 Item Number: C-8
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution Authorizing the
Destruction of Certain Records Retained Within the Public Works Department
Contact Person/Dept.: Mate Gaspar/PW Phone Number: 310-253-5602
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (1/20/10)
Department Approval:
Charles D. Herbertson (01/14/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/20/10)
Chief Financial Officer Approval:
Mark Scott (by N. Kimball) (01/21/10)
City Manager Approval:
Mark Scott (01/21/10)
RECOMMENDATION:
Staff recommends that the City Council adopt a Resolution (Attachment 1)
authorizing the destruction of certain records retained within the Public Works
Department.
BACKGROUND/DISCUSSION:
California Government Code Section 34090 provides authority for the destruction of
records that are no longer legally required to be retained after written consent of the
City Attorney and authorization of the City Council are provided. The documents
listed in Exhibit “A,” attached to the proposed 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:
There is no fiscal impact associated with this item.
ATTACHMENT:
1. Proposed Resolution
City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
Adopt a Resolution authorizing the destruction of certain records retained within
the Public Works Department.
MEETING DATE: 1/25/10
AGENDA ITEM:
Adoption of a Resolution Authorizing the
Destruction of Certain Records Retained Within
the Public Works Department
ATTACHMENTS
Pages|109| Resolution
1-6MARTIN R. COLE, City Clerk
A10-00013
RESOLUTION NO. 2010-R
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CULVER CITY, CALIFORNIA, AUTHORIZING
DESTRUCTION OF CERTAIN FILES IN THE PUBLIC
WORKS DEPARTMENT.
WHEREAS, the Public Works Director has certified that certain records in
the custody of the Public Works 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,
DOES HEREBY RESOLVE AS FOLLOWS:
Pursuant to Government Code Section 34090, the Public Works Director
or his or her designee is authorized to destroy those records listed in Exhibit "A."
APPROVED and ADOPTED this day of 2010.
ANDREW WEISSMAN, MAYOR
City of Culver City, California
ATTEST: APPROV D AS TO FORM:
A. SCV
A
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28EXHIBIT "A"
January 25, 2010, Public Works Department Records Destruction list
Public Records Destruction (Engineering reports, studies, plans, specifications, and
surveys will be digitally archived. All original executed agreements, legal documents,
and operating manuals will be retained).
Public Works Department/Enoineerino Division:
P-230 Whitburn and Kelmore Streets Sewer Replacement Projects 1998-1999
P-230 Sewer Manhole Addition Project 1996 — 1997
P-230 Sewer grease removal at Washington BI. and Del Rey Avenue. —1998 (Project
was not completed contract was terminated due to lack of performance by Contractor)
P-230 Sewer Video Inspection project fifes 1997-2004 (sewer videos have been
archived on DVD)
P-295 Alleys Reconstruction project between Elenda and Midway, Playa
and Bush, and Caroline and Helms, project files — 1998
P-428 Sidewalk Reconstruction Project File — 1994-1995
P-428 Sidewalk Reconstruction Project File — 1997-1998
P-434 and P-546 Pavement Management System fife 1988-1999
P-440 Caroline Avenue Reconstruction 1988-1992
P-456 Citywide Aerial Base Photography and Digital Model Development project file-
1988-1998
P-499 Audible Traffic Signal Project 1990
P-521 Sewer flow data project files prior to 2000 (Sewer flow data will be digitally
archived)
P-522 Fox Hills Mall Bus Transit Stop Project 1991-1996
P-539 Jasmine Pump Station Reconstruction Project 1994-1997
P-540 Sewer Pump Station doors replacement 1994-1995
P-541 Bristol Pump Station Repairs 1999
Exhibit "A" to Resolution No. 2010-R P-545 Overland Avenue Resurfacing Project (Ballona Creek to Jefferson Boulevard)
1996-1997
P-549 Senior Center HVAC Upgrade project — 1996-1998
P-551 interpretive Nature Trail Project 1996-1997
P-578 Fire Training Facility Repair project — 1998-1999
P-581 Transfer Station
_2d
floor addition project — 1995-1996
P-597 Transfer Station Repairs — 1994
P-582 and P-615 The Golf Course Links or Sports Facility Project at Culver City — 1994
-1997 (Project never pursued due to large expense for unincorporated land acquisition,
remediation of soil on oil fields, and construction of golf course)
P-595 Gateway Sign Construction and Landscaping Project 1995-1996
P-625 Final City Hall Post Move-in Non-Structural Modification project 1998-1999
P-629 Culver Park Road Reconstruction files 1998
P-642 Public Services Facility Renovation 1995-1997
P-645 East Washington BI. Streetscape project grant file, 1997-1998
P-653 and P-654 Culver Parks Drive and Berryman Avenue between Segrell Way and
McDonald Street Reconstruction project files, — 1997-1999
P-659 — Culver Boulevard Reconstruction between Overland and Elenda
Project. 1998-1999
P-687 Leahy Street Reconstruction 1997
P-689 Commonwealth Sewer Replacement Project 1998-1999
P-690 Vinton Sewer Replacement Project — 1998
P-691 Motor Sewer Replacement Project — 1998
P-692 Mentone Sewer Replacement Project — 1998
P-693 Le Bourget Sewer Replacement Project - 1998
P-697 Washington BI. (Grandview BI. to Marcasel Ave) Sewer Replacement Project,
1998-1999
P-702 Slauson Avenue Reconstruction 1997
Exhibit "A" to Resolution Nro. 2010-R P-727 Culver Bl. Resurfacing Project (Elenda Street to westerly City limits) 1998
P-733 Transfer Station Tipping Floor - 1998
P-742 Pickford Way Resurfacing — 1998
R-4007 Interim City Hall Dismantling project 1995-1996*
R-2027 Kinston Avenue Reconstruction 1995-1996
R-2028 Kinston Avenue Permanent Traffic Barrier Project 1998-1999
R-3003 East Washington Bl. Streetscape Project design file 1993-1996
R-3048 Ivy Way Substation Renovation Project file 1987-1994
R-3066 and P-495 Police Station Expansion 1997-1998*
1996-1997 Installation of 400 square feet of bricks adjacent to Culver Hotel project file.
