CITY OF
N
June 21, 2022
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Office of the City Clerk
411 West Ocean Boulevard, 11 '" Floor, Long Beach, CA 90802 (562) 570-6101
C-4
Recommendation to approve the destruction of records for the Office of the City Clerk 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 Office of the City Clerk 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,
~
MONl6U~ DE LA GARZA
CITY CLERK
MD:kb
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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 OFFICE OF THE CITY CLERK
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 destructi on of City records, and the City Attorney having heretofore given written consent, the City Council of the City of Long Beach does hereby approve and authorize the destruction by the Office of the City Clerk of any and all of the records, documents, in struments, books, papers, and writ ings 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 fi nds 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 _____________ __________, 2022, by the following vote:
Ayes: Councilmembers: ______________________ ________________ ______________________________________
______________________________________
______________________________________
Noes: Councilmembers: ______________________________________ ______________________________________
Absent: Councilmembers: ______________________________________ ______________________________________
______________________________________
City Clerk
EXHIBIT “A”
DESTRUCTION NOTIFICATION REPORT
Perm Box
Number
CITY OF LONG BEACH
Department CITY CLERK LEGISLATIVE & ELECTIONS
According to your departmental records retention schedule, the following boxes are eligible for destruction.
RecordTitle Dates DestroyDate StorageRoom Location
BoxDescription Begin End
20983 PERSONNEL FILES 1/1/1994 12/31/2006 12/31/2021 Internal Record Center D -005-0002 0008 ' 28250 ROSTER OF VOTERS 4/1 /2015 4/30/2015 4/30/2020 Internal Record Center A -006-0005 0007 34630
34631
34632
34633
34634
34635
34636
34813
ROSTER OF VOTERS
ROSTER OF VOTERS
ROSTER OF VOTERS
ROSTER OF VOTERS
ROSTER OF VOTERS
ROSTER OF VOTERS
ROSTER OF VOTERS
ADMINISTRATIVE FILES
IMPREST CASH & ADMIN FILES:
DIRECT PAYMENTS
BANK RECONCILIATIONS
PCARD
RESUMES - RECRUITMENT 2016
1/1/2016
1/1/2016
1/1/2016
1/1/2016
1/1/2016
1/1/2016
1/1/2016
1/1/2006
I 2/31 /2016
12/31/2016
12/31/2016
12/31/2016
12/31/2016
12/31 /2016
12/31 /2016
12/31/2all
12/31/2021
12/31/2021
12/31/2021
12/31/2021
12/31 /2021
12/31/2021
12/31/2021
12/31/2021
IRON MOUNTAIN
IRON MOUNT AIN
IRON MOUNTAIN
IRON MOUNTAIN
IRON MOUNT AIN
IRON MOUNTAIN
IRON MOUNT AIN
Internal Record Center
948273030
948273031
948273032
948273033
948273034
948273035
948273036
C -001-0003 0001
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Perm Box
Number
Record Title
Box Description Begin
Dates
End
Destroy Date Storage Room Location
34816
36612
36615
36617
36618'
ADMINISTRATIVE FILES 1/1/2000 12/31/2014 12/31/2021
IMPREST CASH & ACCOUNTING FILES:
BANK RECONCILIATIONS 2€)11-201 4
MISC. INVOICES 2000-2014
CAMPAIGN STATEMENTS - LOSING CANDIDATES &1/1/2010 12/31/2016 12/31/2021 THIS BOX ALSO CONTAINS ELECTION FILES (WORKING FILES) FROM 2010-2C)15, SAME DESTRUCTION YEAR.
CAMPAIGN STATEMENTS - LOSING CANDIDATES &1/1/2006 12/31/2016 12/31/2021 ELECTION WORKING FILES 1/1/1988 12/31/2014 12/31/2020 ETHICS TRAINING 1/1/2006 12/31/2016 12/31/2021
Internal Record Center
IRON MOUNTAIN
IRON MOUNT AIN
IRON MOUNT AIN
IRON MOUNT AIN
C -001-0003 0006
RFO18641553
RFO18641556
RFO18641558
RFO18641559
THIS BOX ALSO CONTAINS CAMPAIGN STMTS FOR LOSING CAND & COMMITTEE SUPPORTING LOSING CAND FROM 2006-2016 WITH SAME DESTRUCTION YEAR. 36712 LOY ALTY OATHS 1/1/2016 12/31/2018 12/31/2020
LOY ALTY OATHS PNE 4-2018
37693 ACCOUNTING FILES (10037.9)
Aixbshecrs
1/1/2016 12/31/2018 12/31/2020
Tota Boxes to be Destroyed
cltyClerk% <Dleate (A {4 la-tHead Date
Internal Record Center
Internal Record Center
City Attorney
A -002-0002 0011
C -001-0003 0007
Date
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