AGENDA SECTION

AGENDA ITEM #

REPORT #

STAFF REPORT

October 27, 1997

 

REPORT PREPARED BY: Jayne Diaz, city clerk

Dept.: City Clerk Signature: _______________________

REVIEWED BY CITY MANAGER q

 

 

 

ITEM FOR COUNCIL CONSIDERATION:

Resolution No. 4412 authorizing destruction of certain records in the City Clerk Department

 

 

In a continuing effort to purge files which no longer need to be stored and in accordance with the City’s Record retention policy, the City Clerk Department wishes to destroy the attached list of files all related to the original Community Development Block Grant program projects (the improvements in the 900 block of Linden Avenue, City wide street and drainage improvements and assistance in purchase of the Atrium project on Carpinteria Avenue) from the years 1980 to 1985.

 

 

The City Attorney has reviewed and approved the list of documents to be destroyed as shown in

Exhibit A, attached to the resolution.

Resolution No. 4412

Exhibit A

 

RECOMMENDATION:

It is recommended that the City Council adopt the attached Resolution No. 4412 authorizing the destruction of certain records, as detailed in Exhibit A, in the City Clerk Department.

 

 

 

RESOLUTION NO. 4412

A RESOLUTION OF THE CARPINTERIA CITY COUNCIL

AUTHORIZING DESTRUCTION OF CERTAIN RECORDS

IN THE CITY CLERK DEPARTMENT

 

WHEREAS, California Government Code Section 34090 and City Resolution No. 3141 permits the destruction of certain records subject to certain conditions; and

WHEREAS, the City Clerk Department has recommended that certain records in their department be destroyed and the City Manager has approved said recommendation: and

WHEREAS, the City Attorney has issued his consent to said recommendation and approval; and

WHEREAS, a list of records to be destroyed is attached hereto as Exhibit "A" consisting of five pages.

NOW, THEREFORE, THE CARPINTERIA CITY COUNCIL HEREBY RESOLVES that those records identified in Exhibit A attached hereto, are approved for destruction as recommended.

PASSED, APPROVED AND ADOPTED this 27th day of October 1997, by the following called vote:

AYES: COUNCILMEMBER:

NOES: COUNCILMEMBER:

ABSENT: COUNCILMEMBER:

 

 

_________________________________

Mayor, City of Carpinteria

ATTEST:

 

 

___________________________________

City Clerk, City of Carpinteria

 

 

Resolution No. 4412

Page 2

 

 

I hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of Carpinteria held this 27th day of October 1997.

 

 

__________________________________

City Clerk, City of Carpinteria

APPROVED AS TO FORM:

 

 

_____________________________________

City Attorney

City of Carpinteria Request for

Authority to Destroy Obsolete Records

 

 

The City Clerk Department requests authority to destroy the following Records:

Record Title or Description

Years Covered by record

CDBG – B-82-DH-0521 Site Development & Sewer Impvs. Bid (Goldman project – Carp. Ave.)

CDBG – B-82-DH-06-0521 Sewer Main Contract – B & Sons Const. Co. (Goldman project – Carp. Ave)

CDBG – B-82-DH-06-0321 Myers Contract (Goldman Project – Carp. Ave.)

CDBG – B-82-DH-06-0521 General File (Goldman – Carp. Ave.)

CDBG – B-82-06-0521 Project Closeout (Goldman – Carp. Ave.)

CDBG – B-82-DH-06-0321 Sewer & Site Bonds (Copies of returned bonds) (Goldman project 4667 Carpinteria Ave.)

CDBG – B-82-DH-06-0521 Carp. Ave. Sewer Line Reimbursement Agreement (Goldman – Carpinteria Ave.)

CDBG – B-82-DH-06-0521 Agreement – Postponement of Sewer Line Connection Fees (Goldman – Carpinteria Ave.)

