SR-701-001-01 (2)
PD:JTB:MJM:f\police\share\staffrpt\destruct2000
City Council Meeting 01/23/01 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Resolution Approving Destruction of Obsolete Records of the Police
Department
Introduction
This report requests that the City Council approve the attached resolution authorizing
the destruction of obsolete records in the Police Department.
Background
Government Code Section 34090 authorizes the destruction of certain records upon the
request of the Department if the City Attorney has given written consent for the
destruction of the records and if the City Council approves the destruction of the records
by resolution. The Chief of Police has requested that certain obsolete records be
destroyed as their retention is no longer required for operations and the space they
occupy is required for other purposes. A complete description of the records to be
destroyed is contained in Exhibit ?A? accompanying the resolution. The City Attorney
has approved the destruction of these records.
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Budget/Fiscal Impact
It is estimated that the cost for the destruction process for Exhibit ?A? records will be
$250. The funds for this purpose are available at Account 01304.522310.
Recommendation
It is recommended that the accompanying resolution be adopted.
Prepared by: James T. Butts, Jr., Chief of Police
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PD:JTB:MM:f\police\share\staffrpt\destruct2000
City Council Meeting 01/23/01 Santa Monica, California
RESOLUTION NUMBER ______
(City Council Series)
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA MONICA AUTHORIZING THE DESTRUCTION
OF CERTAIN RECORDS OF THE POLICE DEPARTMENT
PURSUANT TO GOVERNMENT CODE SECTION 34090
WHEREAS, it has been determined that certain records of the City of Santa
Monica under the charge of the Police Department are no longer required for public or
private purposes; and
WHEREAS, the destruction of the records is necessary to conserve storage
space and to reduce staff time and expense; and
WHEREAS. Government Code Section 34090 authorizes the City of Santa
Monica to destroy certain records over two years old without making a copy thereof
after the same are no longer required and upon the written consent of the City Attorney
and the approval of the City Council by resolution; and
WHEREAS, the City Council has been requested to approve the destruction of
the records identified in Exhibit ?A? attached hereto; and
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WHEREAS the records identified in Exhibit ?A? are over two years old, no longer
required, and have been approved for destruction by the City Attorney,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOLLOWS:
SECTION 1. Authorization is hereby given to destroy the records identified in
Exhibit ?A? attached hereto and made a part thereof.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution, and
thenceforth and thereafter the same shall be in full force and effect.
APPROVED AS TO FORM:
__________________________________
MARSHA JONES MOUTRIE
City Attorney
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Exhibit ?A?
City of Santa Monica
REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS
FROM: POLICE DEPARTMENT
TO:CITYATTORNEY
Item Description of Record to be DestroyedTime Period CoveredLocation
No.
1 Audio Recording Tapes 01/01/97-12/31/98 Comm Center
2 9-1-1 Logs 01/01/97-12/31/98 Comm Center
3 Jailers? Logs Through 12/31/97 DL Storage
4 Jail Detention Slips Through 12/31/97 DL Storage
5 Miscellaneous Jail Notes 01/01/94-12/31/95 DL Storage
6 Bail Bond Receipts Through 12/31/87 DL Storage
7 Applicant Fingerprint Cards Through 12/31/92 DL Storage
8 Citation Pink Copies Through 12/31/98 DL Storage
9 Calls for Service Printouts Through 12/31/94 DL Storage
10 Citation Transmittals 01/01/93-12/31/98 DL Storage
11 Released Vehicle Impound Files 01/01/97-12/31/98 DL Storage
12 S.D.T. Compliance Response Letters 01/01/95-12/31/95 DL Storage
13 Computer-Aided Dispatch Sheets 01/01/93-12/31/96 DL Storage
14 Bail and bond deposits / transmittals Through 12/31/97 DL Storage
15 Cash register and summary sheets Through 12/31/94 DL Storage
Recommended by: Approved by Chief of Police: Date:
Consent is hereby given to City Attorney: Date:
destroy the records listed above.
Presented to City Council: City Council Action:
Approved Resolution Number:___ Disapproved: ____
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