HomeMy WebLinkAboutRes 98-20 - Authorizing Destruction of Certain City Records Council/Agency Meeting Held: (, 9 1-70'5 o
Deferred/Continued to:
® Approved _ 0 Conditionally Approved ❑ Denied City Clerk's ignatu
Council Meeting Date: March 16, 1998 Department ID Number: CT 98-003
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: SHARI L. FREIDENRICH, City Treasurer
PREPARED BY: SHARI L. FREIDENRICH, City Treasurer Wes. //A , '? -20
SUBJECT: ADOPT RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN
CITY RECORDS
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachments)
Statement of Issue:
Under the authority of Government Code Section 34090, a department head may destroy
certain City records which are two years old under his/ her charge as long as such
destruction is first approved by the City Attorney and the City Council by resolution.
Funding Source:
None.
Recommended Action: MOTION TO:
1. Adopt attached Resolution (Attachment 1) authorizing destruction of certain City
records, as listed in Exhibit A to Attachment 1.
Alternative Action(s):
Deny request.
3
L
RCA ROUTING
SHEET
INITIATING DEPARTMENT: City Treasurer
SUBJECT: Adopt Resolution Authorizing Destruction of Certain City
Records
COUNCIL MEETING DATE: March 16, 1998
RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Not Applicable
Resolution (w/exhibits & legislative draft if applicable) Attached
Tract Map, Location Map and/or other Exhibits Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attomey) Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney) Not Applicable
Certificates of Insurance (Approved by the City Attomey) Not Applicable
Financial Impact Statement (Unbudget, over $5,000) Not Applicable
Bonds (If applicable) Not Applicable
Staff Report (If applicable) Not Applicable
Commission, Board or Committee Report (If applicable) Not Applicable
Findings/Conditions for Approval and/or Denial Not Applicable
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T FOR MISSING ATTACHMENTS; ...
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REVIEWED RETURNED FORW DED
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Administrative Staff ( ) ( )
Assistant City Administrator (Initial) ( )
City Administrator (Initial) ( ) ( )
City Clerk ( )
>EXPLANATION FOR RETURN OF ITEM
(Below Only)
RCA Author:
RtQUEST FOR COUNCIL ACTION
MEETING DATE: March 16, 1998 DEPARTMENT ID NUMBER: CT 98-003
Analysis:
The destruction of the records listed on the attached Exhibit A is necessary to conserve
storage space, and reduce staff time, expense and confusion in handling and informing the
public.
Environmental Status:
Not applicable.
Attachment(s):
City Clerk's
Page Number No. Description
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1. Resolution of the City Council of the City of Huntington Beach
Authorizing Destruction of Certain City Records
RCA Author: SLF
DESTROY.DOC -2- 03/06/98 12:53 PM
RESOLUTION NO. 9 8-2 0
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF HUNTINGTON BEACH AUTHORIZING
DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, Government Code Sections 34090.5,34090.6 and 81009 provide,among other
things,that certain public records may be destroyed with the consent of the City Attorney and
concurrence of the City Council; and
The City Treasurer requests permission to destroy such records; and
The City Attorney of the City of Huntington Beach hereby consents to the destruction of
such records,
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Huntington
Beach that approval is hereby given for the destruction of records as listed on Exhibit"A"which is
attached hereto and incorporated herein by this reference.
Notwithstanding any of the foregoing,no record shall be destroyed which is expressly
required to be retained under California Government Code Section 34090. .
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular
meeting thereof held on the 16th day of March ,1998.
