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Home My WebLink About03-023 - Resolutions RESOLUTION NO. FD 03-023 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CITY 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 thereof. 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 03-023 Page 2 of 11 PASSED, APPROVED, AND ADOPTED this 2nd day of July 2003. AYES: Alexander, Gutierrez, Howdyshell, Kurth, Williams NOES: None ABSENT: None ABSTAINED: None ' •rrsiL William J. Alexan ident ATTEST: Ae a J. Adams S cretary 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 2nd day of July 2003. Executed this 3`d day of July 2003 at Rancho Cucamonga, California. Zk-*O D ra J. A6koecretary Resolution No. FD 03-023 Page 3 of 11 EXHIBIT `A' Records Destruction Authorizations for the following Departments / Divisions Fire (Admin) Fire Finance Notification Number '41 Destruction Notification Report 05/14/2003 10:21:43 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 6/30/2003. Place your initials next to EACH box you authorise 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 2, 2003. Mark Destroy Permanent Record Title Record Title Name Dates On Destroy (x) Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2003 Location Space# Recycle 1019 6060.3 Equipment Maintenance 07/01/1987 06/30/1989 --HOLD-* 06/30/2001 05-03-01 6 _yy / BOX ON HOLO / -HOLD- Placed on this box Date: 11/02/1999 To: Sam Dominick Box Contents, Vehicle/equipment Maint Records L FOLDER Description f✓1 5 - 1959 American LaFrance (87/88) 0]/01/198] 06/30/1980 Equipment Maintenance 2 7 - 1969 American LaFrance (67/88) 07/01/1987 06/30/1988 Equipment Maintenance 3 10 - 1973 Ward LaFrance (87/88) 07/01/1987 06/30/1986 Equipment Maintenance 4 11 - 1974 Pioneer LaFrance 187/88) 07/01/1987 06/30/1988 Equipment Maintenance 5 15 - 1978 GMC 4x4 Patrol (87/80) 07/01/1987 06/30/1998 Equipment Maintenance 6 20 - 1975 GMC 4x4 Tender (87/88) 07/01/1987 06/30/1988 Equipment Maintenance 7 22 - 1982 Century LaFrance (87/88) 07/01/1987 06/30/1988 Equipment Maintenance 8 25 - 1978 Ford LTS 9000 Tender (87/88) 07/01/1987 06/30/1988 Equipment Maintenance 10 31 - 1986 Gaumman Acrialcat (87/86) 07/01/1987 06/30/1988 Equipment Maintenance 11 36 - 1988 Chevy Astro Van (87/88) 07/01/1987 06/30/1988 Equipment Maintenance 12 Station #1 Auxiliary Generator (87/88) 07/01/1987 06/30/1988 Equipment Maintenance 70 14 Station #3 Auxiliary Generator (87/86) 07/01/1987 06/30/1988 Equipment Maintenance Obi 15 Hurst Tool (67/88) 07/01/1987 06/30/1988 Equipment Maintenance 0 16 Station Compressors (87/88) 07/01/1987 06 30/1988 E _+ / Equipment Maintenance V-"'l7 5 - 1959 American LaFzance (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 7 18 ] - 1969 American LaFrance (88/89) 07/01/1988 06/30/1989 Equipment Maintenance Z 19 11 - 1974 Pioneer LaFrance (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 0 20 22 - 1982 Century LaFrance (08/89) 07/01/1988 06/30/1989 Equipment Maintenance T 0v A O 0 W Date Jan Walker, Adm n Secty Date nis MY heel, Pi a Chief Date Jim arkman, Diet Counsel N Page 1 J fa Noti Lication Number 191 Destruction Notification Report 05/14/2003 10:21:43 -a A City of Rancho Cucamonga 0 01 O Records Management Division (D _ 5020 FIRE DEPARTMENT Ln C -0i O Bill to Name: 5020 3 � Records Coordinator: Janet Walker Mail Codes Phone: (909)477-2770 