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CITY OF SAN BERNARDINO -
REQUEST FOR COUNCIL ACTION
From:
Lee Dean, Chief of Police
Subject:
Resolution of the City of San Bernardino
approving the destruction of certain
obsolete records by the San Bernardino
Police Department
Dept:
Police
ORIGINAL
Date:
6-16-97
Synopsis of Previous Council action:
Resolution #96-197
JUN 2 5 1997
Recommended motion:
Adopt resolution
I
Contact person:
Wayne Harp, Assistant Chief of Police
Phone:
384-5603
Supporting data attached:
yes
Ward:
FUNDING REQUIREMENTS:
Amount:
none
Source:
Finance:
Council Notes:
Res 97- c:l3.A
1fii}ql
Agenda Item No. J.g
75-0262
.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
PROBLEM:
The retention and storage of citizen/internal complaints and
investigations, employee grievances, internal promotional tests and
evaluations, personnel records of reserve officers and former
employees with non-retirement related separations more than five
(5) years old presents storage and security problems for the police
department. The police department's retention and storage of these
outdated records and documents, more than five years old, is not in
accordance with existing state laws.
RECOMMENDATION:
That the Mayor and Common Council approve the proposed resolution
to destroy certain obsolete records.
FINDINGS:
1. The Mayor and Common Council adopted Resolution #96-197 on
July 1, 1996, which approved the destruction of certain
obsolete police records dated prior to January 1, 1991.
2. The Government Code provided for the systematic destruction of
records and documents that have outlived their usefulness as
evidence.
3. The proposed policy for the destruction of such records meets
the standards outlined in the Government Code, Penal Code, and
Evidence Code.
4. Personnel complaints and investigations older than five years
are not relevant in state litigation and therefore are not
discoverable pursuant to Evidence Code 1045(b) (1).
5. Documents or records involved in pending litigation,
especially if a subpoena or notice to provide such documents
has been served on the City, are exempt from destruction
pending adjudication of the litigation.
6. Robert Simmons, Senior Assistant City Attorney, has reviewed
the proposed resolution and agrees to the necessity of this
resolution to protect the City and its employees.
75-0264
VERNMENT
TItle 4
e
CITIES GENERALLY 134090
DIy. 1
1 34081. Repealed by Stata.I978. Co 76. p. 208, I 2. urpnc:y. elf. AprU 7.
1978
..1923. c. 55. H 3.
:Ialed 10 qua1ifi_
HIotor1caJ Note
The repealed section. added by 5lau.I949. c. related 10 affidavits a1fectiDc botmdaries ODd
79, t I. derived from 5lau.1939. c. 472. t 2. necessary documenu.
Article 4
MISCElLANEOUS
1.
Sec:tlon
34090.
34090.5.
34090.6.
34090.7.
34091.
34091.1.
34092.
34093.
Destruction of city records; excepled records; construction.
Destruction of records; conditions.
Destruction of recorded radio and telephone communications.
Duplicate records less than two- years old; destruction; video reconlina
media.
Charter cIrafting expenses; appropriation.
Adoption or chanse of street name; resolution.
Adoption or chanse of name or number of street or place; duty of city clerk.
Petition; definition; misrepresentations conc:ernlns contents or effect; cir.
culation of petition containing faIJe or forged names; punishmenL ."S
Article 4 was added by Stals.1949, c. 79, p. 101, I 1. ! .
;
Ig shall record
i. an affidavit
ling have been
.vhich depends
been rec:orded..
;59, p. 1162, I 1;
.1957, Co 1385. p-
. '--=. lS.1965.
7....... I 1.
I
1 34090. DeatructfOD of city recont.; excepted recordas COII8tructfOD.
Unless otherwise provided by law. with the approval of the legislative body
by resolution and the written consent of the city anomey the head of a city
department may destroy any city record, document, instrument, book or
paper, under his charge, without making a copy thereof, after the same is no
longer required.
This section does not authorize the destruction of:
(a> Records affecting the title to real property or liens thereon.
(b> Court records.
(c) Records required to be kept by statute.
(d). Recor:ds less than two years old.
(e) The minutes, ordinances, or resolutions of the legislative body or of a
city board or commi...ion.
This section shall not be construed as limiting or qualifying in any manner
the authority provided in Section 34090.5 for the destruction of records,
documents, instruments, books and papers in accordance with the procedure
therein prescribed.
(Added by Stats.1949, c. 79, p. 101,' 1. Amended by Stats.195S, c. 1198, p. 2214, , 2;
Stats.I97S, c. 356, p. 801, , 1.)
541
'.
~:...."~"
.
u
.MENT
n.
CITIES GENE1W.L Y 134090.6
DIY. 1
1,.34090.!. Deatrucdon of recorda; CODdlUolI8
~otwithst.anding the provisions of Section 34090, the city officer havina
C1a$tody of public records, docunients, instruments, books, and papers, may,
wfill.out the approval of the legislative body or the written consent of the city
attorney, cause to be destroyed any or all of such records, documents,
instruments, books, and papers, if all of the following conditions are compUed
with:
(a) The record, paper. or document is photographed, microphotographed.
or reproduced on film of a type approved for permanent photographic
records by the National Bureau of Standards.
(b) The device used to reproduce such record, paper, or document on film
is one which accurately and legibly reproduces the original thereof in all
details.
(c) The photographs, microphotographs, or other reproductions on film are
made as ..,....-.;ble for pubUc reference as the book reoords were.
