TO:
FROM:
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SUBJECT:
Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
Honorable Mayor and City Council
Ana V. Sauseda, Director of General Services/City Clerk City Council Meeting of February 12,2024
Resolution Approving a Revised Records Retention Schedule RECOMMENDATION:
That the City Council Adopt Resolution No. 2024-03, approving a revised Records Retention Schedule for the City of Yucaipa and rescinding Resolution No.2022-62.
DISCUSSION:
The City of Yucaipa's current Records Retention Schedule (Retention Schedule) was adopted on November 28,2022, to provide regulations and guidelines for the efficient operation of the City's records. Its main purpose is to ensure that all City records are maintained in accordance with federal, state, and local statutes. Proper maintenance of numerous records is vital as improper maintenance can slow document retrieval when fulfilling public records requests. Best practices dictate a review and update of retention schedules periodically to ensure that the agency has an up-to-date inventory of documents, and that current administrative procedures and legal mandates are applied. ln August 2023,the City entered into an agreement with Diane Gladwell of Gladwell Govemmental Services, Inc., an expert in local govemment records, to review and update the City's Retention Schedule. The new Retention Schedule was written with representatives from all departments participating in the project and provides clear, specific record descriptions and retention periods, and applies current law and technology to the management of Yucaipa's records. In addition, our consultant also proposed a new Supplemental Electronic Mail Management and Retention Policy which is consistent with current state laws.
It is standard business practice for Califomia cities to authorize the routine destruction of records that have exceeded their adopted retention period. To streamline records destruction processing, and with the consent of the Director of General Services/City Clerk, City Manager, and City Attorney, this type of record will be authorized to be destroyed without further action by the City Council per the Council approved Retention Schedules.
The revised retention schedule includes organizational changes that occurred since November 2022
FISCAL IMPACT:
There is no fiscal impact.
Attachment(s):
l. Resolution No. 2024-03
Approved By:
ATTACHMENT 1
RESOLUTION NO. 2024-03
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF YUCAIPA,
CALIFORNIA, APPROVING A REVISED RECORDS RETENTION
SCHEDULE FOR THE CITY OF YUCAIPA AND RESCINDING
RESOLUTION NO. 2022-62
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 goverrrment of the City of Yucaipa; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of Califomia has adopted guidelines for retention periods for various government records; and
WHEREAS, the City of Yucaipa previously adopted a Records Retention Schedule on November 28,2022, via Resolution No. 2022-62.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YUCAIPA HEREBY FINDS, DETERMINES, ORDERS, AND RESOLVES AS FOLLOWS:
Section l. Resolution No.2022-62 is hereby rescinded.
Section 2 The City Council of the City of Yucaipa hereby adopts the Records Retention Schedule, attached hereto as Exhibit "A." The records of the City shall be retained as set forth in the Records Retention Schedule. Updates and amendments to the Records Retention Schedule are hereby authorized to be made with the consent of the City Manager, City Attorney, and City Clerk, without further action by the City Council of the City of Yucaipa.
Section 3 Unless otherwise provided by law, the records of the City of Yucaipa may be destroyed as provided by Section 34090 of the Govemment Code of the State of California in accordance with the provisions of the Records Retention Schedule upon the request of the Department Head of the department having control over the record, and with the written consent of the City Attorney and City Clerk, without further action of the City Council of the City of Yucaipa.
Section 4.The City Clerk shall certift as to the passage and adoption of this resolution and enter it into the book of original resolutions.
Section 5. This resolution shall become effective immediately upon its passage and adoption.
PASSED, APPROVED, and ADOPTED this l2th day of February, 2024.
Justin Beaver, Mayor
ATTEST:
Ana V. Sauseda, CMC
Director of General Services/City Clerk