The URL can be used to link to this page

Home My WebLink About08. Adopt Reso Auth Destruction of Certain Obsolete Records - PD Records" a CityofDowne_y AGENDA MEMO ·'-·-~ Item No. TO: APPROVED ElY HONORABLE MAYOR AND MEMBERS OF THE CITY COUN~tTY MANAGER FROM: OFFICE OF THE CITY MANAGER BY: DEAN R. MILLIGAN, CHIEF OF POLICE DATE: OCTOBER 22, 2019 SUBJECT: RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE POLICE DEPARTMENT RECORDS RECOMMENDATION That the City Council adopt: 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 Department Public 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 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 . Exhibit "B" identifies and lists the department records that are eligible for destruction CITY COUNCIL PRIORITIES Fiscal Responsibility FISCAL IMPAC T The adoption of this Resolution will eliminate the cost of storing and maintaining these obsolete records . ATTACHMENTS Attachment A: Resolution with Exhibit A & Exhibit B 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 attached Resolution authorizes the destruction of certain obsolete Police Department public records . It has been prepared in accordance with the Resolution, City Wide Management Program Records Retention Schedule as it pertains to Police Protection and Services Documents ; 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 in the City Attorney has concurred in the 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 HEREBY RESOLVE AS FOLLOWS: SECTION 1. As authorized by California Government Code Section 34090 and the City of Downey Citywide Records Retention Policy under this Resolution, the City Counci l 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 cert ify to the adoption of this Resolution . APPROVED AND ADOPTED this 22nd day of October, 2019 . ATTEST: MARIA ALICIA DUARTE , CMC Deputy City C lerk RICK RODRIGUEZ, Mayor 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 22nd day of October. 2019 , by the vote , to wit: AYES : NOES : ABSENT : ABSTAIN : Council Members : Council Members: Council Members : Council Members: MARIA ALICIA DUARTE, CMC Deputy City Clerk DESTRUCTION OF ORIGINAL PUBLIC RECORDS I HEREBY CERTIFY THAT: the records described on Exhibit B attached hereto are more than two years old, do not affect the t itle to real property or liens thereon , are not court records , are not to be kept further by statute, a re not the Minutes , Ordinances or Resolutions of the legislative body of the City or of any City Board , Commission , or Comm ittee and are no longer required by the City. I request authority to destroy same pursuant to Section 34090 of the Government Code of California . ~~ Department Director Date I have reviewed the above-described records for historical value and fo r compliance with the established i "tion r~quirements , and I consent to their destruction . ~ a,~ 10-07-/Cj ity-elerk Date I consent to the destruction of the above-described records . City~ 4 cf1 b-Date I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was approved by the City Council of the City of Downey, California, at the Regular Meeting held on , ___________ , by C ity Council Resolution No . and that by said Resolution the Department Director (or designee) was authorized to destroy the records . C ity Clerk City of Downey State of California Date CERTIFICATION OF DESTRUCTION BY CITY I HEREBY CERTIFY THAT pursuant to the foregoing authority , the described records on Exh ibit B attached hereto were destroyed at on ------------ City Faci lity Date Signature & Title Date City Staff Member Supervising Destruction EXHIBIT A AUTHORIZATION TO DESTROY ORIG I NAL PUBLIC RECORDS I BOX/FILE# I DESCRIPTION OF CO NTENTS II 1 Payroll times sheets, payroll reports, overtime slips, and billing -2013 2 Post Training Files -2013 3 Traffic control : radar calibration records -2016 4 Internal affairs investigations -2013 5 Pitchess motion notifications -2016 Use of force Rev iew -2013 6 7 NCIC Validat ions -2011-2016 8 Jail Security Check Logs 2007-2013 9 Crime reports for all felonies, misdemeanors, (hard copies) scanned in to the Department's New World system -2013 10 Background files (unsuccessful) -2015 11 Repossession notices -2018 12 Range Qualifications -2013 13 Pawn Slips -2016 14 UCR Crime Statistics / Uniform Crime Report (UCR) -2007-2015 15 Sex Registrant -Deceased Narcotics Registrants -2013 16 Total Boxes/Files to be Destroyed This Page : __ _ EXHIBIT B