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01-20-2009 - Destruction of Documents as Prescribed by Law• Ci v of West Covina MEMORANDUM D U TO: Andrew G. Pasmant, City Manager ITEM NO.: D 5 and City Council DATE: January 20, 2009 FROM- Frank J. Wills, Chief of Police SIJIfJECT: DESTRUCTION OF DOCUMENTS AS PRESCRIBED BY LAW RECOMMENDATION: DATION: It is recommended that the City Council - adopt the following resolution authorizing the destruction of specific records: RESOLUTION NO. - A RESOLUTION OF THE CITY. COUNCIL, OF THE CITY DE NEST COVINA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS AS PRESCRIBED BY LAW DISCUSSION: The City of West Covina's Records Management Manual and Retention Schedule is based on state statues governing public records (Government Code § 34090 et seq.). The Manual and Retention Schedule provides for the maintenance, retention, preservation, and disposition of records. One of the objectives of the Manual and Retention Schedule is the regular destruction of records and documents that are no longer needed and have been retained for the required period of time. The City Clerk's Office has reviewed the record series listed in Exhibit A of the attached resolution, has verified the documents are no longer required to be retained, and has recommended they be destroyed. Those of a criminal justice importance have been retained in a computerized format. As required by state law, the destruction of documents must be authorized by resolution.of the legislative body and with the written consent of the City Attorney. The City Attorney has reviewed the exhibit and found it to be: in .conformance with the statutes of the Government Code. FISCAL IMPACT: None. Prepared by: ! y ' YvI e.:.. Donna Aggers Police Records Supervisor Reviewed and Approved by: Frank J.Fills Chief of Police Susan Rush Assistant City Clerk Arnold Alvare -G� lasman City Attorney Attachments: Resolution Authorizing the Destruction of Certain Documents Exhibit A: Police Records/Documents for Destruction RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS AS PRESCRIBED BY LAW WHEREAS, California Government Code Section 34090 et seq, sets forth certain legal requirements relating to the management and retention of certain municipal records; and WHEREAS, it is requested the City Council authorized the destruction of records specified and set forth as Exhibit "A" attached hereto: and WHEREAS, the City Attorney has reviewed and determined that the documents proposed for destruction qualify under the provisions of the Government Code as appropriate records for destruction and none of them:` (a) affects the title to real property or liens thereon; (b) is a court record; (c) is a record required to be kept by statute; (d) is a record less than two, years old, or, if less than two years old, that it is a duplicate of a record remaining on file; (e) is an ordinance, resolution or the minutes of the City Council or any board or commission of the City of West Covina. NOW, THEREFORE, the City Council of the City of West Covina determines and resolves as follows: SECTION 1. The documents listed Exhibit "A" have been hereby approved for destruction. SECTION 2. The City Clerk shall certify to the,adoption of this resolution. APPROVED AND ADOPTED on this 20th day of January 2009. ATTEST: City Clerk Laurie Carrico Mayor Roger Hernandez I, LAURIE CARRICO, CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing resolution was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 20th day of January, 2009, by the following vote of the City Council: AYES: NOES: ABSENT: ABSTAIN: City Clerk Laurie Carrico APPROVED AS TO FORM: City Attorney Arnold Alvarez-Glasman EXHIBIT A: POLICE RECORDS/DOCUMENTS FOR DESTRUCTION DEPARTMENT . RECORDS SERIES Police Department 1998 Arrest Jacket files 1998 Case Report files 1999 Arrest Jacket files 1999 Case Report files 2000 Arrest Jacket files 2000 Case Report files 2000 Moving Violation Citations 2001 Arrest Jacket Files 2001 Case Report Files 2001 Moving Violation Citations 2002 Arrest Jacket Files 2002 Case Report Files 2002 Moving Violation Citations 2003 Arrest Jacket Files 2003 Case Report Files 2003 Moving Violation Citations 2004 Arrest Jacket Files 2004 Case Report Files 2004 Moving Violation Citations 2005 Arrest Jacket Files 2005 Case Report Files 2005 Moving Violation Citations 2006 Arrest Jacket Files 2006 Case Report Files 2006 Moving Violation Citations 1995 Evidence Tracking Cards — 1 box 1995 Moving Violation Citations 1996 Moving Violation Citations 1988 Moving Violation Citations — 1 box 1993 — 1994 Cash Receipts — Records — 2 boxes 1991-1992 Cash Receipts — Records — l box 1994 Cash Receipts - 1 box 1994-1994 Property Report Forms — 2 boxes 1990-1993 Criminal History Printouts — 4 boxes 1992-1993 J.D.I.C. Print files — 1 box 1991-1992 External Print Outs — 4 boxes 1997 Traffic Log Files — 1 Box 1990-1998 Payments Processing Cards Files 1991-1995 Payables Files — 2 boxes 1994-1997 Comp/Leave Forms— 1 box DEPARTMENT .: RECORDS SERIES . 1995 Comp/Vacation files — 1 box 1996 Timesheets — 1 box 1997-1998 — Timesheets/Payback files — 3 boxes 1998 — Leave/Com /Timesheet files — 5 boxes 1999 _ Timesheets/Payback files 7 boxes 2000 — Timesheets/Payroll files — 7 boxes 2001 — Timesheets/Pa roll files — 7 boxes 2002 — Timesheets/Pa roll files — 6 boxes 2003 _ Timesheets/Pa roll files — 6 boxes 2002 POST Training files — 1 box each 1997-2000 Simulator Record Files — 1 box 2000-2006 Simulator Record Files — 1 box 1995-1996 Payback Files — 3 boxes AUTHORIZATION FOR DESTRUCTION The above -listed records have been retained in accordance with the City's Records Management Manual and Retention Schedule and applicable federal and state laws. Upon approval of the City Council by resolution and the approval of the City Attorney, these records will be properly destroyed. City Attorney's Consent: The above -listed records have been reviewed and I hereby authorize the destruction of all the listed records. Destruction Completed By: City Attorney Arnold Alvarez-Glasman Date VERIFICATION OF DESTRUCTION Donna Aggers, Police Records Supervisor Date