HomeMy WebLinkAboutCC Res 4265 1993-10-25
RESOLUTION NUMBER 4&65 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SEAL BEACH, CALIFORNIA, A CHARTER CITY
AUTHORIZING THE DESTRUCTION OF CERTAIN
PERSONNEL RECORDS
THE CITY COUNCIL OF THE CITY OF SEAL BEACH HEREBY RESOLVES:
WHEREAS, the City Council of the City of Seal Beach adopted Resolution 3377 setting I
forth the procedure for destruction of personnel records; and
WHEREAS, the City Attorney has given his written consent for the destruction of
certain personnel records, the list of which is on file in the office of the City
Clerk.
NOW, THEREFORE, BE IT RESOLVED that the City Council ofthe City of Seal Beach
does hereby authorize the destruction of those personnel recruitment records detailed
on the list filed in the Office of the City Clerk.
PASSED, APPROVED AND ADOPT~ by the City CO~~~f Seal Beach, at
a meeting thereof held on the eX;:; ~ day of "', 1993 by the
following vote:
AYES:
NOES:
Councilmembe
Councilmembers
ABSENT: Councilmember
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Mayor
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STATE OF CALIFORNIA)
COUNTY OF ORANGE ) SS
CITY OF SEAL BEACH )
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I, Joanne M, Yeo, City Clerk of the City of Seal Beach, California, d~b'i certify that
the foregoing Resolution is the original copy of Resolution Number 6 on file in
the office of the City Clerk, passed, approved and a~d by the C~CCll!n..Fil of the
City of Seal Beach at a meeting thereof held on the !'t day of ~ rr~...t.../ , I
199
Resolution Number fI.26S-
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June 27, 1990
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57296-001
Ms. G. K. Benninqton,
Administrative Assistant
City of Seal Beach
211 West Eighth Street
Seal Beach, California 90740
Re: Destruction of Personnel Records
I
Dear Ginger:
This is in response to your request for an opinion as
to when you may seek authorization from the city Council to
destroy personnel recruitment files.
Under Government Code Section 12946, a provision of the
Fair Employment and Housing Act, an employment application must
be preserved for two years after it was received or after action
is taken on the application, whichever is later. If the City has
notice that a verified complaint has been filed which could make
such records necessary, th~ records must be maintained until the
proceeding is concluded. In addition Government Code Section
54090 requires that all city records be kept for at least two
years.
Although records such as these could therefore be
destroyed two years after the City made a decision on an
application, we nonetheless recommend recruitment files be
maintained for four years. The statute of limitations for a suit
on the basis of a written contract is four years and if such a
suit is filed, the City will need the records to defend itself.
We also recommend that recruitment files:be retained beyond the
four year period if they relate to a current employee of the
City.
Under Government Code Section 340~O, records may be
destroyed at the time permitted by law upon the written consent
of the City Attorney and upon a resolution of the city Council.
This oonstitutes my written consent to the destruction of the
following recruitment files which were established on the date
indicated I
1. Secretary 2/85
I 2. Beach Leadperson 2/85
3. Police Officer 2/85
4. Serqeant 2/85
S. Dispatcher 3/85
6. Parkinq Control 4/85
7. Typist 6/85
8. Maintenance Worker I 6/85
9. Dispatcher 8/85
10. Captain 8/85
11. Records Supervisor 10/85
12. Officer 10/85.
Resolution Number L/:l'~
JECRUITMENT
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1. Secretary 2(U
2. leach Leadperaon -aI~
3. Po11ee Officer 'i'l-"\.-
4. Serge,ant ~Il.
5. Dispatcher ....:It
6. Parkins Control ...,....
7. T7P1Bt Clerk ...4/?\o.
8. Kaintenance WorkerI ~.
9. Dispatcher ~
10. Captain ~;-
11. Records Supv. ~f!5'
12. Officer ~~ti
13. Dispatcher 12/85
14. Secretary 12/85
15. Sr. Water Op. .1/86
16. Water Meter Rdr 2/86
17. Records Supv. 3/86
18. Parking Control 3/86
19. Aelmin. Aiele 4/86
20. Police Rec. Clerk 6/86
21. Police Officer 7/8&
, 22. Mtn. Worker 11 7/86
23. Parks Leadperson 9/86
, 24. St. Leadperson 9/86
/25. Sports Coordinator 9/8&
. 26. Dispatcher 9/86
, 27. OfUcer 12/86
,-'28. Parking Control 12/86
V29. Water Utility Op 1/87
..130. Recreation Supv. 1/87
31. Water Meter 2/87
32. Ktn. Worker 1 2/87
33. Officer 4/87
34. Adlll. Aide 4/87
35. D1Bpatcher 4/87
36. Ktn. Worker 1 5/87
37. Dev. Services Dir 5/87
38. Officer 6/87
39. Records Supv. 6/87
40. Account Clerk 7/87
41. AD1mal Control
42. Exec. Secretary
43. Mtn. Worker 1
44. Dispatcher
45. Parking Control
46. Secretary
47. Captain
48. Lieutenant
49. Officer
SO. Sergeant
51. Parlta Supv.
52. "corda Clerk
53. 'arlta Leadperson
54. Electr1c1an
55. OfUcer
56. AdIIl. Aide
57. Seasonal Mtn.
58. &aslatant to CHar
59. Secretary
60. Kecbanic
61. Ktn Worker 1
62. Sr. Water Op
63. Officer
64. Dispatcher
65. Intern
66. Engineering Aiele
67. DiBpateher
68. ParkiDg Control
69. Intern
70. Officer
71. Sergeant
72. Building Inapector
73. Dev.'Servicea Dir.
74. Ktn. WorKer I
AtlTRORlZATION'1'O DESTROY
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Resolution Number
~bS-
This consent is based on the following information received from
the City: (1) employment action was taken on each application
within six months of the respective date listed above; (2) that
no verified complaint has been filed against the City ~lleging
discrimination in any of these personnel decisions; and, (3)
material relatinq to any individual hired by the City has been
~ransferred to that individuals' personnel file. If any of this
information is not true as to a particular file, that file should
be retained.
The remaining documents listed in your request must be
retained at least until the dates indicated on the attached list,
at which time you must obtain my written consent and city Council
authorization to destroy the records. You will note that the
date I have indicated for each file is four years and six months
after it was created. Note also that Government Code Section
34090.5 permits the City to transfer records to microfilm at any
time rather than preserving them in their original form.
If you have any questions regarding this matter, please
call me or Michael Colantuono.
Very truly yours,
tepan cich
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