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HomeMy WebLinkAbout1988-08-02; City Council; 9559; Request for Authority to Destroy Filesz 0 ti c( ..J 0 z :::, ,0 0 ~o Cl~~~ OF CARLSBAD -AGENr.-BILL ~ ---------..---- 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 7 8 9 10 ll 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 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. II II II II II II II II II l 2 3 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 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: ~ ~ ALETHA L. RAUTENKRANZ, City clerk (SEAL)