Item No. 16.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: SCOTT LOUGHNER, POLICE CHIEF
DATE: JULY 28, 2026
ADOPTION OF RESOLUTION AUTHORIZING THE DESTRUCTION OF CERTAIN SUBJECT:
OBSOLETE POLICE DEPARTMENT RECORDS
EXECUTIVE SUMMARY
The City Council will consider adopting a resolution 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. 26-8373, approving the destruction of certain obsolete records of the Police Department.
BACKGROUND
Currently, digital and paper files listed on the "Authorization to Destroy Original Pubic 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.
As indicated on Exhibit "A" attached, the City Clerk has certified that these records are no longer required by the City and are in compliance with established retention requirements. The City Attorney has concurred in this certification. Exhibit "B" identifies and lists the Department records that are eligible for destruction. The proposed destruction of certain obsolete Police Department records is in accordance with the Public Records Retention Schedule adopted by the City Council on November 10, 2022 and pursuant to Government Code Section 34090.
Approval of the recommended action will eliminate the cost of storing and maintaining these obsolete records.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
FISCAL IMPACT
There is no fiscal impact.
Attachments
RESOLUTION NO. 26-8373
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY
APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF
THE POLICE DEPARTMENT
WHEREAS, the attached Resolution authorizes the destruction of certain obsolete Police Department records. It has been prepared in accordance with Resolution No. 26-8341, 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 Code as indicated on "Destruction of Original Public Records" attached hereto as Exhibit "A" and pursuant to the above Citywide Records Management Program in which 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, THE 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. 26-8341,the City Council hereby ,authorizes and approves the destruction of the obsolete Police Department records as listed on Exhibit "B" attached hereto. The Department shall ensure that the City Clerk's Office has responded to any California Public Records Act 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 AND ADOPTED this 28t" day of July, 2026.
CLAUDIA M. FROMETA, Mayor
ATTEST:
MARIA ALICIA DUARTE, CMC
City Clerk
APPROVED AS TO FORM:
q-g-L % - L61tk
JQ9NM. FUNK
City Attorney
RESOLUTION NO. 26-8373
PAGE 2
HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the City of Downey at a Regular meeting held on the 28th day of July, 2026, by the vote, to wit:
AYES:
Council Members:
NOES:
Council Members:
ABSENT:
Council Members:
ABSTAIN:
Council Members:
MARIA ALICIA DUARTE, CIVIC
City Clerk
RESOLUTION NO.
PAGE
DESTRUCTION OF ORIGINAL PUBLIC RECORDS
HEREBY CERTIFY THAT: the records described on Exhibit B 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 pursuant to Section 34090 of the Government Code of California.
Departme�ctor 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.
Aierk Date
consent to the destruction of the above -described records. j"
Cit ttorney 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 on, , 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 OF DESTRUCTION BY CITY
HEREBY CERTIFY THAT pursuant to the foregoing authority, the described records on Exhibit B attached hereto were destroyed at on
City Facility
Signature & Title
City Staff Member Supervising Destruction
Date
Date
I=V1/:IW
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
BOX/FILE # 11 DESCRIPTION OF
1 Officer Involved Traffic Collisions — 2022, 2023
2 Payroll timesheets, payroll reports, overtime slips and special billing - 2019, 2020
3 Internal Affairs investigation — Final Disposition "date and 5 year retention - 2019, 2020(Excluding sustained allegations under SB 16). 4 Pitchess Motion Notifications — 2022, 2023
5 Range ualifications — 2019, 2020
6 Use of Force Review — 2019, 2020
7 Discipline Evais (Personnel Files) - 2019, 2020
8 Narcotic Registrants — 2019, 2020
9 Registrants: Sex Offender - Adults — 2022, 2023
10 Registrants: Sex Offender - Juvenile - 2022, 2023
11 NCIC Validations — 2022, 2023
12 UCR Statistics Summaries — 2022, 2023
13 Crime reports for all felonies, misdemeanors, (hard copies) scanned into the Department's New World Records management system — 2019, 2020 14 Repo Notices — 2023, 2024
15 Jail Incident l inspection Logs = 2022, 2023
-16
Jail Security Check Forms —2022, 2023
17 Jail In -Custody Roster — 2022, 2023
Total Boxes/Files to be Destroyed This Page:
EXHIBIT B
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
BOX/FILE #
DESCRIPTION OF CONTENTS
18 Subpoenas Duces Tecum & Personal Appearance Subpoenas — 2022, 2023 19 Public Information Requests —2022, 2023
20 Daily Officer Logs — 2020, 2021, 2022, 2023
21 PAS Device Calibration Logs — 2019, 2020
22 Special 'Events Operation Plans — 2022, 2023
23 Radar Calibration Logs — 2022, 2023
24 Officer; Recordings: Mobile Audio Video (MAV) Recordings —that are NOT evidence - 2011-2022
25 Carry Concealed Weapon Permits (CCW Permits) — APPROVED (2011-2021) Total Boxes/Files to be Destroyed This Page:
EXHIBIT B