City of Culver City, California
City Council 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 thousands of records. Storage space for such
records is restricted by the physical limitations of the Police Department facility and
records become obsolete. 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.
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 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 the destruction of these records.
FISCAL ANALYSIS:
Meeting Date: 11/10/08 Item Number: C-10
AGENDA ITEM: Adoption of a Resolution Authorizing the Destruction of Certain
Records Retained by the Police Department.
Contact Person/Dept.: Lt. Chris Maddox Phone Number: (310) 253-6109
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master E-Mail Notification List (11/05/08)
Department Approval:
Chief Donald Pedersen (09/19/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (11/03/08)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (11/3/08)
City Manager Approval:
Jerry B. Fulwood (11/05/08) City of Culver City, California
City Council Agenda Item Report
Sufficient funding for the outside cost of the physical destruction of the documents is
estimated to be $2,000 and has been included in the Police Department’s adopted
fiscal 2008-09 budget.
ATTACHMENTS:
Resolution
MOTION:
That the City Council:
Adopt the Resolution authorizing the destruction of certain records retained by
the Police Department.
MEETING DATE: November 10, 2008
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)
1-3ATTEST: APPROVED AS TO FORM:
It
MARTIN COLE, City Clerk
A08-00441
6 LCAROL A. SCHWAB, City Attorney
RESOLUTION NO. 2008-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
Council Policy No. 4305, and 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
, 2008.
D. SCOTT MALSIN, MAYOR
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28Exhibit A
Police Records Destruction
Document Classification':
Destruction Period2:
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 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 8,z, 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.
2Includes years preceding 01/01/06, unless otherwise specified.
Exhibit A — Page 1 of 2Based upon the foregoing certification, the above-listed records are hereby approved for
destructio
Dated
hi.— 3-6
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
W
c OL A. SCHWAB
City Attorney
Exhibit A – Page 2 of 2