ext:3003 ZO The following records are due for destruction on 6/30/2003. Place your initials next to FACE box you authorise to T O be destroyed, then sign 6: date the bottom of RACE page. If you want a box held for an additional 6 months, provide O a memo justifying the hold. ti'3 O ha W RETURN THE LIST TO THE RECORDS DIVISION BY JUNE 2, 2003. Mark Destroy Permanent Record Title Record Title Name Dates On Destroy (x) Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2003 Location Space# 22 31 - 1986 Gaumman 95' Aerialcat (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 24 37 - 1988 Ford 1-ton Pickup (8B/89) 07/01/1988 06/30/1989 Equipment Maintenance 25 Station #1 Auxiliary Generator (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 27 Station #3 Auxiliary Generator (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 28 Headquarters Auxiliary Generator - 171A (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 29 1718 (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 30 Station Air Compressors (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 31 Hurst Tool (Squad) (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 32 Hurst Tool (Truck Co.) (88/89) 07/01/1988 06/30/1989 Equipment Maintenance 33 "' These records must be maintained until 07/01/19B7 06/30/1989 Equipment Maintenance 34 equipment is retired, sold, etc. 07/01/1987 06/30/1989 Equipment Maintenance IT Recycle 1001 6060.3 Equipment Maintenance 07/01/1989 06/30/1990 --HOLD*- 12/31/2000 07-03-01 4 1,yY / BOE ON HOLD / CN P\S •HOLD* Placed on this box nate: 02/19/1999 To: Janet Walker 4t FOLDER Description 1 — FIRE DISTRICT - FI%ED ASSETS, APPARATUS/VEHICLE 07/01/1989 06/30/1990 Equipment Maintenance 2 MAINTENANCE RECORDS - FY 1989/1990 ,. 07/01/1989 06/30/1990 Equipment Maintenance Vd 5 - '59 AMERICAN LA FRANCE (1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 15/0/03 5/ / O //) /03 Date Jan t Walker, Admin Secty Date n is M chael, a Chief Date Jim rkman, Diet Counsel Page 2 Noti.ication Number 141 Destruction Notification Report 05/14/2003 City of Rancho Cucamonga 10:21:43 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 6/30/2003. Place your initials next to EACH box you authorise 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 2, 2003. Mark Destroy Permanent Record Title Record Title Name Dates On Destroy (X) Code Box Number Code (Bax Contents) Beginning Ending Hold? 06/30/2003 Location Space# 4 7 - 169 AMERICAN LA FRANCE (1989-1990) 07/01/1989 06/30/1990 5 10 - '73 WARD LA FRANCE (1989-1990) 07/01/1989 06/30/1990 6 11 - '74 PIONEER LA FRANCE (1989-1990) 07/01/1989 06/30/1990 7 15 - '78 GMC PATROL, 4 X 4 (1989-1990) 07/01/1989 06/30/1990 9 20 - 175 GMC TENDER, 4 X 4 (1989-1990) 07/01/1989 06/30/1990 11 22 - '82 CENTURY LA FRANCE (1989-1990) 07/01/1989 06/30/1990 13 25 - '78 FORD TENDER (3 AXLE) (1989-1990) 07/01/1989 06/30/1990 19 31 - '86 95 FT GAUMMAN AERIALCAT (1989-1990) 07/01/1989 06/30/1990 24 36 - '88 CHEVY ASTRO VAN (1989-1990) 07/01/1989 06/30/1990 25 37 - 186 FORD PICKUP (1 TON) (1989-1990) 07/01/1989 06/30/1990 6.47 39 - '89 GRUMMAN FIRECAT (REAR MOUNT) (1989-1990) 07/01/1989 06/30/1990 28 40 - '89 GAUMMAN FIRECAT (REAR MOUNT) (1989-1990) 07/01/1589 06/30/1990 30 STATION 1 - AUXILIARY GENERATOR (1989-1990) 07/01/1989 06/30/1990 32 STATION 3 - AUXILIARY GENERATOR (1989-1990) 07/01/1989 06/30/1990 33 