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Consent
Item No. 8.
| MEETING DATE: 08/04/2025 |
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| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Rhonda J. Barone, CMC, City Clerk |
| SUBJECT: | APPROVE A RESOLUTION AMENDING THE CITYWIDE RECORDS RETENTION SCHEDULE AND AUTHORIZING THE DESTRUCTION OF RECORDS
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RECOMMENDATION:
That the City Council APPROVE AND ADOPT RESOLUTION NO. CC 2025-__ ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA HABRA, CALIFORNIA, ADOPTING AN UPDATED RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION NO. 5785.
DISCUSSION:
As approved in the Fiscal Year 2024-2025 adopted budget, the City Clerk’s Department entered into an agreement with Gladwell Governmental Services, Inc. (Gladwell) to update the City’s Records Retention Schedule (Schedule). Gladwell is an expert in local government records and it's representative has worked closely with each City Department to update the Schedule in order to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.
The purpose of the Schedule is to sustain the orderly creation, maintenance, retention, preservation, and disposal of City records according to State and Federal statutes. The current Schedule was established in 2000 and has not been updated since 2016.
Current guidelines for records retention and destruction is essential for responses to and compliance with the California Public Records Act, and adoption of this Schedule will result in efficiency gains and cost savings.
Under the authority of Resolution No. 5785, the City Clerk’s Office coordinates the destruction of obsolete City records on an annual basis. The disposition of records is performed according to the assigned retention periods and systematic procedures set forth in the Schedule, and with the written authorization of the City Attorney, City Clerk, and the Department Director. A record of all destroyed records is retained permanently and a Certification of Destruction remains on file.
The Schedule takes into consideration the following factors:
· Limited space in City facilities.
· Duplicate filing and storage of identical records.
· Production and management of permanent records.
· Technology advancements.
· Changes in law.
If approved by Council, the proposed Schedule will be in compliance with all current laws.
The new Schedules were written interactively with representatives from all City Departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, significant savings will be realized as a result of reduced labor costs, storage costs, free filing cabinet and office space, and operational efficiencies.
Cities in California routinely destroy records that have exceeded their statutorily required retention period and are no longer needed, upon the written request of the Department Director and with the review and approval of the City Clerk and City Attorney, as is provided in Section 2 of the resolution. If approved by Council, future updates to the Schedule will be administered by the City Clerk's office, as provided in Section 3 of the resolution.
The proposed amended Schedule has been reviewed and approved by the City Attorney and, if approved by City Council, will take effect immediately.
The purpose of the Schedule is to sustain the orderly creation, maintenance, retention, preservation, and disposal of City records according to State and Federal statutes. The current Schedule was established in 2000 and has not been updated since 2016.
Current guidelines for records retention and destruction is essential for responses to and compliance with the California Public Records Act, and adoption of this Schedule will result in efficiency gains and cost savings.
Under the authority of Resolution No. 5785, the City Clerk’s Office coordinates the destruction of obsolete City records on an annual basis. The disposition of records is performed according to the assigned retention periods and systematic procedures set forth in the Schedule, and with the written authorization of the City Attorney, City Clerk, and the Department Director. A record of all destroyed records is retained permanently and a Certification of Destruction remains on file.
The Schedule takes into consideration the following factors:
· Limited space in City facilities.
· Duplicate filing and storage of identical records.
· Production and management of permanent records.
· Technology advancements.
· Changes in law.
If approved by Council, the proposed Schedule will be in compliance with all current laws.
The new Schedules were written interactively with representatives from all City Departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, significant savings will be realized as a result of reduced labor costs, storage costs, free filing cabinet and office space, and operational efficiencies.
Cities in California routinely destroy records that have exceeded their statutorily required retention period and are no longer needed, upon the written request of the Department Director and with the review and approval of the City Clerk and City Attorney, as is provided in Section 2 of the resolution. If approved by Council, future updates to the Schedule will be administered by the City Clerk's office, as provided in Section 3 of the resolution.
The proposed amended Schedule has been reviewed and approved by the City Attorney and, if approved by City Council, will take effect immediately.
FISCAL IMPACT/SOURCE OF FUNDING:
The Fiscal Year 2025-2026 budget includes sufficient funds in City Clerk account 100103-52500 for a $750 annual subscription to Gladwell Governmental Services, Inc., in order for the Schedule to remain compliant with changes in State and Federal Law. This subscription will continue to be budgeted on an annual basis.
GENERAL PLAN RELEVANCE/CITY COUNCIL GOALS & OBJECTIVES:
This recommended action achieves the following elements of the La Habra General Plan:
LU 2.5 - Places Supporting the Quality of Life
ED 9.1 - Balanced Fiscal Practices
This action also achieves the following elements of the Fiscal Year 2025-2026 City of La Habra Goals and Objectives:
Goal 7B - Promote and practice a high standard of trust, ethics, and values among our employees and the public we serve
Goal 7C - Provide and maintain quality public services for our residents, businesses, and visitors
Goal 7D - Consistently provide the highest level of customer service to both our internal and external customers
LU 2.5 - Places Supporting the Quality of Life
ED 9.1 - Balanced Fiscal Practices
This action also achieves the following elements of the Fiscal Year 2025-2026 City of La Habra Goals and Objectives:
Goal 7B - Promote and practice a high standard of trust, ethics, and values among our employees and the public we serve
Goal 7C - Provide and maintain quality public services for our residents, businesses, and visitors
Goal 7D - Consistently provide the highest level of customer service to both our internal and external customers