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Home My WebLink About1996-03-19; City Council; 13555; DESTRUCTION OF RECORDS KEPT BY THE RISK MANAGEMENT DEPARTMENTAB # m MTG.~-H-?& DEPT. RM " T'TLE: DESTRUCTION OF RECORDS KEPT BY THE DEPT. HD. & CITY MGR, 2 RISK MANAGEMENT DEPARTRENT CITY ATTY e , 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 0 m RESOLUTION NO. 9 6 - 9 3 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. 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. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 19th day of MARCH 1996, by the following vote, to wit: AYES: Council Members Lewis, Nygaard, Kulchin, Finnila, Hall NOES: None ABSENT: None ATTEST: NETHAL. &A I;J I'JI 1 - 0 GENERAL CORRESPONDENCE FILES FOR FISCAL YEAR 1987-1988 File Name OUTGOING CORRESPONDENCE PURCHASE REQUISITIONS REQUEST FOR WARRANTS Desc r i c3 t io n Chronological file from July 1987 - June 1988 Copies from July 1987 - June 1988 Copies from July 1987 - June 1988 c 1 z- 0 0 GENERAL CORRESPONDENCE FILES FOR FISCAL YEAR 1988 -1989 File Name Description Agenda Bills Books & Publications Cal-Surance Assoc. Inc Carl Warren & Co. Carl Warren & Co. Certificates of Ins Computer Usage Invoice Internal invoices Conditional Use Permits Contracts for Insurance Requirement Review comments: Copies of agenda bills for FY 1988/89 Copies of invoices Copies of invoices Cover sheets for forwarding data processing Copies of invoices Copies of certificates issued by the City for City sponsored events Copies of applications Copies of the following contracts and any CLC Vending HVAC Maintenance Agreement Library Fire Protection System Mira Costa College Agreement for Use of Facility Takmarine Trash Collection Agreement Pamphlets and information on how different companies perform Copies of request for warrants and statements Copies of funds transfer request Tracking sheets Meeting notice, agenda and council policy statement Correspondence regarding removal of boxes Correspondence regarding language for participant coverage Speaking engagement notes Lease and recommendation of insurance coverage Copies of miscellaneous request for warrants Bierly & Associates Copies of invoices printouts Loss Prevention Training Agreement Department of Insurance Dues & Subscriptions Fund Transfers Injured on Duty List Mayor’s Kitchen Cabinet Newspaper Recycle Boxes Parks & Recreation Athletic Events Parks & Recreation Society 9120188 Regional Training Center Request for Warrants RIMS Meeting notices PARMA Meeting agendas 2 0 a SAFETYHAZARDS Files include correspondence regarding the following subjects: Beech Street Sidewalk Chip Sealing Program - Certificate of Insurance Swim Complex - Lighting, Solar Panels, Pool Drainage, and Deck Renovations Miscellaneous - Farmers Insurance and CBD and PAR U/M Sign-in sheets for safety training sessions held in department Completed referrals for FY 1988/89 Done by Human Resources and Dr. Maureen Sassoon Agendas, notes and any applicable request for warrants for the attendance at the following: Principles of Industrial Safety - 6/14/89 Privacy Issues in the Workplace - 3/9/89 Stress Management Seminar - 2/2/89 Risk Mgmt. & Traffic Safety - 1/24/89 Mock Trial Seminar - 11/1/88 Risk Mgmt. & Safety Techniques for Recreation - 10/12/88 CA Mfg. Assoc Annual W/C Conference 10/5- 7/88 Copies of permit and insurance if applicable for the following events: Aka Drywall Picnic - 7/30/88 Batiquitos Fitness Symposium - 5/13/89 Bel Canto Ensemble Valley Jr. High - 6/3/89 Big Bang