HomeMy WebLinkAbout19-Facilities Management
ORlGiNAl
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL
ACTION
From: James Sharer, Director
Subject:
Resolution approving the destruction of certain records no
longer needed to be maintained by the Facilities Management
Department.
Dept: Facilities Management
Date: September 9, 2005
MICC Meeting Date:
October 17,2005
Synopsis of Previous Council Action:
None
Recommended Motion:
Adopt Resolution
Contact person: James Sharer
'"'~
James W. Sharer
Director of Facilities Management
Phone: 384-5244
Supporting data attached: Staff Report, Resolution
Ward(s):
NIA
FUNDING REQUIREMENTS:
Amount: None
Source: :
P'h" ;{ ooS--3 'i tj
Council Notes:
Barbara Pachon
Director of Finance
Agenda Item No. 19..--
lOII1/D5"
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution approving the destruction of certain records no longer needed to be maintained by the
Facilities Management Department.
BACKGROUND
Government Code Section 34090 permits the destruction of City records under the control of the
head of a City department "with the approval of the legislative body by resolution and the written
consent of the city attorney." City records, documents, instruments books or paper under the
department heads charge may be so destroyed after the same are no longer required.
Certain records, including those which are less than two years old, may not be destroyed. The
records, documents, instruments, books or paper no longer required to be maintained are more than
two years old and are permitted to be destroyed pursuant to Government Code Section 34090.
It is requested that the Mayor and Common Council approve the floor motion and that the
resolution of the City of San Bernardino approving the destruction of certain records no longer
required to be maintained by the Facilities Management Department be adopted.
FINANCIAL IMPACT
None
RECOMMENDA nON
Adopt Resolution
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RESOLUTION NO.
CC~fPY
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN
RECORDS NO LONGER REQUIRED TO BE MAINTAINED BY THE
FACILITIES MANAGEMENT DEPARTMENT.
WHEREAS, THE FACILITIES MANGEMENT DEPARTMENT HAS SUBMITTED
A REQUEST FOR AUTHORITY TO DESTROY CERTAIN RECORDS NO
LONGER REQUIRED TO BE MAINTAINED BY THE DEPARTMENT; AND
WHEREAS, SAID REQUEST IS IN ACCORDANCE WITH THE PROCEDURES
AND REQUIREMENTS OF GOVERNMENT CODE SECTION 34090;
NOW, THEREFORE BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. In accordance with the provisions of Government Code Section
34090, the city records as described in Exhibit A may be destroyed upon adoption of this
Resolution.
IIIII
IIIII
\)u. j9
I 0 j )7 ) os-
1 RESOLUTION OF THE MA YORAND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS NO
2 LONGER REQUIRED TO BE MAINTAINED BY THE FACILITIES MANAGEMENT
DEPARMENT.
3
4
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 Common Council of the CityofSan Bernardino at a
meeting thereof, held
6 on the day of
7
8 COUNCIL MEMBERS AYES
9 ESTRADA
10 LONGVILLE
11 MC GINNIS
12 DERRY
13 KELLEY
14 JOHNSON
.15 Me CAMMACK
16
17
, 2005 by the following vote, to-wit:
NAYS
ABSTAIN
ABSENT
Rachel Clark, City Clerk
18
The foregoing resolution is hereby approved this
day of
,2005.
19
20
21 Judith Valles, Mayor
City of San Bernardino
22 Approved as to form and legal content:
24
James F. Penman
City Attorney
By ,ok /',-~ ?
f)
~
<""-"1-v-._
The City Attorney hereby consents to the
destruction of the records described in this
Resow,tion.
