HomeMy WebLinkAbout1981-09-01; City Council; 6724; Request for Authority to Destroy FilesCITY OF CAR.LSBAD
AGENDA BILL NO. �gj -T Q Initial -
DATE: Hd.
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DATE: September 1, 1981
C. Atty.�
DEPARTMENT: City Clerk C. Mgr..
Subject:
REQUEST FOR AUTHORITY TO DESTROY FILES
Statement of the Matter
The Central Services Department is proceeding with a Records Management
Program for the City.
To date, the Clerk's Office has saved and maintained all files since
incorporation of the City. This has resulted in continually expanding
files, and an accumulation of obsolete unnecessary documents.
Section 34090 of .the Government Code provides authority for destruction
of documents which are more than two years old and are no longer required.
Also required prior to destruction is the consent of the City Attorney, and
authorization of the City Council.
Section 34090 does not authorize the destruction of the following:
1. Records which affect title to real property.
2. Minutes, Ordinances, or Resolutions of the City Counci--1
or of any City Board or Commission.
As part of the Records Management Program, documents are being reiewed in
accordance with provisions of the Government Code. Requests will
occasionally be forwarded to Council requesting authorization to destroy
files which meet those requirements for destruction.
This is the first such request for council authorization for destruction of
certain documents. The documents listed on Exhibit "A" to Resolution
No. (per , -' meet the requirements of the Government Code, and the City
Attorney has consented to their destruction.
RECOMMENDATION:
Adopt Resolution No.66 /, authorizing the destruction of certain files.
EXHIBITS:
1. Resolution No. 6 6 4 7, authorizing the destruction of documents
listed on Exhibit "A" of the resolution.
FISCAL IMPACT:
A dollar savings is difficult to estimate at this time. However, space
savings will be immediately realized.
APPROVED
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RESOLUTION NO. 6657
A Resolution of the City Council of The
City of Carlsbad, California, Authorizing
The Destruction of Certain Piles.
;Jhereas, maintaining all obsolete files, correspondence
and papers is uneconomical; and
Whereas, Section 34090 of the Government Code provides
authority for the destruction of certain records; and
Whereas, the documents on Exhibit "A" attached, have
been reviewed by the City Clerk; and
Whereas, the City Clerk recommends that all documents
listed on Exhibit "A" are more than two years old, are no longer
required, and meet the requirements of Government Code Section
34090 for destruction; and
Whereas, the City Attorney has consented to the
destruction of those documents listed on Exhibit. "A";
NOW, THEREFORE, BE IT RESOLVED by the City Council of
the City of Carlsbad, as follows:
1. That the above recitations are true and correct.
2. That the City Clerk is hereby authorized to
destroy the documents listed on Exhibit "A" attached hereto.
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1I PASSED, APPROVED, AND ADOPTED at a regular meeting of
2 the City Council of the City of Carlsbad, California, on the
3 1st: day of _hex , 1981, by the following vote, to wit:
4 AYES: Council Members Pa:lcard, Casler, hear, Lewis and Kulcbin
5 NOES:• None
6 ABSENT: None _
8 —Z!RONALD C. PACKARD, Mayor
9 ATTEST:
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ALETRA L. RAJTENKRANZ, City Clerl
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'0_glibit "A" to
-L,solution No. 6657
Miscellaneous applications and building permit reports - 1953
Correspondence and work copies of ordinances 1955-60 w
Proposal to build toilet facility at Holiday Park - 1956
Correspondence re provision of sewer lateral connections 1957-58
Appraisals of various parcels - 1953-57
Correspondence with Gordon Whithall Associates re provison of services to
the City - 1955-58
Correspondence with State Water Pollution Control.Board 1953-57
Correspondence and proposals re trash and garbage 1958
Applications for taxi franchises 1952-54
Correspondence with State Park and Beach Commission 1955-58
Correspondence with State Controller 1954 -58
Correspondence re dog control 1.954-58
Correspondence with Traffic Safety Commission 1957-58
Correspondence and memos with Water Committee and Dog Committee 1953-55
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Correspondence re Buena Vista Lagoon Bird Sanctuary 1958
Citizen petitions and correspondence re various subjects 1952-55
Correspondence with Election Supplier 1953-54
Correspondence with appraisal firms 1953-57
Work copies of assorted ordinances 1932-58
Inter Office correspondence with City Attorney 1952-53 ti
Work copies of Minutes 1952-59
Source material to create ordinances 1939-57
Miscellaneous correspondence with Auto Club of So. Calif 1952-53
¢ Miscellaneous correspondence with California Taxpayers' Association re
taxes 1949-57 !
Miscellaneous correspondence and copies of Assembly bills re California
Marine Park and Harbor Association 1955-57
I consent to the destruction of the above -listed documents.
VINCENT F. BIONI70, JR.
City Attorney
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Miscellaneous correspondence with Chamber of Commerce 1945-59
Miscellaneous correspondence with San Diego Chamber of Commerce 1953-59
Miscellaneous correspondence and reports re "Don't Waste Water Campaign" -
1957
Correspondence with Lions Club re carnival operation - 1955
Miscellaneous correspondence with Municipal License Tar. Association -
1952-57
Miscellaneous correspondence with League of California Cities 1952-59
Miscellaneous correspondence with San Diego County Farm Bureau 1956
Miscellaneous correspondence with Carlsbad Symphony Association 1958
Miscellaneous correspondence with Shoreline Planning Association of
California - 1953-56
Miscellaneous correspondence with County Traffic Safety Council 1953-59
Miscellaneous correspondence with City of San Diego 1955-57
Miscellaneous correspondence with County Administrator 1952-59
Miscellaneous correspondence with Air Pollution Control Advisory Committee
1953-55
Miscellaneous correspondence with County Assessor 1952-65
Miscellaneous correspondence with County Auditor 1953-58
Miscellaneous correspondence with Board of Supervisors 1952-57
Miscellaneous correspondence with Department of Public Health 1,952-59
Interoffice and miscellaneous correspondence re health inspections &
assorted pamphlets 1952-60
Miscellaneous correspondence with County Planning Department 1952-57
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Miscellaneous correspondence with Sheriff's Office 1953 -54
Miscellaneous correspondence with County Recorder's Office 1952- 1957
Employment applications for Police & Fire 1960-61
Employment applications for Engineering 1961
I consent to the destruction of the above -listed documents.
