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HomeMy WebLinkAbout07-010 - Resolutions • RESOLUTION NO. FD 07-010 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CITY OF 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 07-010 Page 2 of 8 • PASSED, APPROVED, AND ADOPTED this 2151 day of February 2007. AYES: Gutierrez, Kurth, Michael, Spagnolo, Williams NOES: None ABSENT: None ABSTAINED: None Donald J. Kurth, .D., Presi nt ATTEST: Debra J. Ad ms ecretary 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't day of February, 2007. Executed this 22ntl day of February 2007 at Rancho Cucamonga, California. Debra J. Adam cretary • Resolution No. FD 07-010 Page 3 of 8 • EXHIBIT `A' Records Destruction Authorizations for the following Departments / Divisions Fire (Admin) Fire Safety Fire Finance Emergency Preparedness Notification er Destruction NotificaaW Report 10/24/2006 08:39:02 236 City of Rancho CucaiWga (RC) Page 1 • 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 12/31/06. 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 November 09, 2006. Destroy Permanent Record Title Record Title Name Dates On Destroy (X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2006 location Space# Shred 2629 13030.5 Paramedic Reports (01A)-Adult 07/01/1999 12/31/1999 12/31/2006 05-03-03 1 Box Contents: Paramedic 01A(Adult 7/99- 12/99) E = Excluded Total Eligible Boxes to be destroyed = 1 Eligible Boxes on Hold = O Elgibile Boxes Checked Out = 0 Eligible Boxes Removed = 0 Total Available Boxes to be destroyed = I A m 0 O C O Z O v to 0 p T m O 06 A V —/t—/AC/7,96711 / l au o Date Peter Bryan, Fire Chief Resolution No. FD 07-010 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., 2006 semi-annual destruction. Sign,date and return to the Records Division by November 9, 2006. Do not destroy listed records until notified by the Records Coordinator that approval was granted.) Department: Fire (5020) Requester: Janet Walker I have inspected the following records/documents and re cornmend/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 2004 13021.3 —Fire Investigations—Type A All that became inactive prior to 1/1/2002 (after scanning) 13021.6—Fire Investigations—Type C All that became inactive prior to 1/1/2001 2050.2—Dept'l Budget Working Papers All thru calendar year 2004 6060.3—Equipment Maintenance All that became inactive prior to 1/1/2005 7040.5—Daily Activity Logs Calendar year 2004 Department Approval City Attorney Approval Signature Date Signature Date Fire Board Approval Date/Resolution # Destroyed by: • Signature Date R.M.Revised 102002 Resolution No. FD 07-010 Page 6 of 8 • \. CITY OF RANCHO CUCAMONGA—Fire Board Approval and Authorization ' To Destroy Paper Records and/or Documents (To be processed with the Dec., 2006 semi-annual destruction. Sign, date and return to the Records Division by November 9.2006. 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 2004 13025.1 —Material Safety Data Sheets All dated thru 1976 13030.2—Business Occupancies All that became inactive prior to 1/1/2003 Department Approval City Attorney Approval Signature Date Signature Date Fire Board Approval Date/Resolution # Destroyed by: Signature Date • R.M.Revis.d 10/2002 Notification N er Destruction Notifica Report 10/24/2006 08:49:55 237 City of Rancho Cuca ga (RC) Page 1 • 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 12/31/06. 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 November 09, 2006. Destroy Permanent Record Title Record Title Name Dates On Destroy X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2006 Location Sp Shred 3350 4040.0 Fire -Payroll Records 05/01/2001 08/31/2001 08/31/2006 06-03-03 1ace# Box Contents: Fire Payroll Records Box Contents: Payroll Timecards,Check Copies, Box Contents: Leave Balance Register, Employee Prelist Box Contents:Contribution&Deduction Reg. E - Excluded Total Eligible Boxes to be destroyed = 1 Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 Eligible Boxes Removed = 0 Total Available Boxes to be destroyed = 1 A N N O C e-f O 7 Z O � T m O V V 1-71 4 O O Date Peter Bryan, Fire Chief Date Tam ay e, Fin.6lfficec TtYZC:JA-• Resolution No. FD 07-010 Page 8 of 8 • CITY OF RANCHO CUCAMONGA Approval and Authorization To Destroy Paper Records and/or Documents (To be processed with the Dec.,2006 semi-annual destruction. Si=n,date and return to the Records Division by November 9, 2006. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.) - Department: Emergencv 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 2004 2010.3 —CERT Applications All dated thru calendar year 2004 2010.9—Policies R Procedures All that were superseded prior to 1/1/2001 Department Approval City Attorney Approval Signature Date Signature Date Council Approval Date/Resolution # Destroyed by: • Signature Date