Item No. 8.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY CLERK
BY: ALICIA DUARTE, CITY CLERK
DATE: OCTOBER 14, 2025
SUBJECT: ADOPTION OF RESOLUTION AUTHORIZING THE DESTRUCTION OF
CERTAIN OBSOLETE CITY CLERK'S OFFICE RECORDS
EXECUTIVE SUMMARY
The City Council will consider adopting a Resolution approving the destruction of certain obsolete records of the City Clerk's Office that have exceeded the retention requirements of the City's Records Retention Policy.
RECOMMENDATION
That the City Council:
Adopt Resolution No. 25-8323, approving the destruction of certain obsolete records of the City Clerk's Office.
BACKGROUND
The City Council adopted the City's Records Retention Schedule in November 2022.
Maintaining an updated Records Retention Schedule results in increased efficiencies, reduces current and future storage costs, and eliminates duplication of staff efforts. Per the City's Records Retention Policy, departments must submit a records destruction list to the City Clerk and City Attorney for review and approval prior to destroying any City records that have met the retention period specified in the Records Retention Schedule.
ANALYSIS
The City Clerk's Office has various obsolete records that have met the requirements of the City's Records Retention Schedule. It is recommended that the City Council adopt Resolution No. 25-8323, approving the destruction of certain obsolete records of the City Clerk's Office. The Resolution has been prepared in accordance with the City's Records Retention Policy destruction procedures and pursuant to Government Code Section 34090.
As indicated in Exhibit "A" of the attached Resolution, the City Clerk and City Attorney have consented to the destruction of the records and confirmed that their disposal is in
compliance with established retention requirements. Exhibit "B" of the Resolution lists and identifies the City Clerk's Office records that are eligible for destruction. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period with written consent of the City Clerk and City Attorney followed by City Council approval.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Efficiency and Adaptability
FISCAL IMPACT
There is no fiscal impact.
ATTACHMENTS
Resolution No. 25-8323 - Approving Destruction of Certain Obsolete Records of the City Clerk's Office.pdf