HomeMy WebLinkAbout02-013 - Resolutions RESOLUTION NO. FD 02-013
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CITY OF
RANCHO CUCAMONGA FIRE DISTRICT, AUTHORIZING THE
DESTRUCTION OF DISTRICT RECORDS WHICH ARE NO LONGER
REQUIRED AS SET FORTH IN CALIFORNIA GOVERNMENT CODE
SECTION 34090 AND OTHER APPLICABLE LEGAL REFERENCES
WHEREAS, it has been determined that certain Fire District records have been retained in
compliance with all applicable Federal, State and local statutes; and
WHEREAS, said District records have met their useful life and are no longer required for public or
private purposes:
WHEREAS, destruction of said records is necessary to conserve storage space, increase staff
productivity,and maintain conformance with the City's Records Management Policy;
and
WHEREAS, said records as listed in Exhibit "A" attached hereto have been approved for
destruction by the City Attorney;
NOW, THEREFORE, the Board of Directors of the City of Rancho Cucamonga Fire District does
hereby resolve as follows:
SECTION 1 : That approval and authorization is hereby given to destroy those
records described as Exhibit "A" attached hereto and made a part
hereof.
SECTION 2: That the City Clerk shall certify to the adoption of this resolution,and
thenceforth and thereafter the same shall be in full force and effect.
Please see the following page for
formal adoption,certification and signatures
Resolution No. FD 02-013
Page 2 of 9
PASSED, APPROVED, AND ADOPTED this 3rd day of July 2002.
AYES: Alexander, Biane, Curatalo, Dutton, Williams
NOES: None
ABSENT: None
ABSTAINED: None
William J. Al rider, President
ATTEST:
e ra J. Ada Vsecretary
I, DEBRA J. ADAMS, SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby
certify that the foregoing Resolution was duly passed,approved,and adopted by the
Board of Directors of the Rancho Cucamonga Fire Protection District, at a regular
meeting of said Board held on the 3`d dayof July 2002.
Executed this 8'h day of July 2002 at Rancho Cucamonga, California.
Debra J. Adam , secretary
Resolution No. FD 02-013
Page 3of9
EXHIBIT `A'
Records Destruction Authorizations for the folloWng
Departments / Divisions
Fire (Admin)
Fire Finance
Notification Number05/23/2002
Destruction Notification Report
' 114 11:02:41
City of Rancho Cucamonga
Records Management Division
5020 FIRE DEPARTMENT
Bill to Name: 5020
Records Coordinator: Janet Walker Mail Code: Phone: (909)477-2770 ext:3003
The following records are due for destruction on 6/30/2002. Place your initials next to EACH box you authorize to
be destroyed, then sign & date the bottom of EACH Page. if you want a box held for an additional 6 months, provide
a memo justifying the hold.
RETURN THE LIST TO THE RECORDS DIVISION BY JUNE 6, 2002.
Mark Destroy Permanent Record Title Record Title Name Dates On Destroy
(X) Code Box Number Code (Box Contents)
Beginning Ending Hold? 06/30/2002 Location Space#
1171 Shred 2016 13021.5 Fire Investigations - 'Type B 01/10/1989 12/29/1991 12/29/2001 15-02-02 7
I� Box Contents: Fire Investigation Reports
FOLDER Description
1 122-89 (7040 Archibald) 01/10/1989 12/29/1991 Fire Investigations - Typ
�j 2 187-89 (9375 Archibald #702) 01/10/1989 12/29/1991 Fire Investigations - Typ
3 188-89 (N/E Foothill & Baker) 01/10/1989 12/29/1991 Fire Investigations - Typ
�2 4 639-89 (10935 Terra Vista Pkwy #60) 01/10/1989 12/29/1991 Fire Investigations - Typ
rj 5 689-89 18840 19th St.( 01/10/1989 12/29/1991 Fire Investigations - Typ
g 6 753-89 (7611 Hellman( 01/10/1989 12/29/1991 Fire Investigations - Typ
V 7 827-89 (8889 Etiwanda) 01/10/1989 12/29/1991 Fire Investigations - Typ
�j B 992-89 (8701 Arrow, Bldg 114-F) 01/10/1989 12/29/1991 Fire Investigations - Typ
9 89-1269 (12459 Arrow - Tamco Mfg) 01/10/1989 12/29/1991 Fire Investigations - Typ
3 10 1a58-89 (9045 Foothill #D-13) 01/10/1989 12/29/1991 Fire Investigations - Typ
?j 11 89-1983 (10655 Lemon #1201) 01/10/1989 12/29/1991 Fire Investigations - Typ 70
{3 12 89-2166 (9000 Leman) 01/10/1989 12/29/1991 Fire Investigations - Typ O
13 89-2497 (10210 Baseline 4118) 01/10/1989 12/29/1991 Fire Investigations - Typ 0
�j 14 89-2501 (8427 Etiwanda #A) 01/30/1989 12/29/1991 Fire Investigations - Typ �
22
15 89-3049 (9547 Eighth SL) 01/10/1989 12/29/1991 Fire Investigations - Typ Z)
`J
16 3661-89 (9877 Lemon) 01/10/1989 12/29/1991 Fire Investigations - Typ Z
tf17 89-4861 (10930 Terra Vista Pkwy #134) 01/10/1979 12/29/1991 Fire Investigations - Typ O
18 90-286 (9490 Ninth St) 01/10/1989 12/29/1991 Fire Investigations - Typ fl T
F719 528-90 (10730 Church St. #58) 01/10/1989 12/29/1991 Fire Investigations - Typ a
O
.01 A N
to//8/ba /� l 0 0
Date Jan t Walker, A 'n lecty Data a Michael, F re -Chi Date Jim rkmen, City Attorney `0 co
Page 4
Notification Number
114 Destruction Notification Report 05/23/2002 -a 70
D 0)
N
City of Rancho Cucamonga 1 ( O
Records Management Division
N C_
O O
5020 FIRE DEPARTMENT 10
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Sill to Name: 5020 O
Records Coordinator: Janet Walker Mail Code: Phone: (909)477-2770 ext:3003 T)
The following records are due for destruction on 6/30/2002. Place your initials next to EACH box you authorize to O
N
be destroyed, then sign & data the bottom of EACH page. If you want a box held for an additional 6 months, provide O
a memo justifying the hold. W
RETURN THE LIST TO THE RECORDS DIVISION BY JUNE 6, 2002.
