EAM
Item No.
APPROVED BY
CITY MANAGER
T: HONORABLE MAYORCITY COUNCIL
FOFFICE THE CITY MANAGER
Y: SCOTT R. LOUGHNER, INTERIM CH1 F OF POLICE
DATE: JANUARY 9, 2024
SUBJECT: RESOLUTION AUTHORIZINGCI F CERTAIN OBSOLETE
POLICE DEPARTMENT RECORDS
EXECUTIVE Y
The City Council will consider approving the destruction of certain obsolete paper and electronic records of the Police Department in order to eliminate the cost of storing and maintaining them.
RECOMMENDATION
That the City Council:
Adopt Resolution No. 2-21, Destruction of Original Police Records, in order to authorize the destruction of certain obsolete Police Department Public records.
BACKGROUND,
Currently, digital and paper files 'listed on the "Authorization to Destroy Original Public Records," are stored and maintained on -site at the Police Department. Authorizing the destruction of these records will eliminate the need to store and maintain these records.
The Police Department makes a request to the City Council to delete these records on an annual basis.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head, with the consent in writing of the City Attorney and City Clerk, and approval by the City Council.
ANALYSIS
The attached Resolution authorizes the destruction of certain obsolete Police Department Public records:
CITY COUNCIL PRIORITIES
Fiscal Responsibility
FISCAL I
There is no fiscal impact.
ATTACHMENT
Attachment A Resolution with Exhibit A and Exhibit B
RESOLUTION . 24-8212
RESOLUTION THE CITY COUNCIL OF THE CITY OF DOWNEY
APPROVING THE DESTRUCTIONF CERTAIN OBSOLET C F
THE POLICE DEPARTMENT
WHEREAS, the attached Resolution authorizes the destruction of certain obsolete Police Department records. 1t has been prepared in accordance with Resolution No. 22-8116, Citywide Management Program Records Retention Schedule as it pertains to Police Department Documents; and
WHEREAS, the City Clerk has certified that the records listed are no longer required by the City and are eligible for destruction pursuant to section 34090 of the California Government Cade as indicated on "Destruction of Original Public -Records" attached hereto as Exhibit "A" and pursuant to the above Citywide Records Management Program in the City Attorney has concurred in the certification; and
WHEREAS, the Chief of Police has requested and authorized certain obsolete Police Department records as listed on Exhibit "B" attached hereto to be destroyed and the City Attorney has concurred in this authorization.
NOW, THEREFORE, CITY COUNCIL OF THE CITY OF DOWNEY DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. As authorized by California Government Code Section 34090 and the City of Downey Citywide Records Retention Policy under 'Resolution No. 22-8116, the City Council hereby authorizes and approves the destruction of the obsolete Police Department records as listed on Exhibit "S" attached hereto. The Department shall ensure that the City Clerk's Office has responded to any California Public Records requests for the subject records which were received before the adoption of this Resolution prior to destroying the subject records.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
APPROVED PT this 9t" day of January, 2024.
MARIO TRUJILLO, Mayor
ATTEST:
MARIA ALICIA DUARTE, CMC
City Clerk
RESOLUTION 4 212
PAGE 2
APPROVED TO FORM:
JOHN M. FUNK
City Attorney
1 HEREBY CERTIFYthat the foregoing Resolution was adopted by the City Council of the City of Downey at a Regular meeting held on the 9t" day of January, 2024, by the vote, to wit:
AYES: Council Members:
NOES: Council Members:
ABSENT: Council Members:
ABSTAIN: Council Members:
MARIA ALICIA DUART, CMC
City Clerk
RESOLUTION
GE
DESTRUCTION IPUBLIC
I HEREBY CERTIFY THAT: the records described on Exhibit S attached hereto are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not to be kept further by statute, are not the Minutes, Ordinances or Resolutions of the legislative body of the City or of any City :Board, Commission, or Committee and are no longer required by the City: I request authority to destroy same pursuanttoSection 34090 of the Government Code of California.
Kfo
Department D` ct r Department Date
I have reviewed the above -described records for historical value and for compliance with the established retention requirements, and I consent to their destruction, ltylerk Date
I consent to the destruction of the above -described records. -- + +
Attorney Date
I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was approved by the City Council of the City of Downey, California, at the Regular Meeting held can, by City Council Resolution No. and that by
said Resolution the Department Director (or designee) was authorized to destroy the records.
City of Downey
City Clerk State of California Date
CERTIFICATION
I TI F DESTRUCTION BY CITY
HEREBY CERTIFY THAT pursuant to the foregoing authority, the described records on Exhibit S attached hereto were destroyed at can
City facility Coate
Signature & Title Date
City Staff Member Supervising Destruction
EXHIBIT
i
i
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC
FILE * DESCRIPTION OF CONTENTS
1 Officer Involved Traffic Collisions -- 2021
2 Payroll timesheets, payroll reports, overtime slips and special billing - 201 Internal Affairs investigation 201 (Excluding sustained allegations under SB 1 .
4 Pitchess Motion Notifications -- 2021
5 Ran e Qualification Records — 2018
Use of Force Reviews — 2018
I
7 Personnel Files — Police Department Employee Discipline and Performance Evaluations — 2018 (Excludes disciplinary documents under SB 1) 1 Narcotic Registrants - 2018
Deceased 290 PC Registrants — 2021
10 NCIC Validations -- 2021
11 UCR Statistics Summaries -- 2021
12 Crime reports for all felonies, misdemeanors, (hard copies) scanned into the Department's New World Records management system — 2018 i
13 ( Repo Notices — 2022
14 Jail Incident Lags — 2021
18 Jail Security Check Forms - 2021
16 Jail log books - 2021
17 Subpoenas (Records) -- 2021
Total Boxes/Files to be Destroyed This Page:
_l
RESOLUTION NO.
PAGE
EXHIBIT B
AUTHORIZATION TO DESTROYI I L PUBLIC
FILE DESCRIPTION
F CONTENTS
7- ---"- 11
18 f Public Information Requests — 2021
Daily Officer Deployment Logs -- 2021
20 Preliminary Alcohol Screenin {PAS) Device Calibration Lo 21 S e ial Events t eration Plans -- 2021
22 Radar Calibration Loos — 2021
E
EXHIBIT B