HomeMy WebLinkAbout07-045 - Resolutions RESOLUTION NO. FD 07-045
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE
RANCHO CUCAMONGA FIRE 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 l: 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 07-045
Page 2 of 6
PASSED, APPROVED, AND ADOPTED this 1st day of August 2007.
AYES: Gutierrez, Michael, Spagnolo, Williams
NOES: None
ABSENT: Kurth
ABSTAINED: None
LDCs=c�c.a�rn.�
Diane Williams, Mayor Pro Tem
ATTEST:
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D ra J. Ada tsAecretary
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 I" day of August, 2007.
Executed this 2nd day of August 2007 at Rancho Cucamonga, California.
)A�, a—&��)
ebra J. 4,94ns, Secretary
Resolution No. FD 07-045
Page 3 of 6
MEMORANDUM
Date: July 11, 2007 RANCHO
C',UCAMONGA
To: James Markman, City Attorney
From: Carrie Pincott, Records Coordinator
Subject: Request for Approval of June 30 2007 Records Destruction
Attached are Department Approval and Authorization Forms and Destruction Notification Reports
for the June 30, 2007 Record's Destruction.
Please sign once below confirming the City Attorney's approval of the semi-annual destruction for
all of the attached forms.
City Attorney Approval
Signature Date
Resolution No. FD 07-045
Page 4 of 6
EXHIBIT `A'
Records Destruction Authorizations for the following
Departments / Divisions
Fire (Admin)
Fire Finance
Notification Number V `
Destruction Notification Report
248 City of Rancho Cucamonga (RC) os/o9/zoo7 14:23:32
Records Management Division (TMP) Page 1
Bill to Name: (5020) FIRE DEPARTMENT (5020) �
Records Coordinator: Janet Walker Mail Code: Phone: (909)477-2770 ext: 3003
The following records are due for destruction on 06/30/07. 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 entire list to the Records Division by3une bot o,
2007.
Event Permanent Record Title Record Title Name Dates
(X)Code Box Number Code DDestroy
(Box Contents) Beg, Ending Hold? 06/30/2007 Location Space#
LJ Current Year 3679 13030.5 Paramedic Reports (OSA) -Adult 01/01/2000 06/30/2000 06/30/2007
Box Contents: Paramedic 01A Reports Adults o
E = Excluded
Total Eligible Boxes to be destroyed = 1
Eligible Boxes on Hold = 0
Elgibile Boxes Checked Out = 0
Eligible Boxes Removed = O
Total Available Boxes to be destroyed = 1
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Date Peter Bryan, Fire Chief
Notification Number Destruction Notification Report
249 P 05/09/2007 14:23:50
City of Rancho Cucamonga (RC)
Records Management Division (TMP) Page 1
Bill to Name: (5027) FIRE FINANCE (5027) '
Records Coordinator: Tamara Layne Mail Code: Phone: (909)477-2700 ext: 2430
The following records are due for destruction on 06/30/07. 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 entire list to the Records Division by]une 5,
The
Event Permanent Record Title Record Title Name
(X)Code Box Number Code Dates On Destroy
(Box Contents) Beg. Ending Current Year 8 Hold? 06/30/2007 Location Space#
2067 4012. Fire-Journal Vouchers
Box Contents:JV's and Receipts(FY 97/98) 07/01/1997 06/30/1996 06/30/2007 0
Alt.Folder N Alt. Folder Number Description
Beginning Date Ending Date Record Title Name
1 JV's and disbursed checks
z 07/01/1997 06/30/1998 Fire-Journal Vouchers
Revenue receipts
3 Revenue batches 07/01/1997 06/30/1998 Fire-Journal Vouchers
Current Year 3458 07/01/1997 06/30/1998 Fire-Journal Vouchers
4040.0 Fire- Payroll Records 12/01/2001 03/31/2002 03/31/2007
Box Contents:Fire Payroll Reports0
Current Year 3355 4040.0 Fire- Payroll Records
Box Contents: Fire Payroll Reports 04/01/2002 06/30/2002 06/30/2007 0
Box Contents:Payroll Time Cards,Check copies,Leave
Box Contents: Balance Reports, Employee Register,
Box Contents:Contribution&Distribution Reports
Current Year 3360 4040.0 Fire- Payroll Records
Box Contents: Fire Payroll Reports 04/01/2002 06/30/2002 06/30/2007 0
Box Contents: Payroll Timecards,Check Copies, Leave
Box Contents: Balance Reports, Employee Prellst,
Box Contents:Contribution&Distribution Reports
E = Excluded
Total Eligible Boxes to be destroyed = 4
Eligible Boxes on Hold = 0
Elgibile Boxes Checked Out = 0
Eligible Boxes Removed = 0
Total Available Boxes to be destroyed = 4
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