CITY OF
L N
January 4, 2022
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Office of the City Clerk
411 West Ocean Boulevard, 11 'h Floor, Long Beach, CA 90802 (562) 570-6101
C-5
Recommendation to approve the destruction of records for the City Manager's office as shown in Exhibit A: and adopt the resolution.
DISCUSSION
Pursuant to Section 34090 of the California Government Code and Chapter 1.28 of the Long Beach Municipal Code, records destruction for City Manager departments, elected officials and appointed offices must be submitted to the City Council for approval. The records destruction must comply with each department's records retention schedule.
In its capacity as responsible agent for the operation of the Records Center, the Office of the City Clerk has worked with the department listed to review the records destruction (Exhibit A).
The City Attorney and the City Manager's office concur in the above recommendation.
FISCAL IMPACT
Appropriations have been budgeted in FY 22 for the operation of the City Records Center.
SUGGESTED ACTION:
Approve recommendation.
Respectfully submitted,
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MONIQUE DE LA GARZA
CITY CLERK
MD:kb
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01339117.DOCX
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OFFICE OF THE CITY ATTORNEY
CHARLES PARKIN, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4664
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LONG BEACH APPROVING AND AUTHORIZING
THE DESTRUCTION OF CERTAIN RECORDS, PAPERS,
AND WRITINGS BY THE CITY MANAGER’S OFFICE
The City Council of the City of Long Beach resolves as follows:
Section 1. Pursuant to and in accor dance with the provisions of Section 34090 of the Government Code of the State of California and Chapter 1.28 of the Long Beach Municipal Code relating to the destruction of City records, and the City Attorney having heretofore given his written consen t, the City Council of the City of Long Beach does hereby approve and authorize the destructi on by the City Manager’s Office of any and all of the records, documents, instruments, books, papers, and writings as set forth in the documents attached hereto and marked Exhibit "A" and by reference thereto made a part hereof, which records are under its charge and are no longer required for use in its respective office, said records being no less than two (2) years old.
Section 2. The City Council hereby finds that none of said records:
A. Affect the title to real property or liens thereon;
B. Constitute offici al court records;
C. Constitute records which are required to be kept by
statute;
D. Constitute the original or record copies of the minutes, ordinances or resolutions of the City of Long Beach or any City Board or Commission.
Section 3. This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting this resolution. ///
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OFFICE OF THE CITY ATTORNEY
CHARLES PARKIN, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4664
I hereby certify that the foregoing resolution was adopted by the City Council of the City of Long Beach at its meeting of _____________ __________, 2021, by the following vote:
Ayes: Councilmembers: ______________________ ________________ ______________________________________
______________________________________
______________________________________
Noes: Councilmembers: ______________________________________ ______________________________________
Absent: Councilmembers: ______________________________________ ______________________________________
______________________________________
City Clerk
EXHIBIT “A”
DESTRUCTION NOTIFICATION REPORT
CITY OF LONG BEACH
Department CITY MANAGER
According to your department�! records retention schedule, the following boxes are eligible for destruction.
Perm Box Record Title
Number Box Description
26327 . CITY OWNED LAND & BUILDINGS
26328 CITY OWNED LAND & BUILDINGS
35031 SPECIAL EVENTS PERMITS
FILM PERMITS #15081 -#15150
35032 SPECIAL EVENTS PERMITS
FILM PERMITS #15150-#15200
35033 SPECIAL EVENTS PERMITS
FILM PERMITS #15201 -#15270
35034 SPECIAL EVENTS PERMITS
FILM PERMITS #15271 -#15321
35035 SPECIAL EVENTS PERMITS
FY 15 BLOCK PARTY PERMITS
35036 SPECIAL EVENTS PERMITS
FY 15 FOURTH OF JULY BLOCK PARTY PERMITS
11/8/2021
Dates Destroy Date
Begin End
1/1/2001
1/1/2000
1/1/2014
1/1/2015
1/1/2015
1/1/2015
1/1/2015
1/1/2015
12/31/2010 12/31/2020
12/31/2010 12/31/2020
12/31/2015 12/31/2020
12/31/2015 12/31/2020
12/31/2015 12/31/2020
12/31/2015 12/31/2020
12/31/2015 12/31/2020
12/31/2015 12/31/2020
SforageRoom
IRON MOUNTAIN
IRON MOUNTAIN
IRON MOUNTAIN
IRON MOUNTAIN
IRON MOUNTAIN
IRON MOUNTAIN
IRON MOUNTAIN
