City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council adopt a Resolution authorizing the destruction of
certain records in the Police Department.
BACKGROUND:
The Police Department maintains thousands of records. Storage space for such
records is restricted by the physical limitations of the building. As records become
obsolete, and as permitted by applicable law, the Chief of Police periodically will
present a resolution to the City Council requesting authorization to destroy certain
records.
DISCUSSION:
This request is part of an ongoing records management program by the Police
Department. California Government Code Section 34090 provides authority for the
destruction of documents that are more than two years old and are no longer
required. This Section also requires the consent of the City Attorney and
authorization of the City Council prior to the destruction of any documents.
The documents listed in Exhibit A of the proposed Resolution have been reviewed in
accordance with the provision of the Government Code and meet those
requirements for destruction. Records known to be related to litigation or anticipated
Meeting Date: February 25, 2013 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution Authorizing the
Destruction of Certain Documents in the Police Department.
Contact Person/Dept.: Lt. Milton McKinnon Phone Number: 310-253-6327
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [x] Date: _______________
Public Notification: Meetings and Agendas – City Council (02/19/13)
Department Approval:
Don Pedersen (02/11/13)
City Attorney Approval:
Carol Schwab (by L. Vidra 2/11/13)
Chief Financial Officer Approval:
Jeff Muir (02/19/13)
City Manager Approval:
John M. Nachbar (02/19/13) City of Culver City, California
Agenda Item Report
litigation are isolated and are not part of this proposal. The City Attorney has
consented in writing to their destruction.
FISCAL ANALYSIS:
Funding for the outside cost of the physical destruction of the documents is
estimated to be $2,000.00 and has been included in the City Council Adopted
Budget for Fiscal Year 2012/2013.
ATTACHMENTS:
1. Proposed Resolution
2. Exhibit “A”
• List of documents to be destroyed
• Certification
MOTION:
That the City Council:
Adopt a Resolution authorizing the Police Department to destroy certain obsolete
records as listed in Exhibit A of the proposed Resolution.
MEETING DATE: February 25, 2013
AGENDA ITEM: Adoption of a Resolution Authorizing the Destruction of Certain
Records retained by the Police Department.
ATTACHMENTS
Pages
A. Proposed Resolution with Exhibit "A" (List of Categories of Records
and Certification)
1-3 RESOLUTION NO. R
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
3
OF CULVER CITY, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS RETAINED
4
WITHIN THE POLICE DEPARTMENT.
5
WHEREAS, the Chief of Police has certified that certain records in the
6
custody of the Police Department , set forth in Exhibit "A," attached hereto and
7
incorporated herein by reference, have been retained for all legally required retention
periods and do not relate to any pending criminal or civil litigation, investigation or
9
disciplinary process; and
WHEREAS, there has become a critical need for storage space in the Police
Department facility; and
13 WHEREAS, the City Attorney has approved the destruction of these records
as required by law.
NOW, THEREFORE, the City Council of the City of Culver City DOES
HEREBY RESOLVE as follows:
18 As authorized by California Government Code §§ 34090 and 34090.6 and
19 Council Policy No. 4305, and with the consent of the City Attorney, the City Council hereby
20
approves the destruction by the Chief of Police of the records set forth in Exhibit "A."
10
11
14
15
16
17
21
APPROVED and ADOPTED this day of
2013.
22
23
28
ANDREW WEISSMAN, Mayor
City of Culver City, California
ATTEST:
APPROVED AS tO FORM:
MARTIN R. COLE, City Clerk i_.,--CAROL A. SCHWAB, City Attorney
24
25
26
27 Exhibit A
Police Records Destruction
Destruction
Document Classification: 1
Period: 2
Code
Arrest Logs (Booking Log)
7 years
GC 34090
Bail Receipts
2 years
GC 34090
Concealed Weapon Applications and related .
documents
2 years
GC 34090
Copies of Receipts
2 years
GC 34090
Complaints (Including Citizen Complaints and internal)
and associated reports.
5 years
PC 332.5, EVC
1045, GC 12946,
PC 801.5, PC
803(c), VC 2547
Crime Reports (Excluding Homicide, Sex Crimes,
Arson, Theft of Public Funds and others for which the
statutory retention period exceeds 5 years.) Includes
all associated reports and notes.
2 years
GC 34090
Field Interview Cards
2 years
GC 34090
Logs
2 years
GC 34090
Jail Register/Log
6 years
GC 34090
Miscellaneous Office Correspondence
2 years
GC 34090
Marijuana Citations-H&S 11357(e), 11357b&c, 11360b
2 years
HS 11361.5
Money Transmittals
2 years
GC 34090
Monthly Statistical Reports
2 years
GC 34090
Non-Criminal miscellaneous reports (Dog Bites,
Injuries, 1.0.D. paperwork, etc.)
2 years
GC 34090
Officers Daily Logs
2 years
GC 34090
Recovered Vehicle Reports
5 years
GC 34090
Repossession/Private Impounded Vehicle reports
2 years
GC 34090
Retired personnel records (after retirement date)
5 years
GC 34090
Sex and Narcotic Registrant Records (upon leaving
jurisdiction)
2 years
GC 34090
Supervisor Logs
2 years
GC 34090
Traffic & Parking Citations
2 years
GC 34090.7
Traffic Collision (non-fatal & no prosecution) reports
2 years
GC 34090
White Card Files
1 year
GC 34090,
GC 6250
Yard Sale Permits
2 years
GC 34090
Radio transmissions, and telephone recordings
1 Year
GC 34090.6 (b)
Video Recordings (In-car video, Jail & Station security
video)
1 year
GC 34090.6 (c)
1 Includes all index cards, photos and data entered into the Police Department's
computer, associated with any cases approved or preciously approved for destruction.
Excludes: Name, DR and Arrest fields.
2 includes years preceding 1/1/13, unless otherwise
specified. CAROL A. SCHWAB
City Attorney
Dated ;Z 1 / 7)-6)/ 5
Exhibit A
Police Records Destruction
CERTIFICATION
hereby certify, that, to the best of my knowledge, the above-listed records have been
retained for all legally required retention periods and do not relate to any pending
criminal or civil litigation, investigation or disciplinary process.
Dated:
DONALD PEDERSEN
Police Chief
APPROVAL
Based upon the foregoing certification, the above-listed records are hereby approved for
destruction,