City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends that 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 Resolution, have been reviewed
in accordance with the provisions of Government Code §§ 34090 and 34090.6, as
well as City Council Policy 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 the destruction of these records.
FISCAL ANALYSIS:
Meeting Date: 3/1/2010 Item Number: C-1
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution Authorizing the
Destruction of Certain Records Retained by the Police Department.
Contact Person/Dept.:
Lt. Ed Baughan, Police Dept.
Phone Number: (310) 253-6109
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Commission Action Required: Yes [] No [] Date: __________
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Meetings and Agendas – City Council (02/24/2010)
Department Approval:
Chief Donald Pedersen (2/17/10)
City Attorney Approval:
Carol Schwab (by L. Vidra 2/17/10)
Chief Financial Officer Approval:
Mark Scott (by M. Noller) (02/23/10)
City Manager Approval:
Mark Scott (02/24/10) City of Culver City, California
Agenda Item Report
Funding for the outside cost of the physical destruction of the documents is
estimated to be $2,000.00. Sufficient funds are available in the Police Department’s
adopted fiscal year 2009-10 budget.
ATTACHMENTS:
Resolution 2010-R______
MOTION:
That the City Council:
Adopt a Resolution authorizing the destruction of certain records retained by the
Police Department.
MEETING DATE: March 1, 2010
AGENDA ITEM: Adoption of a Resolution Authorizing the Destruction of
Certain Records Retained by the Police Department
ATTACHMENTS
A. Proposed Resolution with Exhibit "A"
(List of Categories of Records and Certification)
Pages
1-3MARTIN R. COLE, City Clerk CAROL A. SCHWAB, City Attorney
RESOLUTION NO. 2010-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 , 2010.
ANDREW WEISSMAN, MAYOR
City of Culver City, California|101010101010101010 10
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POLICE RECORDS DESTRUCTION
Document Class cationl :
Destruction Period2:|101010|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
and others for which the statutory retention period exceeds 5 years.) Includes all
associated reports and notes.|1010|Field Interview Cards 2
Logs|1010|Jail Register 10
Miscellaneous Office Correspondence 2
Marijuana Citations 2
Money Transmittals
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
Traffic Collision reports (Injury but non-fatal) 5
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.
2Includes years preceding 01/01/10, unless otherwise specified.|10101010101010 10
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-2-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.
DONALD PEDERSEN
Police Chief
APPROVAL
Based on the foregoing certification, the above-listed records are hereby
approved for destfuction.
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Dated:
-3-