DIS. PREP. - AUXILIARY GENERATOR 'A' (1989-1990) 07/01/1989 06/30/1990 34 DIS. PREP. - AUXILIARY GENERATOR 'B' (1989-1990) 07/01/1989 06/30/1990 A 35 STATION 1 - AIR COMPRESSOR (1989-1990) 07/01/1989 06/30/1990 N 36 STATION 2 - AIR COMPRESSOR (1989-1990) 07/01/1989 06/30/1990 0 37 STATION 3 - AIR COMPRESSOR (1989-1990) 07/01/1989 06/30/1990 C 38 HURST TOOL C/O SQUAD (1989-1990) 07/01/1989 06/30/1990 0 39 HURST TOOL C/O TRUCK CO. (1989-1990) 07/01/1909 06/30/1990 RANGES IN THIS BOX Z BEGINNING : JULY 1989 ENDING : JUNE 1990O Equipment Maintenance � T � 0 5-/19/0-3 / //( /u3 dC 0 w Date Janet Walker, Admin Secty Date n s chael, a Chief Date Ji Markman, Diet Counsel N CJ Page 3 Not'i:.ication Number 05/14/2003 141 Destruction Notification Report 10:21:43 -0 A City of Rancho Cucamonga 0 0 OO Records Management Division O1 _ 5020 FIRE DEPARTMENT V C o O Bill to Name: 5020 Records Coordinator: Janet Walker Mail Code: Phone: (909)477-2770 ext:3003 J p The following records are due for destruction on 6/30/2003. Place your initials next to EACH box you authorize to -n v be destroyed, then sign & date the bottom of EACH page. If you want a box held for an additional 6 months, provide O a memo justifying the hold. O N W RETURN THE LIST TO THE RECORDS DIVISION BY JUNE 2, 2003. Mark Destroy Permanent Record Title Record Title Name Dates On Destroy (X) Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2003 Location Space# 0 Shred 2295 5090.3 Personnel Recruitment 10/01/1998 10/31/1998 --HOLD-- 10/31/2001 15-01-03 2 / BOY ON HOLD / L�1 'HOLD` Placed on this box Date: 06/18/2002 To: Janet Walker Box contents: Fire Engineer promotional recruitment iii, yi ((Y\'`N^y119 Eligible Boxes on Hold = 3 Elgibile Boxes Checked Out = 0 Elgibile Boxes Excepted = 0 Boxes to be Destroyed for this Department = 0 ( Excluding boxes on hold or boxes with folders on hold or checked out, end excluding boxes selected for exception ) FS-71V03 / / /I /03 Date Jane Walker, Adm Becty Date R9kfifs ffichdal, a ief Date Jim S16rka,, Diet Counsel Page 4 Resolution No. FD 03-023 Page 8 of 11 R A N C H O C U C A M O N G A FIVE PROTECTI O N D 1 8 T Q I C T Memorandum DATE: May 19, 2003 TO: Diane Young, Records Coordinator FROM: L. Dennis Michael, Fire Chief SUBJECT: REQUESTTO CONTINUE A RECORDS Due to an ongoing personnel issue, I am requesting that a hold continue to be placed on the Fire Engineer promotional recruitment records dated 10/1/98-10/31/98 that are scheduled for destruction on June 30, 2003. As a result of this personnel matter, further review of these records may be required, therefore need to be retained. If you have any questions, please let me know. LDM:jIw H:\LDM Memos\Hold Recordsxldoc Notification Number 05/14/2003 142 Destruction Notification Report 10:23:35 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 6/30/2003. Place your initials next to BACK 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 2, 2003. Mark Destroy Permanent Record Title Record Title Name Dates On Destroy (X) Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2003 Location Space# hred 2033 4010.1 Fire - Accounts Payable 07/01/1995 06/30/1996 06/30/2003 07-04-01 5 ,�(i Box Con tante: Fire A/P 1995-96 (L-Z) MfT.Shred 2034 4010.1 Fire - Accounts Payable 07/01/1995 06/30;!996 06/30/2003 14-02-01 5 hLL'/W) Box Contents, Fire A/P 1995-96 (A-R) hred 2071 4010.1 