CITY OF
LONG
November 15, 2022
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Office of the City Clerk
411 West Ocean Boulevard, 11 th Floor, Long Beach, CA 90802 (562) 570-6101
C-4
Recommendation to approve the destruction of records for the Office of the City Prosecutor 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 Prosecutor concur in the above recommendation.
FISCAL IMPACT
Appropriations have been budgeted in FY 23 for the operation of the City Records Center.
SUGGESTED ACTION:
Approve recommendation.
~~
MONIQUE DE LA GA
CITY CLERK
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28 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 PROSECUTOR
DEPARTMENT
The City Council of the City of Long Beach resolves as follows:
Section 1. Pursuant to and in accordance 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 written consent, the City Council of the City of Long Beach does hereby approve and authorize the destruction by the City Prosecutor Department 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 unless otherwise authorized by law.
Section 2. The City Council hereby finds that none of said records:
A. Affect the title to real property or liens thereon;
B. Constitute official 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 AL:kad A22-03434 (10-31-22)
01454286. DOCX
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28 by the City Council, and the City Clerk shall certify the vote adopting this resolution.
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:
Recusal(s): Councilmembers:
AL:kad A22-03434 (10-31-22)
01454286.DOCX
City Clerk
2 EXHIBIT ''A''
CITY OF
LONG
Date*
10/11/2022
Department Head Approval
Douglas Haubert
Department*
City Prosecutor
Department Head Approval Date
10/19/2022
DERARIMENIAUREG0RDS
Retention Record Title*
Schedule
Item No*
NIA Accounting Flies/Documents
Remarks
City Clerk Approval
Monique DeLaGarza
City Clerk Approval Date
10/19/2022
Bureau, Division, and/or Section
City Attorney Approval
Anita Lakhani
City Attorney Approval Date
10/24/2022
"' "" - "' "
Description Years Box No. Box No.
Involved* On-Site* Off-Site*
Cash receipts; deposit receipts; journal vouchers (intra-dept 2017-2018 3 N/A transaction); invoices (received); purchase orders (dept. purchases); budget adjustments; budget transfers
California Government Code Section 34090(d) for records kept for more than two years.
/r'" CITYOF
~LONGBEACH
Date*
10/11/2022
Department Head Approval
Douglas Haubert
Department*
City Prosecutor
Department Head Approval Date
10/19/2022
Retention Record Title*
Schedule
Item No*
N/A Payroll Records
Remarks
Request to destroy Employee Timesheets dated 2019.
City Clerk Approval
Monique DelaGarza
City Clerk Approval Date
10/19/2022
Description
Employee Tlmesheets
Records Destruction Request
Bureau, Division, and/or Section
City Attorney Approval
Anita Lakhani
City Attorney Approval Date
11/1/2022
Years
Involved*
2019
Box No. Box No.
On-Site* Off-Site*
n/a n/a
Per California Government Code Section 34090(d). This section says that any record can be destroyed except records less than two years old. The 2019 timesheets are more than two years old.
CITYOF
LONG BEACH
Date*
10/11/2022
Department*
City Prosecutor
Department Head Approval
Douglas Haubert
Department Head Approval Date
10/19/2022
Retention Record Title*
Schedule
Item No*
N/A Criminal Case Files - Misdemeanor
Cases
N/A Criminal Case Files - Domestic Violence
Cases
Remarks
City Clerk Approval
Monique DelaGarza
City Clerk Approval Date
10/19/2022
Description
Case Nos. 6LB00676 to 6LB13072
Case Nos. 6LB01117 to 6LB08224
Records Destruction Request
Bureau, Division, and/or Section
City Attorney Approval
Anita Lakhani
City Attorney Approval Date
11/112022
Years
Involved*
2016
2016
Box No. Box No.
On-Site* Off-Site*
86 NIA
22 N/A
All were closed on or before 11/01/2019. Applicable statute is California Government Code Section 34090(d) which requires a record be kept a minimum of two years after it has been closed.