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HomeMy WebLinkAboutRES NO 063-13063 -13 RESOLUTION NO. RESOLUTION APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE CITY RECORDS, DOCUMENTS, INSTRUMENTS, BOOKS AND PAPERS, PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 34090, ET SEQ. (PUBLIC WORKS DEPARTMENT) WHEREAS, on August 11, 2010, City Council approved Resolution No. 088- 10 which provided the Public Works Department authority to destroy certain obsolete City records in accordance with its records retention schedule; and WHEREAS, on November 17, 2010, City Council approved Resolution No. 088 -10(1) amending the retention policies of various documents retained by the Public Works Department; and WHEREAS, on January 12, 2011, City Council approved Resolution No. 088- 10(2) repealing in its entirety the provisions of Resolution Nos. 088 -10 and 088- 10(1) pertaining only to the Subdivisions column of the retention schedule, and adopting a different retention schedule for Subdivisions; and WHEREAS, the Public Works Department now desires to repeal Resolution Nos. 088 -10, 088 -10(1) and 088 - 10(2), and consolidate the retention schedules under one Resolution; and WHEREAS, Exhibit "A" contains a list of the Department's documents along with the retention period; and WHEREAS, the City Attorney's Office has reviewed Exhibit "A" and determined that destruction of those documents would be in compliance with California law and City policy. Continued on next page G: \GROUPDATIADMINRPT\2013 \06 -05 \Resolution for PW Retention Schedule.dou -- Page 1 of 3 Pages -- s ? m ►- r U � ORIGINAL NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of Bakersfield as follows: 1. The above recitals are true and correct. 2. Resolution Nos. 088 -10, 088 -10(1) and 088 -10(2) are repealed. 3. Pursuant to section 34090 et seq. of the Government Code of the State of California, approval is hereby granted for the Public Works Department to destroy the records, documents, instruments, books and papers and any other items listed in Exhibit "A ", which is attached hereto, upon approval of the City Attorney. G:\GROUPDATWDMINRPT\2013 \06 -05 \Resolution for PW Retention Schedule.docx -- Page 2 of 3 Pages -- o��AKE9J -c� >- m F- r U � ORIGINAL I HEREBY CERTIFY that the foregoing Resolution was passed and adopted, by the Council of the City of Bakersfield at a regular meeting thereof held on ,11IN 0 5 9011 by the following vote: _AY . OES: ABSTAIN: ABSENT: ,2210 ✓ ✓ ✓ COUNCILMEMBER: , MAXWELL, WEIR, SMITH, I tNSON, SULLIVAN, JOHNSON COUNCILMEMBER: V\0 COUNCILMEMBER: )an COUNCILMEMBER: YV3 AIN 0 5 2013 ROBERTA GAFFORD, C CITY CLERK and Ex Officio Clerk of the Council of the City of Bakersfield Mayor APPROVED AS TO FORM: VIRGINIA GENNARO City Attorney B JOSHUA H. RUDNICK Deputy City Attorney Attachment: Exhibit "A" G: \GROUPDAT\ADMINRPT\2013 \06 -05 \Resolution for PW Retention Schedule.docx -- Page 3 of 3 Pages -- >- m V � ORIGINAL Exhibit A /-, I � C Public Works Department Updated June 2013 Public Works Department Retention Schedule TABLE OF CONTENTS Purposeof Document ................................................................................... ............................... 1 Retention Schedules: Department- wide ....................................................................................... ............................... 2 -3 CommunicationsDivision ............................................................................. ............................... 4 Construction / Surveying Division ................................................................ ............................... 5 Design Engineering /TRIP Divisions .............................................................. ............................... 6 FleetServices Division .................................................................................... ............................... 7 GeneralServices Division .............................................................................. ............................... 8 SolidWaste Division ....................................................................................... ............................... 9 StreetsDivision .............................................................................................. ............................... 10 Subdivisions................................................................................................... ............................... 11 TrafficDivision ............................................................................................... ............................... 12 WastewaterDivision .................................................................................... ..........................13 -14 Authorization to Destroy Obsolete Records ............................................ ............................... 15 Miscellaneous............................................................................................... ............................... 16 Purpose of Document This document provides direction to Public Works staff regarding record retention policies for the department. 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Q v) LU W N p� Z GC W d �' O d a O O N U N '^ `••- "t V z c O W ° c C9 O Q N 3 E d 3 N a3i "' o Q O OC d O p W OC O U d O U C) Q W O a 2 O d >, V+ -d LU N O p GG �+ a ° O O N O U' U O c N OC Q) V E C a p N W C U U Z> W L _U O Z d oe O C 'd D 3 W O OC 3 uu E O w N C Q U CO z t Z t- 'p m �_ O = O () d (� N d a n° 3= Lu d a Q) (� Z O U W(T O a to -0 a J d y Q U W 7 W N H U CK > V c U c H H CC W a �- N p O .c ° U W 0 --4 a C a -' ° W p m N N d E O[ W C o W W C U. N O O D= C= a Z Q `N c W U W a d a 3 a o N E d d d) f W ° W W 3 i p ° E d d W O u3N i O ru Q r W r 5 W O U ° U E W U U W ° C O U O O U a d C) 3 .a CL d ? W O d H W O W C N O N -6 '6 E T O I� a0 O i O N N N N C7 N ( N LO N i C C C C E E E E N N N D D Z) 7 N N N N N N N N O N N N N N N N N N a- d � d �' O.t U � Q:' Authorization to Destroy Obsolete Public Works Records Form In accordance with Resolution # , and upon consent of the Public Works Director and City Attorney, the records listed below will be properly destroyed. Attach additional pages if necessary. Document ID # I Description of Document I Date of Records From I Date of Records To Division: Prepared by: Date: Approval to destroy above - listed records: Department Head: City Attorney: Destruction completed by: Signature: Date: Date: Date: Instructions: Send copy to Assistant to the Public Works Director 15 Miscellaneous Following information is provided as reference material: • City -wide Policy on Document Imaging Retention - Refer to Resolution No. 031 -02. V.