City of Culver City, California
Agenda Item Report
Meeting Date: 02/11/2013 Item Number: C-5
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 (02/05/2013)
Department Approval:
Charles D. Herbertson (01/17/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/31/13
Chief Financial Officer Approval:
Jeff Muir (02/05/13)
City Manager Approval:
John M. Nachbar (02/05/13)
RECOMMENDATION:
Staff recommends the City Council adopt a Resolution 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
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 meet the
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 the adoption of this resolution.
ATTACHMENT:
1. Proposed Resolution (with Exhibit “A” Listing of Documents)
MOTION:
That the City Council:
Adopt a Resolution authorizing the destruction of certain records retained within
the Public Works Department.
MEETING DATE: 02/11/13
AGENDA ITEM:
Adoption of a Resolution Authorizing the Destruction of
Certain Records Retained Within the Public Works
Department
ATTACHMENT
Pages
1 Proposed Resolution (with Exhibit "A" Listing of Documents) 1-9 23
ATTEST:
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MARTIN R. COLE, City Clerk
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Al 3-00056
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L A. SCHWAB, City Attorney
RESOLUTION NO. 2013-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
2013.
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ANDREW WEISSMAN , Mayor
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City of Culver City, California
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28 EXHIBIT "A"
February 11, 2013, Public Works Deparh -nent Records Destruction list
Public Records Destruction (Engineering reports, studies, plans, specifications, and
surveys will be digitally archived. All original operating manuals will be retained).
Capital Improvement Projects
P-132 Culver City Buildings Painting Projects 1998-1999
P-132 City Hall Parking VVaterseal Cosmetic Cracks Project 1997
P-157 Street Resurfacing & Renovation 1982
P 247 Elenda Street Improvements Phase 2 1979-1980
P-295 Alley Reconstruction Projects Files 1996 and 1997
P-361 and P-383 Tree Replacements 1990
P-403 Traffic Signal Washington Place/Centinela and Grandview 1985 — 1990
P-410 Centinela Improvements Project, 1985-1988
P-413 Residential pavement resurfacing and slurry seal, 1987
P-426 and P-427 Sepulveda BL Pavement Management/Resurfacing 1992-1996
P-429 Traffic Signal Improvements 1988-1994
P-434 Pavement Management System 1990-1999
P-443 Seismic Strengthening City Hall and Fire Station Project 1989 (old City Hall and
Fire Station)
P-440 McManus Ave Reconstruction Project, 1993-1994
P-447 Veteran's Park Play Equipment Replacement Project 1999
P-451 Bus Pad Construction Project 1991-1994
P-475 Smart Corridor Project 1990-1997
P-516 Sepulveda BI. and Jefferson BI. connector Road (Machado Road) Project 1991-
1994
P-518 Lindberg Park Recreation Center Addition 1993-1994 P-531 Streetlight Improvement Project, Wesley St, Helms Ave., and Schaeffer St 1993
P-544-554 Slurry Seal Project, 1993-1994 •
P-555 Street Resurfacing Program Project 1994
P-570 Corner Ramp Construction Project 1995
P-599 Braddock Speed Hump Construction 1996
P-626 Sepulveda Blvd. ATSAC gap closure project, 1996-2000
P-627, Alley Reconstruction at Hannum & Playa 1997
P-647 Culver Blvd/Huron Ave. Traffic Signal Project 1998
P-651 and P-717 Carson Street and Helms Ave. Rehabilitation Projects 2000-2002
P-656 Jefferson Blvd. Resurfacing Project 1998-2000
P-657 Overland Ave. Resurfacing Project (Jefferson RI. to Hannum Ave) 2000 — 2002
P-669 Overland Ave. Widening Project 1998-2000
P-672 Ivy Way Storm Drain Project 2001-2002
P- 698 and P-718 Alley Sewer Replacement Project from Washington PI. to Sepulveda
Blvd. 2000-2001
P-776 Farragut and Inglewood Sewer Replacement 2002
P-786 Thermoplastic Striping at 9 Intersections 2002
P-787 Washington PI/Sawtelle St. Improvements Project File 2000-2002
P-791 El Marino Playground Accessibility Project File 2001-2002
P-847 Hirsh System Upgrade Project File 2002
P-935 CCP0 Firing Range Phase I
Hughes Ave Widening in Culver City portion project 1976-1979
Request for Proposals — Annual General Engineering Contract to Provide Project
Management, Design, and Drafting Services 1995
Consultant statement of qualifications for General Civil Engineering Services for July 1,
2006 to June 30,2009 Jefferson Blvd. Improvement 1971-1972
Improvements of Old Slauson Hannum Streets to City Limits 1973
Fox Hills Park Construction Project 1978-1979
Culver West Park Improvement 1972-1977
El Marino School Playground 1976
City Parking Lot 1976-1977
Hannum Widening Fox Hills 1978
Culver West Parking Correspondence and Information 1976-1977
Blanco Park/El Rincon School District Project 1980
Alley Reconstruction Century Park 1974
Sidewalk Repair Culver/Centinela 1969-1974
Street resurfacing projects, 1964-1971
Redevelopment Projects fPublic Works not primary record keeper)
R-1024 Hannum Media/Slurry Seal 1986
R-1026 Kite/Triangle Sites 1981-1989
R-1027 Old Fire Station Demolition 1987-1989
R-2024 Studio Drive 1982-1994
R-2025•Overland/Jefferson Intersection Improvements 1988-1993
R-3016 Washington Blvd./Higuera St. intersection improvement project, Phase 2,1987
R-3032 Ince/Robertson Parking Lot 1984
R-3053 Ince/Robertson Demolition of two sites, 3900 Higuera St and 3757 Robertson
Blvd.
