August 1, 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Recommendation to approve the destruction of records for the City Manager Department 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 Department 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 DE LA GARZA
CITY CLERK
MD:kb
Office of the City Clerk
411 West Ocean Boulevard, 11th Floor, Long Beach, CA 90802 (562) 570-6101
C-15
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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 THE CITY
MANAGER
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 the City Manager 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”
DESTRUCTION NOTIFICATION REPORT
CITY OF LONG BEACH
Department CITY MANAGER
According to your departmental records retention schedule, the following boxes are eligible for destruction.
Perm Box
Number
Record Title
Box Description
Dates
Begin End
Destroy DateStorage RoomLocation
36525SPECIAL EVENTS PERMITS
FILM PERMITS #17000 - 17050
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641471
36526SPECIAL EVENTS PERMITS
FILM PERMITS #17051 -17100
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641472
36527SPECIAL EVENTS PERMITS
FILM PERMITS #17101 -17150
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641473
36528SPECIAL EVENTS PERMITS
FY 17 BLOCK PARTY PERMITS
OCTOBER 1. 2016 - SEPTEMBER 30, 2017 ^
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641474
36529SPECIAL EVENTS PERMITS
FY 17 FOURTH OF JULY BLOCK PARTY PERMITS
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641475
36530SPECIAL EVENTS PERMITS
FILM PERMITS#17151 -#17200
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641476
36531SPECIAL EVENTS PERMITS
FILM PERMITS #17201 -#17250
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641477
36532SPECIAL EVENTS PERMITS
FILM PERMITS #17251 -#17315
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641478
6/14/2023Page 1 of 3
Perm Box
Number
Record Title
Box Description
Dates
Begin End
Destroy DateStorage koomLocation
36533SPECIAL EVENTS PERMITS
FILM PERMITS #17316 - #17380
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641479
36534SPECIAL EVENTS PERMITS
FILM PERMITS #17381 - #17435
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641480
36535SPECIAL EVENTS PERMITS
FILM PERMITS #17436 - #17452
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641481
36536SPECIAL EVENTS PERMITS10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641482 36537SPECIAL EVENTS PERMITS10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641483 36538SPECIAL EVENTS PERMITS10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641484 36539SPECIAL EVENTS PERMITS10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641485 36540SPECIAL EVENTS PERMITS10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641486 36541SPECIAL EVENTS PERMITS10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641487 36543SPECIAL EVENTS PERMITS
FY 17 OCCASIONAL EVENT PERMITS (OEP'S)
10/01/201609/30/201712/31/2022IRON MOUNTAINRF018641489
36544OFFICE MANAGEMENT FILES10/01/201509/30/201712/31/2022IRON MOUNTAINRF018641490 FY 15-16-17 BEACH STREETS FINANCIAL FILES
DEPT HAS REQUESTED TO KEEP DEPT BOX NO. 17-SE-340 FOR 5 YEARS INSTEAD OF 2 YEAR RETENTION.
38038SPECIAL EVENTS PERMITS10/01/201609/30/201712/31/2022IRON MOUNTAINRF049513934 6/14/2023Page 2 of 3
Perm Box Record Title Dates Destroy Date Storage Room Location Number Box Description Begin End
38596 OFFICE MANAGEMENT FILES 10/01/2018 09/30/2019 12/31/2022 IRON MOUNTAIN RF016994456 FY 19 ADMIN FILES (JV, PO, DP)
FY19P0 FILES
FY 19 COUNCIL DISTRICT PRIORITY FUNDING FILES
FY 19 WIRE TRANSFER
FY19 JOURNAL ENTRIES
FY 19 REFUND FILES
Total Boxes to be Destroyed: 21
^City Clerk Date Department Head 'Date CityAttomey ' Date 6/14/2023 Page 3 of 3