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HomeMy WebLinkAbout05-059 - Resolutions RESOLUTION NO. FD 05-059 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CITY OF RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, RANCHO CUCAMONGA, CALIFORNIA, 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 05-059 Page 2 of 11 PASSED, APPROVED,AND ADOPTED this 21"day of September 2005. AYES: Alexander, Gutierrez, Michael, Spagnolo, Williams NOES: None ABSENT: None ABSTAINED: None William J. Alex er, President ATTEST: bra J. Adm , 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 21 s`day of September, 2005. Executed this 22nd day of September 2005 at Rancho Cucamonga, California. bra J. A Secretary Resolution No. FD 05-059 Page 3 of 11 EXHIBIT `A' Records Destruction Authorizations for the following Departments / Divisions Fire (Admin) Fire Finance Notification Number Destruction Notification Report Os/18/2005 187 City of Rancho Cucamonga (RC) 08:40:35 Records Management Division (TMP) FIRE DEPARTMENT (5020) Bill to Name: (5020) Records Coordinator:Janet Walker Mail Code: Phone: (909)477-2770 ext:3003 The following records are due for destruction on 06/30/2005. 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 memojustifying the hold. RETURN THE SIGNED LIST TO THE RECORDS DIVISION BYJUNE 14, 2005. Destroy Permanent Record Title Record Title Name Dates On Destroy (X)Code Box Number Code (Box Contents) Beg. Ending Hold? 06/30/2005 Location Space% Recycle 1001 6060.3 Equipment Maintenance 07/01/1989 06/30/1990 VES 12/31/2000 07-03-01 4 BOX ON HOLD/ HOLD-Placed on this box Dater 02/19/1999 To:Janet Walker Alt.Folder 9 Alt.Folder Number Description Beginning Date Ending Date Record Title Name 1 '" FIRE DISTRICT-FIXED 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 4 7- '69 AMERICAN LA FRANCE(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 5 10 -'73 WARD LA FRANCE(19P.5-!990) 07/01/1989 06/30/1990 Equipment Maintenance 6 11 '74 PIONEER LA FRANCE(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 7 15 -'78 GMC PATROL,4 X 4(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 9 20-'75 GMC TENDER,4 X 4(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 11 22-'82 CENTURY LA FRANCE(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 13 25-'78 FORD TENDER(3 AXLE)(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 19 31-'86 95 FT GAUMMAN AERIALCAT(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 24+ 36-'88 CHEVY ASTRO VAN(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance Q;.L(��, t?y�/Oy a� 'aa�oP�pis.r_(unoq U I lzesa 6"h,, Eg ip reaar ce_ . 28 40-'89 GAUMMAN FIRECAT(REAR MOUNT)(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance lPS l6dU (�1u1 G--3oTs*A�tela-l--ntmlaxxrs 32 STATION 3-AUXILIARY GENERATOR(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 33 DIS.PREP. AUXILIARY GENERATOR'A'(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 34 DIS.PREP. -AUXILIARY GENERATOR'B'(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance A 35 STATION 1 -AIR COMPRESSOR(191 07/01/1989 06/30/1990 Equipment Maintenance 01 36 STATION 2•AI0.COMPR@9500.