IRON MOUNTAIN
Location
726205662
726205663
965865231
965865232
965865233
965865234
965865235
965865236
Perm Box Record Title
Number Box Description
35037 SPECIAL EVENTS PERMITS
FILM PERMITS #15321 -#15385
35038 SPECIAL EVENTS PERMITS
FILM PERMITS #15386 - #15420
35039 SPECIAL EVENTS PERMITS
FILM PERMITS #15421 -#15442
CANCELLED FILM APPLICATIONS
35041 SPECIAL EVENTS PERMITS
35042 SPECIAL EVENTS PERMITS
35043 SPECIAL EVENTS PERMITS
35044 SPECIAL EVENTS PERMITS
35045 SPECIAL EVENTS PERMITS
35046 SPECIAL EVENTS PERMITS
35047 SPECIAL EVENTS ADMIN FILES
PHOTOGRAPHER REQUESTS (FY 12-16)
CITY-SPONSORED PARADES (FY 11-14)
PERFORMANCE MEASURES (FY 11-13)
FOURTH OF JULY FILES (FY 07-10)
PRIDE COUNCIL LETTER FILES (FY 09-13)
GRAND PRIX COUNCIL LETTER FILES (FY 09-13)
GRAND PRIX XTRAORDINARY EXPENSES (FY 13)
GRAND PRIX CREDENTIALS (FY 13)
35049 SPECIAL EVENTS PERMITS
FY 15 OCCASIONAL EVENT PERMITS (OEP'S)
11/8/2021
Dates
Begin End
1/1/2015 12/31/2015
1/1/2015 12/31/2015
1/1/2015 12/31/2015
1/1/2014 12/31/2015
1/1/2015 12/31/2015
1/1/2015 12/31/2015
1/112015 12/31/2015
1/1/2015 12/31/2015
1/1/2015 12131/2015
1/1/2007 12/31/2016
1/1/2015 12/31/2015
Destroy Date Storage Room
12/31/2020 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2018 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
Location
965865237
965865238
965865239
965865241
965865242
965865243
965865244
965865245
965865246
965865247
965865249
Perm Box Record Title Dates Destroy Date Storage Room. . . Location Number Box Description Begin End
35050 SPECIAL EVENTS PERMITS 1/1/2015 12/31/2015 12/31/2020 IRON MOUNTAIN 965865250 FY 15 OCCASIONAL EVENT PERMITS (OEP'S)
35855 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802369 FILM PERMITS #16000 -#16050
35856 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802370 FILM PERMITS#16051-#16110
35857 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802371 FILM PERMITS#16111-#16175
35858 SPECIAL EVENTS PERMITS 1/1/2016 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802372 FY 16 FOURTH OF JULY BLOCK PARTY PERMITS
35859 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802373 FY 16 BLOCK PARTY PERMITS
OCTOBER 1, 2015-SEPTEMBER 30, 2016
35860 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802374 FILM PERMITS#16176-16225
35861 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802375 FILM PERMITS #16226- 16280
35862 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802376 FILM PERMITS #16281 - 16345
35865 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016 12/31/2021 IRON MOUNTAIN RF041802380 FILM PERMITS #16346 - 16400
11/8/2021 Page 3 of 5
Perm Box Record Title Dates
Number Box Description Begin End
35866 SPECIAL EVENTS PERMITS 10/1/2007 9/30/2016
FILM PERMITS #16401 -16417
FY16 - CANCELLED APPLICATIONS
2007 - 2010 RFPS
35867 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
35868 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
35869 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
35870 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
35871 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
35872 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
35873 SPECIAL EVENTS PERMITS 10/1/2009 9/30/2015
POLE BANNER PERMITS (FY 09-15)
35869 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
35869 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
RUN SEAL BEACH 5K/10K 04/09/2016 (#16-08725)
36542 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
FY 16 OCCASIONAL EVENT PERMITS (OEP'S 1-4)
36572 SPECIAL EVENTS PERMITS 10/1/2015 9/30/2016
FY 16 OCCASIONAL EVENT PERMITS (OEP'S 5-9)
38033 OFFICE MANAGEMENT FILES 10/1/2017 9/30/2018
FY 18 ADMIN FILES (EVENTS/ OEPS)
11/8/2021 Page 4 of 5
Destroy Date - -·storage Room -- -
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2021 IRON MOUNTAIN
12/31/2020 IRON MOUNTAIN
Location
RF041802381
RF041802382
RF041802383
RF041802384
RF041802385
RF041802386
RF041802387
RF041802388
RF041802384
RF041802384
RF018641488
RF018641518
RF049513929
Perm Box
Number
38034
38048
Record Title
Box Description
OFFICE MANAGEMENT FILES
FY 18 ADMIN FILES (FILMING/ BANNERS)
OFFICE MANAGEMENT FILES
Dates Destroy Date
Begin End
10/1/2017 9/30/2018
10/1/2017 9/30/2018
12/31/2020
12/31/2020
FY 18 ADMIN FILES: PURCHASE ORDERS, JV, WIRE TRANSFER, DEPOSIT, BUDGET, FILES 38049 OFFICE MANAGEMENT FILES
FY 18 ADMIN FILES
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Date
11/8/2021
10/1/2017 9/30/2018
Total Boxes to be Destroyed: 45
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Department Head
12/31/2020
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Date
Storage Room Location
IRON MOUNTAIN R F049513930
IRON MOUNTAIN RF049513944
IRON MOUNTAIN RF049513945