HomeMy WebLinkAbout1988-08-02; City Council; 9559; Request for Authority to Destroy Filesz
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~o Cl~~~ OF CARLSBAD -AGENr.-BILL ~
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AB# 95' ~ ~ TITLE:
MTG. 8/2/88
DEPT,--=-F=IN:.:...-.;;.._
RECOMMENDED ACTION:
REQUEST FOR AUTHORITY TO DESTROY FILES
Adopt Resolution No. !f--J.t.J outhoriz:i.ng the de truction of certain files.
ITEM EXPLANATION:
This agenda bill is pai:t of ... continuing Record Management Program for City
Departments. Adoption of the Resolution will cornplet"' the destruction of
cbsolete and unnecessary files in the Finance Department.
Section 34090 of the Government Code provides authority for destruction of
documents that are more than two yeare 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 document.
Section 34090 does not authorize the destruction of the following:
1, Records that affect title to real property.
2. Minutes, Ordinances, or Ref.olutions of the City Council 01: of any City
Board or Commission.
The documents listed as Exhibit "A" to Resolution No. -'---' have been
reviewed in accordance ivith the p1·ovisions of the Government Code, and meet
those requirements and the City Attorney has con::ented to their destruction.
FISCAL IMPACT:
None
EXHIBITS:
1. Exhibit 11 A11 -list of records desired to be destroyed.
2. Resoluti.on No. ff-:1?3 authorizing the destruction of documents listed in
Exhibit 11 A11 •
E)~HIBIT "A"
-Business License Applications -1982
-Business License Audits -1980 -1982
-Cash Receipts -7/84 -6/85
Trial Balsnce Registers -1/84 -12/84
-Fixed Asset Records -1980 -1984
-Water Trial Balances -1/85 -4/85
-Water Registers -12/84 -7/85
-Trial Balances -5/85 -7/85
DESTRUCTION OF THESE RECORDS APPROVED
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RESOLUTION NO. 88-263
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE DESTRUCTION
OF CERTAIN FILES.
WHEREAS, maintaining all obsolete fi.les, correspondence and papers is
uneconomical, and
WHEREAS, Section 34090 of the Government Code provides authority for this
destruction of certain records, and
WHEREAS, the docwnents listed on Exhibit "A"', attached he1·eto and made a
part hereof, have been reviewed by the Finance Director, and
WHEREAS, the Finance Director recommends that all documents listed on
Exhibit "A" are no longer required, and meet the requirements of Govenunent
Code Section 34090 for destruction, and
WHEREAS, the City Attorney has consented to the destruction of these
docwnents listed on Exhibit II A 11 •
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 Finance Director is hereby authorized to destroy the
documents listed on Exhibit "A", attached hereto.
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PASSED, APPROVED AND ADOPTED at a regular meeting of the City Coundl of
the City of Carlsbad, California, on. the -1lliL day of August , 1988, by the
following vote, to wit:
AYES: Council Members Lewis, Kulchin, Pettine, Mamaux and Larson
NOES: None
ABSENT: None
ATTEST:
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ALETHA L. RAUTENKRANZ, City clerk
(SEAL)