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HomeMy WebLinkAbout1996-03-05; City Council; 13526; Request to Destroy FilesCITY OF CARLSBAD - AGEWA BILL AB * -+ T’TLE: REQUEST FOR AUTHORITY DEPT. c!b DEPT. HD. I MTG. 3 ” -3 b TO DESTROY FILES RECOMMENDED ACTION: Adopt Resolution No. 96) - 6 ? authorizing the destruction of certain files in the Community Services DepartmentlRecreation Division. ITEM EXPLANATION: This agenda bill is part of a continuing Record Management Program for City Departments. Adoption of the Resolution will complete the destruction of obsolete and unnecessary files in the Community Services DepartmentlRecreation Division. 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 requests 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: 1. Records that affect title to real property. 2, Minutes, Ordinances, or Resolutions of the City Council or of any City Board or Commission. The documents listed as Exhibit “A“ to Resolution No. yb 6 ? 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: 1. Resolution No. 96 - 6 ? authorizing the destruction of documents listed in Exhibit “A. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 .. .- RESOLUTION NO. 96-69 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 part hereof, have been reviewed by the Community Services Director; and WHEREAS, the Community Services 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”, Il I/ /I Il I/ Il I/ I/ I/ Il Il Il Il I/ I/ Il 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 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. 2. That the Community Services Department / Recreation Division 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 held on the 5th day of MARCH J 1996, by the following vote, to wit: AYES: Council Members Lewis, Nygaard, Finnila, Hall NOES: None L ,- CLAUDE A. LEWIS, Mayor ATTEST: ALETHA L. RAUTENKRANZ, City .. Clerk J .- (SEAL) RESOLUTION NO. 96-69 * c 3 2 & 4 F . t r 1 E z 1c 11 12 12 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 EXHIBIT “A” THE FOLLOWING OBSOLETE OFFICE MATERIALS ARE FROM STAGECOACH, CALAVERA, AND HARDING COMMUNITY CENTERS: Activity Registrations (Classes, Triathlon, Daytrippers, Lagoon), 1987 - 1993 Cash Register Tapes, 1990 - 1992 Credit Memo/Refund Copies, 1987 - 1993 Oaily/Monthly Revenue Sheets, 1989 - 1993 Facility Applications, 1987 - 1994 Instructor Payment Requests, 1987 - 1988, 1 Open Play Gym Waiver Sheets, 1989 - 1992 992 Communication Files (Outgoing Memos, Copies for Record, etc.), 1984 - 1989 Request for WarranVPurchase Requisitions, 1989 - 1992 Telephone Message Books, 1993 - 1994 DESTRUCTION OF THESE RECORDS APPROVED: n RONM R. BALL, City Attorney -