HomeMy Public PortalAbout06) 7D Amendment to Citys Record Retention Schedule (for public)DATE:
TO:
FROM:
MANAGEMENT SERVICES DEPARTMENT
April 2, 2019
The Honorable City Council
Bryan Cook, City Manager
By: Peggy Kuo, City Clerk
MEMORANDUM
AGENDA
ITEM 7.0.
SUBJECT: ADOPTION OF RESOLUTION NO. 19-5388 AMENDING THE CITY'S
RECORDS RETENTION SCHEDULE
RECOMMENDATION:
The City Council is requested to adopt Resolution No. 19-5388 (Attachment "A")
adopting the City's amended Records Retention Schedule (Exhibit 1 ).
BACKGROUND:
1. On February 8, 2018, City Council adopted Resolution No. 18-5308 updating the
City's Records Retention Schedule for Fiscal Year (FY) 2017-18.
2. On January 3, 2019 , City entered into a contract with Gladwell Governmental
Services, Inc. (GGS) to assist the City Clerk with the review of citywide records and
annual records destruction .
3 . In February, 2019, GGS reviewed citywide records with staff and updated the City's
Record Retention Schedule for City Clerk and the Human Resources Department.
ANALYSIS:
The City's Records Retention Schedule is a written policy which governs the period
records are retained in the City. It provides the legal authority for the disposition of city
records and demonstrates compliance with governmental regulations . Regular review
and update of the City's Record Retention Schedule is necessary to ensure the City is
in compliance with changes in State law and guidelines issued by the California
Secretary of State.
City Council
April 2, 2019
Page 2 of 2
The City contracted with GGS to conduct a citywide review of records for their retention
in January 2019. As a result of the review, GGS recommended that the City amend its
retention schedules for City Clerk and the Human Resources Department. The
proposed changes (i.e., update certain records of legal citations and clarified records
descriptions) to the retention schedule are shown in blue and red in Exhibit 1 of
Attachment A. The Record Retention Schedule for Management Services, Community
Development, Parks and Recreation, Information Technology and Finance remains
unchanged.
Having an updated record retention schedule is crucial and can help reduce current and
future records storage costs, eliminate duplication of records, increase efficiency and
take advantage of current technology and changes in law. The adoption of the
amended Records Retention Schedule will better ensure proper protection and
management of city records.
CITY'S STRATEGIC GOALS:
City Council approval of the amended Records Retention Schedule will further promote
City's Strategic Goals of Good Governance.
FISCAL IMPACT:
This item does not have an impact on the Fiscal Year (FY) 2018-19 City Budget.
ATTACHMENT:
A. Resolution No. 19-5388
ATTACHMENT A
RESOLUTION NO. 19-5388
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE
CITY AMENDING THE RECORDS RETENTION SCHEDULE
WHEREAS, a records retention schedule provides for the efficient and proper management and
protection of the City records, facilitates document retrieval, and provides for the removal of obsolete
records;
WHEREAS, Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required may be
destroyed;
WHEREAS, the State of California has adopted guidelines for retention periods for various
government records; and
WHEREAS, the City Clerk is recommending certain changes to the City's record retention
schedule as marked in Exhibit 1.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TEMPLE
CITY, AS FOLLOWS:
SECTION 1. The City's amended retention schedule reflecting the change is attached as Exhibit
1.
SECTION 2. The City Clerk shall certify to the passage and adoption of this resolution and enter
it into the book of original resolutions.
SECTION 3. This resolution shall become effective immediately upon its passage and adoption.
PASSED, APPROVED AND ADOPTED on this 2nd day of April, 2019.
Nanette Fish, Mayor
ATTEST: APPROVED AS TO FORM:
Peggy Kuo, City Clerk Gregory Murphy, Assistant City Attorney
I, City Clerk of the City of Temple City, do hereby certify that the foregoing resolution, Resolution
No. 19-5388, was adopted by the City Council of the City of Temple City at a regular meeting held on the
2nd day of April, 2019, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Councilmember-
Councilmember-
Councilmember-
Councilmember-
Peggy Kuo, City Clerk