1995-1996 Girard and Madison Avenues speed hump construction file
1998 - Survey at corner of Lotz Lane and Jefferson Blvd file.
1987-1993 - City of Los Angeles' North Outfall Replacement Sewer Project construction
in Culver City
1996-2000 - State Local Transportation Partnership Program for transportation projects
file
1993-1997 MTA Call for Projects - Culver BI. Bikeway application file.
1995 MTA Call for Projects - Sepulveda RI. ATSAC Gap Closure application file
1999 MTA Call for Projects - Video Surveillance System Integration Gap Closure
Project, Exposition Corridor Commuter Bikepath Project, Exposition ROW landscape
Improvement Project, and Sepulveda Bl. Pedestrian and Commuter Improvement
applications file.
2001 MTA Call for Projects - Fox Hills Traffic Signal Synchronization Project and
Citywide Automated Traffic Signal Control and Monitoring project application file. (The
entire 2001 MTA Call for Projects was cancelled. The 2003 application to MTA for this
same project was approved).
Exhibit "A" to Resolution No. 2010-R.2003 MTA Call for Projects application for Sepulveda BI. widening project. (Not
approved by MTA. The 2007 application to MTA for Sepulveda BI. widening project was
approved.)
2003 MTA Call for Projects application for Culver BI. realignment project. (Not
approved_ The 2009 application to MTA for Culver BL realignment project was
approved.)
2003 MTA Call for Projects application to MTA for Culver BI. and Overland Ave.
Bikeway gap closure (Not approved).
1996-2000 MTA Call for Projects application and project file for the Expo Bikeway
project. (Approved but never funded. The Expo light rail project and adjacent bike path
are currently being constructed at same location.)
Sewer User Service Charges data per parcel spreadsheets 1990/91, 1991/92, 1992/93,
1993/94, 1994/95
1995-1996 Interim City Hall Dismantling file 4095 Overland Avenue
1997-1999 Cardiff Parking Structure construction project file*
1997-1999 Fire Station #3 Seismic Retrofit file (project not constructed per City Council
decision)
Purchase orders 1991-1992, 1995-96, 1996-97, 1997-98, 1998-1999, 1999-2000, 2000-
2001, 2002-2003*
Purchasing card statements 1990-1999, 2000-01, 2001-02, 2002-03*
1995 and 1996 Industrial Waste violations files
2005 and 2006 preferential permit parking renewal forms
1996/97 General geotechnical engineering services file
1995/96 General civil engineering services file
1996/97 City-wide surveying services file
2001 federal audit of federally funded Washington BI. SMART corridor project and
Jefferson Blvd/Sepulveda BI. connector road. (these projects were constructed in 1992-
1994).
Traffic engineering correspondences excluding neighborhood traffic management plans
(NTMP) prior to 2000.
Exhibit "A" to Resolution No. 2010-RDated:
0//2040_
Approved for Destruction:
Traffic Committee agendas and memorandums prior to 2000 (staff reports and meeting
minutes will be digitally archived)
Caltrans memorandums and correspondences on Federal Transportation Improvement
Program and Intermodal Surface Transportation Efficiency Act, 1990-1999
1994 Northridge Earthquake FEMA files
* Duplicate files - Public Works Department not primary record keeper.
I hereby certify that the records listed in this Exhibit "A" have been retained for
all legally required retention periods.
Exhibit "A" to Resolution No. 2010-R