HomeMy Public PortalAbout06) 7C (FOR PUBLIC) Adoption of Resolution No 20-5449 Amending the Citys Records Retention ScheduleDATE:
TO:
FROM:
MANAGEMENT SERVICES DEPARTMENT
February 18 , 2020
The Honorable City Council
Bryan Cook , City Manager
By: Peggy Kuo , City Clerk
MEMORANDUM
AGENDA
ITEM 7.C.
SUBJECT: ADOPTION OF RESOLUTION NO. 20-5449 AMENDING THE CITY'S
RECORDS RETENTION SCHEDULE
RECOMMENDATION:
The City Council is requested to adopt Resolution No . 20 -5449 (Attachment "A ") adopting
the City's amended Records Retention Schedule (Exhibit 1 ).
BACKGROUND:
1. On Apri l 2 , 2019 , City Cou ncil adopted Resolution No . 19-538 8 updating t he City's
Re cords Retention Schedule for Fiscal Year (FY) 2018-19 .
2 . On January 6, 2020 , the C ity entered into a contract with Gladwell Governmental
Services , Inc . (GGS) to assist the City Clerk with the review of citywide records and
annual reco rds destruction .
3. On January 20 , 2020 , GGS reviewed citywide records w ith staff and updated the City 's
Reco rd Retention Schedule for City-Wide Standards , City Clerk Department,
Community Development, Management Servi ces Department , Human Resources
Department and Parks and Recreation Department.
ANALYSIS:
The City's Records Retention Schedule is a w ritten policy which governs the period
records are retained i n the City . It provides the lega l authority fo r the dispos ition 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 Ci ty is in
compliance with changes in State law and guidelines issued by the Californ ia Secretary
of State .
City Council
February 18 , 2020
Page 2 of 2
The City contracted with GGS to conduct a citywide review of records for their retention
in January 2020 . As a result of the review , GGS recommended that the City amend its
retention schedules for City-Wide Standards , City Clerk Department, Community
Development, Management Services Department , Human Resources Department and
Parks and Recreation Department. The proposed changes (i .e ., update certa i n 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 Schedu le for
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 Re tention 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) 2019-20 City Budget.
ATTACHMENT:
A. Resolution No . 20-5449
ATTACHMENT A
RESOLUTION NO. 20 -5449
A RESOLUTION OF THE C IT Y CO UN CIL OF THE C ITY OF TEMPLE
CITY AMENDING THE RECORDS RETENTION SC H EDULE
WHEREAS , a records retention sched ul e provides for the efficie nt and proper management and
protection of the City records , faci litates doc ument retrieval , and provides for the rem oval of obsolete
records ;
WHEREAS , Section 34090 of the Government Code of the State of Californ ia provides a
pro cedure whereby any City record wh ic h has served its purpose and is no longer re quired may be
destroyed ;
WHEREAS , the State of Cali fornia has adopted guideli nes for retention pe riods for various
government records; and
WHEREAS , the City Cl erk is recommending certa in c hanges to the City 's record retentio n
sched u le as marked in Exhibit 1.
NOW, THEREFORE, BE IT RESO L VED BY THE CITY COUNCIL OF THE CITY OF TEMPLE
CITY, AS FOLLOWS:
SECTION 1. The City's amended retent io n schedu le re flecting the change is attached as Ex hibit
1 .
SECTION 2. The City C le rk shall certify to the passage and adoption of this resolut ion and enter
it into the book of o r igi nal r esolutio ns .
SECTION 3. This resolution shall become effective immediately up on its passage and adoption .
PASSED, APPROVED AND ADOPTED on th is 18th day of February, 2020 .
Nanette Fish , Mayor
ATIEST: APPROVED AS TO FORM :
Peggy Kuo , C ity Clerk Gregory Murphy, City Attorney
I, City C lerk of t he City of Temple C ity , do hereby certify that the foregoing resolution , Resolution
No . 20-5449, was adopted by the City Council of the City of Temple C ity at a regular meeting held on the
18th day of February, 2020 , by the fol lowin g vote :
AYES:
NOES:
ABSENT:
ABSTAIN :
Councilmember-
Councilmember-
Councilmember-
Councilmember-
Peggy Kuo , City Clerk
To view a copy of the retention schedule, please contact the City Clerk's Office.