HomeMy WebLinkAbout11. Fire Records Destruction
AGENDA MEMO
DATE:
August 23, 2011
TO:
Mayor and Members of the City Council
FROM:
Office of the City Manager
By: Lonnie Croom, Fire Chief
SUBJECT:RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE
FIRE DEPARTMENT RECORDS
RECOMMENDATION:
That the City Council adopt the attached Resolution entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY,
APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS
OF THE FIRE DEPARTMENT.
DISCUSSION:
The attached Resolution authorizes the destruction of certain obsolete Fire Department
records. It has been prepared in accordance with the Citywide Records Management
Program and retention schedule adopted by the City Council on June 9, 1998, and pursuant
to Government Code Section 34090.
As indicated in Exhibit “A” attached, the Fire Department has certified and the City Attorney
has concurred that these records are no longer required by the City and their destruction is
in compliance with established retention requirements. Exhibit “B” identifies and lists the
records that are eligible for destruction.
The retention periods for the documents are as follows:
EMS Forms – 7 years
EMS Forms relating to unemancipated minors – 1 year after minor turns 18, but not
less than
7 years.
Applications for firefighter position (not hired) – 1 year
Hazardous Materials Inventory Forms – 3 years
Voided plans – No longer relevant
FINANCIAL IMPACT
:
The adoption of this Resolution will eliminate the cost of storing, maintaining and retrieving
these obsolete records.
Attachment
H:\FIRE\Bodine\Agenda Items\Destruction of Records 08-23-11.doc
CITY OF DOWNEY, CALIFORNIA
RESOLUTION NO. 11-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY,
APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF
THE FIRE 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 Fire Chief has requested and authorized certain obsolete Fire
Department records 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 HEREBY
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 Fire 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 23rd day of August, 2011.
______________________________
LUIS H. MARQUEZ, Mayor
ATTEST
:
_________________________________
JOYCE E. DOYLE, Interim City Clerk
I HEREBY CERTIFY
that the foregoing Resolution was adopted by the City Council of the
City of Downey at a regular meeting held on the 23rd day of August, 2011, by the following vote,
to wit:
AYES
: Council Members:
NOES
: Council Member:
ABSENT
: Council Member:
ABSTAIN
: Council Member:
JOYCE E. DOYLE, Interim City Clerk
RESOLUTION NO. 11- EXHIBIT A
PAGE TWO
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 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 ATTACHED EXHIBIT “B”
Fire ____8/4/11_____
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. 11- at the regular meeting of the City
Council held in Downey, California, on the 23rd day of August, 2011, 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 .
_ __________________
Name Title Date Signed
RESOLUTION NO. 11- EXHIBIT B
PAGE THREE
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
I hereby consent to the destruction of the records listed below:
_________________________
Department Head City Attorney
Box No. Contents & Inclusive Dates
1 Emergency Medical Services (EMS) forms – January through June 2002
2 EMS forms – July through December 2002
3 EMS forms – January through December 2003
4 EMS forms – January through April 2004, and Firefighter applications - 2008
5 Hazardous Materials Inventory forms – 1996, and voided plans
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21