HomeMy WebLinkAbout1988-05-10; City Council; 9420; Request for Authority to Destroy Files0
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MTG. 5/10/88
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REQUEST FOR AUTHORITY TO DESTROY FILES
DEPT. HD._'\_..__
CITY ATTY Vffl
CITYMG~
RECOMMENDED ACTION:
Adopt Resolution No. /?,f'.-/Sl), authorizing the destruction of certain
files.
ITEM EXPLANATION:
This agenda blll is part of a continuing Record Management Program
for City Departments. Adoption of the Resolution will complete the
destruction of obsolete and unnecessary files in the Police Department
Record Division.
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 consent of the City Attorney
and the 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 propurty
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.j?/-/S-6, 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 the space savings
will be immediately realized.
EXHIBITS:
Exhibit "A", list of records desired ::o be destroyed
Resolution No. ,tJ..,/SO, authorizing the destruction of documents
listed in Exhibit "A".
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RESOLUTION NO. 88-150
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
6 is uneconomical; and
7 WHEREAS, Section 34090 of the Government Code provides authority for
8 the destruction of certain records; and
9 WHEREAS, the documents listed on Exhibit 11 A11 , attached hereto and made
10 a part hereof, have been reviewed by the Chief of Police; and
ll WHEREAS, the Chief of Police recommends that all documents listed on
12 Exhibit "A11 are more than two years old, are no longer required, and meet
13 the requir.ements of Government Code Section 34090 for destruction; and
14 WHEREAS, the City Attorney has consented to the destruction of those
15 documents listed on Exhibit "A";
16 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
17 Carlsbad, as follows:
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1. That the above recitations are true and correct.
2. That the Chief of Police is hereby authorized to des.troy the
2 0 document:s listed on Exhibit "A", attached hereto.
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l PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council
2 of the City of Carlsbad, California, on the 10th day of _..:.;M:::a
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3 1988, by the following vote, to wit:
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AYES: Council Members Lewis, Kulchin, Pettine, Mamaux and Larson
NOES: None
ABSENT: None
ll ATTEST:
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1 3 ALETHA L. RAUTENKRANZ, City Clerk
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EXHIBIT "A"
The Police Department, as part of their record management procedure
requests consent to destroy the following records:
Accid~nt Reports 1981-1982
Crime Reports 1981-1982
Incident Reports 1981-1~82
Misc. Complaint Reports 1981-1982
Courtesy Reports 1981-1982
Misc. Rap Sheets 1981-1982
Stored Vehicle Reports 1981-1982
Juvenile Records which
have been sealed for
five (5) years to date 1988
Copies of Citations
(Officer Copy) 1969-1986
Notify Letters 1984-1986
Misc. Correspondence 1984-1986
Activity Logs 1984-1986
Repossession Notices 1984-1986
Expired Bicycle Licenses 1986
I have reviewed the above list and certify that these records are
no long~r necessary and,meet all the criteria set forth in Section
34090 of the Government Code,
I have reviewed the above list and consent to the destruction of
the a:~ve listed documents.