Mark Destroy Permanent Record Title Record Title Name Dates On Destroy
(B) Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2002 Location Space#
.� 20 90-1936 (7089 Etiwanda) 01/10/1989 12/29/1991
21 90-2507 (10655 Lemon Ave #3613) 01/10/1989 12/29/1991
22 90-2524 (8686 Nineteenth) 01/10/1989 12/29/1991
a 23 90-2592 (8389 Baker #89) 01/10/1989 12/29/1991
24 90-2529 (12455 Arrow Rte) 01/10/1989 12/29/1991
325 91-0332 (Baseline/Haven - Lewis Homes) 01/10/1989 12/29/1991
a 26 91-1003 (7890 Haven #20) 01/10/1989 12/29/1991
27 91-1366 (6386 Sapphire) 01/10/1989 12/29/1991
28 91-1818 (10225 Hamilton) 01/10/1989 12/29/1991
a 29 91-2289 (10572 Acacia #C-4) 01/10/1989 12/29/1991
30 2635-91 (7413 Saddle #D) 01/10/1989 12/29/1991
�J 31 2000-91 (9700 Block Eighth St) 01/10/1989 12/29/1991
j 32 91-3094 (10900 Fouth St #602A) 01/10/1989 12/29/1991
'yhD 33 3435-91 (8950 Arrow Rte #141) 01/10/1989 12/29/1991
v 34 3566-91 (9100 Ninth) 01/10/1989 12/29/1991
(� 35 3579-91 (8916 Foothill) 01/10/1989 12/29/1991
36 91-3586 (10350 Baseline #142) 01/10/1989 12/29/1991
37 91-4779 (7611 Hellman) 01/10/1989 12/29/1991
g 38 4841-91 (9244 Timberline #P) 01/10/1969 12/29/1991
39 91-5200 (10151 Arrow Rte #11) 01/10/1989 12/29/1991
a 40 91-5480 (9393 Arrow) 01/10/1969 12/29/1991
41 5670-91 (7817 Sauterne) 01/10/1989 12/29/1991
Nvro roz Ir �r rni
Date Jarfet Walker, A 'n Secty Date E&ptib Michael, Fir Ch>_ f Date Jim Markman, City Attorney
Page 5
Notification Number05/23/2002
Destruction Notification Report 11:02:48
115 -
City of Rancho Cucamonga
Records Management Division
5027 FIRE FINANCE
Hill to Name: 5027
Records Coordinator: Tamara Layne Mail Code: Phone: (909)477-2700 ext:2430
The following records are due for destruction on 6/30/2002. Place your initials next to EACH box you authorize to
be destroyed, then sign & date the bottom of EACH page. If you want a box held for an additional 6 months, provide
a memo justifying the hold.
RETURN THE LIST TO THE RECORDS DIVISION BY JUNE 6, 2002.
