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, CiTY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: ANNIE F. RAMOS, DIRECTOR
Subject: DESTRUCTION OF DEPARTMENT
RECORDS FOR 1993-94 AND 1994-95.
Dept: PARKS. RECREATION & COMMUNITY SERVICES
OR r 1"\ " 1 , L
lI~ji\oi-l
Date: January 3, 2001
Synopsis of Previous Council Action:
None
Recommended motion:
Adopt the Resolution
fJ4.t2f!r-
Contact person: Bill Meyrahn
Phone 384-5032
Supporting data attached: StaffRenort Resolution w/Attachment Ward: N/A
FUNDING REQUIREMENTS:
Amount:
Source: (Acel. No.)
(Accl. Description)
Finance:
Council Notes:
dlb 01/03/01
/1 ~ atJol
Agenda Item NO.JJ
Destroy Record
.,CI'IY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT:
DESTRUCTION OF DEPARTMENT RECORDS FOR 1993-94 AND 1994-95.
BACKGROUND:
The Department has the following records, which are no longer needed for the business of this
department:
General CorresDondence Files - Calendar Year 1993 & 1994
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Outdated lists of equipment
Copies of outdated rosters of employees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 1993-94 & 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 1994
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.
01103/01 dlb
Destroy Records
,
~(Q)[PW
RESOLUTION NO.
., RESOLlTION OF THE l\IA YOR AND COMMON COUNCIL OF THE CITY OF
SAN BER'liARDlNO APPROVING THE DESTRUCTION OF CERTAIN CITY RECORDS
3 OF THE PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMEt'lT.
4 \YHEREAS. The Director of Parks. Recreation and Community Services Department of
5 the City of San Bernardino has requested authority to destroy certain obsolete records: and
6 \YHEREAS, said request is in accordance with procedures and requirements of
7 Government Code S34090:
8 NOW, THEREFORE. BE IT RESOLVED BY THE MAYOR AND COMMOt'l
9 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
10 The records. instruments, books. or papers listed on the attachment marked as Exhibit" A"
II and incorporated herein by reference as if set forth in its entirety are no longer required and may
12 be destroyed. Such items are not involved in pending litigation. are more than seven years old.
13 and are not agreements which are still valid and existing.
14 III
15 I I I
16 III
17 III
18 III
19 III
20 III
21 III
.,., III
.,' II/
_J
24 III
.,- III
,;..)
26 III
27 III
28 III
I/"J:J.IO I
*,~
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN CITY RECORDS
2 OF THE PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT.
3 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
4 Common Council of the City of San Bernardino at a
meetin
5 thereof, held on the day of
6 COUNCIL MEMBERS: AYES NAYS
7 ESTRADA
8 LIEN
9 MCGINNIS
10 SCHNETZ
II SUAREZ
12 ANDERSON
13 MCCAMMACK
14
15
16
17
,2001. by the following vote, to wit
ABSTAIN ABSENT
CITY CLERK
18
19
20
21
The foregoing Resolution is hereby approved this
day of
, 2001.
JUDITH V ALLES, Mayor
City of San Bernardino
Approved as to form and
22 legal content:
23 JAMES F. PENMAN,
City Attorney
The City Attorney hereby consents to the
destruction of the records described
in this Resolution.
24
25
26
27
28
.;L~
2
A TT ACHMENT
General Corre~pondence Files - Calendar Year 1993 & 1994
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 1993-94 & FY 1994-95
Consisting of Audited Receipt Books, Departmental Deposits, Payroll Work Sheets, Paid Purchase
Orders, Requests for Payment, Petty Ca~h Slips, and Trust Account Records
Personnel Record~ - Calendar Year 1994
Consisting of copies of Personnel Action Requests and Eligibility Lists.
EXHIBIT "A"
.
,
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 1- 7..2 -() \ Item # I ~
Vote: Ayes II ~- 'I Nays B
Change to motion to amend original documents:
Resolution # ?C:f.) \ - I (,..,
Abstain.o- Absent 2.
Reso. # On Attachments: /
Contract term:
-
NulVVoid After: -
Note on Resolution of Attachment stored separately: .:::::::.-..
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date:
See Attached: -
~#'
Date Sent to M~yor: \ - d 4-0\
Date of Mayor's Signature: \-;;"<;-0\
Date of~CDC Signature: I -;{S--c:, ,
Reso. Log Updated: V'"
Seal Impressed: V
Date Memo/Letter Sent or 1
See Attached:
Sec Attached:
See A
Date Returned:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff 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.....L By
No......tL.. By
No....L.- By
No -..L.. 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: 1-,;2\:;'-01
.