HomeMy WebLinkAbout08. Destruction of Records Police
AGENDA MEMO
DATE:
July 12, 2011
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 2011.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 _____________________, 2011.
_________________________________
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 ___________,
2011, by the following vote, to wit:
AYES: Council Members:
NOES: Council Members:
ABSENT: Council Members:
ABSTAIN: Council Members:
___________________________________
City Clerk
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 2008 & prior
2 General Correspondence/Memoranda 2008 & prior
3 Miscellaneous Receipts 2008 & prior
4 Print Shop Requisitions, 2008 & prior
5 P.O.S.T. Training Reimbursement Requests, 2007
6 P.O.S.T. and Non-P.O.S.T. Training Records, 2008
7 P.O.S.T. Reimbursement Ledgers, 2008
8 Personnel Orders, 2008
9 Employee Performance Evaluation Records, 2005
10 Internal Investigation Records, 2005
11 Notice of Discipline/Commendations, 2005
12 Payroll Statistics Reports, Time sheets & O/T sheets 2005
13 Use of Force Reviews for 2005 and prior
14 Officer involved Traffic Collision Reports 2005 & prior
15 Special Billings, 2008
16 Garage Sale Permits, 2008
17 Miscellaneous Code Enforcement correspondence, 2008 & prior
18 Code Enforcement Service Requests and Case Records, 2008 &
prior
19 Range Shoot Records, 2005
20 Background Investigations deemed unsuccessful, 2005
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, 2008
22 DOJ Firearm Purchase Rejections 2005 & prior
23 Narcotics Registrants Forms and Photographs 2005 & prior
24 Juvenile Contact Cards with dates of birth 1991 & prior
25 Press Releases 2008 & prior
26 Pawn Receipts
27 Police Auction Lists, 2008
28 Weapon Destruction Orders and Lists, 2004
29 Parking Citation Correction Letters 2008 & Prior
30 Watch Commander and Radio Logs, 2008
31 Trustee Applications, Contracts, and Logs, 2008
32 Ride-along Waivers, 2008
33 Adult Jail Safety/Security Logs, 2008
34 Adult Jail Register Logbook, 2008
35 Juvenile Detention Logs (secured & non-secured) 2008
36 Traffic Citations, Voided Citations, Correction Letters, 2008
37 Police Permits & Photographs, 2005 & prior
38 Bail Receipts, 2008
39 Sheriff’s Dept. Transfer Record, 2008
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, 2008
42 Local Record Check/Clearance Letters, 2008
43 Records deleted by the Department of Justice, 2008
44 Field Interview Records, 2005
45 Subpoena Duces Tecum, Deposition Subpoena Compliance,
2008
46 Repossession and Private Party Impound Reports, 2008
47 Radio and Telephone Recordings for 2007 and prior
48 Video Tapes & DVD’s Station, 2008 and prior
49 Video Tapes & DVD’s Units, 2008 and prior
50 Steno Transcription Report Logs, 2008
51 Crime Reports (Hard Copy) imported into NWS/Aegis 2008