Fireworks - 7/4/88 Block Party Syme Dr. - 6/24/89 Block Party Corvallis St. - 6/10/89 Body Surfing & Body Board Contest - 8/6 & Book Fair - 5/21/89 Buena Vista Lagoon Annual Clean-up 6/24/89 Buena Vista Lagoon Clean-up 7/30/88 Carlsbad 5,000 - 4/2/89 Carlsbad Board of Realtors Picnic - 8/12/88 Carlsbad Boys & Girls Club FY 1988/89 Activities Carlsbad Boys & Girls Club Carnival - 2/16- 20/89 SAFETY MISCELLANEOUS Safety Referrals Safety Training SEMINARS SPECIAL EVENTS 7/88 and 911 0 & 1 1/88 3. B e Special Events (Continued) Carlsbad Boys & Girls Club Carnival - 9/1-5/88 Carlsbad Boys & Girls Club Fund Raiser - 6/53 & 10/89 Carlsbad Boys & Girls Club Fund Raiser - 7/16/88 Carlsbad National Little League FY 1988/89 Activities Carlsbad Oaks East Business Park Grand Opening - 9/29/88 Carlsbad/Oceanside Art League Display - 6/17- 18/89 Carlsbad/Oceanside Art League Display - 11/19 & 20/88 Carlsbad Triathlon - 7/10/88 Championship Kart Racing Assoc - 7129-31/88 City of Carlsbad Youth Basketball Program - City Property Auction - 6/10/89 Community Interface Services - 3/17/89 Crop Walk - 11/6/88 Elite Racing Catered Dinner - 4/1/89 Families Against Drugs Dance - 2/11/89 Haasl Fund Raiser - 10/22/88 Hughes Aircraft Picnic - 9/14/88 Indiana Plumbing Supply Picnic - 7/29/88 Jazz in the Parks Series - 1988 La Costa 35 Athletic Club Activities La Costa Hotel & Spa Party - 7/14 & 15/88 La Costa Youth Organization Activities - Lancers Day Parade - 10/21/88 Leucadia Soccer Club Activities- 8/20 - 1 2/3 1 188 Leucadia Soccer/Surf Soccer Club - 9/12 - 1 4/88 MakeA-Circus - 9/27/88 Mony Tournament of Champions - 1/2 - 9/89 North County Art Assoc. Display - 4/1/89 North County Restaurant Softball Assoc North County Soccer Club North County Tennis Network - 1989 Activities Ocean Knoll Elementary School Park Activity - 6/28/89 113 - 3/17/89 2/20/89 - 6/24/89 6/7/88-8/30/88 4 0 0 Special Events (Continued) Oktoberfest - 10/8/88 Outdoor Sculpture Exhi bition - 10/30/88 - 1 /5/89 Performing Arts Theater of Handicapped - 5/20/89 Pop Warner Little Scholars Pops Concert - 9/4/88 Questar Pictures Filming - 12/10 & 11/88 Sammis Properties Outdoor Concerts - June- August 1988 San Diego County American Terrier Assoc. Training - 6/3 & 4/89 Practice - 1 1/14/88 - 611 /89 Santa Fe Christian School Practice- 11/14/88 - 1 2/ 1 6/88 SDSU Basketball Clinic - 11/19/88 Smith Manufacturing Picnic- 10/29/88 St. Elizabeth Seton Catholic Church 5K Run/Walk - 10/1/88 St. Patrick’s School Carnival - 5/20/89 Swing With Your Heart Softball Tournament - 3/11 & 12/89 Tree Lighting Ceremonies - 12/4/88 Tri-City Hospital Park Activity- 9/25/88 USTA Tennis Match - 1988 USTA Carlsbad Tennis Network - 1989 US Youth Soccer Assoc,, San Dieguito Youth Soccer League Village Faire - 5/7/89 Village Faire - 11/6/88 Walk for Mankind - 3/4/89 Watchtower Bible & Tract Society - 3/24 - 27/89 Safety Pals Program-Information and liability opinion Telephone logs Copies of request for warrants and billing statements Copies of completed forms Copies of completed forms Chronological file from July 1988 - June 1989 Copies from July 1088 - June 1000 Copies from July 1988 - June 1989 San Dieguito Union High School Basketball SPECIAL PROJECTS Telephone Call Account Records Temporary Agency Billing Records Transfer of Funds Work Order Xerox Expense Internal Billing Records OUTGOING CORRESPONDENCE PURCHASE REQUlSlTl ONS REQUEST FOR WARRANTS 5 e 0 GENERAL CORRESPONDENCE FILES FOR FISCAL YEAR 1989-1990 File Name Description Agenda Bills Audit Report 