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HomeMy WebLinkAbout1998-11-10; City Council; 14930; Request For Authority To Destroy Files9 Q Iif % . . p 2 6 F5 00 MTG. //- /dr9& REQUEST FOR AUTHORITY TO DESTROY FILES RECOMMENDED ACTION: Adopt Resolution No. q$ -369 authorizing the destruction of certain files. ITEM EXPLANATION: This agenda bill is part of a continuing Record Management Program for the City Departments. Adoption of the Resolution will complete the destruction of obsolete 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 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” 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) List of records desired to be destroyed B) Resolution No. 48 /%? authorizing the destruction of documents listed in Exhibit A - RESOLUTION NO. 98-369 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: Ill Ill I// Ill Ill I// II/ 1. That the above recitations are true and correct. Ill , 11 1 1: 1: Id l! 16 17 18 19 20 21 22 23 24 25 26 27 26 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 10th day of November , 1998, by the following vote, to wit: AYES: Council Members Lewis, Finnila, Kulchin and Hall NOES: None ABSENT: Council Member Nygaard ATTEST: ALETHA L. RAUTENIkANZ, City Clerk (SEW EXHIBIT A & ICMA, 1989-90; Senior 40 1 O/23/92 - 11/6/92 Warrants #I 75651 - 176300 4 D 11 I6197 42 12/91 - 12/91 Warrants #I62551 - 163150 6 D 12l96 43 12/91 - l/92 Warrants #163151 - 163750 7 D II97 44 2/14/92 - 2/21/92 Warrants #I65001 - 165500 8 D 2l21/97 1 55 12/4/92 - 12/l 8/92 Warrants #177451 - 178000 7 E 12l18i97 56 12/l 8/92 - l/8/93 Warrants #I78001 - 178600 8 E 1 I8198 57 04/93 - 05/93 Warrants #183151 - 183750 9 E 05198 58 05/93 - 05/93 Warrants #183751 - 184200 10 E 05198 59 05/93 - 06/93 Warrants #184201 - 184850 11 E 06198 60 06/93 - 06/93 Warrants #I84851 - 185400 12 E 06198 61 l/1/91 - 6/30/93 Parking Citations 1 F 6/30/96 62 2/90 - 2/90 Warrants #134051 - #134650 2 F 02l95 63 1989/l 990/l 991 Correspondence - Chron. Files 3 F 12l95 69 1991 Payroll Benefit Reports 9 F 12l95 73 02/93 - 02/93 Warrants #I79801 - 180201 1 G 02l98 74 l/5/93 - l/22/93 Warrants #178601 - 179200 2 G 1122198 80 08/93 - 08/93 Warrants # 187151 - # 187650 8 G 08198 84 7/85 - 1988 Warrant Check Register 12 G 07195 85 1986 - 1988 Warrant Check Register 1 H 07195 88 8/3/90 - 8/l 7/90 Warrants #I41 641 - 142100 4 H 08/l 7/95 89 8/17/90 - 8/31/90 Warrants #142101-142750 5 H 08/31/95 2 F,lJjANCE RE,~~pDS..g~~TRucTloN L!