CITY COUNCIL STAFF REPORT
February 18, 2025 {{section.number}}{{item.number}}
AUTHORIZATION FOR RECORDS DISPOSAL PER CITY RETENTION POLICY RECOMMENDATION:
Adopt "A Resolution of the City Council of the City of Coronado, California, Authorizing the Destruction of Certain Departmental Records Pursuant to California Government Code Section 34090 and in Accordance with the City's 2009 Adopted Records Retention Schedule".
BACKGROUND:
A records retention schedule for the City of Coronado was adopted by the City Council on April 15, 2003, and amended in 2006 and 2009. The retention schedule, in accordance with State of California Government Code § 34090, permits the destruction of certain City records which are no longer required for the effective operation of the City, provided there is the approval of the City Council by resolution, written consent of the City Attorney, and the written consent of the department director. Authority to destroy records is provided by the following:
Government Code § 34090
Unless otherwise provided by law, with the approval of the legislative body by resolution and the written consent of the city attorney, the head of a city department may destroy any city record, document, instrument, book, or paper, under the department head’s charge, without making a copy thereof, after the same is no longer required. This section does not authorize the destruction of:
(a) Records affecting the title to real property or liens thereon. (b) Court records.
(c) Records required to be kept by statute.
(d) Records less than two years old.
(e) The minutes, ordinances, or resolutions of the legislative body or of a city board or commission.
ANALYSIS:
As part of the normal maintenance and management of City records, all departments have identified records that have exceeded the retention schedule and prepared lists detailing the records to be destroyed by record type, date, and retention period, as outlined in the City’s 2009 Records Retention Schedule. Records subject to "Litigation Hold" are exempt from these lists, which are included as Exhibit A of the attached Resolution. Each department director and the City Attorney have reviewed the records for historical value and compliance with retention requirements and consent to their destruction.
Pursuant to California Government Code § 34090, the identified records are believed to no longer have lasting administrative, legal, fiscal, historical, or research value. These records are more than two years old, do not affect the title to real property or any potential claim or litigation, are not required to be kept further by statute, and are no longer necessary for the effective operation of the City. A copy of the City’s 2009 Adopted Records Retention Schedule is available for review in the Office of the City Clerk.
The City Clerk has retained a consultant to update the City’s Records Retention Schedule and implement a comprehensive records management program. While this effort is underway, the City continues to follow its adopted retention policies to ensure compliance with applicable laws and operational efficiency.
FISCAL IMPACT:
For Fiscal Year 2024-25, the City Clerk’s Office has a budgeted amount of $2,120 for document shredding.
ALTERNATIVE:
The City Council may identify specific records to exclude from annual destruction.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Resolution No. 2025-04
Submitted By: City Clerk's Office / Kelsea Holian