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Home My WebLink About05-001 - Resolutions RESOLUTION NO. FD 05-001 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 statues; 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 05-001 Page 2 of 8 PASSED, APPROVED, AND ADOPTED this 1g1 day of January 2005. AYES: Alexander, Gutierrez, Spagnolo, Williams NOES: None ABSENT: Michael ABSTAINED: None ctt William J. Alexa er, resi nit ATTEST: 2 1 olmj /i �Z X'X/1/1 -4 Debra J. Ada , Secretary 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 1 g`h day of January, 2005 Executed this 20`h day of January 2005 at Rancho Cucamonga, California. Debra J. A ams, Secretary Resolution No. FD 05-001 Page 3 of 8 EXHIBIT 'A' Records Destruction authorizations for the following Departments / Divisions Emergency Preparedness Fire (Admin) Fire Safety Fire Finance Resolution No. FD 05-001 Page 4of8 CITY OF RANCHO CUCAMONGA Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the Dec.,2004 semi-annual destruction. SiM date and return to the Records Division by November 29,2004. Do not destroy listed records until notified by the Records Coordinator that approval was granted.) Department: Emergency Preparedness �D Requestor: Janet Walker I have inspected the following recordsldocuments 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 I Record Title Code from Records Retention Documents(Mo/Yr) Schedule when applicable) 1020.1 —General Correspondence All dated thru calendar year 2002 2010.1 —Emergency Planning All that have been superseded and are dated prior to 1/1/2003 2010.3—CERT Applications All dated thrtr calendar year 2002 2010.9—Policies&Procedures All that were superseded prior to 1/1/2000 2050.2—Dept'1 Budget Working Papers All dated thru calendar year 2002 De rtment Approval City Attorney Approval(if required) azate ignature Date Si ure D Council Approval Date/Resolution# Destroyed by: Signature Date -- Resolution No. FD 05-001 Page 5 of 8 CITY OF RANCHO CUCAMONGA-Fire Board Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the Dec.,2004 sen i�mual destruction- Sign,date and retum to the Records Division by November 29,2004. Do not destroy listed records until noted by the Records Coordinator that approval was granted.) Department, Fire (5020) Requestor. Janet Walker I have inspected the following records/documents and reconunend/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 Eroding(Inclusive)Dates of Record Title Code from Records Retention Records/Documents(MONT) Schedule when applicable) All dated thru calendar year 2002 1020.1—Gen'l Correspondence 13021.3—Fire Investigations—Type A All that became inactive prior to 1/1/2000(after scanning) 13021.6—Fire Investigations—Type C All that became inactive prior to 1/1/1999 2050.2—Dept'l Budget Working Papers All thru calendar year 2002 6060.3—Equipment Maintenance All that became inactive prior to 1/1/2003 7040.5—Daily Activity Logs Calendar year 2002 Department Approval // City Attorney Approval Q& A =�_ II Signature Date igoanre Date Fire Board Approval Date/Resolution# Destroyed by: Signature Date R.M.Revised 102002 �. Resolution No. FD 05-001 Page 6 of 8 CITY OF RANCHO CUCAMONGA-Fire Board Approval and Authorization To Destroy paper Records and/or Documents vision bY (Tobe 9,2004. with Do no deesec.,2004 serni-annual tiny listed records until nottiified by the ecords coordinaction- Sign,date and return ttorhthat approval'was granted.) November 29, Department: Fire o_i n• (5025) Requestor: Janet Walker I have inspected the following records/doatments and recotmnend/request that they be destroyed These records have not been stored in the City's Records Center,and,as such,aro not listed in the City's Automated Records Management System(Advantage);therefore,destruction is requested outside the scope of the sani-annual Advantage computer-generated destruction process. E:::ecords/Documents(include process- Beginning and Ending(Inclusive)Dates of e from Records Retention Records/Documents(Mon'r) pplicable) 13020.4-Fireworks All dated then calendar year 2002 13025.1-Material Safety Data Sheets All dated then 1974 13030.2-Business Occupancles All that became inactive prior to 1/1/2001 Department Approval City Attorney Approval Date tgnature Date Signature - Fire Board Approval Date/Resolution# Destroyed by: Signature Date R.M.RcAm JW2002 Destruction Notification Report 11/02/2004 Notification Number 14:44:51 175 City of Rancho Cucamonga (RC) Records Management Division (TMP) FIRE FINANCE (5027) Bill to Name: (5027) Records Coordinator:Tamara Layne Mail Code: Phone:(909)477-2700 ext:2430 The following records are due for destruction on 12/31/2004. Place your Initials next to EACH box you authorize to be destroyed,then sign a date the bottom of EACH page. If you went a box held for an additional 6 months,provide a memo justifying the hold. RETURN THE SIGNED LIST TO THE RECORDS DIVISION By NOVEMBER 29,2004. Data On Destroy Destroy Permanent Record Title Record Title Nam@ Beg. Ending Hold? 12/31/2004 Location Space# (x Cod@ Box Number Code (Box Contents) hred 2361 4010.1 Fire-Aacunts Payable 09/26/1996 07/02/1997 07/02/2004 09-09-09 6 sox Contents:Fire Payroll Canceled Checks(9/96.7/97) Beginning Date Ending Date Record Tltie Name Alt.Folder a Alt.Folder Number Description ddon 1 09/26/1996 07IO2/1997 Flrc-Accounts Payable Check Numbers 14300 - 16299 KIM Shred 2934 4030.6 Fire-Cancelled Checks 03/05/1998 05/20/1999 05/20/2004 15-03-03 6 Box Contents:Fire A/P Checks(3/5/98-5/20/99) Alt.Folder a Alt.Folder Number Descnpnon Bepinning Data Ending Date Record Tide Name _ 1 Check e'r 16400 thN 18999 03/05/1998 05/20/1999 Fire-Cancelled Checks #Shred 2036 4012.8 Fire-Journal Vouchers 07/01/1994 12/31/1995 12/31/2004 03-03-02 5 '''"'iii111'' Box Contents:Fire Journal Vouchers Shred 2669 4040.0 Flre-Payroll Records 01/01/1999 12/31/1999 12/31/2004 05-OS-03 3 Box contents:Fire Payroll Reports AIL Folder a Alt.Felder Number Description Beginning Date Ending Date Record Titie Name 1 Payroll deduction journal 01/01/1999 12/31/1999 Fire-Payroll Records 01/01/1999 12/31/1999 Fire•Payroll Records 2 Vecetiontslck/comp journal 3 PERS journal 01/01/3999 12/31/1999 Fire•Payroll Records A Workers'comp journal 01/01/1999 12/31/1999 Fire.Payroll Records N 4 01/01/1999 12/31/1999 Fire-Payroll Records O s ACH MPortl C O 7 Z O � T to 0 O 0 1/1 Off" O Data Tama ne,Fin Officer Date Peter Win Ire Chief Date ]Ice Markman,Fire Dist Counsel Do Page 1 E = Excluded Eligible Boxes on Hold = D Elglbile Boxes Checked Out = O Elglbile Boxes Excepted = D Boxes to be Destroyed for this Department = < (Excluding boxes on hold or boxes with folders on hold or checked out,and excluding boxes selected for exception) M !D 0 C r O Z 0 o T � v M 0 De00 N O O i 0 O J I•