CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
6/27/2023
AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: KIM BOLES
SENIOR DEPUTY CITY CLERK
SUBJECT:
RESOLUTION AMENDING RECORDS RETENTION SCHEDULE
Summary:
Staff recently completed the annual review of the Records Retention Schedule (Schedule). All changes to the Schedule have been submitted by the City Clerk, approved by the City, and now require City Council approval. This action would amend the Schedule for the Community Development; Parks, Recreation, and Library Services (formerly Community Services); and Police Departments.
Recommendation:
Adopt a resolution, entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA, AMENDING THE CITY’S RECORDS RETENTION SCHEDULE PREVIOUSLY ADOPTED BY RESOLUTION NO. 2021-07-6628, AND REPEALING ALL PRIOR RESOLUTIONS Fiscal Impact:
There is no fiscal impact associated with the proposed recommendation.
Strategic Plan Objective:
Goal No. 6: Promote a transparent and open government.
Background and Analysis:
Records management provides management and control over the files and records of the City to enhance efficiency and effectiveness. The City’s Schedule includes activities associated with the CITY OF SIGNAL HILL Page 1 of 2 Printed on 6/23/2023
powered by Legistar™
6/27/2023
enhance efficiency and effectiveness. The City’s Schedule includes activities associated with the creation, movement, retention, retrieval, duplication, safekeeping, and destruction of records. The City’s Schedule also ensures the preservation of records of permanent value and establishes archival criteria to maintain and assure continued access to appropriate historical records.
In January 1988, a Records Management Program was initiated requiring every department to review their retention schedules annually for potential amendments. The process begins with each department reviewing their existing schedule and working with the City Clerk to identify amendments based on current best practices. These are then forwarded to the City Attorney for review and approval. Once approved, the City Clerk compiles the amendments and prepares a resolution for the City Council’s consideration.
Staff prepared the proposed resolution for City Council’s consideration. There are nine proposed amendments to the Schedule, which have been reviewed and approved by the City Attorney.
Community Development
· Change Series 28: Titled Building Construction Plans - Common Interest to “Building Construction Plans - Multi-family, Commercial, Industrial, Institutional, Mixed-Use”; and · Change Series 36: Titled Building Construction Plans - Other than Common Interest to “Building Construction Plans - Single-family, Tenant Improvements”.
Parks, Recreation, and Library Services (formerly Community Services) · Change Series 16: Titled Animal Control Monthly to “Animal Control Reports”; · Delete Series 17: Bi-Monthly Time Sheets, paper records no longer in use; and · Change Series 33: Indemnification Forms (Excursions) to “Indemnification Forms”.
Police Department
· Add to Records Description: Arrest/Citation “Citation - Infraction (Juvenile) 11361.5 and 11361.6(e) HS (destroy when offender turns 18)”;
· Add to Records Description: “Complaints/Internal Affairs Investigations; Unfounded/Founded” (destroy after 5 years - unfounded; 15 years - founded); · Change Records Description: Jail Register to “Jail Register - Electronic Format”; and · Change Records Description: Daily Jail Checklist to “Daily Jail Checklist - Electronic Format”.
Attachments:
A. Resolution
B. Exhibit A to Resolution
CITY OF SIGNAL HILL Page 2 of 2 Printed on 6/23/2023
powered by Legistar™