Item No. 9.
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:OFFICE OF THE CITY MANAGER
BY:MARLON RAMIREZ, FINANCE DIRECTOR & I.T. DIRECTOR
DATE:SEPTEMBER 8, 2026
SUBJECT:RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE FINANCE
DEPARTMENT RECORDS
EXECUTIVE SUMMARY
The City Council will consider adopting Resolution No. 26-8381, which will approve the destruction of certain obsolete records of the Finance Department. The elimination of said records will ensure that the Finance Department remains in compliance with the City’s approved Records Retention Schedule.
RECOMMENDATION
That the City Council:
Adopt Resolution No. 26-8381, approving the destruction of certain obsolete records of the Finance Department.
BACKGROUND
The Citywide Records Retention Schedule was last adopted in March 2026. 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 Schedule Destruction Procedures Summary, Departments must submit a records destruction list to the City Clerk’s and City Attorney’s offices for review and approval. Once approved by both the City Clerk and City Attorney, the Department prepares an agenda report and resolution for City Council adoption in order to proceed with the destruction of said records and to certify the records destruction.
ANALYSIS
The Finance Department has various obsolete records for destruction. The attached Resolution No. 26-8381, authorizes the destruction of these Finance Department records. The Resolution has been prepared in accordance with Resolution No. 26‑8341, which updated the City’s Records Retention Schedule as adopted by the City Council on March 24, 2026, and pursuant to Government Code Section 34090.
As indicated on Exhibit “A” to the attached Resolution, the City Clerk and City Attorney have confirmed that these records are no longer required by the City, and that their disposal is in compliance with established retention requirements. The Resolution’s Exhibit “B” identifies and lists the department records that are eligible for destruction.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Efficiency and Adaptability
FISCAL IMPACT
There is no fiscal impact.
Attachments
Resolution No. 26- 8381 - Approving the Destruction of Certain Obsolete Records of the Finance Department.pdf