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March 3, 2026
ITEM TITLE
Council Policies: Consider Revising and Adopting Policies on Records and Information Management Program and Purchasing Environmentally Preferable Products
Report Number: 25-0262
Location: No specific geographic location
Department: City Manager
G.C. § 84308 Regulations Apply: No
Environmental Notice : The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines. Therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt the following resolutions:
A) Revising City Council Policy 112-01 Records and Information Management Program; and B) Revising City Council Policy 2000-03 Purchasing Environmentally Preferable Products
SUMMARY
Adoption of these resolutions revises City Council Policies 112-01 Records and Information Management Program and 2000-03 Purchasing Environmentally Preferable Products.
ENVIRONMENTAL REVIEW
The proposed activity has been reviewed for compliance with the California Environmental Quality Act (CEQA), and it has been determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment. Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
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DISCUSSION
Progress continues on the comprehensive review of approximately 160 policies adopted by the City Council since 1962. These policies serve as the official description of a City procedure, policy, or practice. A policy may derive from an ordinance, resolution, administrative regulation, or department policy.
In the fall of 2022, the City Manager initiated a review of City Council policies to identify policies for revision or rescission, or any new policies that the City Council should consider for adoption. In the spring of 2024, a workgroup including staff from the City Manager, City Clerk, and City Attorney departments was formed to coordinate this effort.
Since then, the City Council has adopted changes to eight policies, rescinded sixte en, and adopted one new policy. Staff is recommending City Council consider revising three policies.
City Council Policies Recommended for Revision
1. City Council Policy 112-01 – Records and Information Management Program This policy is a framework for how the City creates, manages, retains, and disposes of records and electronic communications to ensure legal compliance, transparency, and efficient operations, consistent with state law and public records requirements. The updated Records and Information Management (RIM) Policy provides a comprehensive modernization of the City’s records governance practices and addresses the use of various technologies. Key updates include clearer definitions, alignment with current state law, strengthen ed retention and disposition requirements, and expanded guidelines for electronic communications. The revised policy incorporates and reinforces expectations for the appropriate storage and management of City records, whether created on City-issued or personal devices.
These updates enhance compliance with the California Public Records Act, improve consistency in records handling across departments, and support the City’s transition to modern, digital recordkeeping practices.
Upon Council approval, staff will begin Citywide training and provide updated reference materials to ensure smooth implementation of the policy and its related procedures.
2. City Council Policy 2000-03 Purchasing Environmentally Preferable Products This policy directs City departments to prioritize environmentally preferable products and sustainable purchasing practices when cost, quality, and performance are comparable, supporting environmental stewardship and compliance with state recycling and organic waste procurement requirements. Updates to this policy add definition language based on the requirements of California Senate Bill 1383 (Lara 2016) , which requires jurisdictions to procure and use compost, mulch , and recycled-content paper products. The other language updated to this policy states that each City department should include environmentally preferred products and service specifications in bid documents and that each department is responsible for compliance with the procurement requirement once the policy is approved. Additional language considers the total cost of ownership of products , with some exceptions for those with limited availability or no environmentally preferable disposal management systems.
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DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Councilmembers do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Councilmember, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
There is no immediate fiscal impact associated with adoption of this policy. Costs associated with purchasing environmentally preferred products is reflective of current procurement/solicitation terms and conditions and is not anticipated to have additional fiscal impacts.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact as a result of this action.
ATTACHMENTS
1. City Council Policy 112-01 – Records and Information Management Program - CLEAN
2. City Council Policy 112-01 – Records and Information Management Program - REDLINE
3. City Council Policy 2000-03 – Purchasing Environmentally Preferable Products – CLEAN
4. City Council Policy 2000-03 – Purchasing Environmentally Preferable Products – REDLINE
Staff Contacts: Courtney Chase, Deputy City Manager
Lois Yum, Special Projects Manager
Kerry K. Bigelow, City Clerk
Tyshar L. Turner, Deputy Director, City Clerk Services
Angelica Aguilar, Interim Public Works Director
Manuel Medrano, Environmental Services Manager