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Home My WebLink About1995-06-27; City Council; 13210; DESTRUCTION OF RECORDS KEPT BY THE RISK MANAGEMENT DEPARTMENT' e u.4 > E % & .. z 0 F 0 d I 0 z 3 0 0 a GIa UF GARLSBAD - AGENP~ BILL '/'y wK DEPT. $t AB#.-& TITLE: CITY AT DEPT. t3M CITY MC RECOMMENDED ACTION: Adopt Resolution No.4'5-198 authorizing destruction of certain records kept by the Risk Management Office. ImM EXPLANATION Section 34090 of the Government Code provides authority for the destruction of documents that are more than two years old and no longer required. The consent of the City Attorney and authorization of the City Council also is required prior to the destruction of any document. The documents listed in Exhibit 2 have been reviewed in accordance with the provisions of Section 34090 of the Government Code and meet those requirements, and the City Attorney has consented to their destruction. L r- DESTRUCTION OF RECORDS KEPT BY THE RISK MANAGEMENT DEPARTMENT MTG. 6/27/95 Section 15400.2 of the California Code of Regulations provides authority for the destruction of workers compensation claim files that have been kept more than five years from the date of injury or from the date on which the last provision of compensation benefits occurred, whichever is later. The documents listed in Exhibit 3 (on file in Risk Management) have been reviewed in accordance with the provisions of Section 15400.2 of the California Code of Regulations and meet those requirements, and the City Attorney has consented to their destruction. FISCAL, IMPACT None. EXHIBITS 1. Resolution No. 95 "/7b 2. List of general correspondence records to be destroyed. record of employee seeking treatment within the last 5 years is on file in Risk Management. 3, List of workers compensation files, over 5 years old, on separated employees with no I t ) _- 1 2 3 4 5 6 7 8 9 10 l1 12 13 14 15 l6 ’’ 18 19 20 21 22 23 24 25 26 27 28 m 0 RESOLUTIONNO. 95-178 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS KEPT BY THE RISK MANAGEMENT OFFICE. The City Council of the City of Carlsbad resolves: 1. That pursuant to Section 34090 of the Government Code the Risk Management Office is authorized to destroy general correspondence records over two years old as shown in Exhibit 2. 2. That pursuant to Section 15400.2 of the California Code of Regulations the Risk Management Office is authorized to destroy workers’ compensation claim files that have been kept more than five years from the date of injury or from the date on which the last provision of compensation benefits occurred, whichever is later, and which are on file in the Risk Management Office. 3. This resolution shall not authorize the destruction of any record which the City Attorney deems is necessary for the ongoing or current activity of the office of the Risk Manager. ? _- 1 2 3 4 5 6 7 a 9 10 11 12 13 e 0 PASSED, APPROVED AND "ED at a Regular Meeting of the City Council of the City of Carlsbad on the 27th day of vote, to wit: JUNE 1995, by the following AYES: NOES: None ABSENT: None Council Members Lewis, Nygaard, Kulchin, Finnila, Hall ATTJZST: 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 I ALETHAL. 0 0 DEPARTMENT SUBJECT FILES TO BE DESTROYED BOX #I Contains files for fiscal year 1986187 and prior years Agenda Bills for FY 1984-87 Cal-OSHA Log for Calendar Year 1986 Certificates of Insurance Issued by the City for FY 1986-87 City Manager Conditional Use Permits FY 1986-87 County of San Diego - Department of Health Services - Description of Occupational Health Program Services 2/25/87 offered in 1987 RIMS - Correspondence FY 1986-87 Traffic Survey Request from the Police Department - 1987 Safety Inspections Cal-Surance - FY Safety Training - Classes Held- FY Seminars Attended during FY 1986-87: Collective Bargaining 1/28-30/87 PRIMA Conference 2/15-20/87 Waxie Products meeting OSHA law National Coalition of Health on health fraud 2/26/87 SPECIAL EVENTS - Application and related correspondence for the following events: Bike-A-Thon - 10/19/86 Book Fair - 5/17/87 Boys & Girls Club City of Carlsbad Youth Basketball - 12/86-3/87 Boys & Girls Club City of Carlsbad Adult Basketball - 1/87-6/87 Boys & Girls Club Carnival - 2/12/- Bud Light USTS - 9/14/86 Carlsbad Body Board Contest - 1986 Carlsbad Body Surfing Contest - 1986 Carlsbad Triathlon - 1986 Carlsbad 4th of July Comm.