HomeMy WebLinkAbout1995-01-17; City Council; 12983; Destroy files authority requestAB# 12, 983 TITLE:
MTG. /-13-95 REQUEST FOR AUTHORITY
DEPT. TO DESTROY FILES
DEP
CITY
CITY
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RECOMMENDED ACTION:
Adopt Resolution No. 9 5- 1 z authorizing the destruction of certain files.
ITEM EXPLANATION:
This agenda bill is part of a continuing Record Management Program for Ci
Departments. Adoption of the Resolution will complete the destruction of obsolete ai
unnecessary files in the police administrations section.
Government Code Section 34090 provides authority for destruction of documen
which are more than two years old and are no longer required. This Section al
requires the consent of the City Attorney and the authorization of the City Council pri
to the destruction of any documents.
Section 34090 does not authorize the destruction of the following;
1. Records which affect title to real property.
Commission.
2. Minutes, Ordinances, or Resolutions of the City Council or of any City Board
The documents listed as Exhibit A to Resolution No. %< - 1 L have been reviewed
accordance with the provisions of the Government Code, and meet tho:
requirements and the City Attorney has consented to their destruction.
FISCAL IMPACT:
The dollar savings is difficult to determine, but the space savings will be immediatt
realized.
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RESOLUTION NO. 95 - 12
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, Section 34090 of the Government Code and Police Department Policy
No. 2.4 provides authority for the destruction of certain records; and
WHEREAS, the documents listed on Exhibit “A”, attached hereto and made a part
hereof, have been reviewed by the Chief of Police; and
WHEREAS, the Chief of Police recommends that all documents listed on Exhibit “A
are more than two years old, are no longer required, and meet the requirements of Governmc
Code Section 34090 and Police Department Policy No. 2.4 for destruction: and
WHEREAS, the City Attorney has consented to the destruction of those documents
listed on Exhibit “A”;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsl
as follows:
1. That the above recitations are true and correct,
2.
“A’, attached hereto.
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That the Chief of Police is hereby authorized to destroy the documents listed on Exhi
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PASSED, APPROVED AND ADOPTED at a regular meeting
Carlsbad City Council held on the 17TH day of JM
1995, by the following vote to wit:
AYES:
NOES: None
Council Members Lewis, Nygaard, Kulchin, Finnila, Hall
ABSENT: None
ATTEST:
ALETHA L. RAUTENKRANZ, City filerk
(SEAL)
w w
EXHIBIT “A”
The Police Department, as part of their records management procedure
requests consent to destroy the following records:
Training Files Past Employees 1980 - 1989
Past Employee Background Package 1980 - 1987
Background Package of applicants not hired 1980 - 1992
Citizen Complaints 1980 - 1989
Internal Affair Records 1980 - 1989
......................................................
I have reviewed the above list and certify that these records are no longt
set forth in Section 34090 of the
I have reviewed the above list and consent to the destruction of the abov
ocuments. ‘in-=! Q. L.
Ronald R. Ball, City Attorney
DATE: TAa 3, /CS r*