HomeMy WebLinkAbout1999-10-05; City Council; 15422; Request For Authority To Destroy Files- . 78 0 5
CITY OF CARLSBAD - AGENDA BILL
AB# 1s. ‘122 TITLE: DEPT. HD.
MTG. 10/5/99 REQUEST FOR AUTHORITY
TO DESTROY FILES CITY ATTY. I+- I DEPT. POL I I CITY MGR.
RECOMMENDED ACTION:
Adopt Resolution No. CiCr - 449 authorizing the destruction of certain files.
ITEM EXPLANATION:
This agenda bill is 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 Police Department.
Government Code Section 34090 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 documents.
Section 34090 does not authorize the destruction of the following:
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Records that affect title to real property.
Minutes, ordinances or resolutions of the City Council or any City board or
commission.
The documents listed as Exhibit “A” to Resolution No. cqc 444, have been reviewed in
accordance with the provision of the government code, and meet those requirements
and the City Attorney has consented to their destruction.
FISCAL IMPACT:
None.
EXHIBITS:
1. Resolution No. 5 4 - 447 , authorizing the destruction of documents listed
in Exhibit “A.”
1 RESOLUTION NO. w-449
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A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING
THE DESTRUCTION OF CERTAIN FILES
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WHEREAS, the documents listed on Exhibit “A,” attached hereto
and made a part hereof, have been reviewed by the Chief of Police; and
WHEREAS, the Chief of Police recommends that all documents
8 listed on Exhibit “A” are more than two years old, are no longer required,
9 and meet the requirements of Government Code Section 34090 for
10 destruction; and
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WHEREAS, maintaining all obsolete files, correspondence and
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13 papers is uneconomical; and
14 WHEREAS, the City Attorney has consented to the destruction of
15 those documents listed on Exhibit “A”;
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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 Chief of Police 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 5th day of
October , 1999, by the following vote, to wit:
AYES: Council Members Lewis, Nygaard, Finnila & Hall
NOES: None
ABSEN'I': Council Member Kulc
ATTEST:
(SEAL)
RESOLUTION NO.
EXHIBIT “A”
The Police Department, as part of their record management procedure requests
consent to destroy the following records:
1. Background files for applicants not hired that have been sealed prior to
October, 1997.
2. Background files for past employees that have been sealed prior to October,
1992.
2. Training files for past employees that have been sealed prior to October, 1994.
3. Internal affairs investigations that been sealed prior to October, 1994.
4. Accident Reports prior to 1990.
5. Crime Reports prior to 1990.
6. Incident Reports prior to 1990.
7. Misc. Complaint Reports prior to 1990.
8. Courtesy Reports prior to 1990.
9. Stored Vehicle Reports prior to 1990.
10. Juvenile records which have been sealed five years from 1993
11. Copies of Citations prior to 1997.
12. Notify letters prior to 1997.
13. Misc. Correspondence prior to 1997.
14. Activity Logs prior to 1997
15. Expired Bicycle Licenses prior to 1997.