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Home My WebLink About13. Destruction of Obsolete Records - Police Dept. AGENDA MEMO DATE: November 9, 2010 TO: Mayor and Members of the City Council FROM: Office of the City Manager By: Rick Esteves, Chief of Police SUBJECT:RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE POLICE DEPARTMENT DOCUMENTS RECOMMENDATION That the City Council adopt the attached Resolution titled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF THE POLICE DEPARTMENT DISCUSSION The attached Resolution authorizes the destruction of certain obsolete police records, as requested by the Chief of Police.In accordance with the Citywide Records Management Program adopted by the City Council on June 9, 1998, and pursuant to Government Code Section 34090, Exhibit “B” attached identifies and lists these Police Department records that are eligible for destruction. As indicated on Exhibit “A” attached, the City Clerk has certified that these records are no longer required by the City and are in compliance with established retention requirements. The City Attorney has concurred in this certification. FINANCIAL IMPACT The adoption of this Resolution will eliminate the cost of storing and maintaining these obsolete records. H:\pwb\MYDOCUME\AGENDA\Destruction of Records Memo 2010.doc RESOLUTION NO. _________ CITY OF DOWNEY, CALIFORNIA A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF THE POLICE DEPARTMENT. WHEREAS, the City Council of the City of Downey adopted a Citywide Records Management Program on June 9, 1998; and WHEREAS, the City Clerk has certified that the records listed are no longer required by the City and are eligible for destruction pursuant to Section 34090 of the California Government Code as indicated on “Destruction of Original Public Records” attached hereto as Exhibit “A” and pursuant to the above Citywide Records Management Program and the City Attorney has concurred in this certification; and WHEREAS, the Chief of Police has requested and authorized certain obsolete Police Department records as listed on Exhibit “B” attached hereto to be destroyed and the City Attorney has concurred in this authorization. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES RESOLVE AS FOLLOWS: SECTION 1. As authorized by California Government Code Section 34090 and the City of Downey Citywide Records Retention Policy adopted on June 9, 1998, the City Council hereby authorizes and approves the destruction of the obsolete Police Department records as listed on Exhibit “B” attached hereto. SECTION 2. The City Clerk shall certify to the adoption of this Resolution. APPROVED AND ADOPTED this ___ day of _____________________, 2010. _________________________________ Mayor ATTEST: __________________________________ City Clerk I HEREBY CERTIFY that the foregoing Resolution No. _____ was adopted by the City Council of the City of Downey at a regular meeting held on the ____ day of ___________, 2010, by the following vote, to wit: AYES: Council Members: NOES: Council Members: ABSENT: Council Members: ABSTAIN: Council Members: ___________________________________ City Clerk Attachments EXHIBIT “A” DESTRUCTION OF ORIGINAL PUBLIC RECORDS I hereby certify that: the records listed below are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not, to my knowledge, required to be kept further by a statute, are not the minutes, ordinances or resolutions of the legislative body of the City or of any City Board or Commission, and are no longer required by the City. I request authority to destroy same pursuant to Section 34090 of the Government Code of California. SEE LIST OF RECORDS ON EXHIBIT “B" ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ __________________ ____ __________ ______________ Department Head Department Date I have reviewed the above-described records for historical value and for compliance with the established retention requirements, and I consent to their destruction. __________________________ _________________ City Clerk Date I consent to the destruction of the above-described records. ___________________________ _________________ City Attorney Date I certify that the destruction of the above-described records was approved by the City Council of the City of Downey, California; by Resolution No. _________ at the regular meeting of the City Council held in Downey, California, on the __________ day of _______________, _________, and that by said Resolution, the department head or his/her designee was authorized to destroy the records. ___________________________ City of Downey _________________ City Clerk State of California Date I hereby certify that, pursuant to the foregoing authority, the above-described records were destroyed on ___________________. Date ___________________________ ______________________________________ Name Title Date AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS I hereby consent to the destruction of the records listed below: Department Head Date City Attorney Date Item No. Contents & Inclusive Dates 1 Purchase Requisitions/Check Requisitions 2007 & prior 2 General Correspondence/Memoranda 2007 & prior 3 Miscellaneous Receipts 2007 & prior 4 Print Shop Requisitions, 2007 & prior 5 P.O.S.T. Training Reimbursement Requests, 2006 6 P.O.S.T. and Non-P.O.S.T. Training Records, 2007 7 P.O.S.T. Reimbursement Ledgers, 2007 8 Personnel Orders, 2007 9 Employee Performance Evaluation Records, 2004 10 Internal Investigation Records, 2004 11 Notice of Discipline/Commendations, 2004 12 Payroll Statistics Reports, Time sheets & O/T sheets 2004 13 Use of Force Reviews for 2004 and prior 14 Officer involved Traffic Collision Reports 2004 & prior 15 Special Billings, 2007 16 Garage Sale Permits, 2007 17 Miscellaneous Code Enforcement correspondence, 2007 & prior 18 Code Enforcement Service Requests and Case Records, 2007 & prior 19 Range Shoot Records, 2004 20 Background Investigations deemed unsuccessful, 2004 AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS I hereby consent to the destruction of the records listed below: Department Head Date City Attorney Date Item No. Contents & Inclusive Dates 21 ABC Alcohol Permit Applications & Renewals, 2007 22 DOJ Firearm Purchase Rejections 2004 & prior 23 Narcotics Registrants Forms and Photographs 2004 & prior 24 Juvenile Contact Cards with dates of birth 1990 & prior 25 Press Releases 2007 & prior 26 Pawn Receipts 27 Police Auction Lists, 2007 28 Weapon Destruction Orders and Lists, 2003 29 Parking Citation Correction Letters 30 Watch Commander and Radio Logs, 2007 31 Trustee Applications, Contracts, and Logs, 2007 32 Ride-along Waivers, 2007 33 Adult Jail Safety/Security Logs, 2007 34 Adult Jail Register Logbook, 2007 35 Juvenile Detention Logs (secured & non-secured) 2007 36 Traffic Citations, Voided Citations, Correction Letters, 2007 37 Police Permits & Photographs, 2004 & prior 38 Bail Receipts, 2007 39 Sheriff’s Dept. Transfer Record, 2007 AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS I hereby consent to the destruction of the records listed below: Department Head Date City Attorney Date Item No. Contents & Inclusive Dates 40 Crime Reports (scanned into NWS) 2007, 2006, 2005 2004 41 Café Incident Cards, 2007 42 Local Record Check/Clearance Letters, 2007 43 Records deleted by the Department of Justice, 2007 44 Field Interview Records, 2004 45 Subpoena Duces Tecum, Deposition Subpoena Compliance, 2007 46 Repossession and Private Party Impound Reports, 2007 47 Radio and Telephone Recordings for 2006 and prior 48 Video Tapes & DVD’s Station, 2007 and prior 49 Video Tapes & DVD’s Units, 2007 and prior 50 Steno Transcription Report Logs, 2007