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ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Kevin Hawkins, Director Subject: Resolution approving the destruction of
certain records no longer required to be
Dept: Parks, Recreation& Community maintained by the San Bernardino
Services Department Parks, Recreation and Community
Date: November 10, 2009 Services Department.
M/CC Meeting Date: December 7, 2009
Synopsis of Previous Council Action:
August 15, 2005 —Council adopted Resolution No. 2006-82, approving the destruction of certain
records of the Parks, Recreation and Community Services Department.
Recommended motion:
Adopt Resolution.
Signature
Contact person: Robert Lennox Phone: 384-5031
Supporting data attached Ward: N/A
FUNDING REQUIREMENTS: Amount: -0-
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes: L_so
Agenda Item No. � g
I'AI°2//o?
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
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 San Bernardino Parks,
Recreation and Community Services Department.
Background:
Government Code Section 34090 permits the destruction of City records under the control of a
City department head with the approval of the legislative body by resolution and the written
consent of the city attorney. City records, documents, instruments, books or papers no longer
s required to be maintained are permitted to be destroyed pursuant to Government Code Section
34090.
The Department has the following records, which are no longer needed for day to day operations:
(Note: The list below is representative of files that have been destroyed in the past...)
General Correspondence Files—Calendar Year 1998- 2001
Letters and memos and documents relating to routine daily operations
Copies of read files
Copies of agenda items
Copies of Recreation programming information
Financial Records—FY 1998-2002
Consisting of Audited Receipt Books, Departmental Deposits, Paid Purchase Orders, Requests
for Payment, Petty Cash Slips, and Trust Account Records
It is requested that authorization be granted to remove and destroy the above listed records.
Financial Impact:
None
Recommendation:
Adopt Resolution.
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE
3 CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF
CERTAIN RECORDS NO LONGER REQUIRED TO BE MAINTAINED BY THE
4 SAN BERNARDINO PARKS, RECREATION AND COMMUNITY SERVICES
DEPARTMENT.
5
6 WHEREAS, the Director of the Parks, Recreation and Community Services
7 Department has requested authority to destroy certain obsolete records; and,
8 WHEREAS, the records are not involved in pending litigation, are more than
9 seven years old, and are not agreements which are still valid and existing, and,
10 WHEREAS, said request is in accordance with procedures and requirements of
11 Government Code Section 34090.
12 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
13 THE CITY OF SAN BERNARDINO AS FOLLOWS:
14 SECTION 1. The Mayor and Common Council of the City of San Bernardino
15 hereby authorizes the Director of the Parks, Recreation and Community Services
16 Department to destroy the following records in accordance with the procedures and
17 requirements of Section 34090 of the California Government Code:
18 (a) Calendar Years 1998 — 2001 letters, memos and documents relating to
19 routine daily operations, copies of read files, copies of agenda items, copies of
20 recreation programming information
21 (b) Financial Records —Fiscal Years 1998-2002 consisting of Audited Receipt
22 Books, Departmental Deposits, Paid Purchase Orders, Requests for Payment,
23 Petty Cash Slips, and Trust Account Records
24
25
26
27 /�/a 1/azj
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1 RESOLUTION OF THE MAYOR AND COMMON COtiNCIL OF THE CITY OF SAN
BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS NO LONGER
2 REQUIRED TO BE MAINTAINED BY THE SAN BERNARDINO PARKS, RECREATION AND
COMMUNITY SERVICES DEPARTMENT.
3
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
5 Mavor and Common Council of the City of San Bernardino at a
6 Meeting, thereof, held on the day of , 2009, by
7
the following vote, to wit:
8
COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT
9
ESTRADA
10
BAXTER
11
BRINKER
12
SHORETT
13 KELLEY
14
JOHNSON
15 MC CAMMACK
16
17 Rachel Clark, City Clerk
18 The foregoing resolution is hereby approved this day of 2009.
19
20 Patrick J. Morris, Mayor
21 Approved as to form: The City Attorney hereby consents to
22 James F. Penman, City Attorney the destruction of the records described
in this Resolution.
23 By: James F. Penman, City Attorney
24 By: <' -
25
26
27
28
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE
3 CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF
CERTAIN RECORDS NO LONGER REQUIRED TO BE MAINTAINED BY THE
4 SAN BERNARDINO PARKS, RECREATION AND COMMU TY SERVICES
DEPARTMENT.
5
6 WHEREAS, the Director of the Parks, Recreation d Community Services
7 Department has requested authority to destroy certain obs ete records; and,
8 WHEREAS, the records are not involved i ending litigation, are more than
9 seven years old, and are not agreements which are ill valid and existing; and,
10 WHEREAS, said request is in accord c with procedures and requirements of
11 Government Code Section 34090.
1
12 BE IT RESOLVED BY THE'MAYOR AND COMMON COUNCIL OF
13 THE CITY OF SAN BERNARDINO AS FOLLOWS:
14 SECTION 1. The Mayor. and Common Council of the City of San Bernardino
15 hereby authorizes the Director of the Parks, Recreation and Community Services
16 Department to destroy the following records in accordance with the procedures and
17 requirements of Section 34090 of the California Government Code:
18 (a) Calendar Year 1998 — 2001 letters and memos and documents relating to
19 routine daily operations, copies of read files, copies of agenda items, copies of
20 recreation programming information
21 (b) Financial Records — FY 1998-2002 consisting of Audited Receipt Books,
22 Departmental Deposits, Paid Purchase Orders, Requests for Payment, Petty Cash
23 Slips, and Trust Account Records
24
25
26
27
28
1 RESOLUTION NO.
2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
4 BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS NO LONGER
5 REQUIRED TO BE MAINTAINED BY THE SAN BERNARDINO PARKS, RECREATION AND
COMMUNITY SERVICES DEPARTMENT.
6
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
7
8
Mayor and Common Council of the City of San/ Bernardino at a
�
9 Meeting, thereof, held on the day of , 2009, by
10 the following vote,to wit:
11 COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT
12 ESTRADA
13 BAXTER
14 BRINKER
15 SHORETT
16 KELLEY
17 JOHNSON
18 MC CAMMACK
19 Rachel Clark, City Clerk
20
21 The foregoing resolution is hereby approved this day of 12009.
22 Patrick J. Morris, Mayor
23 Approved as to form: The City Attorney hereby consents to
24 the destruction of the records described
in this Resolution.
25 By.
26 James F. Penman, City Attorney
27
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