HomeMy WebLinkAbout1991-06-04; City Council; 11170; Request for Authority to Destroy FilesCl-’ OF CARLSBAD - AGENr-. BILL
AB# /I, /T@ TITLE:
MTG. d -q- ‘?/ REQUEST FOR AUTHORITY TO DESTROY FILES
DEPT. RED
RECOMMENDED ACTION:
Adopt Resolution No, q/-l'!jv authorizing the destruction of certain files.
This agenda bill is part of a continuing Records Management Program by city departments. Adoption of the Resolution will complete the destruction of obsolete and unnecessary files in the Housing Division of the Housing and Redevelopment Department.
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 property. 2. Minutes, Ordinances or Resolutions of the City Council or of any City Board or Commission.
In addition, the U.S. Department of Housing and Urban Development (HUD) requires the retention of housing files that are less than three years old.
The documents listed as Exhibit A to Resolution No. q\F\fiq have been reviewed in accordance with the provisions of the Government Code and HUD, and meet those requirements. The City Attorney has consented to their destruction.
FISCAL IMPACT:
There is no fiscal impact as a result of this action.
EXHIBITS:
1. Exhibit A, list of records desired to be destroyed.
2. Resolution No. qr-/S? authorizing the destruction of documents listed in Ehhibit A.
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RESOLUTION NO. 91-159
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIBINc3 THE DESTRUCTION OF CERTAIN FILES
WHEREAS, maintaining all obsolete files, correspondence
4 and papers is uneconomical; and
5 WREREAS, the documents listed on Exhibit A, attached
6 hereto, have been reviewed by the Housing and Redevelopment
7 Director; and
8 WREREAS, the Housing and Redevelopment Director
9 recommends that all documents listed on Exhibit A are no
10 longer required, and meet the requirements of the U.S.
11 Department of Housing and Urban Development and Government
12 Code Section 340490 for destruction; and -
13 WHEREAS, the City Attorney has consented to the
14 destruction of these documents listed on Exhibit A.
15 NOW, THEREFORE, BE IT HEREBY RESOLVED, by the City
16 Council of the City of Carlsbad, California, as follows:
17 1. That the above recitations are true and correct.
18 2. That the Housing and Redevelopment Director is
4 hereby authorized to destroy the documents listed on Exhibit
20 A, attached hereto.
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1 PASSED, APPROVED, AND ADOPTED at a regular meeting of
2 the City Council of the City of Carlsbad, California held on
3 the 4th day of June I 1991, by the following vote, to
4 wit:
5 AYES: Council Members Lewis, Kulchin, Larson and Nygaard
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NOES: None
ABSENT: Council Member Stanton
ATTEST: I
ALETHA L. RA~TENKRANZ, City dn8rk
(SEAL)
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E&IIBIT A
HOUSING RECORDS
0 Tenant files prior to 1988
DESTRUCTION OF THESE RECORDS APPROVED: