Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: JASON CHACON, DIRECTOR PARKS AND RECREATION
DATE: FEBRUARY 11, 2025
SUBJECT: ADOPTION OF A RESOLUTION AUTHORIZING THE DESTRUCTION OF
CERTAIN OBSOLETE PARKS AND RECREATION DEPARTMENT
RECORDS
EXECUTIVE SUMMARY
The City Council will consider approving the destruction of certain obsolete public records that have exceeded the retention requirements of the Parks and Recreation Department in accordance with the City’s Retention Policy in order to eliminate the cost of storing and maintaining them.
RECOMMENDATION
That the City Council:
Adopt Resolution No. 25-8290, authorizing the destruction of certain obsolete Parks and Recreation Department public records.
BACKGROUND
Currently, digital and paper files listed on the “Authorization to Destroy Original Public Records,” are stored and maintained on-site at the Parks and Recreation Department.
Authorizing the destruction of these records will eliminate the need to store and maintain these records, which are no longer needed for retention.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head, with the consent in writing of the City Attorney and City Clerk, and approval by the City Council.
ANALYSIS
The attached Resolution authorizes the destruction of certain obsolete Parks and Recreation Department public records.
ADOPTION OF A RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE PARKS
AND RECREATION DEPARTMENT RECORDS
FEBRUARY 11, 2025
PAGE 2
As indicated on Exhibit “A” attached, the City Clerk has certified that these records are no longer required for retention by the City and are in compliance with established retention requirements. The City Attorney has concurred in this certification. Exhibit “B” identifies and lists the Department records that are eligible for destruction. The proposed destruction of certain obsolete Parks and Recreation Department public records have been prepared in accordance with the Citywide Management Program Retention Schedule adopted by the City Council on November 10, 2022, and pursuant to Government Code Section 34090.
Approval of the recommended action will eliminate the cost of storing and maintaining these obsolete records.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
FISCAL IMPACT
There is no fiscal impact.
ATTACHMENT
Attachment A: Resolution with Exhibit A and Exhibit B
RESOLUTION NO. 25-8290
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY
APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF
THE PARKS AND RECREATION DEPARTMENT
WHEREAS, the attached Resolution authorizes the destruction of certain obsolete Parks and Recreation Department records. It has been prepared in accordance with Resolution No. 22-8116, Citywide Management Program Records Retention Schedule as it pertains to Department Documents; and
WHEREAS, the City Clerk has certified that the records listed are no longer required by the City and are eligible for destruction pursuant to section 34090 of the California Government Code as indicated on "Destruction of Original Public Records" attached hereto as Exhibit "A" and pursuant to the above Citywide Records Management Program in the City Attorney has concurred in the certification; and
WHEREAS, the Director of Parks and Recreation has requested and authorized certain obsolete Parks and Recreation Department records as listed on Exhibit "B" attached hereto to be destroyed and the City Attorney has concurred in this authorization.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. As authorized by California Government Code Section 34090 and the City of Downey Citywide Records Retention Policy under Resolution No. 22-8116, the City Council hereby authorizes and approves the destruction of the obsolete Parks and Recreation Department records as listed on Exhibit “B” attached hereto. The Department shall ensure that the City Clerk’s Office has responded to any California Public Records requests for the subject records which were received before the adoption of this Resolution prior to destroying the subject records.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
APPROVED AND ADOPTED this 11th day of February, 2025.
HECTOR SOSA, Mayor
ATTEST:
MARIA ALICIA DUARTE, CMC
City Clerk
RESOLUTION NO. 25-8290
PAGE 2
APPROVED AS TO FORM:
JOHN M. FUNK
City Attorney
I HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the City of Downey at a Regular meeting held on the 9th day of January, 2024, by the vote, to wit:
AYES: Council Members:
NOES: Council Members:
ABSENT: Council Members:
ABSTAIN: Council Members:
MARIA ALICIA DUARTE, CMC
City Clerk
RESOLUTION NO. 25-8290
PAGE 3
DESTRUCTION OF ORIGINAL PUBLIC RECORDS
I HEREBY CERTIFY THAT: the records described on Exhibit B attached hereto are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not to be kept further by statute, are not the Minutes, Ordinances or Resolutions of the legislative body of the City or of any City Board, Commission, or Committee and are no longer required by the City. I request authority to destroy same pursuant rc;K::rec·tion 34090 of the Government Code of California. (ac �� � Qt.,t: rt: �4,�.--.
Department Date '
-
I have reviewed the above-described records for historical value and for compliance with the established retention requirements, and I consent to their destruction.
City Clerk Date
I consent to the destruction of the above-described records.
City Attorney Date
I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was approved by the City Council of the City of Downey, California, at the Regular Meeting held on, __________ , by City Council Resolution No. _________ __.and that by said Resolution the Department Director (or designee) was authorized to destroy the records.
City Clerk
City of Downey
State of California Date
CERTIFICATION OF DESTRUCTION BY CITY
I HEREBY CERTIFY THAT pursuant to the foregoing authority, the described records on Exhibit B attached hereto were destroyed at ____________ on ________ _ City Facility Date
Signature & Title Date
City Staff Member Supervising Destruction
EXHIBIT A