R-3039 Washington Blvd. Traffic Signal 1988
R-3047 Downtown Streetscape Project 1992 R-3064 Hayden Tract Street Improvements Project 1995
Utility companies
General utility permits — 2000 through 2005
Water Reclamation 1990
Education Foundation Correspondence 1992-2000
Water main Improvements 1990
Water System Deficiency Study Correspondencel 990
Water — Conservation Program 1990
Underground Service Alert Files 1980-2005
Miscellaneous
Proposals to Provide Engineering/Planning Consultant Services 2004
Proposals to Provide Traffic Engineering/Planning Consultant Services 2004
Proposals for Annual General Engineering Contract to Provide Management, Design,
and Drafting Services 1995 -
Request for Proposal Annual Project Management & Contract Administration for
Federally Funded Capital Improvement Projects 1995
File of various request for proposals, contracts and consultant scope of services 1990 to
2002
Parcel Map Checking contract with Mitchel Surveys 2000 — 2002
Preferential permit parking renewal forms 2008 and 2009
Miscellaneous Correspondence 1971
New Street Use Study 1971
General administration items 1980-1982
Sewer Facilities Charge 1972-1974 Inspectors Daily Reports 1969-1974
Buckingham Bldg. Culver Industrial Park 1976-1977
Buckingham Heights Business Park 1980-1982
American Hotel 1974
Carl's Jr. 1972-1973
Fox Hills Business Park Tract 22864 Development 1978-1979
Newsracks enforcement files 1996-2006
Sewer Lateral Repairs File 1997
Proof of publication from newspaper, postcard mailings, and legal notices, 2008 and
earlier
Request for Bids to Provide Construction Services for Interior Building Repairs at the
Fire Training Facility 2006
PM-raft Curb Painting 1993
PW/Traffic Parking Citations (response letters to people who wanted to appeal citations)
(1995 — 1997)
AQMD Report 1994
Exposition Right-of-Way Bike path files 1996-2000
Special Projects Request — Earth Day 2000
Special Project Distinguished Service 1998
Public Works Special Projects file 1999
Public Works Special Projects Christmas Trees 1997
National Public Works Week 1998 and 1999
Western Hemisphere Marathon 2001 and 2002
Special Events Culver City Marathon 1999
PW/Public Works Municipal Services Building Documents 1994
PW/Maintenance Culver City Bus Correspondence 1994 PW/Graffiti Removal 1994-2005
County Sanitation District No 5 (monthly transaction reports) 1995 -2001
County Sanitation District No. 11 (notice of public hearing of dissolution) 1995-1997
PW/Sanitation Blue Bag Program 1997-1998
PW/Sanitation Pest Control 1998
Project files pertaining to development project within City of Los Angeles
Lincoln Boulevard 1988
Marina Gateway Project 1990
Centinela Sewer Project 1991
Rally's 9829 Venice Blvd. 1993
General items - 1993 and 1996
Subscribing Agency Advisory Committee 1991
City of LA Department of Culver Power 1991
Off Site Sludge Transportation & Disposal Program 1988
Centinela Drive-In Site 2000
20th Century Fox Studios 1992
LA City Marathon 1992
West LA Interceptor Sewer improvements1996-1999
Corporate Pointe Luxcore Studios Project 1997
Lincoln Corridor Project '1998-1999
Department of Transportation 1993
City of LA Westside Bus Study 1998
City of LA — Storm Water Management Division — Ballona Creek 1993 Culver City project files pertaining to Los Angeles County items
LA County Assessor file 1994
LA County —Auditor Controller Procedures/Assessments 1991
LA County Aid to Cities Funds 1993
Exposition ROW 2000
Media Buy Campaign Contributions 2001
General Information 1994
Congestion Management Plan (CMP) 1997-1998
Marina Del Rey Expansion 1999
Regional Park & Open Space District 1998
S. Cal. Assoc. & Programs South Coast Air .Quality District 1998-1999
Solid Waste Management Pla n General 1997
General Service Agreement 1989
Rodent Control 1999
South Bay — Heal the Bay Urban Run Off 1992
Misc. Correspondence 1993
Santa Monica Bay Restoration Plan Correspondence 1994-1995
Slauson/La Cienega Intersection Improvements 1991
Southern California Associations Automobile Club of California, 1988
California Association SCAG Highway Performance Monitoring Survey 1998
Southern California Association of Government General information 1988-1994
LA County Transportation Commission (LATC) files 1939-1996
LA County — MTA TIP Calls for Projects general information, 1996-2002
Request for Proposal & Qualifications for the Preparation of County Tax for Waste
Water User Charges for Fiscal Year 1995-1996 Dated:
02/PS126, I 3
REP and proposals for determining Sewer User Service Charges 1996-1997
Request for Proposal to Establish Fees Relating to Culver City's Industrial Waste
Ordinance 1995
Request for Proposal for Engineering & Traffic Survey of Various City Street — Culver
City 1996
I hereby certify that the records listed in Exhibit "A" have been retained for all
legally required retention periods.
RBERTSON
iljector/City Engineer