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Home My WebLink About1999-11-09; City Council; 15469; Request For Authority To Destroy Files- LITY OF CARLSBAD -AGENDA BILL AB# 15,469 TITLE: DEPT HD. co”’ MTG. 11109/99 REQUEST FOR AUTHORITY TO DESTROY FILES 7s CITY AI-W. DEPT. FIN CITY MGR RECOMMENDED ACTION: Adopt Resolution No. 99-480 authorizing the destruction of certain files. ITEM EXPLANATION: This agenda bill is part of a continuing Records 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. 99-480 authorizing the destruction of documents listed in Exhibit A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. gg-480 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. //I f// f/l l/l //I f/l Ill IN c 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 2nd day of November , 1999, by the following vote, to wit: AYES: Council Members Lewis, Hall, Finnila, Nygaard and Kulchin NOES: None ABSENT: None ATTEST: Z, City Clerk Karen R. Kundtz, Assistant City Clerk ww . WANCE DEPARTMENT FILE DESTR-TION LISTING liax No. Contents Shelf Tier Destrov 1 13 17 20 22 41 64 65 1990-91 Bank Reconciliations & Bank Statements 07/94 - 12/94 Payroll Canceled Checks 08/93 - 09/93 Warrants #I 87651 - #I 88350 FY 1990/91 Accounts Payable Check Register 7/91 - 12/91 Accounts Payable Canceled Checks IO/93 - IO/93 Warrants #I89501 - #I90050 Payroll Insurance Premiums: Standard, Colonial, Aetna, AD&D, PPD, Kaiser, and CMWD 1991 - 1992 Bank Statements, Reconciliations, and Investment Summaries 1 1 5 8 10 5 4 5 68 79 81 82 a7 90 96* 97* 09/93 - 09/93 Warrants #I 88351 - #I 88850 1 O/93 - 1 l/93 Warrants # 190051 - # 190650 12/93 - 12/93 Warrants # 191751 - # 192300 12/93 - 12/93 Warrants # 192301 - #I 92800 12/93 - 01/94 Warrants # 192801 - # 193300 12/93 - l/94 Warrants # 193301 - # 193900 Miscellaneous Bond Files (Note: Detailed listing at end of Records Contents List) Miscellaneous Bond and Assessment District Files (Note: Detailed listing at end of Records Contents List) 8 7 9 10 3 6 12 1 108 110 120 140 141 142 143 144 11/93-11/93Warrants#190651 -#I91150 1991 Payroll Leave Reports 7/87 - 12&l PERS Summary Reports 02/94 - 02/94 Warrants # 194451 - # 195000 04194 - 04194 Warrants # 198801 - # 197250 02/94 - 03/94 Warrants # 195001 - # 195600 01/94 - 02/94 Warrants # 193901 - # 194450 03/94 - 03/94 Warrants # 195601 - # 196100 11 1 11 7 8 9 10 11 150 03/94 - 04194 Warrants # 196 101 - # 196750 5 154 09/93 - 1 O/93 Warrants ## 188851 - #I 89500 9 158 1 l/93 - 12/93 Warrants # 191750 - # 191750 1 A B B B B D F F F G G G H H H I I J J L L L L L M M N &fte& 12i98 12l98 09/98 12198 12198 1 O/98 12l98 06/99 09/98 1 l/98 12l98 12198 01/99 01/w 12/98 01/w 1 I/98 1 Z98 1219% 02/W 04/w 04/w 02/w 03199 04/w 1 O/98 12198 3 221 1989 - 1990 Journal Entries # 800 - 996 4 EE 12t98 IWO- 1991 ” ” # 001 - 499 225 01/93 - 12/93 Payroll Deduction Report 8 EE 12i98 226 Business License Renewal Applications Q - Z, 9 EE 12l98 l/91-12/91 227 Business License Renewal Applications H - P, 10 EE 12f98 l/91-12/91 239 Business License Aps. & Renewal Forms A - G, 10 FF 12198 l/91-12/91 07195 240 06/30/90 - 06/30/90 Warrants #I401 01-140900 11 FF OM5 241 06/30/90 - 08/3/90 Warrants #I40901 - 141600 12 FF - AUXILIARY FINANCE STORAGE - -PALLET #I - BACK BOXES: A (W B @I Destroy Date: 08/99 Contents: 07/94 - 08/94 Warrants #200651-205101 Destroy Date: 06/99 Contents: 06/94 - 06/94 Warrants #199501-200150 Destroy Date: 05/S Contents: 04/94 - 05/94 Warrants #I97251 - 197800 Destroy Date: 05/99 Contents: 04/94 - 05/94 Warrants #I 97251 - 197800 Destroy Date: 12/98 Contents: 01/95 - 12/95 Parking Citations & Dismissals C W Destroy Date: 06/99 Contents: 06/94 - 06/94 Warrants #I 99501 - 200150 PALLET #I - FRONT BOXES: A F) B F) Destroy Date: 09/99 Contents: OM4 - 1 l/94 Warrants #208601 - 209251 C F) I 4 Destroy