CITY OF CARMEL-BY-THE-SEA Council Report September 10, 2013

To:
From: Submitted by: Subject: Recommendation(s):

Honorable Mayor and Members of the City Council Jason Stilwell, City Administrator Heidi Burch, City Clerk Records Destruction Resolution Approve Resolution authorizing the Office of the City Clerk to destroy certain records in accordance with Government Code Section 34090 et seq.

Executive Summary:

The preservation, archival and efficient management of city records is one of the most crucial and important tasks of the City Clerk's work program. To that end, as best management practices dictate, the destruction of records that have outlived the legal, business, administrative and operational needs of the city is inline with the effective operation of the organization and its overall mission.

Analysis/Discussion:

An effective and efficient Records Management Program requires constant monitoring and analysis of the city's records creation and destruction practices. It is an on-going activity which provides value-added in terms of savings associated with increasing records storage capacity; ability to retrieve records in a more timely fashion and other tangible benefits.

Fiscal Impact:

The City Clerk's Office has budgeted sufficient funds for this program in the Fiscal Year 2013-2014.

Budgeted (yes/no)

Funding Source( general fund, grant, state)

Yes
Previous Council Action/Decision History:

General Fund

The City Council adopted Resolution No. 2012-6 on February 7, 2012 dealing with the same subject of records destruction.

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City Council Agenda-9/10/13 Records Destruction Page 2

Reviewed by:

City Administrator Asst. City Admin. Public Safety Dir

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City Attorney Dir of CPB Library Dir

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Administrative Services Dir of Public Svcs Other

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CITY OF CARMEL-BY-THE-SEA CITY COUNCIL RESOLUTION 2013A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS IN ACCORDANCE WITH 34090 et seq. OF THE GOVERNMENT CODE

WHEREAS, the City of Carmel-by-the-Sea has an on-going program for destruction of records in accordance with 34090 et seq. of the Government Code of the State of California; and WHEREAS, the Government Code states that unless otherwise provide by law, records that are two years old may be destroyed upon consent of the legislative body; and WHEREAS, it has been determined that certain documents are no longer of value to the organization of the City; and WHEREAS, sufficient funds have been budgeted for this program in Fiscal Year 2013/2014. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES: 1. Authorize, in accordance with the provisions of Government Code 34090, and with the permission of the City Attorney, the destruction of those records described in Exhibit "A", attached hereto.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA this 101h day of September 2013, by the following vote: A YES: NOES: ABSENT: ABSTAIN: COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS:

SIGNED:

ATTEST: Jason Burnett, MAYOR

Heidi Burch, City Clerk

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Law Offices PERRY AND FREEMAN P.O. Box 805 Carmel-by-the-Sea, CA 93921-0805 (831) 624-5339 FAX (831} 624-5839

MEMORANDUM

To:

Heidi Burch City Clerk City of Carmel-by- the - Sea Donald G. Freeman City Attorney City of Ca r mel - by- the - Sea September 3 , 2013 Reso l ut i on No. 2013 Destruction of Certain Records

From:

Date : Re :

As City Attorney for t he City of Carmel-by-the-Sea I hereby consent to the destruction of the documents listed on Exhibit " A" a t tached hereto after app r oval by r esolution is obtained from the Carmel-bythe - Sea City Council pursuant to Government Code Section 34090 . If you have any ques t ions or comments ple ase contact me prior to destroying the documents.

City Attorney City of Carmel - by - the - Sea

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EXHIBIT "A"

LIST OF RECORDS TO BE DESTROYED Record Series 2012 Election Unused Ballots 2012 Election Spoiled Ballots 2012 Election Tally Sheets 2012 Election Index 2012 Election Vote-by-Mail Envelopes 2012 Election Voted Provisional Ballots 2012 Election Voted Provisional Ballot Envelopes Council Files and Candidate Nomination Papers, Statements of Economic Interest and Campaign filings Voter Roll Correspondence Council General Council/Boards & Commission DVD & Tape Cassettes Business License Payment Receipts Petitions from TOT Initiative Measure Budget Preparation Working Files Boards & Commission Application files Statement of Organization and termination "Thank you Group" Statements of Economic Interest- City Staff Candidate correspondence-request for information Board & Commissions routine correspondence Policy of the Planning Commission Council rules and procedures Chron Files Date 2012 2012 2012 2012 2012 2012 2012 1980-2004 (Wright, Stephenson, Townsend, Maradei, Ely, White, Ramsey, Laub, Laiolo, Steinfeld, Hydorn, Livingston) 2002 1986-2004 1987-2011 1950-2005 2004 1986-2004 1982-2004 2002

1999-2002 2000 1990-2003 1967 1968 2003-2007

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