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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director
Subject:
RESOLUTION OF THE MAYOR AND
COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO APPROVING THE
DESTRUCTION OF CERTAIN CITY
RECORDS OF THE PARKS,
RECREATION AND COMMUNITY
SERVICES DEPARTMENT.
Dept: Parks, Recreation & Community
Services Dept.
Date:
July 18,20030RI GINAL
MICC Meeting Date: August 18, 2003
Synopsis of Previous Council Action:
February 4, 2002 - Mayor and Common Council adopted Resolution No. 2002-40.
Recommended motion:
Adopt Resolution
Contact person:
Lemuel Randolph
Phone: 384-5030
Supporting data attached : staff report aod resolution
Ward: N/A
FUNDING REQUIREMENTS:
Amount: -0-
Source: (Accl. No.)
(Accl. Description)
Finance:
Council Notes:
Agenda Item No.
(fig 1/)3
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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 City records of the Parks, Recreation and Community Services
Department.
Backl!round:
The Department has the following records, which are no longer needed for the business of this
department:
General Correspondence Files - Calendar Year 1995
Letters and memos relating to routine daily operations
Copies ofread files
Copies of agenda items
Information copies of meetings of Mayor and Common Council
Outdated lists of equipment
Copies of outdated rosters of employees
Financial Records - FY 1995-96
Consisting of Audited Receipt Books, Departmental Deposits, Payroll Work Sheets, Paid
Purchase Orders, Requests for Payment, Petty Cash Slips, and Trust Account Records
Personnel Records - Calendar Year 1995
Consisting of copies of Personnel Action Requests and Eligibility Lists.
It is requested that authorization be granted to remove and destroy the above listed records.
Financial Impact:
None
Recommendation:
Adopt resolution.
07/\8103 dip
Destroy Records
Attachment
Exhibit "A"
The Department has the following records, which are no longer needed for the business of this
department:
General Correspondence Files - Calendar Year 1995
Letters and memos relating to routine daily operations
Copies ofread files
Copies of agenda items
Information copies of meetings of Mayor and Common Council
Outdated lists of equipment
Copies of outdated rosters of employees
Financial Records - FY 1995-96
Consisting of Audited Receipt Books, Departmental Deposits, Payroll Work Sheets, Paid
Purchase Orders, Requests for Payment, Petty Cash Slips, and Trust Account Records
Personnel Records - Calendar Year 1995
Consisting of copies of Personnel Action Requests and Eligibility Lists.
It is requested that authorization be granted to remove and destroy the above listed records.
.
1 RESOLUTIO~~ r l'
2
3 RESOLUTION OF THE MAYOR AND COMMON COllNCIL OF THE CITY OF
SA'" BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN CITY
4 RECORDS OF THE PARKS, RECREATION AND COMMU:\ITY SERVICES
DEP ARTMENT.
5
6
7 the City of San Bernardino has requested authority to destroy certain obsolete records: and
WHEREAS, The Director of Parks, Recreation and Community Services Department of
8 WHEREAS, said request is in accordance with procedures and requirements of
9 government Code 34090:
10 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
11 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
12
13
The records, instruments, books. or papers listed on the Attachment as Exhibit "A" and
.
incorporated herein by reference in its entirety are no longer required and may be destroyed.
14
15 Such items are not involved in pending litigation, are more than seven years old, and are not
16 agreements which are still valid and existing.
17 III
18 III
19 III
20
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24
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27
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RESOLUTlO!\ OF THE MAYOR A!\D COI\I:\10N COlJl'iCIL OF TilE CITY OF
SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAI!\ CITY
RECORDS OF THE PARKS, RECREATlO!\ A!\D COM'\1lJ!\ITY SERYlCES
DEPARTMENT.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted bv the Mayor and
Common Council of the City of San Bemardino at a
Meeting, thereof.
held on the
day of
, 2003, by the following votc, to \\it:
COUNCIL MEMBERS
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN LONGVILLE
10 MC GI!\'NIS
11 DERRY
12 SUi\REZ
13
ANDERSON
. 14
15 MC CAMMACK
16
17
18
19
20
21
22
23
24
25
26
. 27
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Rachel Clark, City Clerk
The foregoing resolution is hereby appro\ed this
day of
,2003,
JUDITH VALLES, MA YOR
City of San Bcmardino
Approved as to foml
And Legal content:
The City Attorney hereby consents
to the destruction of the records
described in this Resolution.
James F, Penman
City Attomcy
a
By:
,~
PENMAN, City Attorney
.
.
.
Attachment
Exhibit "A"
The Department has the following records. which are no longer needed for the business of this
department:
General Correspondence Files - Calendar Year 1995
Letters and memos relating to routine daily operations
Copies of read Ii Ies
Copies of agenda items
Information copies of meetings of ~vlayor and Common Council
Outdated lists of equipment
Copies of outdated rosters of employees
Financial Records - FY 1995-90
Consisting of Audited Receipt Books. Departmental Deposits. Payroll Work Sheets. Paid
Purchase Orders. Requests for Payment. Petty Cash Slips. and Trust Account Records
Personnel Records - Calendar Year 1995
Consisting of copies of Pcrsonnel Action Requests and Eligibility Lists.
It is rcquested that authorization be granted to remo\'e and destroy the abo\'C listed records.
:
'.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted):
~,{ - \ 'l{-<:e
Nays
Item #
L()
Vote:
Ayes
1-(",
er
Abstain
Change to motion to amend original documents:
Reso. # On Attachments:"/ Contract tenn:-
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: y- \ Cl -03
Date of Mayor's Signature: 2r - \ '1-u ')
Date of Clerk/CDC Signature: 'i5 / d2F~
molLetter Sent for Signature:
60 Day Reminder Letter en
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
ee
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:
City Attorney
Parks & Rec.
/
V
/'
Police
Code Compliance
Dev. Services
Water
Public Services
Notes:
Resolution #
-2C03 - 23~
Absent f)
e
NullNoid After: -
By: -
/'
Reso. Log Updated: -
Seal Impressed: .......--
Date Returned: -
Yes .../ No By
Yes No --L By
Yes No ~ By
Yes No 7- By
Yes No By
EDA
Finance
MIS
Others:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: _
Date:
Revised 01/12/01