HomeMy Public PortalAbout2006-018 (02-07-06)RESOLUTION NO. 2006.018
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD
ESTABLISHING THE CITY'S RECORDS MANAGEMENT POLICY AND
RECORDS RETENTION SCHEDULE
WHEREAS, the City of Lynwood recognizes that the residents of Lynwood
have a right to expect, and the city has an obligation to foster, efficient and cost-
effective government and further recognizes the central importance of city
r records in the lives of its residents; and
I i WHEREAS, it is necessary for the efficient operation of the City to follow a
111__. procedure for the retention of vital City documents and other records in
accordance with Federal and State regulations;
WHEREAS, a sdund records management program improves customer
service, complies with legal, administrative and fiscal retention requirements,
protects vital records, identifies records with research or historical value,
increases efficiency in information retrieval, and provides a legal foundation for
how an agency conducts its daily mission; and
WHEREAS, Section 34090 et seq. 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, Senate Bill 742, codified as section 12239 of the California
Government Code, approved by the State of California required the Secretary of
State to establish, publish, update and maintain on a permanent basis guidelines
for local government records retention; and
WHEREAS, Secretary of State's Local Govemment Records Management
Guidelines were used in the preparation of the City of Lynwood's Records
~i Management Policy and Records Retention Schedule; and
WHEREAS, a Records Retention Schedule formalizes the retention and
disposition of the agency's records; establishes the agency's "normal course of
doing business" and certifies the life, care and disposition of all agency records.
NOW, THEREFORE the City Council of the City of Lynwood does hereby
find, determine, order and resolve as follows:
Section 1: It is the policy of the City of Lynwood to provide for efficient,
effective and economical controls over the creation, utilization, maintenance,
retention, preservation and disposal of all records of the City of Lynwood.
Section 2: "Record" shall have the same meaning as "writing" as
defined by California Evidence Code Section 250 as any "handwriting,
typewriting, printing, photostating, photographing, photocopying, transmitting by
electronic mail or facsimile, and every other means of recording upon any
tangible thing, any form of communication or representation, including letters,
words, pictures, sounds, or symbols, or combinations thereof, and any record
thereby created, regardless of the manner in which the record has been stored."
rr~ Section 3: The attached Records Retention Schedule listed as "Exhibit
r A" is hereby adopted.
Section 4: The destruction of any records shall require the written
consent of the Department Director, City Clerk, and City Attorney without further
action of the City Council pursuant to the Retention Schedule set forth in "Exhibit
A".
-..
Section 5: Any subsequent amendments affecting retention periods will
be approved by the City Council. The City Clerk, City Manager and City Attorney
will approve any minor adjustments to content that does not alter the retention
period, add new records or delete records specified in the schedule.
Section 6: That the City Council authorizes the appropriation of $82,000
from the unappropriated general fund, water fund, and redevelopment fund to
implement a records management program as follows:
General Fund 50% $41,000
Water Fund 25% $20,500
Redevelopment Fund 25% $20,500
(LRA Resolution Needed)
Section 7: That the City Council authorizes the hiring of an additional
Administrative Analyst I position to be assigned under the City Manager's Office.
Section 8: The City Clerk shall certify to the passage and adoption of
this resolution.
PASSED, APPROVED and ADOPTED this 7`h day of February 2006.
ETICIA VASOUE ~ AY
ATTEST:
Cox-- ~. ~-~~.t./
ANDREA L. HOOPER
CITY CLERK
N. E O E MA EZ
CI ANAGER
APPROVED AS TO FORM:
. ARNOLD BELTRAN
ITY ATTORNEY
HE
CITY MANAGER
i~`
:r'p
2
STATE OF CALIFORNIA )
ss
COUNTY OF LOS ANGELES )
I, the undersigned, City Clerk of the City of Lynwood, do hereby certify
that the above and foregoing resolution was duly adopted by the City Council of
said City at a regular meeting thereof held in the City Hall of said City on
FEBRUARY 7th , 2006, and passed by the following vote:
AYES: COUNCILMEN BYRD, JOHNSON, PEDROZA, SANTILLAN AND VASQUEZ
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
City Clerk, City of Lynwood
STATE OF CALIFORNIA )
ss.
COUNTY OF LOS ANGELES )
~~ I, the undersigned City Clerk of the City of Lynwood, and Clerk of the City
council of said City, do hereby certify that the above and forgoing is a full, true
and correct copy of Resolution No. 2006.018 on file in my office and
that said resolution was adopted on the date and by the vote therein stated.
Dated this 7th day of FEBRUARY 2006
a ~, ~~
City Clerk, City of Lynwood
~,
3