1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Kathleen Gregory, City Clerk
MEETING DATE: November 19, 2024
SUBJECT: Resolution Authorizing the Destruction of Obsolete Records
RECOMMENDATION
Adopt a resolution authorizing the destruction of obsolete records and authorize the City Clerk to schedule disposition of records listed in attached exhibit.
BACKGROUND
At its meeting on February 4, 2013, the City Council adopted Resolution No. 2013-05, establishing a Citywide Records Management Policy for Preservation, Protection, Retention and Legal Disposition of Records and Records Retention Schedule for all City Departments. The Records Retention Schedule is the City's most effective control to properly manage paper records. It is a carefully planned, systematic, and consistently written policy governing the period of retention, or the lifespan, of all types of records.
While the Records Retention Schedule contains the legal authority for the disposition of City records and demonstrates compliance with government regulations, obtaining approval from the City Council for the destruction of public records is still required (California Gov't Code Section 34090 et seq.).
DISCUSSION
At this time, City departments have identified records that no longer have sufficient historical, legal, fiscal or reference value to retain in original form, and is requesting the City Council's authorization to destroy such records. The proposed destruction follows the City's Records Retention Schedule and is consistent with Section 34090 of the Government Code of the State of California. Section 34090 provides for the destruction of any City record, document, instrument, book, paper, etc., without making a copy
CITY OF LOMITA
CITY COUNCIL REPORT
Item No. {{section.number}}j
2 thereof, after the same is no longer required, if done with the approval of the City Council and the written consent of the City Clerk and City Attorney. Section 34090 does not authorize the destruction of records affecting the title to real property or liens thereon, court records, records required to be kept by statute, records less than two years old, and the minutes, ordinances, or resolutions of the City Council.
Records proposed for destruction were carefully reviewed by staff and approved by the corresponding department directors. In addition, and in accordance with law, the City Attorney has reviewed the list of records and has given consent for destruction of the records.
FISCAL IMPACT
The approximate cost to shred the designated documents is $300 and is included in the Adopted Budget.
OPTIONS
1. Approve the attached resolution as recommended.
2. Provide alternate direction.
ATTACHMENTS
1. Draft Resolution with Exhibit
Reviewed by: Approved by:
_______________________ ______________________
Gary Y. Sugano Andrew Vialpando
Assistant City Manager City Manager
Prepared by:
__________________________
Kathleen Gregory, MMC, City Clerk