CITY OF
LONG
January 24, 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Office of the City Clerk
411 West Ocean Boulevard, 11th Floor, Long Beach, CA 90802 (562) 570-6101
-C-3
Recommendation to approve the destruction of records for the Department of Library Services 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 Department of Library Services 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.
Respectfully submitted,
MONIQUE D
CITY CLERK
MD:kb
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OFFICE OF THE CITY ATTORNEY
DAWN MCINTOSH, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4511
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 DEPARTMENT OF LIBRARY
SERVICES
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 Department of Library Services 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
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OFFICE OF THE CITY ATTORNEY
DAWN MCINTOSH, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4511
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 _______________________, 2023, by the following vote:
Ayes: Councilmembers: ______________________________________ ______________________________________
______________________________________
______________________________________
Noes: Councilmembers: ______________________________________ ______________________________________
Absent: Councilmembers: ______________________________________ ______________________________________
Recusal(s): Councilmembers: ______________________________________
______________________________________
City Clerk
EXHIBIT “A”
RECORDS DESTRUCTION REQUEST
1. Date 10/27/2022
Honorable Council of the City of Long Beach
2. The Department of Library Services respectfully requests authority to destroy the following
DEPARTMENT
departmental records:
3. RETENTION
SCHEDULE
ITEM NO.
4. RECORD TITLE AND DESCRIPTION
5. YEARS
INVOLVED
6. BOX NO.
ON-SITE
7. BOX NO.
OFF-SITE
21 21
21 32
32 32
21 21
21 Invoices (Brodart)
Invoices (Baker & Taylor)
Invoices (misc. vendors A-Z)
Annual Financial Reports (Fiscal Close Report), copies
Annual Financial Reports (Fiscal Close Report), copies
Annual Financial Reports (Fiscal Close Report), copies
Invoices (Brodart)
Invoices (Baker & Taylor)
Invoices (misc. vendors A-Z)
FY 2018/19
FY 2018/19
FY 2018/19
FY 2011
FY 2013
FY 2014
FY 2019/20
FY 2019/20
FY 2019/20
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
FOR DEPARTMENTAL USE
8. RECOMMENDED:
9. APPROVED:
DEPARTMENT READ
CITY ATTORNEY'S CONSENT
Consent is hereby given to destroy the records
enumerated above.
14. REMARKS:
CETV ATTORNEY
10. DATE: ]olzil72^
11. By
12. Title
13. Date
DEPUTY CITY ATTORNEY
1/9/2023