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ed[RecordsI2.Res]
October 10. 2005
Exhibit A
Records to be Destroyed
September 9, 2005
Contents/Labeled as:
1. Parking Citation Feb '97 - Dec '98 Payment Batches
2. Parking Citation Sept '99 - Oct '99 Payment Batches
3. Parking Citation Jan 92 - Dec '93 Payment Batches
4. Parking Citation Oct '97 - July '98 Payment Batches
5. Parking Citation July '98 - '99 Payment Batches
6. Parking Citation July '98 - Oct. '98 Payment Batches
7. Parking Citation Jan '97 - Dec '97 Payment Batches
8. Parking Citation 2001 Liables
9. Parking Citation 2001 Liables
10. Parking Citation 1999 Liables, & 2000 Dismissals
11. Parking Citation Liables 1994 - 1996 & Admin. Review Responses
12. Parking Citation Liables 1994 - 1996
13. Parking Citation Dismissals 1999
14. Parking Citation Dismissals 2001
15. Parking Citation Dismissals 2001
16. Parking Citation Dismissals 1998
17. Parking Citation Dismissals 1993 - 1998
18. Parking Citation Dismissals 1998 - 1999
19. Parking Citation Dismissals Jan 1996 - March 1996
20. Parking Citation - Misc. Parking Info. '96
21. Parking Citation Hearings Aug. '98 - Sept. '99
22. Parking Citation Partial Payments, & Paids 1993 - 1994
23. Parking Citation Voids Jan '00 - Jan '01
24. Parking Citation 1997 - 1999 Paids, Dismissals & Voids
25. Parking Citation Pinks - Dec. '96 - May 2001
26. Parking Citation Pinks - Dec. '96 - May 2001
27. Long Purchase Orders 1998 - 2001
28. Parking Citation Misc. PinksNoids ( 10/00 - 11/00 & 2/01 - 5/01 )
29. Parking Citation Pinks Dec '96 - May 2001
30. Annual Purchase Orders '98 - '99
31. Short P.O.'s '98 - '00 ( 42301 - 491 00 )
32. Parking Citation 2000 Admin. Reviews & Misc. Parking
33. Parking Citation 2000 Tax Offsets
34. Annual Purchase Orders 1999-2000
35. Parking Citation Pinks Jan '92 - Sept '92, & Oct '92 - July '93
36. Parking Citation Admin Reviews 1996 -1999
37. Parking Citation Pinks 1996
38. Parking Citation Pinks 1993 - 1994
39. Parking Citation Admin Review '97, '98, '99, & 2000
40. Parking Citation Admin Review '98 - '99 (270000 - 590900 )
41. Parking Citation Admin Review '97 - '98906000 - 5155900)
42. Parking Citation Admin Review '98 (521000 - 827900)
43. Accts. Pay & Short P.O.'s '95 - '96
44. Accts. Pay '97 & '98, Short P.O.'s '96 - '97
45. Accts. Pay '97 & '98, Short P.O.'s '96 - '97
46. Short P.O.'s '97
47. Acct. Pay & Short P.O.'s '95 - '96
48. Parking Citation Hearings 1998
49. Work Orders, Metrocall1996 - 1997
Page) of2
Exhibit A
50. MCI Payment Requests '96 - '97
51. GTE Composite Bills '96 - '97
52. LA Cellular Invoices '96 - '97
53. Custodial Signing Sheets 2002
54. Parking Citation Paid Cities Sept. '95 - Dec. '95
55. Parking Citation Dismissals April '96 - May '96
56. P.O. Folders # 61 - 80 1986 - '89
57. Annual PO's 1995 - 1996
58. Custodial Payroll '88 - '90
59. Parking Citation Parking Batch '96
60. Parking Citation Parking Batch '89, Admin Reviews
61. Annual PO's '85
62. Parking Citation Parking Ledgers '91 - '92
63. Parking Citation Parking Admin Reviews '89 & '90
64. Parking Citation Parking RFP's '94
65. Parking Citation Parking Batches '96 - '97
66. Annual PO's '91
67. Parking Citation Admin Reviews '90 - '91
68. Parking Citation Admin Reviews '88 - '89
69. Parking Citation Admin Reviews '92
70. Custodial Payroll 1995
71. Parking Citation Admin Reviews '88
72. Parking Citation Ticket Copies '88
73. Parking Citation Ticket Copies '89
74. Parking Citation Admin Reviews '87 - '88
75. Parking Citation Admin Reviews '85
76. Maintenance Work Orders '90
77. Annual PO's '81 & '88
78. Annual PO's '89 & '90
79. Annual PO's '84 & '87
"80. Annual PO's '95, Parking '95
81. Parking Citation Copies '83 - '89
82. Parking Citation Admin Reviews '86
83. City Hall Security log '89 - '90
84. City Hall Security log '87 & '91
Page 2 of2
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting D'" (D'" A~'dd 0- 1 >1, D 5' It= #
Vote: Ayes Nays
Change to motion to amend original documents 0
\ c,
Abstain
Companion Resolutions
Resolution #
Jv c ~~,; "j L{ L/
Absent
NulVVoid After: days /
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0
RECORD W/COUNTY 0
POST 0
/
Date Sent to Mayor: 11> \ ok (1 ~ /
Date of Mayor's Signature: 1 () \(1, () ~ ,
Date of Clerk/CDC Signature: \ \> 'ft. 0-(
Date Memo/Letter Sent for Signature:
1 'I Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
Animal Control
City Administrator
City Attorney
Code Compliance
Development Services
Others:
o
~
o
o
EDA
r,
~~".j~
o
o
Facilities
Finance
Fire Department
Human Resources
By:
Reso. Log Updated: ~
Seal Impressed: 0" /'
Reso. # on Staff Report [Y'
Not Returned: 0
Yes
(/
No/,-
No
No /
By_
By_
By_
NO--L- By_
No~'By_
Yes
Yes
Yes
Yes
Information Services
o
o
o
o
o
Parks & Recreation
Police Department
Public Services
Water Department
Notes:
Ready to File: ,/
./
Date: 10,.,) 1,0 5
Revised 12/18/03