September 22, 2026
Agenda Item No. 4
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Lena Shumway, City Clerk - 949-644-3005, [email protected] PREPARED BY:
Cassandra Hawks, Records Specialist - 949-644-3005
[email protected]
TITLE:
Resolution No. 2026-84: Amendments to the Records Retention Schedule ABSTRACT:
The City of Newport Beach (City) continues to improve its records management program though an annual review and update of the Records Retention Schedule (RRS). The review incorporates changes in applicable laws, regulations and City business practices. On May 27, 2025, the City Council adopted Resolution No. 2025-25, which amended certain sections of the RRS, authorized the destruction of specified City records, and provided that major or substantive revisions to the RRS must be submitted to the City Council for consideration.
Based on the most recent annual review conducted by the City’s records retention consultant, proposed amendments to certain sections of the RRS are presented for City Council consideration and approval. The proposed amendments and records authorized for destruction are identified in Attachment A to this staff report.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Adopt Resolution No. 2026-84, A Resolution of the City Council of the City of Newport Beach, California, Amending Certain Sections of the Records Retention Schedule and Authorizing Destruction of Certain Records Accordingly.
DISCUSSION:
The City’s Records Retention Schedule was originally adopted in August 2003. The RRS identifies City records and establishes appropriate retention periods for those records. Since its initial adoption, the City Council has approved multiple revisions to keep the RRS current and consistent with changes in applicable laws, regulations and City operations.
The RRS provides guidance to City staff regarding the creation, maintenance, preservation and destruction of City records. Regular updates help ensure that records are retained for the legally required period, remain available for operational and historical purposes, and are not retained for longer than necessary.
The City’s records retention consultant, Diane Gladwell of Gladwell Governmental Services, Inc., specializes in records management for local governments. Ms. Gladwell conducts an annual review of the City’s RRS and provides recommendations based on changes in applicable law, regulatory requirements, and governmental business practices.
This year’s substantial changes are the result of several departmental and staff reorganizations. The Public Works and Municipal Operations Departments are now reflected in two distinct schedules. The Human Resources and Finance Departments have been consolidated into the newly formed Administrative Services Department, and Risk Management records have been transferred to the City Attorney’s Office.
The proposed amendments are included in the attached Records Retention Schedules Draft Changes. The proposed resolution would amend the specified sections of the RRS and authorize the destruction of records that have satisfied their applicable retention periods, subject to any applicable legal holds or other restrictions on destruction.
FISCAL IMPACT:
There is no fiscal impact related to this item.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A – Resolution
Resolution No. 2026-84: Amendments to the Records Retention Schedule September 22, 2026
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