HomeMy WebLinkAbout16-Parks and Recreation
C'ITy'OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: ANNIE F. RAMOS, DIRECTOR
Subject: DESTRUCTION OF DEPARTMENT
RECORDS FOR 1991-92 AND 1992-93.
Dept: PARKS, RECREATION & COMMUNITY SERVICES
Date: October 17,2000 CI1;G,'NAL
Synopsis of Previous Council Action:
None
Recommended motion:
Adopt the Resolution
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Signature
Contact person: Bill Meyralm
Phone 384-5032
Supporting data attached: Staff Renort. Resolution w/Attachment Ward: NIA
FUNDING REQUIREMENTS:
Amount:
Source: (Ace!. No.)
(Ace!. Description)
Finance:
Council Notes:
dlb 10/17/00
Agenda Item No.
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Destroy Record
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
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.
BACKGROUND:
The Department has the following records, which are no longer needed for the business of this
department:
General Corresnondence Files - Calendar Year 1991 & 1992
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Outdated lists of equipment
Copies of outdated rosters of employees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 1991-92 & FY 1992-93
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 1992 & 1993
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.
10/17/00 dlb
Destroy Records
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RESOLUTION NO."
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO APPROVING THE DESTRUCTION OF CERTAIN CITY
RECORDS OF THE PARKS, RECREATION AND COMMUNITY SERVICES
4 DEPARTMENT.
5
WHEREAS, The Director of Parks, Recreation and Community Services Department
6 of the City of San Bernardino has requested authority to destroy certain obsolete records; and
7
8
9
10
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
litigation, are more than seven years old, and are not agreements which are still valid and
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1 RESOLUTION. . . APPROVING THE DESTRUCTION OF CERTAIN
2 RECORDS 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
Meeting,
5
thereof, held on the
6
7 to wit:
day of
, 2000, by the following vote,
8 COUNCIL MEMBERS
AYES
NAYS
ABST A1N ABSENT
9 ESTRADA
10
11
12
13
14
15
16
17
18
19
20
LIEN
MC GINNIS
SCHNETZ
SUAREZ
DEAN-ANDERSON
MC CAMMACK
Rachel Clark, City Clerk
The foregoing resolution is hereby approved this
day of
21
,2000.
JUDITH V ALLES, MAYOR
City of San Bernardino
The City Atto:rney hereby consents to
the destruction of the records
described in this Resolution.
, City Attorney
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DESTRUCTION OF DEPARTMENT RECORDS FOR 1991-92 AND 1992-93.
It is requested that authorization be granted to remove and destroy the following records,
which are no longer needed for the business of this department.
General Corresoondence Files - Calendar Year 1991 & 1992
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 1991-92 & FY 1992-93
,-.
"-
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 1992 & 1993
Consisting of copies of personnel action requests and eligibility lists.
10/17/00 dlb
Destroy Records
Attachment
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): J 1- t; -() ()
Vote: Ayes I-j Nays
Change to motion to amend original documents:
Reso. # On Attachments: /
Item # /~
-e- Abstain
Resolution #
G-
6LC>OO-~9
Absent e- .
Contract term:
-
NnllNoid After: -
Date Sent to Mayor: II - Y.---OO Date Returned from Mayor: L 1-;;:-0 c.J
Date of Clerk's Signature: If -~ --00 Reso. Log Updated: l
Date of Mayor's Signature: /1- i-O()
Seal Impressed: V
Date Memo Sent to Department for Signature:
See Attached:
Date Letter Sent to Outside Party for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
See Attached:
Note on Resolution of Attachment stored separately: _
Direct City Clerk (circle I): PUBLISH, POST, RECORD W/COUNTY Date:
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
Police Public Services Water
Notes:
Date Returned:
Date Returned:
See Attached:
Yes
Yes
/
By~
By_
By_
By_
By_
No
No~
No .......-
No~
No ./
Yes
Yes
Yes
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: V Date: / t -t -0 e ~