HomeMy WebLinkAbout1986-08-05; City Council; 8715; Request for Authority to Destroy Files0
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!V!TG. 8/5/86
DEPT. FIN
REQUEST FOR AUTHORI-TY TO DESTROY FiimS ~:;~.::::.~
RECOMMENDED ACTION:
Adopt Resolution No . .K._1 IS. authorizing the destruction of certain files.
ITEM EXPLANATION:
This agenda bill is part of a continuing Record Management Progrmi:i for
City Departments. Adoption of the Resolution will complete the destruction
of obsolete and unnecessary files in the Finance Department.
Section a4090 of the Government Code provides authority for destruction of
documents that are more than two years old and are no longer required.
This section also requires the consent of the City Attorney and the author-
ization of the City Council prior to the destruction of any document.
Section 34090 does not authorize the destruction of the following:
1. Records that affect title to real property.
2. Minutes, Ordinances, or Resolutions of the City Council or
of any City Board of Commission.
The documents listed as Exhibit 11 A11 to Resolution No. f?IS', 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:
None
EXHIBITS:
1. Exhibit 11 A11 -list of records desired to be destroyed.
2. Resolution No. Y1 IS-, authorizing the destruction of documents
listed in Exhibit 11 A 11 •
EXHIBIT 'A'
-Request for Warrant Forms with supporting documentation
and Blue copies of Warrants -1/78 -6/81
-Bank Statements and Cancelled Checks -6/79 -6/81
-Cash Receipts -1/79 -7/83
-Business Licenses -1980
-Business License Applications -1977 -1980
-Work Orders (Water Dept.) 1976 -1979
-Water Bill Detail Lists -1977 -1982
-Fixed Asset Records -1979 -1981
DESTRUCTION OF THESE RECORDS
APPROVED
DANIELS. HENTSCHKE
Assistant City Attorney
l RESOLUTION NO. 8715
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY
"OF CARLSBAD, CALIFORNIA, AUTHORIZING THE
3 DESTRUCTION OF CERTAIN FILES.
4 WHEREAS, maintaining all obsolete files, correJpondence and papers is
5 uneconomical; and
6 WHEREAS, Section 34090 of the Gov~rnment Code provides authority for
7 this destruction of certain ·re~ords; and
8 WHEREAS, the documents listed on Exhibit 11 A11 , attached hereto and
9 made a part hereof, have been reviewed by the Finance Di.rector; and
10 WHEREAS, the Finance Director recommends that all documents listed
11 on Exhibit 11 A II are no longer required, and meet the requirements of
12 Government Code Section 34090 for destruction; and
13 WHEREAS, the City Attorney has consented to the destruction of
14 these documents listed on Exhibit "A".
15 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City
16 of Carlsbad, as follows:
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1. That the above recitations are true and correct.
2. That the Finance Director is hereby authorized to destroy the
documents listed on Exhibit II A 11 , attached hereto.
PASSED,APPROVED AND ADOPTED at a regulat> meeting of the City
Council of the City of Carlsbad, California, on the 5th day of _August
1986, by the following vote, to wit:
AYES: Council Members Casler, Lewis, Chick and Pettine
ATTEST:
(SEAL)