-I986 City Auction - 6/13/87 Flower Festival Tour de Fleur-6/6/87 Jazzercise 5K - 10/26/86 Mony Tournament of Champions - 1/4- 12/87 1986-87 1986-87 Dues & Subscriptions - Invoices 1986/1987 City of Carlsbad Fire Inspection Reports - City facilities - FY 1985-86 Golf Course Easements - Correspondence 1986 Towers, Perrin, Forster & Crosby - Group Benefit Consulting Services Agreement 1986 1611 987 The Index System - Correspondence 1987 Injured on Duty Lists - FY 1986-87 Permits to Operate (Tank) 1988 - County of San Diego 1987 Prima Conference - 2/15-20187 1 0 0 DEPARTMENT SUBJECT FILES TO BE DESTROYED Outlaw Biathlon - 4/5/87 Peace Run - 6/15/87 San Diego Symphony Pops Concert- 8/31 /86 6/30/87 Seawall Dedication - 6/26/87 St. Patrick's School Carnival-5/2/87 Stagecoach Park Dedication-5/30/87 Village Faire - May 1987 Village Merchants Band Concert- 6/20/87 Wheat Thins/Del Monte Grand Prix- 911 4/86 10K Run - 11/2/86 Miscellaneous-Block Party 6/13/87 Departmental Temporary Agency Billing Records - Request for Warrants for FY 1987188 Carlsbad Police Department Vehicle Storage Hearing Request - FY 1986/87 Xerox Charges - internal invoices for FY 1986187 INCOMING CORRESPONDENCE Certificates of Insurance naming the city as an additional insured with expiration of coverage dates prior to January through June 1987 DEPARTMENTAL OUTGOING CORRESPONDENCE December 1 986 January through June 1987 DEPARTMENTAL PURCHASE REQUISITIONS FY 1986-1987 DEPARTMENTAL REQUEST FOR WARRANTS July 1986 through June 1987 2 e 0 DEPARTMENT SUBJECT FILES TO BE DESTROYED BOX #2 Contains files for FY 1987188 Agenda Bills for PI 1987-1988 Arbitration Services - Letter of solicitation I988 Books & Publications - Requests for Warrants 1987-88 CSlA - Notice of 58th Annual Meeting - Daley & Heft - Correspondence 1987 Dues & Subscriptions - Invoices 1987 Emergency Training - Correspondence regarding reference materials 1988 Federal Express - Request for Warrants 1987 Fine Arts Insurance Program (AMAA) - Correspondence 1987 Fire Inspection Notices of City facilities 1 987 The Index System - Correspondence regarding 1983-87 Injured on Duty Lists - 1987-88 Insurance Proposals - 1987 Janitorial Service Agreement (Proposed) - 1988 Equipment Lease Agreement - Offset Press 1988 Legislative Platforms - Correspondence 312-4188 Cal-OSHA Log for Calendar years 1987, 1988 and 1989 Cal-Surance Associates, Inc. - Correspondence and invoices for FY 1987188 Carl Warren & Co. - Correspondence 1986-87 Carl Warren & Co. Billing Investigative Services - Requests for Warrants 1987- 1988 Certificates of Insurance Issued by the City for FY 1987188 City Manager’s Action Requests - FY 1987188 Colen & Lee - Request for quote for 3rd party administrative services for workers compensation 1987 1988 City Manager Conditional Use Permits - FY 1987188 Correspondence 1987 County Service Agreements - Correspondence 1987 Correspondence 1987 Liability Self-Insurance Fund - Loss Prevention Committee - 3 0 DEPARTMENT SUBJECT FILES TO BE DESTROYED Management Retreat - 12/10 & 11/87 - 1 987-88 Correspondence National Flood Insurance Program - FEMA - Request for information 1988 NCRRA (Trash to Energy Plant) - Correspondence 1987/88 Office Inventory - 1987 Pacific Bell - Invoices 1987 Padre Pool Co. - Correspondence regarding Right-of-Entry Agreement Crest Drive 1988 PARMA (Public Agency Risk Managers Assoc.) Workshop Agenda 1987-1 988 PARMA Annual Conference - 1988 PARMA Seminar - 6/14/88 Miscellaneous Prevailing