HomeMy WebLinkAbout1998-11-10; City Council; 14930; Request For Authority To Destroy Files9
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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
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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
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Ill
Ill
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1. That the above recitations are true and correct.
Ill
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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
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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