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Home My WebLink About1999-07-13; City Council; 15306; Request for Authority to Destroy Files- s3 g 2 % . . p 2 4 0 f 8 CITY OF CARLSBAD -- AGENDA WLL MTG.?-13 - 94 DEPT. REQUEST FOR AUTHORITY TO DESTROY FILES RECOMMENDED ACTION : Adopt Resolution No. gc// 2s0 authorizing the destruction of certain files. ITEM EXPLANATION : This Agenda Bill is a 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 Recreation 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” to Resolution No. VI-2 50 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. Exhibit “A” - List of records to be destroyed 2. Resolution No. 99 H 25 0 authorizing the destruction of documents listed in Exhibit “A“. I ! l( 1: 1: 1: 1L 1: 1t 17 1E 1s 2c 21 22 23 24 25 26 27 28 RESOLUTION NO. gg-250 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 Recreation Director; and WHEREAS, the Recreation 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”; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the Recreation Department 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, California, held on the 13 day of JULY , 1999, by the following vote to wit: AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin NOES: None ABSENT: None ATTEST: y Clerk . nt City Clerk EXHIBIT “A” AGENDABlLL# 15,306 BOX # DESCRIPTION OF BOX CONTENTS DESTRUCTION 1 HARDING COMMUNITY CENTER DATE 1996 Activity Registration Forms Dee-1 998 2 1996 Vouchers, Refunds, Transfers & Credits 1996 Daily Revenue Reports Dee-1 998 3 1996 Activity Registrations 1994-l 996 Phone Message Books 1993-l 995 Receipts Dee-I 998 1994-l 996 Credit Memos 1995 Finance Deposit Receipts 4 1995 Petty Cash Slips 1996-l 997 Cancelled Class List 1996-l 997 Robin Bettin Correspondence 1997 Wait Lists Dee-1 998 1993-l 994 Dance Recital Information 1994-I 996 Expenditure Summary Report 1994-l 996 Activity Summary Report 1994 Trimnastics Drop-Ins 1992-1996 Day Minders (Robin Bettin) 5 1990 Instructor Contracts 1992 NSF Checks Dee-I 998 1992-l 994 Instructor Pay Requests 1993 Revenue Summary Reports 1994 Trimnastics Drop-Ins 1994 Class Wait Lists 1994 Petty Cash Receipts 1996 Phone Message Books 6 1992-1995 Agua Hedionda Lagoon Information 1992-I 995 Snug Harbor Monthly Launch & Dailys Jan-l 998 7 1991-l 993 Budget Back-Up 1982-l 985 Facility Rental Financial Summary 1982-1983 Part Time Personnel 1983 Special Event Reports 1986-l 987 Budget 1995 Ken Price General Correspondence 1996 CPRS Information 1980-1990 Gift Catalog Information 1984 Missing Checks Memo Jan-1998 A , . . . . EXHIBIT “A” (continued) 8 AGENDA BILL # Is,30 6~ 1985-I 995 General Correspondence 1985-l 995 Facility Use Rules 1992 Fee Survey Reports 1984 Recreation Program Survey 1985-l 994 Budget Information 1991 Volunteer Recognition 1991-1992 Receipt Book Jan-1998 9 1995 Triathlon Registrations 1976 Park Dedication 1995 Golf Tournament Registrations 1995 Triathlon Receipts 1985-l 993 Triathlon Evaluation Report 1991-l 993 Purchase Requisitions 1992 Activity Rosters Jan-l 998 CALAVERA HILLS COMMUNITY CENTER 1 1996 Activity Registration Forms Dee-1 998 1996 Open Play Forms 2 1996 Daily Revenue and Summary Reports 1994 & 1995 Closing Checklists 1995 Facility Use Applications 1994 & 1995 Incident Reports 1994 & 1995 Injury Reports 1995 Shift Notes and Attendance DESTRUCTION OF THESE RECORDS APPROVED: Dee-I 998 Date! 7- /s-fy