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Home My WebLink About03-040 - Resolutions RESOLUTION NO. FD 03-040 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISRICT, 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 authorizatroh is'fiereby given toldestroy 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 03-040 Page 2 of 10 PASSED, APPROVED, AND ADOPTED this 3rd day of December 2003. AYES: Alexander, Gutierrez, Howdyshell, Kurth, Williams NOES: None ABSENT: None ABSTAINED: None r William J. xa der, Pre ident ATTEST: Dera J. Adams, §dcretary 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 M eeting of s aid B oard h eld a n t he 3 rd d ay of D ecember 2003. Executed this 4th day of December 2003 at Rancho Cucamonga, California. De ra J. Adams, cretary Resolution No. FD 03-040 Page 3 of 10 EXHIBIT `A' Records Destruction Authorizations for the following Departments / Divisions Emergency Preparedness Fire (Admin) Fire (Safety) Fire Finance Resolution No. FD 03-040 Page 4of10 \ CITY OF RANCHO CUCAMONGA Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the Dec.,2003 semi-annual destruction. Sign,date and return to the Records Division by October 27,2003. Do not destroy listed records until notified by the Records Coordinator that approval was granted.) Department: Emergency Preparedness (� — Requestor: Janet Walker I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center and,as such, are not listed in the City's Automated Records Management System(Advantage); therefore, destruction is requested outside the scope of the annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Records/ Record Title Code from Records Retention Documents(Mo/Yr) Schedule when applicable) 1020.1 –General Correspondence All dated thru calendar year 2001 2010.1 –Emergency Planning All that have been superseded and are dated prior to 1/1/2002 2010.3–CERT Applications All dated thru calendar year 2001 2010.9–Policies&Procedures All that were superseded prior to 1/1/1998 2050.2–Dept'l Budget Working Papers All dated thru calendar year 2001 Department Approval City Attorney Approval(if required) S gnat Date Bignature Date Council Approval Date/Resolution# Destroyed by: Signature Date Resolution No. FD 03-040 Page 5 of 10 CITY OF RANCHO CUCAMONGA—Fire Board Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the Dec.,2003 semi-annual destruction. Sign,date and return to the Records Division by October 27,2003. Do not destroy listed records until notified by the Records Coordinator that approval was granted.) Department: Fire (5020) Requestor: Janet Walker 1 have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center,and,as such,are not listed in the City's Automated Records Management System(Advantage);therefore,destruction is requested outside the scope of the semi-annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 1020.1 —Gen'l Correspondence All dated thru calendar year 2001 13021.3—Fire Investigations—Type A All that became inactive prior to 1/1/1999(after scanning) 13021.6—Fire Investigations—Type C All that became inactive prior to 1/1/1998 2050.2—Dept'I Budget Working Papers All thru calendar year 2001 6060.3—Equipment Maintenance All that became inactive prior to 1/1/2002 7040.5—Daily Activity Logs Calendar year 2001 Department Approval City Attorney Approval 411�- An _ /9-03 An Date Signature Date Fire Board Approval Date/Resolution# Destroyed by: Signature Dale R.M.RevmM 102002 Notification Number Destruction Notification Report 10/15/,2003 154 City of Rancho Cucamonga (RC) 10:42147 Records Management Division (TMP) FIRE DEPARTMENT (5020) BBI to Name: (5020) Records Coordinator:Janet Walker Mail Code: Phone: (909)477-2770 ext:3003 The following records are due for destruction on 12/31/03. Place your initials nest 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 OCTOBER 27, 2003. Destroy Permanent Record Title Record Title Name Dates On Destroy (X)CodeNumber Code (Box Contents) Beg. Ending Hold? 12/31/2003 Location Space# 7949 13021.5 Fire Investigations-Type B 09/13/1990 12/31/1993 12/31/2003 07-04-01 4 Box Contents:Fire Investigator Files(9/90- 12/93) Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name 1 90-3756(10096 Sixth#G) 07/17/1992 02/06/1993 Fire Investigations-Type B 2 90-4095(9535 Archibald) 07/17/1992 02/06/1993 Fire Investigations-Type B 3 90-4279(9955 Sixth) 09/13/1990 12/31/1993 Fire Investigations-Type B 4 90-4449(9080 Foothill) 09/13/1990 12/31/1993 Fire investigations-Type B 5 1395-92(8443 Maven/Civic Center Dr) 09/13/1990 12/31/1993 Fire Investigations-Type B 6 92-3268(9544 Foothill) 09/13/1990 12/31/1993 Fire investigations-Type B 7 92-4476(8998 Foothill#102) 09/13/1990 12/31/1993 Fire Investigations-Type B 8 93-102(13394 Summit) 09/13/1990 12/31/1993 Fire Investigations-Type B 9 93-0556(7903 Elm-Del Mar Vista Apes) 09/13/1990 12/31/1993 Fire Investigations-Type B 10 93-599(6881 Jasper) 09/13/1990 12/31/1993 Fire Investlgatlons-Type B 11 93-664(10701 Town Center) 09/13/1990 12/31/1993 Fire Investigations-Type B 12 93-1430(10630 Town Center#109) 09/13/1990 12/31/1993 Fire Investlgatlons-Type B 13 93-2248(10333 Palo Alto-Room 103) 09/13/1990 12/31/1993 Fire Investigations-Type B 14 93-3078(8768 Ninth) 09/13/1990 12/31/1993 Fire Investigations-Type B 15 93-3352(10606 Seventh) 09/13/1990 12/31/1993 Fire Investigations-Type B 16 93-3737(8408 Rochester)#1 09/13/1990 12/31/1993 Fire Investigations-Type B 17 93-3737(8408 Rochester)#2 09/13/1990 12/31/1993 Fire Investigations-Type B 18 93-3964(10980 Arrow) 09/13/1990 12/31/1993 Fire Investigations-Type B 74 19 93-4736(10300 Fourth) 09/13/1990 12/31/1993 Fire Investigations-Type B N N 20 93-4750(10540 Base IJne) 09/13/1990 12/31/1993 Fire Investigations-TypeB O_ 21 93-4892(9804 Crescent Center) 09/13/1990 12/31/1993 Fire Investigations-Type B C O n Z � O O T � v 0, ° /3 0-3 ! o l rtnl 0 o Date Janet Yllalker,Admin Secty Date LBe nis Michael,Fj a Chief- Date Jim arkman,Board Counsel 00 Page 1 Notification Number Destruction Notification Report 10/15/2003 -0 154 City of Rancho Cucamonga (RC) 10:42:47 m y Records Management Division (TMP) m 2. FIRE DEPARTMENT (5020) v �• 0 O Bill to Name: (5020) _ 7 Records Coordinator:Janet Walker Mall Code: Phone: (909)477-2770 ext: 3003 O O The following records are due for destruction on 12/31/03. Place your initials nest to EACH box you authorize to be destroyed,then sign&date the bottom of -n EACH page. If you want a box held for an additional 6 months,provide a memo justifying the hold. O RETURN THE LIST TO THE RECORDS DIVISION By OCTOBER 27,2003. W i O Destroy Permanent Record Title Record Title Name Dates On Destroy A (X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2003 Location Space# O ❑ 1949 13021.5 Fire Investigations-Type B 09/13/1990 12/31/1993 12/31/2003 07-04-01 4 Box Contents:Fire Investigator Flies(9/90.12/93) Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name 22 93-5211(8311 Haven-Sanwa Bank) 09/13/1990 12/31/1993 Fire Investigations-Type B 23 93-5212(8439 ftiwantla) 09/13/1990 12/31/1993 Fire Investigations-Type B 24 93-5904(8318 Foothill) 09/13/1990 12/31/1993 Fire Investigations-Type B 25 93-6443(6230 Haven#9) 09/13/1990 12/31/1993 Fire Investigations-Type B Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 Elgibile Boxes Excepted = 0 Boxes to be Destroyed for this Department = 1 (Excluding boxes on hold or boxes with folders on hold or checked out,and excluding boxes selected for exception) Date Jane Walker,Admin Secly Date ennis Michael,Fire Chir f Date Jim Markman,Board Counsel Page 2 Resolution No. FD 03-040 Page 8 of 10 CITY OF RANCHO CUCAMONGA—Fire Board Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the Dec.,2003 semi-annual destruction. Sign,date and return to the Records Division by October 27,2003. Do not destroy listed records until notified by the Records Coordinator that approval was granted.) Department: Fire Safety (5025) Requestor: Janet Walker I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City's Records Center,and,as such,are not listed in the City's Automated Records Management System(Advantage);therefore,destruction is requested outside the scope of the semi-annual Advantage computer-generated destruction process. Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 13020.4—Fireworks All dated thru calendar year 2001 13021.4—Construction Plans All prior to 6/30/2003 13025.1 —Material Safety Data Sheets All dated thm 1973 13030.2—Business Occupancies All that became inactive prior to 1/1/2000 Department Approval City Attorney Approval i afore 7 Date SigSt�atu�re `/ /9 Date Fire Board Approval Date/Resolution# Destroyed by: Signature Date Notification Number Destruction Notification Report 10/15/2003 Is5 City of Rancho Cucamonga (RC) 10:47s1. Records Management Division (TMP) FIRE FINANCE (5027) Bill to Name: (5027) Records Coordinator:Tamara Layne Mail Code: Phone: (909)477-2700 ext:2430 FEACH lowing records are due for destruction on 12/31/03. Place your Initials nest to EACH box you authorize to be destroyed,then sign&date the bottom of age. If yeu want a box held foran atlditional 6 months, provide a memo justifying the hold. N THE LIST TO THE RECORDS DIVISION BY OCTOBER 27,2003. Destroy Permanent Record Title Record Title Name Dates On Destroy (X)Code Bax Number Code (Box Contents) Beg. Ending Hold? 12/31/2003 Location Space# 2372 4040.0 Fire-Payroll Records 01/01/1997 12/31/1998 12/31/2003 07-06-01 10 AA�t Box Contents: Fire Workers Comp Report(1/97-12/98) At'rW 2464 4040.0 Fire-Payroll Records 01/01/1998 12/31/1998 12/31/2003 02-01-01 6 Box Contents:Fire Payroll Journals(1998) 2465 4040.0 Fire-Payroll Records 01/01/1998 12/31/1998 12/31/2003 06-01-03 6 Box Contents: Fire Payroll Journals(1998) ( 2467 4040.9 Fire-Time Sheets 07/01/1998 12/31/1998 12/31/2003 06-01-01 4 Box Contents:Fire Time Cards Alt.Folder# AIC Folder Number Description Beginning Date Ending Date Record Title Name 1 Pay Fences 14-26 07/01/1998 12/31/1998 Fire-Time Sheets E = Excluded Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 Elgibile Boxes Excepted = 0 Boxes to be Destroyed for this Department = 4 A (Excluding boxes on hold or boxes with folders an hold or CD y checked out,and excluding boxes selected for exception ) o C_ O 7 Z � O -n CDv '00 o W A/67 O A Date Tamara Layn Officer Date Date Jim Markman,City Atty O O 1 • vkas- Firt r-tf � Page 1 Resolution No. FD 03-040 Page 10 of 10 CITY OF RANCHO CUCAMONGA—Fire Board Approval and Authorization / To Destroy Paper Records and/or Documents (To be processed with the Dec.,2003 semi-annual destruction. Sign,date and return to the Records Division by October 27,2003. Do not destroy listed records until notified by the Records Coordinator that approval was granted.) Department Fire Finance (50A-1 Requester: Tamara Layne I have inspected the following records/documents and recommend/request that they be destroyed. These records have not been stored in the City--s Records Center and are not listed in the City--s Automated Records Management System(Advantage);therefore,destruction is requested outside the scope of the semi-annual Advantage generated destruction process. Description of Records/Documents (Include Beginning and Ending(Inclusive)Dates of Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) Receipt books 6/1989—3/1995 Leave requests 1983 - 1987 1989 Audit of vacation&sick leave accruals 1989 Petty cash reimbursements 1990- 1992 RDA reimbursement vouchers 1990 Funds transfer requests 7/1992—6/1995 Numerical copies of receipts for plan check 12/1992—6/1993 developers Worker's Comp claims 1978 - 1987 Department Approval City Attorney Approval(if required) oyl, A //n 117 I Signature Date Signature Date Council Approval Dale(if required) Destroyed by: Signature Date R.M.Revised 11/98