City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council adopt a Resolution authorizing the destruction of
certain records retained by the Police Department.
BACKGROUND / DISCUSSION:
The Police Department maintains thousand of records. Storage space for such
records is restricted by the physical limitations of the Police Department facility and
records become obsolete and useless. 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 no longer legally required to be retained, after written consent of
the City Attorney and authorization of the City Council are obtained.
The documents listed in Exhibit “A,” attached to the proposed resolution, have been
reviewed in accordance with the provisions of Government Code §§ 34090 and
34090.6, as well as Council Policy No. 4305, and meet those requirements for
destruction. Records known to be related to any pending criminal or civil litigation,
investigation, or disciplinary process have been excluded from this destruction. The
City Attorney has consented in writing to thedestruction of these records.
Meeting Date: 7/25/2011 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution Authorizing the
Destruction of Certain Records Retained by the Police Department.
Contact Person/Dept.:
Carmen Zarate, Police Dept.
Phone Number: (310) 253-6133
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 (07/20/11)
Department Approval:
Donald Pedersen (07/06/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/18/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (07/07/11)
City Manager Approval:
John M. Nachbar (07/20/11) City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
Funding for the outside cost of the physical destruction of the documents is
estimated to be $2,000.00 and is included in the City Council Adopted Budget for
Fiscal Year 2011/2012.
ATTACHMENTS:
Proposed Resolution
MOTION:
That the City Council:
Adopt a Resolution authorizing the destruction of certain records retained by the
Police Department.
MICHEAL 0' LEARY, MAYOR
City of Culver City, California
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ity Attorney
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RESOLUTION NO. 2011-R
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CULVER CITY, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS RETAINED
WITHIN THE POLICE DEPARTMENT.
WHEREAS, the Chief of Police has certified that certain records in the
custody of the Police Department, as set forth in Exhibit "A," attached hereto and
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
disciplinary process; and
WHEREAS, there has become a critical need for storage space in the Police
Department facility; and
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:
As authorized by California Government Code §§ 34090 and 34090.6, and
City Council Policy No. 4305, with the consent of the City Attorney, the City Council hereby
approves the destruction by the Chief of Police of the records set forth in Exhibit "A."
APPROVED and ADOPTED this day of , 2011.
ATTEST:
MARTIN R. COLE, City Clerk
A11-00378 2
Destruction Period 2:
Document Classificationl :
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EXHIBIT "A"
POLICE RECORDS DESTRUCTION
Arrest Logs (Booking Log) 5
Bail Receipts 2
Bicycle License Applications and related reports 2
Call Cards 2
Computer Data (Includes Calls, Reports. Excludes Name, DR and Arrest fields.) 2
Concealed Weapon Applications and related documents 2
Copies of Receipts 2
Complaints (Including Citizen Complaints and internal) and associated reports. 5
Crime Reports (Excluding Homicide, Sex Crimes, Arson, Theft of Public Funds 5
and others for which the statutory retention period exceeds 5 years.) Includes all
associated reports and notes.
Field Interview Cards 2
Logs 2
Jail Register 10
Miscellaneous Office Correspondence 2
Marijuana Citations 2
Money Transmittals 2
Monthly Statistical Reports 10
Non-Criminal miscellaneous reports (Dog Bites, Injuries, I.O.D. paperwork, etc.) 5
Non-injury Traffic Collision Reports 5
Officers Daily Logs 2
Recovered Vehicle Reports 5
Repossession/Private Impounded Vehicle reports 5
Retired personnel records 5 (After retirement
date.)
Sex and Narcotic Registrant Records 5
Supervisor Logs 2
Traffic Citations 2
. Traffic Collision (non-fatal & no prosecution) reports 5
Traffic Collision reports (Injury but non-fatal) 5
White Card Files 5 (Using last
entry)
Yard Sale Permits 2
1 Includes all index cards, photos and data entered into the Police Department's computer associated with any cases
approved or previously approved for destruction. Excludes Name, DR and Arrest fields. Also excludes records relating
to any pending criminal or civil litigation, investigation, or disciplinary process.
2Includes years preceding 01/01/10, unless otherwise specified.
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CERTIFICATION
I 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 on the foregoing certification, the above-listed records are hereby
approved bar destrucjipn.
?MI
LA. SCHWAB
ityAttorney
Dated:
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