Administrative
Report
H.17., File # 23-6051 Meeting Date: 5/16/2023
To: MAYOR AND CITY COUNCIL
From: LUKE SMUDE, ASSISTANT TO THE CITY MANAGER
TITLE
ADOPT BY TITLE ONLY RESOLUTION NO. CC-2305-050, A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA AMENDING A POLICY CONTAINED IN RESOLUTION NUMBER CC-0102-013 REGARDING THE INSPECTION AND COPYING OF
PUBLIC RECORDS
EXECUTIVE SUMMARY
As part of the Strategic Plan, Council directed staff to examine the City’s existing Sunshine Policies and recommend policy updates to increase transparency and provide seamless access to information related to the execution of City business. Approval of the attached Resolution would amend Resolution No. CC-0102-013 and specifically remove sections 2 and 3, which provide for the fulfillment of informal records requests and establish a two-day response window for simple requests.
As previously discussed, the current volume of public records requests is too high to meet the standards in the Resolution. Approval of the new Resolution will centralize the City’s public records request process and better clarify the public’s expectation for response.
BACKGROUND
In 2001, the City Council approved Resolution No. CC-102-103, which established a two-day window for the fulfillment of simple public records requests. Due to the increasing volume of public records requests received by the City Clerk’s Office, it is not feasible to continue to meet this two-day window.
The Resolution also contained language allowing any City employee to turn over public records, as long as it did not interfere with the regular execution of their job duties.
At their May 2, 2023 meeting, City Council directed staff to remove Section 2 and Section 3 from Resolution No. CC-102-103, eliminating the two-day response threshold along with the ability for community members to initiate informal public records requests from any City employee. This will ensure all public records requests are filtered through the City Clerk’s Office, which will create a reliable method for cataloging requests, starting the clock for responses and ensuring all requests are completed and closed in a timely manner.
The recommended change will not impact the City’s ability to maintain compliance with the provisions set forth in the California Public Records Act, and the City Clerk’s Office will continue to pursue internal process improvements that will better serve individuals seeking public records from the City.
COORDINATION
This report was coordinated with the City Clerk’s Office. The City Attorney’s Office prepared the
H.17., File # 23-6051 Meeting Date: 5/16/2023
This report was coordinated with the City Clerk’s Office. The City Attorney’s Office prepared the Resolution.
FISCAL IMPACT
There is no fiscal impact associated with this item.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Reso - Amending Resolution No. CC-0102-013
· Reso - No. CC-0102-013, March 20, 2001
· Admin Report - City Council, May 2, 2023
· Admin Report - City Council, October 11, 2022