CITY COUNCIL STAFF REPORT
Meeting Date: November 04, 2024
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-24 AMENDING THE CITY OF
PLEASANT HILL RECORDS RETENTION SCHEDULE FOR ALL CITY
DIVISIONS
SYNOPSIS
The City has a written Records Retention Policy (Policy) that provides guidelines to ensure that records are maintained in a manner that makes them accessible and are retained in accordance with federal and state laws, contractual requirements, and regular business practices. The Policy includes specific retention schedules (Schedule) for documents maintained by each division.
Amendments to the Policy and Schedule, which were last updated in 2008, are proposed in order to add additional file descriptions, to reduce the volume of paper documents stored at City facilities, and to modify retention periods. Additionally, a ‘Citywide’ category is proposed to be added to the retention schedule, which will eliminate duplication of retention cycles across divisions.
DISCUSSION
Background
The City of Pleasant Hill adopted a records retention policy and department records retention schedules on July 18, 2005; adopted amendments to the City Manager and City Clerk retention schedules on September 11, 2006; and amendments to the Engineering and Maintenance division schedules on January 14, 2008.
Analysis
The City departments and divisions seek to update the records retention schedules, in conformance with the law, to reduce the volume of paper and other documents that continue to accumulate at City facilities. The proposed amendments to the records retention schedule will ensure that legal requirements are satisfied and that the department/division record descriptions are accurate when retaining or destroying documents. Once the amended schedule is adopted, documents can be destroyed after the designated retention period without further action of the Pleasant Hill City Council.
FISCAL IMPACT
There is no fiscal impact to amending the records retention schedule. The City will be responsible for vendor fees associated with the destruction of records.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department.
The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the proposed resolution approving revised retention schedules.
ALTERNATIVES TO RECOMMENDED ACTION
1. Continue the item to a later date with direction provided to staff.
2. Do not adopt the resolution.
ATTACHMENT(S):
Proposed Resolution
Records Retention Policy – Redlined
Records Retention Policy – Clean
Part 2 - Records Retention Schedule - Redlined
Part 2 - Records Retention Schedule – Clean
Consolidated Records Retention Policy and Schedule
Prepared by: Lyone Conner, City Clerk
Reviewed by: Janet Coleson, City Attorney
Approved by: Ethan Bindernagel, City Manager