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HomeMy WebLinkAboutCC RES 08-11RESOLUTION NO. 08-11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AND PAPERS IN THE POSSESSION OF THE TUSTIN POLICE DEPARTMENT THAT ARE NO LONGER REQUIRED FOR TUSTIN POLICE DEPARTMENT BUSINESS PURSUANT TO GOVERNMENT CODE SECTION 34090 AND THE CITY OF TUSTIN'S RECORDS RETENTION SCHEDULE WHEREAS, Government Code Section 34090 authorizes the head of a city department to destroy any city record, document, instrument, book or paper, under his or her charge, without making a copy thereof, with the approval of the legislative body by resolution and the written consent of the City Attorney, provided that said records are not included within certain specified categories; and WHEREAS, the City of Tustin Records Retention Schedule adopted by the City Council by Resolution No. 01-91 on September 17, 2001, authorizes the destruction of any city record, document, instrument, book, or paper, without making a copy thereof, with the approval of the legislative body by resolution and the written consent of the City Attorney; provided that said records are not included within certain specified categories; and WHEREAS, The Chief of Police of the City of Tustin, has requested authority to destroy certain Tustin Police Department records, documents, instruments, books, or papers as listed below, which are not included within said specified categories of Government Code section 34090 and the City of Tustin Records Retention Schedule; and WHEREAS, all of the documents listed in the attached Exhibit A were prepared on a date at least two years prior to the date of this resolution; and WHEREAS, the described documents listed in Exhibit A are occupying space needed by the Tustin Police Department; and WHEREAS, the Chief of Police of the City of Tustin has determined that none of the described records, documents, and papers listed have sufficient value to justify retention; and WHEREAS, the City Attorney hereby gives written consent to the destroy the hereinafter described records, documents, and papers listed in Exhibit A. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, does hereby resolve as follows: Resolution No. 08-11 Page 1 of 4 SECTION 1: That the following records, documents, and papers are no longer required by the City of Tustin Police Department and should be destroyed to conserve storage space needed by the Tustin Police Department. Said documents and papers are described in the attached Exhibit A. SECTION 2: That the proper official of the City of Tustin having custody of the above described records, documents and papers is hereby authorized to destroy said records, documents, and papers in a lawful manner, as scheduled. SECTION 3: That upon destruction of the aforementioned and described records, documents, and papers a certificate of destruction shall be executed as to the documents destroyed and the original certificate of destruction filed in the Office of the City Clerk together with a copy of this Resolution. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin on the 5th day of February, 2008. ATTEST: PAMELA STOKER, City Clerk Resolution No. 08-11 Page 2 of 4 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF TUSTIN ) I, Pamela Stoker, City Clerk and ex-officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council of the City of Tustin is five; that the above and foregoing Resolution No. 08-11 was duly passed and adopted at a regular meeting of the Tustin City Council, held on the 5th day of February, 2008, by the following vote: COUNCILMEMBER AYES: Amante, Davert, Bone, Kawashima (4) COUNCILMEMBER NOES: None (0) COUNCILMEMBER ABSTAINED: None (0) COUNCILMEMBER ABSENT: Palmer (1) PAMELA STOKER, City Clerk Resolution No. 08-11 Page 3 of 4 EXHIBIT A ITEMS FOR DESTRUCTION 1. Department Crime Report files dated prior to January 1, 2005, with the exception of reports involving cases which have no statute of limitation as outlined under California Penal Code Section 799. 2. Department laser-fiche reports and duplicates dated prior to January 1, 1997. 3. Communications call cards dated prior to January 1, 2006 that do not relate to matters with assigned case numbers, and do not involve cases which have no statute of limitations as outlined under California Penal Code Section 799. 4. Officer activity records dated prior to January 1, 2005 and logs dated prior to January 1, 2005. 5. Supervisor records and logs dated prior to January 1, 2006. 6. Any and all citations issued prior to January 1, 2004. 7. Miscellaneous administrative correspondence dated prior to January 1, 2005. 8. Administrative Investigations involving former employees dated prior to January 1, 2003. 9. Administrative Investigations involving current employees that resulted in a finding of unfounded, not sustained, or exonerated; and which are dated prior to January 1, 2003. 10. Note sheets utilized to prepare payroll records dated prior to January 1, 2005. APPROVE: Maria R. Huizar Date Chief Deputy City Clerk CONSENT: Douglas C. Holland Date City Attorney RECORDS DESTROYED BY: Name/Title Date: Resolution No. 08-11 Page 4 of 4 LANDMARK Services CERTIFICATE OF DESTRUCTION • Company Name C ~T~-1 C~`~C=,~~~~~-.~ -1~ ~_i ~- i~r~ F~,~~1~~~~:.N_i` Document Receipt Report # . " ~ • ~ - CC-~~-~r ~jZ As an authorized representative of Landmark Services Inc., 1 do hereby certify that all customer materials were destroyed as authorized. Name ~~ Ld wl'T~1~~~ ~~-1\i~f~C ~f Tale `~~~j~~j ~N ~~a'P~=-~~V iSc1'2 Signature ~~.~.1'~Lt~~r«..~~c~1~ Date ~~-~ 3- ~~ Landmark Services, Inc. is a member of National Association of Information Destruction (NAIp) Thank you for selecting Landmark Services, Inc. gas your shredding service. Your patronage helps provide productive and valuable training and employment for individuals with severe disabilities and other barriers. Should you have aray questions, please contact us at (714) 569-0449.