Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: MATTHEW BAUMGARDNER, P.E., DIRECTOR OF PUBLIC
WORKS/CITY ENGINEER
DATE: SEPTEMBER 23, 2025
SUBJECT: ADOPTION OF RESOLUTION AUTHORIZING DESTRUCTION OF
CERTAIN OBSOLETE PUBLIC WORKS DEPARTMENT RECORDS
EXECUTIVE SUMMARY
The City Council will consider approving the destruction of certain obsolete paper and electronic records of the Public Works Department in order to eliminate the cost of storing and maintaining them.
RECOMMENDATION
That the City Council:
Adopt Resolution No. 8321, authorizing the destruction of certain obsolete Public Works 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 Public Works 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 Public Works Department Public records.
As indicated on Exhibit “A” attached, the City Clerk has certified that these records are no longer required by the City and their disposal is in compliance with established retention requirements. The City Attorney has concurred in this certification. Exhibit “B” identifies
RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE PUBLIC WORKS
DEPARTMENT RECORDS
SEPTEMBER 23, 2025
PAGE 2
and lists the Department records that are eligible for destruction. The proposed destruction of certain obsolete Public Works Department Public records has 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