1988-89 Books & Publications Carl Warren & Co. Cert. of Ins. Issued by City Computer Usage Invoice Internal invoices CON TRACTS Copies of agenda bills for FY 1989-90 Response to auditors request for documents of insurance coverag e Copies of requests for warrants and related bills Transmittal letter of data processing printouts Copies of certificates issued by City for coverage Copies of contracts forwarded for review for insurance requirements: Remodeling of Fire Stations 1 and 2 Replacement of Library Water Cooler Tower B & B Engineering Cherry Avenue Stairway Cultural Arts Programs Copies of request for warrants and statements Results of inspection of 8/24/89 Files include copies of applications and insurance if applicable for the following events: American Red Cross - Disaster Preparedness Van at Safety Center Bornstein/Norman Wedding Reception 2/24/90 Boys & Girls Club Award Dinner 3/29/90 Carlsbad American & National Little League - Carlsbad American Little League - 3/1/89 - 7/29/89 Carlsbad Bobby Sox Softball League - 2/1/89 - 7/29/89 Carlsbad Tennis Network 1/1/89 - 1/1/90 Celo Pacific Bicycle Club Use of Park - Dues & Subscriptions Facility Inspection FACILITY USE APPLICATIONS 2/26/90 - 6/30/90 12/26/89 - 12/29/89 C&M Society Certificate of Insurance - Expires 9/15/89 Domino’s Pizza Team Tennis - 10/2/89 - 1 1/6/89 Encina Water Pollution Control Facility Picnic - 1 0/21/89 Farmers Insurance Co. Picnic - 8/12/89 6 m 0 Facility Use Applications (Continued) Fox Labs/Puritan Bennett Picnic - 6/9/90 9/23/89 Mike Hovenic Soccer Camp - 8/21-25/89 Mike Hovenic Soccer Camp - 7/31/89-8/4/89 Hughes Aircraft Picnic - 9/20/89 Hughes Aircraft Basketball - 2/1/90 - 4/5/90 Jewish Community Centers - 5/21/89 - 8/20/89 Jewish Community Centers Basketball - Jewish Community Centers Softball - 9/10/89 - 12/10/89 La Costa 35 Athletic Club Insurance Requirements La Costa 35 Athletic Club Softball FY 1989/90 Activities La Costa Youth Organization Insurance Requirements La Costa Youth Organization FY 1989/90 Activities Le Tip of Tri-Cities Picnic - 8/19/89 Mission Linen Supply Picnic - 9/24/89 National Council of Church’s Crops Walk - 1 0/15/89 North Coast Aquatics Boosters Raffle - 3/31/90 North County Tennis Network FY 1989/90 Activities North County Tennis Patrons FY 1989/90 Activities Oktoberfest - 10/14/89 Oktoberfest - 10/10-14/89 Pilgrim Congretional Church Use of Swim Complex - 111 -1 5/90 Piazza Party - 8/26/89 Pop Warner Little Scholars/Palomar Pop Warners Conference San Diego Collie Club Training - 9/30/89 San Diego County American Terrier Assoc. Training - 11/45/89 San Diego Volleyball Club - 10/28/89 San Dieguito Surf Soccer Club - FY 1989/90 Activities San Dieguito Surf Soccer Club Sports Camp - 4/16-20/90 and 5/14-18/90 Great Dane Club of San Diego Training - 9/10/89 - 12/10/89 7 e Q Facility Used Applications (Continued) San Dieguito Woman’s Soccer League 2/1/90 - 5/17/90 Santa Fe Christian Basketball Practice - Santa Fe Christian Volleyball Practice - 10/3/89 Seaside Momentum Volleyball Club - 11/26/89 Senior Center Move by the Rotary- 11/18/89 Sleepers Car Club Show - 7/22/89 St. Thomas More Church Picnic - 8/14/89 Torrey Pines High School Jr. Varsity Boys Team - 11117/8Q United States Youth Soccer Assoc - 8/31/89 - 1 /20/89 Unity Church Dance - 10/28/89 USA Volleyball - 4/2-9/90 Walk for Mankind - 3/31/90 Winner’s Circle Marketing Picnic - 7/15/89 YMCA Pinewood Derby - 1/20/90 Roster for FY 1989/90 1 1/13/89 - 2/14/90 - 12/5/89 - 6/30/90 Injured on Duty Lists PARMA