HomeMy WebLinkAbout8441RESOLUTION NO. 8441
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS
APPROVING THE DESTRUCTION OF CERTAIN PUBLIC RECORDS
WHEREAS, the City Council of the City of Redlands adopted Resolution No. 6576 on
February 20, 2007, which established regulations governing the retention and disposition of records;
and
WHEREAS, in accordance with the requirements of Resolution No. 6576, the Human
Resources Division has submitted an application for the destruction of certain public records which
are described in Exhibit "A" to this Resolution;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
REDLANDS AS FOLLOWS:
Sectionl. That the application for the destruction of public records as described in Exhibit
"A" is hereby approved.
ADOPTED, SIGNED AND, APPROVED this 2nd day of Ma 2023.
ddie Tejada, Mayo
ATTEST:
Donaldson, City Clerk
1
I:\Resolutions\Res 8400-8499\8441 Destruction of Records-HR.docxl:\Resolutions\Res 8400-8499\8441 Destruction of Records-HR.docx
I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution
was duly adopted by the City Council at a regular meeting thereof held on the 2nd day of May, 2023,
by the following vote:
AYES: Councilmembers Barich, Davis, Guzman -Lowery, Saucedo; Mayor Tejeda
NOES: None
ABSENT: None
ABSTAINED: None
Donaldson, City Clerk
2
I:\Resolutions\Res 8400-8499\8441 Destruction of Records-HR.docxl:\Resolutions\Res 8400-8499\8441 Destruction of Records-HR.docx
EXHIBIT "A"
REQUEST TO DESTROY
PUBLIC RECORDS
Requesting Department/Division:
City Manager/Human Resources
Request Date:
05/02/23
'
Requesters Name and Job Title: AToliii Ng, Assistant Human Resour s ire mil'
ill
Requesters Signature:
Department Head Signature:
►ZI Approved, by: AA u
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Description of Records:
1. Request for Proposals:
a. Years :1999-2012, 2014-2019
b. Le gal Retention = 2 years
c. Retention Schedule Location: RESOLUTION NO. 6576 General Subject—Bids,RFPs; Page 15
2. Recruitments
a. Years : 2009, 2015-2017
b. Le gal Re tention = Later of 2 years or 2 years after personnel action
c. Retention Schedule Location: RESOLUTION NO. 6576 Personnel — Recruitments; Page 13
3. Invoices:
a. Years: 2011, 2018-2020
b. Legal Retention=AU+2
c. Retention Schedule Location: RESOLUTION NO. 6576 Finance —Invoices; Page 24
4. Personnel Files
a. Years: 2002-2008
b. Legal Retention = 2 years after date of separation
c. Retention Schedule Location: RESOLUTION NO. 6576 Personnel— Personnel Files; Page 12
5. Employee Benefits
a. Years: 2009, 2013
b. Legal Retention = 1 year after termination of plan
c. Retention Schedule Location: RESOLUTION NO. 6576 Personnel — Employee Benefits; Page 12
6. Risk Claims
a. Years: 2014-2016
b. Legal Retention = CL +5
c. Retention Schedule Location: RESOLUTION NO. 6576 Risk Management — Claims; Page 26
7. Risk Management Reports:
a. Years: 2006-2012, 2014, 2016
b. Legal Retention = 2 years
c. Retention Schedule Location: RESOLUTION NO. 6576 Risk Management — Risk Reports; Page 26
8. Incident Reports
a. Years:2015
b. Legal Retention = CL + 7
c. Retention Schedule Location: RESOLUTION NO. 6576 Risk Management — Incident Reports; Page 26
Location of Records: Human Resources Suite 10
Number or Quantity of Records to be destroyed:
This request is to destroy the:
& Duplicates)
►�1 ORIGINALS ❑ DUPLICATES ❑ BOTH (Originals
Dates of each record or inclusive dates of each record
series: From Fiscal Year 1999-2020
This rectaesf is agKCced by City Council on:
Eddie Tejeda
Mayor of the City of Redlands
ATTEST:
e Donaldson, City Clerk
and approved by the City Attorney on:
City Attorney
NOTE: Attach the department head Certification to this request when submitting for approval.
Certification to be attached to "Request to Destroy Public Records"
The undersigned hereby certifies as follows:
1. That the record(s) to be destroyed is/are under the management or control of the
department head;
2. That to the best of his/her knowledge, the descriptive titles, information and
classifications contained in the attached request form are true and accurate;
3. That the minimum retention time periods required by the regulations contained in
Resolution No. 6576 have been satisfied for all records included in the attached request
form;
4. That retention of the record is no longer required for the operation of the department, or
to satisfy a City Council policy adopted by resolution, or a City Council request, or by the
city for administrative, historical, research, fiscal, legal or cultural purposes;
5. That the destruction or other disposition of the record will not violate state law, city
regulations, or other applicable law; and
6. That is a recommendation by the head of the applicable city department that the record(s)
should be destroyed.
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Date