SR-6-F (95)
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Santa Nonlca, Callfornia July 19, 1978
TO. and City Councll JUl ~5 ~8
I\Iavor
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FROM: City Staff '-
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SUBJECT: Approval of destructIon of certain CIty records
IntroductIon
ThIS report transmIts a staff recommendatIon that the CIty CounCIl
by resolutIon authorIze the DIrector of FInance, Clty Clerk, and
DIrector of AdmInIstratIve Services to destroy certaln records In
,
theIr custody whIch are no longer requlred.
Background
CertaIn records located In Finance, AdmInIstrative SerVlces and the
Clty Clerk's offIce have been Inventoried and approved for destruc-
tlon by the department heads and the City Attorney. SectIon 34090
of the Government Code authorIzes destruction of such records by
adoptIon of a resolution by the CIty Council.
Included in the resolution IS a prOVIsion for donation of records
to the approprIate historical SOCIety. The resolution also contains
a summary of the records inventorIed for destructIon. The volume of
the records to be destroyed IS equal to approximately 40 four-drawer
fIlIng cabInets.
Recommendation
The Attorney's OffIce has researched thIS matter and adVIsed that
destruction of these records IS In confornlty WIth the Government
Code and should be authorIzed by CounCIl resolutIon It IS recom-
mended that the CounCIl adopt the resolutIon apprOVIng destructIon
of the records as presented. ~F
Prepared bv' Joyce SnIder JUL 2 5 '978
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RFSOLUTIOK XO. 5059 (CCS)
(City Council Series)
A RESOLUTIO:'\ OF THE CITY COUNCIL OF TilE
CITY or SANTA ~ONICA APPROVING AXP .
AUTrIOR1ZI:\G THE DIR[CTO!~ OF FI?\A:\CE,
CITY CLERK, AKD DIRECTOR OF AD:.l1?\ISTRATIVE
SER\'I CES OF TIlE CITY OF SANTA ]\WXI CA TO
DESTROY CERIAI); CITY RECORDS UNDER TII[IR
CHARGE, PURSU c\NT TO SECTION 34090 OF THE
GOVER\"~jENT CODE OF CALIFORNIA
1\'IIJ~ RE:\S , ~t has been deter~ined that certain City
records under the charge of the follo~ing City dcpartwent(s) are
no longer required for public or private purposes:
FINA;\"C:E
CITY C:.[RKTS OFfICL
PERSO:~\EL
and
WIIEREAS, iL has been determined that destructlon of the
above nentJoned watcrials is necessary to conserve storage space,
and reduce staff tjQe, expense and confusion in handllng and in-
formIng the pubJic; and
WHJ:REAS. Scctlon 34090 of the Government Code of the State
of Cal~foYnia authorizes the head of a Cjty dcpartncnt to destroy
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any Clty records, ~nd dOCl';;icnts 1;11 lch are over tl,'O yea 1's old
under hj s or her charge, \/i thout f:laking a copy thereof, after
the sane are no Ion g e r H' (1 u ire d , upon the approval of the C1ty
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Council by resolution and the Krittcn consent of the City
Attorney; and
\';Hr:RIAS, it is therefore desirable to destroy said
records as listed in Exhlbit !lAB attached hereto and made a
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part hereof, in storage, l'.'i thout making a copy thcreo f, "Fhich
are over two years old, and
WfIEREASJ said records have been approved [or destruc-
tion by the City Attorney.
N01'iJ THEHEFORE, THE CITY COU~CIL OF THE CITY OF SANTA
MONICA DOES RESOLVE AS FOLLOhS:
SECTIOI\ 1. That approval and authoriza1ion lS hCTeby
given to destroy those records described as Exlubit HAil attached
hereto and nade a part hereof.
SECTIOi\ 2. That the City Clerk is authoriled to allo~
examination by and donation to the Depontmcllt oi SPCC1;11 Collec-
tions of the Un~vcTsity Rc~carch Library, UniverSIty of Califor-
nla, or other historIcal society designated by 1hc Clty Council)
any of the records described in Exhibjt irA" attached hereto and
made a part hereof, except those dce~cd to be confidentlal.
SECTION 3. That the City Clerk shall certify to the
adoption of this resolution, anti thence' forth aIlll thcrca:ter the
same shall be in full force and effect.
?0\~J:D AS TO I~~. '. .
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. ell)) Attorney ~~
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ADOPTED AND APPROVED lHIS 25th DAY OF
July J 1978.
tQfh-1/,,-Jf;~~n~~:l '
l'.iA YOR
I HEREBY CERTIFY THAT THE FOREGOING RESOLUTION WAS
DULY ADOPTED BY THE CITY COUNCIL OF THE CITY OF SANTA MONICA
AT A REGULAR NEETING THEREOF HELD ON TH!: 25th
DAY OF Jul v J 1978 J BY THE FOLLmH NG VOTE OF THE
COUNCIL:
AYES: (ouNe I U'1Ef1BERS: Bambrlck, Cohen, Reed, Scott, Trives,
" van de;! StecnhoveD, tJ<1yor 51\'1 n\:
NOES: COUNCILMEMBERS: None
ABSEi'JT: (OUNe I U-1EHBERS: 't\one
ATTEST:
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EXHIBIT ItA"
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The records listed below are at least t \.;0 )' ear s old and have
been approved for destruction by the City Attorney and by
the department heads having custody of the records pursuant
to Sec.tion 34090 of the CalIfornia Government Code.
Finance
Correspondence, \\.ork files, registers and COJPpu tel' prjntouts
regardIng p8yroll adrninis t ya Li on, lnSUT'ance ,. budgets, jnvest-
ments and water billIng including warrants, InVOIces, and
receipts.
CIty Clerk
BlCl proposa 1 s for pTO\Tision or eqllipncnt and serVIces 10 the
Clty.
Personnel
r-IanagcPl.ent directn'cs, job descriptlo~S, anll correspondence
to and from staff and outside agencies regarding tU1.tion
reimbursenent, service p1n a\Vards, pC'Tsonnel policH:'s and
health and educational progra~s Kith charts and TI1aps used
fOT training.