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Home My WebLink About1981-10-06; City Council; 6724-1; Request for Authority to Destroy FilesJAB # 6724-#1 TITLE: REQUEST FOR AUTHORITY TO DESTROY DEPT.M D. ! MTG. 1OZ6181 FILES CITY ATTY DEPT. CS CITY MGR. RECOMMENDED ACTION: Adopt Resolution No. _126L?r, authorizing the destruction of certain files. ITEM EXPLANATION: This is the second in a series of agenda bills relating to the Records Management Program. Adoption of this Resolution will complete the destruction of obsolete and unnecessary files in the vault. Section 34090 of the Government Code provides authority for des- truction of documents which are more than two years old and are no longer required. This Section also requires the consent of the City Attorney and authorization of the City Council prior to the destruction of any documents. 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 Council. or of any City Board or Commission. The documents listed as Exhibit A to Resolution No. have been reviewed in accordance with the provisions of the Government Code, and meet those requirements, and the City Attorney has consented to their destruction. FISCAL IMPACT: The dollar savings is difficult to determine, but space savings will immediately realized. EXHIBITS: Resolution No. l�IL, authorizing the destruction of documents d listed on Exhibit "A" to the Resolution. C� Z 0 F- V d C� Z n 0 111 2 3 4 5 i •I 10 11 12 13 141 1; 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 6688 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN FILES. WHEREAS, 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 listed on Exhibit "A" attached hereto and made a part hereof, 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. 12. kAI 2 3 4 7 8 9 10 11 ?2 13 14 15! 16 17 18 19 20 21 22 23 24 25 i 251 27I1 2811 PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad, California, on the 6th day of October , 1981, by the following vote, to wit: AYES: Council Members Packard, CF,sler, Anear, Lewis and Kulchin NOES: None ASSENT: None I ATTEST: - I - �,, e n 4 ALETHA La RAUTENKRANZ, City Clerk RONALD C! PACKARD, Mayor MARY H. CASIEZ, Vice Mayor 3 Correspondence and appointment letters re,Citizens Award Committee 1966-1972 Correspondence re Carlsbad City Beautiful Committee 1965-1969 Letters of appointment to Downtown Parking Advisory Committee 1969 Letters of appointment to Water System Improvement Committee 1967-1974 Correspondence and letters of appointment and resignation re Community Involvement Committee 1969-1974 Letters of appointment to Housing Advisory and Appeals Board 1969 Copies of documents creating and disolving Scenic Highways Element Citizens Advisory Committee 1975-1976 Copy of document creating Advisory Committee on Public Safety Element of General Plan 1975 Copy of documents creating Advisory Committee on Noise Element of General Plan 1975 Copies of documents and letters creating the Affirmative Action Advisory Committee a.nu appointing members 1975-1976 Miscellaneous documents re San Diego's 200th Anniversary and creation, appointments and correspondence re Bicentennial Committee 1966-1976 Documents creating Fire Protection Improvement Committee and letters of appointment 1968-1.974 Applications for Committee on Senior Citizens' Affairs 1977-1978 I consent to the destruction of the above --listed documents. INC,NT F. BIONDO, JR City Attorney I Miscellaneous correspondence and reports with Chamber of Commerce 1976-1978 Agenda Pills and correspondence with Chamber of Commerce 1976-78 Copies of applications and correspondence for postion of City Attorney 1971-1972 Miscellaneous correspondence — City Attorney 1961-1964 Miscellaneous memos — City Attorney 1967-1973 Miscellaneous correspondence and agenda bills — City Clerk 1963-1978 Form letters for distribution of documents 1975-1977 Correspondence and receipts for distribution of minutes and .agendas 1971-1975 Miscellaneous correspondence and memos with Council Members and miscellaneous agenda bills 1960-1978 Notices of Adjourned and Special Council Meetings 1958-1976 Information/Action Summary Sheets 1973-1978 Miscellaneous correspondence with Mayor 1961-1975 Miscellaneous correspondence with City Manager 1960-1975 Miscellaneous correspondence and documents — City Treasurer 1961-1974 Letters of thanks 1961-1967 Copies of Resolutions and correspondence,extending thanks 1965-1975 I consent to the destruction of the above —listed documents. IR l • l V'INCENT F. BIONDO, JR. City Attorney Agenda Bills re Committee on Senior Citizens' Affairs 1972.-1979 Applications for General Plan Housing Element Committee 1979 Duplicates of documents adopting var-i.ous uniform codes 1952-1964 Duplicates of various documents re building, department regula- tions and general correspondence re same 1965-1970 Assorted Agenda Bills and copies of documents and correspondence re various regulations monitored by the Building Department 1967-1975 Correspondence and Agenda Bills re building code violations 1966-1973 Correspondence, Agenda Bills, and copies of documents re various uniform codes 1960-1972 Miscellaneous correspondence re business licenses 1952-1978 Correspondence and copies of documents re non-profit organizations and permits to solicit for specified times 1972-1977 Miscellaneous correspondence with various departments of thee State 1959-1975 Copies of applications to Alcoholic Beverage Commission 1967-1975 Miscellaneous correspondence with the State Division of Beaches and Parks 1960-1974 Miscellaneous