Fire - Accounts Payable 07/01/1995 06/30/1996 06/30/2003 05-03-02 6 Box Contents: Fire Fin A/P & Ck Reg (1995/96) FOLDER Description 1 FY 1995/96 check register 07/01/1995 06/30/1996 Fire - Accounts Payable 2 FY 1995/96 A/P (posted & unposted) 07/01/1995 06/30/1996 Fire - Accounts Payable X ✓ N hred 23x3 4030.6 Fire - Cancelled Checks 02/13/1997 03/05/1990 03/05/2003 02-03-03 3 O C Box Contents: A/P Canceled Checks (2/97 - 3/981 FOLDER Description 1 Check numbers 14200 - 16399 'C2/13/1997 03/05/1998 Fire - Cancelled Checks Z O T CD v I 740ki 0 1 G//I/off l l /p o w Date T yne, Fin Officer Date n is chael +- re Chief Date Jlm Markman, Dist Counsel J N Page 1 J W Notification Number 192 Destruction Notification Report 05/14/2003 City of Rancho Cucamonga 10:23:35 to N Records Management Division N O C_ 5027 FIRE FINANCE O Bill to Name: 5027 0„ 3 Records Coordinator: Tamara Layne Mail Code: Phone: (909)477-2700 ext:2430 OZ The following records are due for destruction on 6/30/2003. Place your initials next to EACH box you authorise to n be destroyed, then sign & data the bottom of EACH page. If you want a box held for an additional fi months, provide p a memo justifying the hold. O N W RETURN THE LIST TO THE RECORDS DIVISION BY JUNE 2, 2003. Mark Destroy Permanent Record Title Record Title Name Dates On Destroy (r) Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2003 Location Space$ hred2031 4012.8 Fire - Journal Voucher. / 001�/01/1993 06/30/3.994 06/30/2003 07-05-01 2 Box Contents: Fire Journal Vouchers Shred 2374 4040.0 Fire - Payroll Records 07/(1/1996 06/30,'1198 06/30/2003 07-07-02 2 Box Contents: Fire Vac/Sick/Ccwp (FY 97/98) wlf 'Shred 2375 4040.0 Fire - Payroll Records !! 07/01./1997 06/30/1)98 06/30/20D3 07-07-02 3 114E-��HhpppJ Box Content.: Fire PERS Report (PY 97/98) 61 1fPP.Shred 2376 4040.0 Fire - Payroll Records '' 07/01/1997 06/30/1998 06/30/2003 07-D7-02 4 ,,I�{FCg11dL3 Box Contents: Fire ACH - Bank of America (1997/98) FOLDER Description 1 Fire ACH - B of A (Direct Deposit) 1997/98 07/01/1997 06/30/1998 Fire - Payroll Records 5 re 2377 4040.0 Fire - Payroll Records �' 07/01/1997 D6/30/1998 06/30/2003 07-07-02 5 lballn / / / // Date T ayne, Fin Officer Date Dennie Mic el`j--Fir ief Date Jim Marfan, Dist Counsel Page 2 Notification Number 05/14/2003 142 Destruction Notification Report 10:23:35 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 6/30/2003. Place your initials next to EACH box you authorise to be destroyed, then sign 6: 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 2, 2003. Mark Destroy Permanent Record Title Record Title Name Dates On Destroy (X) Code Box Number Code (Box Contents) Beginning Ending Hold? 06/30/2003 Location Space# pppy'yy.�gp/// Box Contents: Fire Deduction Journal (FY 97/98) IiAR^6 hred 2466 4040.9 Fire - Time Sheets 01/01/1998 06/30/1998 06/30/2003 06-01-02 5 •y I� Box content.: Fire Time card. (1/98 - 6/98) FOLDER Description 1 Pay Periods 1-13 01/01/1998 06/30/1998 Fire - Time Sheets Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 Elgibile Boxes Excepted = 0 70 N Boxes to be Destroyed for this Department = 10 0 O ( Excluding boxes on hold or boxes with folders on hold or checked out, and excluding boxes selected for exception ) O n O OZ 0] T O // 0 W Date Tamar e, Fin Officer Date Ceefinis Wheel, i e Chief Date Jim arkman, Diet Counsel N CJ Page 3