Resolution - 6705RESOLUTION NO. 6705
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA, AMENDING THE DESTRUCTION OF OBSOLETE RECORDS
POLICY OF THE WEST COVINA POLICE DEPARTMENT BY APPROVING
THE DESTRUCTION OF CLAIMS AGAINST THE CITY/POLICE DEPARTMENT
AFTER TEN YEARS, CLAIMS FOR REIMBURSEMENT TO THE COMMISSION
ON PEACE OFFICER STANDARDS AND TRAINING (P.O.S.T.) AFTER
• THREE YEARS, AND ALCOHOLIC BEVERAGE CONTROL (A.B.C.) RECORDS
TWO YEARS AFTER CLOSURE OR TRANSFER OF LICENSE.
WHEREAS, in 1981, by Resolution No. 6447, the City Council established
a Destruction of Obsolete Records Policy for the West Covina Police Department;
and
WHEREAS, Section 34090 of the California Government Code provides that
with the approval of the City Council and the written consent of the City
Attorney, the head of a City department may destroy any record, document,
instrument, book or paper under h.is charge without making a copy thereof, if
the same is no longer required, provided that certain records are exempt from
the provisions of said section, as specifically enumerated in Section 34090.5
of the Government Code; and
WHEREAS, at the time of adoption of said policy, no provisions were
made for the destruction of claims against the City/Po lice Department, claims
for reimbursement to the Commission on Peace Officer Standards and Training
(P.O.S.T.), and Alcoholic Beverage Control (A.B.C.) records; and
WHEREAS, the City Attorney has reviewed and has approved in writing
the amendments to the Police Department's Destruction of Obsolete Records
Policy in accordance with the provisions of Section 34090;
• NOW, THEREFORE, be it resolved by the City Council of the City of
West Covina as follows:
SECTION 1. The West Covina Police Department's Destruction of Obsolete
Records Poo ices hereby amended by adding Item 5 to Subsection B of Section
III as follows:
B. Schedule 2. The following records must be kept for at least
three (3),.years, after which they may be destroyed without microfilming:
1. Correspondence.
2. Memoranda.
3. Sick leave records of terminated employees.
4. Training records of terminated employees.
5. P.O.S.T. reimbursement claims.
SECTION 2. The West Covina Police Department's Destruction of
Obsolete Records Policy is hereby amended by adding Item 3 to Subsection F of
Section III, as follows:
F. Schedule 6. The following records must be kept for at least ten
(10) years, after which they may be destroyed without microfilming:
1. Mug shots, which have been approved for destruction by the
Bureau Commander.
2. Fingerprint cards which have been approved for destruction
by the Detective Bureau Division Commander.
• 3. Claims against the City/Police Department, except in the event
that any claim filed in which litigation is pending, the same
shall be preserved until the claim or litigation is resolved.
•
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SECTION 3. The West Covina Police Department's Destruction of Obsolete
Records Policy is hereby amended by adding Schedule 8 as. Subsection H of Section
III, as follows:
H. Schedule 8. The following records must be kept for at least two
years and for any additional period of time specified herein, after which they
may be destroyed without microfilming:
1. Alcoholic Beverage Control (A.B.C.) records for at least two years
after closure or transfer of license.
SECTION 4. The West Covina Police Department's Destruction of Obsolete
Records Policy is hereby amended by adding the definitions of Claims Against the
City/Police Department, P.O.S.T. Reimbursement Claims, and Alcoholic Beverage
Control records to the Categories of Records as follows:
CLAIMS FOR DAMAGES: Claims filed by citizens against the City of West
Covina for damages together with statements, investigation reports, notes, and
other documents.
P.O.S.T. REIMBURSEMENT CLAIMS: Claims for reimbursement of training
expenses from the California Commission on Peace Officer Standards and Training
(P.O.S.T.) filed by the West Covina Police Department, and supporting documentation.
ALCOHOLIC BEVERAGE CONTROL (A.B.C.) RECORDS: Includes applications,
background investigations, licenses, changes of owners, and copies of incident/crime
reports involving or occurring at a licensed establishment.
SECTION 5. The City Clerk shall certify to the passage and adoption of
this Resolution and the same shall thereupon take effect and be enforced.
APPROVED AND ADOPTED THIS 9th day of May , 1983.
Mayor
ATTEST:
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City Jerk
APPROVED AS TO FORM:
Orty At1orne, I
I hereby certify that the foregoing Resolution No. 6705 was duly
adopted by the City Council of the City of West Covina at a regular meeting thereof
held on the 9th day of May , 1983, by the following vote of the Council:
AYES: Councilmen: Tice, Tennant, Shearer, Chappell
NOES: Councilmen: None
ABSENT: Councilmen: gBacon
City Clerk