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HomeMy WebLinkAbout10- Code Complianace Department ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Marianne Milligan, Deputy Director Subject: Resolution approving the destruction of certain records no longer required to be Dept: Code Compliance Department maintained by the City of San Bernardino Code Compliance Date: January 14, 2010 Department. M/CC Meeting Date: February 16, 2010 Synopsis of Previous Council Action: None. Recommended motion: Adopt Resolution. Signa re Contact person: Eileen Gomez Phone: 384-5920 Supporting data attached Ward: NSA FUNDING REQUIREMENTS: Amount: -0- Source: (Acct. No.) (Acct. Description) f Finance: Council Note..:_L) Agenda Item No. to 2-I(o�1U CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Resolution approving the destruction of certain records no longer required to be maintained by the City of San Bernardino Code Compliance 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,binders or papers no longer 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: General Correspondence Files—Calendar Years 1987- 2004 Letters and memos and documents relating to routine daily operations Board of Building Commissioner agendas/hearing orders/meeting tapes Monthly statistical reports Miscellaneous outdated training and informational binders Employee attendance records Employee leave accrual records Copies of time sheets Incoming complaint/call logs Property Profile request logs Vacation/sick time ledger books Closed Case Files/Correspondence—Calendar Years 1982—2004 Final paid/closed demolition case files Proof of service copies for warrants served Notice of Hearing Paid/closed Notice les o Pendenc I .f Yf Notice of Violation Vehicle Abatement Miscellaneous photos and negatives j Returned mail Copies of zoning verifications CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Staff Report (cont.) Financial Records—FY 1982-2004 Copies ofpaid demand letters Fleet Division monthly cost reports Copies ofpaid invoices for EDA reimbursement Paid/closed lien cases Los Padrinos Production Reports Petty cash receipts Deposit ledger books Paid/closed purchasing invoices Paid Request for Payments Telephone reports and billing from Facilities Weed Abatement Records—Calendar Years 1991 —2004 Notice to Clean Premises Paid/closed invoices Miscellaneous cash receipts Photos It is requested that authorization be granted to remove and destroy the above listed records. FINANCIAL IMPACT: None RECOMMENDATION: Adopt Resolution. 1 RESOLUTION NO. 0 Py 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 3 BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS NO LONGER REQUIRED TO BE MAINTAINED BY THE CITY OF SAN BERNARDIN0 4 CODE COMPLIANCE DEPARTMENT. 5 6 WHEREAS, the Code Compliance Department has requested authority to destroy certain obsolete records; and, 7 WHEREAS, the records are not involved in pending litigation, are more than five years 8 old, and are not agreements which are still valid and existing; and, 9 WHEREAS, said request is in accordance with procedures and requirements of 10 Government Code Section 34090. 11 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 12 CITY OF SAN BERNARDINO AS FOLLOWS: 13 SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby 14 authorize the Code Compliance Department to destroy the following records in accordance with 15 the procedures and requirements of Section 34090 of the California Government Code: 16 (a) General Correspondence Files — Calendar Years 1987 — 2004 consisting of 17 letters and memos and documents relating to routine daily operations, Board of Building 18 Commissioner agendas, hearing orders, and meeting tapes; monthly statistical reports, 19 miscellaneous training and informational binders; employee attendance records, employee leave 20 accrual records, copies, of time sheets, incoming complaint/call logs, property profile request 21 logs, and vacation/sick time ledger books; and 22 (b) Closed Case Files — Calendar Years 1982 — 2004 consisting of paid/closed 23 24 demolition case files, Notice of Hearing files, paid/closed Notice of Pendency files, Notice of 25 Violation files, Vehicle Abatement files, miscellaneous photos and negatives, returned mail, ® 26 proof of services copies for warrants served, and copies of zoning verifications; and 27 28 i I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS NO 2 LONGER REQUIRED TO BE MAINTAINED BY THE CITY OF SAN BERNARDINO CODE COMPLIANCE DEPARTMENT. 3 4 (c) Financial Records — FY 1982 - 2004 consisting of copies of demand letters for 5 closed cases, Fleet Division Monthly Cost Reports, copies of invoices for CDBG 6 reimbursement, lien cases paid and closed, Los Padrinos Production Reports, petty cash 7 receipts, deposit ledger books, paid purchasing invoices, Request for Payments, telephone 8 9 reports and billing from Facilities; and 10 (d) Weed Abatement Records — Calendar Years 1991 —2004 consisting of Notice to I I Clean Premises, paid invoices, miscellaneous cash receipts and photos for various seasons. 12 13 14 15 16 17 18 19 20 21 22 23 24 25 © 26 27 28 a I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN RECORDS NO 2 LONGER REQUIRED TO BE MAINTAINED BY THE CITY OF SAN BERNARDINO CODE COMPLIANCE DEPARTMENT. 3 4 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the 5 Mayor and Common Council of the City of San Bernardino at a 6 Meeting, thereof, held on the _ day of , 2010, by the 7 following vote, to wit: 8 COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT 9 ESTRADA 10 BAXTER 11 12 BRINKER 13 SHORETT 14 KELLEY 15 JOHNSON 16 MC CAMMACK 17 18 Rachel Clark, City Clerk 19 The foregoing resolution is hereby approved this day of , 2010. 20 21 22 Patrick J. Morris, Mayor 23 24 Approved as to form: The City Attorney hereby consents to the destruction of the records 25 in this Resolution. 26 James F. Penman, City Attorney James F. Penman, City Attorney 27 JAMES F. PENMAN, \/ 28 B By: