HomeMy WebLinkAbout1994-01-18; City Council; 12543; Request For Authority To Destroy Filesc AB # /+3-%3 TITLE:
MTG. 01-18-94 REQUEST FOR AUTHORITY TO DESTROY FILES
DEPT. FIN
DEPT. HD.
CITY ATTY
CITY MGR.
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my OF CARLSBAD - AG~OA BILL w G
RECOMMENDED ACTION:
Adopt Resolution No. $%/3' authorizing the destruction of certain files.
ITEM EXPLANATION
This agenda bill is part of a con&&g Record Management Program for City
Departments.
obsolete and unnecessary files in the Finance Department.
Section 34090 of the Government Code provides authority for destruction of
documents that are more than two years old and are no longer required. This
section also request 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:
Adoption of the Resolution will complete the destruction of
1. Records that affect title to real property. r
2. Minutes, Ordinances, or Resolutions of the City
Council or of any City Board or Commission.
The documents listed as Exhibit "A" 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:
None
EXHIBITS:
A)
B)
List of records desired to be destroyed.
Copy of revised Finance Department Record Retention list (reviewed and
approved by City Attorney and City Clerk 7/93).
Resolution No. 94-/.. authorizing the destruction of documents listed
in Exhibit A).
C)
b
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RESOLUTION NO. 94-15
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 is
uneconomical; and
WHEREAS, the documents listed on Exhibit "A", attached hereto 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 Government Code
Section 34090 for destruction; and
WHEREAS, the City Attorney has consented to the destruction of these
documents listed on Exhibit "A".
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.
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2. That the Finance Director is hereby authorized to destroy the
documents listed on Exhibit "A", attached hereto.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City
Council of the City of Carlsbad on the 18th day of JANUARY , 1994,
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by the following vote, to wit:
AYES: Council Members Lewis, Stanton, Nygaard, Finnila
NOES: None
ABSENT: Council Member Kulchin
ATTEST:
ALETHA L. RAUTENKRANZ, City Clerk
(SEAL)
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6 EXHIBIT "A"
Ambulance Run Reports
Ambulance Paid Invoices
Appropriation Ledgers 1959 thru 1961
Bank Reconciliations
Payroll/Canceled Checks 7/87 thru 12/89
Business Licenses 1986 thru 1987
General Journal Entries 7/81 thru 6/86
General Journd Vouchers 1968 thru 1981
Payroll Labor & Benefit Reports 1984 thru 1986 & 1988
Payroll Deduction & Distribution Lists 1982
Payroll Leave Register 1986
PEW Reports 1978 thru 1982
Travel Expense Forms 1985 thn.11988
Business License Audits 1982 thru 1986
warrants 3/88 thru 1/89
Correspondence "Chon" Files 1983 thru 1988
1/88 thru 12/89
1/88 thru 2/88 & 1/89 thru 5/89
FY 86/87, 87/88 & before
DESTRUCTION OF THESE RECORDS APPROVED
i2-a e L,
RON BALL, City Attorney
Y Date: Jh l2t 1 y?cf,