RESOLUTION NO. 2024-09-XXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA, APPROVING A REVISED RECORDS MANAGEMENT PROGRAM AND ADOPTING AN AMENDED RECORDS RETENTION SCHEDULE FOR THE RETENTION AND DESTRUCTION OF OBSOLETE RECORDS WHEREAS, the City of Signal Hill is committed to managing its records according to best practices to ensure business, audit, legal, historical, and regulatory requirements are met; and WHEREAS, the City’s Records Retention Schedule was last updated in June 2023 and California Government Code Section 34090 provides for a procedure whereby any City record which as served its purpose and is no longer required may be destroyed; and WHEREAS, due to changes in state and federal law regarding the retention of public agency records, City staff has determined that the Records Retention Schedule requires further amendments in order for the City to be in legal compliance regarding the retention and destruction of obsolete records; and WHEREAS, to this end, City staff has prepared an amendment to the Citywide Records Retention Schedule for consideration and adoption by the City Council; and WHEREAS, the Records Retention Schedule has been approved by the respective Department Directors and the City Attorney in accordance with the provisions of California Government Code section 34090; and WHEREAS, City Council approval is required to amend the Records Retention Schedule.
NOW, THEREFORE THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. That Records Retention Schedule for the Personnel Department to be amended as follows:
Personnel Department: Change Series 7: Titled Police Department Personnel, Background, Training Files to “Confidential Record.” Section 2. That Records Retention Schedule for the Police Department be amended as follows:
Traffic Citation: Change Format from Hard to Electronic Records/Daily Jail Checklist: Change Format from Hard to Electronic Add Felonies Arrest/Report Hard/Electronic Format, Storage in Office File Cabinet, RMS/DI pursuant to 800 PC, 801PC Add Felonies Except Homicide, Capital Crimes Punishable by Death or Life Imprisonment, Retention Pursuant to 800PC, 801PC.
Section 3. Incorporation of Recitals. The City Council hereby finds and determines that the recitals of this Resolution are true and correct and are hereby incorporated in this Resolution.
Section 4. Approval of the Revised Records Retention Schedule. The City Council hereby approves and adopts the revised Records Management Program and Retention schedule, attached hereto as Exhibit "A" and incorporated herein by this reference. All records of the City shall be maintained in accordance with the revised Records Retention Schedule. The City Council’s approval of the revised Records Retention Schedule and adoption of this Resolution shall constitute approval, as required by statute, of the destruction of any and all obsolete City records that have been maintained in accordance with the Records Retention Schedule.
Section 4. Grant of Authority. The City Council hereby grants to the City Manager, or his or her designee, ongoing authority without further approval required by the City Council, and with the written consent of the City Attorney provided herein, to authorize the destruction of any and all obsolete City records that have been maintained in accordance with the Records Retention Schedule approved by the City Council and adopted by this Resolution.
Section 5. Custodian of Records. The City Clerk is hereby designated the official “Custodian of Records” and shall develop policies and procedures for the implementation of the City-wide records program and Records Retention Schedule. The Custodian of Records is hereby authorized to carry out the City-wide records program and any related policies and procedures under the direction of the City Manager. The Custodian of Records is further authorized to update the Records Retention Schedule from time to time to incorporate changes in local, state and federal laws affecting retention of City records.
Section 6. Rescinding Prior Resolutions. The City Council hereby rescinds any and all previous resolutions or portions thereof to the extent that they conflict with this Resolution and the revised Records Retention Schedule adopted herein.
Section 7. Certification. The City Clerk shall certify to the adoption of this Resolution.
Section 8. Effective Date. This Resolution shall become effective immediately upon its adoption.
PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Signal Hill, California, on this 10th day of September, 2024. ___________________________________
LORI Y. WOODS
MAYOR
ATTEST:
______________________________________
DARITZA GONZALEZ
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §§
CITY OF SIGNAL HILL )
I, DARITZA GONZALEZ, City Clerk of the City of Signal Hill, California, do hereby certify that Resolution No. 2024-09-XXXX was adopted by the City Council of the City of Signal Hill at a regular meeting held on the 10th day of September, 2024, and the same was adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________________
DARITZA GONZALEZ
CITY CLERK
EXHIBIT “A”
RECORDS MANAGEMENT PROGRAM AND RETENTION SCHEDULE
[ATTACH]
Resolution No. 2024-09-XXXX
September 10, 2024
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Resolution No. 2024-09-XXXX
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