CDBG – B-82-DH-0521 Notice of Completion Sewer Main (Goldman)

9/84 – 1/85

 

3/85

 

7/85

 

11/82 –3/85

4/85 – 8/85

1/85

 

4/85

 

1/85

 

3/85

 

FOR DEPARTMENTAL USE

Recommended by:

___________________________

Department Head

Approved by:

______________________________

City Manager

______________________________

Date

CITY ATTORNEY’S CONSENT

Consent is hereby given to destroy the records enumerated above.

 

___________________________________

City Attorney

 

___________________________________

Date

PRESENTED TO CITY COUNCIL

Approved:

________________________________

Date

Records Destroyed:

________________________________

Date

________________________________

Signature

 

 

Record Title or Description

Years Covered by record

CDBG – B-82-DH-0521 Notice of Completion, Site Development Jerry L. Meyers (Goldman project)

CDBG – B-82-DH-06-0521 Request for Payment on Letter of Credit and Status of Funds Report (Goldman – Carp. Ave.)

CDBG – Real Estate Appraisal, Vacant Land 4667 Carpinteria Ave., APN 3-242-27, 28 and 29 James L. Halliburton (Goldman project)

CDBG – B-82-DH-06-0521 (Goldman project) Claims/Expenses Sewer Improvement

CDBG – B-82-DH-06-0521 Release of Funds (Goldman project)

Manual entitled, "1981 Small Cities Single Purpose Metro Community Development Block Grant Preapplication for Street and Drainage Improvements at various locations (2 copies)

CDBG – Public Facilities Project Manual

CDBG – Labor Standards Compliance Manual

CDBG – Start-Up and Initial Planning Manual

CDBG – Housing Rehabilitation Policy Program Manual

CDBG – B-82-DH-06-0521 Fluhart – Consultant

CDBG – B-82-DH-06-0521 Environmental Monitoring Review

Goldman Project – Carp. Ave.

CDBG – B-82-DH-06-0521 Contract Documents and Special Provisions for Site Development and Sewer Improvement Project (Goldman project) includes all bids.

CDBG Real Estate Appraisal – (Goldman APN 3-242-27, 28 &29)

CDBG B-82-DH-06-0521 Application (Goldman project)

 

 

 

4/85

 

2/84

 

June 2, 1983

 

6/84

 

5/83-12/85

January 1981

 

 

Jan. 1980

Jan. 1980

Jan. 1980

June 1980

Jan. 1984

Aug. 1983

 

Sept. 1984

 

 

6/83

Dec. 1981 - 1982

 

 

Record Title or Description

Years Covered by record

CDBG 230-Site Development and Sewer Improvements Project

CDBG – B-82-DH-06-0521 Audit Report (John Reed)

CDBG – General Information Files (3)

CDBG – Economic Development Grant Information

CDBG/HUD St. Imp. Project B81DS060521 Webster Co. Contractor FY82-83 Act. 4193.162.0

CDBG – 15 Folders of Copies of Status of Fund Reports

CDBG – HUD St. Improvements Administration/Inspection

CDBG – HUD General Correspondence

CDBG – B-81-14b General Correspondence within Municipality

CDBG – B-81-14c General Correspondence – Other

CDBG – B-81-14d ISI General

CDBG – 1980 Grant Program

CDBG – B-81-17 Request for Wage Decision

CDBG – B-81-17a Copy of Wage Decision, Modifications, and additional classifications

CDBG – Exec. HUD 1421 Contract certification re labor standards and prevailing wage requirement

CDBG – Consolidated List of Debarred, Suspended and Ineligible Contractors and Grantees

CDBG – B-81-17g – Exec. HUD 1422, Subcontractor certification re labor standards and prevailing wage requirements

10/84

4/86

1981 – 1985

1984

9/82 – 3/84

 

1981 – 1982

1981-83

Jan. 1984

4/80 – 4/83

1981-1983

1981

1980

6/82

10/82

 

8/82

 

1/83

 

8/82

 

 

 

 