(1989.1990) 07/01/1989 06/30/1990 9QUIll eat MalFlteneaee O_ 37 STATION 3-AIR COMPRESSOR(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance C oy�e�' 0 Q:II o O -n U3 v Ol t. 0 O J Date Eli Peter-Fire Chief Date Walk r,Janet-Admin ecty Date Kirkman,Jim-City Attorney � Page 1 Notification Number Destruction Notification Report 05/18/2005 0 N 187 City of Rancho Cucamonga (RC) 08:40:35 0 o Records Management Division (TMP) to ._ FIRE DEPARTMENT (5020) O p' 7 Bill to Name: (5020) Z Records Coordinator:Janet Walker Mail Code: Phone: (909)477-2770 ext: 3003 0 The following records are due for destruction on 06/30/2005. Place your initials next to EACH box you authorize to be destroyed,then sign &date the bottom of v EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. O N RETURN THE SIGNED LIST TO THE RECORDS DIVISION BVJUNE 14, 2005. Lh r0 Destroy Permanent Record Title Record Title Name Dates On Destroy 100 (X)Code Box Number Code (Box Contents) Beg. Ending Hold? 06/30/2005 Location Space# aRMTe+e— 6060.3 Equipment Maintenance 07/01/1989 06/30/1990 YES 12/31/2000 07-03-01 4 BOX ON HOLD/ *HOLO'Placed on this box Date'02/19/1999 To:)anet Walker AIC Folder# AIL Folder Number Description Beginning Date Ending Date Record Title Name 38 HURSTTOOL C/O SQUAD(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance 39 HURST TOOL C/O TRUCK CO.(1989-1990) 07/01/1989 06/30/1990 Equipment Maintenance Range Beginning Range Ending Range Description Beginning Date Ending Date Record Title Name JULY 1989 ]UNE 1990 / / / / Equipment Maintenance Recycle 2014 6060.3 Equipment Maintenance 07/01/1987 06/30/1989 VES 06/30/2001 05-03-01 6 BOX ON HOLD/ 'HOLO`Placed on this box Date: 11/02/1999 To:Sam Dominick Box Contents:Venicle/Equipment Maint Records Alt.Folder# Alt.Folder Number Descrlpbon Beginning Date Ending Date Record Title Name 2 7- 1969 Amencan LaFrance(87/88) 07/01/1987 06/30/1988 Equipment Maintenance 3 10- 1973 Ward LaFrance(87/88) 07/01/1987 06/30/1988 Equipment Maintenance - 4 It- 1974 Pioneer LaFrance(87/88) 07/01/1987 06/30/1988 Equipment Maintenance 5 15- 1978 GMC 4x4 Patrol(87/88) 07/01/1987 06/30/1988 Equipment Maintenance 6 20- 1975 GMC 4.4 Tender(87/88) 07/01/1987 06/30/1988 Equipment Maintenance 7 22- 1982 Century LaFrance(87/86) 07/01/1987 06/30/1988 Equipment Maintenance 8 25- 1978 Ford ITS 9000 Tender(87/88) 07/01/1987 06/30/1988 Equipment Maintenance 10 31- 1986 Gaumman Aerlalcat(87/88) 07/01/1987 06/30/1988 Equipment Maintenance _ 11 36-1988 Chevy Astro Van(87/88) 07/01/1987 06/30/1968 Equipment Maintenance Date Bryan, PelteMr.—brref Date Wal er,Janet-Admin tecty Date Markman,Jim-City Attorney Page 2 I r Notification Number Destruction Notification Report 05/18/2005 167 City of Rancho Cucamonga (RC) 08:40:36 Records Management Division (TMP) FIRE DEPARTMENT (5020) Bill to Name: (5020) Records Coordinator:Janet Walker Mail Code: Phone: (909)477-2770 ext: 3003 The following records are due for destruction on 06/30/2005. 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 SIGNED LIST TO THE RECORDS DIVISION BYJUNE 14, 2005. Destroy Permanent Record Title Record Title Name Dates On Destroy (X)Code Box Number Code (Box Contents) Beg. Ending Hold? 06/30/2005 Location Space# Lnr,i 2024 tX)\V 060.3 Equipment Maintenance 07/01/1987 06/30/1989 YES 06/30/2001 05-03-01 6 Box ON HOLD/ 'HOLD`Placed on this box Date' 31/02/1999 To:Sam Dominick Box Contents:Vehicle/Equipment Maint Records AIL Folder N AIC Folder Number Description Beginning Date Ending Date Record Title Name 14 Station 13 Auxiliary Generator(87/138) 07/01/1987 06/30/1988 Equipment Maintenance 15 Hurst Tool(87/88) 07/01/1987 06/30/1988 Equipment Maintenance 16 Station Compressors(87/88) 07/01/1987 06/30/1988 Equipment Maintenance 18 7- 1969 American LaFrance(88/89) 07/01/1988 06/30/1989 Equipment Maintenance 19 11 - 1974 Pioneer LaFrance(88/89) 07/01/1988 06/30/1989 Equipment Maintenance 20 22-1982 Century LaFrance(88/89) 07/01/1988 06/30/1989 Equipment Maintenance 22OU , 31-1986 Geumr n 95'Aerialcat(88/89) 07/01/1988 06/30/1989 Equipment Maintenance 2. L(d (1 I nli ��--B Fa tl 3 tel 14e1 op(96x89) B 70t>It%6 B6f30 �. 