File #: 2023-0171    Version: 1 Name:
Type: Consent Status: Agenda Ready
File created: 3/1/2023 In control: City Council
On agenda: 3/7/2023 Final action:
Title: CONSIDER APPROVAL OF DESTRUCTION OF CITY CLERK RECORDS PURSUANT TO RESOLUTION NO. 20-144 AUTHORIZING THE DESTRUCTION OF SPECIFIED RECORDS WITHIN THE CITY CLERK'S OFFICE
Attachments: 1. Exhibit No. 1 - 20-144 - Authorizing the Destruction of Specified City Records within the City Clerk's Office, 2. Exhibit No. 2 - Request for Permission to Purge Documents

Report to Mayor and City Council

Tuesday, March 07, 2023

Consent

 

 

SUBJECT:                     

Title

CONSIDER APPROVAL OF DESTRUCTION OF CITY CLERK RECORDS PURSUANT TO RESOLUTION NO. 20-144 AUTHORIZING THE DESTRUCTION OF SPECIFIED RECORDS WITHIN THE CITY CLERK'S OFFICE

 

Body

I.                     SUMMARY

The City’s Standard Management Procedure (SMP) No. 3.33.1, Records Destruction, the Secretary of State’s Records Management Guidelines and sections of the California Government Code, section 34090, provide the procedure and authority in appropriately retaining and destroying City records. The City Clerk’s Office has reviewed certain documents and is seeking the City Council’s authority to destroy specific City records. The records for destruction include agenda packets and certificates of posting from 2002 through 2019. According to the state law and state’s retention policy, these records only need to be kept for the year of the meeting plus two. The attached list shows seventeen boxes eligible for destruction.

II.                     RECOMMENDATION

Recommendation

                     Approve the destruction of the recommended seventeen boxes.

Body

III.                     ALTERNATIVES

IV.                     BACKGROUND

The City Clerk’s Office has been reviewing and identifying records designated for retention and destruction. It has been determined that the lifecycle of certain records have expired and are ready to be destroyed. The City Clerk and the City Attorney’s Office have confirmed and authorized proper and legal destruction; therefore. With the City Council’s approval of Resolution No. 20-144 that was approved in 2020, the records will be destroyed accordingly. 

V.                     FISCAL IMPACT

 

The cost for destruction will be absorbed by the City Clerk’s operating account number 10100030-6004.

VI.                     EXHIBITS

 

Exhibit No. 1- Resolution No. 20-144

Exhibit No. 2- Request for Permission to Purge Documents

 

Prepared by:  Dr. Khaleah K. Bradshaw, City Clerk