HomeMy WebLinkAbout05 - Records Retention ScheduleCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
February 8, 2011
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Leilani I. Brown, City Clerk
949 - 644 -3005 or (brown @newportbeachca.gov
SUBJECT: ADOPTION OF RECORDS RETENTION SCHEDULE AND AUTHORIZATION
FOR DESTRUCTION OF CERTAIN CITY RECORDS.
ISSUE:
The City is continuing to improve its records management program, including updating the
City's records retention schedules to incorporate new laws and business practices. The
adoption of these retention schedules will result in efficiency gains and cost savings.
RECOMMENDATION:
Adopt Resolution No. 2011 -18 adopting a records retention schedule, authorizing destruction
of certain city records, and rescinding Resolution Nos. 2003 -39 and 2006 -104.
DISCUSSION:
Background
In 2003, the City Council adopted a records retention schedule, which has freed office space
and improved efficiency for the City.
The City's consultant in California City records, Gladwell Governmental Services, Inc., has
reviewed all the schedules to bring them current with new law and operational changes since
2003.
The City wishes to avoid expenses in moving unnecessary records to the new City Hall, in
addition to the other benefits of increased efficiencies provided by the adoption of these
revised records retention schedules.
The attached resolution also includes a provision that allows future amendments to the records
retention schedules to be made with the approval of the City Attorney, City Clerk, and City
Manager.
The appropriate Department Head, the City Clerk and the City Attorney have reviewed and
approved the Records Retention Schedules.
Records Retention Schedule
February 8, 2011
Page 2
Impact:
Adoption of the proposed resolution will establish the City's Records Retention Schedule and
will provide for the efficient records management and the future disposal of records upon the
request of the department and the written approval of the City Attorney.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(3) of the CEQA Guidelines,
California Code of Regulations, Title 14, Chapter 3 because the activity is not a project as
defined in Section 15378 and has no potential for resulting in physical change to the
environment, directly or indirectly.
PUBLIC NOTICE:
Notice has been given consistent with the Ralph M. Brown Act. No other public notice is
required by this item.
FUNDING AVAILABILITY:
No funding is necessary to effect these possible changes.
Submitted by:
44a Q NAM,-- -
Leilani I. Brown
City Clerk
Attachment: Resolution No. 2011 -18 Adopting Records Retention Schedules and
Authorizing Destruction of Certain City Records
RESOLUTION NO. 2011 -18
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT
BEACH ADOPTING A RECORDS RETENTION SCHEDULE AND,
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND
RESCINDING RESOLUTION NOS. 2003 -39 AND 2006 -104.
WHEREAS, the maintenance of numerous records is expensive, slows document
retrieval, and is not necessary after a certain period of time for the effective and efficient
operation of the government of the City of Newport Beach; 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 period for
various government records;
WHEREAS, the City Council of the City of Newport Beach adopted Resolution
No. 2003 -39, adopting the initial records retention schedule in 2003;
WHEREAS, the City Council of the City of Newport Beach adopted Resolution
No. 2006 -104, adopting a revised records retention schedule in 2006;
WHEREAS, The City is continuing to improve its records management program,
including updating the City's records retention schedules to incorporate new laws and business
practices. The adoption of these retention schedules will result in efficiency gains and cost
savings.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH
DOES RESOLVE AS FOLLOWS:
Section 1. Resolution Nos. 2003 -39 and 2006 -104 are hereby rescinded and replaced
by Resolution No. 2011 -18.
Section 2. The records of the City of Newport Beach, as set forth in Exhibit A, attached
hereto and incorporated herein by this reference, are hereby authorized to be destroyed as
provided by Sections 34090 et seq. of the Government Code of the State of California and in
accordance with the provision of said schedule upon the request of the Department Head and
with the written consent of the City Attorney, without further action by the City Council of the
City of Newport Beach.
Section 3. With the consent of the City Clerk, City Manager, and City Attorney,
amendments are hereby authorized to be made to the Records Retention Schedules without
further action by the City Council of the City of Newport Beach.
Section 4. The term "records" as used herein shall include documents, instructions,
books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the
California Public Records Act.
Section 5. This action is not subject to the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(3) of the CEQA Guidelines, California Code of Regulations,
Title 14, Chapter 3 because the activity is not a project as defined in Section 15378 and has no
potential for resulting in physical change to the environment, directly or indirectly.
Section 6. The City Clerk shall certify to the passage and adoption of this resolution
and enter it into the book of original resolutions.
Section 7. This resolution shall become effective immediately upon its passage and
adoption.
HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted at a
Regular Meeting of the City Council of the City of Newport Beach on this 8th day of February,
f►lyfi1
City Clerk
EXHIBIT A
RECORDS RETENTION SCHEDULE
Not attached.
Contents protected by copyright laws.
Available for viewing in the City Clerk's Office