Mark Destroy Permanent Record Title Record Title Name Dates On Destroy
Beginning Ending Hold? 06/30/2002 Location Space#
(X) Code Box Number Code Box Contents)
9hretl 1030 4010.1 Fire - Accounts Payable
07/01/1993 06/30/1995 06/30/2002 14-02-01 3
Box Contents: Fire A/P 1993/94 & 94/95 (A-E)
0]/01/1993 06/30/1995 06/30/2002 19-01-01 3
IFiy�hred 2031 4010.1 Fire - Accounts Payable
Box Contents: Fire A/P 1993/94 & 94/95 (F-O)
FOLDER Description
07/01/1993 06/30/1995 Fire - Accounts Payable
1 Also: some unposted transaction & check regi stere
hrad 2032 4010.1 Fire - Accounts Payable
07/01/1993 06/30/1995 06/30/2002 14-02-01 6
/ Box Content.: Fire A/P 1993/94 & 94/95 (P-Z & numeric)
FOLDER Description
1 Also: some Posted Transaction & check registers 0]/01/1993 06/]0/1995 Fire - Accounts Payable N
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A''4/,�n" '
red 2053 4010.2 Fire - Accounts Receivable 01/01/1993 06/30/1995 06/30/2002 03-03-02 4 O
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W -' Box Contents: Fire Fin - Acct. Be. / Daily Cash Ren Z
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Date Tamara Layne, O £icer Date D ais Michael Fir Ch of Data Jim Markman, City Attorney 10 W
Page 1
Notification Number
Destruction Notification Report 05/23/2002
115 11:02:48 (p NO
City of Rancho Cucamonga m _
Records Management Division V
O O
5027 FIRE FINANCE
10 Z
Bill to Name: 5027 O
Records Coordinator: Tamara Layne Mail Code: Phone: (909)477-2700 ext:2430 T
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The following records are due for destruction on 6/30/2002. Place your initials next to EACH box you authorize to 0
be destroyed, then sign & date the bottom of EACH page. If you want a box held for an additional 6 montha, provide p
a memo justifying the hold. W
RETURN THE LIST TO THE RECORDS DIVISION BY JUNE 6, 2002.
Mark Destroy Permanent Record Title Record Title Name Dates On Destroy
W Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2002 Location Space#
hred2382 4030.6 Fire - Cancelled Checks 07/01/1994 10/31/1995 10/31/2000 02-03-03 4
aox Coatente: A/P Canceled Checks (7/94 - 10/95)
FOLDER Description
1 Check numbers 9600 - 11799 07/01/1994 10/31/1995 Fire - Cancelled Checks
hred 2381 4030.6 Fire - Cancelled Checks 06/01/1995 09/30/1996 09/30/2001 02-03-03 5
'Y ( Box Contents: Fire Payroll Canceled Checks (8/95-9/96)
FOLDER Description
1 Check numbers 11600 - 14299 08/01/1995 09/30/1996 Fire - Cancelled Checks
hrad 2392 4040.0 Fire - Payroll Records 01/01/1997 03/31/1997 03/31/2002 15-03-02 19
Box Contents: Fire Payroll Journal (1/1997 - 3/1997)
Brad 1899 4040.0 Fire - Payroll Records 07/01/1996 06/30/1997 06/30/2002 05-03-02 3
-�+-� FOLDER Description
1 PAYROLL JOURNAL 10/96 - 12/96 - WANG 07/01/1996 06/30/1997 Fire - Payroll Records
2 VACATION, SICK, COMP REPORT (7/96 - 6/97) WANG 07/01/1996 06/30/1997 Fire - Payroll Records
3 PAYROLL JOURNALS (1/96 - 9/96) WANG 07/01/1996 06/30/1997 Fire - Payroll Records
/ AW 7OWY/071 IdlIKIZ52 1syr/
Date T Layne, Fin Officer Date Dennis , Fire Chief Date Jim Markman, City Attorney
Page 2
Notification Number 05/23/2002
Destruction Notification Report
• 115 - 11:02:95
City of Rancho Cucamonga
Records Management Division
5027 FIRE FINANCE
Bill to Name: 5027
Records Coordinator: Tamara Layne Mail Code: Phone: (909)477-2700 ext:2430
The following records are due for destruction on 6/30/2002. Place your initials next to EACH box you authorize to
be destroyed, then sign & date the bottom of EACH page. If you want a box held for an additional 6 months, provide
a memo justifying the hold.
RETURN THE LIST TO THE RECORDS DIVISION BY JUNE 6, 2002.
Mark Destroy Permanent Record Title Record Title Name Dates On Destroy
(X) Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2002 Location Space#
4 PERS REPORT (10/10/96 - 12/19/96) WANG 07/01/1996 06/30/1997
IM9 hred 1366 4040.0 Pire - Payroll Record. 07/01/1996 06/30/1997 06/30/2002 07-08-03 6
Box Contents: Fire Payroll Deduction Journal ("96/97)
ryn'y�hred 2367 4040.0 Fire - Payroll Records 04/01/1997 06/30/1997 06/30/2002 07-08-03 7
Box Contentei Fire Payroll Journal (4/97 - 6/97)
�V0 9hred 2054 4040.9 Fire - Time Sbeets 01/01/1997 06/30/1997 06/30/2002 03-03-02 5 70
CD
••�—P" Box Contents: Fire Ti. Cards N
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Date TargfiiWl,ayne, Fin Otficer Date Dennist0itliael, Fire Chief Date Jim Markman, City Attorney �O W
Page 3
Eligible Boxes on Bold = 0 o m
ca N
Elgibile Boxes Checked Out = 0 0) O
Elgibile Boxes Excepted = 0
O O
0 0
Boxes to be Destroyed for this Department 11 10 Z
( Excluding boxes on hold or boxes with folders on hold or 0
checked out, end excluding boxes selected for exception ) T
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