Report to Mayor and City Council
Tuesday, March 17, 2020
Consent
SUBJECT:
Title
CONSIDERATION OF RESOLUTION NO. 20-014 AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS WITHIN THE CITY TREASURER'S OFFICE (CITY COUNCIL)
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I. SUMMARY
Consistent with the city's policy on records management, the City Treasurer's Office reviewed and analyzed its existing records and determined those with content that are no longer useful or needed. This item is requesting City Council authorization to destroy specified receipts, reconciliations, payment confirmations, bank statements, payroll, tax statements, refunds, miscellaneous correspondence and related records in accordance with City procedures and California Code Section 34090 et seq.
II. RECOMMENDATION
Recommendation
WAIVE further reading and ADOPT Resolution No. 20-014 "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS WITHIN THE CITY TREASURER'S OFFICE."
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate.
IV. BACKGROUND
The Treasurer's Office has 215 boxes containing records that are considered stale-dated information and no longer useful to the City. Additionally, the retention period for these records that are referenced in Resolution No. 20-014 (Exhibit No. 1), has already lapsed and these records are deemed to be of no public, historical or legal value and should be destroyed.
The list of records have been reviewed and approved for destruction by the Chairperson of the Records Management Committee, the City Manager, and the City Attorney, as shown on Form No. 11113 - Records Destruction Authorization (Exhibit No. 3), in accordance with Standard Management Procedure 3.33.1 - Records Destruction (Exhibit No. 4).
V. FISCAL IMPACT
None.
VI. EXHIBITS
1. Resolution No. 20-014. (pgs. 3 - 7)
2. Records Destruction Authorization - Form 11113. (pg. 8)
3. SMP 3.33.1. (pgs. 9 - 11)
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