27 Station e3 Auxiliary Generator(88/69) 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) 1 07/01/1988 06/30/1989 Equipment Maintenance 32 Hurst Tool(Truck Co.)(88/89) 1 07/01/1988 06/30/1989 Equipment Maintenance A 33 "*x These records must be maintained until \ 07/01/1987 06/30/1989 Equipment Maintenance N 1 34 equipment Is retired,sold,etc. — N 07/01/1987 06/30/1989 Equipment Maintenance O_ C_ QSh Syed— Y6(S�� 13030.5 Paramedic Reports (O1A) -Adult / 06/01/1997 03/31/1998 03/31/2005 04-02-03 1 p Box Contents:ee Paramedic 01A Reports-Adults � p� n ` Z T v 0 Date Bryan, Peter-Fire Cht f Date Walk r,Janet-Admin Secty Date Markman,Jim-City Attorney Page 3 Notification Number Destruction Notification Report 05/16/2005 A 167 City of Rancho Cucamonga (RC) 08:40:36 to o Records Management Division (TMP) C V w FIRE DEPARTMENT (5020) O O Bill to Name: (5020) Records Coordinator:Janet Walker Mail Code: Phone: (909)477-2770 ext: 3003 J O The following records are due for destruction on 06/30/2005. Place your initials next to EACH box-you authorize to be destroyed,then sign&date the bottom of T EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. LnO RETURN THE SIGNED LIST TO THE RECORDS DIVISION BYJUNE 14, 2005. O Destroy Permanent Record Title Record Title Name Dates On Destroy (X)Code Box Number Code (Box Contents) Beg. Ending Hold? 06/30/2005 Location Space# a Shred 2265 13030.5 Paramedic Reports(OLA)-Adult 06/01/1997 03/31/1998 03/31/2005 04-02-03 1 Box Contents'. Paramedic 01A Reports-Adults F—IShred 2245 5090.3 Personnel Recruitmentr, `,y_11 10/01/1998 10/31/1998 YES 10/31/2001 15-01-03 2 BOX ON HOLD/ ` I l 1 *HOLD-Placed on this box Date:0611612002 To:Janet Walker Box Contents:Fire Engineer promotional recruitment Eligible Boxes on Hold = 3 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 ) j l Os ,9-/J7 Date B yan, Peter-Fire Chief Date Wal r,Janet-Admin Secty Date Markman,Jim-City Attorney Page 4 Resolution No. FD 05-059 Page 8 of 11 R A N C H O C U C A M O N G A f I R E P R O T E C T I O N D 1 5 T R I C T Memorandum DATE: June 14, 2005 TO: Diane Young, Records Coordinator FROM: Peter M. Bryan, Fire Chief / SUBJECT: DESTRUCTION OF EQUIPMEkr MCJNTENMCE RECORDS After review of the Vehicle/Equipment Maintenance records scheduled for destruction on June 30, 2005, it has been determined that only the vehicles/equipment I have lined thru can be destroyed. All other vehicles/equipment listed are either still in service or have been placed in reserve status, but are still the property of the District, therefore we must maintain all records. If you have any questions, please let me know. /jlw I Tire Chieftehers 8 Memos\Hold vehidemainl Records&05.doc Resolution No. FD 05-059 Page 9 of 11 R A N C H O C U C A M O N G A FIDE P R O T E C T I O N D I S T R I C T Memorandum DATE: June 14, 2005 TO: Diane Young, Records Coordinator FROM: Peter M. Bryan, Fire Chief SUBJECT: REQUESTTO CONTINUE AHOLD ON 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, 2005. 