HomeMy WebLinkAbout1982-01-05; City Council; 6724-2; Request for Authority to Destroy FilesCIT`. "DF CARLSBAD - AGENi ,��JILL
AB#_6724 - #2 TITLE: DEPT. HD. t'-A✓
MTG. 1/ 5/81 REQUEST FOR AUTHORITY TO DFSTROY FILES CITY A'1" y\
DEPT. CS CITY MGR,�o-
RECOMMENDED ACTION:
Adopt Resolution No. 6r7,S 9'", authorizing the destruction of
certain files.
ITEM EXPLANATION:
This is the third in a series of agenda bills relating to the
Records Management Program. This agenda bill pertains to the
files of the Purchasing and Finance Departments.
An inventory of the accumulation of files for the Purchasing and
Finance Departments has been completed. In addition,
discussions with tie respective department heads has resulted in the
determination that the files listed on Exhibit A to Resolution
No, �t ?, �'' are unnecessary and obsolete, and should be
destroyed.
Section 34090 of the Government Code provides authority for
destruction of documents which are more than two years old and
are no longer required. This Section also requires the cor8ent
of the City Attorney and authorization of the City Counci. 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 on Exhibit A to Resolution No. 7j` have
been reviewed in accordance with the provisions of the
Government Code and meet those requirements. The department
heads have recommended, and the City Attorney has consented to
their destruction.
FISCAL IMPACT:
The actual dollar savings will be realized as a space savings.
EXHIBITS:
Resolution No. authorizing the destruction of certain
documents.
3.
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17I
.18
19
20
21
22
23;
241
25
26
27
28�
M
RESOLUTION NO. 6758
A RESOLUTION OF THE CITY OF CARLSBAD, CALIFORNIA,
AUTHORIZING THE DESTRUCTION OF CERTAIN FILES.
WHEREAS, maintaining all obsolete files, correspondence and
pipers is uneconomical; and ,
I
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, the
Purchasing Officer, and the Finance Director; and
WHEREAS, the City Clerk, Purchasing Officer, and Finance
Director recommend that all documents listed on Exhibit "A" are
more than two years old, are no longer required, and meet the
requirement: of Government Code Section 34090 for destruction;
and
WHEREAS, the City Attorney has consented to the destruction
of those documents listed on Exhibit "All;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
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..
//f
4 PASSED, APPROVED, AND ADOPTED at a regular meeting of the
2 City Council of the City of Carlsbad, California, on the 5th
3 day of January , 1982, by the following vote, to wit:
4 AYES: Council Members Packard, Casler, Anear, Lewis and Kulchin
5 NOES: Ncme
6 ABSENT : None
7
9 RONALD C. PACKARD, Mayor
l0
ll ATTEST:
l3 ALETRA L. RAUTENKRANZ, City C1 rk
14 (SEAL)
15
16
17
18
19
20
21
22
23
24
25
26
27
28
3
Copies of Purchase Orders in numerical sequence 1973-1977
Copies of Purchase Orders in alpha sequence 1975-1977
Request for Warrants Proms wth copies of supporting
documentation 1939-1976
Cancelled checks and Bank Statements 1960-1975
Cash receipts 1961-1978
Check Registers 1970--1974
Alpha Check File 1959-1975
Documents re Crime Burglary Grant 1974-1976
Documents re Community Service Offices Grant 1972 - 1975
Copies of Serra Receipts 1973-1979
Overtime Reporting Forms 1975 - 1978
PEP Grant File Records 1972-1974
State Retirement Reports 1972-1978
Work orders (Water Dept.) 1949-1976
Street Improvement Bonds, Series I (closed) 1953
Work Orders (Carlsbad Mutual Water District) 1937-1955
Water Details 1975 -1977
Yellow copies o Request for Warrant Forms 1978-1979
Business Licenses 1966-1976
Business License Applications 1966-19,
I consent to the destruction of the abc