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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director
Date: January 3, 2002
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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.
Synopsis of Previous Council Action:
June 5, 2001- Mayor and Common Council adopted Resolution No, 2001-141
Recommended motion:
Adopt Resolution
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Signature
Contact person:
Bill Meyrahn
Phone: 384-5032
Supporting data attached : staff report and resolution
Ward: N/A
FUNDING REQUIREMENTS:
Amount: -0-
Source: (Ace!. No.)
(Ace!. Description)
Finance:
Council Notes:
;l @1D;r
Agenda Item NO.~
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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 of read 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Outdated lists of equipment
Copies of outdated rosters of employees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 1994-95
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.
01/03/02 dlb
Destroy Records
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(G (Q 1cC~.'~?
RESOLUTION NO. '" ...
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
3 SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN CITY
RECORDS OF THE PARKS, RECREATION AND COMMUNITY SERVICES
4 DEPARTMENT.
5
6
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9
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WHEREAS, The Director of Parks, Recreation and Community Services Department of
the City of San Bernardino has requested authority to destroy certain obsolete records; and
WHEREAS, said request is in accordance with procedures and requirements of
government Code 34090;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
11 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
12 The records, instruments, books, or papers listed on the attachment and incorporated
13 herein are no longer required and may be destroyed. Such items are not involved in pending
14
15
16
17
18 III
litigation, are more than seven years old, and are not agreements which are still valid and
existing.
III
19 III
20 III
21 III
22 III
23
24
III
III
25
26 III
e 27 III
28 III
III
11 SCHNETZ
12
SUAREZ
13
e ANDERSON
14
15 MC CAMMACK
16
17 Rachel Clark, City Clerk
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e I
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7
8
9
10
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19
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e 27
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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.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
Meeting, thereof,
held on the
day of
, 2002, by the following vote, to wit:
COUNCIL MEMBERS
NAYS
ABSTAIN ABSENT
AYES
ESTRADA
LIEN
MC GINNIS
The foregoing resolution is hereby approved this
day of
,2002.
Approved as to form
And Legal content:
James F. Penman
City Attorney
,
By: l ~v.J~
JUDITH VALLES, MAYOR
City of San Bernardino
The City Attorney hereby consents to the
destruction of the records described in
this Resolution.
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By: I';~ 1 'ii/(;:?-y..l/""rr~_
/ JAMES F. PENMAN, City Attorney
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01/03162 dlb
DesuiJy Records
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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 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 1994-95
e
Consisting of Audited Receipt Books, Departmental Deposits, Payroll Work
Sheets, Paid Purchase Orders, and Requests for Payment, Petty Cash Slips, and
Trust Account Records.
Personnel Records - Calendar Year 1995
Consisting of copies of Personnel Action Requests of people no longer employed
by the department and Eligibility Lists.
It is requested that authorization be granted to remove and destroy the above
listed records
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): d -.L\ -0:1- Item # _. ::J 0 Resolution #
Vote: Ayes ~-7), 5- fJ Nays -b Abstain ..&-
,
Change to motion to amend original documents:
dOO.;)-<j 0
Absent ~
Reso. # On Attachments: -=--- Contract term:
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD WICOUNTY
NulVVoid After: -
By: -
Date Sent to Mayor: ;) -
Date of Mayor's Signature:
Date of Clerk/CDC Signature:
b'o;).
:).-(., -C.?
;]-'\-0;;>'-
Reso. Log Updated: V
Seal Impressed: /
t for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
See
Date Returned: ~
Request for Council Action & StatT Report Attached: Yes L
Updated Prior Resolutions (Other Than Below): Yes
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes
Updated CDC Personnel Folders (5557): Yes
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes
No By
No ~ By
No..L By
No / By
No'7 By
Copies Distributed to:
City Attorney ,/
Parks & Rec, ./
Code Compliance
Dev. Services
EDA
Finance
MIS
Police
Public Services
Water
Others:
Notes:
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 0111210 I