The URL can be used to link to this page

Home My WebLink AboutRecords Destruct Police DATE: March 13, 2007 TO: Mayor and Members of the City Council FROM: Office of the City Manager By: Roy Campos, 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. FISCAL IMPACT The adoption of this Resolution will eliminate the cost of storing and maintaining these obsolete records. I:\Agenda Memos CC 2007\Agenda-Memos 031307\Destruction of Records 2007.doc RESOLUTION NO. _________ 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 ______________________, 2007. __________________________________ Mayor ATTEST: __________________________________ City Clerk RESOLUTION NO. _____ PAGE 2 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 ___________, 2007, 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" ______________________________________________________________________ ______________________________________________________________________ ___ ___________________________________________________________________ ______________________________________________________________________ _____Roy Campos_____________ ____Police _________ 02/8/07 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. Kathleen L. Midstokke 02/20/07 __________________________ _________________ City Clerk Date I consent to the destruction of the above-described records. Charles Vose 01/20/07 ___________________________ _________________ 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: Roy Campos 02/08/07 Charles Vose 02/15/07 Department Head Date City Attorney Date Item No. Contents & Inclusive Dates 1 Traffic Citations, Voided Citations, Correction Letters, 2004 2 Dealer Report of Gun and Tear Gas Sales, 2004 3 Solicitor Permits & Photographs, 2001 & prior 4 Bail Receipts, 2004 5 Miscellaneous Receipts, 2004 6 Sheriff’s Dept. Transfer Record, 2004 7 Incident Cards, 2004 8 Repossession and Private Party Impound Reports, 2004 9 Parking Citation Correction Letters, 2004 10 Local Record Check/Clearance Letters, 2004 11 Watch Commander and Radio Logs, 2004 12 Trustee Applications, Contracts, and Logs, 2004 13 Range Shoot Records, 2004 14 Purchase/Print Requisitions, 2004 & prior 15 Garage Sale Permits, 2004 16 Special Billings, 2004 17 Police Auction Lists, 2004 18 P.O.S.T. Reimbursement Requests, 2003 19 P.O.S.T. and Non-P.O.S.T. Training Records, 2004 20 P.O.S.T. Reimbursement Ledgers, 2004 21 Personnel Orders, 2004 AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS I hereby consent to the destruction of the records listed below: Roy Campos 02/08/07 Charles Vose 02/20/07 Department Head Date City Attorney Date Item No. Contents & Inclusive Dates 22 Records deleted by the Department of Justice, 2004 23 Adult Jail Register, 2004 24 Adult Jail Logs (safety/detention), 2004 25 Juvenile Detention Logs, 2004 26 911 Printout Logs, 2004 27 General Correspondence/Memoranda, 2004 & prior 28 Steno Transcription Report Logs, 2004 29 Miscellaneous Code Enforcement correspondence, 2004 & prior 30 Code Enforcement Service Requests and Case Records, 2004 & prior 31 Field Interview Records, 2001 32 Employee Performance Evaluation Records, 2001 33 Internal Investigation Records, 2001 34 Background Investigations deemed unsuccessful, 2001 35 Ride-along Waivers, 2004 36 Former City Employee Print Applications & Photographs, 2001 37 Crime Scene Photos, 1999 & prior (retention same as Item #40) 38 Weapon Destruction Orders and Lists, 2001 39 Traffic Collision Reports, 1999 40 Crime Reports (except as described in 799 PC and unresolved missing person reports) with no existing valid arrest warrants, 1999 41 Payroll Stats, 1999 42 Fatal Traffic Collision Reports, 1996 AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS I hereby consent to the destruction of the records listed below: Roy Campos 02/08/07 Charles Vose 02/20/07 Department Head Date City Attorney Date Item No. Contents & Inclusive Dates 43 Subpoena Duces Tecum, Deposition Subpoena responses, 2004 & prior 44 Video Tapes, (Station & Unit Camera Systems), 2004 & prior 45 Photographs Narcotics Registrants 2001 & prior 46 Use of Force Reviews for 2004 and prior 47 Juvenile Contact Cards for subject with dates of birth 1986 and prior 48 Radio and Telephone Recordings for 2004 and prior 49 Crime Scene Latent Prints, 1999 & prior (retention same as Item #40)