(d) A true copy of archival quality of such film reproductions sha1I be kept
in a safe and separate place for sec:urity purposes. .
Provided, however, that no pap of any reoord, paper, or'document shall be
destroyed if any such pap cannot be reprodUced on film with full legibility.
Every such unreproducible pap sha1I be permanently preserved in a m..nn_
that will afford easy reference.
(Added by SWs.1955, c. 1198, P. 2213, I 1. "......,dee! by Stara.I970, c. 55, P. 71, 11:
Stats.1971, Co 56, p. 75, I I.) .
IAnr7 W__
"tion aIIt
;nl.. !be
~ with by
... recanL
'90..5, that
:-edby!be
:d twO ali-
made and
~
as to bow
opt before
dc.t. oyed.
. hcords-22-
CJ.s. hcords I 73 el soq.
WUTlAW'" .....Ie.......
See WESTl.\ W EIectrooic Raearch Gulde foUowm, the Prohce.
,tlDP
IUtborized
neetlna to
:nutes: (a)
t !be lape
:be lape Oft
anyperlllll
:.1Ipewblcb
copy &om
'py OD biI
Ie !be rtcbt
and (e) !be
any time If
~e and reo
.lrepa....tioll
if the !loP"
ve lu iDEor-
ace It may
tborized by
-17-81.
N_ol......~ III
"- to ...., .i.d "'--.. 1 said records mlllt be made for the pubUc, If
~ eopIea 01 orIpaaI 2 ~ 57 0pIAtty.Gen. 3f11, 6-20-74.
I. A.-.. 10 . dwI ... &-
Aftao CIllpJiq and <Ieolro)'IDc cllJ NCOl'do,
pID'SUIUlt to tIds -=daD, . __s.....v.l ~
mUll be made rIlII1abJe to the public far ali-
c::oflIm and mil:roIIcbe itemI, and copla 01
2. ," ...........r.nI .,.. .,.......
11Ie addIdouJ IIIic:rophotopa or m\c:ro.
film CGp7 requlnd by thII IIClion may be
made &om the orIaIDaI A-._ or &om a
mlcoo,>botop-aph tbereol. 57 OpaAtty.Gen.
3f11, 6-20-74.
t1409o.6. Deltruedon of recorded neIIo and telephone communlcaUolI8
""'thct..nlll"g the provisions of :'<<tlon 34090, the head of a department
cii"liiY. county, or city and county, pubUc safety communications center, or
the head of . specia1 district after 100 days may destroy recordings of
telephone and radio communications maintained by the department or the
specjaJ district. Such destruction sha1I be approved by the legis1ative body
543
T .
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EVIDENCE CODE
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Historical Nole
~ 832.5
PEACE CFJo'ICERS
Title 3
police department, who is first employed after January I, 1974, and is
responsible (or the prevention and detection of crime and the general
enforcement='of the criminal laws of this state, shall obtain the basic
certificate iis~ed by the Commission on Peace Officer Standards and
Training within 18 months of his employment in order to continue to
exercise the powers of a peace officer after the expiration of such
IS-month period.
(Added by Stats.1973, c. 478, p. 950, t 1. Amended by Stata.1974, c. 1006, p.
2166. t 3; Stats.1980, c. 1340, p. 4728, t 23, eff. Sept 30, 1980.)
The 1974 amendment desiJllated the fllSt
paragraph.. subcl. (a); and added suw. (b)
which read;
"Houaine authority patrol officers of the
City of Los Aneeleo shaD be and shaD ..
main a part of the Los AIIeel.. City Houa.
iDe Authority Reijftment Syalem and shall
not become a part of any other peace off..
eer retirement system or plan."
1980 amendment deleted "(a)" pNCedine
the fllSt paragraph; and deleted suw. (b).
For Ieplative inlent of 1980 act, ...
HislDricaI Nole under Health lr. Safety C.
I 8325.
~ 832.5. Citizens' complaints against pennnnel; investigation; d..
scription of procedure; retention of records
(a) Each department or agency in this state which eniploys peace
officers shal1 establish a procedure to investigate citizens' complaints
against the personnel of such departments or agencies, and shal1 make a
written description of the procedure available to the public.
(b) Complaints and any reports or findings relating thereto shall be
retained for a period of at least five years.
(Added by Stats.I974, c. 29, p. 43, t 1. Amended by Stats.1978, Co 630, p. 2083,
H.)
Historical Nole
The 1978 amendment rewrole the section.
which previously read:
"Each sheriffs department and each city
police department in this stale shall eatab-
Iish a procedure lD inv..tiple citlzena' com-
plaints apinat the personnel of such de-
psrtments, and shall make a written de-
scription of the procedure available lD the
pub1ic."
Crou Refe_
Access lD records of complaints or disciptine, see Evidence Code I 1045.
Discovery or discloaure, procedure, see Evidence Code I 1043.
-
:i;..--.
__. Law Review Commentaria
,..,:fe... .
Redress fori. ged police miscondu<~' a
.~w approach' citizen complaints. David
J. Brent (1977);11 U.s.F.L.R. 587.
325
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PENAL CODE
_to _,.. EEOC'. iJmIatipD at.___
at ... _.. and .......... lIIed ...... _.
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& UIed in Sedion 83U; "peroonDe1 ftlIlIda" ........ any'lIIe nudnlained ..... !lilt ~.a..h .......
by Ilia or her empIo~ IgOI>e7 ODd ~ ~ I'IlIatiIIc lD lilY ot lIIe IbIlowlnR: '.~ ,..~
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