Record Title or Description

Years Covered by record

CDBG – B-81-17I Contractor and Subcontractor weekly payrolls and statements of compliance certificates

CDBG – B-81-17k On-site Inspection rpts. And Employee Interviews

CDBG – B-81-17m Picture of Equal Opportunity Poster

CDBG – B-81-17p Other correspondence pertaining to Labor Standards Administration

CDBG – B-81-17r Miscellaneous Labor Information

CDBG – B-81-18 Purchasing Policies

CDBG – B-81-20 State 1983

CDBG – International Systems Inc. (3 files)

CDBG – B-81-19 HUD General Information

CDBG – B-81-17h Verification of Subcontractor Eligibility

CDBG – B-82-DH-06-0521 Purchase of property (Goldman – Carpinteria Avenue)

CDBG – 1981 CDBG Single Purpose Full Application

CDBG – Letter from HUD

CDBG – B-81-1b OMB Circular A-95

CDBG – B-81-1c Application Amendments

CDBG – B-81-1d Approval of Application Amendments and other correspondence

CDBG – B-81-1 Pre-application Legal Notice

CDBG – B-81-2a HUD 7082 Grant Agreement

8/82 – 3/83

 

5/82 – 11/82

9/17/82

8/82 – 3/83

 

9/82

10/81

11/82

1981-1985

1982

3/83

1981-1983

 

6/81

7/81

4/81

7/81

1981

 

3/81

8/81

 

 

 

 

Record Title or Description

Years Covered by record

CDBG B-81-2 Letter from HUD Approving Application (Street and Drainage Improvements)

CDBG B-81-2b HUD 7015.15 Request for Release of Funds

CDBG B-81-2c HUD 7015.16 Notice of Removal of Grant Conditions

CDBG B-81-3 Cost Estimates Street Improvements

CDBG B-81-3a Project Schedules

CDBG B-81-3b Organizational Structure Management Control

CDBG B-81-3c Monitoring Controls, Reports, etc.

CDBG B-81-4 Housing Assistance Plan

CDBG B-81-4a Commitments from HUD and Farmers Home Administration

CDBG B-81-4b Occupancy Data

CDBG B-81-4c Evidence of other steps taken to meet housing goals

CDBG B-81-5 Citizen Participation Plan

CDBG B-81-5a Public notices and minutes, attendance list, records, etc.

CDBG B-81-6 Affirmative Action Plan

CDBG B-81-6b Demographic Data by Census Tract

CDBG B-81-6c Racial, Ethnic, and Gender Data

CDBG B-81-6d Citizen Grievance Procedure

CDBG B-81-6e Data which records its affirmative action in equal opportunity employment

8/81

 

11/81

10/81

2/83

9/81

11/81

7/83

4/81

1981 and 1982

 

1981

10/81 – 1/82

1980-1981

12/80 – 8/82

 

10/81

3/81

5/82

12/82

9/14/82

 

 

 

 

Record Title or Description

Years Covered by record

CDBG B-81-6f Data which records efforts to identify lower-income residents of project

CDBG B-81-6g Fair Housing Efforts and Results

CDBG B-81-6I Title VI Assurance

CDBG B-81-6j Miscellaneous Equal Opportunity Information

CDBG B-81-7 Environmental Assessment on Carpinteria Public Facilities

CDBG B-81-7a Level of Clearance Finding

CDBG B-81-7b Evidence to assure compliance with Historic Preservation Act

CDBG B-81-7c Environmental Review Record

CDBG B-81-7f Miscellaneous Environmental Information

CDBG B-81-8 Technical Assistance Contracts

CDBG B-81-8a Administrative and Management Contracts

CDBG B-81-8b Legal Assistance Contracts

CDBG B-81-8c Audit Contracts

CDBG B-81-8j Copies of Engineer request for payment and supporting documents and date paid

CDBG B-81-9 Method for Selection of Design Professional

CDBG B-81-9a RFP Published notice and proof of publication

CDBG B-81-9b RFP Engineer

CDBG B-81-9c Copies of Proposals

1981

 

 

 

1964

10/82

11/81

 

8/81

10/81

 

1981

10/81 – 5/82

5/81 – 11/81

11/81

11/81

ll/81

2/82

 

11/81 – 2/82

1/82

12/81

1/82

 

 

 

 

 

Record Title or Description

Years Covered by record

CDBG B-81-9d Minutes of Award of Bid and Rating Sheets

CDBG B-81-10c Contract Documents and Special Provisions for Street Improvements Project

CDBG B-81-9e Actual Contract with Engineer Firm and Amendments all related to contract

CDBG B-81-9g Minutes of meetings with engineering firm

CDBG B-81-9I Project schedule; summary

CDBG B-81-10 Special Studies

CDBG B-81-10a Preliminary and Final Design

CDBG B-81-10b Evidence that all lands have been obtained prior to advertising for bids (Street Improvement project)

CDBG B-81-10c Bid Documents

CDBG B-81-10d Evidence of Approval of Bid Documents

CDBG B-81-10e Handicapped Certification re Design of Building

CDBG B-81-10f Proof of Publication of Advertisement for Bids

CDBG B-81-10h Minutes of Public Bid Opening

CDBG B-81-10I Tabulation of Bids with Proposals and Bonds by each bidder

CDBG B-81-10j Bidder Qualification Information

CDBG B-81-10k Recommendation of Award of Contract by Engineer, Council, Dept.

CDBG B-81-10L Notice of Award of Contract

12/81 – 2/82

FY 81-82

 

Jan. 1983

 

Feb. 1982

 

 

Jan. 1982

2/82

July 1982

 

7/82

8/82

10/4/82

June 1982

7/82

July 1982

 

7/22/82

July 1982

 

July 1982

 

 

 

 

Record Title or Description

Years Covered by record

CDBG B-81-10m Signed Bid Documents

CDBG B-81-10n Notice to HUD and Contractor of Pre-construction

Conference

CDBG B-81-10o Attendance List on Pre-construction conference

CDBG B-81-10p Pre-Construction Conference Report

CDBG B-81-10q Contractor’s Schedule to complete construction and amounts

CDBG B-81-10r Notice to Proceed to start construction

CDBG B-81-10s Evidence of subcontractor verification of eligibility and approval

CDBG B-81-10t Contractor’s request for partial payment and certification of payment

CDBG B-81-10v Engineer’s Inspection Reports

CDBG B-81-10x Change and Field Orders

CDBG B-81-10y Final Inspection and Acceptance of Project

CDBG B-81-10z Clear Lien Cert. And Final Payment to Contractor

CDBG B-81-10bb Correspondence relating to construction contract

CDBG Bonding Co. Correspondence – Release of Levy, Complaint in interpleader (Webster Co.)

CDBG B-81-10cc Picture of Equal Opportunity Poster

CDBG B-81-13 Grantee Reports as submitted to HUD

CDBG B-81-13b HUD-4011, Certificate of Completion

August 1982

July 1982

 

8/82

8/82

1981/82

 

8/24/82

10/82

 

3/25/83

 

November 1982

March 1983

3/14/83

4/7/83

11/82 – 3/83

4/83 – 2/84

 

9/27/82

8/83-2/84

3/84

 

 

 

 

Record Title or Description

Years Covered by record

CDBG B-81-11a TFS-7577 Letter of Credit

CDBG B-81-11 HUD-274 Depository Signature Card

CDBG B-81-11b Financial Info

CDBG –81-11c All financial document kept within Finance Dept.

CDBG – B-81-11d Misc. Financial Data

CDBG – B-81-11a TFS-7577, Letter of Credit

CDBG – B-81-12 Interim Audits

CDBG – B-81-12a Final Audit

 

1/83

9/81

3/83

7/82

1/81 – 3/83

3/79

6/84

4/84

 

 

 

 

 

 

Record Title or Description

Years Covered by record