HomeMy WebLinkAbout2000-11-14; City Council; 15954; Request For Authority To Destroy Filesa
CITY OF CARLSBAD - AGENDA BILL fo 2
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TITLE: DEPT. RD.
MTG. 1 t - /+oa REQUEST FOR AUTHORITY w
TO DESTROY FILES CITY ATTY. &
DEPT. POL CITY MGR.
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I RECOMMENDED ACTION:
Adopt Resolution No. a000 V335 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. #&mhave 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. do00 -m aut h orizing the destruction of documents listed
in Exhibit “A.”
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REBOLUTION NO. 2000-335
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING
THE DESTRUCTION OF CERTAIN FILES
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
listed on Exhibit “A” are more than two years old, are no longer required,
and meet the requirements of Government Code Section 34090 for
destruction; and
WHEREAS, maintaining all obsolete files, correspondence and
papers is uneconomical; and
WHEREAS, the City Attorney has consented to the destruction of
those 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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1 2. That the Chief of Police is hereby authorized to destroy the
2 documents listed on exhibit “A,” attached hereto.
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PASSED, APPROVED, AND ADOPTED at a reg&.r meeting of the
14TH City Council of the City of Carlsbad, California, held on the day of
6 November , 2000, by the following vote, to wit:
7 AYES: CouqciJ.Mgnbers Lewis,
a NOES: None
9 ABSENT: Council member Kulc
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16 RESOLUTION NO. 2000-335
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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, 1998.
2. Background files for past employees that have been sealed prior to October,
1993.
2. Training files for past employees that have been sealed prior to October, 1995.
3. Internal affairs investigations that been sealed prior to October, 1995.
4. Accident Reports prior to 1991.
5. Crime Reports prior to 199 1.
6. Incident Reports prior to 199 1.
7. Misc. Complaint Reports prior to 1991.
8. Courtesy Reports prior to 199 1.
9. Stored Vehicle Reports prior to 199 1.
10. Juvenile records which have been sealed five years from 2000.
11. Copies of Citations prior to 1998.
12. Notification letters prior to 1998.
13. Misc. Correspondence prior to 1998.
14. Activity Logs prior to 1998.
15. Expired Bicycle Licenses prior to 1998.