HomeMy WebLinkAbout8475RESOLUTION NO. 8475
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 City
Clerk's office 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:
Section 1. That the application for the destruction of public records as described in
Exhibit "A" is hereby approved.
ADOPTED, SIGNED, AND APPROVED this 20th day of June 2023.
e-
Eddie Tejeda, Mayor
Attest:
J a e Donaldson, City Clerk
IAResolutionsaes 8400-849918475_Destruction of Pubtic_Records City_ Clerk_Eiles.docx - AE
I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing
resolution was adopted by the City Council at a regular meeting thereof held on the 20th day of
June, 2023 by the following vote:
AYES: Councilmembers Barich, Davis, Guzman -Lowery, Saucedo; Mayor Tejeda
NOES: None
ABSENT: None
ABSTAINED: None
Ce,Wmc Donaldson, City Clerk
2
1:1ResolutionslRes 8400-849918475_Destruction of Public_ Records_ City_ Clerk Files.docx - AE
EXHIBIT "A"
REQUEST TO DESTROY PUBLIC RECORDS
Requesting Department/Division:
Request Date:
City Clerk's Office
06/20/23
Requester's Name and Job Title:
Heather Collier, Adrninis rative Assistant
Requesters Signature: KjH_
Department Head Sign hire:
Approved, by: Jeanne Donaldson, City Clerk
Description of Records:
1. Statements of Economic Interest (Fonn 700 Special Counsel/City Employees + Inactive)
a. Years: 1990 - 2015
b. Legal Retention = E + 4
c. Retention Schedule Location: Resolution No. 6576 Elections —Statement of Economic
Interest, copies, elected, local; Page 15
2. Appeals (Demolition Pennits, MEP, ERC (1977-2012)
a. Years:1977-2012
b. Legal Retention � 3
c. Retention Schedule Location: Resolution No. 6576 Legal —Appeals, civil; Page 16
3. Nomination Papers (Successful/Unsuccessful, Municipal General & Special Elections)
a. Years:1989-2005
b. Legal Retention = T + 4
c. Retention Schedule Location: Resolution No. 6576 Elections — Nomination papers:
Successful; Unsuccessful, Page 14
4, Campaign Statements, Not elected, local off ce
a. Years:2001-2011
b. Legal Retention = E + 5
c. Retention Schedule Location: Resolution No. 6576 Elections — Campaign statements: Not
elected, local office, Page 14
5. Affidavits of Publication (Proof of Publication - NIBs, Ordinances & Public Hearings)
a. Years: 1996 — 2014
b. Legal Retention = 2
c. Retention Schedule Location: Resolution No. 6576 Legal —Affidavit ofPublication, public
hearing notices; Affidavit of publication, ordinances; Page 15-16
6. Bid Reports
a. Years: 2007 — 2019
b. Legal Retention = 2
c. Retention Schedule Location: Resolution No. 6576 General Subject —Bids, RFPs, RFQs,
unsuccessful/rejected; Page 15
7. Disbursement Vouchers (Publications, Elections, General, Annotated Codes, Subscriptions, )
a. Years: 1987 — 2018
b. Legal Retention = 2
c. Retention Schedule Location: Resolution No. 6576 General Subject — Budget information
department; Page 15
8. Deposit Transmittal Form
a. Years:2011
b. Legal Retention = T + 4
c. Retention Schedule Location: Resolution No. 6576 General Subject — Badget information
department; Page 15
9. Notices (Council Meetings/Special Meetings/Adjotir<lments/Public Hearings/Fee
Notices/Ordinances/Ordinance Surnma-ies/Public Notices)
a. Years: 1996 — 2010
b. Legal Retention = 2
c. Retention Schedule Location: Resolution No. 6576 Legal —Notices, meetings; Page 17;
Legal —Notices, public hearing: Page 17
10. Public Records Requests
a. Years: 2005 — 2018
b. Legal Retention = 2
c. Retention Schedule Location: Resolution No, 6576 Leged — Public records request; Page 17
11. Correspondence (General - City Council/City Clerk/FPPC/County of San Bernardino Assessox)
a. Years: 1971 -- 2018
b. Legal Retention = 2
c. Retention Schedule Location: Resolution No. 6576 General Subject— Correspondence; Page
15
12, Purchase Orders
a. Yeats: 1984 — 2006
b, Legal Retention = 2
c, Retention Schedule Location: Resolution No. 6576 General Subject —Budget information
department; Page 15
Location of Records:
City Cleric's Office Suite 4
Number or Quantity of Records to be destroyed;
9 Boxes
This request is to destroy the:
❑ ORIGINALS ❑ DUPLICATES BOTH (Originals & Duplicates)
Dates of each record or inclusive dates of each record series:
From 1971 to 2019
This est is aved by City Council on 4-zO--2_
ddie Tej eda
Mayor of the City of Redlands
A EST:
Je e Donaldson
Clerk
And approved by the CiPr4ttgrney on
v tte M, Abich Garcia
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 it is a recommendation by the head of the applicable city department that the record(s) should be
destroyed.
5) 2
Date
ne Donaldson, City Clerk