Resolution 2024-___ Page 1
RESOLUTION 2024-___
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AMENDING THE CITY’S RECORDS RETENTION SCHEDULE, AUTHORIZING FUTURE
CHANGES TO THE RECORDS RETENTION SCHEDULE, AND AUTHORIZING THE
DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of San Pablo;
WHEREAS, California Government Code Section 34090 et. seq. provides a procedure whereby any City record which has served its purpose and is no longe r required may be destroyed;
WHEREAS, the City Council adopted Resolution 2016-185 approving the Records Retention Schedules prepared by consultant Gladwell Governmental Services, Inc.;
WHEREAS, the City Council subsequently amended the Records Retention Schedules pursuant to Resolution 2020-024, Resolution 2020-155, Resolution 2022-020, and Resolution 2023-028; and
WHEREAS, the State of Calif ornia has adopted new laws and guidelines for retention periods for various government records and the City desires to update the Records Retention Schedule to address changes in the law and other changes recommended by City Departments.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Pablo as follows:
1. The records of the City of San Pablo, as set forth in the Records Retention Schedule on Exhibit A, attached hereto and incorporated by this reference, are hereby authorized to be destroyed as provided by California Government Code Section 34090 et. seq. Any such destruction may be undertaken in accordance with the attached Records Retention S chedule upon the request of the Department Head, and with the written consent of the Assistant City Clerk and City Attorney, without further action by the City Council.
2. With the consent of the Assistant City Clerk, City Manager , and City Attorney, updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council of the City of San Pablo.
Resolution 2024-___ Page 2
3. The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.
4. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
5. This resolution shall become effective immediately upon its passage and adoption.
* * * * *
ADOPTED this 4
TH day of March 2024, by the following votes:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
ATTEST: APPROVED:
___________________________ ________________________
Dorothy Gantt, City Clerk Patricia Ponce, Mayor