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HomeMy WebLinkAbout06-005 - Resolutions RESOLUTION NO. FD 06-005 A RESOLUTION OF THE 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 Agency 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 06-005 Page 2 of 7 PASSED, APPROVED, AND ADOPTED this 19`h day of April 2006. AYES: Alexander, Michael, Spagnolo, Williams NOES: None ABSENT: Gutierrez ABSTAINED: None William J. Ale der, residen ATTEST: Ry D4ra 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 19`h day of April, 2006. Executed this 201h day of April 2006 at Rancho Cucamonga, California. �l Debra J. AtTd, Secretary Resolution No. FD 06-005 Page 3 of 7 EXHIBIT `A' Records Destruction Authorizations for the following Departments / Divisions Emergency Preparedness Fire (Admin) Fire Safety Resolution No. FD 06-005 Page 4 of 7 CITY OF RANCHO CUCAMONGA _ Approval and Authorization ' To Destroy Paper Records and/or Documents (To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.) Department: Emergency Preparedness (4125) 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 Record Title Code from Records Retention Records/Documents(Mo/Yr) Schedule when applicable) 1020.1 —General Correspondence Calendar Year 2003 2010.1 —Emergency Planning All that have been superseded and are dated prior to 1/1/2004 2010.3 —CERT Applications All dated thru calendar year 2003 2010.9—Policies&Procedures All that were superseded prior to 1/1/2000 llepa m nt A troval City Attorney Approval / 3� 06 -✓,.n 3-s-ae Signature Date Signature Date Council Approval Date/Resolution# Destroyed by: Signature Date Resolution No. FD 06-005 Page 5 of 7 CITY OF RANCHO CUCAMONGA-Fire Board Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.) Department: Fire (5020) 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(IncluderAlldated d Ending(Inclusive)Dates of Record Title Code from Records Retentioncuments(Mo/Y0 Schedule when applicable) 1020.1-Gen'l Correspondence u calendar year 200313021.3 -Fire Investigations-Type Ame inactive prior to 1/1/2001 (after 13021.6-Fire Investigations-Type C All that became inactive prior to 1/1/2000 2050.2-Dept'l Budget Working Papers All thru calendar year 2003 6060.3-Equipment Maintenance All that became inactive prior to l/1/2004 7040.5-Daily Activity Logs Calendar year 2003 Department Approval City Attorney Approval Signature Date fJ Date tgnature Fire Board Approval Date/Resolution# Destroyed by: Signature Date R.M.Revised 102002 \- Resolution No. FD 06-005 Page 6 of 7 CITY OF RANCHO CUCAMONGA—Fire Board ' Approval and Authorization C` To Destroy Paper Records and/or Documents (To be processed with the Dec.,2005 semi-annual destruction. Sign,dale and return to the Records Division by December 31,2005. 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 2003 13025.1 —Material Safety Data Sheets All dated thm 1975 13030.2—Business Occupancies All that became inactive prior to I/1/2002 Department Approval City Attorney Approval Signatureo"� Dale S gnature Date Fire Board Approval Date/Resolution# Destroyed by: Signature Date R M.Revised 102002 Notification Number Destruction Notification Report 11/30/2005 17:23:21 215 City of Rancho Cucamonga (RC) Records Management Division (TMP) FIRE DEPARTMENT (5020) Bili to Name: (5020) Records Coordinator:Janet Walker Mail Code: Phone: (909)477-2770 ext: 3003 FThelowing records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&date the bottom of age. If you want a box held for an additional 6 months,provide a memo justifying the hold. N THE SIGNED LIST TO THE RECORDS DIVISION By DECEMBER 15, 2005. Destroy Permanent Record Title Record Title Name Dates On Destroy (X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space# F-jShred 2267 13030.5 Paramedic Reports(01A) -Adult 04/01/1998 12/31/1998 12/31/2005 04-03-01 5 Box Contents: Paramedic UlA Reports-Adults E = Excluded 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 ) A m 0 0 C r1 0 Z 0 � T un0 fD O V Ol .��/ l Ofe O Date P ter 8 ya -F.We Chief Date 3anef Walker-Admin.tec. Date James Markman-City Attorney � Page 1