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. /jlw I:Tire ChieALetters 8 MemosNHold Fire Engineer Records&Os.doc A., Notification Number Destruction Notification Report OS/18/2005 18808:40:52 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 06/30/2005. Place your initials next to EACH box you authorize to be destroyed,then sign S 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 SIGNED LIST TO THE RECORDS DIVISION BVJUNE 14, 2005. Destroy Permanent Record Title Record Title Name Dates On Destroy I(-%t-)tC'ode Box Number Code (Box Contents) Beg. Ending Hold? 06/30/2005 Location Space# ryi-ishred 2468 4010.1 Fire-Accounts Payable 07/01/1997 06/30/1998 06/30/2005 06-03-03 3 TIP Box Contents:Fire A/P 1997/98(A-Cal) rytihred 2469 4010.1 Fire-Accounts Payable 07/01/1997 06/30/1998 06/30/2005 06-01-01 2 Box Contents:Fire A/P 1997/98(Car-G) Ilµ hred 2470 4010.1 Fire-Accounts Payable 07/01/1997 06/30/1998 06/30/2005 07-01-03 5 Be.Contents:Fire A/P 1997/98(H-M) Ij hired 2471 4010.1 Fire-Accounts Payable 07/01/1997 06/30/1998 06/30/2005 06-03-03 5 Box Contents:Fire A/P 1997/98(N-R) hired 2472 4010.1 Fire-Accounts Payable 07/01/1997 06/30/1998 06/30/2005 06-02-01 1 i Box Contents:Fire A/P 1997/98(5-Z) hired 2548 4010.1 Fire-Accounts Payable 07/01/1997 06/30/1998 06/30/2005 05-03-01 3 777777'''"'YYYYYY Box Contents:Fire A/P 1997/98 Alt.Folder a Alt.Folder Number Description Beginning Date Ending Date Record Ttle Name 1 A/P postings 07/01/1997 06/30/1998 Fire-Accounts Payable 2 Budget postings 07/01/1997 06/30/1998 Fire-Accounts Payable X 3 P.O.postings 07/01/1997 06/30/1998 Fire-Accounts Payable O 4 P.O.postings 07/01/1997 06/30/1998 Fire-Accounts Payable C _C Shred 2463 4010.2 Fire-Accounts Receivable 07/01/1997 06/30/1998 06/30/2005 06-01-03 1 O 7 Box Contents:Flre Dally Cash Recelpts(7/97-6/98) Z v O O t0 T - 0 00 I o Win: �,u eta:,; c� �.� Ln Date Bryan, Peter-Fire Chief Date Layne,Tamarhance Off. Date Markman,Jim-City Attorney —' 'O Page 1 Notification Number Destruction Notification Report 05/19/2005 08:40:52 0 (p 188 City of Rancho Cucamonga (RC) (0 0 Records Management Division (TMP) m c FIRE FINANCE (5027) =• O 7 Bill to Name: (5027) Z Records Coordinator:Tamara Layne Mail Code: Phone: (909)477-2700 ext: 2430 O E following records are due for destruction on 06/30/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&date the bottom of THpage. Ifyouwant a box held for an additional 6 months,provide a memo justifying the hold. URN THE SIGNED LIST TO TME RECORDS DIVISION eY3UNE 14, 2005. Q Destroy Permanent Record Title Record Title Name Dates On Destroy LA (X)Code Box Number Code (Box Contents) Beg. Ending Hold? 06/30/2005 Location Space# lg40-4010.2 Fire-Accounts Receivable 07/01/1997 06/30/1998 06/30/2005 06-01-03 1 Box Contents:Fire Daily Cash Receipts(7/97-6/98) hred 2551 4030.2 Fire-Bank Reconciliations 07/01/1999 06/30/2000 06/30/2005 05-03-03 4 Box Contents:Fire-Bank Reconciliations 1999/2000 hired 2950 4030.6 Fire-Cancelled Checks 05/20/1999 06/29/2000 06/29/2005 15-02-03 7 TTTTTT���TTT���TTT Box Contents:Fire A/P Checks(5/20/99-6/29/00) Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name t Check #'s 19000 thru 21499 05/20/1999 06/29/2000 Fire-Cancelled Checks Eligible Boxes on Hold = 0 Elglblle Boxes Checked Out = 0 Elgibile Boxes Excepted = 0 Boxes to be Destroyed for this Department = 9 ( Excluding boxes on hold or boxes with folders on hold or checked out,and excluding boxes selected for exception ) Date Bryan, a tre ief Date Layne,Tamar,.-Finance Off. Date Markman,Jim-City Attorney Page 2