Wage Information - 1988 PRIMA - Membership correspondence PRIMA Conference 1988 American Society of Safety Engineers - Membership information 1087 Public Event Insurance - Correspondence 1988 1987J88 Purchase Orders - Blankets 1987 Request for Warrants Miscellaneous PI RIMS - Membership correspondence 1987.1988 County Road Rating Project - 1988 Correspondence BOX #3 Safety Hazard Files - Correspondence from 1988 and prior on the topics listed below: Carlsbad Airport Centre Carlsbad Blvd. Promenade Project Kelly Preserve - Artificial Lake Tamarack and Carlsbad Blvd. Traffic Signal Installation and Maintenance Trip Hazard at Library Union Oil of California Railroad Tracks Safety Inspections 5/13 & 16/1988 Maureen Sassoon and related safety inspection correspondence Safety Inspection 7/29-30/87 The Cal- Surance Group and related correspondence Safety Referral Reports - N 1987/1988 Safety Suggestion correspondence Safety Training - Schedules and attendance records and related correspondence 1987-1 988 4 e 0 DEPARTMENT SUBJECT FILES TO BE DESTROYED Special Events (Files 1, 2, 3 & 4) - Applications and related correspondence regarding listed American Diabetes Assoc. Bike a Thon 10/18/87 Hosp Grove Clean Up America’s Cup Display - 6/29/88 Auto Faire - 4/15-24/88 Batiquitos Festival of Arts Beck Fire Apparatus Trade Show - 4/27-30/88 Big Bang Bar-B-Que - 6/27/87 Bike for Breath Bikathon Book Fair - 5/15/88 Boys & Girls Club of Carlsbad Christmas Tree Lot - 11/30/87 - Bud Light Triathlon - 9/13/87 Buena Vista Lagoon Clean-up Day 1 1 /7/87 Cardiff Adult Softball Association 22/88 Carlsbad 5,000 - 7/26/87 Carlsbad 5,000 - 3/27/88 Carlsbad Bobby Sox - 6/4/88 Carlsbad Boys & Girls Club Carnival - 2/11-17/88 Sammis Properties Pops Concert Carlsbad By The Sea Tea & Tour Cultural Arts Outdoor Sculpture Exhibition - 10/12/87-12/2/87 Girls’ & Boys’ Club Benefit Carnival - Great Dane Club - 4/30/88 Household Toxics Disposal Program - 1 /30/88 Hughes Aircraft Softball Game - 6/4/88 Jet Ski Races - 5/21 & 22/88 Kole Co. Soft Ball Tournament - 1987 Kole Co, Soft Ball Tournament - 6/17 & Life’s a Beach Surf Gear 8/13/87 Make A Circus 10/3/87 Matters None Mini Trucks - 3/20/88 MONY Tournament of Champions Mothers of Preschoolers Softball Game 6/18/88 Multiple Sclerosis Bike Ride - 5/21 & North Coast Presbyterian Church Softball Game - 5/22/88 Oktoberfest - 9/26/87 Peace March - 6/15/88 San Diego Collie Club Dog Show - events: 9/3-7/87 Big Bang Fireworks - 7/4/87 18/88 12/14/87 1 /13/87-1 /I 7/87 Carlsbad High School Lancer Day Parad e 1 0/23/87 Carlsbad Union Church Children’s Carnival 10/31/87 Carrillo Ranch Heritage Celebration 1 0/17/87 Spring Faire 5/1/88 Christmas Tree Lighting 12/6/87 City of Carlsbad Pops Concert 8/30/87 C & M Club - 1988 Come Hell or High Water Stage Race Crop Walk 10/18/87 1987 2/27/88 San Diego County American Terrier San Dieguito Boys & Girls Club Third Annual Bike Tour - 1987 San Dieguito Surf Soccer - 6/20-24/88 St. Elizabeth Seton Catholic Church Fund Raiser - July 17-19, 1987 St. Patrick’s School Carnival - 5/21/88 Taylor Made Golf Co. Employee Party - Carlsbad Triathlon - 1987 ASSOC. - 6/4 & 5/88 5 0 0 *. DEPARTMENT SUBJECT FILES TO BE DESTROYED Tri-City IOK Run November 22, 1987 U . S. Volley bal I Association Village Art Fair - 4/16/88 Village Faire - Fall 1987 Walk for Mankind - 3/12/88 1887 Day Celebration - 9/12/87 Miscellaneous - Memo to staff regarding clarification of “liquor“ for special events Solamar Mobile Estates - Insurance requirements for establishment of Park and related correspondence Temporary Agency Billing Records - Invoices and Request for Warrants PI 1907188 Request for JransferIAppropriation of Funds completed forms - FY 1987188 Work Order Request forms - N 1907188 Worker’s Compensation miscellaneous correspondence - FY 1987/88 Worker’s Compensation Legislative Reform Correspondence - FY 1987/88 Xerox internal charges - FY 1987188 agenda\files 6