HomeMy WebLinkAbout06 ADOPT RES AMEND RETENTION SCHED 08-04-09-. • Agenda Item 6
AGENDA REPORT Reviewed:
~~~ ~ ~ ~ City Manager
~,~
Finance Director NIA
MEETING DATE: AUGUST 4, 2009
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: CITY CLERK'S OFFICE
SUBJECT: ADOPTING A RESOLUTION AMENDING A PORTION OF THE CITY'S
RECORDS RETENTION /DISPOSITION SCHEDULE
SUMMARY:
The Records Retention/Disposition Schedule specifies how long each record will be
held in active storage, inactive storage, and the date of destruction. It also specifies
records that are kept permanently owing to their vital or archival statute
The Records Retention/Disposition Schedule was established to apply efficient and
economical methods to create, use, maintain, retain, preserve, and dispose of City
records, including those on electronic media.
RECOMMENDATION:
Staff recommends adopting Resolution 09-46 to amend a portion of the City's Records
Retention/Disposition Schedule as it relates to the retention of audio/video of City
Council, and Planning, Community Services, and Audit commissions meetings.
FISCAL IMPACT:
There is no impact on City resources associated with this action.
DISCUSSION:
In 1991, the City Council adopted a resolution establishing a retention schedule for City
records. Records retention is regulated by the California Government Code, and in
some cases federal regulations.
An amendment to the City's Records Retention/Disposition Schedule is necessary to
modify the retention of some records in the possession of the City. If approved by
Council, the proposed addition will be included in the Records Retention and Disposition
Schedule "Schedule" and will supersede and replace the specified sections.
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It is the intent of the City Clerk's Office to periodically review the retention schedule, and
this is one instance when an amendment is required. Subsequent changes, as needed,
will be submitted to the City Council for its consideration and approval.
At its July 21, 2009, the City Council adopted a policy to approve Action Minutes for all
City Council and Redevelopment Agency meetings. All City commissions have or will
follow suit, thus the audio/video retention from 30 days is extended to 10 years for
historical value. A page excerpt from the adopted Records Retention/Disposition
Schedule is attached to Resolution No. 09-46.
Respectfully submitted,
.,~ "
Maria R. Huizar
Chief Deputy City C erk
Page 3
RESOLUTION NO. 09-46
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUSTIN, CALIFORNIA, AMENDING THE RECORD
RETENTION AND DISPOSITION SCHEDULE
WHEREAS, on July 17, 2001, the Tustin City Council adopted Resolution No. 01-
91 which established the Records Retention and Disposition Schedule ("Schedule") for
all pertinent public records; and
WHEREAS, the City Clerk is responsible for managing City records with respect
to the legal, fiscal, administrative, and archival value of such records. In furtherance of
this objective, the City Clerk and City Attorney have reviewed the schedule and
recommend that the following amendments be incorporated into to "Schedule"; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN,
CALIFORNIA, having considered and been fully advised in the matter and good cause
appearing therefore.
BE IT AND IT IS HEREBY RESOLVED by the City Council of the Tustin that the
City Council does hereby approve the amendment to the "Schedule" as presented in
Exhibit 1 and are hereby incorporated into the Record Retention and Disposition
Schedule.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Tustin on the 4th day of Au ust 2009.
DOUG DAVERT,
Mayor
PAMELA STOKER,
City Clerk
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