CITY OF
LONG
April 18, 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Office of the City Clerk
411 West Ocean Boulevard, 11th Floor, Long Beach, CA 90802 (562) 570-6101
C-11
Recommendation to approve the destruction of records for the Health and Human Services Department as shown in Exhibit A: and adopt the resolution.
DISCUSSION
Pursuant to Section 34090 of the California Government Code and Chapter 1.28 of the Long Beach Municipal Code, records destruction for City Manager departments, elected officials and appointed offices must be submitted to the City Council for approval. The records destruction must comply with each department's records retention schedule.
In its capacity as responsible agent for the operation of the Records Center, the Office of the City Clerk has worked with the department listed to review the records destruction (Exhibit A).
The City Attorney and the Health and Human Services Department concur in the above recommendation.
FISCAL IMPACT
Appropriations have been budgeted in FY 23 for the operation of the City Records Center.
SUGGESTED ACTION:
Approve recommendation.
Respectfully submitted,
_,,r,y, /J;-,:ffy
MONIQUE DE LA GARZA
CITY CLERK
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28 RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LONG BEACH APPROVING AND AUTHORIZING
THE DESTRUCTION OF CERTAIN RECORDS, PAPERS,
AND WRITINGS BY THE HEAL TH AND HUMAN
SERVICES DEPARTMENT
The City Council of the City of Long Beach resolves as follows:
Section 1. Pursuant to and in accordance with the provisions of Section 34090 of the Government Code of the State of California and Chapter 1.28 of the Long Beach Municipal Code relating to the destruction of City records, and the City Attorney having heretofore given written consent, the City Council of the City of Long Beach does hereby approve and authorize the destruction by the City Health and Human Services Department of any and all of the records, documents, instruments, books, papers, and writings as set forth in the documents attached hereto and marked Exhibit "A" and by reference thereto made a part hereof, which records are under its charge and are no longer required for use in its respective office, said records being no less than two (2) years old unless otherwise authorized by law.
Section 2. The City Council hereby finds that none of said records:
A. Affect the title to real property or liens thereon;
B. Constitute official court records;
C. Constitute records which are required to be kept by
statute;
D. Constitute the original or record copies of the minutes, ordinances or resolutions of the City of Long Beach or
any City Board or Commission.
Section 3. This resolution shall take effect immediately upon its adoption AL:kd A23-00972 (4-4-23)
01507956.docx
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28 by the City Council, and the City Clerk shall certify the vote adopting this resolution.
I hereby certify that the foregoing resolution was adopted by the City Council of the City of Long Beach at its meeting of __________ , 2023, by the following vote:
Ayes: Councilmembers:
Noes: Councilmembers:
Absent: Councilmembers:
Recusal(s): Councilmembers:
AL:kd A23-00972 (4-4-23)
01507956.docx
City Clerk
2 EXHIBIT ''A''
F CITYOF
~ LONGBEACH
Department* Date*
5/1812022 Health and Human Services
RECORIDS DESiliRI.J@Tl0N A88ROVAli
Department Head Approval
Kelly Colopy
Department Head Approval Date
9/1212022
DEBARIMENTAliRECORDS
--------7--
Retention Record Tltfo *
Schedule
Item No*
1 FAMILY PLANNING RECORDS
City Clerk Approval
Monique DelaGarza
City Clerk Approval Date
9/1212022
Description
Records Destruction Request
Bureau, Division, and/or Section
PHYSICIAN SERVICES/CU NICALSERVICESIFAMIL Y
PLANNING & SEXUAL HEAL TM CLINIC
City Attorney Approval
Anila Lakhani
City Attorney Approval Dato
9/13/2022
Years
Involved*
2009
-
Box No. Box No.
On-Site* Off-Sita*
NIN NIA
Page1of6
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DHHS,Physiclan Serviues•Clinlcal Servlr,es-Farriily Pla1111lng & Sexual Healll1 C[fnic#1 • 7 year retention, Paoe 6 of6
d,!:' CITYOF
~b LONGBEACH
Department* Date*
5/18/2022 Health and Human Services
-
J~EG0RDS DESIRUGI10N APRROVA!ll -
Department Head Approval
Kelly Colopy
Department Head Approval Date
9/12/2022
City Clerk Approval
Monique DeLaGarza
City Clerk Approval Date
9/12/2022
- "
Records Destruction Request
Bureau, Division, and/or Section
CITY HEALTH OFFICER/PUBLIC HEALTH
EMERGENCY MANAGEMENT/COMMUNICABLE
DISEASE CONTROL PROGRAM
City Attorney Approval
Anita Lakhani
City Attorney Approval Date
9/13/2022
DEPARJ"MENIAU REG0RDS .
Retention Record Title* Description Years Box No. Box No.
Schedule Involved* On-Site* Off-Site*
Item No*
1 COMMUNICABLE DISEASE CASE AND 09-1-00451-09-1-00452 2009 N/A N/A CONTAC FILES 09-1-00454-09-1-00465
09-1-00468-09-1-00469
09-1-00473
1 COMMUNICABLE DISEASE CASE AND 11-1-00176 2011 NIA N/A
CONTAC FILES
Remarks
HHS-City Health Officer-PHEM-Communlcable Disease Control Program #1 - 2 year retention.