August 1, 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Recommendation to approve the destruction of records for the Health & 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 & 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,
MONIQUE DE LA GARZA
CITY CLERK
MD:kb
Office of the City Clerk
411 West Ocean Boulevard, 11th Floor, Long Beach, CA 90802 (562) 570-6101
C-17
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OFFICE OF THE CITY ATTORNEY
DAWN MCINTOSH, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4511
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 HEALTH 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
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OFFICE OF THE CITY ATTORNEY
DAWN MCINTOSH, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4511
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: ______________________________________
______________________________________
City Clerk
EXHIBIT “A”
CITY OF
LONG BEACH
Date
6/6/2023
Department
Health and Human Services
RECORDS DESTRUCTION APPROVAL
Department Head Approval
Kelly Coiopy
Department Head Approval Date
6/28/2023
City Clerk Approval
Monique DeLaGarza
City Clerk Approval Date
6/29/2023
Records Destruction Request
Bureau, Division, and/or Section
Health & Human Services / Physician Services I Clinical Services / Tuberculosis Clinic
City Attorney Approval
Anita Lakhani
City Attorney Approval Date
7/10/2023
DEPARTMENTAL RECORDS
Retention
Schedule
Item No*
Record Title* Description Years
Involved*
Box No.
On-Site *
Box No.
Off-Site*
1 CORRESPONDENCE YEAR 2018 2018 N/A N/A
1 CORRESPONENCE YEAR 2019 2019 N/A N/A
1 CORRESPONDENCE YEAR 2020 2020 N/A N/A
1 CORRESPONDENCE YEAR 2021 2021 N/A N/A
2 GOTCH YEAR 2020 2020 N/A N/A
Remarks
ALL CATEGORIES HAVE MET THEIR RETENTION OF 1 YEAR (CORRESPONDENCE) AND 3 YEARS (GOTCH).