correspondence with the State Department of Motor Vehicles re City vehicles 1954-1973 Copies of applications submitted to the Public Utilities Commission by various companies 1960-1978 I consent to the destruction of the above- '.sted documents. qXV?I CVI CENr. BIONDO, JR. City Attorney Legal Advertising 1964-1976 City and Water Department yearly and quarterly audits 1952-77 Audit Report on Housing Authority 1974 Correspondence re ambulance service and Agenda Bills re purchase of ambulance 1968-1973 Correspondence and Agenda Bills and copies of documents re animals 1951-1974 Correspondence and Agenda Pills re North County Lifeline 1970-1978 Correspondence to and from Citizens' Industrial and Commercial Committee 1964-196; Correspondence re appointing a Citizen and Professional Advisory Committee on Seismic Safety and Geologic Hazards 1974 Letters of Appointment & Resignation to Harbor Commission 1960--1961 Report re proposed harbor sites along; San Diego County coast 1946 Report on boating plans - interim use of Agua Hedionda Lagoon 1966 Correspondence re formation of a Carlana Harbor District 1946-1966 Correspondence and Letters of appointment to various disbanded committees 1961-1973 Letters of appointment to members of the Public Works Commission 1960-1968 Correspondence and appointment letters - Central Business District Action Commission 1966-1972 I consent to the destruction of the above-]' ted documents. r. VIN F. BIONDO, JR. City Attorney ■1 Miscellaneous correspondence and Agenda Bills re drainage problems 1967-1973 Solicitati.cn Permits to Non -Profit Organizations 1971-1973 Memos and reports re Revenue Sharing Miscellaneous financial reports, correspondence and Agenda Bills 1960-1977 Agenda Bills and copies of documents re fund transfers 1961-1973 Agenda Bills re payment of bills and refund requests 1977 Fire Department miscellaneous correspondence, reports and Agenda Bills 1960-1974 Miscellaneous Agenda Bills, correspondence and reports re trash collection 1963-1978 Miscellaneous reports and correspondence re gas tax 1960-1972 Miscellaneous expired insurance certificates and bonds 1959-1978 Miscellaneous invitations 1966-1973 Correspondence re legislation 1960-1978 Correspondence re proposed location of library 1960-1964 Correspondence re construction of library 1965-1966 Correspondence and documents re maintenance and fixtures in library 1967-1968 Miscellaneous correspondence, annual reports, and Agenda Bills re library 1969-1976 Agenda Bills, letters of appointment and resignation library Board of Trustees 1960-1976 I consent to the destruction of the above --listed documents. VINCBNT F. BIONDO, JR. City Attorney IN Transmittal letters to rook Publishing Company 1970-1975 Copies of correspondence and documents re codification of ordinances 1962-1973 Distribution lists for codes 1959-1978 Miscellaneous correspondence, budgets, and reports - CPO 1966-1978 Miscellaneous correspondence and reports - League of California Cities 1960-1966 Miscellaneous correspondence with Parks and Recreation Commission 1960-1966 Applications for Parks and Recreation Director and miscellaneous correspondence 1966-1967 Applications for appointment to Parks and Recreation Commission 1960-1975 Miscellaneous correspondence re recreation programs 1968-1971 Form letters re creation of a Pop Warner team 1969-1971 Miscellaneous correspondence and Agenda Bills re Parks and Recreation 1960- Miscellaneous correspondence re trees Miscellaneous correspondence requesting; permits for a variety of activities Applications for positions in Planning Department 1962-1966 Loyalty Oaths for Census Takers 1969 Loyalty Oaths for Central Business District Action Commission 1968-1971 Miscellaneous petitions to Council 1963-1978 I consent to the destruction of the above -listed documents. VINCENT F. BiONDO, JR City Attorney Applications for Planning; Commission 1974-1975 Letters of appointment and resignation to Planning Commission 1960-1975 _ Miscellaneous Agenda Bills and correspondence re Planning Commission 1962--1973 Correspondence, Agenda Bills, and petition re noise ordinance 1970-1972 Correspondence, reports, and Agenda Bills re Police Department related activities 1961-1977 Agenda Bills and copies of proclamations 1960-1978 Letters of protest and complaint 1961-1975 Agenda Bills re purchase of items for Public Works Department and Department reports 1961-1972 Agenda Bills re purchase of a variety equipment 19.60-1978 Correspondence and Agenda Bills pertaining to various requests for information 1967-1975 Correspondence and documents re taxes 1960-1975 Agenda Bills re taxi regulations 1968-1973 Agenda Bills and correspondence re taxi companies no longer operating in the City 1956-1978 Interoffice correspondence with Traffic Safety Commission and Agenda Bills making appointments 1962-1972 Correspondence and Agenda Bills re Civil Defense 1955-1972 Correspondence re construction of new Post Office 1966•-1970 Correspondence re Small Craft Harbor 1963-1964 I consent to the destruction of the above -listed documents.. v VINCENT F. BTONDO, JR. City Attorney 0 Transcript of procceedings — public hearing on San Diego Gas & Electric — Encina Unit 5 March 3 & 4, 1972 Correspondence re City`s Underground -Ordinance 1964-1973 Documents, Agenda Bills and correspondence re Weed Abatement 1954 Transcript of proceedings — public hearing on abatement of wrecked vehicles — Dix 1968-1970 I consent to the destruction of the above —listed documents. L VINCENT F. BIONDO, JR. City Attorney