HomeMy Public PortalAbout05) 7C Adoption of Reso No. 14-5012 Amending the City's Records Retention ScheduleAGENDA
ITEM ?.C .'
ADMINISTRATIVE SERVICES DEPARTMENT
MEMORANDUM
DATE: August 5, 2014
TO: The Honorable City Council
FROM: Donald E. Penman, Interim City Manager ~
By: Peggy Kuo, City Clerk
SUBJECT: ADOPTION OF RESOLUTION NO. 14-5012 AMENDING THE CITY'S
RECORDS RETENTION SCHEDULE
RECOMMENDATION:
The City Council is requested to adopt Resolution No. 14-5012 (Attachment "A")
adopting the City's amended Records Retention Schedule (Attachment "B") and
authorize the City Clerk to amend the City's Record Retention Schedule as needed from
time to time to reflect changes in State law and new guidelines issued by the California
Secretary of State.
BACKGROUND:
1. On March 6, 2012, City Council adopted Resolution No. 12-4 800 updating the City's
Records Retention Schedule.
4. On April 1, 2014, City Council approved a contract with Gladwell Governmental
Services, Inc. to assist the City Clerk with the review of citywide records and annual
records destruction .
5. On June 26, 2014, Gladwell Governmental Services, Inc. reviewed citywide records
with staff and updated the City's Record Retention Schedule for the Community
Development 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
July 15, 2014
Page 2 of 2
The City contracted with Gladwell Governmental Services , Inc. to conduct a citywide
review of records for their retention in June, 2014. During this process, it was
determined (based on State Law and guidelines of the California Secretary of State)
that it was not necessary to keep building permits once a structure has been
demolished. Therefore, it is necessary to amend the description on page CD-1,
Retention No. CD-003 to reflect that building permits are only retained for the life of a
structure. The change is as follows :
I
Comm. Develop
I Building & CD-003 Safety
rnrnr"n no\t.c.lnn
Life of t he
Building Permits (All) Structure J2
tlttilrfinn Dl ~nc-~nA rnnc-fntrtll"''n n,...,..,,rnontC'"
2years
Indefinite
Life of the
Structure P
180 days
This change will allow staff to destroy building permits once the building is demolished
instead of holding on to the building permit permanently. The Record Retention
Schedule for all other departments remains unchanged.
In addition to the update of the City's Records Retention Schedule, City Council is also
requested to authorize City Clerk to amend the City's Record Retention Schedule as
needed from time to time to reflect changes in State law and new guidelines issued by
the California Secretary of State. Any other changes which staff is recommending
based on internal practices or procedures will be submitted to City Council for approval.
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 result in efficiency gains and cost savings .
CONCLUS ION:
City Council approval of the amended Records Retention Schedule will ensure that City
records are properly protected and managed .
F ISCAL IMPACT:
This item does not have an impact on the Fiscal Year (FY) 2014-2015 City Budget.
ATTACHMENTS:
A. Resolution No. 14-5012
B . Amended Records Retention Schedule
ATTACHMENT A
RESOLUTION NO. 14-5012
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 obso le te
records; and
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 ; and
WHEREAS, the State of California has adopted guidelines for retention periods for various
government records;
WHEREAS, the City Clerk is recommending certain changes to the City's record retention
schedule listed below; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TEMPLE
CITY, AS FOLLOWS:
SECTION 1. The Retention /Disposition of Building Permits on page CD-1 , Retention No. CD-
003, of the City of Temple City Record Retention Schedule approved by the City Council Resolut ion No.
12-4800 adopted on March 6, 2012 , is hereby amended as follows:
Comm. Develop Life of the 2 years
lndefin~e
Life ofthe
Structure 12
I Building & CD-003 Building Permits {All) Structure P
Safety
r"'""""' na.,,a.lt"\n Dt LiiAin.n Cl'3nC" .,rvt r,nC"'f-n.,..finn nn.r••~co 180days
SECTION 2. New pa rag raph is hereby added to the City's record rete ntion schedule as follows :
"City Clerk is authorized to revise and update the City's Record Retention Schedule as needed from time
to time to reflect changes in State la w or new guide lin es issued by the Ca lifornia Secretary of State. Any
other changes whic h staff is recommending based on internal practices or procedu res w ill be submitted to
City Counci l for prior approval."
SECTION 3. The City's amended retention schedule reflecting the change is attached as Exh ibit
A
SECTION 5. The City Clerk sha ll certify to the passage and adoption of th is resolution and enter
it into the book of original resolutions .
SECTION 6. This resolution shall become effective immediately upon its passage and adoption.
PASSED, APPROVED AND ADOPTED on this 5TH day of August 2014 .
MAYOR
Resolution No. 14-5012
Page 2
ATTEST:
City Clerk
I, City Clerk of the City of Temple City, do hereby certify that the foregoing resolution, Resolution
No. 14-5012, was adopted by the City Council of the City of Temple City at a regular meeting held on the
51
" day of August, 2014, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Councilmember-
Councilmember-
Councilmember-
Councilmember-
City Clerk