HomeMy WebLinkAbout1991-08-20; City Council; 11298; Request for Authority to Destroy FilesCl;- OF CARLSBAD - AGENC l BILL 2
AB# 11, a48 TITLE:
MT& 8-20 -71 REQUEST FOR AUTHORITY TO
DESTROY FILES
DEPT. RED
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RECOMMENDED ACTION:
Adopt Resolution No. (J/-J66 authorizing the destruction of certain files.
ITEM EXPLANATION:
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 Redevelopment 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 340490 does not authorize the destruction of the following:
1.
2.
Records which affect title to real property.
Minutes, Ordinances or Resolutions of the City Council or of any City Board or
Commission.
In addition, section 85.42 (b)(l) of the U.S. Department of Housing and Urban
Development (HUD) Rules and Regulations requires the retention of Block Grant files
for three years from the date the city submits its last expenditure report.
The documents listed as Exhibit A to Resolution No. have been reviewed in
accordance with the provisions of the Government Code and HUD regulations, and
meet those requirements. The City Attorney has consented to their destruction.
FISCAL IMF’ACI?
There is no fiscal impact as a result of this action.
EXHIBITS:
1. Resolution No. “I 1-2 b6, authorizing the destruction of documents listed in
Exhibit A.
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RESOLUTION NO. 91-266
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING TEE DESTRUCTION OF CERTAIN FILES.
WHEREAS, maintaining all obsolete files, correspondence
and papers is uneconomical; and
IVEEREAS, the documents listed in Exhibit A, attached
hereto and made part of, have been reviewed by the Housing and
Redevelopment Director; and
WREREAS, the Housing and Redevelopment Director
recommends that all documents listed on Exhibit A are no
longer required, and meet the requirements of section
85.42(b)(l) of the U.S. Department of Housing and Urban
Development (HUD) rules and regulations, and Government Code
Section 340490 for destruction; and
WEEREAS, the City Attorney has consented to the
destruction of these documents listed on Exhibit A.
NOW, THEREFORE, BE IT HEREBY RESOLVED, by the City
Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the Housing and Redevelopment Director is
hereby authorized to destroy the documents listed on Exhibit
A, attached hereto.
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1 PASFED, APPROVED, AND ADOPTED at a regular meeting of
2 the City Couxil of the City of Carlsbad, California held on
3 the 20th day of August , 1991, by the following vote, to
4 wit:
5 AYES: Council Members Lewis, Kulchin, Larson, Stanton and Nygaard
6 NOES: None
7 ABSENT: None
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11 ATTEST : 12
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14 ALETEA L. RAU)rENKRANZ, City Cl&k 15
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EXHIBITA
lEDJZVELOPMENTAGENCYFILES
Prior to 1988
Community Development Block Grant Administration Files (2nd through 10th
ye=)
Community Development Block Grant Projects Files (2nd through 10th year)
Redevelopment Agency Active Files
Associations and Committees Files
Miscellaneous Newsletters Files
Miscellaneous Reports and Surveys Files
Miscellaneous Financing Files
Redevelopment Office Operations Files
Miscellaneous Research (other Cities) Files
DESTRUCTION OF THESE RECORDS APPROVED: