Before destroying any records, papers or documents specifically mentioned herein, the city clerk or other officer charged with the custody of the same shall present the question of the advisability of ordering such destruction to the city manager. The city manager shall present his or her recommendation to the board of commissioners for their action thereon. The city clerk shall keep suitable minutes of any such matter before the commission describing as near as may be the records, documents and papers to be destroyed and a minute of the final destruction of the same. (Prior code § 1-703)