HomeMy WebLinkAbout1999-04-13; City Council; 15130; Request For Authority To Destroy FilesilTY OF CARLSBAD - AGENM BILL 55rD k@
AB# /q/30 TITLE:
MTG. 04/ /3m REQUEST FOR AUTHORITY TO DESTROY FILES
DEPT. FIN
RECOMMENDED ACTION:
Adopt Resolution No. qy-//q th au orizing 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.
A) List of records desired to be destroyed
B) Resolution No. 990/I9 authorizing the destruction of documents listed in Exhibit A
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RESOLUTION NO. 99-119
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:
1. That the above recitations are true and correct.
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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 13th day of April , 1999, by the
following vote, to wit:
AYES: Council Members Lewis, Hall, Finnila, Nygaard and Kulchin
NOES: None
ABSENT: None
ATTEST:
ALETHA L. MUTE NKRANZ, City Cle?k
(SEW
DESTRUCTION LIST Exhibit A
Audit - 1990 - 1991 Audit (KPMG Peat Marwick)
- 1991 - 1992 Audit (KPMG Peat Marwickj
- 1992 - 1993 Audit (Conrad & Associates)
- 1993 - 1994 Audit (Conrad & Associates) - 1994 - 1995 Audit (Conrad & Associates)
- Audit Notebook - Selection of Auditing Firm (92/93 - 94/95) file #l
Banks I Ban king Services SD&S (City’s Bank as of 9/84) - Copies of Banking Service Agreements/Agenda Bills
6184-8193 l/95-2/96 Board and Commission Office Holders and Calendars - Copies
Budget - 92/93 Budget Preparation Manual - 92/93 Final Budget
- 92/93 Preliminary Budget - 92/93 Revised Budget
- 93/94 Final Budget
- 93/94 Preliminary Budget - 94/95 Budget Preparation Manual
- 94/95 Final Budget
- 94/95 Preliminary Budget - 95/96 Budget Preparation Manual
- 95/96 Final Budget - 95/96 Preliminary Budget - Balancing Policies/Ideas (Done in 92/93)
- Encina Waste Water Authority - State & League Bulletin
Carlsbad City Council - Copies of Minutes/Goals & Objectives 12/86-3/95
Carlsbad City Employees Association (CCEA) - Copies of Public Info Reqs, ABs, Corres
8/91-12193
CMWD Fixed Assets Conversion to City P.C.F.A.S. as of June 30, 1993
Committees - Organizational Excellence Committee, Copies of Corres/Minutes 5/88-g/93
Community Assisting Recovery, Inc. - Copy of Agenda Bill 13,992, Reso 97-12, Dated l/14/97
Community Promotion - Funding Issues & Copies of Correspondence 1989 to 12/31/95
Computers
- General Information - 2/85-l/91
Fee Study 1989
Investments - Fidelity - State & Local Asset Management - Fidelity Yield Reports 8/89-8/93
Legislation
- 1986 Tax Reform Act (HR 3838) - Copies of Correspondence 9/86-l l/86
-iens & Release of liens - Reference Material 12/82-l/84
‘arks & Recreation
- Northwest Quadrant Committee - Copies of Minutes 6/89-g/90
‘ublic Works Change Orders - Copy of Policy Memo from Purchasing Officer dated 3/l 5/91
Durchasing Department - Copies of Agenda Bill l0,823/Reso 90-344 dtd. g/18/90, Newsletters
7193-96
qancho Del Oro Interchange - Feasibility Study 12/31/90
?esearch & Analysis
- General - Copy of Goals & Objectives Memo dated 10/26/89
senate Bills - General - Copies of SB 2137 (Leroy Greene), 8/8/84
strategic Planning - Finance Dept Planning memos & correspondence 6/90-2/91
Tax Rates
- Library/Sewer Bonds - Copies of Agenda Bills & Resolutions 8/80-8/91
DESTRUCTION OF THESE RECORDS APPROVED:
RON BALL, City Attorney Date 2 c