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VINCENT F. BIONDO, JR.
City Attorney
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Employment applications for labor 1961
Correspondence and memos re Fire Department activities 1952-56
Fire,Department Rosters 1953-54
Correspondence and memos re fire equipment 1953-54
Fire Department monthly.reports Feb. 1953 - Jan. 1957
Volunteer Fire Dep. loyalty oaths 1952-1.961
Correspondence to and from Fire Marshall 1952-56
Police Department monthly reports 1952-56
General Correspondence re Police Dept. 1952-58
General Correspondence re parking regulations 1956-57
Building Permits 1955-58
Building Department correspondence 1953-57
Miscellaneous correspondence with Registar of Voters 1956-58
Miscellaneous correspondence with Public Works Dept. 1957-58
Miscellaneous correspondence with County Surveyor and Commissioner 1953-56
Miscellaneous correspondence with Welfare Department 1956-68
Miscellaneous correspondence with Bureau of Census 1952-57
Miscellaneous correspondence with Civil Aeronautics.Board 1955
Miscellaneous correspondence with U.S. Dept. of Commerce 1949-53
Miscellaneous Correspondence with Secretary of Interior 1952-53
Miscellaneous correspondence with Veterans` Administration 1953-1954
Miscellaneous correspondence with Social Security Administration 1954
Miscellaneous correspondence with U.S. Marine Corps 1954-55
® Miscellaneous correspondence with Carlsbad Unified School District 1958
Miscellaneous correspondence re San Diego State College 1953-58
Miscellaneous correspondence re SDG&E 1953-56
I consent to the destruction of the above -listed documents.
VINCENT F. BIONDO, JR.
City Attorney
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Miscellaneous correspondence re Tri City Hospital District 1958- 1959
Miscellaneous correspondence re Civil Defense 1958-59
Miscellaneous correspondence with County Treasurer 1952-57
Miscellaneous correspondence with Board of Equalization 1952-58
Miscellaneous correspondence with State Dept, of Finance 1952-58
Miscellaneous correspondence with State Legislature 1953-58
Miscellaneous correspondence with Division of housing 1953-57
Miscellaneous correspondence with Dept, of Corrections 1953
Miscellaneous correspondence with Division of Real Estate 1953- 1956
Miscellaneous correspondence with Fire Marshall 1953-55 J
Miscellaneous correspondence with Pacific Telephone & Telegraph 1953-59
Miscellaneous correspondence with Division of Labor 1954
Miscellaneous correspondence with State Forestry Division 1952- 1955
Miscellaneous correspondence with State Highway Patrol 1952
Miscellaneous correspondence with Vildlife Conservation Board 19.52-53
Miscellaneous correspondence with Senator Fred H. Kraft 1952-57
Miscellaneous correspondence with Atchison Topeka and Santa Fe Railroad 1
1952-55
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Miscellaneous correspondence with SDG&E and brochures 1954-61
Miscellaneous loyalty oaths for City Employees 1952-59
Miscellaneous correspondence and appointments and resignations and
brochures - Harbor Commission 1946-61
Miscellaneous correspondence - Advisory Committee - Parks and Recreation
a Commission 1945-53
Miscellaneous correspondence Parks and Recreation Commission 1949-59
Miscellaneous correspondence California Boating Council 1958-59
Miscellaneous correspondence Library Commission 1953-59
Appointments and resignations Library Commission 1954-58
Loyalty oaths Library Commission 1955-57
I consent to the destruction of the above -listed documents.
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V NCENT F. BIONDO, JR.
City Attorney
Appointments and resignations Parks & Recreation Commission 1953-59
Loyalty oaths Planning Commission 1953-60
Miscellaneous inter office correspondence -Parr, Recreation, Beach, and
Tree Commission 1954-58
Miscellaneous inter office correspondence Planning Commission 1952-59
Miscellaneous inter office correspondence to Council 1955-59
Appointments and resignations City Council and City Employees 1953-58
Loyalty Oaths City Council 1952-59
Applications for City Manager 1959
Miscellaneous correspondence Mayor 1952-60
General Proclamations 1952-59
Miscellaneous inter office correspondence with Harbor Commission 1953-59
General correspondence City Clerk 1952-60
General correspondence City Manager 1955-59
Inter office correspondence City Attorney 1952-58
Miscellaneous correspondence Finance Director and City Treasurer 1953-58
Miscellaeeous personnel records 1955-57
Administrative Regulations #I and #2 1955-57
Notices terminating service 1" &
Letters re Appointments & Resignations to Public Works Commission 1958-59
Oaths for Public Works Commissioners 1958-60
Assorted Memorandums from City Manager to Council 1964-69 a
Organization chart for City 1969
Correspondence re•police & fire protection services for La Costa
® Development 1965
Miscellaneous documents re Urban Renewal Program 1962-65
Lists and reports - Citizens Committee on City Master Plan 1964-65
Miscellaneous inter -office memorandums 1963-68
I consent to the destruction of the above -listed documents.
VINCENT F. BIONDO, JR.
City Attorney
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