(Dcm�-/j —
' Mayor
ATTEST:
' I consent to destruction of the listed records:
City Clerk
�!it Attorney
REVIEWED AND APPROVED:
APPROVED AS TO FORM:
City ministrator 1--*'1:zQ&'
G-t City Attorney
INITIATED AND APPROVED:
Ci reasurer
LOG #4
RECORDS CENTER :ASSIGNED TO 44D�-
RECORDS DISPOSAL FORM DATE
November 15, 1996
DEPARTMENT: City Treasurer
CITE �T()R1!'E CF
HU
The following records have been identified for disposal by:
Shari L. Freidenrich City Treasurer
Department Records CoordinatorDivision Head
dk�-' BR ` DESCRIPTION' &DATE OF DIku
SPOSE DO NOT EXI'LANATICON'
�mCONTEIVTS W _ r = DISPQSE�x f -
90-1 Accts Rec A-I 7/85-6/86 12/31/97 ❑ Past 7- r time frame
90-2 Accts Rec J-Z 6/85-6/86 12/31/97 ❑ "
90-3 Accts Rec A-L 7/86-6/87 12/31/97 ❑ "
90-4 Accts Rec M-Z 7/86-6/87 12/31/97 ❑ "
90-5 Accts Rec A-G 7/87-6/88 12/31/97 ❑ "
90-6 Accts Rec H-O 7/87-6/88 12/31/97 ❑ "
90-7 Accts Rec P-Z 7/87-6/88 12/31/97 ❑ "
90-8 Busi Lic A-W Oil Produ77/78 12/31/97 ❑ "
90-9 Busi Lic A-W Oil Prod 78/86 12/31/97 ❑ "
90=10 Quarterly Oil Prod Busi Lic 12/31/97 ❑ "
77/78 Abandoned Wells
91-1 Closed housing & Redev 12/31/97 ❑ "
loans, Mat Re s/Retd cks '87
91-2 Accts Rec A-F 88/89 12/31/97 ❑ "
91-3 Accts Rec G-N 88/89 12/31/97 ❑ "
91-4 Accts Rec O-Z 88/89 12/31/97 ❑ "
91-5 Accts Rec/Dataline Coll 12/31/97 ❑ "
85/89
91-6 Accts Rec/Dataline Coll 12/31/97 ❑ "
89/90
91-7 Investments & Banking 12/31/97 ❑ "
91-8 Misc corres files 12/31/97 ❑ "
92-1 Accts Rec A-M 89/90 12/31/97 ❑ "
92-2 Accts Rec N-Z 89/90 12/31/97 ❑ "
92-3 Misc. files 12/31/97 ❑ "
93-1 Accts Rec A-L 7/85-'6/96 12/31/97 ❑ "
93-2 Accts Rec M-Z 7/85-6-86 12/31/97 ❑ "
93-3 Daily Summary Sheets 3/86- 12/31/97 ❑ "
4/86
93-4 Daily Summary Sheets 8/86-- 12/31/97 ® "
18/86
RECORDS CENTER
RECORDS DISPOSAL FORM
If for any reason, these records should not be destroyed, please initial the approprate column
above. Response is required within 60 days from the above date.
Records Manager kart
ent Head Q Attorney
3
Ci Administrator
LOG # 7 7- S F3
RECORDS CENTER v �, ASSIGNED TO AD
RECORDS DISPOSAL FORM DATE
November 15, 1996 .
40
DEPARTMENT: City Treasurer ;r :'L 1
t a..
CIT Y b T TofME,f
The following records have been identified for disposal by: Vj u?j T t {G T 0 H v E k C H
Shari L. Freidenrich City Treasurer
Department Records CoordinatorDivision Head
BOAC NBR DESCRIPTION 8z UATE�®I = DISPOSES�DON®T EXPLANATION ,
W
COlVTENTS � DISPOSE
93-5 Daily Summary Sheets 9/86- 12/31/97 ❑ "
12/86
93-6 Daily Summary Sheets 1/87- 12/31/97 ❑ "
3/87
93-7 Daily Summary sheets 3/87- 12/31/97 ❑ "
6/87
93-8 daily Summary Sheets 7/87- 12/31/97 ❑ "
8/87
93-9 Daily Summary Sheets 4/88- 12/31/97 ❑ "
6-88
93-10 Daily Summary Sheets 12/31/97 ❑ "
10/89-11/89
93-11 Direct Deposit Receipts - 12/31/97 ❑ "
Parking Citations 1988/89
93-12 Direct Deposit Receipts - 12/31/97 ❑ "
Parking Citations 190/91
RECORDS CENTER
RECORDS DISPOSAL FORM
If for any reason, these records should not be destroyed, please initial the approprate column
above. Response is required within 60 days from the above date.
Records Manager D ar e t Head City Attorney _ b
ity Administrator
Res. No. 98-20
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
I, CONNIE BROCKWAY,the duly elected, qualified City Clerk of
the City of Huntington Beach, and ex-officio Clerk of the City Council of said City,
do hereby certify that the whole number of members of the City Council of the City
of Huntington Beach is seven; that the foregoing resolution was passed and adopted
by the affirmative vote of at least a majority of all the members of said City Council
at a regular meeting thereof held on the 16th day of March, 1998 by the following
vote:
AYES: Julien, Harman, Green, Dettloff,Bauer, Sullivan, Garofalo
NOES: None
ABSENT: None
City Clerk and ex-officio Flerk of the
City Council of the City of Huntington
Beach, California
G/resoluti/resUpg/97-80
Records Center Records Disposal Form
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ATT ACHMENT ..................................................................
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