Date: 09/B Destroy Date: 08/99 Destroy Date: 07199 Contents: Contents: Contents: 08/94 - 09/94 Warrants 08/94 - 08/94 Warrants 06/94 - 07/94 Warrants #206401 - 206950 #205151 - 205750 #200151 - 200650 5 Destroy Date: 06/99 Destroy Date: 05/99 Destroy Date: 08/99 Contents: Contents: Contents: 06/94 - 06/94 Warrants 05/94 - 05194 Warrants 08194 - 08/94 Warrants #I98951 - 199500 #I97801 - 198300 #205751 - 206400 PALLET #2 - BACK BOXES: D (B) E (8) I Destroy Date: 12/98 Contents: 07/94 - 12/94 Payroll Benefit Report 2 i 3 Destroy Date: 07198 Destroy Date: 12l97 Contents: Contents: 01/94 - 07/94 Payroll Benefit Report 01/93 - 12/93 Payroll Labor Distribution Report Destroy Date: 06/97 Contents: 01/93 - 07/94 Payroll Benefit Report PALLET #2 - FRONT BOXES: Destroy Date: 12/97 Contents: 02/93 - 12/93 Payroll Benefit Report Destroy Date: 12/98 (5E(B)) Contents: Bonds (Note: Detailed listing at end of Records Contents List) I= W Destroy Date: 01/98 (4F(B)) Contents: CFD’s (Note: Detailed listing at end of Records Contents List) Destroy Date: 12/96 @F(B)) Zontents: 3en. Files (Note: Detailed Listing at end of Records Sontents List) D F) 5 Destroy Date: 12/98 Contents: 01/94 - 12/94 Payroll Labor Distribution Report E (F) F W I - *DETAILED DESCRIPTION OF BOXES BOX# 96 SHELF 12 TIER H DESTROY DATE 12/98 BONDS: Multi-Family 1983 Bond Bank Statements 83-91; General Files: Mello-Roos Distr.-Zone 5 90-93; Hosp Grove C.O.P.- Acquisition and Construction 89-90 BOX# 97 SHELF 1 TIER I DESTROY DATE 01/99 BONDS: Encina JPA 2/l/64-12/31/91 Files ASSESSMENT DISTRICTS: Letters and Documents: g Bristol Cove 9/4/79-l/92 (Files 1-3) & Bristol Cove (Guisto Foreclosures) 82-84 > Revenue Sharing & Revenue Sharing Funds (504): thru 1987 > San Diego County Annexations: 1984-87 BOX# 181 SHELF 12 TIER AA DESTROY DATE 06199 FEDERAL & STATE GRANT FILES (1989/90 to 1993/94): > CDBG Entitlement (89190 to 93-94) - Federal p CDBG Rehab Bank Info through 06/90 - Federal g CLG Historic Preservation $2,000 - Federal > Library LSCA (Child’s) $22,500 - Federal > Library Literacy 1990/91 to 1993/94 - State p Carrillo Ranch Stabilization - State p Senior Nutrition 1993/94 - Federal > Buena Vista Lagoon Island Restoration - State -- b7 p Carlsbad Blvd. Shore Protection - State BOX# 190 SHELF 9 TIER BB DESTROY DATE 12/98 ASSESSMENT DISTRICTS: Letters, Memos, and documents relating to: Apian Rd.: 87-90 1911 Act; James Dr., Park Dr., Monroe St. (Files l-5); Alga Road 1913115 Act 3/17/88-5131190, Alga Road 6/l /90-l O/l 2190; Alga Rd. Proposals 1990; Batiquitos Lagoon 1915 Act 86-88; College Blvd. Foreclosure 10/91-6/95; College Blvd. 1913/l 5 Act 7/l O/85-6/1 O/86; College Blvd. 1913/l 5 Act 2/3/94-3/g/95; Carlsbad Airport Centre Foreclosure h Proposals for New Finance System BOX # 4F (B) DESTROY DATE: 01198 CFDs: Annual Billing FY92-93; 94-95 Annual Levy; FY93-94 City of Carlsbad CFD #I ; RSF Rd. - Pre-Formation 1915 Act; RSF Rd.Distr. Formation; General File (l-4) 12/31/89-12/31/92; Mat Brown-Sample Formation Dots & Procs. BOX # 5E (B) DESTROY DATE: 12/98 BONDS: Hosp Grove C.0.P.s General File 87-88; Hosp Grove C.O.P. Bank Statement FY93-94; General Obligation Bond Committee; Agenda Bills, Bldg. Authority; Bldg. Authority General File; Sr. Nutrition Grant Program FY6/30/93 BOX # 5F (B! DESTROY DATE: 12196 MISCELLANEOUS GENERAL FILES: - Revenue Recovery-State Cigarette Tax (1991) - Lease Purchases (Las Palmas) (86-87) Finance-Fire 6/89 - Litigations: Rose v. City of Hayward; Figuera v. Pers (85-88); Sr. Ctr. (Sahagun v. City) (1990) Mandated Cost Reimb. Claims - Firefighters 87-89, Firefighters Cancer Presumption (84-90) Mandated Cost Reimb. Claims (claim supporting data re: Firefighters Cancer Presumption (84-90) Carlsbad Lodge-Trans. Occupancy Taxes - Travel Inn Audit Files Approved for destruction: City Attorney