HomeMy WebLinkAboutCA Records Retention AmendAgenda Item No: 3. b.
Meeting Date: July 1, 2013
1 1
Department: CITY ATTORNEY
Prepared by: Lisa A. GoldficnkW____ City Manager ApprovalA
Assistant City Attorney
SUBJECT: A Resolution of the City Council of the City of San Rafael Authorizing Amendments
to the Records Retention Schedule and Authorizing Destruction of Certain City
Records
RECOMMENDATION:
Staff recommends that the City Council adopt the attached Resolution,
BACKGROUND:
In June 2012, the City contracted with Diane Gladwell, of Gladwell Governmental Services, Inc., an
expert in local government records, to create an updated and thorough set of schedules for the retention
and disposition of the various records managed by City departments. On February 4, 2013, the City
Council adopted a comprehensive new Records Retention Schedule for the City, setting policies and
procedures for the retention and destruction of the City's public records consistent with state law. The
City continues to retain Gladwell Governmental Services, Inc. to assist the City in maintaining the
Records Retention Schedule's compliance with state law requirements.
ANALYSIS:
The adopted Records Retention Schedule is made up of both city-wide and individual departmental
retention schedules. The schedules provide clear, specific records descriptions and retention periods, and
apply current law and technology to the management of San Rafael's records, including provision for the
retention of records in electronic rather than paper format under certain circumstances.
The Parking Services Department has requested that the Records Retention Schedule be amended to
include an additional type of document (tickets from parking/garage tickets -fees paid) maintained by that
department. The proposed resolution would approve that amendment to the Records Retention Schedule.
In addition, as it is anticipated that further amendments to the Records Retention Schedule will be
required from time to time to add new types of documents or to comply with changes in state law, staff
recommends that the Council authorize such future amendments to be made by the City Clerk without
FOR CITY CLERK ONLY
File No.: q— /'�
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT I Page: 2
further action by the City Council, subject to the written approval of the Department Head and City
Attorney. This authorization is also included in the proposed resolution.
FISCAL IMPACT:
There will be no additional fiscal impact due to the adoption of the proposed resolution.
OPTIONS:
The City Council may:
I . Adopt the Resolution as proposed; or
2. Modify the Resolution;
3. Decline to adopt the Resolution.
ACTION REQUIRED:
Adopt the attached Resolution.
ATTACHMENT:
Proposed Resolution with attached amended Records Retention Schedule for Parking Services
RESOLUTION NO. 13558
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING AMENDMENTS TO THE RECORDS RETENTION
SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY
RECORDS
WHEREAS, the various departments of the City of San Rafael accumulate and store
voluminous public records related to the conduct of the City's business; and
WHEREAS, Section 34090 of the California Government Code provides authority and
conditions for the lawful and orderly destruction of City records that are no longer required for
public purposes; and
WHEREAS, on February 4, 2013, the City Council adopted Resolution No. 13483
adopting a comprehensive Records Retention Schedule for the City of San Rafael, with standards
for the retention and destruction of the City's public records; and
WHEREAS, a recent change to State law governing the standards for retention of public
records of the City's Parking Services Department requires an amendment to the Records
Retention Schedule; and
WHEREAS, the City Council wishes to facilitate the timely updating of the City's
Records Retention Schedule in the future as further changes in State records retention laws
occur.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San
Rafael as follows:
1. The City's Records Retention Schedule adopted by Resolution No. 13483 is
hereby amended by amending the Parking Services Records Retention Schedule
as shown on Exhibit A attached hereto and incorporated herein by this reference.
2. Future amendments to the Records Retention Schedule may be made by the City
Clerk without further action by the City Council, subject to the written approval
of the Department Head and the City Attorney.
3. The records of the City of San Rafael are hereby authorized to be destroyed as
provided by Section 3�090 et seq. of the California Government Code and in
I —
accordance with the provisions of the approved Records Retention Schedule, and
any amendments authorized herein, upon the request of the Department Head and
with the consent in writing of the City Attorney, without further action by the City
Council.
4. This resolution shall become effective immediately upon its passage and
adoption.
1, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael
City Council held on the I st day of July, 2013, by the following vote, to wit:
AYES: Councilmembers: Connolly, Heller, McCullough & Mayor Phillips
NOES: Councilmembers: None
ABSENT: Councilmembers: Colin
9
ESTHER C. BEIRNE, City Clerk
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CITY OF SAN RAFAEL
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. —26 ,
DATE OF MEETING: July 1, 2013
FROM: Lisa A. Goldfien
DEPARTMENT: City Attorney's Office
DATE: June 25, 2013
TITLE OF DOCUMENT:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING
AMENDMENTS TO THE RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF
CERTAIN CITY RECORDS.
Department Head (signatbre)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY
AGENDA ITEM:
City Manager (signature)
F.-UNWOM
APPROVED AS TO FORM:
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City Attorney (signatu(ia) I P,