SR-100896-6D
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PD JTB HA Santa MOnica, Callfornra 0 C T 0 8 1996
City Councrl Meeting 10/8/96
TO Mayor and City Council
FROM City Staff
SUBJECT Resolution Approvmg Destruction of Obsolete Records of the Pollee
Department
INTRODUCTION
Thrs report requests that the Crty Council approve the attached resolution authonzlng
the destructron of obsolete records In the Polrce Department
BACKGROUND
Government Code Section 34090 authonzes the destruction of certain records upon the
request of a Department Head If the City Attorney has grven wntten consent for the
destruction of the records and rf the City Council approves the destruction of the records
by resolution The Chief of Police has requested that certam 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 descnptlOn 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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OCT 0 a 1996
BUDGET/FINANCIAL IMPACT
, It IS estimated that the cost for the destruction process for Exhibit "An records will be
$250 The funds for this purpose are available at account 01-300-304-00000-2262-
00000
RECOMMENDATION
It IS recommended that the accompanYing resolution be adopted ...
Prepared by James T Butts, Jr, Chief of Police
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PO JTB HA Santa MOnica, California
City Council Meeting 10/8/96
RESOLUTION NUMBER 9092 (CCS)
(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 determmed that certain records of the City of Santa
Monica under the charge of the Pollee Department are no longer required for public or
private purposes, and
WH EREAS. 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
WHEREAS, the records Identified In Exhibit "An 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 Authorrzatlon IS hereby given to destroy the records Identified In
Exhibit 'lA' attached hereto and made a part hereof
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SECTION 2 The CIty Clerk shall certrfy to the adoption of this Resolution, and
thenceforth and thereafter the same shall be In full force and effect
APPROVED AS TO FORM
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MARSHA JONES MOUTRIE
CIty Attorney
Exhibit "A"
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~ City Of santa Monica
REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS
I_TO: city Attorney I From: Police Department
Item Description of Record to be Destroyed Years Covered Location
NO.
1 911 logs CY86-6/30/94 Comm center
2 24-hour VHS tape recordings CY81-6/30/94 Comm Center
3 Non-DePt employment job candidate background CY83-92 Admin Service Office
4 Field Training Officer evaluation records CY83-92 Admin Service Office
5 Previously employed personnel training files CY93-92 Admin service Office
6 Traffic ACcident Reviews/Non-reportable Accidents CY91-92 Internal Affairs Office
7 Shoot Reviews CY91-92 Internal Affairs Office
8 K-9 Bite Reviews CY91-92 Internal Affairs Office
9 Pursuit Reviews CY91-92 Internal Affair Office
10 Reports/supps (14 boxes) CY1991 DL storage
11 Reports (1 box) CY1990 D L sto rage
12 Mise Jail papers {3 boxes} ey93-94 DL storage
13 Citations pink copies (3 boxes) CY91-92 DL Storage
14 Impounds (6 boxes) CY90-94 Dl storage
15 Daily Cash Receipts ( 1 box) CY92-93 DL storage
16 Completed/complied with subpoenas CY92-94 Dl storage
17 Applicant fingerprint cards CY1991 DL storage
18 Ball receipt deposIt books (carbon copies) CY1992 DL Storage
19 Warrant Serv Notices/Recall NotIces CY88-89 DL storage
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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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Adopted and approved thIS 8th of October, 1996
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Mayor
I hereby certIfy that the foregomg Resolutlon 9092(CCS) was duly adopted at a meetmg
of the CIty CouncIl held on the 8th of October. 1996 by the followmg vote.
Ayes Councllmembers Abdo. Ebner. Genser. Greenberg. Holbrook. O'Connor.
Rosenstem
Noes CouncIlmembers -:\one
Abstam CouncIlmembers None
Absent CouncIlmembers }'\;"one
ATTEST
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elt}\ Clerk