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Title:
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Adoption of a Resolution Authorizing the Destruction of Certain Documents in the Police Department.
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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
litigation are isolated and are not part of this proposal. The City Attorney has
consented in writing to destruction of the identified records.
Meeting Date: January 27, 2014 Item Number: C-3
AGENDA ITEM: Adoption of a Resolution Authorizing the Destruction of Certain
Documents in the Police Department.
Contact Person/Dept.: Lt. Heidi Hattrup Phone Number: 310-253-6327
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Meetings and Agendas – City Council (01/21/14)
Department Approval:
Don Pedersen (01/14/14)
City Attorney Approval:
Carol Schwab (by L. Vidra 01/16/14)
Chief Financial Officer Approval:
Jeff Muir (01/14/14)
City Manager Approval:
John M. Nachbar (01/21/14)
FISCAL ANALYSIS:
Funding for the outside cost of the physical destruction of the documents is
estimated to be $300.00. There are sufficient funds in the City Council Adopted
Budget for Fiscal Year 2013/2014 to cover this request.
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.