DATE: October 21, 2026
TO: Honorable Mayor and City Council Members
FROM: City Manager's Office
2026-062
REQUEST FOR CITY COUNCIL ACTION
SUBJECT:
RESOLUTION AUTHORIZING THE ANNUAL DESTRUCTION OF CERTAIN
OBSOLETE CITY RECORDS
EXECUTIVE SUMMARY:
This staff report asks the City Council to authorize the annual destruction and disposal of certain City records. The records proposed for destruction are obsolete and past the obligatory retention period and are no longer required. Therefore, staff recommends that the City Council approve the destruction of the records.
RECOMMENDED ACTION:
That the City Council adopt Resolution No. 2026-100, authorizing the annual destruction and disposal of certain City records.
BACKGROUND & HISTORY:
The California Government Code section 34090 authorizes the destruction of certain City records upon approval of the City’s legislative body and the written consent of the City Attorney, provided that said records do not fall within certain specified categories.
On August 21, 2024, the City Council adopted Resolution No. 2024-072, approving the city-wide records retention schedule. The retention schedules were collaboratively developed with active participation from the representatives of all Departments.
ANALYSIS:
Each year, each City department compiles an inventory of obsolete records, then submits it to the City Clerk for review. The City Clerk then forwards the list to the City Attorney for final review and approval. Once the list has completed the approval process, staff presents the inventory of records to the City Council for final destruction authorization.
The following Departments have records that are proposed for destruction:
1. Community Services
2. Office of the City Clerk
3. Office of the City Manager
4. Finance Department
5. Police Department
6. City Attorney/Legal and Risk Management
7. Human Resources
8. Fire Department
9. Public Works Department
The specific records proposed for destruction are listed in Exhibit A of the attached resolution.
FINANCIAL IMPACT:
There is no financial impact associated with this request.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen certainly that there is no possibility that the activity in question may have a significant effect on the environment, the activity in question may have a significant effect on the environment, that activity is not subject to CEQA. This action is for the annual destruction of obsolete City records, and there is no possibility that approving the recommended action will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: TAYLER YORK, CITY CLERK SPECIALIST
REVIEWED BY: SYLVIA EDWARDS, CITY CLERK
REVIEWED BY: REBEKAH KRAMER, ASSISTANT CITY MANAGER
ATTACHMENTS:
1. Exhibit 1 – Resolution No. 2026-100