R-4687
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CA RL4itDTO:jst
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9-12-75
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RESOLUTION NO. 4687 egCS)
(City Counc~l Series)
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF SANTA MONICA APPROVING
AND AUTHORIZING THE BUILDING OFFICER
OF THE CITY OF SANTA MONICA TO DESTROY
CERTAIN CITY BUILDING DEPARTMENT RECORDS1
DOCUMENTS, INSTRUMENTS, BOOKS AND PAPERS,
UNDER HIS CHARGE, ~~ICH ARE OVER FIVE (5)
YEARS OLD PURSUANT TO SECTION 34090 OF
THE GOVERNMENT CODE OF CALIFOfu~IA.
WHEREAS, the BUllding Offlcer of the City of Santa
Monica deslres to destroy certaln Clty Buildlng Department
records, documents, instruments, books and papers, under hlS
charge, wlthout making a copy thereof, which are over five (5)
years old: and,
IvHEREAS, the Buildlng Offlcer of the Clty of Santa
MOnlca has determlned that the following enumerated City BU11dlng
Department records, documents, lnstrumentsl books and papers,
under his charge, are no longer requlred for public or prlvate
purposes for the reasons stated herein:
a. Plumbing D1V1Slon permlt application
forms, Plumbing and Heating Divislon
permlt application forms, and
Electrical Dlvlsion applicatlon forms
over flve (5) years old due to the fact
that the lnfor~ation and data contalned
thereon are dupllcated on the permanent
permit and inspection report cards
WhlCh are flIed with the building
permit records for the life of the
bUllding.
b. BU11ding Department copies of receipts,
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memos, purchase orders, former
personnel records and other
adm~nistrative records wh~ch are
over f~ve (5) years old due to the
fact that the permanent files and
records of much of this lnformation
and data are kept in other City
departments.
c. Plans, correspondence and perrn~ts
over f~ve (5) years old for bu~ldlngs
that have been demollshed due to the
fact that the same are no longer
requlred; and,
WHEREAS, the Buildlng Officer of the Clty of Santa
Monlca has determlned that a system to routinely destroy the
above mentioned materlals WhlCh are no longer requlred after
five (5) years of storage is necessary to conserve space,
reduce tlme and expense of the staff, and el~minate confuslon
ln handllng; and,
WHEREAS, Sectlon 34090 of the Government Code of the
State of Callfornla autharlzes the head af a City department to
destroy any c~ty records, documents, instruments, books and
papers, under h~s charge, wlthaut making a copy thereof, after
the same lS no longer requlred, upon the approval of the City
Cauncll by resolut~on and the wrltten consent of the C~ty
Attorney; and,
\~iEREAS, the approval as to form by the C~ty Attorney
of the Clty of Santa Monica hereby constitutes written consent
for the destruct~on of the herelnabove described City materlals.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA
MONICA DOES RESOLVE AS FOLLOWS:
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1.
SECTION 1.
That the Bu~1ding Off1cer of the C1ty
of Santa Mon~ca be and ~s hereby authorized to rout~ne1y destroy
Plumb~ng Div~s~on perm~t appl~cation forms, Plumblng and Heating
Division permlt appllcation forms, and Electrical Div1s1on
appl~cation forms, under h~s charge, at the close of the fifth
(5th) calendar year from the date of the f~ling of the same.
SECTION 2.
That the Build1ng Off~cer of the C~ty
of Santa Mon~ca be and ~s hereby authorized to routinely destroy
BU1lding Department cop~es of receipts, memos, purchase orders,
former personnel records and other administrative papers, under
h~s charge, at the close of the fifth (5th) calendar year following
the last actlve date of the same.
SECTION 3.
That the Building Officer of the Clty
of Santa Monlca be and ~s hereby authorized to routlnely destroy
plans, correspondences, and permits, under h1S charge, for
bUl1dings that have been demol~shed at the close of the f1fth
(5th) calendar year from the date of demol1tion and removal of
the subject bUlld1ng belng demollshed.
SECTION 4.
The Clty Clerk shall cert1fy to the
adoptlon of this resolution, and thenceforth and thereafter the
same shall be 1n full force and effect.
ADOPTED and APPROVED thls
14th
day of October
1975.
~-"~:?t.,jr(;;t-~
Hayor
ATTEST:
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I hereby certlfy that the foregoing reso1utlon was
duly adopted by the Clty Councll of the City of Santa Monica
at a regular rneetlng thereof, held on the
14th day of
October
, 1975, by the followlng vote of the
Councll:
AYES:
Councilrnember: Cohen, Judson, McCloskey,
Reed, Swink, Trives
NOES:
Councllrnember: None
ABSENT:
Councilmember: van den Steenhoven
)0:1. ;J~
. Ci;!'cre~
APPROVED AS TO FORM:
(j)~ d ~
t Ci ty Attorney .-
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