$T 1 B%)X DESTROY I NkjWER CONTENTS SHELF TiER AFT@ 91 II90 - 6190 A/P Checks 7 H 06197 92 l/22/93 - 2/5/93 Warrants #I79201 - 179800 8 H 215198 93 1988 - 1989 Time Cards 9 H 12/31/96 94 l/1/89 - 12131189 Business Licenses "A" - "G" 10 H 12l31/96 119 01191 - 02191 Warrants #I49201 - 149850 10 J 02l96 121 02191 Warrants #I49851 - 150450 12 J 02196 122 02191 Warrants #I 50451 - 151100 1 K 02196 123 03191 Warrants #151101 - 151600 2 K 03196 3 135 145 147 148 149 151 152 07101 I88 - 06130190 Budget Transfers 04/l 3190 - 1 O/l 9190 Warrants #I 36817 - 145298 01 I88 - 12188 Business Licenses A - G 01 I88 - 12188 Business Licenses H - R O-1188 - 12188 Business Licenses S - Z 08191 - 09191 Warrants #I57751 - 158450 l/89-6/89 Cancelled Checks., PR & A/C-6/89; Gen. Acct. 3189 4189 - 6189 Canceled Checks, General A/C 08/31/90 - 09/21/90 Warrants #142751-143750 09121190 - 09/28/90 Warrants #143751-144300 Finance Department General Files (Note: Detailed listing at end of Records Contents List) 2 L 06130197 12 L 1 O/l 9195 2 M 12195 3 M 12195 4 M 12l95 6 M 09196 7 M 03196 153 156 157 159 8 M 06196 11 M 09/2 1 I95 12 M 09128195 2 N 02195 160 05192 - 08192 Ambulance Run Reports 3 N 08196 161 09192 - 12192 Ambulance Run Reports 4 N 12196 162 07193 - 12194 Parking Citations 5 N 12197 163 09191 Warrants #I 58451 - 158950 6 N 09196 4 F;IN,ANC&Rt.@ ., j, l3ux Nl&ij$jg#q ,.. CQNxEmg SHELF T1ER DE$pgp ,AP?#@ 165 II91 - 6191 Cancelled Payroll Checks 8 N 6195 I 199 I1989-90TOT 6 cc 1 12l95 200 01193 - 04193 Ambulance Run Reports 7 cc 04197 201 1988 - 1989 Payroll Overtime Sheets 8 cc II97 204 10191 Warrants #I 59651- 160250 11 cc 1 O/96 205 10191 - 1 l/91 Warrants #I60251 - 160850 12 cc 1 II96 206 11191 Warrants #160851 - 161400 1 DD 1 l/96 207 1 l/91 - 12191 Warrants #I61401 - 162050 2 DD 12/96 209 lU91 Warrants #162051 - 162550 4 DD 12l96 214 05/l 8190 - 06/01/90 Warrants #I 38251 - 138900 9 DD 06/01/95 215 06/01/90 - 06122190 Warrants #I 38901 - 139500 10 DD 06/22/95 216 06122190 - 06130190 Warrants #139501-l 40100 11 DD 06130195 217 07/01/87 - 1 O/22/87 Cash Receipts #I -79 12 DD 1 o/22/97 218 1 O/23/87 - 02/I O/88 Cash Receipts #80-l 53 1 EE 02/l O/98 5 FINANCE. RmffnS Q@$TRk&TI~N~ LIST, BOX e&jp& NUMBER CCflTE@TS SWELF TIER AFTER 219 02/l l/88 - 05131188 Cash Receipts #I 54-229 2 EE 05131198 220 1986 - 1988 Budget Transfers 3 EE 1 u31/95 222 01 I88 - 12/91 Travel Expense Forms 5 EE 12l96 230 1988 - 89 Payroll Calendars Year to Date Reports 1 FF lZl96 231 1986-90 1099’s; 1992 Correspondence - Chron Files 2 FF 12195 234 Business License Aps. & Renewal Forms A - E 1990 5 FF 12197 235 ” F-M1990 6 FF 12l97 236 w N-Z1990 7 FF 12l97 237 01192 - OU92 Warrants #164251 - 165000 8 FF 02l97 238 01/92 Warrants #I63751 - 164250 9 FF 01197 240 06130190 - 06/30/90 Warrants #I 40101-I 40900 11 FF 06130195 241 06130190 - 0813190 Warrants #I40901 - 141600 12 FF 08103195 DESTRUCTION OF THESE RECORDS APPROVED. n Date: /&-l-‘i p 6 BOX# 159 SHELF 2 TIER N MISCELLANEOUS GENERAL FILES: > Calif. State/Street Light Conversion: 1981-82 p Cost Allocation Plan: 1983-l 984 & 1986-87 & Engineering Fees: 1984-87 > 1988 Fee Study > Fees/public Facilities: 1979-87 > Hosp Grove Newsclips: 1986-87 p Hosp Grove Task Force: 1987 DESTROY DATE 2/95