Meeting Announcements PRIMA Roster of Board members RIMS Meeting Announcements Safety Referral Reports Completed referrals SAFETY TRAINING Agendas and rosters for classes held Specific Classes: Back Injury Prevention - 2/7/90 Chlorine Safety - 9/27/89 Cholesterol & Cancer - 7/19 & 20/89 Confined Spaces - 5/18/89 Dangerous Condition of Public property - 8/11/89 Driver Safety Training - 2/8/90 Earthquake Safety - 3/22/89 Hazardous Materials Communication - 7/20/89 Knees & Back - 7/20/89 Office Safety - 5/17 & 18/89 Respirator Training - 9/27/89 Seat Belt Safety - 5/4/89 Traffic Control & Barricading - 3/22/89 Traffic Safety - 7/19/89 8 m e SEMINARS Copies of announcements, agendas and following seminars: Construction Law & Management - 7/20/89 Department Head Workshop - 9/20/89 Management Retreat - 1/90 New Workers Compensation laws - 12/11/89 PARMA Annual Conference - 2/7-9190 Practical Aspects of the 1989 W/C Reform Act - 5/10/90 Preventive Employment law - 9/20/89 Sexual Harassment & Other Employment Related Litigation - 9/26/89 Workers Compensation in California - 3/15/90 Workers Compensation - New Legislation - 1 /27/90 Workers Compensation Reform Act of 1989 - 3/1/90 Copies of permits and insurance if applicable for the following events: Adopt-A-Beach/Coastal Clean-up Day - 9/23/89 American Lung Association Bike Ride - 5/6 & 7/90 Big Bang Bar-B-Que - 6/25/88 Big Bang Fireworks - 7/4/89 Body Surfing & Body Board Contests - 1989 Cardiff Coastal Cruise - 9/17/89 Carrillo Ranch Tour (Futtsu Sister City Group) - 8/18/89 Carlsbad 5,000 - 3/23-25/90 Carlsbad Arboretum Foundation (Tour of Carillo Ranch) - 6/17/89 Carlsbad Body Board Contest - 9/9 & 10/89 Carlsbad Boys & Girls Club Carnival - 2/15- 19/90 Carlsbad Boys & Girls Club Carnival - 8/28/89 Carlsbad/Oceanside Art League Art Display - 9/16 & 17/89 Carlsbad Pops Concert - 9/3/89 Carlsbad Triathlon - 7/9/89 Carlsbad Union Church Children’s Party - 1 013 1 /89 Christmas Tree Lighting - 12/3/89 request for warrants for attendance at the CALPELRA - 1 1/1-3/89 SPECIAL EVENTS 9 0 e Special Events (Continued) City Bicycle Auction - 6/16/90 Daniels Cablevision Coastal Classic 10K Run - 1 Of28189 French Bicentennial Classic - 9/30/89 Friends of the Library Book Sale - 10/1/89 Hazardous Waste Collection Day - 10/28/89 La Costa 5K Challenge - 10/7/89 Lancer Day Parade - 1 1/3/89 Le Tip of Carlsbad Membership Drive - 11/9/89 McMillan Realty Grand Opening - 9/15/89 Mountain Bicycle Race - 10/22/89 National Fitness Foundation Camp 7/34 4/89 and 7/17-28/89 Navy Seal Filming - 7/31/89-8/8/89 North County Art Assoc. Art Display - 4/7/90 North County Art Assoc. Art Display - 9/23/89 North County Coastal Cruise - 5/6/90 North County Walk-By-The-Sea - 10/15/89 Oktobetfest - 10/14/89 Plaza Camino Real Laser Light Show - 8/25/89 St. Patrick's School Carnival - 5/19/90 13th Annual Encinitas Flower Festival Bike Tour - 4/20/90 Tour de North County - 10/15/89 Tour de North County - 18/15/88 Tournament of Champion Golf Tournament - Village Faire - 11/15/89 Copies of request for warrants and statements Copies of completed forms Chronological file from July 1989 - June 1990 Copies from July 1989 - June 1990 Copies from July 1989 - June 1990 Spring Village Faire - 5/6/90 1 /3-7/90 Temporary Agency Billing Records Transfer of Funds OUTGOING CORRESPONDENCE PURCHASE REQUl SITIONS REQUEST FOR WARRANTS I do hereby consent to the destruction of the above documents currently on file in Risk Management. RDAL2 E. Ta-o,,e ONALD R. BALL, City Attorney 3*/4'76 10