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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: September 13, 2001
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Subject: Resolution of the City of San
Bernardino Approving the Destruction of
Certain Obsolete Records by the San
Bernardino Police Department
From: Lee Dean, Chief of Police
Dept: Police Department
Synopsis of Previous Council Action
12/4/01
Resolution #2000-134, Approving the Destruction of Certain Obsolete Records by
the San Bernardino Police Department adopted.
Recommended Motion:
Adopt Resolution
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MICHAEL BILLDT, ASST. CHIEF OF POLICE
Contact person:
John Block, Records Mgr,
Phone: 384-5728
Supporting data attached: Yes - Staff Rpt./Reso.
Ward: N/A
FUNDING REQUIREMENTS:
Amount: None
Source:
Council Notes:
Finance
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Agenda Item No. 3D
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT
Resolution of the City of San Bernardino approving the destruction of certain obsolete records by
the San Bernardino Police Department.
BACKGROUND
This department retains and stores certain financial records and documents as required by law.
These documents consist of invoices, check copies and supporting documents, invoices, deposit
slips and receipts. These records and documents are dated prior to January 1, 1997. Retention of
these records presents storage, security and litigation problems for the Police Department. The
California State Government Code provides for the systematic destruction of records and
documents that have outlived their usefulness as a viable record.
Government Code 34090 authorizes the destruction of records when the same is no longer
required "with the approval of the legislative body by resolution and the written consent of the
. ..
cIty attorney. . .
The proposed resolution for the destruction of records dated prior to January 1, 1997, meets the
standards outlined in the Government Code.
FINANCIAL IMPACT
None.
RECOMMENDATION
That the Mayor and Common Council approve the proposed resolution to destroy certain
obsolete records.
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RESOLUTION NO,
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN" BERJ.'<ARDINO TO APPROVE THE DESTRUCTION OF CERTAIN POLICE
RECORDS, DOCUMENTS AND PAPERS PURSUANT TO SECTION 34090 OF THE
GOVER..'<MENT CODE OF THE STATE OF CALIFORNIA,
\\'HEREAS the Chief of the San Bernardino Police Department has submitted a request
for authority to destroy obsolete records and;
WHEREAS said request is in accordance with the procedures and requirements of
section 34090 of the California Government Code; and;
WHEREAS the Chief has stipulated the useful retention period for the Police
Department records;
NOW, THEREFORE BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1.
1.
Subject to written consent of the City Attorney, as provided in Sections 34090 of the
Government Code, the following Police Department records, documents, instruments,
books or papers may be destroyed as of October 1, 2001.
(al Accounts receivable records dated prior to January 1, 1997;
(b) Accounts payable dated prior to January 1, 1997;
(c) Deposits and receipts dated prior to January 1, 1997;
(d) Invoices dated prior to January 1, 1997.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO TO APPROVE THE DESTRUCTION OF CERTAIN POLICE
RECORDS, DOCUMENTS AND PAPERS PURSUANT TO SECTION 34090 OF THE
GOVER"IMENT CODE OF THE STATE OF CALIFORNIA.
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
,2001, by the following vote, to wit:
8 Council Members:
AYES
NAYS
ABSTAIN ABSENT
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ESTRADA
LIEN
MCGINi\lS
SCHNETZ
SUAREZ
ANDERSON
MCCAVlYIACK
City Clerk
The foregoing resolution is hereby approved this day of
, 2001.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
The City Attorney hereby consents
to the destruction of the records
described in this Resolution,
JAMES F. PENMAN,
City Attorney
By: L ?~
CJ
By: y-
es F, Penman, C~ty Attorney
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): IC)-I -01 Item # ?'fJ Resolution # 2(:0 \ - 30(5
Vote: Ayes \ - 'I Nays if Abstain ..e- Absent -G-
Change to motion to amend original documents: -
Reso. # On Attachments:
Contract term:
NnllNoid After: -
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
By: -
Date Sent to Mayor: 1 n -"'\ -0. \
Date of Mayor's Signature: \(9-'<,-<::>1
Reso. Log Updated:
Seal Impressed:
./
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Date of ClerklCDC Signature:
10..:",-(")\
Date e
for Si nature:
See Attached:
See Attached:
See
Date Returned:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
ed:
YesL- No By
Yes No -L..... By
Yes No~ By
Yes No v By
Yes No / By
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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.
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.)
ReadytoFile:~ Date: /0(.5/01
I
Revised 01112/01